PITSTONE PARISH COUNCIL
Minutes of the Parish Council Meeting held on 26 September 2013 
In the meeting room at the Memorial Hall, starting at 7.45pm and 
concluding at 10.25pm

87/13	ATTENDANCE AND APOLOGIES
	
PRESENT:  Cllr Saintey (Chair), Cllr Blunt (Vice Chair), Cllr Nicholls, Cllr Arney, 
Cllr Monaghan, Cllr Richardson, Cllr Ginda, Cllr Mrs Stack and Cllr Mrs Hawkins.   Clerk: Laurie Eagling.    

	APOLOGIES: 	 Cllr Mattey (work commitment)

88/13	QUESTIONS FROM MEMBERS OF THE PUBLIC/PRESS:  None were present.

89/13	DECLARATIONS OF INTEREST:  

All councillors have an interest in the charity actions as the council is trustee of the Recreation Ground Charity and Pitstone Parish Charity. 

Cllr Hawkins declared a disclosable pecuniary interest in the land at Rushendon Furlong.  Cllr Richardson declared an interest in the land at Rushendon Furlong but only as a fellow resident of the road.

90/13	MINUTES OF THE MEETING held on 22 August 2013.

	It was RESOLVED that the draft minutes of the Pitstone Parish Council meeting held on 22 August 2013 were a true and accurate record.  The Chairman was authorised to sign them on behalf of the council.

91/13	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) scheduled for preparatory work sometime in August and slurry sealing soon after.    
3)	Northfield Road Cycle/Pedestrian Path: Still no confirmation from BCC that they have transferred the funds to HCC.   Asked for assistance from Jackie Wesley.
4)	Marsworth-Pitstone footpath:  Marsworth Parish Council waiting for outcome of application to New Homes Bonus.
5)	Minute 141/12.2 – Pitstone Hill car park pot holes:  Now complete.  Feedback very positive.
6)	Mounds of top soil at allotments/Verge opposite Masons: Now complete.   Clerk will now arrange for the mounds to be removed from the new allotments and deposited at the old allotments.
7)	Minute 143/3c – What’s On Guide: awaiting printing.  Due to be distributed with October PPP.
8)	Roundabout central light – Kevin Allen now left.  Stuart Labross re-visiting the roundabout options.
9)	Castlemead Issues: Issues that can’t be resolved until highways adopted by BCC: bus shelters, mVAS, pedestrian crossings, street light maintenance (Stuart Labross enquiring with Development Control).   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.   Issues asked BCC/TW to resolve: barriers on cycle path by Windsor Road playground & by alleyway from Castle Close to Windsor Road; Sandall Road (see reports section) request for bollards/chicanes etc.
10)	Parish map: Cllr Arney believes that we will be best to utilise an OS map as the central point, with illustrations/photographs around the outside.   Looking at options for scale/colouring etc.  Will investigate production quotes.	
11)	Playground works at Hever Close and Windsor Road (Min 64/13.2b and 80/13.2b): Hever Close works completed.   Windsor Road swing chains couldn’t be replaced, new stopper on the gate wasn’t fitted and the swinging plank still has a lot of play in the front right bolt.  Wicksteed advised so can ensure not invoiced.   M F London asked to fit a stopper instead.
12)	Noticeboards (Min 65/13.4): Instructed Abode Solutions to liaise with Cllr Arney re the 3 boards.
13)	Allotment Water Trough:  J Leonard Limited supplied a quote of £700.  PAA has resolved that they can meet this cost through their own funds without any support from PPC and is ready to place the order with J Leonard as soon as National Trust grant approval.  NT’s Rural Surveyor has stated that they have no problem in principle but will need to draw up a brief licence agreement, which PPC is awaiting.
14)	Trees: quote being obtained from R Wilson for all the works that the council resolved to commission during the summer.

