PITSTONE PARISH COUNCIL
Minutes of the Parish Council Meeting held on 28 June 2012 
In the meeting room at the Memorial Hall, starting at 7pm and concluding at 10pm

38/12	ATTENDANCE AND APOLOGIES
	
PRESENT:  Cllr Saintey (Chair), Cllr Blunt (Vice Chair), Cllr Mrs Arney, Cllr Ginda, Cllr Richardson, 
Cllr Mrs Monaghan, Cllr Mrs Hawkins and Cllr Mrs Stack.   Clerk: Laurie Eagling.  
2 members of the public in attendance throughout (Mr Broadbent, Co-opted to assist recreation ground development working party and Cllr C Poll from Cheddington) 

	APOLOGIES: 	Cllr Mattey and Cllr Nicholls (business engagements)  

39/12	QUESTIONS FROM MEMBERS OF THE PUBLIC/PRESS:  An update was provided on the latest position with regard to HCC installation of a cycle/pedestrian path along Northfield Road.   HCC/BCC are producing a legal agreement to allow the transfer of funds between the two parties, before they will commence any work.

40/12	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.

41/12	MINUTES OF THE MEETING held on 31 May 2012.

	It was RESOLVED that the draft minutes of the Pitstone Parish Council meeting held on 31 May 2012 were a true and accurate record.  The Chairman was authorised to sign them on behalf of the council.

42/12	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 advise these are still on the “wish list” to be undertaken but will only be done when “resources and monies become available”  (234161 and 256081) but the walking and cycling budget has been severely cut back.
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 – Still no update from VAHT.
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:  Invoice now received from OLS and has been sent to both Domino Pizza and the driver’s home address.
6)	Energise Gold – AVDC apologise for delay.   Trying to identify a suitable instructor.   Will come back to us soon.
7)	Community Cinema – trying to set up initial meeting.   
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: 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.
10)	Minute 32/12.1a – Silver Surfers Club: 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

43/12	CORRESPONDENCE 
The correspondence received this month was discussed and noted (Appendix 2).

44/12	PLANNING MATTERS   

1)	Applications: None
2)	Decisions: 
12/0957/APP – single storey rear extension to 12 Church Road, Pitstone: permitted (PPC had no objection)

45/12	PITSTONE PARISH DEVELOPMENT PLANS	

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

a.		Planning Permission
It was recognised that the sum of the two developments was likely to exceed the permitted development rights for the council at 200m3, therefore it was RESOLVED to apply for planning permission for the redevelopment.

b.		Geotechnical Survey
Only one quotation had been received following the request to 4 companies.   Some skate park manufacturers were offering to include the geotechnical survey within their tender fee.   It was therefore RESOLVED to accept the cost of a survey, up to £2,000, if required once the shortlisted two companies had been chosen.

c.		Other Issues
The tender documents have been received from the 4 skate park companies.   The user group are meeting w/c 2 July.   Tender documents are due from 5 play space companies on 4 July.  Wider consultations will take place during w/c 9 July.  The working party are evaluating all submissions on 16 July and meeting with the skate park user group on 
19 July.   Following this process AVDC can approve the shortlist of two companies and then work can continue.

New locations/plans still need to be identified for the kicking wall and youth shelter.   Especially if the MUGA/PDA development may take several years to materialise.

It was RESOLVED to consider planting additional hedge plants in the end section between Marsworth Road and the recreation ground this winter, to prevent any children pushing through.   The boundary is further reinforced with a ditch on the following side.

M F London is investigating the removal of the existing play equipment and fencing.   
E K Electrical is providing information about the electrical supply to the recreation ground lighting.

It was RESOLVED to purchase a Flip deck on behalf of the user group at an approximately cost of £50, so that they can get it signed by the Flip team when they visit from the USA in July and auction it to raise additional funds.

