PITSTONE PARISH COUNCIL
Minutes of the Parish Council Meeting held on 31 October 2013 
In the meeting room at the Memorial Hall, starting at 7.00pm and 
concluding at 9.25pm

104/13	ATTENDANCE AND APOLOGIES
	
PRESENT:  Cllr Saintey (Chair), Cllr Blunt (Vice Chair), Cllr Mrs Arney, Cllr Mrs Stack and 
Cllr Mrs Hawkins.   Clerk: Laurie Eagling.    PCSO J Dodson (NAG part only).  Mr A Broadbent (member of leisure development working party).  Plus 2 members of the public (Mr Starling & Mr London).

	APOLOGIES: 	 Cllr Mattey (holiday), Cllr Ginda (poorly), Cllrs Monaghan, Richardson and Nicholls (work commitments)

105/13	NEIGHBOURHOOD ACTION GROUP

	When PCSO J Dodson arrived, the following matters were discussed:

	*	It was RESOLVED to support Thames Valley Police’s request for Pitstone Parish Council to contact Transport for Bucks to see if anything can be done to prevent parking on the grass verge at the junction of Yardley Avenue and Cheddington Road.  This problem is increasing and it is making it unsafe to exit Yardley Avenue (subsequently allocated ref: EAG0337201310-3735).
	*	TVP advise that the problematic motorcycles are being dealt with by traffic division.
	*	Youth Club going well and PCSO Dodson changed her rota so she can attend 3 weeks out of 4.  The parish council expressed their thanks.  PCSO Dodson also patrolling Ivinghoe Lawn and making any youths that haven’t signed out, return to the café for safety purposes.
	*	The Friday/Saturday night underage drinking problems on Pitstone Recreation Ground subsiding.
	*	Mr Starling provided an update on the site meeting with Paul Foot of Transport for Bucks (TfB) to look at remedial options to reduce parking on the junction of Ship Lane (initially requested by PCSO Dodson).  Paul has promised to hatch the triangle as an initial step.  If this is unsuccessful, then bollards may be an option (will require LAF delegated budget bid).  It may also be necessary to revisit the provision of a parking bay on the opposite verge (would also require LAF delegated budget funding).
	*	The latest mVAS data was discussed.  PCSO Dodson was asked what action TVP were taking to tackle the speeding issues raised by the data, which was submitted to TVP each time the unit was relocated.  Information is being passed to the traffic division, but the PCSOs have no control over whether a unit is deployed to the area.  It is hoped that the next set of data from the unit will have the correct date/time stamp information so that it will be even more useful for TVP.
It was noted that in the future it may be necessary to consider an additional mVAS location further up Vicarage Road to slow traffic before reaching the Ship Lane junction.  It may also be worthwhile considering moving the Marsworth Road mVAS further towards Masons to enable a clearer line of sight.    
Mr Starling requested that council consider purchasing an additional mVAS so that a unit can be located in Vicarage Road for a greater percentage of the time.  Council felt that further data was required from the existing unit to show that they are having an effect, but consideration will be given on an ongoing basis.
It was RESOLVED to enquire with BCC TfB if the mVAS deployed amongst all speed reduction sites was still being rotated.
It was RESOLVED to raise the issue at the next Local Area Forum (LAF).

106/13	QUESTIONS FROM MEMBERS OF THE PUBLIC/PRESS:  

Three issues were raised:

1.	PPC was asked if they knew the reason for the continued delay to resurfacing along Northfield Road.  The clerk spoke to Herts County Council who confirmed that it had been scheduled for a surface treatment only, and that they did not plan to incorporate any of the foot/cycle path creation works.  The surface treatment will be rescheduled once they obtain another allocated timeslot permission.
2.	PPC was asked to amend the entry for Citizens Advice Bureaux in the Pitstone Guide.  The guide quotes the Tring branch as being the closest, but on two separate occasions this branch has refused to help Mr London as he resides within Bucks and the branch is within Herts.  PPC to change the entry to the Aylesbury branch.
3.	PPC were asked to ensure that the contractor that cuts the footpath across the field from Vicarage Road should not to do so if the ground is too muddy and to ensure they attend earlier in the year.

107/13	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. 

108/13	MINUTES OF THE MEETING held on 26 September 2013.

	It was RESOLVED that the draft minutes of the Pitstone Parish Council meeting held on 26 September 2013 were a true and accurate record.  The Chairman was authorised to sign them on behalf of the council.

