PITSTONE PARISH COUNCIL
Minutes of the Parish Council Meeting held on 27 November 2014 
In the meeting room at the Memorial Hall, starting at 7.00pm and 
concluding at 9.50pm

118/14	ATTENDANCE AND APOLOGIES
	
PRESENT:  Cllr Saintey (Chair), Cllr Mrs Arney, Cllr Blunt (Vice Chair), Cllr Richardson, 
Cllr Brooks, Cllr Nicholls, Cllr Mrs Stack and Cllr Ginda.   Clerk: Laurie Eagling.    
Mr T Clare, Chair NDP Steering Group (until post NDP agenda item).
Mrs M Crutchfield, NDP Steering Group member and parish councillor for Wing.
Mr M London, resident.
PCSO Dodson and PC Ratcliffe (Neighbourhood Action Group item only)
APOLOGIES:  Cllrs Mattey (work commitment) and Mrs Hawkins (unwell).

119/14	NEIGHBOURHOOD ACTION GROUP

Thames Valley Police gave an update on crime for the village.   At this time of year, house burglaries always increase.  They requested the assistance of residents to help prevent crime – don’t leave valuables or presents on display, do leave on lights or music to make it look like someone is at home, do help your neighbours and offer to close their curtains/turn on their lights if they are going to be out after dark and do check all your window and door locks.

120/14	QUESTIONS FROM MEMBERS OF THE PUBLIC/PRESS

No questions were tabled from the public gallery.    

121/14	DECLARATIONS OF INTEREST

	All councillors declared a standard 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 a standard interest as Chair of Governors for Brookmead School.

122/14	MINUTES OF THE MEETING held on 23/10/2014

	It was RESOLVED that the draft minutes of the Pitstone Parish Council meeting held on 23 October 2014 were a true and accurate record.  The Chairman was authorised to sign them on behalf of the council.

123/14	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, did not take place on reallocated date & having to be rescheduled again.  (d)  Pitstone gates (Ched Rd & Marsworth Rd) painting booked with ‘Maintenance Gang’.  (g) Village gate off frame along Vicarage Road (453799) – new sign on order.  (i) Vicarage Road footpath now sided out but surface itself in poor state, TfB will try and add to program for 2015/16 as no funds in current year (j) Refresh of white lines along Cheddington Road – now complete (l) Queen Street – no works booked yet  (k) Glebe Close & Marsworth Road to be patched before Christmas.
2)	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.
3)	Marsworth-Pitstone footpath: Marsworth Parish Council notified the parish council that they have ‘shelved’ the idea of a path between the two villages due to continued cost and safety concerns, which is a huge disappointment.  Pitstone Parish Council raised this with Paul Hodson at the LAF who will investigate.
4)	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 but can’t take place until post Westfield Road adoption.
5)	Parish map: Updated draft image circulated electronically for input from councillors.  	
6)	Castlemead Post Box:  Royal Mail advised that it is not likely to be installed before December.
7)	AED at Yardley Avenue Surgery:  external box now on order and the surgery hope it will be installed soon.
8)	Dedicated notice-boards: Only one advertiser, Windmill pre-school & Beacon Villages Choir currently expressed interest in a dedicated business/community notice-board.  
9)	Christmas lights: As per last month’s resolutions: 2,000 warm white static low voltage LED Christmas lights plus 10m extension cable ordered will be delivered at start of December.  Chris & Bob’s Electricals employed to install timer socket in loft, date tbc.  John Lowe thanked for offer to install lights in tree.   John/Chris to liaise re installation, as soon after first Sunday in Advent.   Timer to be set for 3pm-1am. 
10)	VALP Parish Council Forum: Cllr Ginda circulated recommended submission electronically.  No councillors raised queries so submitted to AVDC on 19/11/14.

124/14	NEIGHBOURHOOD DEVELOPMENT PLAN

1)	Update from NDP Chairman
Tony Clare, Chairman of the NDP Steering Group provided an update on all the activity that has taken place since the group’s inception just 4 weeks ago.  They were pleased with the amount of volunteers that had come forward and additional support had been brought into the group with relevant experience/knowledge.  Four sub-groups had been created with different areas of responsibility each.  The NDP Group thanked the Parish Council for their support/commitment to providing the services of rCOH to assist with specialist knowledge and expertise.  An initial visioning workshop had taken place on 24/11/14 to help define direction and scope.  The NDP was moving forward positively with a great deal of enthusiasm.  By the next council meeting at the start of January, they hope to have a draft visionary document and hope that the final plan will be signed off by November 2015.

