PITSTONE PARISH COUNCIL
Minutes of the Parish Council Meeting held on 27 February 2014 
In the meeting room at the Memorial Hall, starting at 7.00pm and 
concluding at 9.02pm

167/13	ATTENDANCE AND APOLOGIES
	
PRESENT:  Cllr Saintey (Chair), Cllr Blunt (Vice Chair), Cllr Mrs Arney, Cllr Mrs Stack, 
Cllr Mrs Hawkins and Cllr Ginda.   Clerk: Laurie Eagling.    
5 members of the public in attendance at the start, all of whom departed after the planning item for Cheddington Road.

	It was RESOLVED to accept apologies for absence from: Cllr Mrs Monaghan, Cllr Nicholls and Cllr Mattey due to work commitments and Cllr Richardson on a personal matter.

168/13	QUESTIONS FROM MEMBERS OF THE PUBLIC/PRESS:  

No questions were tabled from the public gallery.

169/13	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 Mrs Arney declared that she resided opposite the planning agenda item for Cheddington Road.

170/13	MINUTES OF THE MEETING held on 30 January 2014

	It was RESOLVED that the draft minutes of the Pitstone Parish Council meeting held on 30 January 2014 were a true and accurate record.  The Chairman was authorised to sign them on behalf of the council.

171/13	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; Installed!   Our oldest ongoing aim has finally been achieved after 6.5 years.
2)	Transport for Bucks current issues: 
(a) The footpath down Cheddington Road - slurry sealing won’t take place until summer 2014 as it requires fair weather.  
(b)  Glebe Close (work first identified in Feb 2012) and Queen Street resurfacing works.  Rob Anderson (new LAT) suggested writing to Cllr A Davies, as she selects the roads within the area, but she’s hoping TfB will identify a different solution eg ‘patch & plane’ as she can only select 2 roads in whole division.   Revered back to TfB. 
(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.  Rob Anderson checking & will arrange works.
(d)  Pitstone gates need repairing and painting (ref: EAG0433201311-3359).  Paul Foot advises that this will be included in next round of works.  Rob Anderson checking & will confirm.
(e)   Arranged for jetting contractor to attend Marsworth Road to clear drains & help prevent further flooding (436587/EAG0720201409-2021/EAG0749201409-4906).   Westfield Road flooding an issue because TW did not install the correct drainage with Phase I of Castlemead – TfB pursuing with TW.
(f) drain reported as blocked and flooding outside 13 Cheddington Road (ref: EAG0938201411-3849 Date updated: 09/02/2014 23:38:49)
(g) trees reported as overgrown 51-55 Crispin Field (ref: EAG1141201401-4109 reported 11/2/14)
3)	Bollards for Yardley Avenue junction
VAHT visited site before Christmas & believe they will be able to assist as they have a Community Safety Fund.   Sending an inspector to scope and price the necessary works and will then advise PPC/TVP.  Chasing an update from Olivia Thomas.
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.   HCC has cost the project at £180-200k leaving a £65-85k deficit.  The parish council is seeking clarification as to how they intend to bridge the gap.   However, HCC say that BCC haven’t even been in touch yet, so clerk trying to get the two parties to talk.
5)	Marsworth-Pitstone footpath:  Marsworth Parish Council expected safety & feasibility audit results before end of February but they have been delayed until March.  Intend to submit a joint (MPC/PPC) bid for NHB funding in September.  PPC resolved to support this initiative.
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 –Stuart Labross has now advised that the turn left signs on the roundabout, along with their cabling, will be replaced.  The central column will also be replaced at the same time, fitted with a double arm bracket with 2 small lanterns.  TfB is investigating whether the column can be a raise-and-lower to help access & maintenance.    The issue of planting/planters/baskets has not yet been resolved but is being investigated.
8)	Castlemead Issues: Issues in hand: replace/repair damaged dog bin by Windsor Road playground and repair of sunken manhole cover in carriageway.  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.   Steve Essam at Transport for Bucks in charge of negotiating highways handover, the clerk has written and outlined all the above.  Mr Essam advises that will be a long negotiation as approx. £500k of works to be undertaken.
9)	Parish map: In progress.  	
10)	Lighting: (a) basketball square: OLS will fix once ground firmer to enable access.
11)	Minute 158/13.1e Car boot sales at the pavilion:  Party in the Park committee will provide more information to the parish council closer to the time.
12)	Minute 158/13.2 Play Space actions: playground inspections booked with Wicksteed.  
M F London employed to check & adjust self-closing gates.
13)	Minute 159/13.6 Bus shelters: installed.
14)	Minute 159/13.9b Daffodil signs: erected.  Frame supports sub-standard and complained to Vistaprint who issued an immediate refund of £15.49 relating to the stands.

