PITSTONE PARISH COUNCIL
Minutes of the Parish Council Meeting held on 22 August 2013 
In the meeting room at the Memorial Hall, starting at 7.00pm and concluding at 9.00pm

71/13	ATTENDANCE AND APOLOGIES
	
PRESENT:  Cllr Saintey (Chair), Cllr Ginda, Cllr Mrs Stack and Cllr Mrs Hawkins.   Clerk: Laurie Eagling.    

	APOLOGIES: 	 Cllr Nicholls (work), Cllr Arney (unwell), Cllrs Mattey, Monaghan, Richardson & Blunt (holiday)

72/13	QUESTIONS FROM MEMBERS OF THE PUBLIC/PRESS:  None were present.

73/13	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.  No other declarations were received.

74/13	MINUTES OF THE MEETING held on 25 July 2013.

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

75/13	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; Due for installation in September 2013.
2)	Cheddington Road footpath: The footpath down Cheddington Road (work first approved in 2011) has been marked up for some time but contract issues have delayed the work.  It is now back in the schedule for preparatory work sometime in August and slurry sealing soon after.    
3)	Northfield Road Cycle/Pedestrian Path: No update from BCC or HCC.
4)	Marsworth-Pitstone footpath:  Marsworth Parish Council confirmed that they wish to submit an application for £3,500 of New Homes Bonus funding towards the safety survey re the path to determine the likely route.
5)	Minute 141/12.2 – Pitstone Hill car park pot holes:  M F London is chasing the supplier
6)	Mounds of top soil at allotments/Verge opposite Masons: John installed one mound but it has already been driven over several times.   Will try to tidy both sides to look similar and compact as much as possible, but not currently having the desired effect.
7)	Minute 143/3c – What’s On Guide: awaiting printing.  Due to be distributed with October PPP.
8)	Roundabout central light – Kevin Allen 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.  No further update.
9)	Pavilion Actions:   (b) changes to emergency exits completed. Revised paperwork issued to all teams ahead of the start of the season.
10)	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.
11)	Parish map: Cllr Arney still pondering on best way to produce.   Publication about similar projects obtained from library.	
12)	Pavilion Banner Advertising and Sponsorship Opportunities: Ashby’s procuring the banner they wish to erect and will be in touch shortly.  Sponsorship letter drafted and will be discussed at September committee meeting.
13)	Footpath clearance:  BCC granted approval for us to appoint contractors for the footpath works they detailed and they have also granted approval for our contractors to do the extra part of footpath 5 up to Westfield Road roundabout (historically done by volunteers) and to strim the Whistlebrook BOAT when necessary (TfB transferred to RoW).
14)	Playground works at Hever Close and Windsor Road (Min 64/13.2b): booked with Wicksteed.  
M F London replaced missing fence bolts.  Loose screw on swinging plank, missing end cap on clatter bridge, missing stopper on gate and squeaky seesaw added to Wicksteed schedule (resident complained about latter two & M London can’t fix).
15)	Noticeboards (Min 65/13.4): Instructed Abode Solutions to liaise with Cllr Arney re the 3 boards.  Will be delay as contractor currently injured.

76/13	CORRESPONDENCE 

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

77/13	PLANNING MATTERS   

1)	Applications: 

Applestore, Cheddington Road, 13/02067/APP – Demolition of existing double garage and erection of an oak framed double garage with storage and hobby room in roof-space.  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.

82 Vicarage Road, 13/01560/APP – demolition of existing side extension and replacement with two storey side extension.  It was noted that County & District Cllr A Davies had lodged objections to this application.

2)	Decisions:

7 Harlech Road, 13/01371/APP – loft conversion with two dormer windows to front elevation and 4 roof lights to rear elevation: permitted (PPC tendered no objections)

Pitstone Recreation Ground, 13/01436/APP – relocation and replacement of existing playground comprising play equipment up to 5.6m height: permitted (PPC was the applicant)

Tree Preservation Order issued for T1 Ash on Land adjacent to Glebe Close

78/13	PITSTONE PARISH CHARITY AND PITSTONE RECREATION GROUND CHARITY

1.	Pitstone Parish Charity

It was RESOLVED to accept the charity’s appointment of Andrew Wright of Kirkby Diamond as Independent Surveyor.  Kirkby Diamond has agreed to invoice the charity upon sale of the land, therefore there is no requirement for the parish council to loan the charity the necessary funds.

It was noted that the leisure development on the land currently used as recreation ground needs to be temporarily delayed pending further advice from Kirkby Diamond.  This will be resolved as soon as possible.

It was noted that the Secretary of State has approved the application to de-register the area currently used as recreation land from statutory allotment land and granted permission for its sale.

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

79/13	PITSTONE PARISH DEVELOPMENT PLANS

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

a.	Skate Park
	AVDC are now in a position to commence the procurement process.  There has been a slight delay pending update to the Parish Charity from Kirkby Diamond.  It is hoped that the process will be able to commence w/c 9 September and is likely to become conditional upon planning consent being obtainable within reasonable distance.

b.	
Play Space
i.	Planning application permitted subject to a tree protection plan being submitted which has been requested from Huck.
ii.	CDMC working with Huck to finalise H&S info.   HSE has been notified.
iii.	Working on JCT Contract and CDMC documentation with the associated parties.
iv.	Secretary of State has de-registered the land and granted permission for sale.
v.	Will just require 6 week lead-time to order materials before work can commence, however the winter bad weather may intervene if the project is delayed for much longer.

c.	Family Inclusive Ball Games Area
Still investigating options.

