PITSTONE PARISH COUNCIL
Minutes of the Parish Council Meeting held on 9 January 2014 
In the meeting room at the Memorial Hall, starting at 7.00pm and 
concluding at 8.40pm

135/13	ATTENDANCE AND APOLOGIES
	
PRESENT:  Cllr Saintey (Chair), Cllr Blunt (Vice Chair), Cllr Mrs Arney, Cllr Mrs Stack, 
Cllr Mattey, Cllr Richardson, Cllr Ginda and Cllr Mrs Hawkins.   Clerk: Laurie Eagling.    
PCSO J Dodson for TVP update.

	It was RESOLVED to accept apologies for absence from: Cllr Monaghan and Cllr Nicholls (work commitments)

136/13	QUESTIONS FROM MEMBERS OF THE PUBLIC/PRESS:  None in attendance.

137/13	UPDATE FROM THAMES VALLEY POLICE:

PCSO Dodson advised that there were no reported incidents of crime within Pitstone.  There are two national scams of note, which have affected some residents in neighbouring villages both involve the other party keeping the phone line open to trick their victims into thinking they have confirmed identity by making an outgoing telephone call.  The victim is then tricked into giving their credit card details.

138/13	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. 

139/13	MINUTES OF THE MEETING held on 28 November 2013.

	It was RESOLVED that the draft minutes of the Pitstone Parish Council meeting held on 28 November 2013 were a true and accurate record.  The Chairman was authorised to sign them on behalf of the council.

140/13	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) 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.
(d)  Pitstone gates need repairing and painting (ref: EAG0433201311-3359).  Paul Foot advises that this will be included in next round of works.
3)	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.
4)	Northfield Road Cycle/Pedestrian Path: John Rippon is now trying to arrange for the funds to transfer to HCC without a legal agreement.  Confirmed actual sum = £115,716.65 as was index linked.
5)	Marsworth-Pitstone footpath:  Marsworth Parish Council intend to use LAF funding to commission safety & feasibility audits during the current financial year and then apply for NHB funding next year.
6)	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.
7)	Roundabout central light – Stuart Labross visiting site again 9/1/14 and will report back to PPC.
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.  	
10)	Allotment Water Trough:  completed.
11)	Tree works: Completed.   Cllrs Stack & Arney to recommend a replacement tree for Land at the Crescent once the full existing leaf coverage is evident in the summer.
12)	Lighting:
(a) 53 Cheddington Road: having reviewed the situation, the recommendation to council is to retain the light in the present position.  (b) Basketball square: OLS will fix once ground firmer to enable access.

141/13	CORRESPONDENCE 

	The correspondence received this month was discussed and noted (Appendix 2).   
It was RESOLVED to nominate Cllr Saintey to apply to attend the Royal Garden Party.

142/13	PLANNING MATTERS   

1)	Applications: 

AVDC required comments on the following planning applications ahead of the full council meeting.  The parish council followed the process agreed at the previous meeting.   The parish council conducted a full neighbour notification program.  The applications were also advertised on the web site and Facebook page.   All councillors were circulated copies of the application, copies of any comments submitted by residents and recommendations.   The following RESOLUTIONS were passed:

5 Church Road, 13/02448/APP – removal of existing attached garage and replacement with two storey side and rear extension and front porch canopy.  The parish council received no objections to this application.  It was RESOLVED to advise AVDC that the parish council has no objections to this application.

1 Cheyne Close, 13/03276/APP – removal of existing rear single storey extension and replacement with part single storey part two-storey rear extension, first floor side extension and pitched roof over existing single storey side extension.   The parish council received one objection to this application.  It was RESOLVED to advise AVDC that the parish council itself had no objections to this application.  However, PPC has asked AVDC to check that the correct application of the 45 degree rule is being applied and to note the concerns raised by 2 Cheyne Close.

Applestore, Cheddington Road, 13/03163/ALB & 13/03272/APP – installation of a twin wall flue system.  The parish council received no objections to these applications.  It was RESOLVED to advise AVDC that the parish council has no objections to either application.

The Laurels, Old Farm, 13/03346/APP – demolition of existing garage and greenhouse.  Replacement with detached garage and hobby/fitness room and home office with two roof lights to front and one roof light to rear.  Cllr Blunt declared a prejudicial interest in this application and abstained from all associated discussion / voting.  The parish council received no objections to this application.  It was RESOLVED to advise AVDC that the parish council has no objections to this application.

The following application was reviewed following standard timescale criteria:

48 Vicarage Road, 13/03548/APP – demolition of rear conservatory and single storey extension and replacement with single storey rear extension with lantern roof light.  The parish council received no objections to this application as a result of our neighbour notification scheme.  The application was reviewed at the full council meeting where it was RESOLVED to advise AVDC that the parish council has no objections to this application.

Land at Rushendon Furlong:  It was noted that an outline planning application had been received by the parish council for land at Rushendon Furlong, on the morning of the meeting.  13/03491/AOP.  Cllr Hawkins declared a prejudicial interest in the application and refrained from all discussions.   Comments are due to be returned to AVDC on 31 January 2014.   As the application relates to 40 dwellings, it is likely to be of wider interest in the community.  It was RESOLVED to request Ryden Homes (applicant) attend an evening open meeting to answer any queries by residents.  An extended Neighbour Notification process should include an invitation to the meeting.  The application will also be advertised via the council’s electronic media.  This application will appear on the agenda for discussion at the 30-1-14 meeting.

