PITSTONE PARISH COUNCIL
Minutes of the Parish Council Meeting held on 26 March 2015 
in the Millennium Room at the Memorial Hall, starting at 7.00pm and 
concluding at 8.50pm

187/14	ATTENDANCE AND APOLOGIES
	
PRESENT:  Cllr Saintey (Chair), Cllr Mrs Arney, Cllr Blunt (Vice Chair), Cllr Richardson, 
Cllr Brooks, Cllr Mrs Hawkins and Cllr Ginda.   
Clerk: Laurie Eagling.    Mr T Clare, Mr K Weber, Mrs M Crutchfield and Mr C Starling (NDP Steering Group).  Mr M London (Vicarage Road planning landowner).  Plus 8 members of the public (until the conclusion of Planning, when they departed).
	APOLOGIES:  Cllrs Stack, Nicholls and Mattey

188/14	QUESTIONS FROM MEMBERS OF THE PUBLIC/PRESS

No questions tendered by the members of the public.   

189/14	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 (whilst not present) is the council’s representative, and trustee, at Pitstone Memorial Hall Charity.

190/14	MINUTES OF THE MEETING held on 26/2/2015

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

191/14	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, was delayed again and will be rescheduled for 6 weeks’ time.  (d)  Pitstone gates (Ched Rd & Marsworth Rd) painting booked with ‘Maintenance Gang’ for spring.  (i) Vicarage Road footpath -TfB will try and add to program for 2015/16 (l) Queen Street – no works booked yet  (j) Vicarage Rd manhole replaced (k) potholes on Upper Icknield Way roundabout reported. (l) Siding out of footpath in layby opposite Masons completed (j) Grebe Canal Cruise signs need to be removed as ceased trading (k) Marsworth Rd hedge trimmed by landowner but still protrudes over path, asked TfB to re-evaluate and contact the landowner if necessary.
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 Stutley) conducting Feasibility Report – not yet available.  Unclear where extra funds will be provided from but they may be speaking to AVDC re Vicarage Rd planning.   Not yet approached landowners.
3)	Marsworth-Pitstone footpath: 2nd feasibility study funding of £6,862 approved at LAF on 12/3/15.  LAF confirmed in writing.  Main concerns from first study were restricted width in some places and drainage issues.  LAF commissioned work from TfB but have no delivery date.  Requests for LAF funding 16/17 need to be submitted in August & New Homes Bonus grant applications need to be finalised by September.  LAF were not confident that the report would be available in time.
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.  Latest carriageway & drainage issues reported to TDS & BCC.
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 apologised for delay in determining application and confirmed that they had approved the installation of a post box for Windsor Road.  They will now commence installation procedures.
8)	Defibrillator at Yardley Avenue Surgery:  Community training booked for Annual Assembly.
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.  BCC has agreed to provide the gate.  The two parties will liaise to ensure completion of the project.
11)	BCC & AVDC Land by The Crescent: BCC advised this week that they had determined that the land was probably surplus to their requirements and had instructed Carter Jonas.  Carter Jonas had recommended that BCC and AVDC approach the Parish Council and NDP with a view to a residential development on their joint sites.  As the BCC land has been managed by the Parish Council on BCC’s behalf for many years as Open Space, the Parish Council would be strongly opposed to such development.   The Parish Council will notify the residents of The Crescent.
12)	Quarry 1, Local Wildlife Site: Hopefully to be re-assessed, with a view to increasing protection for flora & fauna, in spring 2015.   
13)	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.   The Play Space planning application is valid until June 2016.   Community Chest advised that they may be willing to extend the funding for a further 6 months if confirmation can be obtained within that time.
14)	Football/Mini-Tennis/Tennis/Netball/Scout Hut: all being discussed as part of pavilion redevelopment project
15)	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.
16)	mVAS/School Bus Stop issues: still being investigated
17)	Land by 48 Vicarage Rd/11 The Pightle:  TW believe the land is within their ownership and are considering how to proceed.
18)	Tree Risk Assessment – in progress with J Lowe & Sons.
19)	Tree Survey Courses – still to be investigated by Clerk
20)	Legionella works at pavilion – GES replacing TMV in disabled on 10/4/15; chlorination certificate and lab test results (all samples clear of bacteria) provided and filed.
21)	Electrical Works – PAT @ pavilion/café, emergency lighting & fire alarm checks – waiting for date from Vita Electricals
22)	Roundabout Beautification – no response received from Colbree at time of writing regarding sponsorship opportunity.  Carry forward to next meeting.
23)	Replacement lanterns and columns for Ship Lane and Glebe Close – 6 lanterns & 2 columns on order for Glebe Close plus 1 lantern for Ship Lane.   Waiting for installation date from OLS.
24)	Bus Box outside Haldi – no objections received from local residents.  One comment in support.  Haldi enquired about customers parking in the evening.  Passed information to TfB who have raised order on system, however the work is carried out by County wide crew so they have no visibility/estimate for completion date.
25)	Dog bin by The Crescent – replacement on order.  Waiting for installation date from AVDC.
26)	Replacement litter bin opposite Masons – on order
27)	First Time Sewerage for end of Cheddington Road – AW estimate undertaking in 2017