92/13	PARTY IN THE PARK 2013

Mark Roberts, Chairman of the Pitstone Memorial Hall Charity, attended the meeting to talk to council about the financial/emotional performance of Party in the Park 2013.   The committee had successfully secured £2,900 of extra donations that weren’t immediately evident in the published accounts (eg stage, security, sound system etc) which was an excellent achievement.   The general feeling was that the event had gone tremendously well and all parties had received positive feedback from those that attended.  MR expressed thanks to the parish council for their support/donation and confirmed that he had agreed to chair the committee for a similar event in 2014.   In hind-sight, it was recognised that there were a number of issues that needed to be resolved to make the events more sustainable and to generate a more equitable share of profit/costs/organisation/publicity etc and MR hopes to tackle these at the planning meetings which commence in October.  The parish council congratulated MR/the committee for the success of the 2013 event and wished them good luck for 2014.  The parish council also expressed thanks to Mark Roberts, personally, for all the voluntary work he was undertaking on behalf of the Pitstone community (despite not being a resident) at Pitstone Memorial Hall, the football club and Party in the Park.

93/13	CORRESPONDENCE 

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

It was RESOLVED to circulate any draft response to the pharmaceutical appeals for councillors to approve so that it could be submitted ahead of the deadline.

94/13	PLANNING MATTERS   

1)	Applications: 

Little Barley End, Aldbury Lane, 13/02288APP – Construction of a tennis court and perimeter fencing.  No immediate neighbours so no neighbour notification carried out.  National Trust notified.  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.

21 Crispin Field, 13/02522/APP – single storey side and rear extension.  No objections had been 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.

5 Church Road, 13/02446/APP – remove garage and erect a 2 storey side and rear extension.   It was noted that this application had only been notified today and would appear on the next council agenda on 31 October.

2)	Decisions:

Springfield House, Orchard Way, 12/00774/APP – erection of replacement dwelling and detached garage/workshop: permitted (PPC deferred to AVDC)

Garage House, Marsworth Road, 13/01713/APP – demolition of single storey rear extensions and two storey rear extension: permitted (PPC tendered no objection)

82 Vicarage Road, 13/01560/APP – demolition of existing side extension and replacement with two storey side extension.  AVDC circulated minor amended plans (not consulting).  The application was heard at Development Committee Meeting hearing on 12/9/13 attended by Cllr Saintey where AVDC permitted the application.

3)	Other:

It was RESOLVED that no response was necessary to the AVDC Consultation on Vale of Aylesbury Plan: Scope of Development Management Policies.

It was noted that the parish council has received correspondence from Rydon Homes relating to their intention to develop a parcel of land at Rushendon Furlong for residential development.  They will contact the parish council again once survey results/further information is available and they will undertake community consultation during the plan production process.   Cllr Hawkins did not take any part in the discussion regarding this agenda item.

95/13	PITSTONE PARISH CHARITY AND PITSTONE RECREATION GROUND CHARITY

1.	Pitstone Parish Charity

It was RESOLVED to accept the following changes to the working party structure: 
Cllr Saintey and Cllr Ginda stepped down from the Parish Charity and were replaced with Cllr Arney and Cllr Richardson.

It was noted that the Parish Charity was not in a position to grant permission for a water supply on the recreation ground to be installed across their land.

It was noted that the likely position regarding leisure development remains unchanged from last month.  The parish charity will advise the parish council of any update in due course.

2.	Pitstone Recreation Ground Charity
		  
It was RESOLVED to accept the following changes to the working party structure: 
Cllr Arney and Cllr Richardson stepped down from the Recreation Ground Charity and were replaced with Cllr Saintey and Cllr Ginda.

96/13	PITSTONE PARISH DEVELOPMENT PLANS

1.	Pitstone Development Area

The parish council can’t make any progress on this development until the results of the Parish Charity negotiations with the other landowners and the planning authority are notified.

