PITSTONE PARISH COUNCIL
Minutes of the Parish Council Meeting held on 29 November 2012 
In the meeting room at the Memorial Hall, starting at 7.30pm and concluding at 9.55pm

118/12	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.   

	APOLOGIES: 	 Cllr Mattey (work commitment)

119/12	QUESTIONS FROM MEMBERS OF THE PUBLIC/PRESS:  None present.

120/12	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.   For the purposes of this meeting, they are representing the local authority.   
Cllr Monaghan declared that 95 Windsor Road, with a planning application submitted, is close to her property.

121/12	MINUTES OF THE MEETING held on 25 October 2012.

	It was RESOLVED that the draft minutes of the Pitstone Parish Council meeting held on 25 October 2012 were a true and accurate record.  The Chairman was authorised to sign them on behalf of the council.

122/12	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; still waits for a response from Sian Thomas and/or David Cairney despite chasing. 
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 & 165/11.1 Street Lighting: new columns now operational and old columns removed, except Morton Close which was found not to have been transferred correctly by UK Power.   Council received an enquiry from the Bucks Herald as a resident of Yardley had expressed concern to them about one of the columns being removed, the reporter couldn’t give out the resident details so council asked if the resident could get in touch and explain their concerns so that we could take them into consideration.  A resident called the council last week without leaving a specific message and the clerk has called back on four occasions and left messages without the resident calling again – it is unknown whether this call is related to this issue.  Cllr Ginda will update the unmetered inventory so new utility rates can be sought.
5)	Northfield Road Cycle/Pedestrian Path: No further update, despite chasing.   Have also copied Cllr Nick Hollingworth and Cllr A Davies so they are aware we aren’t receiving updates and in case they have been involved in feasibility discussions but Cllr Davies has responded that she has also been chasing and getting no response.
6)	Minute 32/12.1b – Dog Bin on Windsor Road:  AVDC and TW have approved the council’s application to locate beside the lamppost near the garage between Windsor Road and Short Hale.  The unit has been placed on order and should be installed shortly.   AVDC stipulated that they wanted a lockable bin, but agreed to meet the extra cost of ordering this over the normal bin.   AVDC has added the new bin to our emptying schedule.
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:   Committee still investigating possible grants etc for extension plans.   Also seeking to update the main kitchen & toilets, so obtaining quotes and investigating grants.
9)	Minute 81/12.4 – General Power of Competence: Clerk undertaken the new module and cheque raised for signature.
10)	Minute 79/12.3 - PDA:  Meeting with AVDC booked for 4/12/12.
11)	AVDC Jubilee Tree:  planted in grassed area past Hever Close playground.   Plaque to be ordered.
12)	Minute 95/12.1b - Sub Meter for Pavilion:  Anglian Water said that any type/make/mark of sub-meter was acceptable.  Quote being sought for installation. 
13)	Minute 95/12.1c - Container Lock: Repaired and operational again.
14)	Minute 96/12.4 - mVAS:  Paul Foot undertaken initial site surveys with the clerk and agreed suitable locations in each of the four roads.    LAF members able to see one of the units and the fixing mechanism at the LAF on 20/11/12.   Cheddington Road may need a fixing post and anchor if it is to be situated outside Orchard Farm and the cost is £663 for one, but reduces substantially if more are ordered (eg 2=£324.41, 5=£206.02, 10=£166.56) so Jackie Wesley has suggested the parish council may like to wait 2-3 months for the other LAF order to be agreed and order as part of that to reduce the cost.  Update will be provided as part of LAF report on agenda.
15)	Minute 104/12 – Gullicott Way: street light fixed and new LED lantern fitted (£237.50).  Pot hole problem reported to Jackie Wesley, BCC and Cllr A Davies has met with the Guinness Housing Trust (who own the Gullicott Way properties) and VAHT who own the access road to the garages – GHT have access rights across the VAHT road, VAHT are checking ownership and investigating sharing the cost of repairing the road with GHT or the property owners.
16)	Minute 112/12.5 – Glebe Close Notice board: on order.  Estimated delivery w/c 7 January 2013.   Once delivered, M F London will be asked to erect.
17)	Minute 114/12.4 – Bus shelter glass: new seal installed so now safe
18)	Minute 114/12.4 – Fix playground equipment: see agenda for Rolling Log in Hever Close.   Bearings/greasing point for see-saw in Windsor Road needs to be accessed through special bolts for which a tool is having to be ordered from Wicksteed.
19)	Minute 114/12.4 – Hawthorn in Castlemead wood:   Reported to AVDC and TW, TW visiting site with contractor to assess w/c 19/11/12.    AVDC also advise that the transfer plan for Phase II is now almost ready and TW is being asked to initiate remedial measures to bring the area up to standard. 
20)	Minute 111/12.d – Exterior signage at pavilion: no proposals received as yet from JFC
21)	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
22)	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.
	
