PITSTONE PARISH COUNCIL
Minutes of the Parish Council Meeting held on 26 June 2014 
In the meeting room at the Memorial Hall, starting at 7.00pm and 
concluding at 9.40pm

37/14	ATTENDANCE AND APOLOGIES
	
PRESENT:  Cllr Saintey (Chair), Cllr Blunt (last part of meeting), Cllr Mrs Arney, 
Cllr Mrs Stack, Cllr Richardson, Cllr Brooks and Cllr Ginda.   Clerk: Laurie Eagling.    
5 members of the public, 4 departed after planning and 1 departed after dog fouling discussion.   Mr Derek Flint of South Central Ambulance Service, for AED demonstration only.
APOLOGIES:  Cllr Mrs Hawkins, Cllrs Mattey and Nicholls (work commitments)

Cllr Brooks was welcomed to his first meeting as a parish councillor.

38/14	AED (AUTOMATIC EXTERNAL DEFIBRILLATOR) DEMONSTRATION – Derek Flint

Mr Flint of the South Central Ambulance Service provided an update on the present situation with Community First Responders in the parish.   3 trained responders currently reside here, 1 is not currently volunteering.  There are 2 First Responder kits in the parish.  3 other people have registered an interest, but the initial checks can take up to 6m before they start on their training.

‘Annie’ the demonstration dummy was shown to those assembled and Cllr Stack used the public access defibrillator to demonstrate how easy it is for anyone to use the machine, without prior training, as it prompt you with a series of voice commands.   AEDs are best located in areas with high footfall, such as the Memorial Hall or school.   It was RESOLVED that the clerk would write to both bodies.  Units cost between £900 & £1200 plus the locked cabinet costs approx. £500.

Dr Bell at the Yardley Avenue Surgery was considering taking part in the scheme.   The parish council has offered to promote the AED at the surgery, put notices on our boards, or arrange a public demonstration (which Derek Flint would provide).

Mr Flint was thanked for the demonstration and departed the meeting.

39/14	QUESTIONS FROM MEMBERS OF THE PUBLIC/PRESS:  

No questions were tabled from the public gallery.    

40/14	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. 

41/14	MINUTES OF THE MEETING held on 29/5/2014

	It was RESOLVED that the draft minutes of the Pitstone Parish Council meeting held on 29 May 2014 were a true and accurate record.  The Chairman was authorised to sign them on behalf of the council.

42/14	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: 
(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).  (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 the maintenance gang who are scheduled for June.  (i) Vicarage Road footpath (nominated to Cllr A Davies) (j) Refresh of white lines along Cheddington Road by Chequers Lane junction requested (65023)
2)	Bollards for Yardley Avenue junction
Excellent news - Olivia Thomas advises that the application has been approved by VAHT and she is waiting for a start date.
3)	Northfield Road Cycle/Pedestrian Path: actual sum supplied by TW = £115,716.65.   HCC initially predicted the cost of the project at £180-200k leaving a £65-85k deficit, this excludes land acquisition costs.  Legal agreement now signed by both parties & funds transferred to HCC.  Andrew Freeman, HCC Highways will now pull together a bid from their budget for funds to undertake a full design/feasibility investigation during the first half of 2015/16.  This will identify the land issues, feasibility issues, full costing, extent of any deficits etc.  Once the full details are available, they would look to apply for grant funding to bridge the gap, possibly from external sources & possibly from HCC.  If all of that is resolved, they would anticipate that the physical work wouldn’t commence until 2016/17 at the earliest.    
4)	Marsworth-Pitstone footpath:  PPC/MPC intend to submit a joint bid for NHB funding in September.  MPC lead council.  MPC advise that the revised quotation (following the safety audit advice) is not yet available.
5)	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.   Apologises for delay.  Has referred beautification to Marketing Force Ltd who run the roundabout sponsorship scheme for an initial assessment – the parish council is waiting for initial comments.
6)	Castlemead Issues: Steve Essam at Transport for Bucks in charge of negotiating highways handover (including lighting) and is aware of all outstanding issues.  A meeting took place between TW and BCC.  Surfacing and re-surfacing work has now commenced.
7)	Parish map: In progress.  	
8)	Lighting: (a) basketball square: OLS will fix once ground firmer to enable access (b) update on potential obsolete portfolio to be provided by OLS.
9)	Castlemead Post Box:  AVDC advised they had no problem with the proposed letter box location but would require a legal agreement with Royal Mail.  Contact details supplied 10/6/14.  Royal Mail to liaise with AVDC, raise requisition within Royal Mail and arrange CAT scan.
10)	Minor tree works: J Lowe employed & carried out these works.  Advises that he will not charge the parish council as the job is small.
11)	Parish Path Clearance Scheme: signed agreement returned to BCC who have acknowledged receipt.  Signed copy not yet returned by BCC but should not be an issue.    Local contractors advised that work can commence.  J Leonard already undertaken their clearance.
12)	Memorial Hall works: The Memorial Hall Charity has expressed their desire to accept the parish council’s offer to fund the removal of the asbestos in the loft void.   Before the works are commissioned, the Memorial Hall Charity is seeking a management survey of the few remaining areas of the building that were not previously surveyed, so ensure that no other asbestos issues exist on site.
13)	Unity Trust Bank Account: the parish council application has been received by Unity Trust and all the details are valid.   The bank estimate that the account should be open within 10 days.
14)	Water to the Cricket Square: this project is now back on hold.  Anglian Water advised that any non-domestic hose supply (under or above ground) now counts as category 5 and requires a separate water tank to create an air gap.   The cricket club are now investigating alternative options as part of their overall plans for development and enhancement of the club and will come back to the parish council at a later date.

