PITSTONE PARISH COUNCIL
Minutes of the Parish Council Meeting held on 24 April 2014 
In the meeting room at the Memorial Hall, starting at 7.00pm and 
concluding at 9.45pm

1/14	ATTENDANCE AND APOLOGIES
	
PRESENT:  Cllr Saintey (Chair), Cllr Blunt (Vice Chair), Cllr Mrs Arney, Cllr Mrs Stack, 
Cllr Mrs Hawkins, Cllr Nicholls and Cllr Ginda.   
Clerk: Laurie Eagling.    
1 members of the public (Mrs Sue Gregory) in attendance throughout.   Keith Steers, Community First Responder, in attendance for defibrillator discussion.
APOLOGIES:  Cllr Richardson (work commitment), Cllr Mattey (work commitment).

2/14	NEIGHBOURHOOD ACTION GROUP – PCSO P Boston:

Cllr Stack provided an update on the 2 incidents of anti-social behaviour at the allotments.
During the last 6 months in Pitstone: 2 thefts from vehicles in Castlemead, 1 fraud in Yardley Avenue, 2 theft of cabling from phone mast by railway-bridge and 2 incidents of criminal damage.  Our policing area currently at full force.

3/14	QUESTIONS FROM MEMBERS OF THE PUBLIC/PRESS:  

No questions were tabled from the public gallery.    

4/14	DECLARATIONS OF INTEREST:  

•	All councillors have an interest in the charity actions as the council as a corporate body is trustee of the Recreation Ground Charity and Pitstone Parish Charity. 
•	Cllr Mrs Hawkins declared a pecuniary interest in planning application 13/03491/AOP and abstained from any discussion on the matter. 

5/14	MINUTES OF THE MEETING held on 27 March 2014

	It was RESOLVED that the draft minutes of the Pitstone Parish Council meeting held on 27 March 2014 were a true and accurate record.  The Chairman was authorised to sign them on behalf of the council.

6/14	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)	Transport for Bucks current issues: 
(b)  Glebe Close – complete (c) drop curb at canal bridge end of footpath to Cheddington now marked out, scheduled with ‘Capital Maintenance’ for Summer  (d)  Pitstone gates need repairing and painting (ref: EAG0433201311-3359).  (e)   Arranged for jetting contractor to attend Marsworth Road to clear drains & help prevent further flooding (436587/EAG0720201409-2021/EAG0749201409-4906) – partially done.   (f) Westfield Road flooding an issue because TW did not install the correct drainage with Phase I of Castlemead – TfB pursuing with TW and booking some remedial works themselves to connect to a mains drain instead of soak away. (g) Village gate off frame along Vicarage Road (453799) – temporary fix done by TfB whilst waiting for right gang. (h) Vicarage Road/Meadow Lane 10 x CAT 2 potholes to be treated by Find & Fix crew.
2)	Bollards for Yardley Avenue junction
Olivia Thomas advised on 20/3/14 that she was waiting to hear whether her application had been approved or not, and would come back to the parish council with an update as soon as she had been informed of the outcome.
3)	Northfield Road Cycle/Pedestrian Path: actual sum = £115,716.65.   HCC has costed the project at £180-200k leaving a £65-85k deficit, this excludes land acquisition costs.  HCC has not confirmed how they intend to bridge the gap.   Matthew Robins, Solicitor for BCC, has confirmed that the agreement has now been drawn up and sent off to HCC for signature.  He will write again once they’ve received it back and funds transferred.
4)	Marsworth-Pitstone footpath:  MPC intend to submit a joint (MPC/PPC) bid for NHB funding in September.  PPC resolved to support this initiative.  Marsworth PC has supplied a copy of the safety audit to Pitstone Parish for consideration.  The parish council agreed to respond to Marsworth that we are still keen to progress the path and look forward to receiving notification of the updated project costs that take into account the necessary amendments to comply with the safety audit.
5)	Mounds of top soil at allotments: Completed 10/4/14.
6)	Roundabout –Stuart Labross advises that column in now in stock but waiting for decision on bracket type and for winter backlog to clear.   Will supply update when available.
7)	Castlemead Issues: Issues supposedly in hand: Taylor Wimpey still haven’t replaced the damaged dog bin by the Windsor Road playground.  The clerk is seeking written confirmation that they will fully reimburse the parish council if we arrange the replacement.  Neither has the repair of the sunken manhole cover in carriageway been rectified.  Issues that can’t be resolved until highways adopted by BCC: bus shelters, mVAS, street light maintenance.   Issues that should be resolved when highways brought up to adoptable standard: cycle path signage, road markings.  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 (some sort of work being carried out in this road at present).   Steve Essam at Transport for Bucks in charge of negotiating highways handover, so the clerk has written and outlined all the above.
8)	Parish map: In progress.  	
9)	Lighting: (a) basketball square: OLS will fix once ground firmer to enable access.
10)	Minute 175/13.12 – LED lantern for 45 Crispin Field: First unit that arrived was faulty so replacement still on order.  Also waiting for update on how many other units within our portfolio the same situation may apply to.
11)	Minute 172/13 – NT access by allotment site: no further information has been submitted by National Trust for the parish council to consider.
12)	Minute 192/13.5 – mVAS for Marsworth Road: awaiting installation date from JPCS
13)	Castlemead Post Box:  Royal Mail asked the parish council to re-apply upon completion of the estate.  Another application has been submitted and is being assessed, however it is borderline.  Royal Mail won’t grant permission for an additional unit within 0.5 miles of an existing box and both The Crescent and Church Road are within this distance for a large proportion of the estate.   Royal Mail attending site w/c 28/4/14 to agree a potential location.
14)	VAHT tree debris:  VAHT confirmed that the tree debris in the Yardley Avenue surgery car park and the BOAT between Grange Road and Queen Street was not deposited by their contractors.   They will, however, arrange the removal of the material left of their property.