172/13	CORRESPONDENCE 

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

It was RESOLVED to write to Kirsten Proctor at National Trust and thank her for the offer of regular reports and occasional attendance at the parish council meeting.   It was noted that NT need to install access for their tenant farmer.  A further copy of our allotment lease was circulated to councillors.  It was RESOLVED to advise National Trust that the council were keen to ensure no loss of allotment provision.  NT will supply more detailed plans once the options have been investigated.

It was RESOLVED that no response was required to the NALC consultation regarding the Local Audit & Accountability Act, Openness of Local Government Bodies Regulations 2014.

It was RESOLVED to accept the associated costs for Cllr Saintey & the Clerk to attend the Community Buildings Annual Forum in Padbury on 21/3/14 (£20).

No councillors wished to attend the DCLG workshop promoting the effective use of Community Rights on 26/3/14.

173/13	PLANNING MATTERS

Following feedback from residents, all planning applications are now posted to the parish council website (to the ‘news’ section as well as within the agenda section), Facebook page and Twitter feed.  This is in addition to the standard neighbour notification program.

1)	Applications: 

a)	Land off Cheddington Road, 13/02942/AOP, application for outline planning permission with all matters reserved except means of access for erection of 5 residential dwellings and associated parking.  The parish council received a significant number of objections as a result of the neighbour notification program.  The application was considered by the full council where it was RESOLVED to advise AVDC that council is opposed on the following grounds:  (i) not compliant to RA14 ie site too large, encroachment into countryside & not sufficiently developed on surrounding sides (ii) concerns re parking & access eg no turning circle or vision splay plus entry onto bend in Cheddington Road  (iii) style, size & volume of properties being out of keeping with immediate neighbourhood eg overdevelopment of site, and no immediate terraced properties.

b)	70 Vicarage Road, 14/00143/HPDE, (householder permitted development), demolition of existing outbuilding and conservatory.  Replacement with the erection of a single storey rear extension, which would extend beyond the rear wall of the original house by 5m, for which the maximum height would be 3m, and for which the height of the eaves would be 3.3m.   AVDC not consulting as it is permitted development.  The details are provided for information only so aware of activity in village.

c)	51 Cheddington Road, 14/00166/APP, two storey and single storey rear extensions and front porch alteration.  The parish council received no objections as a result of the neighbour notification program.  The application was considered at the meeting where it was RESOLVED to advise AVDC that the parish council had no objections.

d)	27 Chequers Lane, 14/00233/ACL, Application for lawful development certificate for proposed single storey side and rear extension.  The parish council has been contacted by an immediately affected resident regarding boundary breach concerns.  It was RESOLVED to advise AVDC that whilst the parish council itself has no objections to this application it would like AVDC to give due consideration to the concerns raised.

8.2	Decisions:
  
a)	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: permitted (PPC tendered no objections but asked for neighbour objection to be taken into account)

b)	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: permitted (PPC tendered no objections)

c)	48 Vicarage Road, 13/03548/APP, demolition rear conservatory and single storey extension and replacement with single storey rear extension with lantern roof light: permitted (PPC tendered no objections)

8.3	Other:

a)	16a Vicarage Road, 09/000110/CON3 & 12/02188/APP, Phillip Dales, Case Officer, AVDC Enforcement advises “I have recently visited the site and can confirm that the works carried out are in accordance with the appeal decisions and that as a consequence the terms of the enforcement notice have been met”.    It was the belief of the council that Mr Dales may have confused this site with that of Mr Hoar and RESOLVED to respond to AVDC offering a site meeting.

b)	Willows Park, Horton Road, Slapton, extension to gypsy site to provide additional 8 pitches approved by AVDC development committee on 30/1/14.

