PITSTONE ANNUAL ASSEMBLY
Minutes of the Annual Assembly held on 21 May 2013 
in the main hall at the Memorial Hall, starting at 7.30pm and concluding at 10.25pm

PRESENT:	Cllr Saintey (Chairman), Cllr Blunt (Vice Chairman), Cllr Mattey, Cllr Mrs Stack, Cllr Nicholls, Cllr Mrs Hawkins, Cllr Ginda and Cllr Mrs Monaghan.  Clerk: Laurie Eagling.   County & District Cllr Mrs A Davies.   Simon Gray (member of Development Area Committee).  Kate Smethers (Treasurer of Williamson Trust and Towns Land Charity).  Peter Coker (Treasurer to Memorial Hall Committee).  PC Steve Brisley.  Dave Short (AVDC Barn Owl Project)    Plus 43 members of the public.

APOLOGIES: 	Cllr Richardson, Cllr Mrs Arney, Mrs Morris

1/13AA	ATTENDANCE AND APOLOGIES - See above.    The Chairman opened the meeting, thanked everyone for attending and introduced the assembled members of council.

2/13AA	PRESENTATION OF PITSTONE VOLUNTEER OF THE YEAR AWARD 2013 
Cllr Saintey presented Joe Marling with a certificate and cheque for £50.00 in recognition of his outstanding work for Royal British Legion and Help for Heroes.  Mr Marling thanked the community for awarding him this honour and advised that he intended to share the sum received between Royal British Legion and Help for Heroes.   A full write up about Mr Marling appeared in the recent edition of PPP.  On behalf of the community, Joe has also been put forward for the Aylesbury Vale Volunteer of the Year award.   

3/13AA	CRIME REPORT FROM THAMES VALLEY POLICE – PC S BRISLEY
	The Chairman introduced PC Steve Brisley of the Thames Valley Police Wing Neighbourhood Policing Team who opened by explaining the recent changes to the structure of the neighbourhood policing team.  He advised that there remained 3 officers and 5 PCSOs allocated to the Wing area, so the division was operating at full strength.  

PC Brisley reported that during the last 12 months there had been:

•	8 reported incidents of burglary to dwellings and 4 to non-dwellings (particularly barns) with a further 5 attempted burglaries
•	17 thefts from motor vehicles (particularly when left in beauty spots like Pitstone Hill)
•	5 general thefts eg bicycles

Questions were invited from the residents, but none were raised.   Cllr Saintey raised the reduction of police presence in the community and was advised that a formal response to the matters put by the council in their recent letter would be forthcoming.    PC Brisley also advised that there were no plans to repeat the Tag Rugby as the number of attendees 2 years ago made the scheme unviable.

	A resident that couldn’t attend the annual assembly asked that the council to clarify with TVP the position regarding the parking of commercial vehicles in residential roads.   PC Brisley promised to supply the details electronically to the parish clerk.    

4/13AA	THE BARN OWL PROJECT – DAVE SHORT
Mr Short was welcomed to the meeting along with the barn owl and his owner/handler Brian.

When the Barn Owl Project commenced there were only 90 breeding pairs in Buckinghamshire.  There are now nearly 650 nesting boxes located around the Vale.  Last year was a poor year with only 80-90 boxes used but the year before had been very good with nearly 200 utilised.   Breeding rates vary with the weather – in years of strong sunshine lots of pairs mate and produce large clutches of eggs, but in years where it has turned out to be a wet summer, the egg clutches have been low.

Landowners, farmers and home owners can aid the conservation of these beautiful animals by:

(a) only cutting hedgerows every 3 years (or cutting one side per year and then the top in the third year) 
(b) letting hedges grow to a height of at least 3m (so owls that fly in a straight line don’t go over the hedge and straight into the path of a passing vehicle)
(c) not taking down or converting barns and outbuildings without providing alternative provision for owls
(d) maintaining as many trees as possible
(e) putting wooden floats into water troughs so the cattle can still drink but the owls don’t drown

Mr Short explained about the owl’s amazing hearing and sight, talked about the rotation of their heads, anticipated life expectancy and their diet.   He also talked briefly about the other breeds of owl and falcon in Buckinghamshire.

Questions were taken from the residents.

The guests were thanked for their wonderful presentation.   Being able to meet and handle this amazing owl was the highlight of the evening for many members of the audience and council alike!