7/14	CORRESPONDENCE 

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

8/14	PLANNING MATTERS

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)	99 Crispin Field, 14/00488/APP, two storey and single storey rear extension and insertion of 12 roof lights.  Conversion of roof space over garage and conversion of loft into habitable accommodation.  No objections were received from other residents as a result of the publicity.  After consideration of the application, the parish council RESOLVED to advise AVDC that they had no objection to the application.
b)	Orchard Farm, Cheddington Road, 14/00731/ALB, formation of new internal opening to landing from stairwell at first floor level, infill existing opening and move top 3 stairs.  No objections were received from other residents as a result of the publicity.  After consideration of the application, the parish council RESOLVED to advise AVDC that they had no objection to the application.

2)	Decisions:  

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: Refused (PPC opposed)
b)	27 Chequers Lane, 14/00233/ACL, lawful development certificate for proposed single storey side and rear extension: Certificate issued, permitted development (PPC tendered no objection, but asked that comments of neighbour be considered)
c)	51 Cheddington Road, 14/00166/APP, 2 storey and single storey rear extensions and front porch alteration: Approved (PPC tendered no objections)
d)	82 Vicarage Road, 14/00423/APP, demolition of existing side extension and replacement with two storey side extension and replacement single storey rear extension (amendment to planning permission 13/01560/APP): Approved (PPC tendered no objections).

3)	Other:

a)	VALP: Consultation on the scope of the new plan
The content and scope (retail, leisure, employment, infrastructure, housing, green belt, tourism etc) of the consultation were noted, along with the information that all previously notified development sites must be re-submitted under the new ‘call for sites’.     It was RESOLVED that the parish council would submit a response.   Draft to be circulated for approval.
b)	Land to the Rear of Glebe Close & Rushendon Furlong, 13/03491/AOP, application for outline planning permission with all matters reserved except means of access for the erection of 40 residential dwellings together with new access, associated parking, on-site play area and informal open space and attenuation pond.  AVDC advise that this is likely to be referred to Strategic Development Committee meeting for consideration but that they are waiting for some issues to be resolved by the developer, so no date has been set.   Possibly 30 May or 18 June tbc.
c)	The report received from AVDC following their review of officer delegated powers & attendance at planning committee meetings was noted.   AVDC intend to continue with the new procedures, without any further amendment.