2)	Decisions:

4 Dover Close, 13/02978/ACL, Application for lawful development certificate for the erection of a single storey rear extension with 3 no. roof lights.   Certificate Granted (PPC tendered no objections).

3)	Other:

Luton Borough Council Development Control Committee Special Meeting, on the expansion plans for Luton airport, took place on 20/12/13.   The matter is ongoing.

143/13	PITSTONE PARISH DEVELOPMENT PLANS

1.	Pitstone Development Area

No formal response has been received from the Parish Charity to the parish council’s offer.  The parish council understands that Bidwells and Kirkby & Diamond are yet to agree a route forward and hold a formal meeting, but are in correspondence.

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

1.	Skate Park

	Unable to progress further without landowners’ permission to install (see above).

2.	Play Space

Huck has promised the revised Tree Root Protection Policy should be with the parish council next week, for onward submission to AVDC to enable discharge of the planning condition.

144/13	PROPERTY ISSUES

1.	Pavilion

Minor updates noted.   One roof tile dislodged and will require repair.  Fence being monitored.

2.	Allotments

It was RESOLVED to keep the overall cost to the tenants the same for the forthcoming year, but to alter the proportions allocated to each party in greater favour of the Pitstone Allotment Association who incur the most frequent costs.   Final figures to be confirmed at the 30 January meeting to enable publication to plot holders in February.

145/13	OTHER ISSUES

1)	Youth Café

a.   Cllrs Blunt & Mattey to report to 30/1/14 meeting about café management structure.

b.	It was RESOLVED that AVYFC could swap PPCs Rock Band equipment for a new Mario Cart Wii game & wheels plus 3 x Xbox remotes (of equal total value).  It was RESOLVED to accept the donation from Cllr Mattey of a Rock Band set of equipment and software.

c.	It was RESOLVED to purchase a dual action sack trolley to replace the old folding sack trolley which has broken.  Approx. cost £70 + VAT.

2)	PPP
The items for inclusion in the next edition of PPP were discussed, including: 100th edition (25 years) feature; leisure development delay; dog fouling stickers and additional editorial.

3)	Standing Orders
It was RESOLVED to adopt the revised standing orders to reflect the new legislation on filming/broadcasting of council meetings.  The Chairman was duly authorised to sign on behalf of the council.

4)	Grass & Hedge Cutting in 2014
Following consideration, it was RESOLVED to accept the quotation from Reg Porter for works in 2014.  Figures quoted remain in line with compensation offered by BCC as part of the paths work.

5)	mVAS
It was RESOLVED to accept the revised SWARCO warranty (providing an additional 4 months cover).  The Chairman was duly authorised to sign on behalf of the council.

The mVAS data for Cheddington Road was considered and noted.    It was RESOLVED to approach BCC TfB to seek approval to relocate the Marsworth Road location closer to the Albion Road junction.

6)	Volunteer of the Year
The nominations for the 2014 Volunteer of the Year were duly considered and a winner identified.   It was RESOLVED to accept the costs associated with the scheme (ie £50 for the winner + framed certificate).

146/13	FINANCIAL ISSUES  

1)	Budget Monitor 2013/14, Budget for 2014/15 and Precept Request
The budget monitor for the period to 31 December 2013 was noted.

It was RESOLVED to accept the budget for 2014/15 which reflects the installation of both the play space and skate park during the financial year.

It was RESOLVED to submit a precept request to AVDC for £75,396.08, the equivalent of £62.00 per band D property (+0.99% from £61.39 last year) on the basis that AVDC provide £4,422.00 as our parish share of the central government grant.   This grant amount has not been finally confirmed by AVDC, nor will they commit to future grants.

2)	Internal Auditor   
It was RESOLVED to appoint Mrs C Brooks as Internal Auditor for 2013/14 (£65 for 3.5 hours plus £12 for any additional hours, zero increase on previous year).

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

147/13	REPORTS 

1)	The clerk provided feedback and advice following the Dangers of Social Media training.
2)	BCC TfB notified of ongoing flooding issues at junction of Westfield Road/Marsworth Road (EAG0720201409-2021) and Rushendon Furlong/Marsworth Road (EAG0749201409-4906).
3)	AVDC confirmed that they would not be issuing bin hangers or bin stickers again in future due to the considerable expense.   Residents were notified via Aylesbury Times and all electronic media.
4)	Other reports in the Clerks report were noted. 
5)	It was RESOLVED to send a card to Rev T Doyle, who retires on 23/2/14 thanking her for everything she has done for our community and wishing her well.

148/13	THE FOLLOWING REMINDERS WERE NOTED

•	AVDC monthly litter picks on approximately 2nd of each month
•	Parish Council meetings: 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: 4/3/14 (Corey Cashman)
•	European and English council elections 22 May 2014 (parish council not due until 2015)
•	LAF meetings: 12/2/14 (Edlesborough)  NB: this is a very import priorities refresh workshop and at least 2 representatives should attend from the parish, 13/5/14, 4/9/14, 26/11/14
•	LCPLG meeting: 15/1/14 – Cllrs Saintey & Hawkins
•	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
•	Lighting of the Paralympic torch for winter games 1/3/14 at Stoke Mandeville Stadium
•	BALC/BCC Parish Liaison meeting 22/1/14 5.30pm

149/13	DATE OF NEXT MEETINGS

	The next meeting of the Parish Council will be held on Thursday 30 January 2014.  The next pavilion committee meeting will be notified in due course.

150/13	CLOSURE OF MEETING

	There being no further business to be transacted, the Chairman closed the meeting at 8.40pm.

Signed:			Date:	30 January 2014
	 Chairman