5/13AA	MINUTES OF THE ANNUAL ASSEMBLY held on 1 May 2012.
	The draft minutes were available on the web site all year and an update had been posted prior to the assembly.  Copies were also available from the clerk and had been advertised as such on the agenda.  Further copies were provided to those present at the annual assembly.  It was RESOLVED that the minutes were a true and accurate record and the Chairman was authorised to sign them as such.

6/13AA	CHAIRMAN’S REPORT – COUNCILLOR SAINTEY
It’s a long time ago but the Queen’s Diamond Jubilee was held in this currant council year. Each child was given a Jubilee mug and the rest were sold, leaving us none in stock. The weekend it’s self was beset with awful weather but at least 1500 people attended the celebrations on the recreation ground. With live music, crafts, arts and fund raising charities; and food and drink of all sorts, the day resulted in a very enjoyable one. The budget of £3000 was ably covered. The Parish Council was proud to organise and be a productive part of this event, so much so that a spin off event is being organised for this year. Saturday July 13th will see Party in the Park, where the Parish Council are part funding but not directly involved. 

The Youth Café continues to be a success. As we approach the end of its second year period with 35 to 55 youngsters attending each week, we have tweaked the proceeding somewhat. We now charge £1.00 entry to alleviate costs and also run a tuck shop at cost, which were before both free. The opening times have been reduced by half an hour so now we run from 6.30 to 8.00pm instead of 6.30 to 8.30. The other big bonus we have received is permanent storage at the school, which means that equipment and stores are kept on site, and not transported in car boots and carriages throughout the year.  This leads me nicely on to thanks Brookmead School, its Head teacher, Governors, Teachers and cleaners all of whom work around the Youth café on a Wednesday night. I must also give big thanks to all those who turn up on a Wednesday night to help and supervise. Not only the Mums and Dads of Youngsters but those with no Children involved, no connection with the school or Parish Council and those that turn up from outside the village. It wouldn’t happen without you. Huge thanks.

In the Autumn 4,500 daffodil bulbs were planted along the Marsworth Road. Thanks to the Scouts, Beavers and Rainbows for their contribution and especially John and Annie Stack who organised planting parties and obtained the bulbs at a cost of £364.00. I am sure that you will agree that this looked so much better and beautified Marsworth Road enormously. 

Litter picking: Alan Saunders has retired due to ill health but has been a stalwart litter picker along the Marsworth Road for the last 6 years.  We wish him well.  We have not only replaced Alan with one, but taken on 2 litter pickers and welcome Bob Deeley and David Witherden to the refuse disposal team.  The Council has increased it’s spending by £1,039 up to £7,300 to accommodate extra staff which includes replacement dog poo bins and additional bins on the new estate. 

The Parish Council has given money to the Community Cinema, and we await the opening.  Our new web site has been launched this month and is found at www.Pitstone.co.uk.  
After 6 years Glebe Close has finally got its bespoke car park for the 12 bungalows at Marsworth Road end.  AVDC have donated a commemorative Oak Tree for the Queen’s Diamond Jubilee which has been planted by the play space at Hever Close.  The council has again entered the Best Kept Village competition, judging takes place in June.   For information only, the ticket office at Cheddington station is likely to close soon.

7/13AA	UPDATE FROM COUNTY AND DISTRICT COUNCILLOR AVRIL DAVIES   
Avril thanked those assembled for the opportunity to speak at the annual assembly and followed on from the Chairman’s closing comment that it was now likely that the waiting room and toilets at Cheddington station may remain open until midday.  She also advised everyone that as well as their being an automated machine at the station, passengers would be offered the opportunity to purchase a ticket on the train.

Cllr Davies took the opportunity to thank the parish council for all the work they undertook during the course of the year on behalf of the residents of Pitstone.   She went on to talk about the most notable changes and issues for both the district and county councils:

AVDC – the new waste/recycling service is saving £1.5m per annum in landfill tax; huge implications of planning regulation changes including the fact that there is still no local plan and many speculative housing developments have not been completed; the introduction of the Local Development Order for simple householder applications; Council Tax Benefit changes; AVDC has become a property developer with the Hale Leys shopping centre, Waitrose, Waterside Theatre and the Gateway offices all adding to the economy of Aylesbury at present and finally the drive for all departments within AVDC to become self-financing and supporting.

