PITSTONE PARISH COUNCIL
Minutes of the Parish Council Annual Meeting held on 21 May 2015 
in the Meeting Room at the Memorial Hall, starting at 7.00pm and 
concluding at 10.15pm

1/15	CONFIRMATION OF ELECTION RESULT AND ACCEPTANCE OF OFFICE
For information, the Clerk confirmed that all elected councillors had duly completed their Declarations of Acceptance of Office.  The Chairman congratulated all members on their appointment to the council.

2/15	ELECTION OF CHAIR AND VICE CHAIR

1.	There being no other nominations, Councillor Robert Saintey was duly elected as Chairman for Pitstone Parish Council.  Cllr Saintey signed a Declaration of Acceptance of Office for the post of Chairman.
2.	There being no other nominations, Councillor David Nicholls was duly elected as Vice Chairman for Pitstone Parish Council.

3/15	ATTENDANCE AND APOLOGIES
	
COUNCIL PRESENT:  Cllr Saintey (Chairman), Cllr Nicholls (Vice Chairman), Cllr Blunt, Cllr Mrs Arney, Cllr Mrs Stack, Cllr Mrs J Groom, Cllr Mrs M Crutchfield, Cllr K Weber and Cllr C Starling.   Clerk: Laurie Eagling.    

OTHERS PRESENT:  Mr T Clare, Chair NDP Steering Group; Mrs A Broadbent, Chair NDP Education & Leisure + Treasurer; Derek Town, District Councillor; Avril Davies, County Councillor; resident of 30 Albion Road.
	
APOLOGIES:  Cllr Mattey

4/15	QUESTIONS FROM MEMBERS OF THE PUBLIC/PRESS

No questions tendered by the members of the public.   

5/15	DECLARATIONS OF INTEREST

	All councillors declared a standing 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 standing interest as Chair of Governors for Brookmead School.   
Cllrs Weber, Starling, Crutchfield & Groom declared interests as members of NDP Steering Group.  
Cllr Groom declared an interest in A J Groom & Sons.
The Clerk confirmed that all councillors must update and review their Register of Interests and submit to the clerk for onward distribution to AVDC Monitoring Officer by 6/6/15.  The register will be published on both AVDC and PPC web sites.

6/15	MINUTES OF THE MEETING held on 30/4/2015

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

7/15	CLERK’S REPORT

The following updates to matters arising were noted:

