PITSTONE PARISH COUNCIL
Minutes of the Parish Council Annual Meeting held on 25 July 2013 
In the meeting room at the Memorial Hall, starting at 7.00pm and concluding at 9.25pm

54/13	ATTENDANCE AND APOLOGIES
	
PRESENT:  Cllr Saintey (Chair), Cllr Blunt (Vice Chair), Cllr Ginda, Cllr Mrs Stack, 
Cllr Richardson and Cllr Mrs Hawkins.   Clerk: Laurie Eagling.    PCSO J Dodson.  Two members of the public: Mr Starling and Mr Broadbent (seconded to working party).

	APOLOGIES: 	 Cllr Nicholls (holiday), Cllr Arney (holiday), Cllr Mattey (work commitment) and 
Cllr Monaghan (work commitment)

55/13	NEIGHBOURHOOD ACTION GROUP
PCSO J Dodson updated those present that a group of travellers being evicted from Thame and heading towards Aylesbury, about monitoring quarry 1 and 2, about ‘op ranger’ campaign during w/c 9 September and PC Gary Ratcliffe replacing PC S Brisley who is currently on placement for 3 months.

56/13	QUESTIONS FROM MEMBERS OF THE PUBLIC/PRESS:  

None were forthcoming.

57/13	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.  

58/13	MINUTES OF THE MEETING held on 27 June 2013.

	It was RESOLVED that the draft minutes of the Pitstone Parish Council meeting held on 27 June 2013 were a true and accurate record.  The Chairman was authorised to sign them on behalf of the council.

59/13	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; David Cairney advises that the signs should be installed 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: 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.  Transport for Bucks have excavated a test trench and identified the old path, buried under several inches of soil and very bumpy.  The information and photographic evidence has been passed to Marsworth parish council.   MPC has also confirmed that they do plan to submit a bid for New Homes Bonus funding towards the path and will require Pitstone PC assistance, although we are not yet informed of what form this may take.
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: 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.   Latest estimate from J Groom – end July.
7)	Minute 143/3c – What’s On Guide: clerk finished the artwork and forwarded to the PPP editor at the start of July for onward transmission to the printer.  Cllr Blunt advised that there may be a delay before this can be printed.  It is likely therefore that we need to delay distribution of the Guide until the October edition of PPP so that we can utilise the volunteer workforce.  Cllr Monaghan therefore suggested we call it the 2014/15 edition, so we don’t need to review it again until the end of 2015.
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.
9)	Pavilion Actions:   (b) changes to emergency exits should be complete by end of July (there was a supply problem with the crash bar during June).
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: still pondering on best way to produce.   Publication about similar projects obtained from library.	
12)	Pavilion Banner Advertising and Sponsorship Opportunities: One enquiry received about banners at pavilion.   Weekday lunchtime letter drafted & will be issued at start August before new Sept season.
13)	Footpath clearance
The parish council is waiting for the final approval from BCC before we progress with the extra footpath clearance.

60/13	CORRESPONDENCE 

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

61/13	PLANNING MATTERS   

1)	Applications: 

Willow Park Farm, Ivinghoe, 13/01314/APP – extension to number of caravan pitches at travellers’ caravan site.   Ivinghoe parish council requested support from Pitstone parish council to oppose this application on grounds that any increase in pitch numbers was not supported by any relevant planning policy and was not required due to sufficient capacity at other nearby traveller sites both within Bucks and the adjacent counties.   AVDC advised accordingly.

Garage House, Marsworth Road, 13/01713/APP – demolition of single storey rear extensions and construction of two 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.

82 Vicarage Road, 13/01560/APP – demolition of existing side extension and replacement with two storey side extension.  One objection was raised to the parish council as a result of the neighbour notification scheme.  The application was duly considered at the full council meeting where it was RESOLVED to advise AVDC that the parish council is opposed to the proposal on grounds of: (a) insufficient parking for size of property (b) development under 1m from adjoining boundary (c) scale for location (d) lack of privacy for No 74.

2)	Decisions:

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: permitted (PPC tendered no objections but asked for parking provision to be checked) 

16a Vicarage Road, appeal against application 12/02188/APP & enforcement 09/000110/CON3 – change of use from amenity land to residential garden and erection of fence.  Inspectorate issued a split decision.  The householder must move back the fence in line with the other properties and the boundary previously determined by the inspectorate.  Within the new boundary, the householder can convert the amenity land to residential garden (result in line with PPC suggestion).

16 Bolebec End, 13/01372/APP – Single storey rear: permitted (PPC tendered no objections)

56 Vicarage Road, 13/01338/APP – Demolition of existing outbuilding. Single storey rear extension and new front porch: refused due to size, design & proximity to boundary (PPC tendered no objections).

62/13	PITSTONE PARISH CHARITY AND PITSTONE RECREATION GROUND CHARITY

1.	Pitstone Parish Charity

The parish charity meeting has been deferred.   It was noted that the parish council may need to become a party to the agreement as the land owned by the council is being utilised for the MUGA.

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

63/13	PITSTONE PARISH DEVELOPMENT PLANS

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

a.	Skate Park
	Papers were received from AVDC yesterday.  These will now be reviewed by councillors at a meeting on 7 August 2013 and then returned to AVDC to start the process.

b.	Play Space
i.	Planning application progressing.   Anticipated response date at the start of August.   AVDC advise that they can perceive no reason to refuse permission.
ii.	Working on JCT Contract and CDMC documentation with the associated parties.
iii.	Hope for resolution from Secretary of State re deregistration of land soon.  