123/12	CORRESPONDENCE 
The correspondence received this month was discussed and noted (Appendix 2).

124/12	PLANNING MATTERS   

7.1	Applications: 
12/02521/APP – Installation of flue (retrospective) to Haldi, 80 Marsworth Road, Pitstone.  The parish council issued 14 neighbour notifications, as a result 2 residents approached the council to offer support for the Haldi and the improvements that have been made to the property, although there was a concern expressed that the aroma may be more noticeable in the summer when they are in the garden more.  It was RESOLVED to advise AVDC that the parish council had no objection to the application.
12/02576/ACL – application for a lawful development certificate for a proposed single storey rear extension and part garage conversion at 95 Windsor Road.  It was RESOLVED to advise AVDC that the parish council had no objection to the application.

7.2	Decisions/Other:  
12/02051/APP – erection of two storey side and rear extensions and subdivision of dwelling to create two dwellings with parking provision and new access including drop curb at 20 Vicarage Road: permitted (PPC tendered no objection to the application but urged consideration be given to close boarded fence at rear)
12/02088/APP – Erection of 1.8m fence at 58 Windsor Road: AVDC advise that this is permitted development and no application was necessary (PPC had tendered no objections)
12/02132/APP – Application to extend the time limit of application 09/02280/APP two storey side extension at 33 Cheddington Road.  Permitted (PPC tendered no objections).

125/12	PITSTONE PARISH DEVELOPMENT PLANS	

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

The chairman expressed thanks to all those that have been heavily involved in this project, including the volunteers from the community.   There were no members of the public present, so the confidential review of the tender documents and recommendations to the council by the working party, Cllr Nicholls (who has been independently reviewing the project) and Aylesbury Vale District Council (both legal and community spaces teams) could be carried out.   These minutes will not be published until all the parties involved have been notified of the resolutions outline below, so as not to compromise the confidential tender process:

1.1	It was RESOLVED not to appoint either skate park bidder.
1.2	It was RESOLVED to appoint AVDC, on a % fee basis (estimated at 10%), to 
		handle a repeat procurement and installation exercise for a spray concrete skate 
		park on behalf of the parish council.   
1.3	It was RESOLVED to work with AVDC to produce a comprehensive brief that 
		would reflect the needs of the parish council and community.
1.4	It was RESOLVED to advise AVDC of the council’s preferred play space supplier 
		and seek approval to progress on this basis. 
1.5	It was RESOLVED to advise AVDC of the council’s preferred supplier to handle 			the removal of the old playground equipment and relocation of the youth shelter 
		and kicking goal and seek approval to progress on this basis.
1.6	It was RESOLVED to try and progress with the removal of the old playground and 
		installation of the new play space as per the original schedule, leaving the skate 
		park space in safe condition for the skate park to drop into once ready.
1.7	It was RESOLVED to meet the costs associated with a pre-installation inspection 
		for the play space.
1.8	It was RESOLVED to continue with original resolution to re-coup the cost price of 
		the wristbands from the skate park user group.
1.9	It was RESOLVED to apply for the cost of the geotechnical report from the £2,000 
		LAF grant awarded as the physical skate park is not likely to be installed before the 
		end of the financial year.
1.10	It was RESOLVED to meet the costs associated with submitting a planning 
		application for the new play space.
1.11	It was RESOLVED to meet any associated costs with resolving the Land under 
		Licence issues with the Charity Commission and Secretary of State.

