PITSTONE PARISH COUNCIL
Minutes of the Annual Council Meeting held on 31 May 2012 
In the meeting room at the Memorial Hall, starting at 7pm and concluding at 9.05pm

18/12	ELECTION OF CHAIR AND VICE CHAIR

There being no other nominations, Cllr R Saintey was duly elected as Chairman for the forthcoming year.   There being no other nominations, Cllr B Blunt was duly elected as Vice Chairman for the forthcoming year.

19/12	ATTENDANCE AND APOLOGIES
	
PRESENT:  Cllr Saintey (Chair), Cllr Blunt (Vice Chair), Cllr Mrs Arney, Cllr Ginda, Cllr Richardson, 
Cllr Mrs Monaghan, Cllr Mrs Hawkins, Cllr Nicholls and Cllr Mrs Stack.   Clerk: Laurie Eagling.  
1 member of the public in attendance throughout (Mr Broadbent), 1 member of public in attendance until after the Parish Development Plans (Mr Culley, I&PUCC) plus 1 member of the public in attendance until the conclusion of planning (Mrs Cole).

	APOLOGIES: 	Cllr Mattey (business engagement – rearranged so could cover youth cafe yesterday)  

20/12	QUESTIONS FROM MEMBERS OF THE PUBLIC/PRESS:  None submitted.

21/12	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.

22/12	MINUTES OF THE MEETING held on 26 April 2012.

	It was RESOLVED that the draft minutes of the Pitstone Parish Council meeting held on 26 April 2012 were a true and accurate record.  The Chairman was authorised to sign them on behalf of the council.

23/12	TERMS OF REFERENCE FOR COMMITTEES AND DELEGATION ARRANGEMENTS

	It was RESOLVED to continue with the following:

	Planning Committee – meet on an ad-hoc basis only if matters can’t be accommodated within the full council meeting timeframe.  The committee has full authority to advise AVDC on the outcome of their decision.  Meetings must be open to the public and advertised in the same manner as a council meeting.  The committee has no spending power.

Pavilion Committee – has authority to manage the pavilion and grounds on a day-to-day basis, taking advice from external representatives on the committee as necessary.  Meetings must be open to the public and advertised in the same manner as a council meeting.  The committee has only minimal spending power for day-to-day running costs and all items of major expenditure or of a strategic nature must be referred back to full council.

Staffing Committee – only convenes when necessary.  Meetings must be advertised in the same manner as a council meeting but public may be excluded for privacy reasons.  The committee has no spending power.

	Delegation Arrangements – clerk has the delegated power to incur expenditure on office stationery, equipment and sundries or reference books as deemed necessary.  The clerk can incur emergency expenditure on behalf of the parish council up to a value of £500 (eg to clear fallen trees).

24/12	APPOINTMENTS

1.	Planning Committee – It was RESOLVED to continue with Cllr Saintey (chair), Cllr Hawkins, Cllr Blunt, Cllr Nicholls and Cllr Richardson.
2.	Pavilion Committee – It was RESOLVED to continue with Cllr Saintey (chair), Cllr Blunt and Cllr Ginda.
3.	Staffing Committee – It was RESOLVED to continue with Cllr Saintey (Chair), Cllr Blunt plus A N Other as required.
4.	Other appointments:
It was RESOLVED to make the following appointments:	
Pitstone Hill & Trees – Cllrs Stack and Arney
	Chiltern Society/Chiltern Conservation Board/Ecological Issues – Cllr Stack 
		Memorial Hall Committee – Cllr Saintey
		Allotments Officers (at least 1 required by the Secretary of State) – Cllrs Stack and Mattey
		Footpaths – Cllr Arney
		Web site – Cllr Nicholls
		Youth issues – Cllr Mattey, supported by Cllrs Blunt and Ginda
		Pitstone Windmill Committee – Cllrs Hawkins and Richardson
		Waste & Minerals – Cllr Blunt
		Brookmead Governors – Cllr Blunt
		Pitstone Church Committee – Cllr Stack
		Local Area Forum – Cllrs Saintey, Stack and Blunt with Cllr Ginda covering any absence 
	Street Lighting – Cllrs Ginda and Hawkins
		Newsletter advertising – Cllr Ginda
		Vale of Aylesbury Housing Trust – Cllr Ginda
		Beacon Villages Society – Cllr Richardson
		Parish Plan Community Group – Cllrs Blunt and Ginda
		PPC Communications/Castlemead - Cllr Monaghan
	Public Transport – Cllr Arney
	Recreation Grounds/Playground Inspections – Cllrs Blunt, Arney, Mattey, Richardson and 	Hawkins
		New Village Centre – Cllrs Saintey, Blunt, Ginda, Hawkins and Nicholls plus Simon Gray
	It was noted that the Aylesbury Vale Transport Users Group no longer meets.