9/14	PROPERTY ISSUES

1)	Pavilion

i.	Update from Pavilion Committee Meeting and implications for future sports development at the pavilion and on recreation ground in Pitstone

At the committee meeting both I&P United Cricket Club and the I&P Junior Football Club had informed the parish council that they had regrettably not been able to find a way to support a business case to lease extra land from the Towns Land Charity to extend and redevelop the pavilion site.   Long term ownership and development of the site will therefore remain with the parish council.

I&PUCC therefore determined that they wish to remain using the recreation ground as their home site.   Their ideal scenario would be to: relocate and rotate the cricket square to improve health & safety (which will impact upon the senior football pitch),  install a water supply to the square, house a dedicated wooden cricket pavilion on recreation ground or have dedicated sports space at the hall to avoid clashes with weddings etc.   These issues will also be raised with the Recreation Ground Charity.

	The ideal scenario for JFC would be for the parish council to purchase an extra 2 acres of space from the Towns Land Trust so all junior football could be housed on site but recognised this may not be feasible.   It was suggested that the pavilion could be knocked down to reduce financial ongoing costs but this would mean no senior football could be played at the site at all.   Desire the installation of smaller 3G floodlit pitch for training.

	The groundkeeper believes a greater revenue stream could be generated by a larger 4G pitch, which could be split into 2 if required at hire times, doubling income capacity.   All artificial surfaces reduce ongoing maintenance costs (4G more than 3G) but are obviously very expensive to install.  Groundkeeper believes junior matches can be played on artificial surface but JFC would prefer to keep a grass pitch.

A subsequent meeting was held with P&IUFC (seniors) who were not present at the committee meeting.  3 options could be considered if PPC support the request of the cricket club to relocate the square:

i.	Move pitch 1.5m towards play space.  PPC would need to assess impact on Skate Park etc.
ii.	Reduce pitch by 1m each side.
iii.	To remove football from the recreation ground altogether and make the pavilion the sole location for football.  They would need the following as a minimum to meet their current league requirements: 
bigger pitch, barrier round pitch with hard surface path outside, ball stop netting to 3 sides of site, 2 dug outs & technical areas, covered accommodation for 100 people. 

	It was RESOLVED to set up a separate meeting to commence working through all the issues and options.

At conclusion of the council meeting, Mrs Gregory who is a member of the Memorial Hall Committee, urged the parish council to give due consideration to supporting the proposed extension to the front of the memorial hall which could be also be utilised by the cricket club and the wider community.

i.	Given the work that now needs to be undertaken to determine the future development of the pavilion site, it was RESOLVED to accept the recommendation of the Pavilion Committee council members and retain Hire Rates for 2014/15 season at the same levels as the 2014/14 season.  These are still competitive in the market.
ii.	The proposed car boot sales by Party in the Park Committee are unlikely to take place as the cost of the stand-alone public liability insurance and signage were looking too high.
iii.	It was RESOLVED to accept the quotation from Ardenoak Fire to service Fire Equipment at pavilion at the same rates as the previous two years ie £10 service charge, £2 per extinguisher & £1 per blanket.

2.	Allotments
It was noted that the weather and soil conditions had improved during the month which enabled the removal of the mounds of top soil, previously resolved by the council.   The soil has been relocated to the old allotment site, as per the agreement, but close to the track as the ground was too soft to relocate close to the tree line.

This revealed enough space for Pitstone Allotment Association to prepare four new quarter sized allotment plots (previously only estimated 2-3) which have been offered to the next few potential tenants on the waiting list.   This reduces the waiting list to 2 new tenants, 3 current residents that would like bigger plots and 2 residents that have deferred their request to 2015 for personal reasons.  

It was RESOLVED to approve the transfer of the annual subscriptions for these 4 additional tenants, collected on behalf of Pitstone Allotment Association, to PAA. 

3.	Play & Open Space
a)	The annual playground inspection reports produced by Wicksteed Leisure were considered.  It was RESOLVED to commission Wicksteed Leisure to undertake the work recommended for the Windsor Road site ie painting & replacement swing chains, and to commission further signage from Signs Realm.   It was RESOLVED to monitor the Bo Peep slats, cradle swing chains & turnstile bearing for a while, in the hope that the new play space project will be able to re-commence shortly.   It was RESOLVED not to replace the caps on the spring mobiles at Hever Close.
b)	It was RESOLVED to include the DDA bi-annual consultation with the residents in the next edition of PPP.

