PITSTONE PARISH COUNCIL

NOTICE IS HEREBY GIVEN OF THE ANNUAL GENERAL MEETING of the Parish Council
to be held in the Meeting Room of the Memorial Hall on Thursday 29 May 2014 at 7.00pm.

Laurie Eagling, Clerk to the Council
9 Warwick Road, Pitstone, LU7 9FE			Signed _____________________________
Tel: 01296 660791					Date :  22 May 2014

A G E N D A

1.	TO ELECT A CHAIR AND VICE CHAIR
2.	ATTENDANCE AND APOLOGIES
3.	RECEIVE QUESTIONS FROM MEMBERS OF THE PUBLIC/PRESS – residents monthly opportunity to raise their questions or concerns with the parish council
4.	RECEIVE DECLARATIONS OF INTEREST AND DISPENSATION REQUESTS from councillors on matters to be considered at the meeting 
5.	MINUTES - To resolve that the minutes of the parish council meeting held on 24/4/14 be signed as a correct record
6.	REVIEW THE TERMS OF REFERENCE FOR COMMITTEES AND DELEGATION ARRANGEMENTS
7.	APPOINTMENTS:
7.1	To elect a Chairman and appoint members of the planning committee
7.2	To elect a Chairman and appoint members of the pavilion committee
7.3	To elect a Chairman and appoint members of the staffing committee
7.4	To elect a Chairman and appoint members of the Pitstone Recreation Ground Charity committee
7.5	To elect a Chairman and appoint members of the Pitstone Parish Charity committee
7.6	To appoint the parish council representatives to other bodies
8.	CLERK’S REPORT – receive any update to the matters arising, for information only
9.	CORRESPONDENCE - Consider correspondence received & receive notification of any additional items
10.	PLANNING MATTERS
10.1	Applications:
a)	The Long House, Albion Road, 14/01005/APP, single storey rear extension and raising of roofline to provide a new mansard roof with additional accommodation at first floor level
b)	The Coach House, Erlegh Manor, Vicarage Road, 14/01253/APP, change of use of office building to create new detached house including alterations to existing access
c)	161 Windsor Road, 14/01313/APP, removal of conservatory and erection of single storey rear extension
d)	3 Queen Street, 14/01383/APP, conversion of existing garage into habitable room including insertion of bay window to front
10.2	Decisions: 
a)	3 Queen Street, 14/00565/ACL, application for lawful development certificate for a proposed use to convert the existing garage into living accommodation and insertion of window.   Minor amended plans also circulated, AVDC not consulting: Certificate issued (PPC tendered no objections)
b)	22 Vicarage Road, 14/00634/APP, single storey rear extension: Householder approval (PPC tendered no objections)
c)	99 Crispin Field, 14/00488/APP, two storey and single storey rear extension and insertion of 12 rooflights.  Conversion of roofspace over garage and conversion of loft into habitable accommodation: Permitted (PPC tendered no objections)
10.3	Other:
a)	Chiltern Conservation Board Planning Training approve cost for 2 attendees
11.	
PITSTONE RECREATION GROUND CHARITY ISSUES
11.1	Note resolution by Recreation Ground Charity regarding water provision across their land
11.2	Note resolution by Recreation Ground Charity regarding appropriation of income

12.	SPORTS, LEISURE AND PLAY ISSUES
12.1	Play and Open Space:
a)	Consider/approve costs associated with providing water to cricket square
b)	Consider minor tree works to remove lower boughs from a number of trees
12.2	Pavilion: 
a)	Consider end of season hire usage summary
b)	Review and adopt pavilion maintenance schedule
c)	Consider/approve commission of asbestos management survey
12.3	Sports/Leisure Development:
a)	Scoping meeting re sports development at pavilion and recreation ground arranged for 2 June 2014
b)	Note position with regard to Community Chest grant for skate park
c)	Consider recommendations by AVDC re leisure land
d)	Refund requested from AVDC planning as failed to notify discharge of planning conditions within time limit
e)	Planning conditions 3 and 4 relating to play space installation now discharged

13.	PITSTONE PARISH CHARITY ISSUES: Note any progress update

14.	OTHER ISSUES
14.1	Youth:
a)	Note new inter-generational programme & support from BCC outreach youth services
b)	Accept donation of hockey sticks from Brookmead School to youth café 
c)	Note AVYFC giving youth café presentation to Brookmead year 6 on 19/6/14
14.2	Approve application to Commons Registration department of notification of any landowner statements made under section 15A of the Commons Act 2006
14.3	Luton Airport: Note Secretary of State failed to ‘call in’ the planning application so planning permission granted by Luton Borough Council in December 2013 stands
14.4	Dog Waste: Note revised costs, timescales and invoicing arrangements for dog waste bins & emptying from AVDC
14.5	To review and adopt revised Standing Orders
14.6	Consider actions and issues arising at the Annual Assembly on 13/5/14
14.7	Consider and adopt the Risk Policy, General Risk Assessment and Leisure Development Risk Assessments
14.8	BCC Devolved Services & Parish Path Clearance Scheme: consider updated information following site meeting and devolution presentations
14.9	Employment Issues:  
a)	Confirmation that Brian Brooks accepted post of councillor
b)	Consider increase in hourly rate for litter pickers/cleaners
14.10	PPP: Consider proposals to review PPP production & support for community groups/local business
14.11	Automatic External Defibrillation: Confirm joint working with Yardley Avenue Health Centre to promote new AED, arrange community events and publicity etc
14.12	Pitstone Memorial Hall: consider request for urgent financial assistance
14.13	Chilterns Access Conference: consider/approve attendance
14.14	Street Lighting: note/discuss issues with OLS

15.	FINANCIAL ISSUES
15.1	Grant & Donation requests:
a)	Consider grant request of £1,200 towards the cost of a stage for Party in the Park
15.2	Annual Reviews of Financial Matters
a)	Consider and approve continued use of existing limited direct debits for utilities
b)	Review and approve scheduled payments arising as result of continuing contracts eg employment
c)	Review and approve existing bank accounts and mandates
15.3	
Year End Accounting:
a)	Consider report provided by independent internal auditor following audit on 14/5/14
b)	Approve year end financial reconciliation to 31 March 2014
c)	Approve year end Accounting Statements & Explanation of Variances 2013/14
d)	Approve Annual Governance Statement 2013/14
e)	Approve Notice of Appointment of date for the exercise of electors’ rights
15.4	Actions arising from Repeal of Section 150(5) of Local Government Act 1972
a)	Approve updated Financial Regulations
b)	Approve resolutions relating to the opening of a current account with Unity Trust Bank
15.5	Consider annual subscription request from Bucks Playing Fields Association
15.6	Financial position/payments: To approve payments in accordance with the budget and consider the receipts/reconciliation/debtor/creditor information for the month 
15.7	Conduct all necessary internal controls

16.	REPORTS
16.1	Receive feedback from BCC devolved services conference 27/5/14 – Cllr Saintey
16.2	Note other reports detailed in Clerks Report

THE PUBLIC AND PRESS ARE WELCOME AT OUR MEETINGS
YOUR VIEWS ARE IMPORTANT TO US