PITSTONE PARISH COUNCIL
Minutes of the Parish Council Meeting held on 23 October 2014 
In the meeting room at the Memorial Hall, starting at 7.00pm and 
concluding at 9.30pm

101/14	ATTENDANCE AND APOLOGIES
	
PRESENT:  Cllr Saintey (Chair), Cllr Mrs Arney, Cllr Mrs Hawkins, Cllr Richardson, 
Cllr Brooks, Cllr Nicholls, Cllr Mrs Stack and Cllr Ginda.   Clerk: Laurie Eagling.    
Mrs M Crutchfield, NDP Steering Group member and parish councillor for Wing.
APOLOGIES:  Cllrs Mattey and Blunt

102/14	NEIGHBOURHOOD ACTION GROUP

No member of Thames Valley Police attended the meeting to conduct this session.

103/14	QUESTIONS FROM MEMBERS OF THE PUBLIC/PRESS

No questions were tabled from the public gallery.    

104/14	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.  

105/14	MINUTES OF THE MEETING held on 25/9/2014

	It was RESOLVED that the draft minutes of the Pitstone Parish Council meeting held on 25 September 2014 were a true and accurate record.  The Chairman was authorised to sign them on behalf of the council.

106/14	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: outstanding issues: (c) drop curb at canal bridge end of footpath to Cheddington now marked out, booked with ‘Capital Maintenance’, no date available.  (d)  Pitstone gates (Ched Rd & Marsworth Rd) need painting, booking with ‘Maintenance Gang’.  (g) Village gate off frame along Vicarage Road (453799) – booking with ‘Maintenance Gang’ to remove gate & affix new sign.  (i) Vicarage Road footpath to be sided out – booked and awaiting date (k) Glebe Close scheduled for work by ‘Patching Gang’ before Winter (l) Queen Street – no works booked yet  (m) additional repeater signs for end Cheddington Road – not permissible as prohibited under direction 11(4) Section 82 of the Road Traffic Regulation Act 1984 
2)	Bollards for Yardley Avenue junction:  Replacement set of bollards installed by VAHT w/c 29/9/14.
3)	Northfield Road Cycle/Pedestrian Path: HCC hope to actually have the cycle path installed within 18 months to 2 years.  (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).  No update anticipated until Dec/Jan.
4)	Marsworth-Pitstone footpath: waiting for a quotation from Nigel Spencer of TfB who may raise via LAF 
5)	Roundabout – Replacement lighting units should be installed before Christmas.
6)	Castlemead Issues: Steve Essam at Transport for Bucks in charge of negotiating highways handover. BCC to adopt Westfield Road and industrial estate lighting in due course.  PPC to negotiate transfer of residential lighting with TW.
7)	Parish map: No progress.  	
8)	Lighting: Cllr Ginda proposed to delay re-tendering for the maintenance contract until 2015.
9)	Castlemead Post Box:  Royal Mail advised that it is not likely to be installed before December.
10)	AED at Yardley Avenue Surgery:  funding supplied to surgery.  Now waiting for an update about installation etc.
11)	Dedicated notice-boards: Only one advertiser, Windmill pre-school & Beacon Villages Choir currently expressed interest in a dedicated business/community notice-board.   
12)	Beautification of the village/horticultural licence:  Following site visit with Amberol on 3/10/14 attended by Cllrs Ginda, Arney and the Clerk ‘Promenade Planters’ were identified as the most impactful solution for the roundabout & village.   1500mm long, 500mm wide, 750mm deep.  Made of thick recycled plastic.  Dark green with gold stripe preferred by council to match other street furniture.   Space for a parish crest or sponsor advert on front.  60l water reservoir enabling once per week watering.  Life expectancy >25 years.    TfB approved, as long as located at least 500mm from edge of highway.  At present, the gaps between fixtures on the roundabout are not even.  Recommend wait until after the street furniture has been changed before placing the final order.  Indicative costs for planters: 10 x green = £3,724.80, including a discount for multiple units and delivery (3 week lead-time).  Each holds 308l of peat based (very important) compost.  Dagnall shop quoted £166.  10 planters x 60l of water per planter = 600l of water required per week.   Not yet been able to identify someone to water.  Not yet had any support for planting.  PAA not able to assist.  Rob Anderson coming back to consider moving the Pitstone sign(s) w/c 3 November.  TfB advises that the flowers would just have to be small, not poisonous and no thorns.   Council wishes to investigate sponsorship deal for the troughs with local garden centre or landscape gardener.

