PITSTONE PARISH COUNCIL
Minutes of the Parish Council Annual Meeting held on 27 June 2013 
In the meeting room at the Memorial Hall, starting at 7.00pm and concluding at 9.25pm

38/13	ATTENDANCE AND APOLOGIES
	
PRESENT:  Cllr Saintey (Chair), Cllr Blunt (Vice Chair), Cllr Ginda, Cllr Mrs Stack, 
Cllr Mrs Monaghan, Cllr Mrs Arney, Cllr Richardson, Cllr Mattey and Cllr Mrs Hawkins.   
Clerk: Laurie Eagling.    Three members of the public regarding planning (part).

	APOLOGIES: 	 Cllr Nicholls (work commitment).

39/13	QUESTIONS FROM MEMBERS OF THE PUBLIC/PRESS:  

None were forthcoming.

40/13	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 Hawkins declared an interest in the items regarding footpath 2 maintenance and the housing allocation within the Vale of Aylesbury Plan.

41/13	MINUTES OF THE MEETING held on 23 May 2013.

	It was RESOLVED that the draft minutes of the Pitstone Parish Council meeting held on 23 May 2013 were a true and accurate record.  The Chairman was authorised to sign them on behalf of the council.

42/13	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: Rachel Jones, BCC, finalising legal agreement to transfer funds to HCC.
4)	Marsworth-Pitstone footpath:  Utilities have confirmed that there is an underground power cable from Westfield Road up towards the railway bridge so the investigative work for the old footpath has had to be passed to the official TfB gang.   It will be carried out as and when commitments allow.   See later comments under ‘New Homes Bonus’.
5)	Minute 141/12.2 – Pitstone Hill car park pot holes:  just waiting for the supplier to be able to deliver the plainings.
6)	Minute 142/12.4 – Notice-board treatment: one quote obtained for £60 per board, but still looking for alternative.
7)	Mounds of top soil at allotments/Verge opposite Masons: still 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.
8)	Minute 143/3c – What’s On Guide: draft circulated electronically to all councillors for comments.  None received to date, so please send any amendments through to the clerk.  Dave Nicholls making minor amendments to the village map.  Two pages to determine but may include cycle routes.
9)	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.
10)	Pavilion Actions:   (b) changes to emergency exits will not be complete until the end of July as there has been a delay on the push-bar (c) sub-meter now operational.   Anglian Water informed. 
11)	Minute 173/12.1 – Replacement Lighting Columns:  Cllr Ginda to seek advice from BCC re timely replacement of street light columns
12)	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.
13)	Parish map: still pondering on best way to produce.   Publication about similar projects obtained from library.  If any other councillors would like to view this lovely book, please speak to 
Cllr Arney.	
14)	Pavilion Banner Advertising and Sponsorship Opportunities: Cllr Ginda issued details of banner opportunity with PPP invoices.   Clerk issued letters to 15 other local pubs/restaurants/garages etc but no response received to date.   Weekday lunchtime letter drafted & will be issued at start August before new Sept season.
15)	Annual Assembly issues: National Trust has advised that seating on Pitstone Hill would not be appropriate.
16)	Portable Skate Park (33/12.5): one free and one paid for event booked with AVYFC.   AVYFC confirmed that they will only charge £45ph rather than standard £60ph.

43/13	CORRESPONDENCE 

	The correspondence received this month was discussed and noted (Appendix 2).   

1)	Safer Future Communities Network
It was RESOLVED to join this network if Cllr Nicholls wished to attend these meetings, otherwise PPC will continue to pick up issues with the police force via the LAF.

2)	BCC Parish Devolution Review
It was RESOLVED not to take part in the above project.

3)	Street Lighting on Poles
It was noted that a recent Health & Safety ruling may mean that telephone poles may no longer carry street lighting.  NALC is seeking talks with the government over this policy.  However, if the ruling holds force, then the parish council may be forced to either de-commission any lighting on poles (approximately 20 locations) or provide replacement columns at an anticipated cost of £1,000 per light.   This cost has NOT been included within any budgeting process, so it is hoped that any ruling may be phased.  The situation will be monitored and investigated further.

44/13	PLANNING MATTERS   

1)	Applications: 

	56 Vicarage Road, 13/01338/APP – Demolition of existing outbuilding, single storey rear extension and new front porch.  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.