192/14	NEIGHBOURHOOD DEVELOPMENT PLAN

1)	Update from NDP Chairman Tony Clare and Vice Chairman Kris Weber

Tony Clare, Chairman of the NDP Steering Group reported on the outcome of the community engagement day on 22/3/15 (further day scheduled for 28/3/15).   Over 100 people had attended the first event and feedback had been positive.

Kris Weber, on behalf of the NDP steering group, had provided the Parish Council with a document outlining how Conflicts of Interest were being managed by the group.  It was recognised that this was an important issue.  The council expressed satisfaction with the information supplied and no further questions were put to NDP.

rCOH had now commenced work on a draft pre-sub report, which would be adapted following any further new information arising out of the second community engagement event.  It was felt that there was still significant pressure (as evidenced by the recent notification from BCC/AVDC regarding The Crescent) for the NDP to reach its first submission as soon as possible (as that is the point that it starts to gain official planning recognition).  It is hoped to have the draft before the April council meeting.  It can then be issued to residents for comment.

The first in a series of bi-weekly meetings between the Parish Council and NDP had been held.  It was felt to have been of great benefit to both parties.

It was noted that Bucks County Council Education had issued a formal statement to the Parish Council advising that primary capacity issues had been recognised, they were working to identify possible options, and in the meantime intended to oppose further residential development.   AVDC were in discussion with BCC.   Brookmead School had not issued an official statement prior to the council meeting.

Other updates:

SEA – consultation with statutory bodies now closed and information submitted to rCOH who are now drafting the report.  Invoice raised for payment.

HRA – Environmental sub-group still plan to produce in-house.

CIB/BCC Environmental Toolkit trial – assessed and not particularly relevant for our stage of the process.

Grant – End of Grant report form now received and must be completed and returned by 31/3/15.

193/14 	CORRESPONDENCE 

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

194/14	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.  It was noted that there were 15 objections and 1 comment in support by Pitstone residents on the AVDC Planning Portal.  8 members of public were in attendance at the meeting.   The residents were invited to speak and table any further concerns.  The landowner provided a response following his discussions with the developer.  Kris Weber spoke on behalf of the NDP Housing/Land Assets sub-group regarding the village overview for the site.   Based on the information provided, the Parish Council debated the application and RESOLVED to advise AVDC that the parish would support the principle of some appropriate development on this site and the access proposals currently under consideration (subject to a full Traffic Assessment and consideration to be given to highway improvements at the 
T junction with Upper Icknield Way, highway/path improvements along Vicarage Road and sufficient parking provision within the site).  However, all parties agreed that they would be opposed to the current indicative layout.  The proposed 68 properties was too dense.   The 3 sides already with properties should be planned with similar density and design to those in the immediate vicinity (eg similar along Vicarage Road frontage, fronting onto Rowland Close with similar design/density and similar design/density onto the rear gardens of Church Road).  The application should be subject to a sustainable drainage scheme being approved.  Access should be provided from the rear of the application site into the Castlemead estate so residents can access the public and school bus provision along Westfield Road (the landowner advised that Taylor Wimpey held a ransom strip at the boundary).  And a successful resolution to the provision of primary education would need to be identified by BCC.

b)	3 Railway Cottages, Cheddington Road, 15/00808/APP, first floor rear extension and replacement front entrance porch (resubmission following refusal of 14/02303/APP).  No objections were received.  After consideration of this application it was RESOLVED to advise AVDC that the Parish Council had no objection to the application. 

c)	It was noted that an application had been received relating to 14 Durham Road that would appear on the April agenda.

