PITSTONE PARISH COUNCIL
Minutes of the Parish Council Meeting held on 27 September 2012 
In the meeting room at the Memorial Hall, starting at 7pm and concluding at 10pm

87/12	ATTENDANCE AND APOLOGIES
	
PRESENT:  Cllr Saintey (Chair), Cllr Blunt (Vice Chair), Cllr Ginda, Cllr Mrs Stack, 
Cllr Mrs Monaghan, Cllr Mrs Hawkins, Cllr Richardson, Cllr Mrs Arney and Cllr Nicholls.   Clerk: Laurie Eagling.   County & District Cllr Mrs A Davies.  Mr A Broadbent (co-opted to the leisure development working party).

	APOLOGIES: 	 Cllr Mattey (work commitment)

88/12	QUESTIONS FROM MEMBERS OF THE PUBLIC/PRESS:  None.

89/12	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 Ginda declared an interest in the item relating to the trustees for Pitstone Townsland Charity (being a trustee himself).  Cllr Mrs Monaghan declared an interest in the planning application for 
20 Vicarage Road as the back of this property is near her own property.   Cllr Nicholls declared an interest in the grant application for the Community Cinema, for which he is acting as Chairman on the council’s behalf.   These councillors did not participate in any voting for the relevant items.

90/12	MINUTES OF THE MEETING held on 23 August 2012.

	It was RESOLVED that the draft minutes of the Pitstone Parish Council meeting held on 23 August 2012 were a true and accurate record.  The Chairman was authorised to sign them on behalf of the council.

91/12	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: the clerk has now submitted a job request direct to UK Power for the transfer of the electricity supplies following difficulties between OLS/UK Power/BCC TfB.  Cheques submitted to meeting for approval.     OLS will remove the old columns free-of-charge in compensation.
5)	Minute 183/11.12 – Domino Pizza Knockdown:  After much chasing, the parish council is now in direct correspondence with the insurer and hopes for some progress on the claim.
6)	Minute 198/11.4 – Computer back-up:    All now in place and operational.
7)	Northfield Road Cycle/Pedestrian Path: No further update from BCC or HCC.
8)	Minute 32/12.1a – Silver Surfers Club:   Dave Clifford has organised a taster session for interested residents on 10.30-12.00 3 October in the social room at the hall, as an information gathering session about what people would like to learn & when they would prefer sessions to be held.   He also plans a session on 25 or 27/9/12 at the hall to check their wireless systems etc.    
Cllr Ginda will attend the meeting on 3 October to support.
9)	Minute 32/12.1b – Dog Bin on Windsor Road:  Application will be made to AVDC and TW once fence removed  
10)	Minute 65/12.2 – New web site launch: Cllr Nicholls making some design adjustments.  Will go live as soon as data populated eta October.
11)	Minute 65/12.4 – Quarry 1: Now cut.   Natural England confirmed to Mrs DeSelincourt that 
Mr Leach is not in receipt of any set-aside arrangements for this land.  Mr Leach has been thanked for his support.
12)	Minute 65/12.5 – Pitstone-Marsworth Right of Way: RofW, Marsworth PC and PPC Clerk met on 31 August to walk the Pitstone end of the route.   RofW advised that the section from Westfield Road to the farmers gate beyond the railway bridge would fall under TfB as Highways and Joanne Taylor will speak to Paul Foot regarding a safety audit, costings, liability at future maintenance (200mm stone sub base with dust wearing course will be cheaper to install but BCC may not take on liability for maintenance if not tarmac).   Bob Kennedy will speak to the private landowner between the gate mentioned above and the bridal path in Marsworth by the width restriction.    Bob Kennedy will also further investigate possible grants.   Marsworth PC did enquire if the S106 funds held by AVDC on PPC’s behalf could be used to fund this, but AVDC has confirmed that this is not possible.
13)	Minute 65/12.6 – Memorial Hall Redevelopment Plans: Memorial Hall Management Committee meeting held on 24 September and comments relating to the development circulated to all councillors electronically.
14)	Minute 65/12.1 – PPP/Village Magazine: IPC convening a meeting of all interested parties in October
15)	Minute 79/12.2 – Daffodil project:  4,500 bulbs purchased.   Volunteer planting sessions arranged for 29 Sept, 6 Oct and 13 Oct including the Rainbows, Brownies, Guides and Scouts.   Martin London loaning some traffic cones.   Graham Hollands loaning some hi-vis jackets
16)	Minute 81/12.4 – General Power of Competence: training session on 26 September.  Brief provided to all councillors at the meeting.  Clerk will need to undertake new module for CiLCA and submit for examination (£20 cost) before council can utilise this power.
17)	Minute 82/12.3 – Interest refund from HMRC: application for £269.26 submitted.
18)	Minute 79/12.3 - PDA:  Simon Gray still to produce the revised drawing and information so that discussions can be entered into with the land agent prior to a meeting being arranged with AVDC.
	
