PITSTONE PARISH COUNCIL
Minutes of the Parish Council Meeting held on 31 July 2014 
In the meeting room at the Memorial Hall, starting at 7.00pm and 
concluding at 9.15pm

52/14	ATTENDANCE AND APOLOGIES
	
PRESENT:  Cllr Saintey (Chair), Cllr Blunt, Cllr Mrs Arney, Cllrs Mrs Hawkins, Cllr Mattey, Cllr Nicholls and Cllr Ginda.   Clerk: Laurie Eagling.    Two members of the public:  
Mrs K Groom (Chair of Ivinghoe parish council, until close of planning section) & 
Mr M London (throughout).   PCSO J Dodson (for NAG item).
APOLOGIES:  Cllrs Richardson, Brooks and Stack (annual leave) 

53/14	NEIGHBOURHOOD ACTION GROUP – PCSO J Dodson of Thames Valley Police

PCSO Dodson provided a crime update from the following three months.  The Environment Agency is relinquishing responsibility for monitoring fishing along the canals and any theft of fish will be reverting to the police.  The white van that parks along Cheddington Road obscuring the approach to the roundabout was discussed, and the bollards at the end of Yardley Avenue.

54/14	QUESTIONS FROM MEMBERS OF THE PUBLIC/PRESS

No questions were tabled from the public gallery.    

55/14	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. 

56/14	MINUTES OF THE MEETING held on 26/6/2014

	It was RESOLVED that the draft minutes of the Pitstone Parish Council meeting held on 26 June 2014 were a true and accurate record.  The Chairman was authorised to sign them on behalf of the council.

57/14	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.  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 byTfB (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:  Complete.  Work undertaken w/c 14/7/14.  However, TfB has notified VAHT that they have installed non-compliant bollards, too close to the highway and asked for their immediate removal.   No response yet available from VAHT.
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 & preparing the bid.  MPC advise that the revised quotation (following the safety audit advice) is not yet available.   Marsworth missed the deadline in 2013 and time is now getting very tight for 2014.  Apparently only 3 parishes have submitted an Expression of Interest so far this year so it would be an excellent opportunity to have applied.  Marsworth advise that they will discuss it again at their next meeting, but given that the project still doesn’t have an agreed plan and costs, the Pitstone clerk anticipates that Marsworth may miss the deadline again.
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.
6)	Castlemead Issues: Steve Essam at Transport for Bucks in charge of negotiating highways handover (including lighting) and is aware of all outstanding issues.  Advised on 13/6/14 that Taylor Wimpey has yet to approach BCC requesting a start to handover negotiation.  BCC will continue to liaise with PPC.  
7)	Parish map: No 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)	Minute 192/13.5 – mVAS for Marsworth Road: ordered searches via Peter Smyth on 27/6/14 so should have been ready by w/c 14/7/14.  However he confirms that he was asked to put the order on hold while Localities/LAF decided if they wanted to put other mVAS searches through the process at the same time, so the work is not yet started.   PS will chase localities & if their work is not yet ready, he will order the Pitstone searches anyway.
10)	Castlemead Post Box:  Royal Mail advice 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: No other asbestos was identified during the second survey.  The work to remove that originally identified in the loft space has been commissioned and HSE notified.  Start date 28/7/14 for 6 days.
12)	Unity Trust Bank Account: up and running!
13)	AED at Yardley Avenue Surgery:  whilst the surgery is willing to fund the £1,000 defibrillator (which it has bought and is now at the surgery) it can’t also fund the external temperature controlled lock box to house it at £706.80 inc VAT.  Community Chest funding not available to the surgery.   Enquiries made with all the sports clubs and it is looking promising that enough funding will be raised.
14)	Portable Skate Park: not available to hire this summer due to lack of capacity at AVYFC.  Promote other AVYFC youth events instead.
15)	Changes to PPP: article included in PPP about changes, all advertisers and editorial providers written to on 24/7/14.  2 advertisers have already called to book one years’ advertising space.  
16)	Best Kept Village Competition:  Not successful this year.  Winner = Cheddington.  Runner up = Granborough.   Clerk will make some very tentative first enquiries to see if any interest in plant troughs in-front of the village signs.

