PITSTONE PARISH COUNCIL
Minutes of the Parish Council Meeting held on 3 January 2013 
In the meeting room at the Memorial Hall, starting at 7pm and concluding at 8.40pm

133/12	ATTENDANCE AND APOLOGIES
	
PRESENT:  Cllr Saintey (Chair), Cllr Blunt (Vice Chair ), Cllr Mrs Hawkins, Cllr Mrs Monaghan, 
Cllr Ginda, Cllr Mrs Stack, Cllr Richardson, Cllr Mrs Arney and Cllr Nicholls.   Clerk: Laurie Eagling.     Member of the public: Mrs Dale.

	APOLOGIES: 	 Cllr Mattey (work commitment)

134/12	QUESTIONS FROM MEMBERS OF THE PUBLIC/PRESS:  The council RESOLVED to permit Mrs Dale to raise concerns regarding mVAS at the appropriate point on the agenda.

135/12	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.   

136/12	MINUTES OF THE MEETING held on 29 November 2012.

	It was RESOLVED that the draft minutes of the Pitstone Parish Council meeting held on 29 November 2012 were a true and accurate record.  The Chairman was authorised to sign them on behalf of the council.

137/12	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 have secured an additional part-time traffic engineer to move forward with the long outstanding schemes and he will be reviewing the business park in the new year.  The parish council will have a further opportunity to comment on the proposals and BCC still aim to install before the end of the current financial year.
2)	Glebe Close Parking – VAHT advise “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 is 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)	Minute 132/11.7 – Unmetered equipment inventory:  Cllr Ginda will update the unmetered inventory so new utility rates can be sought.
5)	Northfield Road Cycle/Pedestrian Path: HCC advises that the legal agreement between HCC and BCC is still not complete (started 7-8m ago) 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) to speed resolution along.
6)	Minute 32/12.1b – Dog Bin on Windsor Road:  Now installed.
7)	Minute 65/12.2 – New web site launch: as soon as data populated.   Cllr Nicholls hopes to provide an update at the meeting.
8)	Minute 65/12.6 – Memorial Hall Redevelopment Plans:   ongoing by the Pitstone Memorial Hall Management Committee
9)	Minute 81/12.4 – General Power of Competence: Module submitted.  
10)	Jubilee/Wedding Tree:  free-standing plaque ordered for jubilee tree & wedding tree plaque due to be relocated to wooden post and rail fence (free-standing post not being strong enough).   Signs Realm will progress after Christmas.
11)	Minute 95/12.1b – Water Sub Meter for Pavilion:  Anglian Water said that any type/make/mark of sub-meter was acceptable.  Quote being sought for installation. 
12)	Minute 112/12.5 – Glebe Close Notice-board: Received.  M F London will erect as soon as the weather permits.    
13)	Minute 111/12.d – Exterior signage at pavilion: JFC meeting in mid January
14)	Minute 111/12.i – Memorial bench/tree: the Wesley family thanked the parish council for granting permission and advise that they will investigate options and come back with proposals
15)	Minute 112/12.c – Youth Cafe equipment wish list/Amazon:  AVYFC has applied for a grant to cover all the equipment they need at all their youth cafes.    If successful, the wish list will not be necessary.   Place on hold until grant application result known.
16)	Minute 126/12.b – Pavilion hirer’s confirmation: now issued to all managers for completion and will be reissued each season to ensure all are carrying out practice evacuations etc.   JFC will complete and return after their meeting in January.
17)	Minute 127/12.1 – Youth Cafe:  (b) M Dale has agreed to inform the parish council of the amount of fees taken on the door and the amount of revenue taken by the tuck shop each week and handed over to AVYFC.    (a) PAT testing of portable equipment not actually due until March (as PPC borrowed equipment from AVYFC for first few months), so will combine with pavilion electrical testing. 
18)	Minute 127/12.3 – Village magazine: IPC working through a number of issues with their publication 
19)	Minute 127/12.4 – Play around the Parishes: Easter holiday session booked for Wed 10/4/12 2-4pm; summer holiday sessions booked for Fri 2 Aug 10-12 and Wed 21 Aug 2-4pm.
20)	Minute 127/12 – New Homes Bonus: despite a heated debate at the District Council meeting, and the support of Cllr A Davies, all the proposed amendments were denied.   The fund available to parishes will not be increased or backdated.   The funds that are available will be held in a central pool and parishes will have to apply for a share.   This discourages the parishes from welcoming any housing development.
21)	Minute 128/12/2 – Footpath to Marsworth: MPC progressing.   PPC ring-fenced a grant contribution.   MPC to complete the LAF Footpaths Project request form to try and secure part funding and PPC to supply a letter of support.   LAF footpath/cycle path sub-group meeting on 22/1/13.
22)	Minute 129/12 – path between recreation ground and Memorial Hall: Les Graves has agreed to sweep on a monthly basis.   The Memorial Hall Committee organising equipment, storage in boiler room and access.   Mr Graves will commence this month.
	