25/12	STANDING ORDERS

It was RESOLVED to adopt the Standing Orders without amendment.   It was recognised that further revisions would probably follow during the course of the next 12 months as the new Code of Conduct and General Power of Competence are introduced.   The Chairman was duly authorised to sign on behalf of the council.

26/12	CLERK’S REPORT
The content of the clerk’s report (Appendix 1) including matters arising, was noted.

27/12	CORRESPONDENCE 
The correspondence received this month was discussed and noted (Appendix 2).

28/12	PLANNING MATTERS   

1)	Applications: 

12/00957/APP -  Single storey rear extension at 12 Church Road   The parish council received no objections as a result of the neighbour notification program.  After careful consideration of the application it was RESOLVED to advise AVDC that the parish council had no objection to this application.   

12/00774/APP – erection of replacement dwelling and detached garage/workshop at Springfield House, Orchard Way, Pitstone.  One objection had been received as a result of the neighbour notification scheme, concerning the height of the proposed property and whether this would then overlook their premises/grounds.   As this eco-friendly building would be completely unique in Pitstone and there is therefore no reference base, it was RESOLVED to advise AVDC that the parish council wished to defer decisions regarding its height/appearance/visual impact to the District Council.

12/00474/APP – Change of use from shop to hot food for home delivery at 17 High Street, Ivinghoe.   This has been referred to AVDC’s Development Control Committee on 7/6/12.

2)	Decisions: 

12/00424/ATP – crown thin 3 Ash trees by 30% at 26 The Crescent, Pitstone : consent granted (PPC had no objection)   
12/00544/APP – single storey rear extension to 4 Dover Close, Pitstone: permitted (PPC had no objection)
12/00565/APP – single storey extension to Electro Magnetic Chamber Building at Goodrich Electrical Power Systems, Pitstone Green Business Park; permitted (PPC had no objection)

3)	Training:

It was RESOLVED to approve the attendance of Cllr Mattey on the Chilterns Planning Training for Parish and Town Councils at a cost of £15 (Local Government Act 1972 S111).

29/12	PITSTONE PARISH DEVELOPMENT PLANS	

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

a.		Working Party
The initial update from the working party was discussed.   It was RESOLVED that the working party would fulfil an advisory function with key decisions and all funding requests being referred to the full parish council.   The working party will consist of Cllrs Blunt and Ginda plus co-opted member Andrew Broadbent.  The council RESOLVED that administrative support for the project should be provided by the Clerk.   Other individuals may be called upon for support as necessary – such as the skate park user group or Simon Gray.

b.		Skate Park
The skate park element is progressing well.  All councillors had been provided with a copy of the updated information provided to suppliers and the content was noted.  Concept designs (not submissions) will be available to display and stimulate discussion at the Jubilee event on 3/6/12.  Initial submissions are due 25 June 2012.

Nick Fitt has agreed to head up the user group and further activities for getting the local youths involved will progress over the next few weeks.

The Local Area Forum has confirmed an award of £2,000 funding towards the skate park, to be spent within the current financial year.  The council RESOLVED to accept the terms of the award.  This will be especially helpful when applying for further grants as it shows the support of all the neighbouring parishes.

The council RESOLVED that they wished to apply for a Community Chest project grant of up to £25,000 to support the skate park and play space development.   Initial submissions in June 2012.

c.		Play Space
The initial quotation of £38,600 to uplift the existing play equipment and relocate it further down the field was considered by both AVDC and the parish council.   This quote assumed that all equipment could successfully be uplifted without damage.  All playground suppliers that we have consulted recommend replacement equipment instead given the age and style of the existing provision.  AVDC agreed and would recommend a modern timber provision, especially if made of Robinia wood, designed to enhance the existing rural location and provide a challenging and stimulating environment for play.   The parish council therefore RESOLVED to pursue a new play space provision, at an estimated cost of £70,000-£80,000.

It was RESOLVED that the working party should examine the kicking wall, basketball net and other elements of play equipment plus the youth shelter to determine if any should/could be retained or relocated.

