PITSTONE PARISH COUNCIL

NOTICE IS HEREBY GIVEN OF THE ANNUAL MEETING of the Parish Council
to be held in the Meeting Room of the Memorial Hall on Thursday 21 May 2015 at 7.00pm.

Laurie Eagling, Clerk to the Council
9 Warwick Road, Pitstone, LU7 9FE			Signed _____________________________
Tel: 01296 660791					Date :  14 May 2015

A G E N D A

1.	CONFIRM ELECTION RESULT AND ACCEPTANCE OF OFFICE
2.	TO ELECT A CHAIR AND VICE CHAIR
3.	ATTENDANCE AND APOLOGIES
4.	RECEIVE QUESTIONS FROM MEMBERS OF THE PUBLIC/PRESS – residents monthly opportunity to raise their questions or concerns with the parish council
5.	DECLARATIONS OF INTEREST AND DISPENSATION REQUESTS from councillors on matters to be considered at the meeting 
6.	MINUTES - To resolve that the minutes of the parish council meeting held on 30/4/15 be signed as a correct record
7.	CLERK’S REPORT – receive any update to the matters arising, for information only

8.	PLANNING MATTERS
8.1	Applications: 
8.1.1	42 Glebe Close, 15/01340/APP, part single and part two storey rear extension
8.1.2	30 Albion Road, 15/01544/APP, single storey extension.
8.2	Decisions: None
8.3	Other:
8.3.1	14 Durham Road, 15/00977/APP, two storey side extension and conversion of garage into habitable room (PPC opposed on grounds of over-development and loss of parking): application withdrawn by applicant
8.3.2	Note changes within AVDC for determining planning applications
8.3.3	Erlegh Manor, investigation into extent of works, PIRF70082

9.	NEIGHBOURHOOD DEVELOPMENT PLAN UPDATE – Tony Clare, NDP Chairman
9.1	Volunteer/committee changes
9.2	Consider & approve draft pre-submission consultation document, procedures and associated costs
9.3	Consider & approve draft SEA consultation, procedures and associated costs
9.4	Consider/approve grant application

10.	REVIEW AND ADOPT CODE OF CONDUCT INCLUDING STANDING DISPENSATION REQUESTS

11.	APPOINTMENTS
11.1	To review/consider the existing committee structure and recommend changes.
11.2	To elect a Chairman and appoint members of the planning committee.
11.3	To elect a Chairman and appoint members of the pavilion/sport/leisure committee.
11.4	To elect a Chairman and appoint members of the staffing committee.
11.5	To elect a Chairman and appoint members of the Pitstone Recreation Ground Charity committee.
11.6	To elect a Chairman and appoint members of the Pitstone Parish Charity committee.
11.7	To elect a Chairman and appoint members to any other committees determined under point 11.1 above.
11.8	To appoint the parish council representatives to other bodies.

12.	REVIEW AND APPROVE TERMS OF REFERENCE AND DELEGATION ARRANGEMENTS
14.	CORRESPONDENCE - Consider correspondence received & receive notification of any additional items

15.	PITSTONE DEVELOPMENT AREA
15.1	Approve release of final Design Brief to the landowners
15.2	Note receipt of signed Joint Heads of Terms
15.3	Consider response from Parish Charity re legal advice
15.4	Consider update from potential nursery provider

16.	SPORTS, LEISURE, PLAY AND OPEN SPACE 
16.1	Pavilion: 
a)	Note changes to employment during the summer renovation
b)	Annual review and adoption of the Maintenance Schedule
c)	Note following maintenance items: 3 panels needed replacing from maintenance gates, the pedestrian gate required repair, several fence panels needed additional support posts following the high winds
d)	Consider team updates and pitch use implications
e)	Consider revised draft site layout and determine next steps
f)	Consider request to hold charity ball on 5/9/15
16.2	Allotments:
a)	Approve treatment/expenditure associated with wooden entrance gate
16.3	Playground Issues:
a)	Consider alternative quotations for Windsor Road playground works
b)	Consider proposal re: Bo Peep on Recreation Ground
16.4	Leisure Development:
a)	Note feedback from Community Chest re Cricket Club and Skate Park

17.	OTHER ISSUES
16.1	BCC Devolved Services
a)	Consider latest information from BCC following input from HB Law
16.2	Youth Café
a)	Receive update from meeting with AVYFC on 8/5/15 and determine actions arising
b)	Note details of planned youth event on 28/5/15
16.3	Annual review and adoption of Standing Orders
16.4	Annual review and adoption of Risk Management Policy and Risk Assessment
16.5	Determine procedures to undertake review of Community Self Help Plan
16.6	Councillors to determine if wish to only receive meeting packs electronically
16.7	Land at The Crescent
a)	Note removal of dangerous tree
b)	Note update on meeting between NDP/PPC/AVDC/Carter Jonas for BCC
16.8	Consider if wish to nominate a candidate for Parish Member on Chilterns Conservation Board
16.9	Accept donation of Dell Colour Laser printer
16.10	Consider if any councillors wish to undertake Charity Trustee e-learning

17.	FINANCIAL ISSUES
17.1	Conduct Annual Review of Financial Affairs
17.2	Banking
a)	Note revised Terms & Conditions issued by Unity Trust Bank.
b)	Approve necessary resolutions to amend signatories on Unity Trust account & amend online access:
17.2.2.1	The amendments to the Mandate for the operation of the bank accounts, payment instructions and banking services be approved and be provided to the Bank by persons authorised to do so in accordance with the Banks procedures and the Mandate.
17.2.2.2	The Bank is entitled to rely upon the amended Mandate until it receives a later Mandate amending it, and the Bank is entitled to reply on instructions given by any person named in Section 3 and may disclose any information relating to the account to any such person.
17.2.2.3	The Bank is under no duty to make enquiries before acting on the instruction of any person named in Section 3.
17.2.2.4	The Bank will be notified in writing of any changes to the organisation as per the terms and conditions of the account.
17.2.2.5	We agree to the use of the Internet Banking service in accordance with the general Terms and Conditions and we confirm that we have read and accept the Banks Terms and Conditions and that the details of the individuals listed as nominated users and shown on the enclosed forms are correct and certify that these resolutions have been recorded in the minute book.  In all other respects our mandate will continue unaffected.
c)	Approve necessary resolutions if wish to amend signatories on Nat West accounts
17.3	Re-consider and approve eligibility to utilise the General Power of Competence
17.4	Consider policy on allowances / expenses for members of council
17.5	Review & approve Financial Regulations
17.6	Note audit timetable
17.7	Financial position/payments: To approve payments in accordance with the budget and consider the receipts/reconciliation/debtor/creditor information for the month 
17.8	Conduct all necessary internal controls

18.	REPORTS
18.1	Receive update on Pitstone Memorial Hall Charity EGM 18/5/15 – Steve Mattey
18.2	Note other reports

THE PUBLIC AND PRESS ARE WELCOME AT ALL OUR FULL COUNCIL AND 
COMMITTEE MEETINGS
WE LOOK FORWARD TO SEEING YOU