43/14	CORRESPONDENCE 

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

44/14	PLANNING MATTERS

	All planning applications are 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 and notice-board announcements.

1)	Applications: 

a)	31 Cheddington Road, 14/01224/APP, change of use of land to the side for inclusion within the residential curtilage including new fence and gate.  No objections were received as a result of the neighbour notification program.  The residents of this property were in attendance and confirmed that access would be left to the two parish council owned lamp-posts.  It was RESOLVED to advise AVDC that the parish council had no objections to the application providing the lamp-posts were left outside and fence and fully accessible for maintenance etc.
b)	19 & 20 Pitstone Green Cottages, The Green, 14/01647/ALB, conversion of numbers 19 & 20 into one property, insertion of internal doorway and new first floor bathrooms.  No objections were received as a result of the neighbour notification program.  As all matters within the planning application were internal and it related to a listed building, it was RESOLVED that the parish council had no objections to the application and that we wished to defer to the expert opinion of the Conservation Officer.
2)	Decisions: 

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 and informal open space and attenuation pond.  Referred to AVDC Strategic Development Management Committee on 18-6-14.  Vice Chairman Ben Blunt attended on behalf of PPC and read out a statement approved by all members of the PPC Planning Committee (with the exception of Cllr Hawkins who has a pecuniary interest in the application).  The statement was in line with the original objections to oppose the application submitted to AVDC at the point of application.   Cllr Richardson also attended the committee meeting.  AVDC approved development in principle and deferred to the officers pending negotiation of S106 agreement (PPC opposed).  

At the meeting, County & District Councillor A Davies proposed that any leisure S106 monies were not utilised in the parish, given the difficulties experienced to date securing the necessary land.    It was RESOLVED to write to AVDC and strongly oppose this proposition, as there should be a benefit to the local community of taking such large housing developments and there are major community/sports/leisure development plans for the village that are being finalised.

It was RESOLVED that no immediate action was required regarding drainage and any revised plans submitted at Planning Application stage would be considered under their own merit.

b)	3 Queen Street, 14/01383/APP, conversion of existing garage into habitable room including insertion of bay window to front.  AVDC Permitted (PPC tendered no objections).

3)	Other:

a)	Proposed Residential Development for 81 new homes on Land (at Ford End Farm) off Station Road, Ivinghoe.  Part of this site falls within Pitstone parish boundary.  Developer seeking pre-outline planning application, without prejudice, discussion.  It was RESOLVED not to submit any comments or correspondence to Gladman Developments Limited until such time as an outline planning application is submitted.
b)	Chiltern Conservation Board Planning Training 
Was cancelled by the Chiltern Conservation Board.

Four members of the public then left the meeting.