2)	Pitstone Development Area:  Meeting with AVDC on 4 December 2012 so update will be provided at the next meeting.

126/12	PROPERTY ISSUES

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

a)		It was RESOLVED to seek to quote to install a ramp outside the kitchen exit and crash barriers/always open from inside locks to the kitchen and corridor exits.

b)		The council already asks all regular hirers within their Terms and Conditions of Hire to carry out regular emergency evacuation tests.   It was RESOLVED to insist all such hirers provide written confirmation to the council that this has been done.

c)		It was RESOLVED to postpone the erection of any ball stop netting until the future of the site is known.

d)		A mountain bicycle abandoned at the pavilion has been handed over to Thames Valley Police.

2)	Allotments (Small Holding and Allotment Act of 1908)

a)		It was RESOLVED to purchase and plant 50 saplings to replenish the hedge at an approximate cost of £25.
b)		It was noted that Majory Rankin has taken over as Secretary to Pitstone Allotment Association.
c)		It was noted that ARI has been disbanded after 10 years but that Paul Neary is still available as a Mentor through the NSALG.

3)	Play Space (Local Gov Misc Prov Act 1976)

It was RESOLVED not to fix the rolling log in Hever Close (which no longer rolls) as no safety risk is posed and a repair will mean that the safety surface near this item has to be excavated to reach the sealed unit.

127/12	OTHER ISSUES

1)	Youth Cafe (Local Gov Misc Prov Act 1976)
a)	It was RESOLVED to arrange for PAT testing of the electrical equipment via Darren Halsey.
b)	It was RESOLVED to ask Mark Dale to note the amount of cash taken each week prior to it being handed over to AVYFC.
c)	It was RESOLVED to ask AVYFC to ensure that the tuck shop was selling healthy food rather than fizzy pop and chocolate bars.
d)	It was RESOLVED to thank Brookmead school for the storage provision.

2)	BCC Budget Consultation
It was RESOLVED that no response from the parish council was necessary. 

3)	PPP/Village Magazine
Nothing was resolved at the joint meeting with Ivinghoe Parish Council and the Beacon production team on 26/11/12.   It was RESOLVED to continue as we are for the time being whilst the other parish resolve the issues relating to their publication and review again at a later date.

4)	Play Around the Parishes (Local Gov Misc Prov Act 1976)
It was RESOLVED to book 2 x 2hour sessions for the summer holidays with the outdoor sports and extra staff at a cost of £80 per session from AVDC plus 1 session for the Easter holidays.

5)	Matters Relating to the Pitstone Parish Charity or Pitstone Recreation Ground Charity
It was RESOLVED to accept the recommendations proposed by the respective Charity Committees and approve the Trustees Annual Reports and the Chairman was duly authorised to sign on behalf of the council.  It was further RESOLVED to continue the investigation into the land managed under licence with the Charity Commission.

6)	NALC Consultation on Local Government Transparency
It was RESOLVED that no response from the parish council was necessary.

7)	New Homes Bonus
It was RESOLVED to lobby Councillor A Davies ahead of the District Council review on 5/12/12 to backdate the contribution to the parishes to the start of the scheme and award the previously negotiated percentage.

128/12	FINANCIAL ISSUES  

1)	Grant Applications/Policy
It was RESOLVED not to award a donation to the Nettlebed Hospice as they were unable to provide any information about whether any local residents made use of the facility.

It was RESOLVED to award Pitstone Memorial Hall a grant of £3,000 during the course of this financial year (cheque to be drawn for next council meeting) and a further £3,000 payable on 1 April 2013 for the next financial year, towards the necessary improvements to make the hall compliant with the latest Fire Regulations.

It was RESOLVED to adopt the previously circulated updated draft of the Grant Awarding Policy and the Chairman was duly authorised to sign on behalf of the council.