92/12	CORRESPONDENCE 
The correspondence received this month was discussed and noted (Appendix 2).

93/12	PLANNING MATTERS   

1)	Applications: 
12/01817/APP – part two storey and single storey front extension to 72 Vicarage 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.

12/01488/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 kerb at 20 Vicarage Road.   No objections were received as a result of the Neighbour Notification Program.  After considering the application, the council RESOLVED to advise AVDC that they had no objection to the application but to urge AVDC to ensure the outstanding enforcement issue believed to exist with regard to the close boarded fence to the rear be resolved prior to any further consent being granted.

2)	Decisions: 
12/00934/APP – erection of garage at 83 Crispin Field: permitted (PPC offered no objections)
12/01488/APP – minor amended plans relating to loft conversion into living accommodation including insertion of two dormers to front and roof lights to rear at 18 Hever Close: AVDC supplied for information only, not consulting.    Subsequently permitted (PPC offered no objections).

94/12	PITSTONE PARISH DEVELOPMENT PLANS	

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

a.		Update: The updated information and timetable previously circulated (and attached) was noted and approved.

b.		Geotechnical Survey: the final survey and lab test results have been received and provided to the four shortlisted contractors.

c.	  Scrap Equipment:  One bid has been received for the large slide.   It was RESOLVED to approach Wicksteed Leisure for an approximate scrap valuation and guidance with any foreseen on-site/removal issues.   If the resident could overcome these issues and their bid exceeded the scrap value, the council RESOLVED to progress.

d.		Kicking Wall
Of the two residents that expressed some queries, one is now in support of the project and the second has not submitted any further correspondence.   It was RESOLVED to ask AVDC and TW to confirm their agreement to the proposal in writing so that the relevant quotes could be included as part of the tender process.

e.		Flip Deck and Bangles
It was RESOLVED to coincide the listing of the Flip Deck with the publication of the next edition of PPP to maximise publicity for this venture.   All other mediums including electronic and school/youth cafe to be utilised at the same time.

It was RESOLVED to meet the initial cost of 200 bangles on behalf of the Skate Park User Group at a cost of £66.   The amount to be deducted from the revenue generated from the bangle sales.  At £2 per unit, the bangles will raise £334 profit or £234 at £1.50 per unit.

f.		Funding: 
Community Leaders Fund:  Waiting for Cllr Davies to check other local community need before determining value of application.
Beds and Luton Community Foundation: heavily oversubscribed and application for £2,800 unsuccessful.
Community Chest: £24,000 awarded
Commercial Sponsorship: letters distributed to all Pitstone Green Business Park firms requesting £100 contribution
Ivinghoe Entertainments: requested £1,000 grant application on behalf of the Pitstone Skate Park Users Group towards the floodlighting.    Meeting being held first week of October.

g.		Land under Licence – see separate Pitstone Parish Charity minutes.

h.		CDMC:  Upon consideration of 4 quotations, the council RESOLVED to appoint Stephen Dallow of CDMPC based in Luton for a fixed price of £950.

2)	Pitstone Development Area:  Seeking meeting with AVDC for pre-application advice on leisure development and wider Pitstone Development Area.

95/12	PROPERTY ISSUES

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

a)		It was RESOLVED to purchase a legionella water checking kit for the approximate cost of £80-£100 (based on quotes considered) and amends the weekly health & safety checks to include the logging of actual temperatures.

b)		It was RESOLVED to request clarity from Anglian Water regarding the specific type of sub-meter that they would acknowledge before obtaining an exact quotation from the plumber.

c)		It was RESOLVED to replace the lock on the container lock-box to re-enable use as storage space at an approximate cost of £100.