58/14	CORRESPONDENCE 

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

59/14	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)	19 Pitstone Green Cottages, The Green, 14/01920/ATP, reduce one Hornbeam by 15%.  No objections were received as a result of the neighbour notification program.  It was RESOLVED that the parish council had no objections to the application.
b)	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 – NB: This application has only just been lodged with AVDC, it was RESOLVED not to discuss this application in depth until 21/8/14 meeting to allow sufficient time to consider all the documentation.
c)	Great Seabrook Farm, Ivinghoe, 14/01572/APP, solar photovoltaic farm.  Whilst outside the parish boundary, it was RESOLVED to submit concerns relating to the visual impact from the Chiltern Escarpment/AONB and ask AVDC to investigate appropriate screening.

2)	Decisions: 

a)	The Long House, Albion Road, 14/01005/APP, Single Storey rear extension and raising of roofline to provide a new mansard roof with additional accommodation at first floor level (PPC tendered no objection): Householder refused
b)	161 Windsor Road, 14/01313/APP, removal of conservatory and erection of single storey rear extension (PPC tendered no objection): Householder permitted
c)	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 (PPC tendered no objection, so long as lamp post not affected): Approved.

3)	Other:

Cllrs Blunt provided feedback from Cheddington Neighbourhood Planning Meeting 24/7/14 attended by Cllrs Blunt & Brooks.   Cheddington investing £14k in production of a plan with assistance from Community Impact Bucks.   £7k grant funding received towards cost.   Well attended by local groups.  It was RESOLVED to arrange for Community Impact Bucks to come and speak to the parish council about the process around Neighbourhood Planning for further consideration.

60/14	PITSTONE RECREATION GROUND CHARITY AND PITSTONE PARISH CHARITY

1)	Pitstone Recreation Ground Charity

a.	It was noted that, in principle, the charity were in favour of the cricket club remaining on the recreation ground.  It was RESOLVED that Cllrs Mattey, Arney and Ginda would form a working party to investigate the cricket club proposals.  

2)	Pitstone Parish Charity

a.	No update available from the Parish Charity.

61/14	SPORTS, LEISURE AND PLAY MATTERS

1)	Play and Open Space

i.	It was RESOLVED to accept the quotation from John Lowe & Sons of £120 + VAT to carry out the necessary tree works on the leisure land ahead of the play space installation.

2)	Pavilion

i.	It was noted that, in line with the previous resolution, the replacement of the expansion chambers had been commissioned via British Gas at a cost of £396.77 + VAT.
ii.	It was RESOLVED to renew the service contract with British Gas for the Lochinvar water heater at a cost of £373.06 + VAT.
iii.	The latest position with regard to advertising at the pavilion was noted.
iv.	It was noted that a meeting had been set for 2/9/14 to start work on defining the future development of the site. 
v.	Following consideration of the quotations it was RESOLVED to appoint GES to carry out the bi-annual legionella risk assessment at the pavilion at a cost of £275 + VAT.
vi.	The annual review of the licence with South Beds Driving was conducted.  It was RESOLVED to renew for a further year with no changes to the terms.
vii.	The annual review of the Fire Risk Assessment and the Health & Safety Policy was carried out.  It was RESOLVED to adopt the amended documents and the Chairman was duly authorised to sign on behalf of the council.
viii.	It was noted, and welcomed, that Safran had extended their hire of the pavilion car park until the end of September.
ix.	Consideration was given to the hire requests for the forthcoming season by P&I JFC.  It was RESOLVED to accept the pavilion bookings.  It was RESOLVED to only charge for one training session for JFC on a Tuesday evening, rather than charging per club when multiple junior teams share the same training slot.
x.	It was noted that Tring Town had sought permission from Taylor Wimpey to clear the scrub from the balancing pond site.

3)	Sports / Leisure Development

i.	Leisure Land adjacent to the Recreation Ground

a.	The feedback from the District Valuer was noted.  The parish council will assess the valuation once it is available and formally write to the parish charity.  
b.	Consideration was given to offering to register the land plus the recreation ground as a Centenary Field by Deed of Dedication with Fields in Trust.   This was postponed until after discussions with the parish charity.

ii.	Sport and Leisure Development within the parish

a.	Skate Park and general purpose open MUGA.   No development this month.
b.	Play space.  No authorisation yet granted by the Parish Charity.  The parish council to request that the matter be brought before the full committee for consideration.
c.	Cricket.  Consideration was given to the outline proposals submitted by the cricket club and the detailed proposals for water and cricket square enhancements.  This will be given consideration by the working party detailed under “Recreation Ground Charity”.
d.	Football.   Further consideration will be given to football as the parish council works through options for the pavilion site.

