PITSTONE PARISH COUNCIL
Minutes of the Parish Council Meeting held on 25 September 2014 
In the meeting room at the Memorial Hall, starting at 7.00pm and 
concluding at 10.30pm

84/14	ATTENDANCE AND APOLOGIES
	
PRESENT:  Cllr Saintey (Chair), Cllr Blunt, Cllr Mrs Arney, Cllr Mrs Hawkins, Cllr Richardson, Cllr B Brooks, Cllr Mattey and Cllr Ginda.   Clerk: Laurie Eagling.    Mrs K Groom, Chair of Ivinghoe Parish Council.  2 members of DLP regarding Great Seabrook Farm planning application (part).  Keith Steers, Group Leader of 1st Ivinghoe & Pitstone Scouts (part). 
1 member of the public.
APOLOGIES:  Cllrs Mrs Stack and Nicholls

85/14	QUESTIONS FROM MEMBERS OF THE PUBLIC/PRESS

No questions were tabled from the public gallery.    

86/14	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.   Cllr Brooks declared an interest having undertaken the structural survey of the scout hut.

87/14	MINUTES OF THE MEETING held on 21/8/2014

	It was RESOLVED that the draft minutes of the Pitstone Parish Council meeting held on 21 August 2014 were a true and accurate record.  The Chairman was authorised to sign them on behalf of the council.

88/14	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’.  (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) – booking with ‘Maintenance Gang’ to remove gate & affix new sign.  (i) Vicarage Road footpath to be sided out – booked and awaiting date (j) Refresh of white lines along Cheddington Road by Chequers Lane/under bridge/remove disabled bay (65023) – post Patching & Weather works scheduled for road closure in October (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 (may need to remove gate?) (n) white lines by drive ways in Yardley Avenue hammer-head – TfB advised that this is a chargeable service for residents at £90.00 per request.  Information passed to PCSO Dodson who had raised the query.
2)	Bollards for Yardley Avenue junction:  VAHT intend to install compliant bollards.  No date provided yet.
3)	Northfield Road Cycle/Pedestrian Path: HCC making good progress on engineering plans.  Positive about co-operation of landowners and ability to source extra funding given the size of the contribution already paid.  Keen to progress as quickly as they can.  One of their funding streams is only available until March 2015, so trying to establish firm plans before that.  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).  
4)	Marsworth-Pitstone footpath:  See later agenda item  
5)	Roundabout –Marketing Force declined to add roundabout to sponsorship scheme.   Stuart Labross advises that all stock now received and in the warehouse, just waiting for a space in the schedule to install.  Won’t be before October but will be before Christmas.   See agenda item re planting/beautification.
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: new ground-screw has now been installed.  
J Leonard Ltd advised to use the new location the next time the mVAS unit is due to be sited in Marsworth Road.
10)	Castlemead Post Box:  Royal Mail advice that the project is still progressing but no progress has been made over the last 8 weeks due to holidays.  CAT scan ordered & box ordered.  Not likely to be installed before December due to lead-times.
11)	AED at Yardley Avenue Surgery:  delighted to say that the clubs managed to raise the necessary £616.80 between them.   Sincere thanks to Pitstone & Ivinghoe Junior Football Club, Ivinghoe & Pitstone United Cricket Club, Pitstone & Ivinghoe United Football Club, Tring Town Football Club and Envirologistics Football Club.    The Village Health Centre in Yardley Avenue has confirmed that it is still willing to go ahead with the scheme.  Each of the clubs has been asked to provide their funding contribution to the surgery before the end of September and they will then be in a position to order the box.   Community educational event should be organised.   Perhaps this could be combined with the first Neighbourhood Planning meeting?
12)	Changes to PPP: Only one advertiser and Windmill pre-school currently expressed interest in a dedicated business/community notice-board.  
13)	Pavilion Fire Alarm 6 Monthly Test: waiting for contractor
14)	Community Bus: Brookmead school to further investigate potential joint project with 1st Pitstone & Ivinghoe Scouts

89/14	CORRESPONDENCE 

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

90/14	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 at Great Seabrook Farm, Horton Road, Ivinghoe, 14/01572/APP – proposed solar farm application, amendment to remove the northern field and include additional screening.

The applicants explained the changes to those assembled.   Cllr Richardson provided feedback from the site visit.     Pitstone Parish Council had previously objected to the application purely on the grounds of the potential impact on the view from Pitstone Hill and Ivinghoe Beacon (not on the grounds of solar farming) and requested additional screening.

