PITSTONE PARISH COUNCIL
Minutes of the Parish Council Meeting held on 25 October 2012 
In the meeting room at the Memorial Hall, starting at 7pm and concluding at 9.55pm

102/12	ATTENDANCE AND APOLOGIES
	
PRESENT:  Cllr Blunt (Vice Chair and acting Chair for this meeting), Cllr Ginda, Cllr Mrs Stack, 
Cllr Mattey, Cllr Richardson, Cllr Mrs Arney and Cllr Nicholls.   Clerk: Laurie Eagling.   
Mr A Broadbent (co-opted to the leisure development working party), Mr Cubbage (Chairman of Edlesborough Parish Council) + 1 member of the public (part).

	APOLOGIES: 	 Cllr Saintey (Chair) on leave, Cllr Mrs Hawkins and Cllr Mrs Monaghan (work commitment)

103/12	NEIGHBOURHOOD ACTION GROUP: resident’s quarterly opportunity to raise their questions or concerns with Thames Valley Police.   No queries were raised.  The parish council extended their congratulations to PCSO J Dodson for winning PCSO of The Year award.  Thames Valley Police provided a crime update for the last 3 months.    A series of burglaries had occurred across several villages between 3-8pm, stealing small/easily removable items such as jewellery – residents are advised to ensure that house alarms are set and lights are left on if the occupier doesn’t anticipate being home before dusk.   TVP advised residents to remain vigilant on Halloween, as thieves may take advantage of empty properties.   They also recommend that all residents inform them when they are going away on holiday by calling 101 and TVP will ensure that the property is included on their regular patrols.

104/12	QUESTIONS FROM MEMBERS OF THE PUBLIC/PRESS:  The resident informed the parish council that the street light in Gullicott Way had not been working for several months, despite attempted repairs.   The council promised to ensure the engineer attended the light by Friday 
2 November to rectify the issue.

The resident also reported ongoing problems with potholes in the road outside his property.   The TfB boundary runs along Yardley Avenue and the VAHT boundary starts at the garages.  The resident doesn’t believe his section to be private road.   Council will ask Jackie Wesley if there is any assistance she can provide.

105/12	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.

106/12	MINUTES OF THE MEETING held on 27 September 2012.

	It was RESOLVED that the draft minutes of the Pitstone Parish Council meeting held on 27 September 2012 were a true and accurate record.  The Chairman was authorised to sign them on behalf of the council.

107/12	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 waiting for a response from Sian Thomas and/or David Cairney despite chasing. 
2)	Glebe Close Parking – The last update from VAHT read: “The parking is still in progress.  The strategic maintenance team who do the parking projects are in the process of meeting with Highways”.
3)	Glebe Close Resurfacing – BCC agreed to resurface in Feb 2012.  Chasing for progress with Paul Foot, TfB.
4)	Minute 132/11.7 – Unmetered equipment inventory & 165/11.1 Street Lighting: lamps due to be connected by UK Power on 26/10/12.  OLS to remove old columns free-of-charge w/c 29/10/12.  
Cllr Ginda to rework equipment inventory so unmetered electricity quotes can be obtained.
5)	Minute 183/11.12 – Domino Pizza Knockdown:  Still no payment from Domino Pizza’s insurers.
6)	Northfield Road Cycle/Pedestrian Path: No further update.
7)	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.
8)	Minute 65/12.2 – New web site launch: as soon as data populated, eta October.   Cllr Nicholls hopes to provide an update at the meeting.
9)	Minute 65/12.5 – Pitstone-Marsworth Right of Way: Joanne Taylor (RoW) chasing Paul Foot (TfB).  Marsworth PC advises that the landowner is considering the proposal but isn’t as keen as they first believed.
10)	Minute 65/12.6 – Memorial Hall Redevelopment Plans: next hall committee meeting in November
11)	Minute 65/12.1 – PPP/Village Magazine: IPC convening a meeting of all interested parties on 29 October
12)	Minute 81/12.4 – General Power of Competence: Clerk needs to undertake new module for CiLCA and submit for examination (£20 cost, likely to be on November agenda) before council can utilise this power.
13)	Minute 82/12.3 – Interest refund from HMRC: received.
14)	Minute 79/12.3 - PDA :  Waiting for meeting date from AVDC.
15)	AVDC Jubilee Tree:  being delivered w/c 9/11/12 and will be nurtured by Cllr Arney until strong enough to plant
16)	Minute 95/12.1a - Legionella Kit: ordered and schedules will be amended accordingly
17)	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. 
18)	Minute 95/12.1c - Container Lock: New lock has now been fitted and keys distributed to all clubs concerned.
19)	Minute 96/12.4 - mVAS:  Cheque to cover initial site survey fee to Transport for Bucks raised for signature at the meeting.   Local Area Technical Paul Foot assessing all 4 roads at 10.30 on Tuesday 6 November.   Local Area Forum notified in case sites approved and our unit can be added to their order.
20)	Minute 96/12.5 – Portable Skate Park:   AVDC decided not to operate their portable skate park during the half term due to staff problems therefore it is not available for hire.   However, they have released it to AVYFC for their use during the school holiday and Ben Barnes has volunteered to organise this between 1-4pm on Thursday 1 November.  The council will be invoiced accordingly.
	