2)	Pitstone’s Neighbourhood Area Defined
The 6 week consultation concluded on 2/11/14.  Two responses were received by AVDC.  After considering the application, AVDC determined that the Neighbourhood Area should be approved as submitted ie the whole of the parish of Pitstone.

3)	Terms of Reference
It was RESOLVED to adopt the Terms of Reference (attached) between NDP Group and PPC (having been previously circulated).

4)	Declarations of Interest
Each member of the Steering Group has been asked to complete a Declaration of Interest.  The information has been shared with the Chair/Vice Chair of the NDP Group and Parish Council representative so that any conflicts of interest can be identified and managed appropriately.

5)	CIB/rCOH Agreements
It was RESOLVED to work with rCOH on their 25 day package of support at a cost of £13,550 (rather than the £10,000 package resolved last month) as it had now been possible to identify that none of the volunteers within the Steering Group had the relevant experience or knowledge to write the necessary reports.  

It was also RESOLVED to employ rCOH to conduct a Strategic Environmental Assessment (SEA), if AVDC determine that this is necessary (but all other parishes have required one, so it is anticipated that Pitstone will too).  Cost = £2,750 (5 days at £550pd).

6)	Bridging Grant
Localities have launched a bridging grant, providing council’s with up to £7,000 to support the production of their NDP.  It was RESOLVED to submit an application for the full £7,000 towards the production of the SEA plus rCOH/CIB consultancy fees.

7)	Budget Provision
The NDP was not sufficiently far progressed to be able to specify the exact marketing & reporting requirements that would necessitate budgetary provision.   £13,550 CIB/rCOH costs to be split 50:50 this financial year and next.  £2,750 SEA costs to fall within current financial year.  It was RESOLVED to also make a provision of £5,000 miscellaneous provision eg leaflets, events, reports etc to be split 50:50 between this financial year and next.
8)	
Quarry 1
The report prepared and submitted by Jean DeSellincourt & Jill Graves was noted and praised.

9)	Screening Request
It was RESOLVED to submit a Screening Request to AVDC re Strategic Environmental Assessment and Habitats Regulations Assessment Screening Opinions.

125/14 	CORRESPONDENCE 

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

126/14	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 Church Road, Ivinghoe, 14/03101/ATP – work on one Chestnut tree by National Trust on the parish boundary between Pitstone & Ivinghoe in the Pitstone Windmill car park.   No objections received following publicity.  It was RESOLVED to submit no objections to AVDC.
b)	5 Rowland Close, 14/03219/APP – single storey rear extension and formation of front canopy.  No objections received following publicity.  After consideration of the application it was RESOLVED to advise AVDC that the Parish Council had no objection to the application but to request that a condition was included which limited access for construction traffic via the Rowland Close road and not via the private driveway from Vicarage Road (owned and maintained by Vicarage Road and not Rowland Close).
c)	35 Chequers Lane, 14/03208/ACL – single storey side and rear extension.  No objections received following publicity.  After consideration of the application it was RESOLVED to advise AVDC that the Parish Council had no objection to the application.

2)	Decisions:

a)	The Coach House  Erlegh Manor Vicarage Road, 14/01253/APP, Change of use of office building to create new detached house including alterations to existing access:  AVDC approved (PPC tendered no objections).

3)	Other:

It was RESOLVED that only the Clerk would have access to AVDC’s new Consultee Access (replacing The Bulletin) at the present point in time.

127/14	PITSTONE DEVELOPMENT AREA

1)	The Parish Charity were not legally able to offer a conditional contract relating to the land previously used for leisure.  They may be able to dispose of the land, after the PDA has been granted planning permission and sale agreed.
2)	Legal advice had been sought from both Horwood & James and AVDC and discussions had taken place during the month relating to the most appropriate point in time for the parish council to make a decision regarding the possible contribution of the land owned at the end of the Memorial Hall car park.  It was RESOLVED at the meeting to agree to the inclusion of the land if a series of conditions were approved ie (a) land only to be utilised for the construction of a MUGA (b) MUGA to be defined by Parish Council (c) buffer of 30m between newly created NEAP & residential properties as required by AVDC (d) displaced parking to be provided to equal or greater capacity on land immediately adjacent to the existing Memorial Hall car park ( e) cycle & foot path links between Castlemead and ‘recreation ground’ must be provided.
3)	Due to the Parish Charity notification above (127/14.1), the Parish Council is now unable to negotiate the installation of the play space or the skate park until the planning permission has been granted for the PDA causing another frustrating delay.
4)	Horwood and James had been unable to provide the current statement of account, so this item will appear on the 8 January agenda.