It was RESOLVED to tender no objections to the revised application based on (a) the removal of the northern field (b) a suitable screening / tree plantation plan to be agreed by AVDC landscape/tree officers.   

It was understood that Ivinghoe parish council would also be withdrawing their objection based on the revised submission.

2)	Decisions:

19 Pitstone Green Cottages, The Green, 14/01920/ATP, reduce one hornbeam by 15%: AVDC permitted (PPC tendered no objections).

3)	Neighbourhood Planning:

3.1	The parish council has submitted the application to AVDC to define our ‘neighbourhood’ as the whole of the parish of Pitstone.   A 6 week publicised consultation now follows.   AVDC will advise outcome at conclusion.  The parish council has also publicised the consultation.
3.2	It was noted that Louise Stevens has been appointed as our Lead Officer from AVDC.
3.3	The Call-for-Sites information released by AVDC this month relating to the parish was noted and discussed.   In addition to the known parcels of land around the Pitstone Development Area & Rushendon Furlong were parcels of land along Vicarage Road, the horse field adjacent to the pavilion and 8 properties by the Marsworth Road roundabout.    It was RESOLVED to make this information known to the residents within the Neighbourhood Planning 1st leaflet drop.
3.4	The new Neighbourhood Planning process launched by CIB/RCOH was discussed, along with feedback from the briefing session and the correspondence from AVDC.   Whilst it was felt that a Neighbourhood Development Plan was something that should definitely be undertaken, there were concerns expressed about the council’s ability to support the process with manpower and a worry that enough voluntary community support may not be forthcoming.   It was RESOLVED to progress with the CIB/RCOH Neighbourhood Development Plan assuming enough commitment and support was secured from the community.
3.5	It was noted that no funding streams were open until April 2015, which was a disappointment.  It was RESOLVED to meet the cost of CIB/RCOH services of £10,000 plus any extra reports charged separately, assuming the NDP progressed.   It was RESOLVED to meet any other associated costs (eg printing, hall hire etc) between now and April 2015, assuming the NDP progressed.   Cllr Ginda volunteered to Chair the Steering Group.
3.6	It was RESOLVED to send the NDP leaflet (with no amendments requested) to all Pitstone residents, appealing for people to get involved.  It was further RESOLVED to meet the associated cost of printing and distribution.    
3.7	It was RESOLVED to take up the CIB offer of yellow site notices and erect them near key sites.
3.8	As soon as participation is confirmed, an inception meeting will be arranged with CIB/RCOH/AVDC/Steering Group.

The two members of DLP then left the meeting.

4)	Other:

4.1	It was noted that AVDC had stopped all paper distribution of planning applications.   It was RESOLVED to advise AVDC that application documents should still be provided.
4.2	It was RESOLVED to approve attendance at Chilterns Conservation Board Annual Chilterns Planning Conference for Cllr Saintey. Cost £30.00.

91/14	1ST IVINGHOE AND PITSTONE SCOUT GROUP – KEITH STEERS, GROUP SCOUT LEADER

1)	Following a presentation by K Steers, it was RESOLVED to award 1st Ivinghoe and Pitstone Scouts a donation of £640.00 towards their £2,500 target (of which £900 has been raised so far) for new camping equipment across the group.

2)	K Steers gave a presentation about the structural issues with the current scout hut and the desire to build a new building.  Preferably 30m x 10m to accommodate just scouting, or 45-50m x 10m to accommodate guiding as well.  Scout hall wished to be two storey to allow inclusion of indoor climbing wall and internal orienteering poles, which will also act as facility to hire to other groups and generate income to help maintain building.  Small meeting room could be located above toilets/kitchen for general hire.  Guiding end could be hired to other groups when not in use.  Both would help generate income to support ongoing maintenance.
No funding at present.   Would need to apply for grants etc.
Cllr Mattey voiced concern about the size of the structure – it being equal to the size of the whole of Pitstone Memorial Hall.
A discussion took place about building materials / construction options.
Cllr Karen Groom, Chairman of Ivinghoe Parish Council, advised that the hall in Ivinghoe Aston had been built as a dedicated Scout Hut, with funding from the Scouts, and now sits empty.  The Trust now wish to sell the building.  This already has hall, kitchen, toilets, parking etc.  K Steers expressed concern that parents wouldn’t drive the extra distance, as 80% of the membership base came from Pitstone.

It was RESOLVED that the pavilion development committee would give consideration to possible options for the building.    It was RESOLVED to ask K Steers to further investigate the Ivinghoe Aston option as a potentially cheaper route and report back to the parish council.