2)	Decisions:

a)	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.  Outline planning refused by AVDC (PPC opposed).
b)	Land West of 120 Vicarage Road, 15/00140/AOP, outline permission with all matters reserved for erection of one bungalow: Outline permission approved (PPC tendered no objection)
c)	4 Hever Close, 15/00170/APP, conversion of garage into living accommodation including replacement of garage door with window at 4 Hever Close: Householder approved (PPC tendered no objection)
d)	27 Campbell Lane, 14/03189/APP, erection of 6’ fence: Householder refused (PPC tendered no objection)

3)	Other: 

a)	8 Crispin Field, 14/03608/APP, minor amended plans for the two storey side extension and removal of chimney.  AVDC not consulting.
b)	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.  The NDP Housing/Land Assets sub-group advised that NDP are minded to oppose development of the site that falls within our parish.  It was RESOLVED to submit further comments in opposition of development to the Planning Inspectorate based around:
2.3.2.1	Opposed to the Ivinghoe Conservation Area Review that recommends clear differentiation between the two villages
2.3.2.2	Opposed to emerging NDP and desire to preserve & enhance green ring around village
2.3.2.3	Breach of observed and anticipated settlement boundary

All 8 general members of the public plus T Clare then left the meeting.  The other members of NDP plus M London remained throughout.

195/14	PITSTONE DEVELOPMENT AREA

1)	NDP/PDA
It was noted that the PDA would form an integral part of the village proposals within the NDP and that NDP/rCOH were therefore considering options on how best to present this, as per other sites.  It was noted that at present, nothing additional to the 2005 plan had arisen.   It was also noted that a private nursery provider had come forward potentially seeking space within the site (in the 2005 plan, but then the original provider had pulled out).  NDP Housing/Land Assets have had an initial meeting with the landowners.

2)	Design Brief
Revisions are still being collected from the working party members so that the completed draft Design Brief can be submitted to the two landowners for comment/revision. 

3)	Joint Heads of Terms
At the time of the council meeting the Joint Heads of Terms were unsigned by the private landowner.

196/14	SPORTS, LEISURE AND PLAY MATTERS

1)	Pavilion

1.1	It was RESOLVED to approve the proposed summer renovation works at the pavilion of approx. 60 tonnes to top dressing, 10 bags of seed plus fertiliser and labour = estimate £4,000 + VAT.   It was noted that the Parish Council would need to purchase the materials direct and employ A J Groom & Son Ltd to carry out the work.
1.2	It was also RESOLVED to write to the Recreation Ground Charity and ask that they consider the information supplied regarding renovation of the recreation ground site following the football season as it is currently unsafe for cricket.
1.3	It was RESOLVED to adopt the reviewed & amended annual Health & Safety Risk Assessment.  The Chairman was duly granted permission to sign on behalf of the council.
1.4	The Parish Council is waiting for feedback from the NDP re engagement days etc before finalising an amended proposed layout schematic for the pavilion site.  At that point, another meeting will be held with all potential clubs/users.
1.5	It was noted that Horwood & James had advised that the covenant shown as applying to a triangle of the site had be incorrectly applied by Land Registry and should apply to the whole site.  Therefore, once the agreed site layout is known, the Parish Council must write to Castle Cement to obtain written permission prior to progressing any works.
1.6	Standard pavilion committee meeting scheduled for 30/3/15.  Minutes will be circulated after the event.
1.7	Tring Town will advise which league they intend to play in for the forthcoming season in May.
1.8	It was noted that the renewal of the Gas Contract will appear on the April agenda.
1.9	It was noted that AVDC had once again reduced the business rates to zero, applying 100% small business reduction, for the forthcoming year.