10/14	PITSTONE RECREATION GROUND CHARITY ISSUES

1)	The Recreation Ground Charity meeting had been delayed, so no issues were presented for approval.

11/14	OTHER ISSUES

1)	Annual Assembly
Final arrangements were put in place for the Annual Assembly, and associated cheques for Volunteer of the Year and the bat presentation by National Trust (previously resolved) were presented for signature.

2)	Youth Café
It was RESOLVED that to cancel the normal youth café session on 24 July and hold a Registration Event for the year 6 children / parents at 6.30pm at the hall instead, providing them with info about the café, completion of forms, and sign up to the rota.   Following the new joiner session, there would be a thank you session for the existing volunteers.

It was RESOLVED to fund the craft sessions for the forthcoming term, at a cost of approximately £60.00 but to request that the young people are charged a nominal fee (eg £2) to join in with the more expensive ones eg T-Shirt designing. 

3)	BALC/NALC/LCR
It was RESOLVED to renew the annual membership to the above bodies at a cost of £412.96.

4)	Parish Path Clearance Scheme
It was RESOLVED that the parish council was not happy to enter into the legal agreement provided by BCC in its current form.   The parish council to advise BCC that they do not propose to undertake any work on BCC behalf this year, but to invite them to come and speak to the parish council if they wish to work together to resolve the issues.

5)	Defibrillators
The position of the two local surgeries was noted.   It was also noted that a presentation by South Central Ambulance Service would take place at the 26 June parish council meeting.   

Keith Steers, Community First Responder, attended the council meeting to explain about the First Responder role and demonstrate the extent of the equipment and the training received by First Responders and the situations they were trained to deal with.   Given that the ambulance response time to Pitstone is approximately 20 minutes, it was felt that these volunteers could make a real difference to the immediate care for residents of the village.  The parish council was delighted to note that a second volunteer is now fully trained, Mr Jonathan Horn, but disappointed to note that SCAS could only provide one kit between the two volunteers which meant that Responders weren’t always on call when they could be because the necessary equipment wasn’t available.   It was RESOLVED that the parish council would fund the purchase of a second kit, at a cost of £2,565, for the sole use of the second Community First Responder in Pitstone to enable better lifesaving coverage.   It was noted that a third resident was considering volunteering and the parish council suggested to Mr Steers that they approach the Pitstone Town Lands Trust for funding for an additional kit for this person if/when they qualify.

6)	Footway Budget
Cllr A Davies had requested a nomination for footpath works in the parish.  As the deadline had been ahead of the council meeting, all councillors had been consulted electronically.   It had been RESOLVED to submit a request relating to the stretch of Vicarage Road from Rowland Close up to 124 Vicarage Road.

7)	Employment Issues:

a)	Election to fill vacancy of Parish Councillor
AVDC had advised that no bi-election was required.   One applicant had subsequently withdrawn their application.   It was RESOLVED to appoint Mr Brian Brooks to fill the vacancy for Parish Councillor.  Mr Brooks has previously assisted the parish council with other project work and will be an excellent addition to the team.
b)	It was noted that the 2013/14 payroll had been closed with all necessary submissions made to HMRC and the employees.   The 2014/15 payroll records have been created.
 
12/14	PITSTONE PARISH DEVELOPMENT PLANS

1)	Pitstone Parish Charity
The Parish Charity is still in negotiation with the private landowner.  There is no further progress update for the parish council at this point in time.

2)	Leisure Development (funded from S106, grants and parish council funds)
a)	Skate Park: 
It was reconsidered whether the parish council could undertake the procurement for the skate park parallel to the land resolution discussions being held by the Parish Charity in the hope that this would enable a quicker overall delivery timescale.  However, as the Parish Charity withdrew permission for any leisure equipment to be installed there and the future of the land is as yet undetermined due to the negotiations with the landowner, that this wasn’t viable as the parish council may not be in a position to implement the final bid.
b)	Play Space
AVDC have not responded by their anticipated 14/4/14 deadline.  If they do not respond within 28 days of that date ie by 12/5/14, then the parish council is entitled to a refund of the associated fee.

