PITSTONE PARISH COUNCIL
Minutes of the Parish Council Meeting held on 26 February 2015 
in the Millennium Room at the Memorial Hall, starting at 7.00pm and 
concluding at 9.30pm

170/14	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 & Mr K Weber (NDP Steering Group).  Mr Chantry-Price regarding Erlegh Manor planning application.
	APOLOGIES:  Cllrs Hawkins and Mattey

171/14	QUESTIONS FROM MEMBERS OF THE PUBLIC/PRESS

No questions tendered by the members of the public.   

172/14	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.

173/14	MINUTES OF THE MEETING held on 29/1/2015

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

174/14	CLERK’S REPORT

The following updates to matters arising were noted:

1)	Transport for Bucks current issues: outstanding issues: (c) drop curb at canal bridge, should have been complete by 19/2/15 but was postponed again and is now re-scheduled for w/c 16/3/15.  (d)  Pitstone gates (Ched Rd & Marsworth Rd) painting booked with ‘Maintenance Gang’ for later in the spring.  (g) Village gate off frame along Vicarage Road (453799) – new sign now installed.  (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  (j) missing manholes reported Vicarage Road (& Quarry Rd to TW) (k) potholes on Upper Icknield Way roundabout reported. (l) siding out of footpath in layby opposite Masons scheduled for w/c 16/3/15. (j) TfB scheduled removal of Grebe Canal Cruise tourist signs as they have unfortunately ceased trading. (k) overgrown hedge at Cocksparrow Cottage has been outstanding with TfB for some time and recently chased.
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.  Now estimate could cost £500k).  New ‘Engineering Assistant’ (Michael Stutely) conducting Feasibility Report.  Unclear where extra funds will be provided from.   Not yet approached landowners re land acquision.
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.   Cllr Brooks liaising with SE regarding placement of manholes in Westfield Road.
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.  
6)	Parish map: Waiting for respective groups to approve text and photographs.  	
7)	Castlemead Post Box:  Royal Mail advise that they are “currently working through all the requests (for new boxes) and making a decision on which ones will be approved.  (They)’ll let us know as soon as they have an answer on whether a post-box will be installed in this location.”
8)	Defibrillator at Yardley Avenue Surgery:  now installed.  Arranged publicity and posters for notice-boards.  TfB declined permission for signage on road name plate.  VAHT approached for permission to locate a sign on their pole (currently only used for ‘no ball games’ sign).  Community training to be considered for annual assembly or other events.
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/gate:  Mr Leech agreed to replace the stile with a gate, and to install it.   At their meeting on 24/2/15, Beacon Villages Society decided that they did not wish to utilise their closing funds to ‘donate a gate’.  BCC Row to approach the landowner and revert to the parish council ahead of the March meeting if unsuccessful, in case council wish to consider funding the required £250.
11)	BCC Land by The Crescent: BCC agreed to an extension in reporting from Carter Jonas as BCC Highways had not provided Carter Jonas with the information they had requested.  Will provide an update once available.
12)	AVDC Land by The Crescent: AVDC hope to arrange a meeting shortly.  May be waiting to see result of BCC report.  
13)	Quarry 1, Local Wildlife Site: Hopefully to be re-assessed, with a view to increasing protection for flora & fauna, in spring 2015.   
14)	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.   
15)	Football/Mini-Tennis/Tennis/Netball/Scout Hut: all being discussed as part of pavilion redevelopment project
16)	Legionella Training: one online course has been booked and the clerk will undertake before recommending whether other staff should complete the same course.  Expenditure for 3 people already approved.
17)	SMS Text Services: Now commissioned and operational.
18)	mVAS/School Bus Stop issues: still being investigated
19)	Land by 48 Vicarage Rd/11 The Pightle:  Bidwells confirmed that they did not believe this falls within the Hawkins estate.  TW investigating.

175/14	NEIGHBOURHOOD DEVELOPMENT PLAN

1)	Update from NDP Chairman, Tony Clare

Tony Clare, Chairman of the NDP Steering Group reported on the outcome of the educational meeting with Bucks County Council and the implications this may have on Pitstone, the NDP and future planning.

