PITSTONE PARISH COUNCIL
Minutes of the Parish Council Meeting held on 28 November 2013 
In the meeting room at the Memorial Hall, starting at 7.00pm and 
concluding at 8.40pm

121/13	ATTENDANCE AND APOLOGIES
	
PRESENT:  Cllr Saintey (Chair), Cllr Blunt (Vice Chair), Cllr Mrs Arney, Cllr Mrs Stack, 
Cllr Mattey, Cllr Richardson and Cllr Mrs Hawkins.   Clerk: Laurie Eagling.    
Mr A Broadbent (member of leisure development working party).  

	APOLOGIES: 	 Cllr Ginda (poorly), Cllr Monaghan and Cllr Nicholls (work commitments)

122/13	QUESTIONS FROM MEMBERS OF THE PUBLIC/PRESS:  None raised.

123/13	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 Blunt declared an interest as a Brookmead School Governor.

124/13	MINUTES OF THE MEETING held on 31 October 2013.

	It was RESOLVED that the draft minutes of the Pitstone Parish Council meeting held on 31 October 2013 were a true and accurate record.  The Chairman was authorised to sign them on behalf of the council.

125/13	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; the signs are now with Transport for Bucks.   They are in the process of obtaining a quote from installers for a whole batch of signage, of which these are one element.  The cost then needs to be approved and the signs erected.  Sian Thomas hopes that they will be installed by the end of January.
2)	Transport for Bucks current issues: 
(a) The footpath down Cheddington Road should have initial works undertaken by mid-December but the slurry sealing won’t take place until 2014 as it requires fair weather.  
(b)  Glebe Close resurfacing (work first identified in Feb 2012), Paul Foot confirmed not included in current program.
(c) Vicarage Road hatching – installed.
(d) Bollards for Yardley Avenue junction – TfB (ref: EAG0337201310-3735) deferred to VAHT who own land.  VAHT arranging a site visit & believe they will be able to assist.
(e) No drop curb at canal bridge end of footpath to Cheddington so mobility scooter having to use highway (ref: EAG0549201309-4910).  Paul Foot doesn’t know why not originally installed.  TfB do have a small budget to remedy this type of issue and he will put forward for sign off.
(f)  Pitstone gates need repairing and painting (ref: EAG0433201311-3359).  Paul Foot advises that this will be included in next round of works.
(g) Curbs, paving & potholes near Masons car parking in Queen Street (ref: EAG0617201301-1717).  Complete.
(h) white speed signs painted in Marsworth Road between railway bridge and roundabout
3)	Northfield Road Cycle/Pedestrian Path: Fiona Bull in BCC Legal Services confirmed that they have still not drafted the agreement with HCC (17 months now passed since we were told they were working on it).  Escalated to Jackie Wesley and Avril Davies.
4)	Marsworth-Pitstone footpath:  Marsworth Parish Council now inform the parish council that they didn’t in fact apply for funding from New Homes Bonus.  They intend to use LAF funding to commission safety & feasibility audits during the current financial year and then apply for NHB funding next year.
5)	Mounds of top soil at allotments: Waiting for the soil conditions to dry out before the work can be undertaken to avoid excessive damage to the allotment site.
6)	Raised mounds in the layby opposite Masons:  A J Groom & Son advise the council that they won’t be charging for the work they undertook
7)	Roundabout central light – Stuart Labross replaced Kevin Allen.   He is reviewing the works that will be necessary on the roundabout and any options to make it more attractive.  The council is still waiting to hear his conclusions.
8)	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.   Issues asked BCC/TW to resolve: barriers on cycle path by Windsor Road playground & by alleyway from Castle Close to Windsor Road; Sandall Road request for bollards/chicanes, however the parish council has not be copied on any correspondence from the residents to TW.
9)	Parish map: In progress.  Cllr Arney has revisited the words.  Cllr Nicholls and the clerk trying to source most application map style.	
10)	Noticeboards (Min 65/13.4): In progress.  Those that have been returned are looking excellent and the contractor has done a very good maintenance job.
11)	Allotment Water Trough:  concrete base installed.   Trough will be installed as soon as the contractor has time.
12)	Portable Skate Park: Tues 29 October 2-6pm.   Only 10 young people attended throughout the whole 4 hours.  Many were also youth café attendees.
13)	Tree works: Tim Wilson will be on site 2, 3 and 4 December.
14)	MVAS: now updated.   BCC advised that they have located the mVAS they used post the speed-reduction implementation and are considering hiring them to interested parishes for £100 per hire period.  They will forward details to all parishes once the scheme has been finalised.
15)	Hedge overhanging Cheddington Road path: the owner has commissioned R Porter to carry out the work, but he is unable to do so until after Christmas.