138/12	CORRESPONDENCE 
The correspondence received this month was discussed and noted (Appendix 2).

139/12	PLANNING MATTERS   

Applications: 
12/02647/APP – application for extension of time limit for extant permission 09/02425/APP erection of replacement outbuilding for use as games room and gym with mezzanine floor at Little Barley End, Aldbury Lane, Pitstone, Bucks, HP23 5RZ.  It was RESOLVED to advise AVDC that the parish council had no objection to the application.

Decisions:  
12/02188/APP – Change of use of land from amenity to residential garden and erection of fence (retrospective) on land to the rear of 16a Vicarage Road, Pitstone: Refused (PPC opposed).

Enforcement:  
EN8/2012 (09/00110/C0N3) – Without planning permission the change of use of land from amenity open space to private garden land ancillary to the residential dwelling known as 16a Vicarage Road.

140/12	PITSTONE PARISH DEVELOPMENT PLANS

1)	Leisure Development on the Recreation Ground (Local Government (Miscellaneous Provisions) Act 1976 S19)

1.1	Skate Park
		Both bidders have been advised of the outcome.  Mr Fitt has agreed to work with 
		AVDC on behalf of the user group.  The wider community has been informed of
		the delay.   The parish council is waiting for AVDC to arrange a meeting to 
		discuss the brief and terms of the contract.

1.2	Play Space
		AVDC has recently granted permission to the parish council to continue with the 
		preferred supplier.
   
1.3	Land under Licence
		The parish council is waiting for supporting information from Bidwells to supply to 		the Charity Commission.

2)	Pitstone Development Area:  

Meeting with AVDC took place on 4 December 2012.   AVDC have yet to supply the promised
clarifications arising from this meeting.   However, the outlook from Bidwells and the private landowner was very promising and they hope to bring the land to market as soon as possible.

141/12	PROPERTY ISSUES

1)	Pavilion (Local Government (Miscellaneous Provisions) Act 1976)

a)		A number of issues have been identified with the pavilion exits.  It was RESOLVED to commission an independent site survey to clarify our legal obligations.

2)	Pitstone Hill (Local Government (Miscellaneous Provisions) Act 1976)

a)		It was RESOLVED to repair the pot holes in the car park as per our agreement with National Trust.

142/12	OTHER ISSUES

1)	PPP
Submissions for the next edition were discussed.     A quote has been sought to revert to non-glossy interior in an attempt to reduce production costs further.

2)	Yardley Avenue Street Light (Parish Councils Act 1957)
It was RESOLVED to amend the street light column in the hammer-head to have two lantern heads.

3)	Mobile Vehicle Activated Sign (mVAS) (Local Government and Rating Act 1957)
It was RESOLVED to accept the cost of approx £3,000 for the mVAS unit, spare battery pack, hinged pole, 4 x ground screws and software.   The Local Area Forum will be placing the order to take advantage of these bulk-buy discounted costs.    
A joint training session will be held in Coldharbour to avoid the need to pay for separate training in Pitstone.
It was RESOLVED to accept the cost of professional relocation each month (rather than volunteers) and council will seek quotes from J Leonard and J Groom.
52 letters were delivered to residents close to the four approved locations asking for feedback if they had any queries.   2 letters of support were received (although not requested) and 1 letter with concerns.   The council will revisit the Westfield Road location and seek approval of any amendment from Bucks County Council.    Ellesborough has been a pilot village for the scheme and has offered a site visit/demonstration if it would assist.