108/12	CORRESPONDENCE 
The correspondence received this month was discussed and noted (Appendix 2).

109/12	PLANNING MATTERS   

1)	Applications: 
12/02088/APP – erection of a 1.8m fence at 58 Windsor Road; No objections were received as a result of the neighbour notification program.  PPC RESOLVED to advise AVDC that they had no objection to the application.

12/02188/APP – change of use of land from amenity to residential garden and erection of fence (retrospective) on land rear of 16a Vicarage Road.   The parish council  RESOLVED to advise AVDC that it opposed this application on the grounds that it does not comply with the conditions determined by the Planning Inspectorate with regard to similar land in the case of 10 The Pightle, specifically in relation to (1) alignment of the boundaries/area permitted as residential (2) type and height of fencing.

12/02132/APP – application to extend the time limit of application 09/02280/APP for a two storey side extension to 33 Cheddington Road; No objections were received as a result of the neighbour notification program.  PPC RESOLVED to advise AVDC that they had no objection to the application.

2)	Decisions: 
12/01817/APP – part two storey and single storey front extension to 72 Vicarage Road; permitted (PPC tendered no objections)

110/12	PITSTONE PARISH DEVELOPMENT PLANS	

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

The contents of the update previously circulated were discussed.   It was noted that at the November meeting, the council would be asked to debate/approve the recommendation for preferred suppliers for: the skate park, new play space and removal of old play equipment.   All appropriate information will be circulated as early as possible to provide ample opportunity to consider all the materials.

At the November meeting, the council will also need to finalise any amendments to the S106 application and agree to move forward with the associated planning application.

The council formally RESOLVED to accept the terms of the Community Chest grant and 
Cllr Blunt was authorised to sign on behalf of the council.

2)	Pitstone Development Area:  AVDC still not provided a meeting date for pre-application advice on leisure development and wider Pitstone Development Area.

111/12	PROPERTY ISSUES

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

a)		It was noted that Environmental Health had issued their regular Food Hygiene Intervention Questionnaire was has been completed and returned.   All clubs have been reminded not to store or prepare food stuffs on site and of their liabilities if they do.

b)		It was RESOLVED to adopt the updated version of the Emergency Plan, stressing the hirers duties under the Fire Regulations.

c)		The minutes of the pavilion committee meeting held on 15/10/12 were discussed.   It was noted that the pitches were expected to require £4k per pitch maintenance/renovation during the course of the next 12 months, but that this would be regularly reviewed and monitored in light of potential redevelopment of the site.    

d)		It was RESOLVED to advise JFC that the parish council had no objections to exterior signage at the pavilion to assist clubs to find the facility but it was felt that this would be better located on the fence where it would be more visible rather than on the building.   The parish council had mixed views about putting the clubs that play there on the sign.   Signage would have to comply with planning legislation.  The JFC to be asked to supply draft artwork, sizes, locations etc for consideration.

e)		It was RESOLVED to obtain some quotes to erect ball stop netting along the top of the balancing pond fence.

f)		It was RESOLVED to grant permission for I&PCUFC to cover the shrubbery/brambles behind the rear goal with netting but not to contribute to the cost.

g)		It was noted that there had been a medical incident at the site on 20/10/12.   The emergency procedures in place at the pavilion had worked well and no changes needed to be made.

h)		It was noted that the hard copy of the Legionella Risk Management report had been received from First Environment with 3 recommendations (a) note the actual water temperatures taken – new procedures already put in place (b) ensure the water reaches temperature an hour before use – clubs reminded and checked signs still in place (c) consider fitting return loop – not specified as urgent, so will continue to monitor.

i)		It was RESOLVED to grant permission for a memorial tree or bench to be erected at the pavilion site for Ben Wesley, funded by the family.   Council recommends that it be located inside the fence.   Council to approve exact tree/furniture and location.

