PITSTONE PARISH COUNCIL
Minutes of the Parish Council Meeting held on 28 February 2013 
In the meeting room at the Memorial Hall, starting at 7.00pm and concluding at 9.30pm

164/12	ATTENDANCE AND APOLOGIES
	
PRESENT:  Cllr Saintey (Chair), Cllr Blunt (Vice Chair), Cllr Mattey, Cllr Mrs Monaghan, 
Cllr Ginda, Cllr Mrs Stack, Cllr Richardson, Cllr Nicholls, Cllr Mrs Hawkins and Cllr Mrs Arney.   Clerk: Laurie Eagling.    County & District Councillor Avril Davies (first half).   Mr Broadbent (co-opted member of leisure development working party).   4 members of the public to represent the planning application on land adjacent to 11 Church Road.   1 further member of the public.

	APOLOGIES: 	 None, all present.

165/12	QUESTIONS FROM MEMBERS OF THE PUBLIC/PRESS:  It was RESOLVED to allow members of the public to speak at the respective point in the agenda for planning matters.    No other questions were tabled.

166/12	DECLARATIONS OF INTEREST:  All councillors have an interest in the Recreation Ground redevelopment as the council is trustee of the Recreation Ground Charity and Pitstone Parish Charity.   Cllr Monaghan requested it be noted that her property was close to both 95 Windsor Road and the rear of 16a Vicarage Road.

167/12	MINUTES OF THE MEETING held on 31 January 2013.

	It was RESOLVED that the draft minutes of the Pitstone Parish Council meeting held on 31 January 2013 were a true and accurate record.  The Chairman was authorised to sign them on behalf of the council.

168/12	CLERK’S REPORT
The content of the clerk’s report (Appendix 1) was noted.   To assist the public, the notes on matters arising are duplicated below:

1)	Minute 131/09.3 – Business Park Signs; Transport for Bucks secured an additional part-time traffic engineer in December to move forward with the long outstanding schemes and he should have reviewed the business park in January.  BCC aim to install before the end of the current financial year.   The parish council is waiting for revised proposals for comment.
2)	Glebe Close Parking – VAHT last advised “I have now received a quote back from the contractor which has been sent for sign off by management here. Given that it is quite a costly project it needs a few signatures but am hoping this will not cause too many further delays.  There is no budget left for this year but I am hoping to get it on the list for the next financial year”.
3)	Glebe Close Resurfacing and Cheddington Road footpath – In Feb 2012 BCC agreed to resurface Glebe Close and Cheddington Road footpath was approved in 2011.   Paul Foot confirms that both are still due to be carried out, but no date has been fixed.
4)	Northfield Road Cycle/Pedestrian Path: HCC advises that the legal agreement between HCC and BCC is still not complete (started in April/May) and therefore they have not received the funds and are unable to scope any works.    Requested assistance from Cllr A Davies (BCC) and Cllr N Hollinghurst (HCC).   So far, no progress.
5)	Marsworth-Pitstone footpath:  MPC applied to P4C.  Next footpaths sub-group meeting mid March.
6)	Ivinghoe T-junction to Windmill footpath: next footpath sub-group meeting mid March.
7)	Minute 65/12.2 – New web site launch: as soon as data populated.   Cllr Nicholls progressing.
8)	Jubilee/Wedding Tree:  Signs Realm printing the new sign and relocating the old sign.
9)	Minute 95/12.1b – Water Sub Meter for Pavilion:  To be arranged over next couple of months. 
10)	Minute 112/12.5 – Glebe Close Noticeboard: Erected and in use.
11)	Minute 111/12.d – Exterior signage at pavilion: JFC meeting in mid January.   No update received from the club.   They may raise at the March pavilion committee meeting.
12)	Minute 111/12.i – Memorial bench/tree: the Wesley family informs the parish council that the bench is currently under construction and they will then arrange installation at the pavilion.
13)	Minute 112/12.c – Youth Cafe equipment wish list/amazon:  Waiting for list from AVYFC, so can determine the most appropriate way to proceed and fundraise.
14)	Minute 126/12.b – Pavilion hirer’s confirmation: only I&PCU FC outstanding.  
15)	Minute 127/12.3 – Village magazine: IPC working through a number of issues with their publication.  No further approach made by IPC to combine magazines.
16)	Minute 141/12.2 – Pitstone Hill car park pot holes:  waiting for quote from M F London.
17)	Minute 142/12.4 – Notice-board treatment: correct products identified by Greenbarnes.  Need to determine who should carry out works.
18)	Minute 143/2b – Mounds of top soil at allotments: John Groom started to remove the soil which is fine for his purposes but the track is too boggy and he has had to delay further work until the ground dries to avoid getting the tractor stuck.  
19)	Minute 143/3a – Lockable Dog Bin for The Crescent: on order.
20)	Minute 143/3b – Laptop: received, set up and in use.
21)	Minute 143/3c – What’s On Guide: collecting amendments.   Sent link to all existing contributors so they can check their details.   If any councillors have any further wishes/thoughts, please inform the clerk so that they can be incorporated.
22)	Roundabout central light – Kevin Allen, BCC Street Lighting, advised that this column has reached the end of its life and a new light has been placed on order for 2013.  The parish council has asked if we can enhance the roundabout at the same time, but no response has been received.
23)	Minute 157/12.2c – Allotment tenancy renewals: paperwork issued to plot holders for payment by 25/3/13 (21 returned already).   It should be noted that there are now only 5 on the waiting list and this will be reduced still further when the extra plots are created.
24)	Minute 157/12.3d – Regular Playground Inspection Training:  BALC investigating if this is something they could offer to their wider membership base before PPC issue an email to all local councils to gauge interest.   Really need to know when new playground will be installed before this can be arranged, as a play space is needed adjacent.
25)	Minute 158/12.2a – Yardley Avenue hammer head lighting column: now installed.   Two residents have confirmed to Cllr Ginda that the new light is an improvement.   No further negative comments have been received to date by the parish council.
26)	Minute 158/12.3 – mVAS:  Following further investigation and site visits PPC propose to proceed with the BCC recommended location along Westfield Road.   A request for permission from Taylor Wimpey has been lodged (no response received).    A draft risk assessment and procedures manual has been written and will be consolidated once the training has been received and equipment viewed.   No date yet for either training session in Coldharbour or equipment installation, but delivery is anticipated within the next few weeks.
27)	Minute 158/12.12 – Bus Shelters on Westfield Road:   Still waiting for Taylor Wimpey to grant permission for them to be erected.   No financial or other liability for TW.
28)	Minute 158/12.13 – ‘Local List’:  Cllr Corry Cashman has confirmed that a working party has been created to investigate the pros/cons further.
29)	Minute 160/12.5 – Pedestrian Crossings:  Request lodged with TfB for pedestrian crossings by Westfield Road bus stops.   Problem lies in fact that ownership not yet transferred and therefore neither party willing to progress at present.