2)	Village Beautification / Daffodil Planting (Highways Act 1980)
It was RESOLVED to plant 10 bulbs per meter, 6” deep, requiring 4,500 bulbs at an approximately cost of £487 plus purchase 6 foot operated bulb planters at a cost of £40.    Volunteers will be required to help plant the bulbs.   Once the date is known, we may be able to ask the community service team for assistance.

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.

46/12	YOUTH CAFE (Local Government (Misc Provisions) Act 1976)

1)	Year 6 taster session
Only 9 children have asked to attend and 2 parents have volunteered to stay, however it was felt that more children may just turn up.    It was RESOLVED to issue a letter to all year 6 saying that the session would go ahead, and to invite all the existing volunteers to come along as well to either/both the 11 or 18 youth cafe sessions (year 6 event and family BBQ respectively).

Further parents had indicated that they would be willing to go on the rota to assist in the September term.

2)	Entrance procedures from September
After much debate it was RESOLVED to charge a nominal entrance fee of £1 from September as a contribution towards the cost of refreshments & craft materials.     If any family is suffering financial hardship and can’t meet this amount, they may speak to the parish council for dispensation, in confidence.

Following an incident last week, it is clear that all children MUST have a membership card in order to attend.   To get the membership card, their parents will have supplied accurate contact details in case of an accident or incident and agreed to the cafe rules and disciplines.

47/12	PROPERTY ISSUES

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

a.	It was RESOLVED to accept the hire rates proposed by the working party.
b.	It was RESOLVED that the current maintenance arrangements for the pavilion were sound and needed no alteration for the forthcoming year.
c.	It was RESOLVED to extend the pitch renovation to the centre circle and touchline now that the hosepipe ban has been lifted.

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

a.		It was RESOLVED to accept the cost of repairing the swing post on the recreation ground & commission M F London to undertake the work.

48/12	OTHER ISSUES

1)	Community Self Help Plan - The parish council RESOLVED to adopt the previously circulated updated document and the Chairman was authorised to sign on behalf of the council.

2)	PPP - The proposed submissions were approved and no new items were added.    It was agreed to put the production of PPP onto the agenda for July as we now really need a permanent editor.

3)	Web Site Migration and Relaunch – an update was provided.  The test address will be provided to all councillors.   Cllr Nicholls will provide details of the migration plan at the July meeting.

4)	Code of Conduct -It was RESOLVED to adopt the previously circulated Code of Conduct issued by NALC, to take effect on 1 July 2012 and the chairman was duly authorised to sign on behalf of the council.    The Monitoring Officer supplied new Register of Interest forms which MUST be completed by all councillors, compiled into one electronic document and returned to the Monitoring Officer within 28 days.   The data MUST be published on AVDCs web site and on the Pitstone web site.   It was noted that the declarable interests in Section A, now relate to both the councillor and their spouse.

5)	LAF Speeding and Transportation/Pathways Sub Groups – Cllr Poll will be attending the LAF Speeding sub group meeting on Monday and offered to attend the next council meeting with an update.    Cllr Stack will be attending the transport/pathways sub group on Thursday and will provide an update at the July meeting.   Cllr Poll was thanked for his assistance to the parish council.

6)	
HP Service Contract – It was RESOLVED not to take out a further warranty/service contract on the council’s printer/copier (£96 + VAT for 1 year).   It was noted that adequate provision should be made within the budget for the next few years to eventually write-off and replace the equipment at the appropriate time.

7)	Equal Opportunities Policy – it was RESOLVED to adopt the updated and previously circulated Equal Opportunities Policy and the chairman was duly authorised to sign on behalf of the council.

8)	Diamond Jubilee Celebrations (Local Government Act 1972 ) – The review of the celebrations and final expenditure was considered.    Council wished their thanks to Cllr Mattey and the clerk for the work involved to be minuted.  It was agreed that the event had been an outstanding success and much appreciated by the community.    It was RESOLVED to make a donation of £60.00 to the Ivinghoe & Pitstone Scouts for all their assistance throughout the event.   It was also RESOLVED to arrange a donation to Nigel for his assistance with the BBQ.    