45/14	SPORTS, LEISURE AND PLAY MATTERS

1)	Play and Open Space

i.	It was RESOLVED to hire the skate park on one occasion during the summer holidays at a cost of £160.00.
ii.	It was noted that the playground inspection rota for the next 6 months had been issued.
iii.	The annual review of the Play Policy, Audit and Risk/Benefit Assessments was undertaken.  It was RESOLVED to adopt the draft policies circulated and the Chairman was duly authorised to sign on behalf of the parish council.
iv.	
The situation with youngsters playing football inside the Windsor Road playground was discussed.  PCSO Dodson had been advised and would monitor.  The individuals that had been witnessed playing football and were known to councillors via the youth café would be spoken to.   It was felt that signs would not be effective.  The situation will be monitored.
v.	Following a third bulk-deposit of animal fouling to the dog bin on Westfield Road near the Quarry, it was RESOLVED to put up laminated signs by the bin advising residents to put such deposits into their green lidded bin.    The clerk had requested the area cleared by AVDC Environmental Health/Green Spaces.
vi.	It was noted that a resident had complained about dog fouling inside the quarry field but that this was privately owned by Taylor Wimpey and outside the control of either the parish council or the district council.  Some degree of fouling apparently benefits the rare small blue butterflies that reside there.  It was RESOLVED that no further action be taken at this point in time.
vii.	It was RESOLVED to grant permission to a local resident to erect a gazebo on the recreation ground 1-6pm on 5/7/14 in conjunction with a Memorial Hall booking.  Resident to be advised to position the gazebo well away from potential impact from cricket balls.

2)	Pavilion

i.	The Asbestos Management Survey was undertaken on 26/6/14.   No suspect materials were found within the building.  A sample was taken of the electricity box cover, but this will be the responsibility of the electricity board should it be found to be defective.  No further action is therefore required.
ii.	The annual boiler service and gas safety check was conducted on 16/6/14.  The expansion chambers were found to be faulty, causing a secondary leak along the pipework.  British Gas state that this is not covered by the Careplan Agreement and quote £396.77 + VAT to fix.   It was RESOLVED to challenge this with British Gas, as the chambers are integral to the working of the boiler, they should be covered.   If there is no other option, it was RESOLVED to commission the work before the start of the football season.
iii.	It was RESOLVED to purchase a set of 4 back supports with braces for the socketed goals at a cost of £95 + VAT.
iv.	It was RESOLVED to replace the faulty door handle on the ladies toilet and the damaged roof tiles.  J Leonard to be employed.
v.	The groundkeeper has confirmed that the larger pitch will be open for pre-season friendlies from 26/7/14.  The date of opening for the smaller pitch is to be confirmed.
vi.	The July-December maintenance sheets for the pavilion have been produced and issued to the caretaker.
vii.	It was RESOLVED to repeat the banner advertising initiative at the pavilion.   The Ashby sign is still intact so they would not need to purchase another.

3)	Sports / Leisure Development

i.	Leisure Land adjacent to the Recreation Ground

a.	It was noted that AVDC had supplied written confirmation that they would NOT support any planning application that involved the loss of the land currently managed under licence and housed the children’s play equipment.
b.	The council had written to Pitstone Parish Charity, providing this information and renewing their offer to purchase the land.  An official response has yet to be received.
c.	It had not been possible to secure a valuation of the land to date, so it was RESOLVED to request a valuation by the District Valuer from the central government Valuation Office.  Such a valuation should be seen as fair and impartial and therefore agreeable to both AVDC for a release of the S106 and the Parish Charity.
d.	It was RESOLVED to write to the agent for the private landowner and explain all the actions the council has been taking and encourage a swift resolution.
e.	It was RESOLVED to write to the Parish Charity and provide a more detailed explanation, and encourage them to take the matter to the full board of trustees.
f.	It was RESOLVED to take further action to protect the land if the opportunity arose as part of a Neighbourhood Plan or Local Plan eg registering the land as a community asset.

ii.	
Sport and Leisure Development within the parish

a.	Skate Park and general purpose open MUGA.   It was RESOLVED that the best position would be the one originally proposed but if this land did not become available within the next few months that the parish council would progress siting the skate park either on the land at the bottom of the hall car park or the land at the pavilion site, both of which fall within the ownership of the parish council.   Both options to be considered and developed in the meantime as a fall-back position.
b.	Play space.  It was RESOLVED to re-approach the Parish Charity.  This only requires 6 weeks lead-time for the supplier to arrange the materials and work can then commence if the land issue can be resolved.
c.	Cricket.  It was RESOLVED to support I&PUCC to remain on the Recreation Ground.  The Parish Council is waiting for supporting information from the club regarding their plans for rotating and changing the cricket square.   It was recognised that likely legal constraints would prohibit a separate pavilion and that the cricket club should be encouraged to work with the Memorial Hall Charity to develop facilities at the hall.
d.	Football.   It was RESOLVED to develop a scaled plan of the pavilion site to see what amenities could be included, potentially including a 3G/4G pitch.   It was noted that the balancing pond site is in the process of being sold to Network Rail.