1)	Northfield Road Cycle/Pedestrian Path:  Actual sum supplied by TW = £115,716.65.   HCC initially predicted the cost of the project at £180-200k but now estimate could cost £500k excluding land acquisition costs.  Results of engineering feasibility report not yet known.  HCC unclear where extra funds will be provided from but have not requested funds from recent developments in Pitstone & Ivinghoe.  Not yet approached landowners.  Had originally hoped to install during 2015/16 or 16/17.
2)	Marsworth-Pitstone footpath: 2nd feasibility study funding of £6,862 approved at LAF on 12/3/15. Main concerns from first study were restricted width in some places and drainage issues.  TfB will schedule the works and provide the report.
3)	Castlemead Issues: Steve Essam at Transport for Bucks in charge of negotiating highways handover.   
4)	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.  
5)	Parish map: Waiting for respective groups to approve text and photographs.  	
6)	Castlemead Post Box:  No installation date yet advised by Royal Mail.
7)	BCC and AVDC Land by The Crescent: Meeting between NDP/PPC/AVDC/Carter Jonas for BCC took place on 5/5/15.  NDP advised that, via the neighbourhood plan, the Parish Council would be seeking to protect the land by designating it as Local Green Space.  AVDC/Carter Jonas will review the draft NDP pre-submission plan and submit any appropriate comments.  Minutes circulated to all councillors.
8)	Quarry 1, Local Wildlife Site: Unfortunately Natural England are not currently designating any further SSSI’s.  Updated wildlife monitoring surveys are being scheduled for June to ensure the most accurate and up-to-date information is held.  NDP investigating other options to try and protect this land.  
9)	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.   
10)	Football/Mini-Tennis/Tennis/Netball/Scout Hut: all being discussed as part of pavilion redevelopment project
11)	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.
12)	mVAS/School Bus Stop issues: still to be investigated
13)	Tree Risk Assessment – J Lowe commencing work next Thursday (28/5/15).  A2 map to be provided by Clerk.
14)	Tree Survey Courses – still to be investigated
15)	Electrical Works for Pavilion and Youth Cafe – Completed.   Invoice raised for payment.
16)	Roundabout/Beautification – Still no confirmed date from Stuart Labross at Bucks County Council for replacement lighting and fixtures.  Colbree declined sponsorship opportunity.  Therefore, once new lighting in place, council will need to make a final decision about possible beautification.
17)	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.   Despite numerous attempts to contact OLS no work appears to have been undertaken for several weeks.  Council agreed to alternative quotations for street light works being sought and brought before the next meeting.
18)	Bus Box outside Haldi – TfB raised works order.  Gets assigned to national team, so no visibility of implementation date but may be undertaken at same time as refresh of road markings.
19)	First Time Sewerage for end of Cheddington Road – AW estimate undertaking in 2017
20)	Playground Gates – now received and with contractor.
21)	Pensions Staging – full report to appear on a later agenda
22)	Pavilion Fire Equipment Service – undertaken.  No issues arising.
23)	Footpath Maintenance – PPC resolved to accept BCC offer to continue with previous footpath maintenance devolved service.  BCC has supplied the associated maps/paperwork and confirmed that they are prepared to reimburse the full £1,075.37 as per last year, rather than the reduced level available via the main BCC devolved service scheme.   Contractors have been notified. 
24)	Best Kept Village – BCC acknowledged receipt of entry.  Judging in June.  Notification in July.  Posters supplied to notice-board manager.  Notice given to litter pickers.  Publicised details electronically.
25)	Pavilion utilities – electricity contract now live.  Termination & re-appointment notice provided to CNG re gas (who have confirmed receipt), contract will go live 3/9/15.
26)	Dog Bin for Green Lane – it was confirmed that Ivinghoe PC has not provided a dog bin at the High Street end of Green Lane & had no plans to do so.  As per the March resolution, National Trust have been asked if they would grant permission for one just inside the windmill field gate.  They are considering the request and will respond in due course.
27)	Year End Payroll – notice of intention to payroll benefits form submitted and acknowledge by HMRC.  Can now completed and submit P11D online.
28)	Path ‘wish’ list – notified to Cllr Davies and TfB – Vicarage Road (Ship Lane to Church Road), Vicarage Road layby (56-60) and alleyway between Chequers Lane & Yardley Avenue.

8/15	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)	42 Glebe Close, 15/01340/APP, part single and part two storey rear extension.   The Parish Council received no objections from residents.  The application was considered by full council where it was RESOLVED to advise AVDC that the council had no objection to the application.

b)	30 Albion Road, 15/01544/APP, single storey extension.  The Parish Council received no objections from residents.  The applicant was present at the meeting and granted permission to speak.  The application was considered by full council where it was RESOLVED to advise AVDC that the council had no objection to the application.

It was noted that three further applications had been received and would appear on the first agenda for the new planning committee (date tbc).   These applications were:

a)	4 Queen Street, 15/01634/APP, single storey rear and front extensions.  Comments required by 15/6/15.
b)	10 Church Street, 15/01620/APP, first floor side extension and single storey rear extension.  Comments required by 15/6/15.
c)	Land off Station Road, Ivinghoe (affecting rear of Rushendon Furlong), 15/01491/AOP, outline application with access to be considered and all matters reserved for the erection of up to 60 residential units and associated infrastructure.  Gladman option number 2.  Comments required by 11/6/15.  Application pack not yet received from AVDC who had failed to issue to the parish.  Should arrive next week.

It was also noted that Gladman had submitted a planning application for 110 
properties on land off Leeches Way in Cheddington, on a site that has not been supported via their Neighbourhood Development Plan.  15/01394/APP.