It was agreed that it would be lovely to see a similar event again in the future and it was felt that there may be an opportunity for both the Ivinghoe Fete and a Pitstone Festival (the latter being more music focused).    After a lengthy debate it was RESOLVED that future events should be organised primarily by the community group rather than the parish council for the following reasons:

a)	the main council representative had been Cllr Mattey through his knowledge of musical events and he would drive a future event, with or without his council ‘hat’ on.
b)	other councillors had had limited input, apart from on the actual day, and they would again be willing to assist on the day for future events.
c)	an annual event would be a continual commitment from the parish council, which may generate negative feedback if the council then had to pull away from such a commitment in future years.  It was preferable for the community group to organise the event and the parish council to welcome a grant application from them, which could be considered on an annual basis.
d)	Future events should be essentially self-sustaining, with those set to make a profit taking a share of the costs, rather than the council bearing all the costs whilst the charities take all the profit.
e)	It was felt that the council had committed to enough work to redevelop the recreation ground over the October 2012 to April 2013 period, and therefore did not wish the council’s clerk to also carry out all the administration & treasury for a second Pitstone Festival to be organised over this same time period.

The parish council felt that the working party had very strong membership with the RSRT, Social Club, Ivinghoe Entertainments etc all of whom were willing to organise a second event.   This group may choose to establish themselves as a separate community group, or merge/join with Ivinghoe Entertainments in some way as they would already have the infrastructure (eg bank accounts, treasurers, secretaries).   The council were more than willing to assist with council related matters that arose such as granting permission for the use of the recreation ground or publicity via our Facebook page etc.   Council would provide a summary of all the contact details so that re-booking anything repeated from this year would be easy.   Council would also welcome a grant request, via the usual channels.

9)	Pitstone Memorial Hall 
Cllr Saintey updated the meeting on the discussions of the Hall Committee meeting on 25/6/12.   The committee granted approval for the location of the MUGA at the end of the rear car park, providing that replacement parking provision was installed.   The committee reviewed the latest extension plans for the front of the building and are now seeking a final update and quotations.

49/12	FINANCIAL ISSUES  

1)	Chairman’s Allowance
It was noted that this had become more of a Chairman’s ‘expenses’ rather than allowance.   It was therefore RESOLVED that a maximum of £600 be set aside each year and that the chairman would submit his expense claim at the end of the financial year.  The chairman will continue to log all expenditure and mileage outside of the parish.

2)	Budget Monitor for the First Quarter
The previously circulated document was reviewed and noted.

3)	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.  

4)	Internal Controls 
The quarterly internal controls were conducted with no amendments or revisions recommended.

50/12	REPORTS (in addition to those provided in the Clerks Report)

1)	It was RESOLVED that no comments were necessary to the Improvements on Policy & Framework on Public Rights of Way Consultation reviewed by Cllrs Stack & Arney
2)	A communication regarding land ownership of quarry 1 and 2 was noted.   It was agreed to place this on the July agenda for consideration.
3)	It was noted that Pitstone Allotment Association held it’s AGM on 25/6/12 where Cllr Stack was appointed as Chairman.   PAA had asked PPC to seek National Trust’s permission for sheds on plots and sponsorship signage on the water troughs.    NT will consider one communal building but not individual sheds and has granted permission for one sign on a trough.

51/12	THE FOLLOWING REMINDERS WERE NOTED

•	AVDC monthly litter picks on approximately 2nd of each month
•	Parish Council meetings: 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.
•	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
•	AVALC meetings: 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 – not until September (ish)
•	NAGs: 26 July, 25 October
•	Chilterns Conservation Board Planning Training 2/7/12 – Cllr Mattey attending

52/12	DATE OF NEXT MEETINGS

	The next meeting of the Parish Council will be held on Thursday 26 July 2012.  There were no further items requested for the agenda.

53/12	CLOSURE OF MEETING

	There being no further business to be transacted, the Chairman closed the meeting at 10pm.

Signed:			Date:	26 July 2012
	 Chairman