PITSTONE PARISH COUNCIL
Minutes of the Parish Council Meeting held on 8 January 2015 
In the meeting room at the Memorial Hall, starting at 7.00pm and 
concluding at 10.25pm

135/14	ATTENDANCE AND APOLOGIES
	
PRESENT:  Cllr Saintey (Chair), Cllr Mrs Arney, Cllr Blunt (Vice Chair), Cllr Richardson, 
Cllr Brooks, Cllr Nicholls, Cllr Mattey, Cllr Mrs Hawkins and Cllr Ginda.   Clerk: Laurie Eagling.    
Mr T Clare, Chair NDP Steering Group (until post NDP agenda item).
APOLOGIES:  Cllr Mrs Stack Mattey (unwell)

136/14	QUESTIONS FROM MEMBERS OF THE PUBLIC/PRESS

No questions were tabled from the public gallery.    

137/14	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.   Cllr Ginda chairs the Heritage sub-group for the NDP & Cllr Brooks is a member of the infra-structure sub-group.

138/14	MINUTES OF THE MEETING held on 27/11/2014

	It was RESOLVED that the draft minutes of the Pitstone Parish Council meeting held on 27 November 2014 were a true and accurate record.  The Chairman was authorised to sign them on behalf of the council.

139/14	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 (l) Queen Street – no works booked yet  (k) Cheddington Road & Marsworth Road patched 15th and 16th December.   Glebe Close scheduled for patching on 8 January 2015.
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 Jan.
3)	Marsworth-Pitstone footpath: Paul Hodson has agreed to put the necessary feasibility studies for the path onto the LAF funding list for 2015/16.  Will come before LAF to vote on.  
4)	Castlemead Issues: Steve Essam at Transport for Bucks in charge of negotiating highways handover. 
5)	Castlemead Lighting:  Requirements for Phase V, and Phases I-V, submitted.  TW yet to respond.  BCC advise that adoption can’t take place until post Westfield Road adoption.  BCC to adopt Westfield Road and industrial estate lighting in due course.   Dozens of lights still non-operational and reported again to TW.
6)	Parish map: Waiting for respective groups to approve text and photographs.  	
7)	Castlemead Post Box:  Royal Mail advised that it is not likely to be installed before December 2014.
8)	AED at Yardley Avenue Surgery:  surgery still to confirm installation date
9)	Dedicated notice-boards: Only one advertiser, Windmill pre-school & Beacon Villages Choir currently expressed interest in a dedicated business/community notice-board.  
10)	Footpath 6 stile:  Rights of Way liaising with landowner to repair or replace the stile
11)	BCC Land by The Crescent: Historically leased to the Parish Council as open space.  When lease expired BCC declined renewal, although lease terms continue informally.  Parish Council has continued to pursue formal ownership/lease of this land.  BCC advise that instruction passed to Carter Jonas, Property Consultants, to review and advise BCC on the potential for the land and its value including a lease/disposal to the Parish Council as one possible option.  Cause for concern in case decide to progress more valuable options.  
12)	AVDC Land by The Crescent: AVDC hope to arrange a meeting shortly.
13)	Allotment Water Troughs: PPC applied to National Trust.  No response received to date.
14)	Memorial Hall Extension: being investigated by the Memorial Hall Charity.  No update at present.

140/14	NEIGHBOURHOOD DEVELOPMENT PLAN

1)	Update from NDP Chairman, Tony Clare
Tony Clare, Chairman of the NDP Steering Group provided an update on all the activity that has taken place since the last Parish Council meeting.  rCOH had attended a Visioning Workshop with representatives from each sub-group and produced a summary document that outlined two possible options for the village.  It was stressed that these were not the only options and that no decisions had been taken, but that the document was just providing a framework for the sub-groups to further investigate the types of issues identified.  

The sub-groups were meeting during January and a further progress update would be available for the 29 January 2015 Parish Council meeting.  The marcomms sub-group are investigating appropriate messages to engage with the community and planning towards for a community consultation event in 2-3 months.

Ivinghoe have had their Neighbourhood Area defined and are now trying to schedule their Visioning Workshop.

Cheddington have submitted their Draft Plan for consultation including c100 dwellings.   A copy has been circulated to all councillors electronically.

2)	Bridging Grant Awarded
The Parish Council has been awarded a bridging grant of £6,500 from Localities towards the production of an SEA, support from rCOH and CIB, plus a community event.  All must be completed and invoiced before the end of March.

3)	Strategic Environmental Assessment (SEA)
AVDC has advised that it will require Pitstone to undertake an SEA as part of its Neighbourhood Development Plan.   It was RESOLVED to commission this work with rCOH (£2,750).   The above grant will part fund this report (£2,500).    AVDC has undertaken some further consultation from Natural England etc and will provide the Parish Council with these results after the consultation closing date of 9/1/15.

