PITSTONE PARISH COUNCIL
Minutes of the Parish Council Meeting held on 27 March 2014 
In the meeting room at the Memorial Hall, starting at 7.00pm and 
concluding at 8.45pm

183/13	ATTENDANCE AND APOLOGIES
	
PRESENT:  Cllr Saintey (Chair), Cllr Blunt (Vice Chair), Cllr Mrs Arney, Cllr Mrs Stack, 
Cllr Mrs Hawkins, Cllr Mrs Monaghan (part), Cllr Nicholls, Cllr Mattey, Cllr Richardson and 
Cllr Ginda.   
Clerk: Laurie Eagling.    
1 members of the public in attendance throughout.

184/13	RESIGNATION BY CLLR MONAGHAN
It was noted that with regret, the parish council had accepted the written resignation from 
Councillor Monaghan.   Cllr Monaghan was thanked for all her efforts on behalf of the council and the community throughout her term of office.  She will be sadly missed.  The Monitoring Officer has been notified that the vacancy has arisen and the post has been advertised both electronically and on the village notice-boards.   AVDC will notify after 14/4/14 if the parish council is able to co-opt or if a by-election has been called.  Applicants have been asked to contact the clerk before 14 April 2014 if they are interested in joining the parish council.   
Mrs Monaghan then left the meeting.

185/13	QUESTIONS FROM MEMBERS OF THE PUBLIC/PRESS:  

No questions were tabled from the public gallery.

186/13	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 Hawkins declared a pecuniary interest in planning application 13/03491/AOP and abstained from any discussion on the matter. 
•	Cllrs Stack and Arney declared an interest in the grant application from Pitstone Church as they are both on the committee.  Neither councillor took part in the vote on the resolution.
•	Cllr Arney declared an interest in the grant application for Beacon Villages Community Library as she is a member of the committee.  Cllr Arney did not take part in the vote on the resolution.

187/13	MINUTES OF THE MEETING held on 27 February 2014

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

188/13	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)	Transport for Bucks current issues: 
(a) The footpath down Cheddington Road – work now completed.  
(b)  Glebe Close (work first identified in Feb 2012) repair/resurfacing works – Rob Anderson scheduling with ‘Find and Fix’ crew in first instance and hopes work will commence in April.
(c) No drop curb at canal bridge end of footpath to Cheddington so mobility scooter having to use highway (ref: EAG0549201309-4910).  Rob Anderson scheduling with ‘Capital Maintenance’ crew who currently have a backlog, so not anticipated to happen until Summer/Autumn.
(d)  Pitstone gates need repairing and painting (ref: EAG0433201311-3359).  Vicarage Road gate came off frame & Rob Anderson arranged a temporary fix.
(e)   Arranged for jetting contractor to attend Marsworth Road to clear drains & help prevent further flooding (436587/EAG0720201409-2021/EAG0749201409-4906).   (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.
2)	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.  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.   John Rippon confirmed on 13/3/14 that a legal agreement was going to be necessary & this is being drafted by Fiona in legal.  Graham Smith in Highways is chasing through.  John Rippon is back in hospital for further treatment for next 3 weeks.   He hopes the funds will be transferred by the end of April.  Unsurprisingly, from correspondence he has received from HCC, they do not intend to include the works within their capital program until at least 2015/16.
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 have the results of the safety audit for discussion at their April meeting and will advise PPC thereafter.
5)	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.
6)	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.    No further update from TfB since Feb despite chasing.
7)	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, 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 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.  The clerk has chased this information but Mark Roberts advises that they won’t be in a position to supply all the details until the April meeting, which leaves a tight deadline if they hope to hold the first event mid-May.
11)	Minute 175/13.12 – LED lantern for 45 Crispin Field: on order.  Also waiting for update on how many other units within our portfolio the same situation may apply to.
12)	Minute 172/13 – NT access by allotment site: no further information has been submitted by National Trust for the parish council to consider.