96/12	OTHER ISSUES

1)	Pitstone Townsland Charity
It was RESOLVED to accept the recommendation to appoint the two further trustees for whom CV’s had been supplied as trustees of the above charity.

2)	Employment
It was RESOLVED to accept the resignation of Mr Sanders.  The amendments to the litter picking duties were considered and approved.   It was RESOLVED to delegate authority to the Staffing Committee to recruit and appoint a replacement as soon as possible.   It was RESOLVED to also consider if any of the applicants might be suitable for the pending cleaner/caretaker vacancy at the pavilion.

3)	Community Speedwatch 
It was clear from the latest attempt to set-up a community speedwatch campaign that the residents of Pitstone were not interested in this initiative (not one attended).   It was therefore RESOLVED not to pursue the matter further.

4)	Vehicle Activated Signs (Local Government and Rating Act of 1997)
As an alternative to Community Speedwatch and a potentially more effective means of reducing speeding within the village, it was RESOLVED to pursue the purchase of one mobile vehicle activated sign for Pitstone that could be rotated around pre-approved sites in Marsworth Road, Vicarage Road, Cheddington Road and Westfield Road at a cost of £2,260.71.

5)	Youth Cafe (Local Government (Miscellaneous Provisions) Act 1976)
The content of the update was noted.   It was RESOLVED to ask Brookmead school if we might fit locks to the three classrooms (2 x Foundation & 1 x library) leading off of the main entrance.

6)	Election of Police and Crime Commissioner
Cllr Mrs A Davies provided an update on the current situation and the proposed election process for the above, and provided a pack of information for circulation.  The parish council has already published information on the notice-boards and via electronic media to try and raise awareness.

7)	Luton Airport Expansion Plans Consultation
It was RESOLVED to support the response drafted by Rachel Webb and submit our concerns about the details not provided within the pre-application consultation regarding flight paths.  The parish council has already published information on the notice-boards and via electronic media to try and raise awareness.

8)	Village Magazine Submissions
The draft information previously circulated was considered and amended accordingly.

9)	S55 Dog Exclusion Order
Following consideration of all the information provided by the applicant, Aylesbury Vale District Council and Thames Valley Police it was RESOLVED not to pursue an S55 dog exclusion order for the area of open space between Lancaster Road and Westfield Road.   

10)	Portable Skate Park (Local Government (Miscellaneous Provisions) Act 1976)
AVDC is yet to determine if the skate park is available for hire during the half term holiday.   It was RESOLVED that if the skate park is available, that the parish council will meet the cost of hire for one afternoon session (anticipated cost £160).

11)	Street Lighting Policy
The draft policy, previously circulated, was considered.    It was RESOLVED to adopt the policy and the chairman was authorised to sign on behalf of the council.

12)	Pitstone Recreation Ground Charity and Pitstone Parish Charity
The parish council is trustee to the above charities (not individual councillors).   Historically, these affairs have been managed by the whole council.    Pursuant to S101(1) of the 1972 Act the council RESOLVED to delegate authority to committees to better enable members to fulfil their obligations to ensure that when dealing with charity business, they are only considering what is in the best interest of the charity and not those of the local authority.  This will also enable matters to be referred back and challenged by the whole council if necessary.

It was RESOLVED to appoint Cllr Mattey, Cllr Richardson and Cllr Mrs Arney to the Pitstone Recreation Ground Charity.    It was RESOLVED to appoint Cllr Saintey, Cllr Nicholls and 
Cllr Ginda to the Pitstone Parish Charity.

Draft terms of reference had been circulated and were approved.

13)	Grit Bins
After a lengthy debate, it was RESOLVED not to meet the cost of replenishing the grit supplies in the bins along Westfield Road (£600 per bin per fill) this winter, where Transport for Bucks won’t meet the cost as this is on a gritting route.    The grit bin located at the end of Vicarage Road will be replenished by Transport for Bucks as part of the one-off payment.

97/12	FINANCIAL ISSUES  

1)	External Audit
It was noted that the external audit had been completed and no issues were raised by Mazars LLP.  The necessary public notifications have been made and no applications have been received to view the accounts.

2)	Insurance (Local Government Act 1972 S111)
It was RESOLVED to accept the annual renewal of £2,392.90 as part of our three year contract.