Kris Weber updated those present on the community engagement activity that starts this weekend, publicising the community engagement events, NDP Facebook page and NDP section of the web-site which go live this weekend.

NDP Chairs meeting with rCOH within the next 10 days, to provide further direction and review the site assessments and proposed settlement boundaries.   This will enable them to write a draft pre-submission plan, which can be adapted after the community engagement events if necessary.

2)	Strategic Environmental Assessment (SEA) and CIB/BCC Environmental Assessment Toolkit

The consultation period with the statutory bodies runs until the start of March.   Only one response received to date.  The responses will be utilised by rCOH when writing our pre-submission report.

BCC has commissioned CIB to produce an Environmental Assessment Toolkit that may enable future parishes to undertake such work in-house in the future.  The kit is currently being developed and CIB will be trialling it with the Pitstone NDP, free-of-charge, to help them refine their tool.  The end report will be submitted with our pre-submission report.

3)	
Expenditure 

It was RESOLVED to purchase 4 x 6 panel display boards (£181 each) with 4 additional header panels (£15 each) so that each sub-group can retain and continually update their display materials and the boards can be re-utilised at many events throughout the year.  Total cost £784.
It was noted & RESOLVED to meet the costs associated with the community engagement days such as hall hire.

176/14 	CORRESPONDENCE 

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

It was RESOLVED that Cllr Saintey & the Clerk would attend the Community Buildings Forum on 25/3/15 at a cost of £10pp.

The annual report from BVCL was noted.  They are also seeking volunteers.  BVCL had space on their plasma screen and the offer has been passed to Pitstone NDP as the most important project at present.  

177/14	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 to the rear of Vicarage Road, 15/00139/AOP – outline submission with all matters reserved for the erection of a residential development of up to 68 dwellings, estate roads and associated works.  The application had been withdrawn by AVDC due to insufficient funds, so this application has been carried over to the March Parish Council meeting for consideration.

b)	Erlegh Manor, Vicarage Road, 15/00312/AOP, outline submission with access and scale to be considered and all other matters reserved for the erection of one dwelling.  No objections were received as a result of the publicity.  It was RESOLVED to permit the applicant to speak on behalf of the submission.  The application was then debated by council and it was RESOLVED to advise AVDC that the Parish Council opposes this application on the grounds that: (1) the site lies outside the current observed/actual settlement boundary of the village (2)  there are no other dwellings surrounding the application site  (3) potential deterioration of views and ambience from the adjacent listed church building (4) upholding the highways concerns already raised by BCC (5) upholding the archaeological concerns already raised by BCC as this is one of the most important historical sites in the village and the location of the original village settlement.     Should AVDC be minded to approve the application then the Parish Council would encourage AVDC to investigate the provision of tree protection orders between the church yard and the property to ensure adequate screening in perpetuity.

c)	4 Hever Close, 15/00170/APP, conversion of garage into living accommodation including replacement of garage door with window.  No objections had been received as a result of the council publicity.  The application was considered at the council meeting where it was RESOLVED to advise AVDC that there were no objections to this application.

Mr Chantry-Price then left the meeting.

2)	Decisions:  None

3)	Other: 

Land off Station Road, Ivinghoe (but also affecting land in Pitstone behind Rushendon Furlong), 14/02002/AOP, outline planning for up to 70 dwellings:  Gladman have lodged an appeal with the Planning Inspectorate for non-determination by AVDC.  There will now be a public enquiry, probably in the summer.  The Planning Inspectorate has invited further written submissions prior to 27/3/15.  It was RESOLVED to liaise with NDP/rCOH before responding.  It was noted that the Parish Council would not be in favour of funding professional legal representation as suggested by AVDC.

178/14	PITSTONE DEVELOPMENT AREA

1)	Joint Heads of Terms

A further revised agreement has been received from Bidwells, following further conversations with Cllr Brookes (the Parish Council engineering expert) relating to the construction and specifications for any replacement car parking.   It was RESOLVED that the Parish Council were now happy with the proposed Joint Heads of Terms and approval was granted to the Chair and Vice Chair to sign on behalf of the council.

2)	Master Plan

A meeting took place with Simon Gray who is making the final revisions to the Master plan, which will be provided to Bidwells next week, to accompany the marketing information being issued.  