107/14	CORRESPONDENCE 

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

108/14	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: 

Land at Great Seabrook Farm, Horton Road, Ivinghoe, 14/01572/APP – proposed solar farm application.  Further to last months’ resolution, once the amended plans removing the northern field and the enhanced planting scheme had been submitted, PPC tendered no objections to the revised application.

2)	Decisions:

8 Castle Close, 14/02207/APP, conversion of part of an existing integral garage into living accommodation: AVDC permitted (PPC tendered no objections).

3)	Other:

3.1	Cllr Saintey provided feedback from the Chilterns Conservation Board Annual Chilterns Planning Conference, including local protection from fracking due to the chalk levels and pressure on the South East.
3.2	Cllr Ginda provided feedback from the AVDC Parish Council Forum regarding the Vale of Aylesbury Plan.  Meeting information had been circulated to all councillors electronically.  Comments are invited by 19/11/14.  It was RESOLVED that Cllr Ginda would circulate a draft response for council approval.

109/14	NEIGHBOURHOOD DEVELOPMENT PLAN

1)	The Parish Council has been delighted with the response from the community towards producing a Neighbourhood Development Plan.  An inception meeting was held on 22/10/14 where a Chair, Vice Chair, Treasurer and Secretary were appointed.  The parish council will support the Steering Group with two councillors (Cllr Brooks and Cllr Ginda) plus further councillors will support the various sub-groups.   It was RESOLVED to liaise with the Steering Group to define the Terms of Reference.   It was RESOLVED to support the Steering Group with an initial provision of £2,500 towards printing/room hire etc.  The Steering Group plan to convene an initial meeting on 29/10/14.

2)	The presentation by RCOH at the inception meeting was very poorly delivered.  It was RESOLVED to advise CIB that the council required Neil Homer to lead our NDP for our contract to continue.   Following advice from Wing, it was RESOLVED to seek further clarification from CIB/RCOH regarding the specific work provided at each step of the process, as the council remained unclear.  It was noted that Wing would be willing to provide some level of initial assistance and that a meeting was being arranged by the Chair of the Steering Group to explore this avenue.  It was RESOLVED to inform CIB that the council required review points within the CIB contract, so that as the Steering Group developed the work required could be reviewed and amended if necessary to ensure that the Parish Council was not spending money if not required.   However, further to the original resolution last month, it was RESOLVED to continue with the basic £10k/20 day contract with CIB to ensure the Steering Group were well supported, if required.  It was noted that additional reports may be required and where necessary individual quotes would be obtained and submitted for approval.

3)	It was noted that Ivinghoe Parish Council has now submitted an application to AVDC to define their Neighbourhood Area.   The Steering Group will liaise with IPC to ensure the two groups are working closely where appropriate.

110/14	PITSTONE DEVELOPMENT AREA

1)	A meeting had been held between AVDC/PPC/Bidwells/Kirkby & Diamond/The Parish Charity to try and seek a resolution to the ongoing land issues.  It was proposed at this meeting that a joint 3 way agreement be submitted for the private land, the Parish Council land at the end of the car park and the old allotment site.  It was proposed that The Parish Charity provide a Conditional Agreement to the Parish Council that if the leisure land was not required as part of the PDA planning application, that it would be sold to the Parish Council, thereby ensuring that the leisure facilities can be guaranteed one way or the other.  AVDC confirmed that the applicants could not be forced to deliver a greater level of leisure provision than required by their development.  AVDC confirmed that it would not approve a planning application that removed the current leisure land.
2)	Following the above meeting, Bidwells has now submitted draft Heads of Terms for the proposed 3 way agreement, which should require the Parish Council to loan the land it owns at the end of the Memorial Hall car park to enable a MUGA to be built in that location, with the development providing the replacement & enhanced parking.  An initial review by the Parish Council indicates a number of issues and it was RESOLVED to seek legal advice.  The Council’s advisor is currently on leave and will respond upon his return.  It was RESOLVED not to respond to Bidwells until the council had considered the legal advice.
3)	No draft Conditional Contract has been received from the Parish Charity for consideration.