92/14	PITSTONE DEVELOPMENT AREA

1)	Pitstone Parish Charity declined the Parish Council offer to pay the full price determined by the District Valuer for the land currently used for leisure adjacent to the Recreation Ground (£30,000).   AVDC has approved the release of this value from S106 funds to enable the play space and skate park.
2)	Pitstone Parish Charity declined the Parish Council offer to include land to the rear of the Memorial Hall car park for the development of a MUGA within the PDA.
3)	It is understood that the joint landowners plan to submit an application for the areas within the defined joint agreement, without enabling the leisure & community provision.
4)	The parish council can’t support a PDA application that does not fulfil the comprehensive plan and enable the community benefit.   Therefore, it has brokered a meeting between AVDC, Bidwells and Kirkby & Diamond on 1/10/14 to try and resolve ongoing situation.

93/14	PITSTONE RECREATION GROUND CHARITY 

1)	The outcome of the Pitstone Recreation Ground Charity meeting and the site meeting with I&PUCC were discussed.   It was noted that the Recreation Ground Charity had granted permission for the cricket club to further develop proposals for turning/relaying the cricket square and investigating options for the provision of water.   The issue of replacement cricket practice nets could not be considered until the future of the land was secure.   The cricket club had been advised to liaise with Pitstone Memorial Hall Charity regarding any building adaptations desired.

2)	It was agreed to give further consideration to the extension of the hedge across the front of the bus shelter and add this to the October agenda.

94/14	SPORTS, LEISURE AND PLAY MATTERS

1)	Pavilion

1.1	6 monthly service of the fire alarm system carried out in September and recorded in log book.
1.2	Bi-annual legionella risk assessment undertaken in September.  Council is waiting for final report from GES with any recommendations.
1.3	It was RESOLVED to commission an update to the topographical survey at a cost of £525 + VAT to enable accurate space planning.
1.4	Initial response from FA indicates that funding only available to meet standards required for current league and no 3G/4G funding until at least 2017.   Will still arrange a site visit so that options for redevelopment are clearer.
1.5	It was RESOLVED that any regular hirer of the pavilion facilities could have an advisory seat on the pavilion committee.  This would not affect the current pricing policy.
1.6	It was noted that all clubs had been issued with a Hirers Confirmation for completion to acknowledge that they had practiced fire evacuations etc.
1.7	The hire of the car park by Safran has reached the end of the agreed hire term and parking is no longer required at present.    However, an enquiry has now been received from PRS Office Furniture which is being progressed at present.

2)	Sports / Leisure Development

2.1	Skate Park and general purpose open MUGA: See 92/14 above.
2.2	Play space.  See 92/14 above.
2.3	Cricket.  See 93/14 above.
2.4	Football.   Further consideration will be given to football as the parish council works through options for the pavilion site.   
2.5	Other: to be given consideration as work through options for pavilion site.

95/14	OTHER ISSUES

1)	Bucks County Council Devolved Services
Consideration was given to the meeting held between the local parishes of Cheddington, Pitstone, Ivinghoe and Marsworth.   The consequences of not accepting devolved services was also discussed.   It was noted that AVDC had not yet confirmed their offer to manage these services.   It was RESOLVED to advise BCC that Pitstone Parish Council would be willing to accept the devolved services on an independent basis, but that the local parishes could not cluster due to the widely differing requirements.

2)	Public Transport Contribution
After consideration of the options, it was RESOLVED to advise Dave Roberts of BCC TfB that the parish council would be supportive of real-time information units being provided as a result of the public transport contribution arising from the Rushendon Furlong development.  It is anticipated that the £40k will only fund a maximum of 5 locations.

3)	Youth Café
3.1	A further discussion took place about the ongoing viability of the youth café given the current volunteer situation plus budgetary & resource commitment limitations from the parish council.   
3.2	The parish council had approached 4 local church groups where it was known that local residents attended and asked if they would be interested in considering a joint youth resource.   No positive responses had been received to date.
3.3	It was RESOLVED that Cllr Mattey would liaise with Brookmead school in the first instance.
3.4	A possible further relocation of the container by Brookmead was noted.
3.5	It was RESOLVED to accept the AVYFC offer to renew the DBS/CRB checks for those volunteers reaching their 3 year renewal point.
3.6	The revised lettings agreement from Brookmead School was noted.  Council will complete and return if appropriate following 3.3 above.