174/13	PROPERTY ISSUES

1.	Pavilion

a)	It was RESOLVED to accept the costs associated with the electrical / emergency lighting / fire alarm checks.
b)	It was RESOLVED to accept the costs associated with the break-down of the water heater (attendance from British Gas and fitting of bracket/lock to gas box).
c)	It was RESOLVED to meet the costs of repairing the junior football goals (new stay bar, net clips etc).  It was RESOLVED to ascertain whether the easy lift wheels were suitable to affix to these quick release goals before granting approval of half the cost (JFC agreed to meet other 50%).
d)	It was noted that Tring Town AFC had attended a site visit and completed their paperwork.   They would like to train at the site once the ground suitably improves and the clerk is waiting for notification from the groundkeeper.
e)	It was noted that Anglian Water had installed a new water meter in the grass verge outside the pavilion.
f)	The application for the new P&ICU <10 side to play at the pavilion for the forthcoming season was considered.   It was RESOLVED to decline this application on the grounds that the junior football pitch was already booked to capacity by the resident junior club.
g)	It was RESOLVED that Envirologistics could utilise the ground again for the 2014/5 season as there was capacity on the adult pitch.
h)	It was RESOLVED to accept the costs associated with replacing 4 dislodged roof tiles.
i)	It was RESOLVED to grant permission to Long Marston Football Club to utilise the ground on a few occasions at the end of the existing season, on condition that the resident P&ICU team were not already due to play a home match.

2.	Allotments
a)	It was RESOLVED to approve the associated costs of repair to the main access gates.
b)	The existing licence to PAA was reviewed by both parties.   PAA advised that they did not wish any changes considered this year.   PPC also RESOLVED that no amendments were necessary.  It was therefore RESOLVED to continue with the existing licence for a further 12 months.

175/13	OTHER ISSUES

1)	Youth Café
The full report was considered and discussed.  It was noted that the parish council was working with LAF to try and identify opportunities for the older age groups.  It was RESOLVED not to try and target specific volunteers but encourage parents of new intake in the summer and the new vicar when they arrive.  The re-issued cheque (AVYFC misplaced) was noted.

2)	100 Year Centenary of World War I
It was noted that the choir already had an event planned and that the British Legion planned to commemorate this with a lunch in September.  It was RESOLVED that rather than host a separate lunch, that the parish council would offer assistance to the British Legion.

3)	Dog Fouling    No further action required at present.

4)	Annual Assembly
The draft agenda was approved.  The cinema club & computer club to be discussed under Chairman’s annual report.  No update on planning until clearer guidance from AVDC.   Confirm with Dave Short if bringing a bat, otherwise contact Lawrence Trowbridge.

5)	Rev Tracey Doyle
It was RESOLVED to approve a contribution of up to £100 towards the leaving event hall hire for the community vicar.

6)	MVAS on Marsworth Road
BCC approved an additional site on Marsworth Road by the Albion Road junction.    No negative feedback has been received from the properties affected.  It was RESOLVED to make further enquiries about how J Leonard was hoping to obtain a ground screw and award the work to J Leonard assuming the parts can be obtained.

7)	
Anglian Water First Time Mains Sewerage
It was noted that Anglian Water intend to supply First Time Mains Sewerage to properties at the end of Cheddington Road and Wellington Place.  The properties have all been informed, as have the neighbouring parish councils.  The timeframe has yet to be determined but should fall within the next 5 year tranche which will be determined next year.

8)	Forest Stewardship Council assessment of forest management by The National Trust
It was RESOLVED to respond to the questionnaire supplied.

9)	Publication Scheme
The annual review of the content and costs associated with the above was carried out.  It was RESOLVED to continue as present, with the changes already included during the course of the year, with no further amendments.

10)	BCC Consultation on changes in Home-to-School Transport
The parish council has publicised this consultation on its web site, Facebook page and Twitter account.  Brookmead School has also encouraged parents to respond to this consultation.  County & District Councillor Avril Davies was already involved in the issue.  It was therefore RESOLVED that no dedicated response was required from the parish council.

11)	NHS Litigation Authority / Pharmacy Hearing
The outcome of the pharmacy hearing was noted ie that the JTH application should be granted and their appeal allowed, and the appeals by Day Lewis & Rothschild should be dismissed.   One more application remains to be determined – the application ‘offering unforeseen benefits at Little Rothschild House Surgery’.   It will then be the responsibility of NHS England to determine the impact upon existing surgery dispensing rights.