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.

64/13	PROPERTY ISSUES

1)	Pavilion

a)	It was RESOLVED to approve the annual review of the Health and Safety Policy Statement and Fire Risk Assessment.
b)	It was RESOLVED to approve the renewal of the Careplan agreement for the water heater.
c)	The council were updated on the matters discussed at the pavilion committee meeting.
d)	It was noted that the groundkeeper had opened the large pitch for pre-season friendly matches.  The cleaner/caretaker has been notified.

2)	Play Space

a)	Water to the recreation ground
Carry forward to the next meeting.   Mr Hawkins to attend site with Cllr Saintey to see if he wishes to quote.

b)	Playground Inspections
It was RESOLVED to carry out the necessary remedial works to Hever Close and Windsor Road playground.   The council has S106 maintenance funds which will cover this work.

c)	Play Strategies
It was RESOLVED to adopt the annual review of the Play Policy Strategy, Play Provision Audit and Risk Benefit assessment.

d)	
Small trip hazard
It was RESOLVED to ask J Groom to fill another small hole in the recreation ground playground between the climbing frame and gate.

3)	Allotments

It was RESOLVED to support the Allotment Association in their quest for an extra water trough.   A site meeting is being arranged with Pipeforce at the start of August.  An application will need to be submitted to National Trust.

65/13	OTHER ISSUES

1)	Annual Assembly 2014
It was RESOLVED to set the Annual Assembly for Tuesday 13 May 2014.

2)	Parish On-line Mapping
It was RESOLVED to subscribe to this service (£20 set up fee and then £30 per annum).

3)	Youth Cafe
It was noted that Ben Barnes was moving away from the area and would not be able to act as Café Leader for the September term.  Other youth café issues regarding volunteers, committee etc were discussed.   If more parent volunteers are not forthcoming then the café may have to close after October half term.  A meeting is to be arranged with Dave Rollins, AVYFC, to discuss possible ways forward.   

4)	Notice-boards
Following consideration of a number of quotations, it was RESOLVED to employ Abode Solutions to carry out the remedial works to the three council notice-boards.

5)	Quarry 1
It was noted that Taylor Wimpey has asked if our litter picker could monitor/clear quarry 1 of any litter following a recent spate of use by teenagers as a meeting place.  The employee has agreed.   Taylor Wimpey will refund the costs incurred.

6)	NALC Consultation – A New Future: Developing the Strategy
It was RESOLVED that no response was required to the above consultation.

66/13	FINANCIAL ISSUES  

1)	Grant Requests

a)	 	It was RESOLVED to award the 1st Ivinghoe & Pitstone Scout Group a grant of £550 towards 20 scouts visiting Iceland.  It was noted that the troop had been actively fundraising and had assisted in the community with the bulb planting and Party in the Park etc.  It was agreed to ask the scouts to assist with the community at future events as part of their grant conditions.

b)	 	It was RESOLVED to defer the grant request from Pitstone Memorial Hall until April 2014 on the grounds that £3,000 had already been supplied this financial year.  The council will then welcome a presentation of an application about the funding that has been obtained to date towards the toilet/kitchen project and any shortfall that may remain.

c)	 	Grant applications for signage for the museum and church to be carried forward.

2)	Insurance Review
It was noted that Came & Co had visited the council and undertaken a satisfactory review of our insurance provision, with no amendments requested.

3)	New Homes Bonus Scheme
It was RESOLVED that if Marsworth Parish Council were submitting a joint application for the foot/cycle-path between the villages that the parish council would support this application and not submit a second one for the hall.   However, the parish council was open to considering an application for the hall toilets/kitchen if the Marsworth path application was not progressing or potentially for the next round of New Homes Bonus funding towards the hall extension.

4)	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.   

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

67/13	REPORTS 

1)	Cllr Saintey provided de-briefed the council on the successful Party in the Park.
2)	It was noted that the broken road-sign for Ship Lane has been reported to AVDC.
3)	It was RESOLVED that no commemorative items would be ordered to celebrate the birth of the new prince.
4)	It was noted that some of the newly planted trees in Castlemead had been broken and that another section of the fence around the arable field had been broken.  Both issues to be reported to Taylor Wimpey.
5)	It was noted that the new bus stop signs along Westfield Road have been bent.  This needs to be reported to BCC/Arriva.
6)	Other reports in the Clerks report were noted. 

68/13	THE FOLLOWING REMINDERS WERE NOTED

•	AVDC monthly litter picks on approximately 2nd of each month
•	Parish Council meetings: 22 August, 26 September, 31 October, 28 November.
•	Pavilion Committee meeting: September 2013 (date being re-arranged)
•	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 2/8 and 21/8/13.
•	BMKALC Executive Committee dates: 16/10/13 and AGM 8/11/13.
•	Portable skate park booked for 29 July and 29 August
•	European and English council elections 22 May 2014 (parish council not due until 2015)

69/13	DATE OF NEXT MEETINGS

	The next meeting of the Parish Council will be held on Thursday 22 August 2013.  There were no items requested for the agenda, but Cllrs Blunt & Richardson submitted their apologies.  The next pavilion committee meeting will be in September.

70/13	CLOSURE OF MEETING

	There being no further business to be transacted, the Chairman closed the meeting at 9.15pm.

Signed:			Date:	22 August 2013
	 Chairman