126/13	CORRESPONDENCE 

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

It was RESOLVED that council would not attend the NHS Litigation Authority Oral Hearing re pharmaceutical services in Pitstone/Ivinghoe.

127/13	PLANNING MATTERS   

1)	Applications: 

4 Dover Close, 13/02978/ACL – Application for a lawful development certificate for the erection of a single storey rear extension with 3 roof-lights.  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.

It was noted that AVDC had today advised that two further applications would be received next week and a response would be required by 26 December 2013 (ahead of the next council meeting on 9/1/14).   It was RESOLVED that council would carry out the usual neighbour notifications as soon as the applications were received and then brief council of the outcome.  The clerk will circulate application details to all councillors.   A planning committee meeting will be called if necessary.

2)	Decisions:

21 Crispin Field, 13/02522/APP – single storey side and rear extension: permitted (PPC submitted no objections)

5 Church Road, 13/02448/APP – removal of existing attached garage and erection of two storey side and rear extension: refused on grounds of scale, design & siting (PPC submitted no objections)

3)	Other:

It was noted that the proposed Luton Borough Council Development Control Committee hearing, on the expansion plans for Luton airport, scheduled to take place on 21/11/13 had been postponed.   No other date had been provided.  It was also noted that today a new owner for the airport contract had been announced and that they were likely to review the existing development plans. 

It was RESOLVED to provide feedback to the AVDC consultation on delegated officer powers that it was very difficult for parish councils to attend Development Control meetings at AVDC in person given that the majority of councillors are also employed full time and the AVDC meetings can last 5-6 hours with only 5 minutes being pertinent to the parish.

128/13	PITSTONE PARISH DEVELOPMENT PLANS

1.	Pitstone Development Area

It had been RESOLVED to enter into negotiations with Pitstone Parish Charity regarding the potential purchase of the land historically used for leisure purposes.  The offer had been made to the charity but no response has been forthcoming.

The parish council has urged Bidwells and Kirkby & Diamond to work together to formulate a swift resolution.

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

1.	Skate Park

	The parish council is still waiting for the negotiations between the joint landowners and the planning authority to be resolved before the procurement process can be commenced.

2.	Play Space

The parish council is still waiting for an updated and BS compliant tree protection report from Huck to submit to AVDC for discharge of the planning condition.

It was RESOLVED to remove the poor laburnum sample from the end of the zip wire, once AVDC planning approve the above report.

It was noted that the large London Plane (which will sit within the skate park zone, currently near the slide) may need to be removed as it will grow to four times its existing size.

3.	Family Inclusive Ball Games Area

Procurement on hold pending resolution of the issues with the joint landowners and planning authority.

129/13	OTHER ISSUES

1)	Youth Cafe
It was RESOLVED to purchase an additional sack barrow (£24) and two replacement storage boxes (£33).

It was RESOLVED to make further enquiries into the advantages and disadvantages of directly employing youth workers to run the café, as a potential long term solution.

It was RESOLVED to cancel next week’s youth café, as none of the councillors were now able to attend and several of the volunteers may have to drop out.

2)	‘Your Community Says Please Pick it Up’
It was RESOLVED to purchase 50 of the above stickers (£15) for use on lamp-posts etc and to also make them available to residents if they wish to display them on their gates/fences.

3)	Lighting
53 Cheddington Road – the parish council is waiting for a quote from OLS and details to provide to the energy provider for a quote.   It was RESOLVED to write to the resident in the meantime and request the tree be cut back from around the lantern.

The council is waiting for information from OLS about comparative costs of LED vs part night cells.

The parish council is waiting for an update on potential repairs to the light by the basketball court.

4)	
Land at The Crescent 
The details of the correspondence received from BCC were noted.   The parish council is not in a position to sign the lease amendment provided as it is inaccurate and has been returned to BCC for amendment.