2)	Allotments

2.1	It was RESOLVED to transfer £474.50 to Pitstone Allotment Association that being the subscription fee collected from tenants on their behalf.
2.2	It was noted that only 2 tenants were still outstanding for payment at the time of the council meeting and these were due over the weekend.

3)	Playground Issues

3.1	The council considered three quotes for the replacement of the gates to the children’s playground on the Recreation Ground that no longer comply with RoSPA closing guidelines.    It was RESOLVED to accept the cheapest quotation from 
J Leonard Ltd.  It was noted that the Parish Council may need to purchase the gates direct and employ J Leonard Ltd to fit.
3.2	It was noted that M F London had needed to be employed to conduct emergency repairs to the Swinging Plank on the Recreation Ground and replace removed bolts at the Windsor Road fencing following vandalism at both sites, and it was   RESOLVED to meet the associated costs.

4)	Other

4.1	It was RESOLVED to book the Easter holiday activity once AVYFC had been able to confirm the date.   AVYFC able to fund via some grant funding.   However, it was noted that this would need to be at the Memorial Hall and not on the school grounds during its closed period.
4.2	It was RESOLVED to book one activity (skate park/go-karts) during the May half term on 28/5/15 that would need to be funded by PPC.  Details to be confirmed nearer the time with AVYFC.

5)	Sports / Leisure Development Standing Updates

5.1	Skate Park and play space: delayed as Parish Charity can’t consider disposal until PDA land obtained planning permission and sold.  Play Space remains on c8 week lead-time & planning application valid until June 2016.  Skate Park procurement via AVDC confirmed and awaiting land approval before proceeding.
5.2	Open Access Multi Use Ball Court:  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
5.3	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.
5.4	Football:  See pavilion re-development above
5.5	Tennis/Mini-Tennis/Netball:  under consideration
5.6	Scout Hut: Being discussed as a potential part of the pavilion redevelopment proposals

197/14	OTHER ISSUES

1)	Bucks County Council Devolved Services

1.1	It was noted that Horwood & James were particularly concerned about the clauses relating to limitation of liability and indemnity.  It was RESOLVED to send the comments from the legal advisers to BCC and request removal of these two clauses before the Parish Council would be willing to accept the Devolved Services.
1.2	It was noted that H&J perceived the current legal agreement to be particularly weighted in favour of BCC and offered the parish negligible protection or gain.
1.3	It was noted by the Parish Council that should a suitable agreement not be reached between BCC/PPC that the Parish Council would be unable to carry out grass cutting or parish path maintenance, as the statute would not have been devolved.
1.4	It was noted that a strong contract would be required between the Parish Council and any contractor employed, along with close monitoring, liaison and reporting.  It would not be sufficient to simply accept a quotation.
1.5	It was noted that BALC had issued advice to all parishes to talk legal advice before accepting the proposed devolution agreement.
1.6	It was noted that Came & Co had advised that no amendments would be required to the Parish Council existing insurance provision, providing that the recommendations detailed in “working with contractors” leaflet were adopted and upheld.
1.7	BCC confirmed that if contractors were employed they were open to parishes sending representatives to the H&S briefings but it is not compulsory.
1.8	4 potential contractors had been short-listed to submit final bids.  1 withdrew from the process having considered the matter further.  1 failed to provide a renewed bid.  Meetings and site visits were undertaken with 2 other potential contractors, who then went on to submit renewed quotations.   It was RESOLVED that, should the above legal issues be resolved, that the Parish Council would contract with 
J Leonard Ltd being both cheaper (£475 per grass cut) and more flexible than the alternative bid.

2)	Youth Café

2.1	AVYFC introduced £1 charge for youths wishing to hire their scooters.  AVYFC will continue to bring their ramps which are very popular at the youth café.
2.2	AVYFC building the donated basketball games so that they can be fully utilised.
2.3	Steve Mattey/Dave Rollins to man Youth Café stand at Annual Assembly to attract more volunteers for committee/rota.
2.4	Steve Mattey/Dave Rollins attending youth café meeting with Brookmead year 6 on 16/6/15.
2.5	Dave Rollins planning to visit all local church groups to try and recruit volunteers.
2.6	Meeting between AVYFC and PPC on 8/5/15 re long term and contract.