4)	Allotments

i.	It was RESOLVED to adopt the recommended change to future Terms and Conditions relating to tenancy changes part-way through the year.

62/14	OTHER ISSUES

1)	Bucks County Council Devolved Services
	It was RESOLVED to register interest with AVDC.  It was also RESOLVED to continue to investigate other devolution options with BCC & the neighbouring parishes.

2)	Plantlife Road Verge Campaign and Castlemead Highway Issues
Consideration was given to the above national campaign which Cllr A Davies was encouraging BCC to sign-up to.
It was RESOLVED to write to Taylor Wimpey and notify that Japanese Knotweed was prevalent in the grass verges on both sides of Westfield Road and along the woodland walk.  This can be detrimental to health.  The verges need to be cut by the end of June each year to avoid seeding.
It was RESOLVED to determine who is responsible for the Westfield Road roundabout and request it is cleared.

3)	Recording of Meetings
Consideration was given to the recording of parish council meetings.  It was RESOLVED not to progress at the present point in time.

4)	Youth Café
i.	It was noted that AVYFC had made and donated a skate ramp to the youth café.
ii.	It was RESOLVED to purchase an additional 2 storage boxes required for table top games etc at a cost of £17 + delivery + VAT.
iii.	It was RESOLVED to approve the purchase of a small box of handmade chocolates for each volunteer from Pitstone based Elkes Kitchen at a cost of £81, as the proposed thank you evening of drinks/buffet was not well supported and therefore cancelled.
iv.	The update on potential volunteers and year 6 intake was noted and welcomed.
v.	It was RESOLVED to obtain a quotation to add a security light outside the container to assist transfer of the equipment during winter months.  

5)	Chiltern AONB Conservation Board
It was RESOLVED that the parish council did not wish to submit a vote for a replacement parish member.

6)	BCC Consultation on Statement of Community Involvement in Minerals and Waste Local Plan
It was RESOLVED that no submission was required.

7)	Dogs on Leads
Consideration was given to the matter raised by a resident.  It was RESOLVED to include articles in PPP and via electronic means to promote responsible dog ownership.

63/14	FINANCIAL ISSUES  

1)	NatWest Bonus Saver Account
It was noted that NatWest intended to close all Bonus Saver accounts and transfer funds into less beneficial Business Reserve accounts.  It was RESOLVED to close the PPP Bonus Saver account and transfer all the funds to the new Unity account.    It was RESOLVED to permit NatWest to transfer the S106 funds to a Business Reserve account for a short period to monitor performance of Unity before considering transfer to a savings account with that bank.

2)	Quarterly VAT Return
It was noted that £1,596.20 is to be refunded by HMRC.

3)	Quarterly review of grant applications
None received.

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

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

64/14	REPORTS 

1)	It was noted that the Boundary Commission final recommendation was for a two member ward for Pitstone/Ivinghoe/Cheddington.
2)	Cllr Mattey provided feedback from Party in the Park and the proposals for next year (Sat 11 July 2015).
3)	Cllr Mattey provided feedback from the Memorial Hall Committee meeting held 21/7/14.
4)	Other reports in the Clerks report were noted. 

65/14	THE FOLLOWING REMINDERS WERE NOTED

•	Parish Council meetings: 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 and 20/8/14.
•	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.
•	Bucks Playing Fields Ass AGM 6/10/14 (venue and time tbc)
•	Party in the Park 2015 – Sat 11 July 2015

66/14	DATE OF NEXT MEETINGS

The next meeting of the Parish Council will be held on Thursday 21 August 2014.   Cllr Blunt requested that a Community Bus was raised as an agenda item.

67/14	CLOSURE OF MEETING

	There being no further business to be transacted, the Chairman closed the meeting at 9.15pm.

Signed:			Date:	21 August 2014
	 Chairman