PITSTONE PARISH COUNCIL
Minutes of the Parish Council Meeting held on 29 January 2015 
In the meeting room at the Memorial Hall, starting at 7.00pm and 
concluding at 10.00pm

152/14	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, Cllr Mrs Stack and Cllr Ginda.   
Clerk: Laurie Eagling.    Mr T Clare, Chair NDP Steering Group (until post NDP agenda item), PCSO J Dodson (until post Neighbourhood Action Group agenda item), 4 members of Windmill Pharmacy (part), 6 members of the public.
APOLOGIES:  None

153/14	NEIGHBOURHOOD ACTION GROUP

PCSO Dodson provided an update on policing matters in the village (pallet lorry no longer parking in The Crescent, vehicles on approach to roundabout legally parked) and answered queries from both the council and public, before departing to continue her patrol.

154/14	QUESTIONS FROM MEMBERS OF THE PUBLIC/PRESS

Members of Windmill Pharmacy explained the services they provide and the process that NHS Litigation had gone through to grant a pharmacy in the village.  NHS had determined that medical services at the two doctors surgeries should not be affected, just dispensing services.  Members of the public had a number of options when deciding where their medicine should be dispensed, one of which is Windmill Pharmacy.  The Pharmacy can also provide additional medical services (such as reviewing medicines, over the counter advice, smoking cessation support etc) and other services such as cosmetics etc.   

155/14	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.  Cllr Mattey is the council’s representative, and trustee, at Pitstone Memorial Hall Charity.

156/14	MINUTES OF THE MEETING held on 8/1/2015

	It was RESOLVED that the draft minutes of the Pitstone Parish Council meeting held on 
8 January 2015 were a true and accurate record.  The Chairman was authorised to sign them on behalf of the council.

157/14	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  
2)	Northfield Road Cycle/Pedestrian Path: HCC hope to actually have the cycle path installed by end 2015/2016 (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).  Waiting for update.
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.    
Phase V open space as not conditional to transfer to AVDC.  TW has now brought the open space (by Bolebec End) up to standard and had a maintenance scheduled approved by AVDC who has now signed off this as complete.  TW has employed a maintenance company for the continued maintenance of this land.  Contact details have been provided to the Clerk.
5)	Castlemead Lighting:  Requirements for Phase V, and Phases I-V, submitted.  Daniel Hadaway of JLES Group handling Phase V.  Their report has been submitted to TW for adoption of the scheme and they are waiting for TW to place the order with them for the works to be undertaken.   Tyler Merries of TDS responsible for Phases I-IV.  BCC advise that adoption can’t take place until post Westfield Road adoption, so agreement not anticipated in the short term.  BCC to adopt Westfield Road and industrial estate lighting in due course.  Approx 80 lights fixed 20 & 21/1/15.
6)	Parish map: Waiting for respective groups to approve text and photographs.  	
7)	Castlemead Post Box:  Royal Mail advised that there has been a delay and the new post box has not yet been signed off.
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.  Rights of Way visited site with Cllr Arney and Clerk on 27/1/15 and determined that a gate would be the most appropriate fixture at that point due to the proximity of the church and the derestricted road.  Cllr Arney to approach Beacon Villages Society to see if they would be willing to “donate a gate” with their remaining funds (expected cost £250).
11)	BCC Land by The Crescent: BCC expect an initial report from Carter Jonas by 26/1/15 and will update the Parish Council in February. 
12)	AVDC Land by The Crescent: AVDC hope to arrange a meeting shortly.  May be waiting to see result of BCC report.
13)	Allotment Water Troughs: PPC applied to National Trust.  No feedback at time of writing.
14)	Quarry 1, Local Wildlife Site: Hopefully to be re-assessed, with a view to increasing protection for flora & fauna, in spring 2015.   Resident reported hundreds of small brown butterflies last spring.
15)	Leisure Land by the Recreation Ground, including Skate Park and Play Space: No action can be taken by the Parish Council at this point.  Parish Charity unable to negotiate until such time as planning permission has been granted & therefore sale of the PDA has completed.   
16)	Roundabout/Village Beautification:  Cllrs Mattey & Brooks + Clerk meeting Stuart Labross (BCC Lighting) and Rob Anderson (TfB LAT) at the roundabout for a site visit 10am 2/2/15.
17)	Pavilion, Works arising from Legionella Risk Assessment:  Scheduled for 9am 28/1/15.  Cllr Saintey & Clerk attending.   New weekly sheets produced for caretaker, new water file prepared for caretaker.
18)	Pavilion Site Redevelopment (Football, 3G, Tennis, Mini-Tennis, Netball, and Scouting): Meeting booked to discuss the possibilities with all the clubs/Scouts/NDP/School for 8pm on Thursday 5 February at the pavilion.   Will provide feedback to the Parish Council following the meeting.
19)	Allotment Renewals: price freeze advertised and potential plot holders asked to contact PAA.   PAA to provide revised tenancy lists during February for clerk to produce offer packs for distribution by the end of the month.   Annual fees due by close March 2015.
20)	Recreation Ground Tree Works: now completed by J Lowe.  Invoice not received at time of writing.

