PITSTONE PARISH COUNCIL
Minutes of the Parish Council Meeting held on 26 July 2012 
In the meeting room at the Memorial Hall, starting at 7pm and concluding at 10.25pm

54/12	ATTENDANCE AND APOLOGIES
	
PRESENT:  Cllr Saintey (Chair), Cllr Blunt (Vice Chair), Cllr Mrs Arney, Cllr Ginda, Cllr Mrs Stack, Cllr Mattey and Cllr Nicholls.   Clerk: Laurie Eagling.  
Cllr C Poll (Cheddington) present until after LAF Speeding Sub-Group feedback.  PCSO Paula Boston present until after the NAG update.  Mr Broadbent (Co-opted to assist recreation ground development working party) present throughout.

	APOLOGIES: 	Cllr Richardson, Cllr Mrs Monaghan and Cllr Mrs Hawkins (holidays) 

55/12	THAMES VALLEY POLICE NEIGHBOURHOOD ACTION GROUP:  There were no questions for TVP from the assembled members of the public.   PCSO Boston provided an update on the pleasingly low crime figures for the last 3 months.   A lengthy discussion followed about trespassing at the Clarks Contracting quarry along with the associated car parking, visibility and anti-social behaviour problems.   Thames Valley Police and Hertfordshire Police have launched a joint operation to tackle the problem and Clarks Contracting is aware and involved.   The publicity material produced by the joint operation has been distributed via Tring school plus included within the local press and has been supported by the parish council on the notice-boards, web site, Facebook page and Twitter account.

56/12	QUESTIONS FROM MEMBERS OF THE PUBLIC/PRESS:  No questions were raised by the members of the public.

57/12	DECLARATIONS OF INTEREST:  All councillors have an interest in the Recreation Ground redevelopment as they are also trustees of the Recreation Ground Charity and Pitstone Parish Charity.   For the purposes of this meeting, they are representing the local authority.

58/12	MINUTES OF THE MEETING held on 28 June 2012.

	It was RESOLVED that the draft minutes of the Pitstone Parish Council meeting held on 28 June 2012 were a true and accurate record.  The Chairman was authorised to sign them on behalf of the council.

59/12	LAF SPEEDING SUB-GROUP
Cllr Poll reported that (a) the cost of fixed vehicle activated signs (VAS) had not been approved as they were deemed not to be cost effective and were ineffective after a while as motorists ignored them once they knew where they were.   (b) the LAF had approved the purchase of 2 mobile VAS at a cost of £7,000 plus £200 for brackets, the cost of which would be shared amongst the villages showing an interest in the community speedwatch scheme.  (c) the LAF had agreed to hire the speedwatch equipment for a period of 10 weeks from September to run introductory sessions in all the parishes wishing to set up community speedwatch projects.  Bucks County Council will co-ordinate the dates and venues.

60/12	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 137/08.4 & 81/09 – Footpaths in Cheddington Road;  BCC still have no available funds to carry out any non-emergency footpath repairs and this position in unlikely to change.   This item has been on matters arising since 2008.   The clerk proposes to take the issues off until there is a change of position at Transport for Bucks.
2)	Minute 131/09.3 – Business Park Signs; Speed Reductions now installed but the Business Park Signs have not gone up.   David Cairney has advised that the traffic team has been disbanded (redundancy/ retirement/merging with another department) but that he will try and chase these up.
3)	Glebe Close Parking – The update from VAHT reads: “We do have a proposal, plans and planning permission and in place. I do not have confirmed funding as yet as I do not have an approved contractor selected with a confirmed price for the project. I am waiting for quotes in order to select an appropriate contractor and apply for the funding. I cannot confirm dates at this stage but rest assured as soon as I can I will.”   Last year they did have funding confirmed.
4)	Minute 132/11.7 – Unmetered equipment inventory & 165/11.1 Street Lighting: waiting for UK Power to connect new LED lights, so can submit latest figures.   OLS still chasing.
5)	Minute 183/11.12 – Domino Pizza Knockdown:  Payment due by 20 July.   No communication received to date.
6)	Energise Gold – Still no available instructors.   Unlikely to happen.   Remove from our matters arising list and AVDC will notify the parish if the situation changes and they are able to offer the provision.
7)	Community Cinema – trying to set up initial meeting for Tuesday 4 September at 8pm.
8)	Minute 198/11.4 – Computer back-up: equipped received.   Cllr Nicholls encrypted hardware and will set up back-up systems.
9)	Northfield Road Cycle/Pedestrian Path: No further update - HCC and BCC are drawing up a legal agreement to allow the transfer of funds between the two parties.   HCC is not yet in receipt of the funds from BCC as far as we are aware.
10)	Minute 32/12.1a – Silver Surfers Club: No update as yet.    Dave Clifford will set up the scheme.   He is working with Sue Gregory to determine the facilities at the hall (eg wired plugs & wifi), determining the specification of necessary equipment (eg built in wifi) and will take advantage of the parish council’s offer to promote the needs via our communication channels.    He will also apply for a grant to cover some of the set-up costs in due course.
11)	Minute 32/12.1b – Dog Bin on Windsor Road:  Application will be made to AVDC and TW once fence removed  
12)	General Power of Competence Training: waiting for convenient local date to become available
13)	Minute 45/12.1c - Additional hedge plants for recreation ground/Marsworth road boundary: plan in autumn 2012