3)	The invoice from Horwood & James for the Parish Council has been raised and will appear on the March agenda.

179/14	SPORTS, LEISURE AND PLAY MATTERS

1)	Pavilion

1.1	It was RESOLVED to accept the discounted GES quotation of £70 + VAT to replace the TMV in the disabled shower (normal price £115 + VAT)
1.2	Weekly flushing of pipe to external tap now added to schedule.  Hot water stickers now displayed.  No action to be taken regarding insulation of extra pipework in boiler room.
1.3	Shower no longer leaking, so no requirement for plumbing expenses.
1.4	It was RESOLVED to meet the costs related to the obligatory electrical, emergency lighting, fire alarm and PAT tests for the pavilion & youth café equipment.  Vita Electricals will schedule the work for April.
1.5	Some feedback had been received from the local clubs.  It was agreed that the proposals would be examined and plotted onto the available space to assess viability before arranging a follow up meeting with the clubs involved.
1.6	Tring Town have notified that they are seeking pitch space for their Reserve team within Tring.  It was RESOLVED that the redevelopment of the site was unlikely to be effective for the 2015/16 season and therefore permission was granted for Tring Town A Team to remain at the pavilion site.  It was further RESOLVED to continue to investigate the costs related to the internal door required for Step 6 for Tring Town.

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:  H&J had confirmed that the Parish Council could not insist on a MUGA being included but could hopefully negotiate as part of PDA re-development
2.3	Cricket: have started to apply for grants towards the groundwork and water provision.  I&PUCC are seeking a guaranteed 10 year tenure/licence to use the Recreation Ground from the Charity to assist with grant applications.  I&PUCC has also prepared proposals for redevelopment/enhancement of the Memorial Hall to present at the next charity meeting.
2.4	Football:  See pavilion re-development above
2.5	Tennis/Mini-Tennis/Netball:  under consideration
2.6	Scout Hut: Being discussed as a potential part of the pavilion redevelopment proposals

3)	Allotments

3.1	It was RESOLVED to award £135.00 to Pitstone Allotment Association, of the funds ring-fenced for the allotments, towards the purchase and installation of two new water troughs.  
3.2	It was noted that National Trust had now granted permission for the water troughs to be installed.
3.3	It was noted that neither PAA nor PPC required any amendments to the existing Licence to the Allotment Association.  It was therefore RESOLVED to continue with the existing Licence for a further period of one year.   It was RESOLVED to move the review of the Licence to January, instead of February, next year so that it can coincide with the price review discussions.

4)	Playground Issues

4.1	It was noted that two replacement gates were required for the Vicarage Road playground.   Wicksteed had quoted £2,514 + VAT.  Two further quotes to be obtained.
4.2	It was RESOLVED to employ M F London to adjust the gate at Windsor Road and grease the turnstile roundabout at Vicarage Road playgrounds.
4.3	It was noted that the graffiti vandalism to the youth shelter had been cleared and was RESOLVED to meet the associated costs of materials and labour.

180/14	OTHER ISSUES

1)	Bucks County Council Devolved Services
It was RESOLVED to submit the proposed legal agreement to Horwood & James for comment.
It was RESOLVED to accept the recommendations made to council relating to these services and the tender process (copy attached).
The quotation/tender next steps were approved, the short listed contractors will be contacted and site visits arranged.  Council will need to appoint the contractor at the March meeting, to commence services in April.

Cllr Saintey reported back from the “Delivering more and working with Principle Authorities” National Conference, and the following compulsory Health & Safety Session relating to BCC Devolved Services.

2)	Roundabout at Cheddington Road/Marsworth Road/Vicarage Road
Cllr Brooks provided feedback on the outcome of discussions with Transport for Bucks and Bucks County Council and the reasons that the roundabout can’t be dug out to accommodate shrubbery.  

It was RESOLVED to write to Colbree with details of sponsorship of the scheme, as they had indicated a potential willingness to participate.  If sponsorship could be obtained, it was RESOLVED to meet the initial outlay for 6 x planters for the roundabout only (no other locations), preferably once the light fittings had been replaced. 