112/12	OTHER ISSUES

1)	Youth Cafe (Local Gov Misc Prov Act 1976)
a)	It was RESOLVED to accept the donation by AVYFC of an Xbox and Guitar Hero set for the youth cafe and to add these to our insurance.
b)	It was RESOLVED to accept the donation of a pool table and table tennis table from a resident for the youth cafe and to add these to our insurance.
c)	It was RESOLVED to investigate creating an Amazon Wish List for all the equipment needed for the cafe and promote this as a means for people to contribute.   It was further RESOLVED to investigate Amazon affiliation as a means of raising funds.
d)	It was noted that AVYFC would like to develop links to the local church community and had been speaking to two local church groups.    Details of the youth cafe volunteering opportunity have also been provided to Tring School Sixth Formers who undertake volunteering as part of their Duke of Edinburgh Awards.
e)	Budget 2013/14
It was noted that Ivinghoe Parish Council has declined to contribute any funding towards the youth cafe in 2013/14.   
It was RESOLVED to keep the entrance cost at £1 per week.
It was RESOLVED to reduce the operating times down to 6.30-8.00pm with effect from January 2013.
It was RESOLVED to move towards a tuck shop model and introduce a charge for food from January 2013.
It was noted that the youth cafe in Wing charge a £5 membership fee once per year that the parents pay when they return their annual application needed for their membership card.   This cost is in addition to the weekly entrance fee.    The council will consider this further during the spring of 2013.
f)	It was RESOLVED to write to Brookmead and reiterate that the lack of storage facilities is now causing real problems and request a resolution date.   The council will remind the school that they are prepared to hire or pay for facilities.   Moving equipment each week is causing real problems for the volunteers and AVYFC.

2)	Subscriptions (Local Gov Act 1972 S111 & S137 respectively)
It was RESOLVED to renew subscription to Local Councils Update (£75 per annum) and it was RESOLVED to renew membership to The Chiltern Society (£25 per annum, no additional donation). 

3)	Employment (Litter Act 1983)
The previously circulated update was noted with regard to the two new employees.   It was further RESOLVED to accept the associated costs of providing the necessary equipment (approximately £700).

4)	Daffodil Project 
The last volunteer session will take place on Friday 26 October 10-12noon.    The council expressed their sincere thanks to John and Annie Stack for all the hours of work they have committed to the project and also to the volunteers that attended and helped to plant the bulbs.   It was noted that the council should supply AVDC with a map of the bulb locations in early spring so that the grass cutters don’t mow this section.

5)	Glebe Close Noticeboard (Local Government Act 1972 S111)
It was RESOLVED to replace the old, damaged notice-board with a 3 bay oak version to match the others in the village at a cost of £1,548.17 + VAT and installation.

6)	PPP
It was RESOLVED to return to Fresh printers following further poor service from Grove.   Fresh now have now machinery which can cope with our requirements and are offering very competitive prices, below that of the current printer.

7)	New Standards Regime
It was RESOLVED to adopt the revised Code of Conduct.   It was RESOLVED to adopt the standard dispensations outlined within, until the end of office unless otherwise necessary to review.    It was RESOLVED to delegate authority to grant dispensations to the proper officer for either (a) the opportunity to speak on the associated matter or (b) the opportunity to speak and vote on the associated matter, as deemed necessary.

8)	Meeting Dates for 2013
The meetings were confirmed as:
3 January 2013 – meeting moved from 27 December 2012
31 January 2013 
28 February 2013
28 March 2013
25 April 2013
23 May 2013 – (moved forward one week to avoid half term)
27 June 2013
25 July 2013 – first day of school summer holidays
22 August 2013 – (moved forward one week due to holidays)
26 September 2013
31 October 2013
28 November 2013
(26 December 2013 meeting will move to first Thursday in January 2014)

113/12	FINANCIAL ISSUES  

1)	Quarterly Grant Applications
It was RESOLVED to award a grant of £166 to the Silver Surfers Club to cover a trial until the end of the calendar year.    In the long term, the council would like to see the users covering the cost of hall hire.    The council felt it would be inappropriate to spend £254.46 on a metal storage cupboard whilst the trial was taking place, but would be willing to consider a grant/help apply for grants to cover equipment costs if the club becomes a permanent feature (Local Government Act 1972).