111/14	SPORTS, LEISURE AND PLAY MATTERS

1)	Pavilion

1.1	It was noted that South Beds Driving were considering signage at the pavilion location and that details of the planning requirements had been supplied by the Parish Council.  South Beds have not yet submitted a confirmed request to the Parish Council.
1.2	It was RESOLVED to grant permission to South Beds Driving to replace a small area of grass within the car park, with hard surface to match the majority of the car park.  This will be of benefit to both South Beds and the Parish Council.  South Beds will utilise J Leonard Ltd to undertake the work with no cost to the Parish Council.
1.3	GES have still not submitted their full report following the Legionella Risk Assessment and therefore this item will carry forward to the next meeting.
1.4	It was noted that the results of the topographical survey have been received.  
Cllr Brooks has added all the constraints of the site such as Anglian Water easements, deeds of use etc and a meeting has been arranged for 27/10/14 to review the initial space considerations.
1.5	It was RESOLVED to adopt the annual review of the Emergency Plan with the minor changes previously circulated.

2)	Allotments

Following a report of dogs breaching the fence, it was RESOLVED that PAA would investigate possible options to reinforce the fencing.  It was RESOLVED that the Parish Council would meet the cost of this work, as the licence to PAA identifies the fence as a PPC responsibility.

3)	
Sports / Leisure Development

3.1	Skate Park and play space: still no agreement with Parish Charity that will permit this work to progress
3.2	MUGA:  potentially to be included as part of PDA application, see 110/14.
3.3	Cricket: I&PUCC has obtained agreement from Pitstone Memorial Hall Charity to install a high pressure pipe and submit to enable watering of the cricket square.  I&PUCC will investigate grant options for the ground & water works and keep the Parish Council advised of progress.
3.4	Football:  P&IUFC to consider which site they preferred rent and the extent of any ambition within the club to pursue grant funding for improvements to either site.   It was RESOLVED to grant permission to P&IUFC to display sponsors boards behind their goal during matches of the 1st team.
3.5	Other: to be given consideration as work through options for pavilion site.

112/14	OTHER ISSUES

1)	Bucks County Council Devolved Services
BCC postponed their meeting with the parishes until November to allow sufficient time to prepare the necessary materials.   AVDC advise that they will provide the parishes with a more detailed offer after 27 October.  AVDC advise that they have had tentative discussions with VAHT.    Therefore, no progress can be made at the present point.

2)	DBC Consultation on Site Allocations in Tring
It was RESOLVED to respond to DBC to ensure sufficient capacity planned at Tring Senior School and to support a speedy installation of the cycle/footway to Tring Station.

3)	Extra Hedgerow on the Recreation Ground
It was RESOLVED not to plant the extra lengths of hedgerow at the present point in time but this may be reviewed if the bus shelter is hit by the cricket balls.

4)	Christmas Lights
It was RESOLVED to purchase a set of 2000 warm white static LED lights for erection in the tree adjacent to the sports entrance of Pitstone Memorial Hall (£485.99) plus a 10m extension cable for outdoor lights (£8.49).  It was RESOLVED to employ the hall’s electricians, Chris & Bob’s Electricals, to install a socket and timer switch in the adjacent loft space (£65.00).  It was RESOLVED to accept the kind offer of J Lowe & Son to voluntarily erect (& take down) the lights on behalf of the Parish Council.

5)	Clerks Hours
It was RESOLVED to increase the clerk’s hours to 90hrs per month for the next six months.   It was RESOLVED to pay the clerk for the overtime worked over the last six months (£1,377.50).

6)	Youth Café
As Cllr Mattey was not at the meeting, a feedback from his meeting with Brookmead School will be carried forward to the November meeting.  It was RESOLVED, for the time being, to include another £8k into the budget for 2015/16.

7)	Local Government (Transparency) Order 2014
The requirements of this new order were noted.   The clerk will implement the required publishing of data.