109/13	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; failed to meet September 2013 installation date.   Escalated to Sian Thomas who is investigating the issue.
2)	Transport for Bucks current issues: (a) The footpath down Cheddington Road (work first approved in 2011) has not been completed in September as estimated by TfB.  Paul Foot is investigating.  (b)  Glebe Close resurfacing (work first identified in Feb 2012), Paul Foot confirmed not included in current program.
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: Revised quote obtained £2,110 + VAT (reduction from £2,825 + VAT).   Work previously approved by parish council.   Work therefore being scheduled but we need to wait for a dry spell to avoid damage to the allotments.
6)	Minute 143/3c – What’s On Guide: Being distributed with October PPP.
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:  NT has granted permission for the trough to be installed prior to the agreement being signed.  The parish council has advised PAA and J Leonard Ltd who will liaise regarding this work.   The agreement has now been received for signature by two councillors and return to NT for their seal.
12)	Pharmacy Appeal: As there were no new arguments to table, council decided electronically, not to submit any further comments to the appeal process.   See later agenda item about different submission by Little Rothschild Surgery.
13)	Portable Skate Park: booked Tues 29 October 2-6pm

110/13	CORRESPONDENCE 

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

It was RESOLVED that councillors would notify the clerk if they wished council to consider responding to the Chilterns AONB Management Plan or consider submitting a request under Sustainable Communities Act.

It was noted that no councillors were available to attend the Hill fort Project Conference.

It was RESOLVED that the clerk should attend the Dangers of Social Media training course on 11/12/13 (£31.40).  Cheque to be raised for approval next month.

111/13	PLANNING MATTERS   

1)	Applications: 

5 Church Road, 13/02448/APP – Removal of existing attached garage and erection of two 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.

2)	Decisions:

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: permitted (PPC submitted no objections)

56 Vicarage Road, 13/02552/HPDE – removal of brick-built outbuilding and erection of a single storey rear extension which would extend beyond the rear wall of the original house by 3.3m for which the maximum height would be 3.4m and for which the height of the eaves would be 2.4m: Prior approval given (householder general permitted development order – AVDC not consulting.  Prior planning application 13/01338/APP refused).

Little Barley End, Aldbury Lane, 13/02288/APP – construction of tennis court & perimeter fencing: permitted (PPC submitted no objection)

3)	Other:

It was RESOLVED to approve attendance at Chiltern Society Planning Conference for
Cllr Saintey.

112/13	PITSTONE PARISH CHARITY 

1.	Pitstone Parish Charity

The update from the Parish Charity was noted.  Their negotiations with the planning authority and other landowner are ongoing.

113/13	PITSTONE PARISH DEVELOPMENT PLANS

1.	Pitstone Development Area

The parish council is working with Roger Newall at AVDC to try and secure the leisure facilities the community desires within the new village centre development.  The issues have been escalated to Cllr A Davies for assistance.

It was noted that AVDC has confirmed that S106 leisure funds can be used to secure land to provide leisure facilities and this may be an option to resolve the current situation with the joint landowners.

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

AVDC rejected the tree protection plan as it isn’t compliant to the latest BS standard.  Huck have been asked to re-submit an acceptable report.

3.	
Family Inclusive Ball Games Area

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

4.	Funding

It was RESOLVED to notify both AVDC of the parish council’s concerns that the grant funds towards the skate park (£27,411.01) will have to be returned if the issues with the landowners are not resolved in the near future, placing a greater burden on the S106.

114/13	PROPERTY ISSUES

1.	Play and Open Space

a)	Tree works
It was RESOLVED to accept the quotation of £1,320 + VAT to carry out the tree works identified throughout the summer i.e. fell purple Acer, fell 2 x dead elms, fell Ash, fell horse chestnut and reduce crown on oak.

b)	Playground Inspection Training
It was RESOLVED for Cllr Saintey and the parish clerk to attend RoSPA Playground Inspection Training on Sat 2/11/13 at a cost of £35pp.

2.	Pavilion

a)	Maintenance
It was RESOLVED to accept the cost of emergency repairs to the pavilion roof, guttering and emergency light.

b)	Emergency Plan
It was RESOLVED to adopt the reviewed/updated Emergency Plan for the pavilion site and the chairman was duly authorised to sign on behalf of the council.

c)	Sponsorship
It was noted that no interest had been shown by Goodrich in sponsoring the pavilion site.

3.	Allotments

Further to the previous resolution by the council, it was RESOLVED to enter into the licence agreement with National Trust to permit the additional water trough at the allotment site.   Two councillors were duly authorised to sign on behalf of the council.

115/13	OTHER ISSUES

1)	Meeting Dates
It was RESOLVED to set the following meeting dates:
9 January 2014 (moved from 26 December 2013)
30 January 2014
27 February 2014
27 March 2014
24 April 2014
13 May 2014 – Annual Assembly
29 May 2014 – during school half term holiday
26 June 2014
31 July 2014 – during the school summer holidays
28 August 2014 – during the school summer holiday
25 September 2014
23 October 2014 (moved from 30 October)
27 November 2014
8 January 2015 (moved from 25 December 2014)

2)	Youth Cafe
The updates on the youth café and the volunteers meeting were noted.