13/14	FINANCIAL ISSUES  

1)	Grant & Donation Requests:
It was RESOLVED to approve the requested donation of £15 to AVALC.

2)	Internal Audit Quotations:
A number of alternative quotations were considered.  It was RESOLVED to enter into further discussion / appoint Internal Audit Compliance, a subsidiary of DCK Beavers for the financial year 2014/15.

3)	Year End Accounting:
a)	Bonus Saver PPP Account
The treatment of PPP advertising revenues was considered.  It was RESOLVED to leave the funds in the PPP Bonus Saver rather than transfer these back to the current account to maximise on interest and quarterly bonus opportunities.   There is sufficient funds in the current account.
b)	Bonus Saver S106 Account
It was RESOLVED to continue with the previous resolution to attribute all income received by the pavilion towards the running costs of the site eg utilities, staff, maintenance etc with any surplus income used to help offset the S106 grounds maintenance and prolong the life of these funds.
It was RESOLVED to transfer £920.63 relating to Castlemead play space expenditure and £7,450.56 relating to pavilion expenditure (ie a total of £8,371.19) from the Bonus Saver S106 account to the current account to counter balance expenditure already incurred by the parish council.
c)	Council considered the year end position vs budget.  The very frustrating year has resulted in many delayed projects and therefore less expenditure.  No particular concerns to note.
d)	Council considered the first drafts of the year end Accounting Statement, Explanation of Variances and Notes to Accounts.  Any further comments to be submitted to the clerk within 7 days.  All reports will be subject to internal audit on 14/5/14.

4)	Repeal of Section 150(5) of Local Government Act 1972
a)	It was RESOLVED that the parish council wished to open an internet banking account with Unity Trust Bank for everyday banking needs, as this would now be permitted following the above repeal.   Unity Trust offer more secure, and multiple signatory, services on their on-line banking which the High Street banks can’t replicate.   
b)	It was RESOLVED to retain a balance at NatWest and to retain the two Bonus Saver accounts at NatWest for the time being, until the council gained a working knowledge of Unity Trust.
c)	Draft financial regulations that would comply with the amended legislation and proposed banking changes to be drawn up.

5)	The quarterly VAT return was noted.  HMRC to refund PPC £1,095.31

6)	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, debtor, creditor and year-end financial reconciliation/summary information was noted.   

7)	The regular internal controls were conducted with no amendments requested or issues arising.

14/14	REPORTS 

1)	The feedback from the portable skate park and Play around the Parishes visits was noted.
2)	Cllrs Arney and Ginda provided feedback on the LAF Priorities Workshop on 23/4/14 – youth, foot/cycle paths, speeding and library had all been decided as LAF priorities for the coming years which reflected the key concerns for the parish.
3)	Other reports in the Clerks report were noted. 

15/14	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: 29/5/14, 26/6/14, 31/7/14, 21/8/14 (moved from 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. 
•	Aylesbury Vale Transport Users Group meetings (Corey Cashman): 3/6/14, 9/9/14, 2/12/14
•	European and English council elections 22 May 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 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 (revised) in 2014: 3-5/5/14, 9-11/8/14, 16-18/8/14, 23-26/8/14, 24-29/12/14, 14-16/2/15, 21-23/2/15, 3-7/4/15.   http://www.londonmidland.com/your-journey/journey-planning/watford/
•	100 Year Centenary of WWI (28 July 1914 start of war, 4 August 1914 England declared war).  British Legion WWI lunch in September at Pitstone hall, details tbc by Margaret Johnson.
•	Internal audit: 14/5/14
•	Skate Park booked 28/5/14 1-4pm.

16/14	DATE OF NEXT MEETINGS

The Annual Parish Assembly takes place on Tuesday 13 May 2014.

The next meeting of the Parish Council will be held on Thursday 29 May 2014.  The following issues were considered for the agenda:

•	Party in the Park wish to apply for a grant for £1,000 towards the cost of the stage.

17/14	CLOSURE OF MEETING

	There being no further business to be transacted, the Chairman closed the meeting at 9.45pm.

Signed:			Date:	29 May 2014
	 Chairman