PITSTONE PARISH COUNCIL
Minutes of the Council Meeting held on 26 April 2012 
In the meeting room at the Memorial Hall, starting at 7pm and concluding at 9.05pm

PRESENT:	Cllr Saintey (Chair), Cllr Blunt (Vice Chair), Cllr Mrs Arney, Cllr Ginda, Cllr Richardson, 
Cllr Mrs Monaghan, Cllr Mrs Hawkins, Cllr Nicholls and Cllr Mattey.   Clerk: Laurie Eagling.  
1 member of the public in attendance throughout (Mr Broadbent).   PCSO J Dodson (Neighbourhood Action Group item).

APOLOGIES: 	Cllr Mrs Stack (holiday)  

1/12	ATTENDANCE AND APOLOGIES - See above.  

2/12	QUESTIONS FROM MEMBERS OF THE PUBLIC/PRESS:  None.

3/12	NEIGHBOURHOOD ACTION GROUP – No questions were raised by the member of public for Thames Valley Police.   PCSO J Dodson advised the council of a number of steering wheel thefts from BMWs and a continued theft of catalytic converters.   Thames Valley Police will shortly be carrying out a speed monitoring campaign within the newly lowered speed limit areas.

4/12	DECLARATIONS OF INTEREST:  Cllr Ginda declared that he was a Trustee of the Pitstone Town Lands Trust and Williamson Trust.

5/12	MINUTES OF THE MEETING held on 29 March 2012.

	It was RESOLVED that the draft minutes of the Pitstone Parish  Council meeting held on 29 March 2012 were a true and accurate record with one amendment noted before the final minutes were produced to include the last meetings resolution to award £25 to the winner of the photographic competition appearing in the next edition of PPP.  The Chairman was authorised to sign them on behalf of the council.

6/12	CLERK’S REPORT
The content of the clerk’s report (Appendix 1) including matters arising, was noted.

7/12	CORRESPONDENCE 
The correspondence received this month was discussed and noted (Appendix 2).

8/12	PLANNING MATTERS   

1)	Applications: 

12/00562/APP -  New single storey ‘goods in’ to existing facility and change of use of grassed area to provide additional car parking at Goodrich Electrical Power Systems, Pitstone Green Business Park, Westfield Road.   It was RESOLVED to advise AVDC that the parish council had no objection to this application.   It does not affect any residential properties and relates to their recent factory refit.

12/00565/APP – Single storey extension to Electro Magnetic Chamber Building Goodrich Electrical Power Systems, Pitstone Green Business Park, Westfield Road.  It was RESOLVED to advise AVDC that the parish council had no objection to this application.   It does not affect any residential properties and relates to their recent factory refit.

12/00474/APP – Change of use from shop to hot food for home delivery at 17 High Street, Ivinghoe – amended plans proposed by applicant.  Comments requested by 27 April.   It was RESOLVED that these minor amended plans did not materially affect the previous comments submitted by the parish council and therefore the parish council RESOLVED to advise AVDC that they continued to object to this development as being inappropriate within a conservation area.

2)	Decisions: 

12/00221/APP – demolition of existing front porch and replacement with single storey front extension at 73 Old Farm: permitted (PPC had no objection)

11/02658/APP – raising of roof to provide second floor accommodation including two dormer windows to front and part two storey side extension at Brookend, High Street, Ivinghoe: permitted (PPC had no objection)

12/00345/ACL – demolition of existing conservatory and erection of single storey extension and decking area at 9 Short Hale: Certificate of Lawfulness issued (PPC had no objection).

Advanced notice that Springfield House, Orchard Way, are planning to re-submit their application for a new property (the previous application has lapsed).   No changes from previous application, to which council had no objection.

9/12	PITSTONE 2020 VISION / PARISH DEVELOPMENT	

1)	Overview:
Simon Gray drawing up a scaled draft consultation document showing beautification / recreation ground development / Pitstone development area etc.   Copy to be provided to Bidwells who will seek the input of the private landowner.

At present, the skate park will be located where originally planned.   A footpath will come through from the development area between the new skate park and relocated children’s play area.   The main foot & cycle path will still join the recreation ground in the corner by the top end of the car park and run along the front of the memorial hall.   The MUGA is likely to be located in the top section of car park, with alternative parking being provided within the development area space.