It was RESOLVED to submit a Request for Proposals (RFP) and invite suppliers to enter into the tender process.

It was RESOLVED to submit an initial funding request to AVDC regarding release of S106 funds.

Some initial consultation sheets and illustrations will be available for the Jubilee Party on 
3 June 2012.    It is hoped that submissions can be secured by 25 June (or close) so that consultation at the school and youth cafe can take place simultaneously with the skate park consultation.

The I&PUCC appealed for the cricket practice nets to remain in situ at the edge of the recreation ground until their new permanent home had been determined.   This will slightly restrict the amount of space immediately available for the new play area, but the council RESOLVED to consider an option to install new equipment in the remaining available space and potentially drop additional equipment into the last area once the nets are relocated.    This will form the basis of the initial RFP.

d.		Ball Sport Area
Whilst AVDC is keen for Pitstone to install a MUGA it isn’t currently supportive of the potential expenditure for this area until the plans for the PDA are more resolved.   They won’t approve the release of funds for temporary road surfaces/car parking and are concerned about potential council expenditure that may more properly lie with the developer.

It was RESOLVED to install the skate park and play space as Phase I and follow this with the MUGA as Phase II, working on our specifications and requirements in the background so that the project is ready to implement as soon as practicable.

e.		Outdoor Exercise Equipment/Trim Trail
It was RESOLVED to review this with Simon Gray and to review after the initial submissions by the play space providers.

f.		Geotechnical Survey
It was RESOLVED to only carry out a geotechnical survey for the specific areas that require it at present and not to extend the survey to the whole PDA.   Play Ground providers to provide information about any geotechnical information that they would require.   Like-for-like quotations to be sought for any necessary survey for the skate park area for consideration.   

2)	Two Parcels of Land near The Crescent 
	The information provided by BCC and AVDC regarding the two parcels of land was 
	considered.   There is no immediate action required on behalf of the parish council.

3)	Village Beautification / Daffodil Planting (Highways Act 1980)
It was RESOLVED as the first phase of the plan to make the village more beautiful, to plant daffodil bulbs along the verge of Marsworth Road from outside the National Trust footpath down to Rushendon Furlong.   A length of approximately 450m.   It was RESOLVED to accept the cost which would be in the region of £28 for 350 bulbs (cheapest of 3 quotes), plus a number of bulb planters and John Stack will provide an accurate quotation.   It was RESOLVED to appeal for volunteers to help plant.   Permission has been granted by Transport for Bucks to plant them in the verge.   No funding is available from AVDC for daffodils.

4)	Pitstone 2020 Vision Summary
The above document was considered.  It was RESOLVED to concentrate on the current projects for the present and not approach other bodies.  The information can be fed back to residents where appropriate.

30/12	YOUTH CAFE (Local Government (Misc Provisions) Act 1976)

1)	It was RESOLVED not to purchase the additional equipment until a long term storage solution has been identified at Brookmead school.
2)	The letter to parents has been issued and membership cards will start to be issued after half term.   It was RESOLVED not to make any amendments to the opening hours etc.  It was acknowledged that a solution still needs to be found for the year 6 intakes.

31/12	PROPERTY ISSUES

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

a.	It was RESOLVED to transfer to Care Plan 2 cover for the water heater (£323pa).
b.	It was RESOLVED to delegate power to the pavilion committee members to set hire rates for the forthcoming season and consider the requests lodged by P&ICU FC.
c.	It was RESOLVED to replace the fallen roof tiles and broken door handle.  The work will be awarded to J Leonard & Son, the pavilion maintenance contractor.

2)	Allotments (Small Holdings and Allotments Act 1908)

It was RESOLVED to wait until the recreation ground redevelopment plans were clearer before removing the soil mounds from the allotments, in case they could be used to create mounds etc.

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

a.		The updated tree risk assessment report was considered.  It was RESOLVED to review the Horse Chestnut and Oak tree again in 12 months time.

b.		The council received one request for disabled swing provision as a result of the Disability Discrimination Act bi-annual consultation.   It was RESOLVED to ensure that the Request for Proposals being compiled for the Recreation Ground play space include a DDA assessment and the requested swing provision.

c.		It was RESOLVED to grant permission for the Memorial Hall Social Club to locate some round wooden picnic tables on the recreation ground space within the fenced area by the hall.

d.		It was RESOLVED to adopt the previously circulated versions of the Play Policy and Strategy; Annual Audit of Play Provision and the Play Policy Risk/Benefit Annual Assessments for each site.   The chairman was duly authorised to sign on behalf of the council.

e.		It was RESOLVED to carry out the necessary repairs to the turnstile roundabout on the recreation ground (needs greasing).  M F London, usual playground contractor, will be employed.