158/14	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 over the last three weeks and circulated the minutes of the last Chairs Committee meeting.   Rapid progress is now being made.  An important meeting with Bucks County Council regarding Education is arranged for w/c 9 Feb.  By the end of February, the likely direction will be much clearer.  It is anticipated that there will be community engagement events towards the end of March.

2)	Extension of Conservation Area in Ivinghoe

A consultation is running until 13 March 2015 regarding a proposed extension to the conservation area in Ivinghoe.  The Conservation Officer will also be attending their Parish Council meeting on 3 March 2015 if anyone wishes to speak to her.  The proposal extends the Conservation Area in a number of locations, including The Park (subject to planning application at present).  It also highlights a need to maintain separation from Pitstone (which would impact on the outstanding Gladman planning application), and avoid back-filling development.  Tony Clare expressed support for the proposals from the NDP, and Pitstone Parish Council expressed support.   Karen Groom, Chair of Ivinghoe Parish Council, urged wide-spread publicity of the consultation and for residents to get involved and respond to the consultation.   Pitstone Parish Council agreed to promote the consultation via their electronic media.

It is understood that Ivinghoe Parish Council is listing The Park as a Community Asset to trigger a Community Right to Buy option.

3)	Strategic Environmental Assessment (SEA)

The next step is for a Strategic Environmental Assessment Scoping Letter to be sent to a number of Statutory Bodies for a 5 week consultation, outlining the potential extent of the NDP and providing a copy of the Visioning Workshop output.   It was RESOLVED to issue this consultation.

4)	Habitat Regulation Assessment (HRA)

Natural England has confirmed that because the Special Area of Conservation of the Chilterns Beechwood’s lies partly within the parish, that we will also need to submit a review of the HRA.  The Environmental Sub-Group is investigating the requirements at present to determine if this can be undertaken in house, or if we need to employ rCOH to write this review.  It was RESOLVED to meet the associated agency costs, if it was determined that this could not be produced locally.

5)	Expenditure/Methodology

The Steering Group have been issued with Financial Procedures and Expense Claim forms.  It was RESOLVED to delegate power to the Steering Group to incur urgent or sundry costs up to a maximum value of £499, if necessary to keep the project moving swiftly along.  Where possible, work to be ordered and invoiced to the Parish Council.  All expenditure >£500 must be pre-approved by full council.  It was RESOLVED to meet the cost of £180 for Land Registry searches.

Tony Clare was thanked for his update and the huge volume of work being contributed by the whole Steering Group.  Tony then departed.

159/14 	CORRESPONDENCE 

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

160/14	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 West of 120 Vicarage Road, 15/00140/AOP – outline submission with all matters reserved for the erection of one bungalow.  No objections received following publicity.  It was RESOLVED to submit no objections to AVDC.
b)	27 Campbell Lane, 14/03189/APP – erection of a 6’ fence.  No objections received following publicity.  It was RESOLVED to submit no objections to AVDC.

2)	Decisions:  None

3)	Other:  None

161/14	PITSTONE DEVELOPMENT AREA

1)	Joint Agreement

Following advice from Horwood & James, the Parish Council had submitted comments and conditions for inclusion within the Joint Heads of Terms relating to any replacement car park.  It had been determined by Horwood & James that the Parish Council did not have the power to force the construction of a MUGA, but that by participating in the agreement that the best chance was offered to the community.   Unfortunately, Bidwells and Kirkby & Diamond (acting for the two major landowners) were disputing the condition requiring the replacement car park to meet current construction guidelines and be lit (as the existing car park is).   Therefore, no draft agreement was available for signature.
2)	Master Plan

A meeting is being arranged with Simon Gray w/c 9/2/15 to review & update the previous draft Master plan for the PDA to bring it up-to-date before submitting to Bidwells.

3)	The invoice from Horwood & James for the Parish Council is expected in early March.