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

1.	Skate Park

	The parish council has to wait for the negotiations between Pitstone Parish Charity, the landowners and the planning authority to conclude before it is able to commission the procurement process from AVDC.  All paperwork is now ready, so there will only be a short lead-time to advertise once permission is received from the charity.

2.	Play Space

It was RESOLVED to advise Huck that a further 2m were not available and the tree protection plan needed to be amended accordingly, to show the felling of the trees if necessary and a re-planting program by the parish council.

It was RESOLVED to pay the obligatory £97 fee to AVDC to discharge the planning condition once the amended report was received from Huck.

The contracts have been signed and returned by Huck, so are ready for the necessary start dates etc to be confirmed once the planning conditions have been discharged and the parish council has received confirmation from Pitstone Parish Charity.

3.	Family Inclusive Ball Games Area

Before this item can be progressed, the parish council requires a clearer brief from Pitstone Parish Charity / Joint Landowners to confirm the level of detail required.

4.	
Funding

The parish council noted that grant funds already held may be at jeopardy if the leisure development program is delayed much longer.  It was decided to review this next month to see if any communications are necessary to either the planning authority or the joint landowners.

97/13	PROPERTY ISSUES

1.	Play and Open Space

a)	Water to the recreation ground
As the Parish Charity are unable to permit water works across their land, the main beneficiary would be the cricket club but this club has stated that they wish to relocate away from the recreation ground and are also unable to make a significant contribution to the cost of works.   Therefore the parish council resolved that it was unable to justify spending over £3,000 + VAT when the resource may only have a temporary lifespan.

2.	Pavilion

a)	Matters brought forward for consideration by the pavilion committee:

i.	It was RESOLVED that JFC/CC need to make significant progress (positive or negative) with the Towns Land Charity within the next 12 months regarding site development, otherwise alternative plans may have to be considered for the site.  Talks first began with the charity 2.5 years ago.
ii.	It was RESOLVED to keep the existing JFC training prices, following the recommendation by Daryl Masters.
iii.	In light of the hire fees in Tring, it was RESOLVED to offer external senior teams a reduced rate of £38.40 for training (no changes to match fees).
iv.	It was RESOLVED not to offer club sponsors banner advertising free-of-charge.
v.	It was RESOLVED to retain the existing hiring policy and committee structure.
vi.	It was RESOLVED to advise the JFC that the initial response to the defibrillator enquiry was for the council to support the Community First Responder Scheme, who advise the council that they are currently training 3 volunteers within the local community.

b)	It was RESOLVED to accept the cost of emergency repairs to the pavilion roof to replace the vandalised roof tiles.   Thames Valley Police has been advised and will be patrolling the area.  The contractor advises the Parish Council that each time a roof tile needs to be replaced the clips break and it will eventually need re-roofing, at which point the council may wish to consider gravelled felt with a tile pattern as a non-shatter alternative.

c)	It was RESOLVED not to permit the training of dogs within the pavilion grounds by a local resident.

98/13	OTHER ISSUES

1)	Youth Cafe
It was noted that on-site storage will not be available again until half term.
It was noted that the new behaviour policy and management under Dave Rollins appeared to be working better.
It was noted that a volunteer meeting had been set up for 7/10/13 (to be attended by 
Cllrs Blunt, Mattey and Nicholls).
It was noted that 8 volunteers were adequate during the winter when the field was not also in use.  It was also noted that Mark Dale had unfortunately had to resign as a volunteer due to new work commitments.

2)	Community Impact Bucks
It was RESOLVED to renew annual membership at a cost of £50pa.

3)	Clerks Hours
It was RESOLVED to pay the 59 hours of overtime worked during the 5 month period, £351.75 cross-charged to the leisure development project and £462.10 from normal council funds.  The clerk thanked the council for their support.

4)	
Portable Skate Park 
It was RESOLVED to pay for 1 x 4 hour hire of the portable skate park at Pitstone Memorial Hall during the half term holidays.

5)	Street Lighting
It was RESOLVED to carry over all the lighting issues to the next agenda pending receipt of further information.