2)	Leisure Development – Skate Park / Wheeled Sports (Local Government (Miscellaneous Provisions) Act 1976 S19)

a.		Tender:  invitation sent to 8 of the top manufacturers in the UK.  4 have indicated an interest and meetings have been arranged between 1 and 9 May.   

b.		Working Party: Tim Herbert has agreed to join the working party and has been involved in several local skate park design projects.   Work continues to recruit the end user members and gain parental permissions.

c.		Funding: Applied to LAF for £2k.  Applied to AVDC for agreed release of 50-60% of project costs from S106 leisure contribution.  Cllr A Davies agreed to provide half of annual Community Leaders fund, if granted again this year, which would equate to approximately £1,250.   Many other sources not open/applicable for skate park/capital projects at present.

d.		ROSPA: pre-installation inspection or post-installation inspections available at a cost of £395 + VAT each.  The latter being a requirement of our insurance company.

3)	Leisure Development – Multi Use Games Area / Balled Sports (Local Government (Miscellaneous Provisions) Act 1976 S19)

Proposal to be submitted to Bidwells in the first instance.

10/12	YOUTH CAFE PROJECT (Local Government (Misc Provisions) Act 1976)

1)	Electronic equipment previously agreed by council on order/arrived.
2)	Letter currently being drafted for all parents, asking them to confirm contact details/sign up to cafe rules/volunteer to help if possible.   Will detail membership card scheme and behaviour policy.
3)	Three volunteers have been approached to see if they would be willing to join an expanded committee but they are hesitant about the amount of time they may have to commit to.
4)	It was RESOLVED to approach Brookmead about the need for storage again as this is now becoming a problem.

11/12	PROPERTY ISSUES

1)	Pavilion/Recreation Ground Football Pitches (Local Government (Miscellaneous Provisions) Act 1976)

It was RESOLVED to approve the estimated cost of £500 by A J Groom & Son to renovate the football pitches this summer.

2)	Play Areas / Open Space (Local Government (Miscellaneous Provisions) Act 1976)

a.		The previously circulated annual playground inspection reports were discussed.   It was RESOLVED not to carry out the minor remedial works listed until the extent of the recreation ground re-development was known.

b.		Tree Risk Assessment can’t yet be provided as the trees are still not in leaf.

c.		The Disability Discrimination Act bi-annual consultation has been included within the next edition of PPP.

d.		Permission has been granted to Helen Moriarty to hold outdoor exercise sessions on the recreation ground.   Proof of Public Liability insurance and associated Music Licence provided.   Requested all sessions are registered with Memorial Hall booking clerk to avoid any clashes of use.

12/12	OTHER ISSUES

1)	Town Lands Trust / Williamson Trust
It was RESOLVED to approve the Town Lands Trust/Williamson Trust request to increase the number of their trustees from 5 to 7 due to the increasing size of the population.   It was noted that they wished to continue with the tradition of having one member of the parish council amongst their trustees.

2)	Diamond Jubilee  (Local Government Act 1972 )
a)	The minutes of the Jubilee working party were discussed and noted, along with the logistics for the parish council display.
b)	It was RESOLVED to accept the cost of £200 for necessary electrical work at the Memorial Hall, £120 for security on the Sunday evening to protect the hired equipment and an approximate cost of £250 for Monday night entertainment.  It was noted that the £600 band equipment hire cost may not now be necessary.  Overall, the event is expected to fall well within budget.
c)	It was RESOLVED to distribute all pre-reserved mugs prior to the event, meaning that all mugs at the jubilee event can be sold without the complication of pre-order collections.   It was further RESOLVED to continue with the reservation cost of £3.25 per mug to ensure that all supplies were sold.

3)	Ongoing Production of the Village Magazine
It was RESOLVED to remove this from future agenda’s until notified by the Editor.

4)	General Power of Competence
The information provided about this new power was noted.

5)	Clerk’s Hours for the Last 6 Months
The above was reviewed at the Chairman’s request.   Only 9.5 hours overtime had been undertaken over the whole 6 month period.  It was RESOLVED to pay for these hours (Local Government Act 1972 S111).