162/14	SPORTS, LEISURE AND PLAY MATTERS

1)	Pavilion

1.1	The feedback from the South Midlands League site inspection of the pavilion was noted.  Potential costs were low.  Tring Town would be willing to manufacture their own dug outs.  Post and rope fence would be required (fairly low cost).  The biggest expenditure for Step 7 would be an internal door to designate the gentleman’s toilets for players use and segregate them from the toilet facilities accessible by the public.  It was RESOLVED to approach Graham Lowe for a quotation.
1.2	It was RESOLVED to approve expenditure for Legionella Awareness Training for a Cllr Saintey, Clerk and H&S operative.  £30 + VAT per person.
1.3	It was noted that the volume of football demand within the village was likely to exceed capacity for 2015/16.   It was RESOLVED to discuss this further at the pavilion meeting on 5/2/15 with the teams.
1.4	Following a comparison of the market place by Business Advisory Services, it was RESOLVED to switch electricity supplier to Opus Energy at point of renewal.
1.5	It was noted that a new 3G pitch had opened in Vale Park, Aylesbury, with very competitive hire rates.

2)	Sports / Leisure Development

2.1	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.
2.2	MUGA:  to be included as part of PDA agreement/re-development
2.3	Cricket: update from I&PUCC circulated electronically.  The cricket club will provide a further update once the grant position is more clearly known.  The cricket club are yet to submit requirements to the Memorial Hall Charity.
2.4	Football:  See pavilion re-development above
2.5	Tennis/Mini-Tennis/Netball:  To be discussed at pavilion meeting 5/2/15 
2.6	Scout Hut: To be discussed at pavilion meeting 5/2/15

3)	Other

3.1	It was RESOLVED to hire the portable skate park from AVYFC during the February half term.  It was noted, and welcomed, that BCC had provided some funding so AVYFC could provide the event free-of-charge.
3.2	Following comparison of quotations, it was RESOLVED to employ Wicksteed to carry out annual playground inspections of the three sites.   It was RESOLVED that no remedial works needed to be pre-booked.   The wooden slats on the Bo-Peep are the most at risk.
3.3	It was noted that one small tree had fallen on the land at The Crescent.   It was RESOLVED to meet the cost of clearance with J Lowe Ltd and to investigate the underlying cause as the tree had not been on the ‘at risk’ register.  Cllr Arney will consider what/if replacement should be planted.

163/14	OTHER ISSUES

1)	Bucks County Council Devolved Services
BCC anticipated to issue draft contracts to those accepting devolved services from April 2015 over next month.   BCC urge parishes to continue working to confirm details of delivery.   Cllrs Saintey/Arney/Clerk meeting 5/2/15 to work through details & arrangements for contract discussions.

2)	SMS Text Services
It was RESOLVED to enter into the necessary annual agreement to continue this service, at a cost of £100 + VAT and review again next year.

3)	Dog Fouling
Following the latest leaflet drop and publicity there appeared to have been a fall in the level of deposits along Marsworth Road.  It was RESOLVED that the parish council would take no further action regarding long handled poop scoops but Cllr Ginda will discuss with the elderly and Towns Land Charity.

4)	Local Council Award Scheme
It was RESOLVED to delay any consideration until the May annual meeting, post the elections, when the new council was in chamber.

5)	Roundabout/Village Beautification
Cllrs Mattey & Brooks meeting with Rob Anderson/Steve Essam re roundabout options 2/2/15.

6)	Youth Cafe
Carried forward.  Cllr Mattey yet to speak to Rev Manning or attend Brookmead parent evenings.

7)	MVAS / School Bus Stop
The latest mVAS data for Vicarage Road, Cheddington Road and Marsworth Road was considered, along with the original position for Vicarage Road.  It was recognised that there was still a problem with some vehicles speeding at each location.  There had also been an accident along Vicarage Road involving a school child crossing to the school bus stop.
It was RESOLVED to re-investigate (a) 30mph roundels (b) extra mVAS near roundabout (c) speed camera signs on permanent display (d) relocating the school bus stop ( e) zebra crossing at the bus stop (BCC advised can cost tens of thousands of pounds, each location assessed for lighting, road surface, road markings, usage, location, average traffic speeds etc often only cost effective in urban areas).

8)	Guide to Information Available
It was RESOLVED to adopt the amended guide and the Chairman was duly authorised to sign on behalf of the council.

9)	Annual Assembly (21/4/15) & Volunteer of the Year
It was perceived that the focus of this year’s annual assembly should be more of an NDP update/event and perhaps have community groups appealing for the volunteers they need.  Accounts could be handed out, rather than presented through.  Obtain thoughts from NDP and discuss at next meeting.