32/12	OTHER ISSUES

1)	Actions Arising from the Annual Assembly

a)	The parish council is supportive of a silver surfer’s club / internet cafe at the Memorial Hall.   It would welcome a grant application for refurbished laptops etc and would be willing to support the project with requests for volunteers and donated equipment.     The council will approach Dave Clifford in the first instance.

b)	The parish council RESOLVED to meet the cost of supplying and emptying an additional dog bin at the end of Windsor Road.   The best location was deemed to be where the development fencing is at present, so the council will arrange with Taylor Wimpey and AVDC as soon as the fencing is removed (Litter Act 1983).

c)	Transport for Bucks has agreed to clean and/or paint the village gates and signs the next time the community gang are in Pitstone.

2)	Diamond Jubilee  (Local Government Act 1972 )

a)	The minutes of the Jubilee working party were discussed and noted.
b)	It was RESOLVED to accept the cost of £67.20 for the necessary signage to support the road closure and also to accept up to £500 to provide entertainment to support the Monday evening beacon lighting celebrations.
c)	The total liability to the parish council is likely to be under £1,500 vs an initial budget of £3,000.

3)	Community Self Help Plan
The proposals to update the above document were agreed and an updated plan will be presented to the next meeting for approval.

4)	Risk Management Policy and Risk Assessment
It was RESOLVED to adopt the previously circulated version of the Risk Management Policy and Risk Assessment.   The chairman was duly authorised to sign on behalf of the council.

33/12	FINANCIAL ISSUES  

1)	Direct Debit arrangements for the forthcoming year
Direct debits should be kept to a minimum as at least 2 members of the council should sign for all expenditure.  However, DDs can be utilised if there is a benefit to doing so (eg financial savings) and their use is approved by full council.  At present, the only dd’s relate to the provision of gas and electricity at the pavilion, water at the allotments and pavilion, unmetered electricity for the street lamps and the British Gas service agreement for the pavilion.   It was RESOLVED to continue with these direct debit arrangements.

2)	Report from Internal Auditor
The report submitted by the internal auditor was considered and the necessary actions have been taken.

3)	Year End Financial Reconciliation
It was RESOLVED that the year-end financial reconciliation fairly represented the financial position of the parish council at 31 March 2012 and reflected the receipts & payments during the year.   The Chairman was duly authorised to sign as such on behalf of the council.

4)	Annual Return and Accounting Statements 
It was RESOLVED that the annual return and accounting statements with associated explanation of variances, fairly represented the financial position of the parish council at 31 March 2012 and reflected the receipts & payments during the year.   The Chairman was duly authorised to sign as such on behalf of the council.

5)	Annual Governance Statement 
It was RESOLVED that the annual governance statement provided an accurate reflection and the Chairman was duly authorised to sign as such on behalf of the council.

6)	Notice of Appointment of Date for Exercise of Electors Rights
It was RESOLVED to accept the above and the timescales outlined within it.

7)	Buckinghamshire Playing Fields Association (Local Government Act 1972 S137)
It was RESOLVED to renew the annual membership to the above organisation at a cost of £20 per annum.

8)	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.  

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

34/12	REPORTS (in addition to those provided in the Clerks Report)

1)	The BCC proposed changes to Minerals and Waste Core Strategy has been reviewed and no comments were deemed applicable.
2)	Cllrs Stack, Saintey and Ginda provided feedback from the LAF.
3)	Cllr Saintey provided feedback from the Planning Communications Meeting.
4)	The library re-launches as the Beacon Villages Community Library on Saturday morning.

35/12	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.  Ivinghoe Beacon lit on Monday 4/6/12.
•	AVDC monthly litter picks on approximately 2nd of each month
•	Parish Council meetings: 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.
•	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.
•	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: 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

36/12	DATE OF NEXT MEETINGS

	The next meeting of the Parish Council will be held on Thursday 28 June 2012.  There were no items requested for the agenda.

37/12	CLOSURE OF MEETING

	There being no further business to be transacted, the Chairman closed the meeting at 9.25pm.

Signed:			Date:	28 June 2012
	 Chairman