128/14	SPORTS, LEISURE AND PLAY MATTERS

1)	Pavilion

1.1	It was noted that Envirologistics had folded.  Two other teams had expressed an interest in the pavilion site and had been provided with booking details but no reservations had been placed.
1.2	Hire of the pavilion / car park by PRS was discussed.   It was RESOLVED to advise PRS that they could have access to the pavilion facilities for £100pw + VAT.
1.3	It was RESOLVED to obtain a quotation from GES Water for the recommendations following the Legionella Risk Assessment.
1.4	It was RESOLVED that the council had insufficient information at present to make a decision about any possible ground enhancements that might enable play at the site within Molten Spar Div 2.
1.5	Redevelopment.  A meeting took place on 13/11/14 with representatives from all current clubs plus groundkeeper.  The constraints of the site were discussed.  All teams would like a 3G/4G floodlit practice pitch.  Options for senior and junior facilities were discussed.  Cllr Brooks to prepare an indicative site plan for consideration including both football and other sport/leisure desired options.
1.6	Restrictive Covenant.  Horwood & James to provide clarification surrounding restrictive covenant in one corner.

2)	Allotments

It was noted that the water had been turned off and tanks drained for the winter and that the site Risk Assessment had been carried out by PAA.  One change of tenancy was noted.   It was noted that PAA would treat the gate with preservative in the spring (funded by PAA).  

A site visit would take place on 1/12/14 to consider the possible installation of two further water troughs.   It was recognised that the Parish Council would need to apply to the National Trust for permission.

Cllr Saintey advised that the new General Manager for the National Trust Ashridge Estate was Susie Mercer and their new Rural Surveyor was John Hunt.

3)	Sports / Leisure Development

3.1	Skate Park and play space: now delayed as Parish Charity can’t consider disposal until PDA land obtained planning permission and sold
3.2	MUGA:  potentially to be included as part of PDA application, see 127/14.
3.3	Cricket: I&PUCC has not provided any update to the Parish Council.
3.4	Football:  Discussed with all clubs, see 128/14 11.5 above.
3.5	Other: to be given consideration as work through options for pavilion site.

129/14	OTHER ISSUES

1)	Bucks County Council Devolved Services
BCC re-arranged their update meeting to 4/12/14 – Cllrs Saintey and Arney will attend.
Indicative quotes received from AVDC and J Leonard Limited for grass cutting element.  Further quotes to be invited.  It was RESOLVED to write to BCC regarding the timing of the 4/12/14 meeting.

2)	Meeting and Annual Assembly Dates for 2015
It was RESOLVED to set the following dates:
8 January 2015 (meeting carried over from 25 December).  
29 January 2015
26 February (not half term)
26 March 2015
30 April (not Easter school holiday)
21 May 2015 Annual General Meeting (one week early due to legislation surrounding election date on 7/5/14)
25 June 2015
30 July 2015 (summer holidays)
3 September 2015 (one week late due to school summer holidays)
24 September 2015
22 October 2015 (one week early to avoid half term)
26 November 2015
7 January 2016 (one week late to avoid Christmas)

Annual Assembly set for 21 April 2014 so that the outgoing council can chair.

It was noted that at least 2 councillors intended to step down at the end of their term and would not be standing for re-election in May 2015.

3)	Play around the Parishes
It was RESOLVED not to host a Play around the Parish session at Easter, but to continue with two sessions in the summer holidays despite the increased cost.  Clerk to book 2 x 2 hour sessions, no extra sports.

4)	Roundabout/Village Beautification
Item to carry forward to next meeting when Cllr Mattey may be in attendance.

5)	Youth Cafe
Item to carry forward to next meeting when Cllr Mattey may be in attendance.  It was noted that the session on 26 November had to be cancelled and the 10 December session may as well, due to insufficient volunteers.