8)	mVAS Service Contract
It was RESOLVED to enter into a 12m Service Agreement with SWARCO at a cost of £187pa.

113/14	FINANCIAL ISSUES  

1)	BCC Budget Consultation
It was RESOLVED that no response was required from the Parish Council.

2)	Q2 VAT Return: It was noted that the VAT Return had been submitted.

3)	Debtors:  It was RESOLVED to write-off the outstanding minimal debt owed by AMB Decorate and Murrays Cleaning Service.

4)	Donation to Royal British Legion
It was RESOLVED to provide a donation of £150.00 to the Royal British Legion in lieu of a fresh wreath.  Pitstone Memorial Hall Charity has been asked to display the Parish Council’s artificial wreath for Remembrance Sunday.

5)	Budget Monitor and First Draft of Budget for 2015/16
The performance to date was noted and discussed.   
It was noted that the Beacon Villages Community Library was sufficiently solvent at present and would like to defer the third year of their grant until 2016/17.
It was RESOLVED that during 2015/16 that an equivalent value would be provisioned as a general grant resource to support the local community groups.
It was RESOLVED to include a provision of £1k towards planning application / other costs towards progressing development of the pavilion site.
It was RESOLVED to delay allocating resource towards the Castlemead street lights or bus shelters until 2016/17 as the highways would not be transferred to BCC before this time.
It was RESOLVED to provision for the remaining £5k of CIB contract and a further £2.5k of other Neighbourhood Plan costs during 2015/16.
It was noted that PAA did not foresee a significant increase in allotment rental charge.
It was RESOLVED to aim for a 1.9%/2% nominal increase in precept.
It was noted that AVDC were yet to supply any details of the Localised Council Tax Support Grant for 2015/16. 

6)	Financial Position & Payments
The council RESOLVED to make the payments outlined in Appendix 3.  Two councillors undertook to authorise the transactions for BACS transfer and initialled the corresponding paperwork.  The income, debtor, creditor and financial reconciliation/summary information was noted.   

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

114/14	REPORTS 

1)	Feedback was provided by the Clerk on the TfB Think Community Conference
2)	Feedback from the Pitstone Memorial Hall Charity meeting will carry forward to the November meeting as Cllr Mattey was not present.
3)	Feedback from the Party in the Park Committee Meeting will carry forward to the November meeting as Cllr Mattey was not present.
4)	It was noted that the annual review of unmetered electricity had been undertaken and submitted to Network Power who forward the data to Eon.
5)	It was noted that a resident had lodged a formal complaint with Thames Valley Police regarding the tenant farmer on Westfield Road leaving mud from tractor wheels along the cycle path.
6)	The mVAS data for Marsworth Road and Vicarage Road was noted.
7)	It was noted that the Beacon Villages Society may be terminating.  BVS is expected to write and seek views from the 6 parishes covered.
8)	The clerk was asked to seek clarification regarding the maintenance provision for 2 street lights in Cheyne Close as this is a private road.

115/14	THE FOLLOWING REMINDERS WERE NOTED

•	Parish Council meetings: 27/11/14, 8/1/15.
•	Pavilion Committee Meeting: 23/3/15
•	Aylesbury Vale Transport Users Group meetings (Corey Cashman): 2/12/14
•	LAF meetings: 26/11/14, 12/3/15, 9/7/15, 1/10/15
•	West Coast Mainline major engineering works at Watford, so no trains on following dates (revised) in 2014:  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/
•	VALP meeting 24/10/14 at 9.30am – Clerk and Cllr Blunt attending
•	Quotes, Contracts & Tendering course 25/11/14 – clerk attending
•	Annual Chilterns Forum 7/11/14 – Cllr Arney attending
•	LCPLG 30/10/14 – Cllr Saintey & Cllr Hawkins attending
•	AVDC Parish Precept Workshop: 11/11/14 – Clerk attending

116/14	DATE OF NEXT MEETINGS

The next meeting of the Parish Council will be held on Thursday 27 November 2014.   No further items were requested for the agenda.

117/14	CLOSURE OF MEETING

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

Signed:			Date:	27 November 2014
	 Chairman