169/12	CORRESPONDENCE 
The correspondence received this month was discussed and noted (Appendix 2).    It was RESOLVED that no submissions were necessary on behalf of the council to the Gypsy & Traveller Needs Consultation.

170/12	PLANNING MATTERS   

Applications: 

13/00212/APP – alteration to garage to create residential accommodation and garage at 95 Windsor Road.   No objections were received as a result of the neighbour notification program.  Following consideration at the meeting, it was RESOLVED to advise AVDC that the parish council had no objection to the application.

13/00394/APP – erection of detached two storey dwelling and alteration to existing access at land adjacent to 11 Church Road.    8 letters of support were received as a result of the Neighbour Notification program and no objections.   The applicant and a further member of the public were permitted to speak and provide further information about the ecological benefits of the design.  Following consideration at the meeting it was RESOLVED to advise AVDC that the parish council has no objections to the application.    These 4 members of the public then left the meeting.

Decisions:  

12/02843/APP – single storey rear extension to 18 Vicarage Road: permitted (PPC tendered no objections).

	Other:

13/00007/ENFNOT – appeal against the Enforcement issued by AVDC that without planning permission the change of use of the land from amenity open space land to private garden land ancillary to the residential dwelling known as 16a Vicarage Road.    It was RESOLVED to resubmit comments to the Planning Inspectorate and cross reference to the precedent set by the previous Planning Inspectorate ruling in the case of The Pightle.

171/12	PITSTONE PARISH DEVELOPMENT PLANS

1.	Leisure Development on the Recreation Ground

1.1.	Skate Park
The initial meeting with AVDC leisure took place at the start of February.   AVDC
will liaise with the user group and compile a draft brief for approval by the parish council (not seen as yet).   The brief and the evaluation criteria are critically important as the contract will be awarded to the highest scoring bid.   AVDC advise that typical procurement from publication of the Statement of Interest through to the appointment of the contract takes approximately 18 weeks.    Planning permission (if required) will take another 14+ weeks.   Lead-time from suppliers is only a few weeks, but installation is estimated at between 8 and 12 weeks on site.   Therefore, the best current estimate would be an installation date of late 2013 or early 2014 (potentially weather dependent).