3)	Annual Assembly / Defibrillator Demonstrations / Volunteer Fair
It was RESOLVED to approve the draft agenda and double sided leaflet for the Annual Assembly / Defibrillator Demonstrations / Volunteer Fair and meet the associated printing costs.

4)	Best Kept Village Competition
It was RESOLVED to enter into the Best Kept Village Competition (£15).

5)	BCC Consultation re County Library Opening Hours
It was RESOLVED to no response was necessary from the parish council as this consultation does not affect the Beacon Villages Community Library.

6)	Watery Lane, Marsworth, Consultation
It was RESOLVED to no response was necessary from the parish council as this consultation does not directly affect the parish.

7)	Pensions Regulator / Staging Date
It was noted that the parish council has been awarded a staging date of 1/2/17 for automatic enrolment.

It was RESOLVED to nominate the Clerk as the official contact to receive information.

The Clerk will investigate further and provide an update to the council at a subsequent meeting.

8)	Eon Street Light Electricity
It was noted that Eon were finally moving the Parish Council from the beneficial uncontracted rate to a higher unit rate.   Business Advisory Services broker to be asked to compare the market and an update provided to the Parish Council at the April meeting.

9)	PPP
It was noted that a possible replacement Editor had been identified.   Cllrs Blunt and Ginda will also main a stand at the Annual Assembly Volunteer Fair to try and attract more volunteer assistance.

10)	SLCC
It was RESOLVED to renew annual membership to SLCC for the Clerk at a cost of £167 per annum.

198/14	FINANCIAL ISSUES  

1)	Chairman’s Expenses
It was RESOLVED to approve the Chairman’s annual expenses of £142.58.

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.

199/14	REPORTS 

1)	Currently only 1 Community First Responder in local area.  K Steers now been recruited as the local co-ordinator so will progress previous enquiries and man a stand at the Annual Assembly Volunteer Fair to recruit new volunteers.
2)	6 monthly review of bus shelter no smoking signage reviewed and replaced where appropriate.
3)	3 yearly tree risk assessment survey falls due this year.  Already in progress with 
J Lowe & Sons following resolution by Parish Council last month.
4)	Annual Community Buildings Forum – cancelled by Community Impact Bucks.
5)	Cllr Saintey provided feedback from the Local Area Forum.
6)	It was noted that the HP Cashback claim was not successful.
7)	Clerk to report to TfB that the road sign by Cooks Wharf is hanging off the post plus that there is a failed surface/hole in the footpath by the entrance to the horse field off Marsworth Road.
8)	All councillors were reminded to return their election papers to AVDC by the 9/4/15 deadline.
9)	Pitstone Memorial Hall Charity – Cllr Mattey, the interim Chairman for the hall charity, sent an update to the Parish Council meeting to say that a meeting had been arranged for April, that significant work was being invested to try and attract new committee members and that attempts were being made to reach agreement with the Social Club regarding their Occupational Licence.  A further update will be provided at the April parish council meeting.

200/14	THE FOLLOWING REMINDERS WERE NOTED

•	Parish Council meetings: 30/4, 21/5, 25/6, 30/7, 3/9, 24/9, 22/10, 26/11, 7/1/16
•	Pavilion Committee meeting: now 30/3
•	Annual Parish Assembly: 21/4/15
•	LAF meetings: 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: 2/6/15, 8/9/15, 1/12/15
•	Play around the Parish sessions booked for 7th and 21st August 10am-noon
•	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 now.  Forms must be submitted between 23/3-4/4/15.
•	Annual Playground Inspections booked for April

201/14	DATE OF NEXT MEETINGS

The next meeting of the Parish Council will be held on Thursday 30 April 2015.   As the Chairman will not be present at that meeting, he thanked Cllr Ginda for his 9 years of service to the Parish Council and Cllr Richardson for his 7 years of service.  Both councillors unfortunately step down at the end of their current term in May.  All other existing councillors intend to stand for re-election along with any new candidates.  

No further items were requested for the agenda.

202/14	CLOSURE OF MEETING

	There being no further business to be transacted, the Chairman closed the meeting at 8.50pm.

Signed:			Date:	30 April 2015
	 Chairman