16 Bolebec End, 13/01372/APP – 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.
 
7 Harlech Road, 13/01371/APP – Loft conversion with two dormer windows to front elevation and 3 roof lights to rear elevation.  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.

Pitstone Recreation Ground, 13/01436/APP – relocation and replacement of existing playground.   The parish council is the applicant and therefore in support of this application.   The planning application has been advertised on the council web site, noticeboards, Twitter and Facebook page as well as the yellow site notices.   The council carried out extensive public consultation during the procurement process.   No objections have been received.

2)	Decisions:  

67 Crispin Field, 13/00763/APP – First floor front extension over existing porch: permitted (PPC tendered no objections) 

19 Warwick Road, 13/01014/APP – Demolition of existing rear conservatory and single storey rear extension: permitted (PPC tendered no objections)

3)	Other:

1)	Vale of Aylesbury Plan Housing Allocation
The content in the update was noted.  The landowners have been advised to register their land on the ‘Developer Promoted Sites’ list at AVDC.   AVDC may consult owners direct when compiling the Vale of Aylesbury Plan Delivery documents.  There is no other immediate action for the parish council.

2)	Consultation on Householder Extensions LDO
It was RESOLVED that no response was necessary to the above consultation.

3)	New Homes Bonus Funding Scheme
The details of the scheme were considered.   Marsworth parish council has been approached to see if they wish to submit a joint bid for funding towards the foot/cycle path between the two villages.   Their clerk advises that the matter has yet to be discussed by the council but they will revert to us in due course.

45/13	PITSTONE PARISH CHARITY AND PITSTONE RECREATION GROUND CHARITY

1.	Pitstone Parish Charity

Careful consideration was given to the issues raised by Pitstone Parish Charity.  The only issue requiring action by the full parish council was a RESOLUTION to approve £300-400 expenditure to clear the old allotment site of scrub in the autumn.

2.	Pitstone Recreation Ground Charity
		  No issues for the parish council to consider.  

46/13	PITSTONE PARISH DEVELOPMENT PLANS

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

a.	Skate Park

	AVDC had advised that the proposed procurement process will not now commence until July.   AVDC were commissioned to procure the skate park in November and so far very limited progress has been seen.  It was RESOLVED to call AVDC to a meeting in an attempt to push this forwards.

b.	Play Space
i.	Planning application progressing.   Anticipated response date at the start of August.
ii.	Meeting on 4/7/13 to draft the JCT Design & Build Contract.   Work to commence on compiling the necessary CDMC information, so that all other aspects are ready ahead of the planning notification. 
iii.	Hope for resolution from Secretary of State re deregistration of land by end of July.   Therefore, still aiming for September 2013 installation of new play space.

c.	Family Inclusive Ball Games Area
i.	Site meetings held with both PlayInnovation and Monster Play who are the only two firms that currently offer ball courts with additional features that may make these facilities more attractive to a wider audience eg climbing walls, skills walls, street snooker etc.    Initial designs and quotations anticipated within 3 weeks.
ii.	It was RESOLVED to remove the poorly Ash tree and the dead Elm tree in the autumn.   Other works on hedges/fences/ditch to be undertaken as part of muga project.

2.	Pitstone Development Area:  

No progress.   The charity/council is waiting for the updated Development Brief.

47/13	PROPERTY ISSUES

1)	Pavilion

		It was RESOLVED to clear the front aspect of weeds/cut back hedges etc for a cost of £80 from J Leonard.

2)	Play Space

a)	Water to the recreation ground
Carry forward to the next meeting.  Quotes still being sought and work scoped.

b)	Playground Inspections
The annual reports from Wicksteed are not yet available so this will be discussed at the next meeting.    

It was RESOLVED to ask J Groom & Sons to infill the small holes in the toddler area at the recreation ground.

c)	Trees
It was RESOLVED to commission remedial action to the Chestnut by the roundabout which is looking poorly and to the big Oak on the recreation ground whose bough protrudes over the Marsworth Road carriageway.

d)	Play around the Parishes on 2 August 2013
Cllr Saintey agreed to open and close for this session.

48/13	OTHER ISSUES

1)	Whistlebrook
It was noted that Brookmead School were hoping to carry out a clean-up project during the autumn.  Cllr Blunt will help organise through his role as a Governor and keep the parish council advised of any assistance that may be required.