2.	Pitstone Development Area:  

Simon Gray is working on updating the documents and schematic.  This will be sent through to AVDC for approval once the new landowner’s agreement is in place.

80/13	PROPERTY ISSUES

1)	Pavilion

a)	It was noted that emergency repairs had been necessary to the changing room door when the handle mechanism failed and RESOLVED to accept the associated costs.
b)	The annual review of the water treatment control system records was carried out by the clerk and reviewed by the full council.  It was RESOLVED to approve the associated summary document and changes recommended and the chairman was duly authorised to sign on behalf of the council.
c)	It was RESOLVED to write to the Town Lands Charity and request they ask their tenant farmer to cut the hedge on the boundary between their field and the pavilion site as this has not been done for a number of years and is now very overgrown.

2)	Play Space

a)	Water to the recreation ground
Before any decision was made regarding the installation of a water supply, it was RESOLVED to write to all sporting users of the recreation ground and notify them of the council’s intention to charge all clubs a nominal ‘annual maintenance fee’ towards the cost of water etc required due to their use of the ground.  It is anticipated that the fee will commence at £70 per club per season but will be reviewed in line with costs.

b)	Playground Repair to See-Saw at Windsor Road
It was RESOLVED to approve the repair of the see-saw in the Windsor Road playground at the same time as the other works booked with Wicksteed.   M F London has not been able to address the squeaky mechanism as it is a sealed unit.   Wicksteed will strip the see-saw and replace all internal mechanisms required to eliminate the squeak and ensure the unit moves correctly.  £273 max part cost plus £180 labour.   The parish council holds S106 funds to cover this cost.

c)	Purple Acer
It was RESOLVED to remove the purple Acer which is located on the recreation ground opposite the museum entrance during the autumn, as this tree is poorly and now has hardly any foliage.

3)	Allotments

The parish council is waiting for a response from National Trust.   In the meantime a quotation has been received from Pipeforce for £1864.48 + VAT = £2237.37, which seems high.   As this work does not require Anglian Water approval, an alternative quotation is being sought from 
J Leonard Ltd.

81/13	OTHER ISSUES

1)	Youth Cafe
It was noted that Ben Barnes has moved away from the area and that Dave Rollins has agreed to act as Café Manager for the September term.  It was noted that enough volunteers had committed to attend the café between now and December, providing enough time to try and address the on-site issues eg behaviour and the need for a committee to address the future running of the café etc.   A number of issues remain outstanding with AVYFC.   

2)	Tree-Plaque
It was RESOLVED to commission a replacement post for the commemorative Jubilee oak tree due to strimmer damage.

3)	Complaints Procedure
It was RESOLVED to adopt the circulated draft complaints procedure following the annual review and the chairman was duly authorised to sign on behalf of the council.

4)	Corfe Road Grit Bin 
It was RESOLVED that the parish council would leave the grit bin at the lower end of Westfield Road in situ for the time-being but not place an official order for replenishment with TfB.

5)	Certificate of Merit in Best Kept Village Competition
It was RESOLVED to frame the certificate that the parish had been awarded and ask if it could be displayed in the Memorial Hall.

82/13	FINANCIAL ISSUES  

1)	NALC/SLCC Pay Award
It was RESOLVED to adopt the NALC/SLCC national salary award of 1% (following a three year pay freeze) for the clerk.  This equates to 13.7pph.  It was further RESOLVED to adopt the NALC/SLCC recommendation to back-date to 1/4/2013 at a total cost of £54.80. 

2)	External Audit
It was noted that Mazars had once again approved the parish council accounts for the year ending 31/3/13 with no recommendations.  The legally required notice has been displayed on the council notice-boards.

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.   

83/13	REPORTS 

1)	It was noted that Thames Valley Police had increased their monitoring of the old allotment site.  
2)	It was noted that the burst water main on Marsworth Road had been reported to Anglian Water 19/8/13 ref AW 39087761.
3)	Other reports in the Clerks report were noted. 

84/13	THE FOLLOWING REMINDERS WERE NOTED

•	AVDC monthly litter picks on approximately 2nd of each month
•	Parish Council meetings: 26 September, 31 October, 28 November.
•	Pavilion Committee meeting: 23 September 2013
•	Pitstone Annual Assembly: Tuesday 14 May 2014 at 7.30pm.  Dave Short booked to present about bats and bring a live bat.
•	Aylesbury Vale Transport Users Group meetings: 10/9/13, 3/12/13, 4/3/14 (Corey Cashman)
•	Play around the parishes booked 21/8/13.
•	Memorial Hall Committee meeting 9/9/13
•	BMKALC Executive Committee dates: 16/10/13 and AGM 8/11/13.
•	Portable skate park booked for 29 August
•	European and English council elections 22 May 2014 (parish council not due until 2015)
•	LAF meetings: 12/9/13, 21/11/13, 12/2/14, 13/5/14, 4/9/14, 26/11/14

85/13	DATE OF NEXT MEETINGS

	The next meeting of the Parish Council will be held on Thursday 26 September 2013.  It was requested that members of the Memorial Hall/Social Club attend to present a full breakdown of the costs/revenues related to Party in the Park and their grant of £1,000.   It was requested that the clerk present a 6 monthly summary of hours undertaken.

The next pavilion committee meeting will be 23/9/13.

86/13	CLOSURE OF MEETING

	There being no further business to be transacted, the Chairman closed the meeting at 9.00pm.

Signed:			Date:	26 September 2013
	 Chairman