6)	Castlemead Street Lighting
It was noted that the Parish Council had submitted a list of requirements before it could adopt the Phase I to IV street lighting within Castlemead including £440 per column towards ongoing maintenance and a conversion of the lanterns (some now nearly 18 years old) to LED prior to handover.   TDS contracted by Taylor Wimpey to handle this transfer.

JLES have been contracted by Taylor Wimpey to handle the transfer of Phase V within Castlemead.  JLES are compiling a list of all necessary actions to advise to TW.  The Phase has been walked with BCC and PPC.

BCC advise that neither phase of street lighting can be adopted before BCC adopt the highways or the connecting highway ie Westfield Road.  There are still remedial works to be undertaken and then a 12 month maintenance period to undergo before final adoption.

130/14	FINANCIAL ISSUES  

1)	Grant Request
It was RESOLVED not to award a grant to Aylesbury Vale Dial-a-Ride as there was a parish based scheme.

2)	Quotes, Contracts and Tendering: The Clerk provided feedback from this course.

3)	December salary/urgent payments:  It was RESOLVED that despite the December council meeting being postponed until 8 January that the payroll still needed to be run in December so power was delegated to the clerk to run the payroll and raise urgent payments that have already been approved by council.  A full list to be circulated to all members on 22 December, two members to authorise on the same date, ready for BACS payment on 23 December before Bank Holiday closure.

4)	Precept Workshop: the Clerk provided feedback from AVDC’s workshop.  It was noted that authority had been given by AVDC to submit the precept request on 30 January 2015.  It was noted that the Taxbase figure has been set by AVDC at 1228.73.

A subsequent letter has been issued from AVDC to confirm the support grant as £2,950 in 2015/16 (a drop of £1,472 on the current year); falling further to £1,472 in 2016/17 and then no funding at all after that date.

The Parish Council should take care to ensure that the whole funding deficit does not have to be borne by the residents in one hit, as this is also likely to coincide with a marked decline in funding from BCC for devolved services.  Otherwise the council may find itself having to increase the precept substantially, just to maintain existing service levels.   It was RESOLVED to make provision towards smoothing funding drop within 2015/16 budget.

5)	Annual Review of Salary Budgets
The annual review was conducted and RESOLUTION passed regarding the salary budget for 2015/16. 

6)	
Third Draft of Budget
The amended budget was discussed.  It was RESOLVED:

a)	That no further provision towards the path to Marsworth would be included at the present point in time given the withdraw of Marsworth Parish Council from the project
b)	That no provision would be included in 2015/16 for further notice-boards or street furniture
c)	That a decision about funding for the youth café and village beautification would be carried forward to 8 January 2015 meeting when Cllr Mattey could be present
d)	That no specific provision be included towards a community/scout/school bus
e)	That no other projects were tabled for discussion/inclusion
f)	That election promotion and encouraging residents to stand for election would be included within PPP rather than a separate leaflet

7)	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.   

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

131/14	REPORTS 

1)	Cllr Arney provided feedback from the Chilterns Forum on 7/11/14
2)	Feedback from the Pitstone Memorial Hall Charity meeting will carry forward to the January meeting as Cllr Mattey was not present.
3)	Feedback from the Party in the Park Committee Meeting will carry forward to the January meeting as Cllr Mattey was not present.
4)	Cllr Saintey provided feedback from the LCPLG meeting on 30/10/14
5)	Cllr Saintey provided feedback from the LAF on 26/11/14
6)	It was noted that the Windmill Pharmacy in Ivinghoe had advised that it would be opening on 11/12/14.

132/14	THE FOLLOWING REMINDERS WERE NOTED

•	Parish Council meetings: 8/1/15.
•	Pavilion Committee Meeting: 23/3/15
•	Aylesbury Vale Transport Users Group meetings (Corey Cashman): 2/12/14
•	LAF meetings: 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/

133/14	DATE OF NEXT MEETINGS

The next meeting of the Parish Council will be held on Thursday 8 January 2015.   No further items were requested for the agenda.

134/14	CLOSURE OF MEETING

	There being no further business to be transacted, the Chairman closed the meeting at 9.50pm.

Signed:			Date:	8 January 2015
	 Chairman