4)	Landscaping / Beautification
4.1	It was RESOLVED that the parish council would like to pursue a Horticulture Licence with BCC TfB to enable management of troughs on the Marsworth Road roundabout and at various other verge side locations such as by village signs.
4.2	Further discussions with Amberol and Plantscape, plus investigations into watering and management to be reported at the next council meeting.
4.3	It was RESOLVED to approach BCC TfB regarding relocation of the decorative village sign closer to the roundabout with planting surround.
4.4	It was RESOLVED to approach BCC TfB regarding repositioning the Pitstone sign from the flats by Brookmead to the grass verge opposite Rushendon Furlong with trough planter.
4.5	It was agreed to add the possibility of a Christmas tree on the recreation ground to the October agenda.

5)	BCC Countywide Parking Guidance (draft) Consultation
It was noted that this was a substantial change of direction for BCC.  It was RESOLVED that no comments needed to be submitted by the parish council.

6)	PPP Information
Articles for inclusion were noted and discussed.  It was agreed to include information about the Dacorum Borough Council consultation regarding sites in Tring plus the Bucks County Council consultation regarding their budget, should their submission deadlines allow.

7)	Quotes, Contracts and Tendering
It was RESOLVED to approve attendance for the clerk on this course (SLCC 25/11/14) at a cost of £125 + VAT.  Payment will be invoiced.

8)	Annual Chilterns Forum
It was RESOLVED to approve attendance for Cllr Arney at the above conference (7/11/14) at a cost of £10.

9)	Footpath to Marsworth
It was noted that Marsworth were going to seek 3 quotations for the section of path within their parish, but were not including the Pitstone section within their scope.

The Pitstone section from Westfield Road to the railway bridge is more of a reinstatement of an old path than the creation of a new one, as the remains of the old path lie beneath.  Curb stones are already in place.  Bobbled crossing already in place in Westfield Road.  Nigel Spencer of BCC TfB will provide a quotation for them to carry out the necessary works.

10)	Parish Online
It was RESOLVED to renew annual membership at a cost of £50.40.  BACS transferred raised.

11)	The Chiltern Society
It was RESOLVED to renew annual membership (due end October) at a cost of £25.00, no additional donation.  BACS transfer to be arranged for October.

12)	Portable Skate Park
It was noted that the portable skate park is not available for hire during the October half term but that AVYFC would be organising a trip to a skate park via the youth cafes.

96/14	FINANCIAL ISSUES  

1)	Insurance
It was RESOLVED to renew the annual insurance cover at a cost of £2,314.82.  The council is in a tied long term agreement until 2016.

2)	Completion of External Audit and Statutory Notice Displays
It was noted that Mazars had returned the audit as being in accordance with proper practices.  The two minor comments were noted.
It was confirmed that the statutory notices to electors had been displayed.
It was RESOLVED to meet the required payment of £360.00.  BACS transfer raised.

3)	2nd Quarter Budget Monitor and Initial Thoughts for 2015/16
The performance for the first 6 months was noted and discussed.   All councillors to review budget considerations and respond to queries ahead of next council meeting.

4)	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.   

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

97/14	REPORTS 

1)	Feedback was provided from LAF on 4/9/14.
2)	Road closures along Cheddington Road noted (13/10-7/11/14 during 7am-7pm)
3)	It was noted that Brookmead School were arranging for clearance of the Whistlebrook on 29/11/14, volunteers welcome.
4)	It was noted that Cllr Blunt had been promoted to Chair of Brookmead Governors.
5)	Positive feedback from Royal British Legion annual lunch on 14/9/14 and assistance from Cllr Brooks and family were noted.
6)	Street lighting contract/policy being updated and renewed.
7)	Other reports in the Clerks report were noted. 

98/14	THE FOLLOWING REMINDERS WERE NOTED

•	Parish Council meetings: 23/10/14, 27/11/14, 8/1/15.
•	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/
•	Bucks Playing Fields Ass AGM 6/10/14 (venue and time tbc)
•	Local Council Planning Liaison Group 30/10/14 6.30pm – Cllr Saintey & Cllr Hawkins attending
•	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
•	AONB Planning Conference 8/10/14 – Cllr Saintey attending
•	TfB Think Community Seminar 15/10/14 – Clerk attending

99/14	DATE OF NEXT MEETINGS

The next meeting of the Parish Council will be held on Thursday 23 October 2014.   No further items were requested for the agenda.

100/14	CLOSURE OF MEETING

	There being no further business to be transacted, the Chairman closed the meeting at 10.30pm.

Signed:			Date:	23 October 2014
	 Chairman