It was RESOLVED not to award a grant to Dial-a-Ride as we have a thriving Community Car scheme in the village.

2)	Donation to Royal British Legion (Local Government Act 1972 S137)
It was RESOLVED to make a donation to the local branch of the Royal British Legion of £100.00 in lieu of a fresh wreath.   The council’s artificial wreath will be displayed alongside the plaque at the Memorial Hall.

3)	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.  

4)	Budget Monitor / First Draft of Budget 
The second budget draft for 2013/14, previously circulated, was considered and the following decisions made:

•	It was noted that Transport for Bucks was not now keen on redeveloping the roundabout.   Discuss the matter with Paul Foot, Area Technician, when visiting site in November.

•	It was RESOLVED to budget for the provision of two bus shelters in 2013/14 and then a further two the following year, at a cost of £5,000 per unit.    May be able to investigate grants.

•	It was RESOLVED to provision £2,000 towards legal costs associated with the land currently managed under licence by the recreation ground charity.

•	It was RESOLVED to consider planters around the village as part of the village beautification scheme.

•	It was RESOLVED to include a provision towards future maintenance/maintenance agreements for the new play space and skate park.

•	A request was made to include a projected closing bank balance at the end of 2013/14.

114/12	REPORTS (in addition to those provided in the Clerks Report)

1)	Parish Liaison Meeting: Cllr Stack attended.   Minutes and notes previously circulated to all councillors electronically.

2)	BCC Priorities for next 5 years:  Cllr Nicholls recommended that all councillors review this document and come to the November meeting with their views so that council can make an informed submission.

3)	HCC Statement of Community Involvement:  Council decided that no response was required.

4)	Other Reports:  

It was noted that the seal from around the top edge of one pane of glass in the bus shelter near the recreation ground had been removed by vandals.   It was RESOLVED to accept the cost of replacing the seal before the glass itself was broken (Local Gov Misc Prov Act 1953).

It was noted that E K Electrical was being wound down and Mr Melia retiring.

It was noted that the regular playground inspection had revealed that the rolling plank at Hever Close was no longer rolling & the see-saw at Windsor Road was stiff & squeaky.   Council RESOLVED to meet the associated costs of maintenance (Local Gov Act 1972).   Council will also request Taylor Wimpey cut their beach hedge and brambles near Hever Close playground.

Council has received 2 complaints about Goodrich vehicles parking along Westfield Road.   Goodrich advise that their building works are almost complete and that overall they will have increased parking provision at the site by Christmas.   100 employees are also relocating to new offices in Hemel Hempstead, so the situation should be much improved by January.

Two school bus problems (insufficient seats for the number of users and lack of pick-up point for Tring school along Westfield Road), have been reported to the parish council and these have been passed to BCC School Transport team and Cllr A Davies.   The council has also advised BCC of the new Arriva bus stops on Westfield Road and our intention to place shelters there, so that the school stops can be aligned to the same positions.

It was agreed to notify both Taylor Wimpey and AVDC that large quantities of Hawthorn are now growing in the woodland area between the end of Castlemead and Quarry 1 so that remedial action could be taken prior to handover.

115/12	THE FOLLOWING REMINDERS WERE NOTED

•	AVDC monthly litter picks on approximately 2nd of each month
•	Parish Council meetings: 29 November and the 27 December meeting will move to 3 January 2013.
•	BALC AGM 9/11/12 7.30pm
•	AVALC meetings: 3/11/12 AGM at Quainton Village Hall
•	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.

116/12	DATE OF NEXT MEETINGS

	The next meeting of the Parish Council will be held on Thursday 29 November 2012 and will be followed by a meeting of the Pitstone Recreation Ground Charity and Pitstone Parish Charity.  The next pavilion committee meeting will be Monday 18 March 2013.

117/12	CLOSURE OF MEETING

	There being no further business to be transacted, the Chairman closed the meeting at 9.55pm.

Signed:			Date:	29 November 2012
	 Chairman