PITSTONE PARISH COUNCIL
Minutes of the Parish Council Meeting held on 21 August 2014 
In the millennium room at the Memorial Hall, starting at 7.00pm and 
concluding at 9pm

68/14	ATTENDANCE AND APOLOGIES
	
PRESENT:  Cllr Saintey (Chair), Cllr Blunt, Cllr Mrs Arney, Cllr Mrs Stack, Cllr B Brooks and Cllr Ginda.   Clerk: Laurie Eagling.    19 members of the public.  County & District Councillor 
Avril Davies  
APOLOGIES:  Cllrs Richardson, Mattey and Nicholls (annual leave) and Cllr Mrs Hawkins

69/14	QUESTIONS FROM MEMBERS OF THE PUBLIC/PRESS

No questions were tabled from the public gallery.    

70/14	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 Blunt declared an interest as a Governor of Brookmead School relating to the item on the Community Bus.

71/14	MINUTES OF THE MEETING held on 26/6/2014

	It was RESOLVED that the draft minutes of the Pitstone Parish Council meeting held on 31 July 2014 were a true and accurate record.  The Chairman was authorised to sign them on behalf of the council.

72/14	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: LAT Rob Anderson will drive around the village with the clerk once he returns from holiday w/c 18/8/14 and provide an update on the outstanding issues:
(c) drop curb at canal bridge end of footpath to Cheddington now marked out, scheduled with ‘Capital Maintenance’ for summer.  Should have been completed at start of June, TfB rescheduling.  (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 (g) Village gate off frame along Vicarage Road (453799) – temporary fix done by TfB whilst waiting for the maintenance gang, TfB rescheduling.  (i) Vicarage Road footpath (nominated to Cllr A Davies) – due to staff sickness on day of works, this work is being rescheduled by TfB (j) Refresh of white lines along Cheddington Road by Chequers Lane junction requested (65023) – TfB waiting for confirmation regarding which sections can be surface treated/resurfaced before undertaking lining (k) removal of disabled bay along Cheddington Road, TfB scheduling (l) lining needs replacing under Cheddington Road railway bridge
2)	Bollards for Yardley Avenue junction:  VAHT still in discussion with BCC regarding BCCs request that the bollards are removed.  Their contractor returned and affixed reflective strips but has not repositioned the bollards.  BCC still insisted that the bollards were removed and they have supplied details of the only bollards they would approve.  The project is now back with VAHT to re-budget and re-organise.
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:  As anticipated at the last meeting, Marsworth PC decided that they could no longer produce a bid for the New Homes Bonus in time for the September deadline.  Apparently they will continue to work towards next September, but they have been working on it for 2 years already and we still don’t have a complete quote.   PPC will try to get an agreed timeline from MPC to ensure the same problem is not repeated next year.
5)	Roundabout –still no date for lighting works from Stuart Labross.  Council is waiting to hear the results of the review by Marketing Force Ltd who run the roundabout sponsorship scheme but no details are available as yet.
6)	Castlemead Issues: Steve Essam at Transport for Bucks in charge of negotiating highways handover and is aware of all outstanding issues.  Works will include resurfacing Lancaster Way and part of Westfield Road, dates tbc.  BCC has not yet confirmed which of the street lights they intend to adopt, however Steve Essam has now said that the parish council will need to enter into their own legal agreement with Taylor Wimpey to adopt the other street lights, BCC will not be doing this work (unlike AVDC when they transferred the open space).  Once BCC confirm, PPC can enter into discussions with TW.  
TW arranging for grass verges to be cut, pot-holes to be filled, Japanese Knotweed to be assessed and roundabout to be tidied up.
7)	Parish map: No progress.  	
8)	Lighting: update on potential obsolete portfolio to be provided by OLS.
9)	Minute 192/13.5 – mVAS for Marsworth Road: BCC Localities confirmed that they were placing a bulk order for utility scans and the ground-screws to secure a reduced cost.  ETA 3-4 weeks from w/c 11/8/14.
10)	Castlemead Post Box:  Royal Mail advise that the project is still progressing, CAT scan ordered, box ordered (made to order so takes 6-12 weeks) will provide an update once available.
11)	Memorial Hall works: Completed
12)	AED at Yardley Avenue Surgery:  delighted to confirm that the sports clubs (I&PUCC, P&IFC, P&IJFC, Envirologistics FC and Tring Town FC) have agreed to contribute the necessary £616.80 to fund a lock box and Yardley Avenue Village Health Centre will now actively pursue this project.
13)	Changes to PPP: Only one advertiser currently expressed interest in a dedicated business notice-board.  
14)	Balancing Pond: being cleared by Tring Town on 14/8/14.