It was RESOLVED to remove the large tree as part of the pre-playground works as recommended by AVDC.

Council was reminded that the ongoing land ownership issues between the two charities must be resolved.

County and District Councillor Avril Davies proudly presented the parish council with a cheque for £2,550 from her Community Leaders Fund towards the Phase I (Play Space) and Phase II (Skate Park) elements of leisure development on the recreation ground.

1.2.	Play Space
Revised proposals have recently been received from Huck Play.   It was RESOLVED that the layout and equipment was now correct.   There is still some work to do regarding cost breakdowns and safety matting before the design can be submitted to RoSPA for a pre-installation inspection.

1.3.	Removal of Trees
Cllrs Saintey, Arney and Stack still to visit site to re-assess advice in topography report.   A quotation will then be sought from Rod Wilson.

1.4.	Land under Licence
Supporting information from Bidwells has been submitted to the Charity Commission and the parish council/local charities are waiting for a response.

2.	Pitstone Development Area:  

AVDC recently provided the feedback that was promised at the meeting in early December, however this did not resolve all the issues raised.   Responsibility has now been passed to Roger Newall who was involved in the production of the original Pitstone Comprehensive Plan and questions about the potential leisure contribution have also been raised.

County & District Councillor Avril Davies has offered her assistance to speak to Roger Newall and Jim Cannell who still works within AVDC on a part time consultancy basis, to help seek a solution and move this project forward.    She would also be willing to attend a joint meeting.   PPC to try and set up such a meeting.

172/12	PROPERTY ISSUES

1)	Pavilion

a)		The site survey by Combat Fire revealed that only minor works to the two doors needed to be undertaken to comply with current legislation.   The kitchen door must have a push bar and the central door must be locked open throughout the hire periods.   Quotation being obtained.
b)		It was RESOLVED to purchase a set of net supports for the socketed goals (£205 + VAT) if a viable solution can’t be identified with the club users.
c)		It was RESOLVED to commission the necessary fire equipment service, PAT, 5 year electrical inspection and fire alarm service plus carry out repair to the storage heater.
d)		It was RESOLVED to close the larger pitch as early in May as possible to enable thorough renovation work to be carried out this year (especially as last year very little could be done due to the hosepipe ban).  The smaller pitch can remain open a little longer if necessary as the ground-keeper doesn’t have the capacity to work on both pitches at once.     It was acknowledged that this may mean that the JFC Presentation Day can’t take place at the site if it has to be held on 26 May and can’t be brought forward.
e)	It was RESOLVED to commence recruitment of a replacement cleaner/caretaker as soon as possible.

2)	Allotments

a)		After consideration of the Licence to Pitstone Allotment Association, it was RESOLVED to accept PAA’s proposal to remove the requirement for them to present at the Annual Assembly.    The Chairman and Vice Chairman were granted permission to sign the new Licence on behalf of the council.   Pitstone Allotment Association will arrange for two representative signatures and return the document for retention by the council.    

173/12	OTHER ISSUES

1)	Street Lighting 
(a)	Cllr Ginda will liaise with BCC regarding timely replacement of aged lighting 
			columns.
(b)	The request for an additional column by 72 Yardley Avenue was discussed.   This 
			stretch of road has already been assessed by OLS.   The existing column was 
			upgraded to more efficient luminosity and it has been deemed unsuitable for an 
			additional column due to the close proximity of further lighting in the vicinity.   It was 
			therefore RESOLVED that no additional column could be supplied.   The resident 
			has also requested lighting by the bungalow footpath and in the surgery car park, 
			both areas are owned by VAHT so the approach should be made to that body.

2)	Volunteer of the Year 2013 
There were a record number of nominations this year, all of which were clearly important to the person making the nomination.   It was therefore agreed to put all the nominations into a hat and the member of public attending the meeting selected the winner.      It was RESOLVED to meet the costs associated with this award eg £50 prize, framed certificate, card etc.

3)	Pitstone Recreation Ground Charity and Pitstone Parish Charity Meetings
(a)	Pitstone Parish Charity
			No matters arising for consideration by the full council.
(b)	Pitstone Recreation Ground Charity
			It was RESOLVED to award the Ivinghoe & Pitstone United Cricket Club a grant of 
			£1,000 towards the maintenance work they undertake on the cricket square / 
			outfield on the recreation ground.

4)	Annual Parish Assembly
It was noted that the date of the Annual Assembly had been re-arranged to Tuesday 21 May 2013.   There were no revisions suggested for the draft agenda.   It was RESOLVED to accept the associated costs of hall hire, refreshments, copying/printing etc.  It was RESOLVED to increase the sum payable for distribution of the agenda + one other leaflet to £140.