61/12	CORRESPONDENCE 

1)	The correspondence received this month was discussed and noted (Appendix 2).

2)	The update on London Luton Airport proposed expansion plans was considered.  It was RESOLVED to keep checking the notified web-site during September for information about the pre-application consultation and then decide the best method of disseminating the information around the parish depending upon the content.

3)	It was RESOLVED that Cllr Blunt, possibly with Cllr Monaghan, will look at the information supplied by the Primary Care Trust regarding rurality and facilities within the neighbouring parishes.

62/12	PLANNING MATTERS   

1)	Applications:
12/00934/APP – erection of garage to 83 Crispin Field: the council received no objections as a result of our neighbour notification scheme.   After considering the application, the council RESOLVED to advise AVDC that they had no objection to this application.
12/01488/APP – loft conversion into living accommodation including the insertion of two dormers to front and roof-lights to rear at 18 Hever Close: the council received no objections as a result of our neighbour notification scheme.   After considering the application, the council RESOLVED to advise AVDC that they had no objection to this application.

2)	Advance Notice: 
Brookmead school held a consultation evening on Thursday 19 July 2012 to showcase their expansion plans involving a new hall, library and classrooms.   The application has been submitted to AVDC so planning notices are anticipated within the next few weeks.

3)	Neighbourhood Development Plans:
Cllr Mattey provided an update following the Chilterns Conservation Board training session on 2 July 2012.

63/12	PITSTONE PARISH DEVELOPMENT PLANS	

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

a.		Brian Brooks, Structural Engineer
The council welcomed the offer made by Brian Brooks, local resident and structural engineer, to join the working party and offer advice about construction, geotechnical requirements, assistance with the necessary contracts and acting as clerk of the works during the building program.   His expertise will be a huge bonus to the project.

b.	  Shortlisted Suppliers
Extensive evaluation has taken place of all the tender documents (four companies bidding for the £90k skate park and 5 companies for the £80k play space).   Four end user consultation events have been held within the community (Sure Start Centre <5s, Pitstone & Ivinghoe Toddler Group, Brookmead primary school, Pitstone Youth Cafe (11-18 years).   The skate park user group also carried out their own evaluation.   It was RESOLVED to accept the recommendations of the working party and shortlist 1Skatepark and Freestyle for the skate park construction plus Wicksteed and Huck Play for the play space construction.

Further information and requirements will be sent to the shortlisted companies within the next two weeks with a view to meeting again in September.   In the meantime, the skate park companies will be encouraged to work with the skate park end user group to refine their designs.

AVDC will be kept fully advised of the situation.

c.		Geotechnical Survey
Council RESOLVED that it wished to commission an independent geotechnical survey, rather than use information obtained through any one of the potential suppliers.   The results will be supplied to all parties to ensure that the same information can be taken into account before final proposals are submitted.