3)	British Legion
It was RESOLVED to make a donation of £100.00 to Royal British Legion, Marsworth office, in lieu of a fresh wreath.  The hall has been asked to display the council’s wreath.

4)	
BCC Budget Consultation Questionnaire  It was RESOLVED not to submit a response.

5)	Dog Micro-Chipping Event   It was RESOLVED not to book an event with Dogs Trust.

6)	Pitstone Hill Car Park   
It was RESOLVED to accept the cost of cutting the hedge either side of the entrance to improve the appearance, improve visibility and help reduce fly-tipping.

7)	Dog Bins   
It was RESOLVED not to install new dog bins at the end of Rushendon Furlong (as already one at Glebe Close and Brook Lane) or in the Windmill car park (as within Ivinghoe parish).

8)	Bus Shelter  It was RESOLVED to accept the cost of replacing the shattered glass from the bus shelter opposite Masons.

9)	PPP 100th Edition in February   Editorial being worked on for special edition.

10)	Local Councils Update    It was RESOLVED to renew the annual subscription (£75.00).

11)	Application offering unforeseen benefits at Little Rothschild House Surgery
Little Rothschild house trying a different route to achieve a pharmacy on site.   Cllr Blunt will make a recommendation to council for any response that should be submitted.

12)	Employment Terms and Conditions   Changes briefed to council were noted.

13)	Street Lighting

a)	Contract
It was RESOLVED to renew the annual contract with OLS who are offering reduced rates to last year.  Full market review not due until 2014.

b)	Policy
It was RESOLVED to adopt the reviewed/updated Street Lighting Policy and the chairman was duly authorised to sign on behalf of the council.

c)	53 Cheddington Road   It was noted that his column may need relocating to the Greenacres side of the road.   OLS to investigate.

14)	Salt Grab Bags   It was RESOLVED not to purchase any from BCC TfB.

15)	Housing and Homelessness    It was RESOLVED that no response was necessary to this AVDC consultation.

16)	Play around the Parishes   It was RESOLVED to book 1 x 2 hour session (£190) for the Easter holidays and 2 x the same session for the summer holidays.

116/13	FINANCIAL ISSUES  

1)	Quarterly Grant/Donation Requests
It was RESOLVED not to make donations to either Sue Ryder re Nettlebed Hospice or Aylesbury Vale Dial-a-Ride due to alternative local schemes. 

2)	Quarterly VAT Return   Noted.

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

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

It was noted that the initial projects reviewed last month would lead to an 11% increase in precept which was deemed too excessive.  All projects were therefore reviewed to rebalance the project base.   It was RESOLVED to:

a)	Postpone the Westfield Road bus shelter provision until 2015/16 as BCC still have no plan to adopt from TW
b)	It was noted that the BVCL may require a lower grant in 2014/15 and the council is waiting for guidance from the committee
c)	To remove the £1k provisional grant to Party in the Park 2014 as the intension from the committee is to self-fund next year
d)	Not to include provision for an additional mVAS unit at the current point in time
e)	To remove/reduce the provision for roundabout improvements/floral displays
f)	It was noted that all expenditure for both the play space and skate park has been assumed to fall within 2014/15.

117/13	REPORTS 

1)	The current issues with TfB were noted.    It was requested that TfB also be advised that the Pitstone gates need repair and repainting (subsequently given ref:  EAG0433201311-3359).
2)	The Pitstone Community Film Club launches on 15 November with Song for Marion (PG).   Epson has kindly volunteered to donate a suitable projector, for which the Film Club and Parish Council are very grateful.
3)	Cllr Saintey provided feedback from the Chiltern Conservation Board Planning Conference.
4)	Cllr Arney provided feedback from the BVCL AGM.   Notes have been circulated electronically.
5)	It was requested that the clerk request the landowner down Cheddington Road cut back his hedges so they don’t overhang the footpath.
6)	It was requested that the clerk report a broken pedestrian gate at Pitstone Hill to National Trust.
7)	Other reports in the Clerks report were noted. 

118/13	THE FOLLOWING REMINDERS WERE NOTED

•	AVDC monthly litter picks on approximately 2nd of each month
•	Parish Council meetings: 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: 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
•	LCPLG meeting: 15/1/14
•	Memorial Hall AGM & committee meeting 11/11/13

119/13	DATE OF NEXT MEETINGS

	The next meeting of the Parish Council will be held on Thursday 28 November 2013.  It was noted that Pitstone Church may be able to submit a grant request to this meeting.  The next pavilion committee meeting will be notified in due course.

120/13	CLOSURE OF MEETING

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

Signed:			Date:	28 November 2013
	 Chairman