12)	Street Lighting – 45 Crispin Field
It was RESOLVED to meet the cost of a replacement lantern for the light outside 45 Crispin Field which has caused continual problems for the last month.   Cllr Ginda to prepare a summary of our inventory for this type of now discontinued lantern for the next meeting.

176/13	PITSTONE PARISH DEVELOPMENT PLANS

1)	Pitstone Development Area
No further progress to report.  Still awaiting news from the landowners.

2)	Leisure Development (funded from S106, grants and parish council funds)
a)	Skate Park: 
	Unable to progress further without landowners’ permission to install.
b)	Play Space
The parish council received the tree report from Huck and has applied to AVDC for discharge of the planning conditions relating to tree protection and ground restoration.  AVDC acknowledged receipt and anticipate responding to PPC by 14/4/14.

177/13	PITSTONE RECREATION GROUND CHARITY AND PITSTONE PARISH CHARITY

1)	Pitstone Recreation Ground Charity
a)	It was RESOLVED to approve the request from the Recreation Ground Charity to release a £1,000.00 grant to Ivinghoe & Pitstone United Cricket Club towards work carried out on the cricket pitch.
b)	It was RESOLVED to approve the request from the Recreation Ground Charity to accept the quotation from J Leonard Ltd to clear the drainage ditch to prevent further flooding of the recreation ground.

2)	Pitstone Parish Charity
The update from Pitstone Parish Charity was noted.

3)	Custodian Trustees
The roles & responsibilities of Custodian Trustees were discussed.   Cllr Mattey to consider replacing Cllr Saintey as the representative on the Memorial Hall Committee.

178/13	FINANCIAL ISSUES  

1)	Financial Position & Payments
The council 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.   

179/13	REPORTS 

1)	LAF priorities workshop was postponed and the council is waiting for a new date to be arranged.
2)	Just 20 children attending the skate park during the February half term hire.   It was RESOLVED to hire the skate park again on one occasion during the Easter school holidays.
3)	Large pothole on Glebe Close reported (61020) and fixed already.
4)	Large pothole on Westfield Road reported to Taylor Wimpey with another reminder about the sunken drain. 
5)	Requested gully jetting of drains at Marsworth Road/Vicarage Road roundabout junction to prevent further flooding.
6)	The mVAS data for Vicarage Road was considered.
7)	Other reports in the Clerks report were noted. 

180/13	THE FOLLOWING REMINDERS WERE NOTED

•	AVDC monthly litter picks/street cleanse on approximately 2nd of each month
•	AVDC ‘meet the cabinet’ event 25/6/14 from 6.30pm with stands/networking from 5.30pm
•	Parish Council meetings: 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.  
•	Pitstone pavilion committee meeting: Monday 17/3/14.
•	Aylesbury Vale Transport Users Group meetings (Corey Cashman): 4/3/14, 3/6/14, 9/9/14, 2/12/14
•	European and English council elections 22/5/2014 (parish council not due until 2015)
•	LAF meetings: 13/5/14, 4/9/14, 26/11/14
•	Play around the Parish sessions booked for 10am-12 noon 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
•	100 Year Centenary of WWI (28/7/1914 start of war, 4/8/1914 England declared war) & British Legion lunch in September at Pitstone hall (Margaret Johnson)
•	BMKALC Accounts & Finance training 5/3/14 – Clerk
•	Internal audit: 14/5/14
•	BCC TfB “Think Community” conference for Chairmen & Clerks on 7/3/14 – Cllr Saintey & Clerk
•	Playground inspections booked for 30/4/14
•	Community Buildings Annual Forum 21/3/14 in Padbury – Cllr Saintey & the clerk

181/13	DATE OF NEXT MEETINGS

	The next meeting of the Parish Council will be held on Thursday 27 March 2014.  Councillors requested no items for the agenda.  The next pavilion committee meeting will be on 17/3/14.

182/13	CLOSURE OF MEETING

	There being no further business to be transacted, the Chairman closed the meeting at 9.02pm.

Signed:			Date:	27 March 2014
	 Chairman