3)	Grant Application from Pitstone Community Cinema (Local Government Act 1972 S145)
The grant application, previously circulated, was considered.   It was RESOLVED to award £500 to this new community group to run two test screenings to get further information about likely uptake and interest.  The group are pursuing other grant opportunities and charging models to ensure the long term viability of the scheme.   The project was created in response to demand from residents raised via the community consultations, so the council is happy to support the initiative.

Cllr Mrs A Davies suggested contacting AVDC Leisure to see if they could loan the necessary large screen, which remains an outstanding issue.

4)	Financial Regulations
The annual review of the above was completed and it was RESOLVED to adopt the previously circulated version.   The chairman was granted authority to sign on behalf of the council.

5)	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.  

6)	Budget Monitor / First Draft of Budget 
The budget monitor for the first six months, previously circulated, was considered and the details noted.
The first budget draft for 2013/14 was considered and the following decisions made:

•	To seek agreement at the October village magazine meeting regarding future set-up of the magazines, to see if these will be managed by a separate community group (and hence no income & no expenditure within the parish council accounts) or retained as is.

•	To include the leisure project expenditure funded by grants to be shown as a separate entity for the time being to enable like comparison.

•	To budget for an income of £1 per week from 50 children for 36 weeks of the year towards the youth cafe costs.    To approach Ivinghoe Parish Council for a contribution to costs based upon the percentage of children attending.   To consider at the next meeting if any additional charges / fundraising should be implemented.

•	To include a provisional £8,000 contribution within S137 for any potential footpath between Pitstone and Marsworth, assuming the whole project can be delivered as one project.

•	To continue with the £7,000 per annum provision towards replacement of aged street lighting.

•	To assume the status quo is maintained at the pavilion, with the site operation and no additional development.

•	To continue with a provision of £3,750 towards the Community Library in case required again in 2013/14.

•	To budget for one additional bus shelter in 2013/14 along Westfield Road to support the new bus route and an additional shelter for 2014/15.

•	To provision for the improvements to the roundabout to improve safety and enhance the entrance to the village.

7)	It was also RESOLVED to seek a replacement notice-board for Glebe Close.  The cost to be approved at the October meeting.

8)	Quarterly and Bi-Monthly Internal Controls 
The regular internal controls were carried out by the council with no amendments or recommendations noted.

98/12	REPORTS (in addition to those provided in the Clerks Report)

1)	Local Area Forum: Some information had been previously circulated.  Cllr Saintey provided an additional update on behalf of the attending members.

2)	LCPLG:  Cllr Saintey provided an update on the LCPLG, also attended by Cllr Hawkins.

3)	Cheddington Train Station Ticket Office:  It was noted that the closure of the ticket office has been approved by the Secretary of State.   Cllr Mrs A Davies confirmed that passengers are now able to purchase tickets whilst on the train, in case of operational problems with the ticket machines.

4)	Pitstone Memorial Hall Committee:  Cllr Saintey provided an update on the hall committee meeting and the Equalities Act meeting.

5)	School Bus Transport:  Cllr Mrs A Davies responded to a query raised with regard to the new school transport arrangements.

99/12	THE FOLLOWING REMINDERS WERE NOTED

•	AVDC monthly litter picks on approximately 2nd of each month
•	Parish Council meetings  25 October, 29 November and the 27 December meeting will move to 3 January 2013.
•	BALC AGM 9/11/12 7.30pm
•	BALC Executive Committee 17/10/12 all 7pm at County Hall
•	AVALC meetings: 3/11/12 AGM at Quainton Village Hall
•	Pavilion Committee Meeting – 15 October 2012 7.30pm
•	BCC Standards Briefing 2.30-4pm Fri 28 Sept – Clerk attending
•	Silver Surfer taster session – 10.30-12.00 on 3/10/12 – Cllr Ginda attending
•	Local Council Planning Liaison Group meeting on 12/12/12 at 6.300pm – Cllrs Saintey & Hawkins

100/12	DATE OF NEXT MEETINGS

	The next meeting of the Parish Council will be held on Thursday 25 October 2012 and will be chaired by Cllr B Blunt.  There were no further items requested for the agenda.    The next pavilion committee meeting will be Monday 15 October at 7.30pm.

101/12	CLOSURE OF MEETING

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

Signed:			Date:	25 October 2012
	 Chairman