13/12	FINANCIAL ISSUES  

1)	Year End Financial Reports and Employment Reporting
Council reviewed all the following: 

a.		End of Year Bank Reconciliation
b.		Notes to end of year accounts
c.		Year End pavilion summary
d.		Year End budget monitor for receipts and payments (including youth cafe)
e.		Year End asset registers
f.		Year End Accounting Statements and Explanation of Variances 2011/12
g.		The Annual Report and Accounts presentation for the Annual Assembly/PPP

It was RESOLVED that these documents should be submitted for the internal auditors review and it was noted that the date of this meeting has been moved to 16 May by the internal auditor.

P14’s, P38a, P35 and P11D’s have all been completed and submitted to HMRC for the end of year payroll.   Employees have been provided with P60’s and P11d where appropriate.  
Mr A Sanders has been established as a permanent employee.

2)	Quarterly Grant Considerations
No applications have been received by the parish council.

3)	Membership to SLCC (Local Government Act 1972 S111)
It was RESOLVED to meet the membership cost of £140 per annum.

4)	Year End inter-account balancing payments 
It was RESOLVED to make the necessary year end balancing payments between the council’s accounts, as outlined in the report to council previously circulated.

5)	Financial Information
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.  

6)	Repair of Vandalised Fence at Recreation Ground (Local Government (Miscellaneous Provisions) Act 1976)
It was RESOLVED to instruct M F London to make the necessary repairs to the vandalised fence between the recreation ground and the hall car park.

14/12	REPORTS (in addition to those provided in the Clerks Report)

1)	The portable skate park had 40 attendees this holiday.
2)	AVDC had an internal administration error and arrived with Play around the Parishes between 2-4pm on 12/4/12.  Unfortunately as this was unscheduled, unpublicised and unannounced they only had 12 users.   AVDC has confirmed that they will not be charging Pitstone parish council for this visit.
3)	A collapsed BT Openreach cover outside Yardley Avenue surgery has been reported (reference number SM8HXJ30).

15/12	THE FOLLOWING REMINDERS WERE NOTED

•	Diamond Jubilee in June 2012 (late May bank holiday moves to 4/6/12 & extra bank holiday 5/6/12).  Big Jubilee Lunch Celebration in Pitstone Sunday 3/6/12 including skate park, sports cage and sumo suits.  Ivinghoe Beacon lit on Monday 4/6/12.
•	AVDC mechanical sweeper last attended w/c 19/9/11 and monthly litter picks on approximately 2nd of each month
•	Parish Council meetings: 31 May (Annual council meeting), 28 June, 26 July, 23 August (moved from 30 August), 27 September, 25 October, 29 November and the 27 December meeting will move to 3 January 2013.
•	Annual Assembly 1 May 2012.
•	CIB Fire Training (date tbc) – clerk will attend if possible
•	BALC AGM 9/11/12 7.30pm
•	BALC Executive Committee meetings 18/7/12 and 17/10/12 all 7pm at County Hall
•	Vale of Aylesbury Plan Stakeholder Forum Third series of events likely for Thursday 5 July 2012 in Aylesbury.
•	Internal audit with Charlotte Brookes moved to Wed 16 May 2012
•	AVDC curb side garden waste collection service commences mid June.   Sign up by 8 May to benefit from the start.   www.aylesburyvaledc.gov.uk/gardenwaste for application form.
•	AVALC meetings: 28 June Vale of Aylesbury Plan to Neighbourhood Plans (clashes with council meeting); September – Devolution of Public Services.
•	Family Fun Days, including Play around the Parishes with sports and the portable skate park, booked for 10am to 3pm on Fri 27 July, Mon 13 Aug & Fri 24 Aug (Summer hols)
•	Best Kept Village competition will be judged in June.   Notified end July/August.
•	Pavilion Committee Meeting 30/4/12
•	NAGs: 26 July, 25 October

16/12	DATE OF NEXT MEETINGS

	The next meeting of the Parish Council will be held on Thursday 31 May 2012 and will be the annual meeting.    The planting of daffodil bulbs in the verges along Marsworth Road was requested as an agenda item (one quote received so far of £200 for 1,000 bulbs).  Cllr Richardson will champion.    

A pavilion committee meeting will be held on Monday 30 April 2012.  The next jubilee working party meeting is scheduled for Monday 28 May.

17/12	CLOSURE OF MEETING

	There being no further business to be transacted, the Chairman closed the meeting at 9.05pm.

Signed:			Date:	31 May 2012
	 Chairman