189/13	CORRESPONDENCE 

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

190/13	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)	82 Vicarage Road, 14/00423/APP, Demolition of existing side extension and replacement with two storey side extension and replacement single store rear extension (amendment to planning permission 13/01560/APP).  No objections had been received from members of the public.  It was RESOLVED to advise AVDC that the parish council has no objection to this application.
b)	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 a bay window.   No objections had been received from members of the public.  It was RESOLVED to advise AVDC that the parish council has no objection to this application.
c)	22 Vicarage Road, 14/00634/APP, single storey rear extension.   No objections had been received from members of the public.  It was RESOLVED to advise AVDC that the parish council has no objection to this application.
2)	Decisions:  

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)

3)	Other:

a)	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.  Minor amended plans circulated by AVDC.  Not consulting.  For information only.      Please also note that AVDC advise that this application is likely to be referred to Strategic Development Committee, despite being under 50 houses, as an ‘exception’ in light of the implications arising from the withdrawal of the VAP.   This is not expected to take place until the end of April at the earliest.

b)	16a Vicarage Road, 09/000110/CON3 & 12/02188/APP, does indeed comply with the terms of the planning inspectorate report.  The close boarded fence has been moved back in line with that at number 18 and is situated down the mound.  The planting, as eventual screening, has indeed been carried out on land owned by the resident.

c)	Vale of Aylesbury Plan Update – newsletter provided by AVDC and circulated to all councillors.   AVDC will start work on new plan shortly, with anticipated adoption date in 2016.

d)	Two planning applications received on date of meeting and will appear on next agenda – 99 Crispin Field and Orchard Farm.

191/13	PROPERTY ISSUES

1.	Pavilion

a)	It was noted that AVDC had set the business rate charge at zero for a further year. 
b)	It was RESOLVED to accept the draft update of the Health & Safety Risk Assessment.    The chairman was duly authorised to sign on behalf of the council.
c)	It was noted that Safran has hired the pavilion car park to alleviate parking problems along Westfield Road whilst their IT system is replaced. 
d)	It was RESOLVED to purchase a set of easy lift wheels for the free standing goals at the pavilion.  JFC has agreed to pay 50% (£223) and PPC resolved to meet the remainder of the cost.   
e)	It was noted that the pavilion committee and rate review meetings had been postponed until 31/3/14.  An update will be circulated after the meeting.
f)	It was noted that no update was available from the Party in the Park committee about the proposed car boot sales.  This will appear on the April agenda.

2.	Allotments
It was RESOLVED to approve the transfer of the annual subscriptions collected on behalf of Pitstone Allotment Association, to PAA. 

3.	BCC Land at The Crescent
It was RESOLVED to acknowledge the changes to the land boundaries of the land owned by BCC near The Crescent to show a fence they had granted permission to be erected.   The Clerk was granted permission to sign on behalf of the council.  

4.	Play & Open Space
a)	It was RESOLVED to ask J Groom & Sons to infill the dip at the end of the kicking wall safety matting & a further one by the basketball court.
b)	It was noted that a camp & damage to a tree had been identified within the neighbouring tree plantation and a letter of notification is to be sent to the land owner.
c)	It was noted that Wicksteed had pulled forward the playground inspections to 27/3/14.  The report will be circulated once available.

192/13	OTHER ISSUES

1)	It was RESOLVED to enter the Best Kept Village competition again this year (£15).  Judging takes place in June.

2)	It was RESOLVED to postpone the next edition of PPP so that the annual report and coverage of the annual assembly could be included.   Articles were discussed.

3)	It was RESOLVED to hire the skate park on one occasion in the May half term (£60ph x 3hrs).   It was also noted that AVYFC were now able to supply the Easter booking free-of-charge following some grant funding from other levels of government.

4)	The draft agenda for the Annual Assembly was approved and duly signed by the Chairman.  It was RESOLVED to meet the associated costs of £40 for the talk about bats. 

5)	As there are no alternative suppliers, it was RESOLVED to commission JPCS to install the additional ground-screw along Marsworth Road for the mVAS (£176 + VAT).   Council reviewed the latest mVAS statistics for Cheddington Road.