2)	Decisions:   None.

3)	Other: 

a)	14 Durham Road, 15/00977/APP, two storey side extension and conversion of garage into habitable room.  Applicant withdrew application (PPC had opposed).
b)	The new procedures that AVDC will use to determine applications was noted.  This includes the introduction of a call-centre for handling enquires and a requirement for parish councils to submit comments within the statutory 21 day consultation period (no time extensions) that will impact on the timing and structure of the Planning Committee.   AVDC preparing a training event that will be communicated shortly.
c)	Erlegh Manor, investigation into possible extent of works, PIRF70082.  Enforcement will visit site within 10 days and report back within 6 weeks.
d)	Land off Station Road (affecting rear of Rushendon Furlong), 14/02002/AOP, (Gladman 1st application), Submission of arguments for inquiry by 22/9/15.  Inquiry commences 20/10/15 and estimated to last 6 days.

1 member of the public then left the meeting.

9/15	NEIGHBOURHOOD DEVELOPMENT PLAN

1)	Tony Clare, Chairman of the NDP Steering Group provided an update to the council about the work undertaken during the previous few weeks, the working party sessions that had occurred, and the aspirations for pre-submission consultation.
2)	The recent volunteer & committee changes were noted.
3)	The draft pre-submission consultation document had been circulated to all councillors and discussions had taken place in the working party meetings regarding the content and mechanics of issue.   It was noted that rCOH had not yet had time to finalise the required minor amendments.  It was therefore RESOLVED to issue the 
Pre-Submission Consultation on 1 June 2015 once the necessary amendments had been included & all councillors had received the opportunity to check the final document electronically.  
4)	Everyone within the community and the wider stakeholders would be encouraged to engage and comment during the statutory consultation period of 6 weeks.
5)	It was RESOLVED to accept the various costs (eg leaflets, questionnaires, banners, refreshments, meeting room hire etc) associated with two dedicated engagement events, a stand at Party in the Park and other events that may be deemed necessary to reach the complete demographic of population.
6)	It was RESOLVED to have a consultation stand at Party in the Park in July.  As volunteers would be working on behalf of Pitstone Parish Council this would be covered under the council’s public liability insurance.
7)	Council expressed disappointment that earlier that day notification had been received that Natural England were not making any additional SSSI designations at present.  The NDP will include other options for increased protection for Quarry 1 eg identifying it as an Area of Attractive Landscape.
8)	It was noted that the SEA was in production and would need to be issued with the final consultation.  Receipt of the SEA will be noted at a future meeting.
9)	It was RESOLVED to submit a grant application to Locality.   A maximum of £8k is available with certain restrictions and conditions etc that means the two separate grants may need to be submitted at different times of the financial year.  It was RESOLVED to delegate power to the Clerk to prepare and submit the application in conjunction with NDP Steering Group input.

10/15	CODE OF CONDUCT INCLUDING STANDING DISPENSATION REQUESTS

	It was RESOLVED to adopt the previously circulated Code of Conduct (with no amendments from previous edition).   It was RESOLVED to adopt the standing dispensation requests included within the Code, with no amendments.  The Chair was duly authorised to sign on behalf of the council.