It was noted that the football & cricket clubs may apply for a grant towards the provision of water to the recreation ground as Anglian Water had estimated the cost to be in the region of £2-2.5k.

2)	Footpath to Marsworth (Local Government Act 1972 S137)
It was RESOLVED to ring-fence a contribution of at least £2,300 towards the footpath, this sum being half the estimated cost of the length that will fall within Pitstone, from the 2013/14 budget.

3)	Council Tax
The latest updates from central government and NALC were noted, with the District Councils yet again being offered a subsidy/bonus payment if they retain or reduce their council tax rates but this not being available to parish councils.    It is currently anticipated that residents will be able to demand a referendum for any increase over 2%, but this is to be confirmed in December.   Having made zero increases for the last 2 years, the council indicated that an increase in the region of 1.5% would be appropriate, rather than build-up problems for later years.

4)	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.  

5)	Third Draft of Budget 
The third budget draft for 2013/14, previously circulated, was considered and the following decisions made:

•	It was RESOLVED to continue to provision for the removal of the mounds at the allotment site, when the ground was dry and solid, with the soil being spread across the old allotment site.

•	It was RESOLVED to only provision for one bus shelter per annum if funds didn’t permit two per annum along Westfield Road.

•	It was RESOLVED not to pursue any beautification of the roundabout, a full program being too costly and concern being expressed about the use of planters.   This may be reviewed if costs can be substantially reduced.

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

129/12	REPORTS (in addition to those provided in the Clerks Report)

1)	LAF: Cllr Saintey provided an update following the LAF meeting.

2)	HCC Waste Development Framework:  The council RESOLVED to accept the recommendation that no response was necessary from the parish council.

3)	Memorial Hall Committee Meeting and AGM:  Cllr Saintey provided an update following the two hall committee meetings.   It was RESOLVED to accept the recommendation for the litter picker to sweep the path between the hall and the recreation ground once per month, if the person concerned wished to do so (the request came from the Hall Committee following a Health and Safety review).

4)	Street Lights in Castlemead
All 22 non-operational lights have been reported to TW.   An engineer has visited site but a huge number are still not working.

5)	
Tree Risk Assessment  

A newspaper article about a parish council that had been sued following the death of a young girl when a tree branch fell on her was brought to the attention of the parish council.   It was confirmed that the parish council had last commissioned a full tree risk assessment in May of this year (2012) and that this is conducted at least every 3 years, with interim visits to attend to any other tree work identified.

6)	Portable Junior Goals found at the Memorial Hall

The rightful owner has now been located.   The goals are temporarily located at the pavilion site.   Should the owner wish them to be insured by the parish council then they need to be officially donated.

7)	Select DNA Signs
It was RESOLVED to grant permission to Thames Valley Police to erect these signs on applicable lamp posts in roads that had been recently been the victim of burglaries.

8)	Beacon Villages Society
Following a report by Cllrs Monaghan and Richardson of the Beacon Villages Society meeting it was noted that they had asked if a connecting footpath between Castlemead and the recreation ground could be provided ahead of any residential development.    This is not within the power of the parish council as the land, and any development upon it, is privately owned.

130/12	THE FOLLOWING REMINDERS WERE NOTED

•	AVDC monthly litter picks on approximately 2nd of each month
•	Parish Council meetings: 3 January 2013, 31 January, 28 February, 28 March, 25 April, 23 May, 27 June, 25 July, 22 August, 26 September, 31 October, 28 November.
•	Local Council Planning Liaison Group meeting on 12/12/12 at 6.300pm – Cllrs Saintey & Hawkins
•	Aylesbury Vale Transport Users Group meetings: 4/12/12 at 2pm, 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.

131/12	DATE OF NEXT MEETINGS

	The next meeting of the Parish Council will be held on Thursday 3 January 2013.  The next pavilion committee meeting will be Monday 18 March 2013.

132/12	CLOSURE OF MEETING

	There being no further business to be transacted, the Chairman wished everyone a Merry Christmas and closed the meeting at 9.55pm.

Signed:			Date:	3 January 2013
	 Chairman