The Volunteer of the Year was selected (post the meeting once public departed to retain surprise) and it was RESOLVED to meet the associated costs of the £50 award and framed certificate.

10)	Medical

10.1	NHS Litigation Authority
It was RESOLVED to respond to the consultation, as previously, and confirm that the Parish Council welcomed the additional services of the pharmacy but wished to see both existing GP surgeries treated in an equal and fair manner.
10.2	Defibrillator Signage
It was RESOLVED that any signage should say “defibrillator” and not “AED”.   The council is waiting for a response from TfB who control the street furniture.  Alternatively, VAHT can be approached who own the grass land.

11)	Volunteer Shortages
It was RESOLVED to try and assist the local groups requiring volunteers but carrying out some further publicity, perhaps appealing on the back of the Annual Assembly agendas or perhaps inviting the groups to be present at the event.   Consider breaking down into the amount of hour’s commitment.

12)	Land issue by 48 Vicarage Road/11 The Pightle
The owners of 11 The Pightle believe that the open amenity land beside their property does not have a legal owner and intend to fell 4 trees, fence the area and utilise to extend their garden.  Legally, if the rightful owner does not come forward within 12 years, they can claim ownership.   No planning application has been submitted for change of use.  The Parish Council has identified two potential owners and will notify each of the situation, and express a desire for the land to remain open.

13)	Layby opposite Masons
It was RESOLVED to request TfB side-out the footpath and to obtain quotations for a replacement litter bin.

164/14	FINANCIAL ISSUES  

1)	PPP
Advertising income was forecast to fall by 25% during 2015/16 to account for the reduction to 3 issues.   It was RESOLVED that advertisers would be offered a pre-payment option on 3 issues rather than the historic 4.   The submissions for the February edition were approved.

2)	Quarterly Grant Applications
a)	It was RESOLVED to award a donation of £600.00, on behalf of the Pitstone Recreation Ground Charity, to A J Groom & Son for the voluntary work carried out on the Recreation Ground and the football pitch.
b)	It was noted that Ivinghoe & Pitstone United Cricket Club has recently submitted a grant application that would be considered at the February meeting of council.
c)	It was noted that the residents of VAHT Yardley Avenue may request a donation towards and End of War Celebration they are planning.

3)	Budget and Precept
The final budget for 2015/16 was approved.
It was RESOLVED to request a precept of £77,700.00, an increase of 1.99% and £1.24 per Band D property.

4)	Quarterly VAT Return
Submitted.  HMRC to refund PPC £1,178.56.

5)	Annual Review of Internal Controls and Annual Internal Audit
The above two audits had been undertaken during the month.  It was RESOLVED to accept the written report and proposals.

6)	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.  

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

165/14	REPORTS 

1)	Cllr Mattey advised that the Chairman of Party in the Park had stepped down.  There is a meeting on 3/2/15 to determine the future of the event.
2)	Cllr Saintey provided feedback on the recent BCC Young Civic Futures event.
3)	It was noted that Taylor Wimpey had felled one beech tree within the woodland walk following an insurance claim for settlement from the adjoining property in Ship Lane.

166/14	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:  14-16/2/15, 21-23/2/15, 3-7/4/15.   http://www.londonmidland.com/your-journey/journey-planning/watford/
•	General and parish elections 7 May 2015
•	AVTUG meetings: 11/3/15, 2/6/15, 8/9/15, 1/12/15
•	PPP Deadlines: 13/2/15 for March publication including info on standing for election; 8/5/15 for May publication with details of new parish/county/district councillors where applicable, annual report & accounts, annual assembly report, volunteer of the year etc; 16/10/15 for November distribution with details of upcoming village Christmas events etc.
•	Election packs available to request from 9/3/15.  Forms must be submitted between 23/3-4/4/15.
•	“Parish Councils Delivering More and Working with Principle Authorities” conference 24/2/15 – Cllr Saintey attending

167/14	PITSTONE MEMORIAL HALL CHARITY

Cllr Mattey gave an update on the events of the last 3 weeks.  Under the Public Bodies (Admission to Meetings) Act 1960, the public and press had been excluded due to the confidential nature of the business discussed.

168/14	DATE OF NEXT MEETINGS

The next meeting of the Parish Council will be held on Thursday 26 February 2015.   No further items were requested for the agenda.

169/14	CLOSURE OF MEETING

	There being no further business to be transacted, the Chairman closed the meeting at 10.00pm.

Signed:			Date:	26 February 2015
	 Chairman