PITSTONE PARISH COUNCIL
Minutes of the Parish Council Annual Meeting held on 23 May 2013 
In the meeting room at the Memorial Hall, starting at 7.00pm and concluding at 9.35pm

18/13	ELECTION OF CHAIR AND VICE CHAIR

There being no other nominations, Cllr R Saintey is duly elected as Chairman of the parish council.  The Declaration of Acceptance of Office was duly signed in the presence of the Proper Officer.  There being no other nominations, Cllr B Blunt is duly elected as Vice Chairman of the parish council.

19/13	ATTENDANCE AND APOLOGIES
	
PRESENT:  Cllr Saintey (Chair), Cllr Blunt (Vice Chair), Cllr Ginda, Cllr Mrs Stack, 
Cllr Nicholls, Cllr Mrs Monaghan and Cllr Mrs Hawkins.   Clerk: Laurie Eagling.    
One member of the public regarding planning.

	APOLOGIES: 	 Cllr Mrs Arney, Cllr Richardson and Cllr Mattey.

20/13	QUESTIONS FROM MEMBERS OF THE PUBLIC/PRESS:  

None were forthcoming.

21/13	DECLARATIONS OF INTEREST:  All councillors have an interest in the recreation ground redevelopment & charity actions as the council is trustee of the Recreation Ground Charity and Pitstone Parish Charity.   Cllr Monaghan declared an interest in the planning application for 16a Vicarage Road whose rear garden is close to her own rear garden.

22/13	MINUTES OF THE MEETING held on 25 April 2013.

	It was RESOLVED that the draft minutes of the Pitstone Parish Council meeting held on 25 April 2013 were a true and accurate record.  The Chairman was authorised to sign them on behalf of the council.

23/13	PLANNING MATTERS   

Council RESOLVED to bring forward the item on planning matters in the interests of the member of the public who was the householder for 50 Windsor Road.

Applications: 

19 WARWICK ROAD - 13/01014/APP – Demolition of existing rear conservatory and replacement single storey rear extension.   No objections were received as a result of the Neighbour Notification Program.   The matter was considered at the full council meeting and it was RESOLVED to advise AVDC that the parish council had no objections to this application.

50 WINDSOR ROAD - 13/01190/APP – Single storey rear extension incorporating link to existing garage; conversion of garage to living accommodation and infilling existing car port to form garage.  No objections were received as a result of the Neighbour Notification Program.  The matter was considered at the full council meeting and it was RESOLVED to advise AVDC that the parish council had no objections to this application.   Could AVDC please check that sufficient car parking is still provided?

Decisions:  

LAND ADJACENT TO 11 CHURCH ROAD – 13/00394/APP – Erection of detached 2 storey dwelling and alteration to existing access on land adjacent to 11 Church Road.  Permitted.   PPC tendered no objections but deferred to AVDC on design.

Other:

1)	It was RESOLVED that no response was necessary to the legality of the Vale of Aylesbury 
	Plan Strategy proposed submission.

  2)	16A VICARAGE ROAD – 13/00007/EBFBITM AOO/J0405/C/13/2191550 Appeal against the Enforcement issued by the council that without planning permission the change of use of the land from amenity open space land to a private garden land ancillary to the residential dwelling known as 16a Vicarage Road will be held on 11/6/13.  Notification only.

	The member of the public then left the meeting.

24/13	TERMS OF REFERENCE AND DELEGATION ARRANGEMENTS

It was RESOLVED to adopt the following Terms of Reference and delegation arrangements: 

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 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.

	Pitstone Recreation Ground Charity Committee – the parish council as a corporate body is trustee to this charity.   Council manages the affairs of the charity via a committee, who have power to make day-to-day decisions.   As the charity has no finances, any issues relating to expenditure or of a strategic nature, must be referred to full council for approval.

	Pitstone Parish Charity Committee – the parish council as a corporate body is trustee to this charity.   Council manages the affairs of the charity via a committee, who have power to make day-to-day decisions.   As the charity has no finances, any issues relating to expenditure or of a strategic nature, must be referred to full council for approval.

	Delegation Arrangements – clerk has the delegated power to incur expenditure on stationery, equipment and sundries or reference books etc 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).