4)	Allotments

i.	It was noted that 3 further plots had changed tenant and there was now no waiting list.
ii.	Cllr Stack provided feedback from the Pitstone Allotment Association AGM held on 25/6/14.
iii.	The communication from AVDC was noted.

46/14	OTHER ISSUES

1)	Bucks County Council Devolved Services
	It was RESOLVED to keep working with the neighbouring parishes and BCC towards a solution and discuss again at the next council meeting.

2)	PPP

i.	It was RESOLVED to scale back PPP to become more of a council newsletter and remove the editorial from other community groups with their own distribution channels.  It is this other editorial that takes time to edit and compress into the available space and increases the production costs and with no support coming forward from the community the council must ensure that its news can be delivered within the resources available.   This may have an impact on some of the existing advertisers as the publication can’t contain more advertising than editorial, however efforts should be made to accommodate those that have pre-paid for the term of their payment.   This will start to take effect in July.
ii.	The submissions for the July edition were considered and approved.

3)	Community Self Help Plan
The annual review of the resilience plan was conducted.  It was RESOLVED to adopt the updated version previously circulated and the Chairman was duly authorised to sign on behalf of the council.

4)	Equal Opportunities Policy
The annual review of the equal opportunities policy was conducted.  It was RESOLVED to adopt the previously circulated policy and the Chairman was duly authorised to sign on behalf of the council.

5)	mVAS 

i.	Procedure Manual and Risk Assessment. 
The annual review of the above was conducted in conjunction with the operative.  It was RESOLVED to adopt the previously circulated policy and the Chairman was duly authorised to sign on behalf of the council.

ii.	
MVAS for Marsworth Road: 
Issues had arisen with JPCS regarding the cost and provision of a utility survey.   Peter Smyth at BCC TfB now offered to assist & provide STATs drawings for £75 per site (vs £700 from JPCS and £50 for drainage alone through another contractor).  It was RESOLVED to accept this quotation.

6)	Youth Café

i.	It was RESOLVED to introduce the termly payment option from September at the suggestion of AVYFC.
ii.	Dave Rollins hosted an assembly with the year 6 children on 19/6/14 which was well received and resulted in almost 30 year 6 children attending the first taster session on 25/6/14.   
iii.	The new process asking parents to attend for the first session to complete the paperwork so we have accurate contact details and councillors can speak to parents about volunteering worked well.  10 possible new volunteers have been identified in the first week.
iv.	It was RESOLVED to accept the costs associated with the relocation of the storage container at Brookmead School by J Leonard & Son Ltd.
v.	It was RESOLVED to accept the donation of additional sports items from Brookmead School with thanks.

7)	Polling Districts and Places
It was RESOLVED that no response was required to this consultation.

47/14	FINANCIAL ISSUES  

1)	Litter Picking on the Recreation Ground
It was RESOLVED that council would employ the litter pickers for additional hours to clear the recreation ground following Party in the Park.

2)	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 financial reconciliation/summary information was noted.   

3)	First Quarter Budget Monitor
The monitor for the first quarter was considered and discussed.  No major issues arising.  Still striving to undertake the leisure development.

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

48/14	REPORTS 

1)	Cllr Saintey provided feedback from the PAIN (Luton Airport) meeting on 3/6/14 and minutes had been circulated to all councillors.
2)	The mVAS data for Marsworth Road was considered and noted. 
3)	Thanks were expressed to Cllr Arney for agreeing to open/close Play around the Parishes on 5/8/14.
4)	Other reports in the Clerks report were noted. 

49/14	THE FOLLOWING REMINDERS WERE NOTED

•	Parish Council meetings: 31/7/14, 21/8/14 (moved from 28/8/14), 25/9/14, 23/10/14, 27/11/14, 8/1/15.
•	Aylesbury Vale Transport Users Group meetings (Corey Cashman): 9/9/14, 2/12/14
•	LAF meetings: 4/9/14, 26/11/14
•	Play around the Parish sessions booked for 10am-12 noon on 5/8/14 (Cllr Arney) and 20/8/14 (Clerk).
•	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: 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.
•	Judging for Best Kept Village competition took place during June

50/14	DATE OF NEXT MEETINGS

The next meeting of the Parish Council will be held on Thursday 31 July 2014.  No items were requested for the agenda.  Cllr Stack tendered her apologies.

51/14	CLOSURE OF MEETING

	There being no further business to be transacted, the Chairman closed the meeting at 9.40pm.

Signed:			Date:	31 July 2014
	 Chairman