PITSTONE PARISH COUNCIL

NOTICE IS HEREBY GIVEN OF A MEETING of the Parish Council
to be held in the Meeting Room of the Memorial Hall on Thursday 25 June 2015 at 7.00pm.

Laurie Eagling, Clerk to the Council
9 Warwick Road, Pitstone, LU7 9FE			Signed _____________________________
Tel: 01296 660791					Date :  18 June 2015

A G E N D A

1.	ATTENDANCE AND APOLOGIES 
2.	RECEIVE QUESTIONS FROM MEMBERS OF THE PUBLIC/PRESS – residents monthly opportunity to raise their questions or concerns with the parish council
3.	DECLARATIONS OF INTEREST AND DISPENSATION REQUESTS from councillors on matters to be considered at the meeting 
4.	MINUTES - To resolve that the minutes of the parish council meeting held on 21/5/15 be signed as a correct record
5.	CLERK’S REPORT – receive any update to the matters arising, for information only
6.	CORRESPONDENCE - Consider correspondence received & receive notification of any additional items
7.	NEIGHBOURHOOD DEVELOPMENT PLAN UPDATE
7.1	Note Locality grant request for £3,350 successful
7.2	Note update on pre-submission consultation process (runs 1 June to 13 July) and feedback received to date
7.3	Note SEA consultation issued (runs until 15 July) and feedback received to date
7.4	Note receipt of Local Green Spaces report produced by NDP
7.5	Approve expenditure to produce update to HRA
7.6	Note update on anticipated timescale for next few stages
7.7	Note Brookmead consultation with parent community
8.	PITSTONE DEVELOPMENT AREA – receive any update from the landowners
9.	SPORTS & LEISURE COMMITTEE
9.1	Pavilion: 
a)	Approve proposal to re-open site on 25 July 2015
b)	Approve recommendations for team usage at pavilion and recreation ground
c)	Approve maintenance works to trim back vegetation from footpath access
d)	Confirm next steps with site redevelopment and negotiation with Town Lands Charity
e)	Approve 3 x other bookings and related terms & conditions
f)	Note boiler was serviced & gas checked on 1/6/15
g)	Consider vandalism issues and determine way to progress
9.2	Allotments:
a)	Note repair works to allotment gate
b)	Note change of tenant at plot 71
9.3	Play Issues:
a)	Consider alternative quotations for Windsor Road playground works
b)	Nominate person for Play Around Parish Session 10am-12noon 21/8/15
c)	Conduct annual review of Play Policy & Risk/Benefit Assessments
9.4	New S106 Leisure Contribution Procedures: note the new procedure notified by AVDC which requires the exact project and cost to be defined within any future S106 to comply with CIL and determine actions arising
9.5	Approve release of funds from Recreation Ground Charity to J Groom
9.6	Portable Skate Park:  consider hire of portable skate park from AVYFC during the summer holidays @ £150 per session

10.	OTHER ISSUES
10.1	BCC Devolved Services: Approve final devolution agreement with BCC
10.2	Youth Café
a)	Receive update from Year 6 meeting on 16/6/15 and taster sessions – Cllrs Mattey & Saintey
b)	Consider end-of-term thank you gift for volunteers
10.3	Quarry 1: Note update from Jean de Selincourt re surveys
10.4	Waste: Consider any response to Hertfordshire Waste Local Plan, Employment Land Areas of Search Supplementary Planning Document Consultation – Cllr Blunt
10.5	Highways: Consider if any response required to Highways England re Bisham roundabout
10.6	Traffic Calming: Receive feedback/consider issues arising from Ben Hamilton Baillie’s Traffic Calming presentation and determine any next steps – Cllrs Weber, Groom and Saintey
10.7	Community Right to Bid: approve submission of nomination to AVDC for the following community assets as defined in the NDP Pre-Submission Consultation:
a)	Open space land by The Crescent, owned by BCC and managed by PPC
b)	Allotment land by The Crescent, owned by AVDC
and consider other nominations/timing of their submissions.
10.8	PPP: Note production problem with PPP and issues arising
10.9	Street Lighting
a)	Appoint contractor to carry out immediate remedial works (previously approved with prior contractor)
b)	Appoint contractor to carry out structural testing of all column stock
c)	Consider ongoing maintenance options eg maintenance contract vs call outs
10.10	Dog Bin: Approve installation of dog bin in Green Lane
10.11	Party in the Park:  approve employment of Mr Graves for additional hours to clear the Recreation Ground after Party in the Park
10.12	HGV Meeting 24/6/15: receive feedback from the meeting organised by BCC
10.13	mVAS/Highways: 
a)	Note mVAS data from the Cheddington Road trial
b)	Conduct annual review of mVAS Procedures Manual and Risk Assessment 
c)	Review of Vicarage Road school bus stop
d)	Consider updates on proposals put forward by Cllr Starling:
i.	30mph repeaters
ii.	Permanent speed camera signs
iii.	Zebra crossings
iv.	Additional mVAS location at roundabout end of Vicarage Road
10.14	Equal Opportunities Policy: conduct annual review and approve
10.15	Planning Committee:
a)	Note receipt of the minutes of the Planning Committee meeting held on 18-6-15
b)	Note draft report re Gladman 1
c)	Note Ivinghoe Conservation Area Review unanimously approved by cabinet on 16/6/15

11.	FINANCIAL ISSUES
11.1	Banking: Approve necessary resolutions to amend signatories on NatWest current account (remove members retired from council and add two new members):
a)	It was resolved that the authorised signatories in the current mandate, for the current account, be changed in accordance with sections 5 & 6 and the current mandate will continue as amended
b)	We certify the above resolution was passed at a meeting at which a quorum was present.  In respect of this mandate and any additional authorised signatory pages that (a) all signatures are genuine (b) the information given is correct and (c) we have signed all corrections.
11.2	Internal Audit (conducted 11/6/15):
a)	Consider/approve report produced by the IAC Internal Auditors and actions arising including:
b)	Approve amendment to the correct rate of pay for the Clerk to £14.514ph ongoing
c)	Consider increasing level of Fidelity/Dishonesty Insurance to cover total value of bank holdings
d)	Commission insurance valuation of pavilion building
e)	Consider move to Income & Expenditure accounting
f)	Note ‘option to tax’ may be necessary for pavilion before redevelopment work takes place
g)	Confirm amendment to show asbestos removal at Hall as ‘Grant’ even though works commissioned by Parish Council
11.3	End of Year Financial Reports:
a)	Approve year-end bank reconciliation
b)	Approve accounting statements 2014/15 and explanation of variances
c)	Approve annual governance statement 2014/15
d)	Confirm exercise of electors rights notified 17/6, running from 1/7-28/7/15
11.4	Financial position/payments: To approve payments in accordance with the budget and consider the receipts/reconciliation/debtor/creditor information for the month 
11.5	First Quarter Budget Monitor: note report
11.6	Conduct all necessary internal controls

12.	REPORTS
12.1	Note 20 attendees at the portable skate park event on 28/5/15
12.2	Pitstone Memorial Hall Charity: Receive briefing from Mr Alan Hills, new Acting Chairman of Pitstone Memorial Hall Charity.  Under the Public Bodies (Admission to Meetings) Act 1960, the public and representatives of the press and broadcast media be excluded from the meeting during the consideration of this item of business because of the confidential nature of the business to be transacted.  
12.3	Note other reports

THE PUBLIC AND PRESS ARE WELCOME TO ATTEND 
ALL OUR MEETINGS AND COMMITTEE MEETINGS
YOUR VIEWS ARE IMPORTANT TO US