2)	Dog Bin by old quarry off Westfield Road
After careful consideration it was RESOLVED not to pursue a dog bin for the maintenance gate off Westfield Road at this point in time.   Both the path and the field are owned by Taylor Wimpey who would need to give permission for any bin to be erected, and they are currently withholding permission to erect other facilities along the same road.   

3)	Annual Assembly 2014
Further enquiries to be made so council can be updated next month.

4)	Community Self Help Plan
It was RESOLVED to adopt the updated plan and the chairman was authorised to sign on behalf of the council.

5)	Bucks Playing Field Association
It was RESOLVED to renew membership to the above organisation at a cost of £20pa.

6)	Youth Café Issues
Low response rate from current year 6 children and their parents about the two taster sessions, so may just see loads turn up on the night.   Snooker table ready to move up to the café whenever storage facilities are available again.   Clerk to enquire with the headmistress if there is a confirmed date for the relocation of the container, or if temporary storage is available in the meantime.

7)	Footpath Clearance
Contractors had been sought for routes previously cleared by Bucks County Council and it was therefore RESOLVED to advise Rights of Way that the parish council would be happy to accept the grant offer.

8)	Equal Opportunities Policy
It was RESOLVED to adopt the updated policy and the chairman was granted permission to sign on behalf of the council.

9)	MVAS
The mVAS unit is now operational and will be rotated approximately every 4-6 weeks.  It was RESOLVED to adopt the procedure manual and risk assessment, and the chairman was granted permission to sign on behalf of the council.

49/13	FINANCIAL ISSUES  

1)	Signage for Museum and Church
Item to carry forward to the next meeting.   Pitstone Church are investigating costs and options, and will then submit a grant application.

It was noted that there would be two further grant requests at the July meeting, one from Pitstone Memorial Hall and one from Pitstone & Ivinghoe Scouts.  These could not be discussed at the June meeting as both applications arrived after the agenda had been published.

2)	Budget Monitor
The budget monitor for the first quarter was considered.  No issues of concern.

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

50/13	REPORTS 

1)	Cllr Saintey provided an update on the Community Chest Working Together Presentation held at the new MS Centre on 12/6/13.
2)	Cllr Saintey provided an update from the Memorial Hall Charity committee meeting on 24/6/13
3)	Following the AVTUG meeting, Cllr Arney updated the council that the number 61 bus will no longer go all the way to the airport.   Passengers will now have to change at Luton station and take the new shuttle bus (runs every 15 minutes) to the airport.
4)	PPP submissions were considered and approved.
5)	Council was advised that BCC may be able to run some introductory French lessons in Pitstone in September, following on from the adult education survey.   They will progress during July.
6)	It was RESOLVED to request Herts County Council remove the twisted, rusted, burnt road sign between the Northfield Road roundabout and the railway bridge on the road to Bulbourne (201005505885).
7)	A resident had enquired about the new reserved parking in Glebe Close.   It was confirmed that VAHT had allocated the parking to properties following demands from some other residents that it should be allocated.   If the allocated property doesn’t have a vehicle, and would be happy for others to use their parking space, they can leave the bollard down and it can then be freely accessed.
8)	It was RESOLVED to request that the BOAT by Whistlebrook and the alleyway between Chequers Lane and Yardley Avenue be trimmed of nettles by TfB.
9)	Other reports in the Clerks report were noted. 

51/13	THE FOLLOWING REMINDERS WERE NOTED

•	AVDC monthly litter picks on approximately 2nd of each month
•	Parish Council meetings: 25 July, 22 August, 26 September, 31 October, 28 November.
•	Pavilion Committee meeting: 8 July 2013
•	Pitstone Annual Assembly: tbc April/May 2014 at 7.30pm.  Dave Short booked to present about bats and bring a live bat.
•	Aylesbury Vale Transport Users Group meetings: 23/7/13 (Strategic provision), 10/9/13, 3/12/13, 4/3/14 (Corey Cashman)
•	Play around the parishes booked 2/8 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.
•	Portable Skate Park booked for 29 July and 29 August.

52/13	DATE OF NEXT MEETINGS

	The next meeting of the Parish Council will be held on Thursday 25 July 2013.  There were no items requested for the agenda.  The next pavilion committee meeting will be Monday 8 July 2013.

53/13	CLOSURE OF MEETING

	There being no further business to be transacted, the Chairman closed the meeting at 9.25pm.

Signed:			Date:	25 July 2013
	 Chairman