73/14	CORRESPONDENCE 

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

Mr Keith Steers, Group Scout Leader, talked to the assembled public about the correspondence they had submitted relating to the requirement for a new purpose built scout hut and their request for a grant towards camping equipment.   Both items will appear as agenda items for the September meeting as they were submitted too late for the current agenda.

74/14	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)	Land off Station Road, Ivinghoe (but affects part of rear of Rushendon Furlong, Pitstone), 14/02002/AOP, outline application with access to be considered and all other matters reserved for the erection of up to 70 residential units and associated infrastructure

It was RESOLVED to permit comments from the members of the public before the application was debated.   

Comments were presented by Ivinghoe Together, and other members of the public, in opposition to the application.

It was RESOLVED to oppose the application on the grounds of:  joining of the 3 settlements of Pitstone, Ivinghoe and Ford End; destruction of the views from the conservation area which were protected in the conservation area designation; intrusion into the open countryside on agricultural land; lack of sustainability including the drainage proposals not being sustainable or practical (would require water to be pumped uphill).

It was noted that AVDC had agreed that Pitstone Parish Council can submit any further comments following the site visit that Gladman are trying to arrange during the first week in September.

b)	8 Castle Close, 14/02207/APP, conversion of part of an existing integral garage into living accommodation.   It was RESOLVED to advise AVDC that the parish council had no objection to this application.   No objections were received as part of our neighbour notification program.

c)	3 Railway Cottages, Cheddington Road, 14/02303/APP, first floor rear extension and replacement front entrance porch.  It was RESOLVED to advise AVDC that the parish council had no objection to this application.   No objections were received as part of our neighbour notification program.

2)	Decisions:

19 & 20 Pitstone Green Cottages, The Green, 14/01647/ALB, conversion of numbers 19 and 20 into one property, insertion of internal doorway and new first floor bathrooms: AVDC permitted (PPC tendered no objections).

3)	Neighbourhood Planning:

3.1	It was RESOLVED that Pitstone parish council wished to produce a Neighbourhood Plan and would continue to investigate this with Community Impact Bucks whilst they developed a new streamlined program, which could see costs reduced to £10,000 and timescales reduced to 18 weeks.  It should NOT be underestimated how much work this will involve and how much assistance will be required from the wider community.
3.2	It was RESOLVED to submit the necessary application to AVDC to define our ‘neighbourhood’ as the first stage to submitting a neighbourhood plan.
3.3	It was RESOLVED to make further enquiries with AVDC regarding CIL/Developer Contributions within neighbourhoods and the options regarding joint or compatible neighbourhood plans.
3.4	It was RESOLVED to officially write to Ivinghoe parish council regarding a collaborative approach to this initiative.
3.5	It was RESOLVED to send initial communications to all Pitstone residents and appeal for people to get involved.

75/14	UPDATE FROM COUNTY AND DISTRICT COUNCILLOR AVRIL DAVIES
 
Cllr Davies talked to those assembled about Neighbourhood Planning, Planning, TfB reverting back to the area organisation with Tim Fowler at the head but (both the LAT’s will stay in position) and the bad OFSTED report issued into Children’s Services by BCC.    Cllr Davies suggested that the parish council write to Sally Fleming for clarification regarding S106 permitted expenditure.

76/14	PITSTONE RECREATION GROUND CHARITY AND PITSTONE PARISH CHARITY

	No written updates were provided by either charity for consideration.

77/14	SPORTS, LEISURE AND PLAY MATTERS

1)	Pavilion

i.	It was noted that P&ICU FC had unfortunately folded.
ii.	It was RESOLVED to approve the annual review of the water treatment control systems and records.  The Chairman was duly authorised to sign on behalf of the council.
iii.	It was RESOLVED to undertake the obligatory 6 monthly service of the fire alarm system in September.