4)	Notice-boards (Local Government Act 1972 S111)
It was RESOLVED to treat the timber of the Vicarage Road and Cheddington Road notice-boards in the summer/dry weather to prolong their life.

143/12	FINANCIAL ISSUES  

1)	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.  

2)	Budget Monitor to the end of the Third Quarter / remaining projects this year

a)		PPP
		Cllr Ginda provided an update estimate of PPP income for the year at £4,810.16
		It was RESOLVED that there would be a zero tolerance policy with no repeat 
		advertising for debtors, as almost £800 is currently overdue.

b)		Mounds at the allotments (Small Holdings and Allotments Act 1908)
		It was RESOLVED to permit John Groom to use whatever top soil he wanted from 
		the allotments.
		It was also RESOLVED to initiate the contract to remove all remaining soil & 
		spread it at the old allotment site, once John had completed.

c)		Bus Shelters (Local Government (Misc Prov) Act 1953)
		It was RESOLVED to install one bus shelter on the housing side of the Warwick 
		Road bus stop during the current financial year, with the glass to be located on the 
		side closest to the road and the bus shelter on the housing side at the bottom end 
		of the estate at the start of the next financial year.

3)	Third Draft of Budget for 2013/14 
It was RESOLVED to approve the final draft of the budget:

•	Figures assume that AVDC will procure the skate park and that we will supply the £14,325 we have ring-fenced plus the £24,861 we currently hold in grants etc from other bodies.
•	Figures assume that the play space is installed, utilising an S106 contribution of £85,865 to part fund.
•	Includes £2,250 towards the path to Marsworth as agreed at last meeting 
•	Includes one bus shelter at £5,000 for the bottom of Westfield Road.
•	It was RESOLVED to order a replacement lockable dog bin for The Crescent, which could be installed during the current financial year as wouldn’t be invoiced until 2013/14 (costs included within 2013/14 budget, Litter Act 1983).
•	It was RESOLVED to purchase a laptop computer and business software for use by the clerk within the current financial year, rather than next (Local Government Act 1972 S111).
•	It was RESOLVED to include the production costs for another edition of the bi-annual What’s On Guide.

4)	Council Tax
It was RESOLVED to submit a zero increase precept request at £61.39 per Band D property.   £70,705.83 will be provided via the precept, £7,051.05 will be awarded as the parish share of the Government Grant to support the Localised Council Tax Support Scheme changes and £371.11 will be provided by AVDC, bringing the total to £78,127.98.

5)	Internal Audit (Local Government Act 1972 S111).
It was RESOLVED to appoint Mrs C Brooks to conduct the internal audit for financial year 2012/13 (£65 for 3 hours).

6)	Quarterly Internal Audit 
The internal audit was completed with no amendments noted or changes to the system of internal review recommended.

144/12	REPORTS (in addition to those provided in the Clerks Report)

1)	Party in the Park 2013: Peter Coker and the Memorial Hall Committee have agreed to act as the banker/treasurer for the event.   The event committee advised that they may be putting in a grant application to the parish council.

145/12	THE FOLLOWING REMINDERS WERE NOTED

•	AVDC monthly litter picks on approximately 2nd of each month
•	Parish Council meetings: 31 January, 28 February, 28 March, 25 April, 23 May, 27 June, 25 July, 22 August, 26 September, 31 October, 28 November.
•	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 4-22/3/12, diversion in operation.
•	LAF footpath subgroup meeting 22/1/13 – Cllrs Stack & Arney attending

146/12	DATE OF NEXT MEETINGS

	The next meeting of the Parish Council will be held on Thursday 31 January 2013; with allotment tenancy fees an agenda item.  The next pavilion committee meeting will be Monday 18 March 2013.

147/12	CLOSURE OF MEETING

	There being no further business to be transacted, the Chairman closed the meeting at 8.40pm.

Signed:			Date:	31 January 2013
	 Chairman