Tony Clare was thanked for his update and then departed for another NDP sub-group meeting.

141/14 	CORRESPONDENCE 

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

142/14	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)	8 Crispin Field, 14/03608/APP – two storey side extension and removal of chimney breast.  No objections received following publicity.  It was RESOLVED to submit no objections to AVDC.

2)	Decisions:  None

3)	Other:  None

143/14	PITSTONE DEVELOPMENT AREA

1)	It was RESOLVED to arrange a meeting with John Reddington of Horwood & James next week before responding to the revised agreement proposed by Bidwells.
2)	It was RESOLVED that the Parish Council would review the previous draft Master plan for the PDA to bring it up-to-date before submitting to Bidwells.
3)	Following notification from the Parish Charity, the Parish Council is unable to negotiate the installation of the play space or the skate park until the planning permission has been granted for the PDA.
4)	Horwood and James advised that the current statement of account is c£1,600 for the combined bill between the Parish Council and Parish Charity.  The Clerk has requested that the Parish Council element be invoiced before the close of the current financial year, whilst the Parish Charity bill should go direct to the Parish Charity upon completion of their sale.

144/14	SPORTS, LEISURE AND PLAY MATTERS

1)	Pavilion

1.1	It was RESOLVED to accept the quotation of £450 from GES for works arising from the Legionella Risk Assessment.
1.2	It was RESOLVED to grant South Beds Driving School one month free hire as compensation for problems experienced during the dual hire with PRS.
1.3	Cllr Brooks presented the detailed schematics for possible options for the pavilion site redevelopment.  It was RESOLVED to take forward the plans to the affected clubs, groundkeeper and the NDP sub-committee chair, as possible plans, if the clubs wish to join forces with the Parish Council and turn them into reality.   It was noted that the restrictive covenant would only come into force if the ground was being used for purposes other than football etc, so was not applicable.  Cllr Brooks was thanked for all of his hard work to get the project to this point.
1.4	It was RESOLVED that the council had insufficient information/costs at present to make a decision about any possible ground enhancements that might enable play at the site within Molten Spar Div. 2 for Tring Town/P&IU FC.
1.5	It was noted that three roof tiles had required urgent replacement and a section of leaking guttering needed repair, and was RESOLVED to meet this cost.
1.6	It was noted that Tring Town had made enquiries about an <18 side playing on Sundays.  The council is waiting for feedback from the other member clubs / groundkeeper before making a decision.

2)	Allotments

It was noted that Pitstone Allotment Association did not wish to increase their charges for 2015/16.   It was RESOLVED that Pitstone Parish Council did not wish to increase its plot rental charge for 2015/16.   To comply with legislation, the relevant site notice will be displayed in February.

It was noted that the Parish Council / Allotment Association had planted some trees along the boundary between Bell Field and the allotment site.  The trees were donated by National Trust for this purpose (they own the allotment land), from their new nursery.

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.  Play Space remains on c8 week lead-time.  Skate Park procurement via AVDC confirmed and awaiting land approval before proceeding.
3.2	MUGA:  to be included as part of PDA agreement/re-development
3.3	Cricket: I&PUCC has not provided any update to the Parish Council on progress for redevelopment of the recreation ground and Memorial Hall.
3.4	Football:  See pavilion re-development above (144/14 1.3)
3.5	Tennis/Mini-Tennis/Netball:  See pavilion re-development above (144/14 1.3)
3.6	Scout Hut: See pavilion re-development above (144/14 1.3)

145/14	OTHER ISSUES

1)	Bucks County Council Devolved Services
It was RESOLVED to confirm to BCC that Pitstone Parish Council would be willing to accept devolved services from April 2015.   It was RESOLVED to arrange further meetings with the two lowest priced local companies.

2)	PPP in 2015
It was RESOLVED to reduce PPP production to three editions during 2015, in approximately February, May and November.    The magazine will remain in the new slim-line format.

The February edition to include information from Cllr Arney on Footpath 6, information from Dave Clifford about the Community Car Scheme / Silver Surfers, and information from the Parish Council encouraging residents to stand for election in the forthcoming May election.

Council to write to the existing PPP advertisers.

3)	Employment Issues
It was RESOLVED to adopt the National Joint Council pay award for the clerk of 31p per hour (to £14.414ph SCP32) from 1/1/15 plus the payment of two non-consolidated one-off payments of £54 in December 2014 and £14 in April 2015, both subject to NI/PAYE.

4)	Roundabout/Village Beautification
It was RESOLVED that Cllr Richardson would speak to Colbree to see if they would be interested in sponsoring the roundabout planting.   It was RESOLVED that Cllrs Mattey & Brooks would meet with Rob Anderson/Steve Essam re roundabout options.