25/13	APPOINTMENTS

It was RESOLVED to adopt the following appointments:

1)	Planning Committee –Cllr Saintey (chair), Cllr Hawkins, Cllr Blunt, Cllr Nicholls and 
Cllr Richardson.
2)	Pavilion Committee – Cllr Saintey (chair), Cllr Blunt and Cllr Ginda.
3)	Staffing Committee – Cllr Saintey (Chair), Cllr Blunt plus A N Other.
4)	Pitstone Recreation Ground Charity – Cllr Mattey (Chair), Cllr Arney & Cllr Richardson.
5)	Pitstone Parish Charity – Cllr Nicholls (Chair), Cllr Saintey and Cllr Ginda.
6)	Other current 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.
		Public Transport – Cllr Arney.
		Vale of Aylesbury Housing Trust – Cllr Ginda.
		Beacon Villages Society – Cllr Richardson.
		PPC Communications/Castlemead - Cllr Monaghan.
	Skate Park/Leisure Development – Cllrs Blunt, Ginda and Saintey plus Andrew Broadbent.	Play Space/Inspections – Cllrs Arney, Mattey & Richardson.
		New Village Centre – Cllrs Saintey, Blunt, Ginda, Hawkins and Nicholls plus Simon Gray.

26/13	STANDING ORDERS

It was RESOLVED to adopt the amended standing orders to reflect the ability to utilise GPC.

27/13	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 installation.
2)	Cheddington Road footpath: The footpath down Cheddington Road (work first approved in 2011) has been marked up but the work has yet to be carried out.   
3)	Northfield Road Cycle/Pedestrian Path: BCC are in receipt of the funds and are drawing up a legal agreement to transfer the funds to HCC.
4)	Marsworth-Pitstone footpath:  No news yet from Paul Foot/TfB re investigation for the old footpath lying under the grass verge between Westfield Road and the railway bridge.  
5)	Minute 65/12.2 – New web site launch: launched Saturday 4 May 2013
6)	Minute 141/12.2 – Pitstone Hill car park pot holes:  the work will be undertaken in May/June time as this will be much cheaper.  
7)	Minute 142/12.4 – Notice-board treatment: possible contractor identified.
8)	Mounds of top soil at allotments/Verge opposite Masons: now waiting for John Groom to complete the repair of the verge outside the allotments before can get an updated quote to remove the remainder of the soil.
9)	Minute 143/3c – What’s On Guide: waiting for clerk to have capacity to revise.   
10)	Roundabout central light – Kevin Allen still considering if there are any options to plant this roundabout when the column is replaced later this year.  Will come back to us once investigated.
11)	Minute 158/12.3 – mVAS:  The council is awaiting installation dates, delivery dates for the equipment and training dates.
12)	Pavilion Actions:   (a)  all electrical checks/work now completed & certificates issued (b) awaiting parts for changes to emergency exists (c) new sub-meter should be installed before the meeting (e) cleaner/caretaker handover session occurred on 13/5/13 (f) fire equipment now serviced.  
13)	Minute 173/12.1 – Replacement Lighting Columns:  Cllr Ginda to seek advice from BCC re timely replacement of street light columns
14)	Adult Education at the Memorial Hall: Responses received: 12 for French; 8 for Spanish, creative writing or fitness/nutrition/yoga for elderly; 6 for art/drawing, floristry or textiles; 5 for psychology; 4 for German, Italian or Sign Language.    Someone is currently offering Spanish lessons in the village.    A local resident is trying to fulfil the creative writing course requirement and is linking up with BeaconLit festival and Ivinghoe Library to publicise etc.   BCC informed of the other figures to see if they can offer any outreach adult education for the topics with higher interest rates.
15)	Castlemead Issues: Issues that can’t be resolved until highways adopted by BCC: bus shelters, mVAS, pedestrian crossings, street light maintenance.   Issues that should be resolved when highways brought up to adoptable standard: cycle path signage, road markings.  Issue that can’t be resolved until all residential and industrial complete: post box.
16)	Parish map: still pondering on best way to produce.   Publication about similar projects ordered into library.	
17)	Pavilion Banner Advertising and Sponsorship Opportunities: Cllr Ginda issuing details of banner opportunity with PPP invoices.   Clerk to approach other opportunities and write to local large firms about sponsorship/weekday hiring opportunities.

28/13	CORRESPONDENCE 
The correspondence received this month was discussed and noted (Appendix 2).   

It was RESOLVED to advise Cllr Tett of BCC that the parish council would be happy to be affiliated to 51m ONLY if such organisation were opposing HS2 completely (not just one route) and if the proposed route should be diverted to the West Coast Mainline or other areas of our parish, that 51M would also offer our parish the same level of support as currently demonstrated to the existing proposed route.