2)	Sports / Leisure Development

i.	Potential Purchase of Leisure Land adjacent to the Recreation Ground

The District Valuer sent apologies for failing to supply the report within the agreed timescales.  The report and valuation should be received by 25/8/14, at which point the parish council will be able to write to the parish charity again.

ii.	Sport and Leisure Development within the parish

a.	Skate Park and general purpose open MUGA.   
It was RESOLVED to confirm to Faulkner’s/Parish Charity that Pitstone Parish Council was still willing to offer the land within its ownership at the rear of Pitstone Memorial Hall car park, at zero cost, to facilitate the planned leisure developments, on the condition that (a) replacement and additional parking was provided on land adjacent to Pitstone Memorial Hall to meet the necessary planning obligations for the site (b) the land provided by the parish council was solely for the purposes of leisure provision in the form of a multi-use games area or skate park, or other facility determined by the community (c) the adjacent land owned by Pitstone Parish Charity was sold to the parish council to facilitate the provision of the other leisure facilities identified within the latest Pitstone Development Area plan including, but not limited to, the MUGA or skate park (whichever is not accommodated on the land at the end of the car park) and the replacement play space.   It was noted that a legal agreement would be required between PPC and the joint landowners to confirm terms.

b.	Play space.  No authorisation yet granted by the Parish Charity.  Final tree works will be undertaken imminently.   Huck only require a 6 week lead time.  The parish council to request that the matter be brought before the full committee for consideration when submit their offer.

c.	Cricket.  Site meeting with the Cricket Club to be held in September, following which recommendations will be submitted to the parish council.

d.	Football.   Further consideration will be given to football as the parish council works through options for the pavilion site.   First meeting to be held on 2/9/14.   

78/14	OTHER ISSUES

1)	Bucks County Council Devolved Services
PPC has registered interest with AVDC who are yet to supply any further information.   A meeting has been arranged with Cheddington parish council to discuss possible parish/cluster options.   PPC has urged Cheddington to also invite other local parishes.   An initial registration of interest has been submitted to BCC.   BCC require confirmation from parishes this September if they wish to take on the devolved services from April 2015, therefore this will also appear on the September agenda.

2)	Community Bus
Cllr Blunt provided some historical detail regarding the parish council’s previous investigations into a community bus, and updated this with the latest information provided by BCC and Community Impact Bucks.   Brookmead School are interested in a shared bus scheme.  It was noted that the P&I Scouts may also be interested in a shared bus scheme.  Other community groups previously expressed an interest eg youth café / WI and there may be options to combine the bus with required rural transport eg shuttle service to Tring station.   It was RESOLVED that the matter would be investigated further and reported back to the council.

3)	Youth Cafe
It was RESOLVED to carry forward the issue of additional lighting to the September agenda to enable time to obtain additional quotations.

4)	Complaints Procedure
It was RESOLVED to adopt the previously circulated updated Complaints Procedure and the chairman was duly authorised to sign on behalf of the council.

5)	Community Impact Bucks
It was RESOLVED to renew the annual subscription to CIB.  Payment raised for BACS transfer.

79/14	FINANCIAL ISSUES  

1)	Financial Position & Payments
The council RESOLVED to make the payments outlined in Appendix 3.  Cllrs Blunt and Brooks authorised the transactions for BACS transfer and initialled the corresponding paperwork.  The income, debtor, creditor and financial reconciliation/summary information was noted.   

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

80/14	REPORTS 

1)	Feedback was provided from the two Play around the Parishes sessions funded by the parish council.
2)	It was noted that the owner of footpath 2 had re-erected the electric fence along the boundary as he has now turned his cattle into the field to graze.
3)	The problem with the mVAS reporting was noted.
4)	Other reports in the Clerks report were noted. 

81/14	THE FOLLOWING REMINDERS WERE NOTED

•	Parish Council meetings: 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, 12/3/15 (tbc), 9/7/15 (tbc), 1/10/15 (tbc)
•	West Coast Mainline major engineering works at Watford, so no trains on following dates (revised) in 2014:  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 14 September at Pitstone hall, details tbc by Margaret Johnson – Cllr Brooks attending
•	Bucks Playing Fields Ass AGM 6/10/14 (venue and time tbc)

82/14	DATE OF NEXT MEETINGS

The next meeting of the Parish Council will be held on Thursday 25 September 2014.   No further items were requested for the agenda.

83/14	CLOSURE OF MEETING

	There being no further business to be transacted, the Chairman closed the meeting at 9pm.

Signed:			Date:	25 September 2014
	 Chairman