6)	Employment Issues:

a)	It was noted that parish councils were not allowed to claim the HMRC NI Employment Allowance.
b)	It was noted that the annual appraisal for the Clerk had been carried out on 18/3/14.
c)	It was RESOLVED to permit the contracted annual grade increase for the Clerk, an increase of 40.7pph to grade SCP32.
d)	It was RESOLVED to pay the clerk 22.25hours of overtime for the period from October 2013-March 2014.  To be processed within the April payroll.
e)	It was RESOLVED to retain the existing telephony arrangements for the council.
f)	It was noted that the end of year payroll submission to HMRC had taken place.  Due to RTI, no P35s or P14s required this year.   P60s and P11Ds to be completed in April.
g)	It was RESOLVED to ask Mr Deeley to litter pick the recreation ground during
Mr Graves holiday period, and meet the associated costs.

7)	It was RESOLVED that no submission would be made to the Boundary Commission Review for Aylesbury Vale.

8)	It was RESOLVED to renew the annual subscription to SLCC (£147)
 
193/13	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
AVDC not due to respond to application to discharge planning conditions until 14/4/14.

194/13	FINANCIAL ISSUES  

1)	It was RESOLVED to approve the Chairman’s Expenses for the year to March 2014.

2)	Grant Requests:

a)	It was RESOLVED to approve a grant of £396 to Pitstone Church Committee towards new signage to promote the annual festival, their biggest fundraising event of the year.
b)	It was RESOLVED to approve a grant of £2,250 to Beacon Villages Community Library to help with their running costs in their second year of independence from BCC.

3)	Accounts & Finance Training
a)	It was RESOLVED not to out-source payroll functions.  Council is happy with existing arrangements for double checking payroll expenditure and this would be reviewed when considering electronic banking.
b)	It was RESOLVED to obtain 2/3 quotations from parish council finance specialists for Internal Audit functions.
c)	Other points in briefing noted.

4)	Repeal of Section 150(5) of Local Government Act 1972
a)	It was RESOLVED that the parish council would be interested in moving to electronic banking, now that this is permitted following the above repeal.
b)	The services offered by NatWest Bank and Unity Trust Bank were considered and it was felt that the on-line authorisation function offered by Unity Trust would be appealing.   The clerk to investigate further.
c)	Draft financial regulations that would comply with the amended legislation were considered.   These will be refined further once the banking arrangements have been established.

5)	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.   
6)	Council reviewed the top-line year-end financial performance.   A more detailed report will be circulated once the bank statements are available in April.
7)	The bi-monthly and quarterly internal controls were conducted with no amendments requested or issues arising.

195/13	REPORTS 

1)	Feedback previously circulated by Cllr Saintey & Clerk on the TfB Think Community Conference.  Less funds to repair highways in 2014/15 than in previous year.
2)	Feedback previously circulated by Cllr Saintey & Clerk on CIB Community Buildings Forum.  
a.	It was RESOLVED that the council was happy to loan it’s Smart water DNA marking kit to the Memorial Hall if they wished to utilise it.   
b.	It was RESOLVED to arrange a talk about defibrillators at a future parish council meeting by the South Central Ambulance Service.  It was also RESOLVED to continue pushing for more Community First Responder volunteers.
3)	Other reports in the Clerks report were noted. 

196/13	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: 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 31/3/14.
•	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: 23/4/14 rearranged workshop in Edlesborough, 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
•	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
•	Playground inspections booked 27/3/14
•	Skate Park booked 9/4/14 1-4pm (AVYFC now providing free-of-charge)

197/13	DATE OF NEXT MEETINGS

The next meeting of the Parish Council will be held on Thursday 24 April 2014.  The following issues were considered for the agenda:

•	Parking by 1 The Green – it was RESOLVED to notify Thames Valley Police instead.
•	Cul-de-sac sign for Old Farm – it was RESOLVED to lodge the request with AVDC instead
•	Clippings on VAHT land by Yardley Avenue remain – it was RESOLVED to chase VAHT, who have already been notified
•	Garden refuse dumped on Marsworth Road – it was RESOLVED to make enquiries with neighbouring properties

198/13	CLOSURE OF MEETING

	There being no further business to be transacted, the Chairman closed the meeting at 8.45pm.

Signed:			Date:	24 April 2014
	 Chairman