5)	RoSPA Playground Inspection Training   
Councillors involved in playground inspections confirmed that they did not need council to purchase any rubber mallets, hi-vis vests or clipboards.    Training notes circulated to all councillors concerned.

130/13	FINANCIAL ISSUES  

1)	Grant Awarding Policy
It was RESOLVED not adopt the amended Grant Awarding Policy and the chairman was duly authorised to sign on behalf of the council.

2)	PPP Debtors   
It was RESOLVED to refund Anderson Smart Homes £15.59 previously overpaid, and cancel the two invoices which related to adverts inserted in error.    It was RESOLVED to write-off the RJW invoice (£48.50), only if payment could not be obtained in the next few weeks.

It was RESOLVED not to initiate an automatic write-off of invoices due to bad payment.   It was RESOLVED to chase advertisers if they don’t settle within the prescribed 30 days and advise that no further adverts will be included until the debt is cleared.

It was RESOLVED to grant Party in the Park 2014 free advertising space in the spring and summer PPP editions.

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.   

It was noted that due to the change of meeting date for December, employees would be offered the choice of being paid on 9 January at the meeting or receiving payment in December as usual.  If any employees select the latter, it was RESOLVED that two or three councillors will be permitted to sign the cheques between meetings.

4)	Internal Controls
The regular controls were carried out with no issues arising or amendments to the procedures recommended.

5)	Budget Monitor, Draft of Budget and Impact on Precept
Council reviewed the performance to date against budget.

It was noted that AVDC only intend to pass on approximately £4,400 of the central government grant for 2014/15, as opposed to over £7k in 2013/14.  This figure has yet to be confirmed by full AVDC council.   AVDC also advise that the grant is likely to be removed entirely at some point in the future.

It was RESOLVED that the parish council would increase the precept by approximately 1.9%.

131/13	REPORTS 

1)	The mVAS data for Vicarage Road was noted.
2)	Cllr Saintey provided feedback from the LAF on 21/11/13.
3)	Cllrs Saintey and Arney provided feedback from the Pitstone Community Film Club launch.
4)	The Marsworth Road resident has confirmed that action will be taken to cut back the trees overhanging the footpath, when the tree surgeon has the capacity in the New Year.
5)	The Ben Wesley memorial bench is now ready.  A location has been agreed at the pavilion and it will be installed by the family shortly.
6)	P&I JFC and P&IUCC have written to the parish council and the Towns Land Trust requesting a joint meeting to discuss potential development of the pavilion site and the lands behind.  The parish council has re-confirmed that it would be willing to attend such a meeting.  The charity has advised that their next meeting is on 2/12/13 and they will respond to the joint clubs after that date.

7)	An emergency repair has been requested to insert a replacement fence post near the pedestrian gate to stop the pavilion fence falling.  
8)	Other reports in the Clerks report were noted. 

132/13	THE FOLLOWING REMINDERS WERE NOTED

•	AVDC monthly litter picks on approximately 2nd of each month
•	Parish Council meetings: 9/1/14, 30/1/14, 27/2/14, 27/3/14, 24/4/14, 29/5/14, 26/5/14, 31/7/14, 28/8/14, 25/9/14, 23/10/14, 27/11/14, 8/1/15.
•	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)
•	European and English council elections 22 May 2014 (parish council not due until 2015)
•	LAF meetings: 12/2/14, 13/5/14, 4/9/14, 26/11/14
•	LCPLG meeting: 15/1/14
•	Play around the Parish sessions provisionally booked for am on 10/4/14, 5/8/14 and 20/8/14.
•	Party in the Park 2014: 12/7/14
•	West Coast Mainline major engineering works at Watford, so no trains on following dates in 2014: 3-5/5/14, 8-25/8/14, 25-29/12/14, 3-6/4/15

133/13	DATE OF NEXT MEETINGS

	The next meeting of the Parish Council will be held on Thursday 9 January 2014.  The next pavilion committee meeting will be notified in due course.

134/13	CLOSURE OF MEETING

	There being no further business to be transacted, the Chairman wished everyone a merry and peaceful Christmas, closing the meeting at 8.40pm.

Signed:			Date:	9 January 2014
	 Chairman