29/13	PITSTONE PARISH CHARITY AND PITSTONE RECREATION GROUND CHARITY

1.	Pitstone Parish Charity

Careful consideration was given to the issues raised by Pitstone Parish Charity:

a.	Deregistration of Land
It was noted that Pitstone Parish Charity has submitted an application to the Secretary of State to deregister the remaining parcel of statutory allotment land.

b.	Planning Permission
It was noted that Pitstone Parish Council had served notice to Pitstone Parish Charity of their application for planning permission with regard to the replacement play equipment on the charity land.   Pitstone Parish Charity grant permission to Pitstone Parish Council for this development to take place (a) once the land is deregistered as allotment land and (b) assuming Pitstone Parish Council take all liability for such action.

c.	Charity Commission
It was RESOLVED to loan Pitstone Parish Charity the necessary fee to pay an independent surveyor (estimate £2,500), should they not be willing to accept payment post completion of sale.

d.	Leisure Development
After careful consideration of all the legal advice from Horwood & James along with advice from Bidwell Faulkner and AVDC, it was RESOLVED to proceed with the Play Space and Skate Park development ahead of the Pitstone Development Area transfer, as any risk of non-transfer was deemed by all parties as negligible.

It was RESOLVED that Pitstone Parish Council were willing for the land they own at the far end of the Pitstone Memorial Hall car park to be utilised within the development area for the construction of a multi-use games area, assuming that replacement car parking is provided within the PDA.   It was further RESOLVED that Pitstone Parish Council would commence work to specify the MUGA requirements.

e.	Joint Landowners Agreement / Apportionment
After careful consideration of the issues it was RESOLVED that Pitstone Parish Council would not request to be included within the Joint Landowners Agreement or request a proportion of the sale proceeds, in relation to the land that will be used for the MUGA.  The land is not being sold and the council is benefitting from the construction of a MUGA upon its land by the developer, as well as replacement car parking.   It was not considered a justifiable use of precept to employ an independent surveyor (estimated cost £2,500) to confirm this decision, the cost being too high and the chance of any alternative proposition being negligible.

2.	Pitstone Recreation Ground Charity
a.	No issues for the parish council to consider.  The Recreation Ground Charity meeting had not taken place.

30/13	PITSTONE PARISH DEVELOPMENT PLANS

1.	Leisure Development (funded from S106, grants and parish council funds)

a.	Skate Park

		It was noted that AVDC are still struggling to determine the correct standards to specify when procuring the skate park, so receipt of their proposed documentation was now anticipated in June and not May.

b.	Play Space
i.	RoSPA had supplied a glowing Pre-Installation Plans Inspection full of praise for both the play space designed and Huck Play.  This was very reassuring for the Parish Council.   The winning play space has now been promoted on the web site, Facebook page, notice-boards and at the annual assembly.
i.	As no changes had been requested by RoSPA, the planning application has been prepared and will be submitted to AVDC tomorrow, upon receipt of large scale schematics from Huck Play.  It is anticipated that the process will take AVDC 8-12 weeks so a response should be received by mid-end August.
ii.	In the meantime, work will commence with Huck Play to finalise the contract details and prepare the Design & Build Contract.  As well as working with Pitstone Parish Charity to resolve the land registration issues.  Installation should therefore be able to commence in September.

2.	Pitstone Development Area:  

The updates provided by the Pitstone Parish Charity, AVDC, Bidwells and Horwood & James were noted.

a)	It was RESOLVED to complete and finalise the Design Brief and submit to AVDC for their ‘Response of Pre Application Letter’.
b)	See minutes above regarding legal implications.

31/13	PROPERTY ISSUES

1)	Pavilion

a)		It was RESOLVED to adopt the updated Maintenance Schedule.
b)		It was RESOLVED to adopt the updated Emergency Plan.
c)		It was noted that the S106 maintenance funds for the pavilion building were about to expire (not the S106 for the pavilion grounds).  After careful consideration it was RESOLVED that the pavilion should start to move towards a self-financing model and therefore all income generated by the pavilion would be used to off-set costs incurred to run the facility by the parish council, with any remaining income being used to partially offset grounds maintenance.
d)		It was RESOLVED to accept the 2 year gas quotation from CNG of no standing charge and 5.0334p/kWh.  Quotations had been sought via BAS brokers and CNG remained the most competitive in the market.

2)	Play Space

The possible supply of water to the recreation ground was carried over to the next meeting as the site meeting had not yet taken place.