5)	Youth Cafe
It was RESOLVED that Cllr Mattey would attend meetings with parents at Brookmead to promote the youth café, and would meet with the new vicar to see what assistance/support for youth projects they may be able to provide.

It was noted that AVYFC had issued a £100 refund for cancelled session on 26/11/14.

6)	Policies
It was RESOLVED to adopt the Community Engagement Strategy and Social Media/Communications Policy previously circulated.

7)	Electronic Information
In the light of amended legislation, Cllrs Nicholls and Mattey advised that they only wished to receive their meeting information/correspondence electronically and no longer required a hard copy of the meeting pack.   All other members of the council to continue to receive both electronic and hard copies.  Council RESOLVED to accept this.

146/14	FINANCIAL ISSUES  

1)	Grant Request
It was RESOLVED to award a grant of £93.95 to 1st Ivinghoe and Pitstone Guides to purchase a replacement flag.

2)	Tax/Supplement Repayment from HMRC:
It was noted that HMRC had refunded £141.95 of tax incorrectly deducted by NatWest on a fixed rate deposit account terminating during tax year ending 5/4/11.

3)	Grant Awarding Policy:  
It was RESOLVED to adopt the Grant Awarding Policy following its annual review.

4)	Budget and Precept: 
It was RESOLVED to retain provision for the Youth Café for a further financial year.   There are a number of key constraints to the budget for the forthcoming financial year including (a) a reduction in Localised Council Tax Support Grant being passed to the Parish Council from AVDC, with further funding cut the following year (b) the devolution of services from Bucks County Council without enough associated funding being passed from BCC to fulfil them adequately, with further funding cut the following year (c) the potential cost of a parish election in May (d) ongoing costs associated with the production of the Neighbourhood Development Plan.   It is unknown whether central government will decide to cap council tax expenditure in this/subsequent years.   Rather than increase the parish precept by almost 20% to finance these requirements, it was RESOLVED that council would reduce the working balance held instead to ensure that any precept increase remained below 10% and approx. £6 per Band D.  Final precept to be agreed at 29/1/15 meeting.

5)	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 £10 discrepancy raised by NatWest was noted.  Issue now resolved.

The income, debtor, creditor and financial reconciliation/summary information was noted.   
6)	Unity Cash Paying In Facility
It was RESOLVED to apply to Unity Bank for a cash paying in facility via the local Post Office.  Councillors were duly authorised to sign the application form on behalf of the council.
7)	The regular internal controls were conducted with no amendments requested or issues arising.

147/14	REPORTS 

1)	Rights of Way pursuing replacement of rotten crosspiece on the stile at the end of Footpath 6.  Cllr Arney to write an article promoting the use of this footpath for PPP.
2)	It was noted that Pastor Dave Clifford’s contract was terminating in June 2015 and the future of the Chapel Fellowship was currently uncertain.  Dave is also the co-ordinator for the Community Car Scheme and runs the Silver Surfers club, and will be greatly missed when he moves away.
3)	The mVAS data for Cheddington Road was noted.   It was requested that next time the sign is located along Cheddington Road that it is faced in the opposite direction if possible.
4)	Cllr Mattey advised that not much progress was being made with Party in the Park 2015.  He would follow up with the committee and provide an update to the council on 29/1/15.
5)	Cllrs had received numerous complaints about cars/vans parking along Cheddington Road near the roundabout.  Thames Valley Police are already aware.
6)	M F London asked to adjust the tension on the playground gates at the Recreation Ground.
7)	Cllr Arney advised that the Post Office in Ivinghoe was currently consulting on potential future changes and encouraged all present to complete a questionnaire.   The clerk will also publicise electronically.
8)	The ongoing problem of dog fouling along Marsworth Road was discussed.  It was RESOLVED to write another letter to residents of Marsworth Road, Pre-School and School with contact details for AVDC street cleansing service.  It was also RESOLVED to investigate possible solutions to problems experienced by the elderly in clearing their dogs fouling.

148/14	THE FOLLOWING REMINDERS WERE NOTED

•	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/

149/14	PITSTONE MEMORIAL HALL CHARITY

Cllr Mattey gave an update on the above following the last charity committee meeting.  Under the Public Bodies (Admission to Meetings) Act 1960, the public and press (had there been any present) would have been excluded due to the confidential nature of the business discussed.

150/14	DATE OF NEXT MEETINGS

The next meeting of the Parish Council will be held on Thursday 29 January 2015.   No further items were requested for the agenda.

151/14	CLOSURE OF MEETING

	There being no further business to be transacted, the Chairman closed the meeting at 10.25pm.

Signed:			Date:	29 January 2015
	 Chairman