5)	Beacon Villages Community Library
No report had been supplied, so this item was carried forward to March.

6)	Youth Cafe
It was RESOLVED to purchase 2 x projectors and 1 x Fifa 13 that were no longer available for hire from AVYFC.
It was RESOLVED to reimburse Cllr Ginda £140 for the purchase of a table tennis table from the auctions for the youth café and to re-home the large snooker table if Grove Hill Adventure Playground failed to collect it.
It was RESOLVED to meet the cost of repair to the urinal at Brookmead school.

7)	Pharmaceutical Services
It was RESOLVED to respond to the two consultations from the Thames Valley Primary Care Agency, protecting the existing dispensing services in the two surgeries but offering support to an additional pharmacy.

8)	Guide to Information Available
The annual review of the content and the pricing was conducted.   The chairman was granted authority to sign on behalf of the council.   

9)	Clerk’s Hours relating to Leisure Development Project
197.5 hours were invested in the project between 1/7/12 and 20/2/13, 72.75 of which have been funded through standard working arrangements.    It was RESOLVED, as previously agreed, to pay the remaining 124.75 hours in the March payroll via the leisure development project fund/S106 application agreement.

10)	Acronis True Image Licence
It was RESOLVED to purchase the second licence at the special offer price of £7.95.

174/12	FINANCIAL ISSUES  

1)	Grant Applications
Full supporting information for the Party in the Park grant request was not available, so this item was carried over to March.

2)	Community Impact Bucks
It was RESOLVED to re-pay £500 to Community Impact Bucks as requested by this body.   The sum was originally supplied to support the production of a Parish Plan but there has been insufficient support from the community and the parish council is taking forward the outcomes itself.

3)	Financial Position & Payments
It was RESOLVED to make the payments outlined in Appendix 3, and the cheques were duly signed by 3 members of the council.  The income, debtors and financial reconciliation/ summary information was noted.   It was RESOLVED to chase the bad debtors again during this month and provide another update in March.

175/12	REPORTS 

1)	Feedback was provided from the LAF meeting.
2)	Council was advised that Brookmead school had been awarded a ‘requires improvement’ overall grading as a result of the recent OFSTED inspection.  The full report would be available from Monday.
3)	Councillors noted the erection of traffic cameras on both the Upper Icknield Way and Marsworth Road.   Clerk to try and clarify their purpose and owner.
4)	It was noted that the parish maps are now very out-of-date with some footpaths missing and The Bell now closed.    It was RESOLVED to investigate the cost of replacements.
5)	It was noted that the Cheddington exchange was due to be upgraded within 12 months enabling super-fast broadband for Pitstone.
6)	It was noted that a fallen tree on footpath 7 has been reported to Rights of Way who have commissioned the necessary works.   

176/12	THE FOLLOWING REMINDERS WERE NOTED

•	AVDC monthly litter picks on approximately 2nd of each month
•	Parish Council meetings: 28 March, 25 April, 23 May, 27 June, 25 July, 22 August, 26 September, 31 October, 28 November.
•	Pavilion Committee meeting: 18 March 2013
•	Aylesbury Vale Transport Users Group meetings: 5/3/13 at 2pm, 4/6/13 at 2pm and 10/9/13 at 2pm (Corey Cashman)
•	Pitstone Road closed at Cheddington Canal Bridge (by Cooks Wharf) 4-22/3/12 for traffic signal replacement, diversion in operation via Ivinghoe and Cheddington
•	Play around the parishes booked for Wed 10/4/13 2-4pm, Fri 2/8/13 10-12 and Wed 21/8/13 2-4pm.
•	Internal Audit with Charlotte Brooks booked for Wed 8 May 2013
•	LAF 23/5/13, 7pm start with drop-in transport session from 6pm – Cllrs Saintey, Blunt & Stack normally attend but this one clashes with PPC meeting
•	Footpath sub-group meeting for 11/2 cancelled and re-arranged for 14/3/13 7-9pm – Cllr Stack
•	Hever Close and Windsor Road playground inspections scheduled for March
•	Party in the Park, Saturday 13 July 2013 (until 6.30pm outdoors and 11pm indoors)
•	County Council elections due in May 2013.

177/12	DATE OF NEXT MEETINGS

	The next meeting of the Parish Council will be held on Thursday 28 March 2013.  The next pavilion committee meeting will be Monday 18 March 2013.

178/12	CLOSURE OF MEETING

	There being no further business to be transacted, the Chairman closed the meeting at 9.30pm.

Signed:			Date:	28 March 2013
	 Chairman