32/13	OTHER ISSUES

1)	It was RESOLVED that no response was required by Pitstone Parish Council to the Bucks Home Choice consultation, although councillors were urged to submit individual comments.
2)	Consideration was given to the issues arising for the parish council at the annual assembly:

a.	Hedgerows – unfortunately the parish council didn’t own any hedges that it could leave to grow for the recommended 3 years between cuts.
b.	Donation – it was RESOLVED to grant the Buckinghamshire Owl Raptor Group a donation of £50 following the excellent demonstration and talk given at the annual assembly.
c.	Bats – it was RESOLVED to ask Mr Short to return in 2014 to talk about bats.  Mr Short hopes to bring a bat with him if the annual assembly is at a similar time of year.
d.	mVAS/VAS – ongoing
e.	Seating on Pitstone Hill – it was RESOLVED to write to Lawrence Trowbridge regarding this request
f.	Agenda order – consideration was given to possible ways to change the agenda next year, to afford more time to questions and reduce the time for accounts.   Options included mini surgeries during the refreshment interval where residents could ask questions of the bodies present, and/or slips for people to write their questions on in case they don’t like to speak up in front of the large audience.

3)	It was RESOLVED to adopt the updated General Risk Assessment and Leisure Development Risk Assessments.  It was noted that a Risk vs Impact analysis for the leisure project may be produced in the near future.
4)	It was RESOLVED to accept the proposed change to trustees for the Pitstone Town Lands Charity and Williamson Trust.  It was also RESOLVED to accept the nomination of Gill Lowe as Chairperson.  It was RESOLVED to send Mrs M Saintey, who has stepped down as Chairperson following 23 years of service to the charities, a bouquet of flowers (approx. £35) and thank you letter.
5)	It was RESOLVED to accept AVYFC’s offer to run one free portable skate park event during the summer holidays.  It was further RESOLVED to fund a further event for the holidays (making a total of 2, one in July and one in August) of approximately 3 hours at £60ph.

33/13	FINANCIAL ISSUES  

1)	Playground S106 monies
Bonus Saver Accounts are no longer available from NatWest, but still provide the best level of return.  It was therefore RESOLVED to transfer the S106 playground maintenance monies to the existing S106 pavilion Bonus Saver Account to benefit from the increased interest and quarterly bonus.   Internal accounting to remain segregated.

2)	Direct Debits
DDs are only utilised if there is a benefit to doing so (eg financial savings) and their use is approved by full council.  It was RESOLVED to continue with the existing DD arrangements relating 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.

3)	Internal Audit
Careful consideration was given to the minor recommendations made by the internal auditor and resolutions put in place.  

4)	Year End Financial Reconciliation
It was RESOLVED that the Year End Financial Reconciliation to 28-3-13 was a true and accurate record of the council’s accounts, and the Chairman was duly authorised to sign on behalf of the council.

5)	Year End Accounting Statements and Explanation of Variances 2012/13
Following careful consideration it was RESOLVED that the Year End Accounting Statement for 2012/13 and associated Explanation of Variances were a true and accurate record, and the chairman was duly authorised to sign on behalf of the council.

6)	Annual Governance Statement and Explanation of Charitable Holdings 2012/13
Following careful consideration it was RESOLVED that the Annual Governance Statement and Explanation of Charitable Holdings were a true and accurate record and the chairman was duly authorised to sign on behalf of the council.

7)	Notice of Electors Rights and Advertising Duration
It was RESOLVED to accept the recommended advertising duration and publicise the notice of electors’ rights at the pre-defined time.

8)	
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.   

9)	Internal Controls
The regular internal controls were conducted with no issues noted and no recommended changes to the procedures or frequencies.

34/13	REPORTS 

1)	Cllr Arney’s submitted report on the London Midland train meeting on 2/5/13 was noted.
2)	Other reports in the Clerks report were noted. 

35/13	THE FOLLOWING REMINDERS WERE NOTED

•	AVDC monthly litter picks on approximately 2nd of each month
•	Parish Council meetings: 27 June, 25 July, 22 August, 26 September, 31 October, 
28 November.
•	Pavilion Committee meeting: 8 July 2013
•	Aylesbury Vale Transport Users Group meetings: 4/6/13, 10/9/13, 3/12/13, 4/3/14 (Corey Cashman)
•	Play around the parishes booked 2/8/13 and 21/8/13.
•	Party in the Park, Saturday 13 July 2013 (until 6.30pm outdoors and 11pm indoors)
•	Best Kept Village Competition will be judged in June, notified in July
•	Playground inspections for Hever Close and Winsor Road booked for end June
•	BMKALC Executive Committee dates: 17/7/13, 16/10/13 and AGM 8/11/13.

36/13	DATE OF NEXT MEETINGS

	The next meeting of the Parish Council will be held on Thursday 27 June 2013.  It was requested that Whistlebrook and signs for village events be added to the agenda.  The next pavilion committee meeting will be Monday 8 July 2013.

37/13	CLOSURE OF MEETING

	There being no further business to be transacted, the Chairman closed the meeting at 9.35pm.

Signed:			Date:	27 June 2013
	 Chairman