6)	PPP
Possible articles to include within the upcoming edition were discussed.   It was RESOLVED to pursue a zero tolerance to advertising bad debt and a complete list of all outstanding invoices to be provided to the editor.

7)	Chiltern Society
It was RESOLVED to renew the annual membership at a cost of £25pa.

8)	HS2 Property Compensation Consultation
As no properties within the parish are directly affected by the compensation regulations it was RESOLVED that no response was necessary.

99/13	FINANCIAL ISSUES  

1)	Insurance Renewal
It was RESOLVED to enter into a new 3 year long term agreement with Came & Co and benefit from the reduced rate of £2,247.40. 

2)	Financial Regulations
It was RESOLVED to approve the updated Financial Regulations and the Chairman was duly authorised to sign on behalf of the council.

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)	Quarterly and Bi-Monthly Internal Controls
The regular controls were carried out with no issues arising or amendments to the procedures recommended.

5)	Budget Monitor and First Draft of Budget
Council reviewed the performance to date against budget which is being severely affected by the delays to the play space and skate park.   PPP income remains a concern as low vs target for the half year point and Cllr Ginda is still working on the street light replacement recommendations.

Budgeting for 2014/15 is very difficult given the current position on leisure development.  It was RESOLVED to: remove £2k of potential legal costs re the charity land (as the charity negotiated a pay-on-conclusion deal); retain £7k in the grant fund; assume PPP continues as currently with no editorial support or shared service with Ivinghoe; difficult to budget for the youth café until after the October meeting when council hope to have a clear idea of the future; continue to budget for one bus shelter per year for Westfield Road (pending approval from TW); carry forward the footpath to Marsworth funding; temporarily carry forward the library funding; include a provision of £500 towards a tea party to celebrate WW1 Centenary; include provision of £200 to repaint benches on recreation ground; not include provision for a Christmas tree/lights on the recreation ground; include an undetermined provision towards beautification/roundabout.   

Councillors to consider any other projects they wish to put forward for inclusion in next year’s budget and notify the council next month.

100/13	REPORTS 

1)	Information had been circulated from the LAF meeting attended by Cllrs Stack & Saintey
2)	It was noted that the LAF Young Peoples meeting had been cancelled by the LAF due to insufficient support from the youngsters
3)	Councillors discussed the traffic problems along Sandall Road.  The residents were writing to Taylor Wimpey in the first instance and the council is waiting to see if further support is required.
4)	It was noted that there had been several cases of fly-tipping at Pitstone Hill but that 
M F London had removed the rubbish when laying the new car park surface.
5)	Cllr Saintey provided feedback on the AVALC/AVDC Open Session with Parishes from 25/9/13.
6)	Other reports in the Clerks report were noted. 

101/13	THE FOLLOWING REMINDERS WERE NOTED

•	AVDC monthly litter picks on approximately 2nd of each month
•	Parish Council meetings: 31 October, 28 November.
•	Pitstone Annual Assembly: Tuesday 13 May 2014 at 7.30pm.  Dave Short booked to present about bats and bring a live bat.
•	Aylesbury Vale Transport Users Group meetings: 3/12/13, 4/3/14 (Corey Cashman)
•	BMKALC Executive Committee dates: 16/10/13 and AGM 8/11/13.
•	European and English council elections 22 May 2014 (parish council not due until 2015)
•	LAF meetings: 21/11/13, 12/2/14, 13/5/14, 4/9/14, 26/11/14
•	Library AGM 19/10/13

102/13	DATE OF NEXT MEETINGS

	The next meeting of the Parish Council will be held on Thursday 31 October 2013.  No items were requested to appear on the agenda.  The next pavilion committee meeting will be notified in due course.

103/13	CLOSURE OF MEETING

	There being no further business to be transacted, the Chairman closed the meeting at 10.25pm.

Signed:			Date:	31 October 2013
	 Chairman