3)	Street Lights
It was RESOLVED to approve the quotation of £3,592.54 from OLS (the contracted street light maintenance contractor) to replace 6 lanterns in Glebe Close plus 1 lantern in Ship Lane with new LED energy efficient lanterns as the existing ones were now beyond repair + replace 2 full columns in Glebe Close.   

It was RESOLVED to meet the necessary associated charge from UK Power Networks to transfer supply to the 2 new columns.

4)	Bus Box at stop outside Haldi
It was noted that following conversations with PCSO Dodson that a request had been lodged for a bus box on the highway by The Haldi.  The request had been passed to Transport for Bucks, who had passed the information the Passenger Services for consideration.

5)	Dog bin by The Crescent
It was RESOLVED to approve the costs associated with a replacement dog bin on the land by The Crescent as the existing bin has been broken (approx. £270).

6)	Trees
It was noted the fallen tree had decay in the roots caused by root girdling from transplanted container stock.  The other trees were considered sound by J Lowe Ltd.

It was RESOLVED to commission a full tree risk assessment and program of inspection.  As a local resident, J Lowe had volunteered to do this free-of-charge.

The clerk will further investigate possible basic tree inspection courses for the council to undertake on a weekly basis, as this is currently done by councillors/clerk with no specific training on tree health.

7)	Roald Dahl Festival
It was RESOLVED not to participate in the Roald Dahl Festival.

8)	Youth Cafe
It was noted that Rev Manning was not in a position to assist with the youth café at present.
Cllr Richardson was thanked for his offer to continue with support for the youth café post May.
It was noted that AVYFC wanted to renew the contract with Pitstone for the coming year.   Given the current situation with volunteer management / administration to make the group a stand-alone entity, it was RESOLVED to arrange a meeting with AVYFC to discuss the future of the café.
It was RESOLVED not to pursue Spice Time Credits at the present time.

9)	Annual Assembly
It was RESOLVED to make the annual assembly more stand based, with opportunities for all the local community groups looking for volunteers to attend and speak to those present.  Plus stands and presentation from the NDP.   It was RESOLVED to make all the accounts (charity/council/hall etc) available for people to take away or discuss, rather than present this information as an agenda item.

10)	Litter
After comparing quotations, it was RESOLVED to purchase a 25l Trimline litter bin from Glasdon in dark green with no lid & plastic liner (£42.61 + VAT) to replace the broken bin in the layby opposite Masons.
It was RESOLVED to purchase a replacement straight handled ranger litter picker (£38.40 + VAT) for R Deeley.

11)	Minerals and Waste
It was RESOLVED to accept the recommendation to council that no submission was necessary to the current minerals and waste consultation.

181/14	FINANCIAL ISSUES  

1)	Grant Applications
It was RESOLVED to award a donation of £1,000.00, on behalf of the Pitstone Recreation Ground Charity, to Ivinghoe & Pitstone United Cricket Club for the voluntary work carried out on the cricket square and recreation ground.

2)	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.  

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

182/14	REPORTS 

1)	Cllr Saintey provided a feedback on Party in the Park
2)	It was noted that Brookmead School had achieved a GOOD rating at the recent OFSTED inspection and Cllr Blunt, as Chair of Governors, was asked to convey congratulations to the school.
3)	Councillors were reminded that election packs were available from 9/3/15 for those that wished to stand in the forthcoming elections.
4)	It was noted that the boundary fence on land at The Crescent was tilting at one end and RESOLVED to accept the necessary costs to initiate an emergency repair.
5)	The other reports were noted.

183/14	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:  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: 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.

184/14	PITSTONE MEMORIAL HALL CHARITY

Cllr Saintey gave a brief update on issues relating to the Memorial Hall in Cllr Mattey’s absence.  Under the Public Bodies (Admission to Meetings) Act 1960, if any members of the public or press had been present, they would have been excluded due to the confidential nature of the business discussed.   However, it was noted that the Treasurer had resigned and a replacement was being sought.

185/14	DATE OF NEXT MEETINGS

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

186/14	CLOSURE OF MEETING

	There being no further business to be transacted, the Chairman closed the meeting at 9.30pm.

Signed:			Date:	26 March 2015
	 Chairman