BCC – implication of the budget cuts, the community library, village SOS in Ivinghoe having secured £95k in grants, £3m of reserves have been released to tackle road surface problems, the waste disposal plant at Calvert and home-to-school transport charges.

No questions were put to Cllr Davies.  Cllr Saintey thanked Avril for her presentation and invited everyone to get some refreshments and return in 15 minutes.

8/13AA	PITSTONE DEVELOPMENT AREA PLANS
Cllr Ben Blunt provided some background information to the development area, the land ownerships and the latest situation with AVDC.  He introduced Simon Gray, a local master-planner, who is assisting the parish council.

Mr Gray showed the latest development plan proposals, illustrating the redevelopment of the recreation ground area to include a revised play area, a new skate park and a multi-use games area.   The illustration also showed potential locations for roads, residential dwellings, foot/cycle path linkage, car parking provision and picnic areas.    Possible development and expansion plans for the memorial hall were also discussed.     It is hoped that all the development will lead to the Memorial Hall and Recreation Ground becoming the hub and focus of Pitstone.    Mr Gray explained the process that would need to be followed.

Questions were raised by the audience regarding the amount of housing and the replacement of trees.  Those present were reminded that the majority of the land is in private ownership and that the principle of development was approved by AVDC in 2004 following extensive public consultation.  The parish council were grateful that the landowner was working with the community to achieve the best possible outcome for the village as a whole.   Cllr Blunt thanked Mr Gray for his excellent presentation and all the voluntary work he has given to assist the parish council.

9/13AA	LEISURE DEVELOPMENT
The discussion about the new village centre led on to an update on the plans for the new play space, skate-park and multi-use ball games area.   Cllr Blunt revealed the winning play space design and advised that it was likely to be installed in the autumn once planning permission had been granted and an outstanding land issue resolved.

AVDC have been employed to procure the skate park on our behalf following problems with the initial tendering that had led to no overall winning bid being identified.   They currently anticipate that the procurement process and planning permissions will lead us to a spring 2014 installation date.

Both the above facilities are being funded through S106 contribution, parish council funding and a series of other external grants.

The multi-use games area can’t be installed until the Pitstone Development Area land is sold and developed as the displacement car parking needed will sit within the development land.   At present, the landowner anticipates commencing the sale proceedings later this year.

There were no questions put to Cllr Blunt about the leisure provision.

10/13AA	PRESENTATION OF ACCOUNTS   
Copies of the various accounts had been available to all attendees at the meeting.  Further copies of the accounts are attached for reference.  

1)	Pitstone Town Lands & Williamson Trust Charities 
Mrs Kate Smethers, Treasurer of both charities, explained the history and purpose of both these trusts and the land/properties they own.   She explained both sets of accounts.  There were no questions raised by those present.   Mrs Smethers also explained that Mrs Mary Saintey had resigned as Chair after a period of 23 years as Trustee and a new Chairperson was being appointed.  There was also one other new replacement Trustee.  

2)	Memorial Hall
	Mr Peter Coker, Treasurer to the Hall Committee, talked to those assembled about the accounts and about the recent improvements to the memorial hall.  

3)	Pitstone Parish Council
	Mrs L Eagling, Clerk, presented the accounts to 31 March 2013 and explained the major variances to the previous year in income (through grants obtained for the leisure development projects and diamond jubilee) and expenditure (mainly relating to grants given to community groups and some special projects).

4)	Pitstone Recreation Ground Charity and Pitstone Parish Charity
The meeting had already extensively spoken about the work of the Pitstone Parish Charity surrounding the sale & development of the Pitstone Development Area.  The clerk clarified that neither of these charities currently had any financial holding or assets other than the land.   The relevant parcels of land were clarified again, with emphasis on the section that people often presumed was recreation ground but is actually owned by Pitstone Parish Charity and managed under licence.

11/13AA	PUBLIC QUESTION TIME
•	The parish council was thanked for its purchase of the mVAS system and encouraged to pursue BCC for permanent VAS.

•	Seating was requested on Pitstone Hill.   This land is owned by the National Trust.

12/13AA	CLOSURE OF MEETING
	There being no further questions, the chairman thanked everyone for attending the meeting and for their contributions.  There being no further business to be transacted, the chairman closed the meeting at 10.25pm.

Signed:	__________________________________________________	Date: _______________

                  Chairman