Still only one quotation received despite chasing the other firms.   It was RESOLVED to ask Brian Brooks if he could assist with refining the requirements and obtaining the necessary competitive quotations.

d.		Planning Permission
Will be required.   Blank forms supplied to PPC.   Will work with the shortlisted suppliers to ensure any necessary information is supplied.

e.		Funding
Community Chest Grant application submitted.
Revised S106 Grant application submitted.
Council RESOLVED to submit an application to London Luton Airport Community Fund.
It was noted that Phil Norgan had been unable to secure any commercial sponsorship to date.

f.		Kicking Wall
It was RESOLVED that the council would really like to keep this piece of equipment operational during the intervening period when the multi-use-games-area can be installed.   There was no obvious location on the recreation ground, but sites may exist at either Windsor Road or Hever Close.   It was RESOLVED to approach AVDC Leisure Services to see if they would be willing for it to be located at either site.

g.		Youth Shelter
Despite the back panel being heavily vandalised, the youth shelter is well used and it was RESOLVED that the council would like to retain this on the recreation ground if possible.    Possible sites included to the right of the cricket nets, along the boundary with Marsworth Road close to the bench/dog bin or in the front sector by the front car park.
(a)   arrange a site visit to assess options
(b)   arrange for Monster (original supplier) to visit and discuss repair options / move costs.

h.		Trees
Cllr Arney will come back to council at the August meeting with a proposal to relocate the commemorative wedding tree before it grows too large to move.   Current possibilities included relocation on the recreation ground close to the bus shelter or relocating to Windsor Road play area where requests have been received for shelter/shade.

i.	
	Mini Bus Hire
It was noted that the skate park user group would like to visit some other skate parks to broaden their skating horizons and consider finishes.   Accommodating them all and their equipment was likely to make the associated costs high.   The AVYFC mini bus is not available for hire.  Self drive 16 seater mini-bus hire was in the region of £210 per day.   Driven mini-bus hire depended upon the location etc.

It was RESOLVED to ask Nick Fitt to work up the proposals, ask the youths if they would be willing to contribute and then make a grant application to the parish council for the balance.

2)	Village Beautification / Daffodil Planting (Highways Act 1980)
J Leonard Ltd and D Gooch Landscaping have been asked to quote for the supply and planting of 4,500 early flowering daffodil bulbs along the Marsworth Road verge.

An article appears in the forthcoming edition of PPP to ask for volunteer planters.

An update on both options will be provided at the August meeting.

3)	Pitstone Development Area

Simon Gray will be revising the PDA plan shortly and submitting this to the land agent for the private landowner.   Once approved, a meeting will be arranged with AVDC to determine how to progress.

A response has been received from Bidwells.  A meeting/further information will be requested for clarity.

64/12	YOUTH CAFE (Local Government (Misc Provisions) Act 1976)

1)	Year 6 taster session and Family BBQ
Both events were a success.   35 children from year 6 attended.   Thanks were expressed to the volunteers on the 18 July at the BBQ event who did a tremendous job.

2)	Volunteers
17 potential volunteers have come forward but none have yet returned their CRB paperwork nor provided details of any dates they can attend.   The clerk will chase.

3)	Social Evening for Volunteers
Arrange for first week in September – good opportunity for new volunteers to talk to existing volunteers.

4)	Pre-new term meeting with AVYFC
Arrange for first week in September to go through the requirements for the new term.   Invite Dave Rollins.

65/12	OTHER ISSUES

1)	PPP – After a lengthy discussion it was RESOLVED to approach Ivinghoe Parish Council to see if they would be willing to discuss possible options to combine resources/magazines with the Ivinghoe Beacon due to the extent of duplicated material.   If this was not possible, it was RESOLVED to investigate further with Moren Associates.   It was also RESOLVED that the editor would discuss possible options with Colin Arney, who may be interested in supporting the production team.

2)	Web Site Migration and Re-launch – It was noted that Ivinghoe parish council will no longer be utilising the village web site, but have chosen to create their own stand alone site.    
Cllr Nicholls advised that changes to the new village/PPC web site set up should take place during August.  The necessary data will be populated during September with a view to going live as soon as enough live data is available.

3)	Older People’s Day - It was RESOLVED not to organise an event this year due to insufficient time and resources.

4)	
Quarry 1 and  Quarry 2 Management – It was RESOLVED to write to Smiths Gore and the tenant farmer to seek assurances that the access problems have been resolved and the management agreement will be upheld this year so that quarry 1 will get its annual cut.   This is vital to protect the rare wildlife that flourishes there as a result of the soil conditions and scheduled land management.   No action was required regarding the information supplied regarding ownership of quarry 2.

5)	Pitstone-Marsworth Right of Way – it was RESOLVED to advise all associated parties that the parish council was in support of this footpath and would try to reserve a financial allocation within the available S137 resource for the next financial year (2013/14).

6)	Pitstone Memorial Hall Development Plans – The previously circulated plans were discussed.   

It was noted that the proposed space would only provide approximately 120 square metres of space vs approximately 173 square meters in the existing school hall used for the youth cafe (which can already be tight), so it was determined that the proposed extension would not be sufficiently large to accommodate the youth cafe.

As general points, it was felt that the kitchen should be bigger to make it sufficiently functional; that access to the new room from the main lobby (rather than via the existing bar) would be desirable and that the bar must be fully shuttered off (otherwise someone hiring the new room for a children’s function may find that the barman was visibly present at their event if he was serving in the existing bar).

It was also RESOLVED to advise the Memorial Hall Committee that should they seek financial support from the parish council for the proposed development, that this council will require written reassurance that the hall facilities will be available for the widest community use possible, without discrimination of any kind (eg may include youth events/parties, cafe/internet cafe etc) and require documentation to support the expected use of the room.   It was noted that whilst the parish council is very supportive of the charitable aims of the village hall, it is unable to spend public money on the creation of a bar.

7)	Hever Close Playground (Local Government (Miscellaneous Provisions) Act 1976)
It was noted that an emergency repair had been required to the Snowden Climber in Hever Close and RESOLVED to accept the low cost involved in M F London fixing the uprights.  The cost will be met from the S106 maintenance funds.

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

a)		It was RESOLVED to adopt the previously circulated annual reviews of the Fire Risk Assessment, Health and Safety Risk Assessment, Emergency Plan and Health and Safety Policy.   Council granted approval for the Chairman to sign on their behalf.

b)		It was RESOLVED to grant approval for the cleaner to carry out the necessary annual maintenance regime at the pavilion.   It was noted that the cleaner was willing to continue in his capacity for the forthcoming season.

c)		Quotations had not arrived for the bi-annual legionella risk assessment, so this item will carry over to the August meeting.

d)		The email from the Junior Football Club was considered.   It was RESOLVED to bring forward the rate review in future years so that a decision could be made ahead of the JFC fee setting meeting but the rate increase for the current year would need to remain in situ.

e)		It was RESOLVED to grant permission for A J Groom & Son to fertilise the smaller pitch as part of the summer renovation program, at a cost of approximately £200.

66/12	FINANCIAL ISSUES  

1)	Quarterly Grant Consideration
The council has received no grant requests during the quarter.

2)	
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.  

3)	Internal Controls 
The bi-monthly internal controls were conducted with no amendments or revisions recommended.

67/12	REPORTS (in addition to those provided in the Clerks Report)

1)	The decorator that has left several signs chained to the lamp posts in Pitstone has been contacted and will be removing them with immediate effect.

68/12	THE FOLLOWING REMINDERS WERE NOTED

•	AVDC monthly litter picks on approximately 2nd of each month
•	Parish Council meetings: 23 August (moved from 30 August), 27 September, 
25 October, 29 November and the 27 December meeting will move to 3 January 2013.
•	CIB Fire Training (date tbc) – clerk will attend if possible
•	BALC AGM 9/11/12 7.30pm
•	BALC Executive Committee 17/10/12 all 7pm at County Hall
•	AVALC meetings: 27/9/12 – Devolution of Public Services (held at County Hall), 3/11/12 AGM at Quainton Village Hall
•	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)
•	Pavilion Committee Meeting – not until September (ish)
•	New refuse collections start w/c 3 September
•	LCPLG meeting Thurs 20 Sept 2012 6.30pm The Gateway – Cllrs Saintey & Hawkins attending
•	Buckinghamshire Playing Fields Association AGM 9/10/11 7.30pm Aston Clinton Bowls Club

69/12	DATE OF NEXT MEETINGS

	The next meeting of the Parish Council will be held on Thursday 23 August (moved from 30 August) 2012.  There were no further items requested for the agenda.

70/12	CLOSURE OF MEETING

	There being no further business to be transacted, the Chairman closed the meeting at 10.25pm.

Signed:			Date:	23 August 2012
	 Chairman