11/15	APPOINTMENTS

1)	It was RESOLVED that the Planning Committee would play a greater role within the new council in light of AVDC’s revised reporting requirements. 
2)	It was RESOLVED to extend the remit of the Pavilion Committee to cover all Sports & Leisure.
3)	It was RESOLVED to retain the Staffing Committee, Recreation Ground Charity Committee and Pitstone Parish Charity Committees.
4)	Planning Committee
It was RESOLVED to appoint Cllr Mrs Crutchfield as Chair of the Planning Committee.  It was further RESOLVED to appoint Cllr Blunt, Cllr Starling, Cllr Nicholls and Cllr Mrs Groom as members of the committee.
5)	Sports and Leisure Committee
It was RESOLVED to appoint Cllr Saintey as Chair of the Sports & Leisure Committee.  It was further RESOLVED to appoint Cllr Blunt, Cllr Weber and 
Cllr Mrs Groom as members of the committee.
6)	Staffing/Employment Committee
It was RESOLVED to appoint Cllr Blunt as Chair of the Staffing/Employment Committee.  It was further RESOLVED to appoint Cllr Starling and Cllr Mrs Crutchfield as members of the committee.
7)	Pitstone Recreation Ground Charity Committee
It was RESOLVED to appoint Cllr Mattey as Chair of the Pitstone Recreation Ground Charity.  It was further RESOLVED to appoint Cllr Stack and Cllr Starling as members of the committee.
8)	Pitstone Parish Charity Committee
It was RESOLVED to appoint Cllr Nicholls as Chair of the Pitstone Parish Charity.  It was further RESOLVED to appoint Cllr Mattey and Cllr Mrs Arney as members of the committee.
9)	Other appointments
It was RESOLVED to make the following appointments:
i.	Pitstone Hill & Trees – Cllr Mrs Stack and Cllr Mrs Arney
ii.	Ecological Issues/Chiltern Conservation Board – Cllr Weber and 
Cllr Mrs Arney
iii.	Memorial Hall Charity -  Cllr Mattey
iv.	NDP Steering Group – Cllr Weber, Cllr Mrs Crutchfield, Cllr Starling and 
Cllr Mrs Groom
v.	Allotment Officers – Cllr Mrs Crutchfield and Cllr Mrs Stack
vi.	Footpaths – Cllr Mrs Arney
vii.	Noticeboard Manager – Cllr Mrs Arney
viii.	Web Site – Cllr Nicholls
ix.	Pitstone Windmill Committee – National Trust advised that no nomination required this year
x.	Waste & Minerals – Cllr Blunt
xi.	Pitstone Church Committee – Cllr Mrs Stack
xii.	Local Area Forum – Any three from Cllr Blunt, Cllr Saintey, Cllr Mrs Stack and Cllr Mrs Crutchfield
xiii.	Street Lighting – Council accepted Klaus Ginda’s offer to be Street Lighting volunteer
xiv.	PPP – Council accepted Klaus Ginda’s kind offer to be voluntary Distribution Manager and Advertising Manager for PPP.  Cllrs Nicholls and Weber will both speak to their wives regarding the Editor post.
xv.	Public Transport – Cllr Mrs Arney
xvi.	Vale of Aylesbury Housing Trust – no representative needed as VAHT no longer conduct village meetings
xvii.	Beacon Villages Society – currently dormant, no representative needed
xviii.	Community Self Help Plan – Cllr Mrs Stack
xix.	Drainage & Highways Matters – no appointment necessary
xx.	New Village Centre – no separate appointment necessary
10)	Play Space / Asset Inspection
It was RESOLVED to delegate the duty of weekly play space & asset inspection to the Parish Clerk along with responsibility to incur expenditure or take necessary action to resolve issues arising eg commission bolts to be replaced, where approval can’t wait until the following council meeting.  It was RESOLVED to accept any associated increase in hours required to undertake this duty.

12/15	TERMS OF REFERENCE AND DELEGATION ARRANGEMENTS

	It was RESOLVED to adopt the following Terms of Reference:

1)	Planning Committee
This Committee may potentially be required to meet twice per month, depending upon the number and timing of applications issued to the Parish Council for consultation.  It was RESOLVED to delegate power to the committee to have full authority to determine applications and advise AVDC on the outcome of their decision on behalf of the Parish Council.  It was further RESOLVED that for applications of 5+ developments, where development may be contentious or at the discretion of the Planning Committee, that full council would be invited to attend the meeting.  Meetings must be open to the public and advertised in the same manner as a council meeting.  The committee has no delegated spending power.
2)	Sports and Leisure Committee
It was RESOLVED to expand the remit of this committee to cover all sports & leisure related issues eg management and development, regardless of the site eg redevelopment of the pavilion site, creation of NEAP by Recreation Ground, management of play space, football pitch allocation etc.
It was RESOLVED to delegate power to the Committee to manage all day-to-day decisions, taking advice from external representatives on the committee as necessary, and to delegate up to £500 per item expenditure power to cover necessary decisions.   It was RESOLVED that all items of major expenditure or of a strategic nature would be referred back to full council.
Meetings must be open to the public and advertised in the same manner as a council meeting.
3)	Staffing/Employment Committee
To be convened when necessary.  Meetings must be advertised in the same manner as a council meeting but public may be excluded for privacy reasons.  The committee has no delegated spending power.  It was RESOLVED that final decision on appointments should be referred to full council for approval.
4)	Pitstone Recreation Ground Charity Committee
The parish council as a corporate body is trustee to this charity.   To preserve integrity, council manages the affairs of the charity via a committee.  It was RESOLVED to delegate power to make day-to-day decisions.   Charity meetings do not need to be open to the public and only trustees should attend.  As the charity has no finances, any issues relating to expenditure or of a strategic nature, should be referred to full council for approval.
5)	Pitstone Parish Charity Committee
The parish council as a corporate body is trustee to this charity.   To preserve integrity, Council manages the affairs of the charity via a committee.  It was RESOLVED to delegate power to make day-to-day decisions.   Charity meetings do not need to be open to the public and only trustees should attend.  As the charity currently has no finances, any issues relating to expenditure or of a strategic nature, should be referred to full council for approval. 
6)	NDP Steering Group
Separate terms agreed.  It was RESOLVED to continue with the existing Terms of Reference.  This body was set-up as an independent group partly to assist with separation from the Parish Charity.   
7)	Delegation Arrangements
It was RESOLVED to re-delegate to the clerk to incur expenditure on office stationery, equipment, sundries, commodities (eg sacks for litter pickers) or reference books as deemed necessary; timely maintenance requirements for property & assets eg replacement roof tiles at the pavilion or playground repairs, plus emergency expenditure on behalf of the parish council up to a value of £500 (eg to clear fallen trees).   Any expenditure incurred under the last two categories should be reported to council at the earliest opportunity.

13/15 	CORRESPONDENCE 

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

14/15	PITSTONE DEVELOPMENT AREA

1)	Development Brief
It was noted that both the Parish Charity and Bidwells had now approved the draft Development Brief.  It was therefore RESOLVED to issue the finalised document to the two landowners for their use within the marketing materials for the PDA.
2)	Joint Heads of Terms
It was noted that Bidwells had now provided signed & dated copies of the Joint Heads of Terms, which had been stored in the fire safe.
3)	Policy Options/Legal Implications
Upon further investigation, and as a result of the agreement of both landowners to the Development Brief, the legal recommendation was that it was no longer necessary to consider the delegation of power to interim trustees as all bodies were aligned and not unduly conflicted.
4)	Potential Nursery Provider
It was RESOLVED to contact the two landowners and ask permission to release their contact details to the potential nursery provider so that negotiations and discussions may take place direct between the appropriate bodies.
5)	Potential Public House
It was noted that the next phase of NDP consultations would also investigate the possibility of a community run public house and in parallel to this, the NDP would investigate any possible interest from breweries.

15/15	SPORTS, LEISURE, PLAY AND OPEN SPACE

1)	Pavilion
1.1	It was noted that the regular cleaning and statutory duty checks would decrease to once per fortnight during the closed season.
1.2	The annual review of the Maintenance Schedule was conducted and it was RESOLVED to adopt the schedule provided.  The Chair was granted authority to sign on behalf of the council.
1.3	It was RESOLVED to accept the costs associated with urgent maintenance during the month relating to 3 panels needed replacing from maintenance gates, the pedestrian gate required repair, the balancing pond gate required repair and replacement panels and several fence panels needed additional support posts following the high winds.
1.4	It was RESOLVED to delegate discussions and decisions relating to pitch usage at the pavilion site and Recreation Ground site to the new Sports and Leisure Committee for resolution.   Some members would meet with representatives from the Senior Football Club on 27/5/15 ahead of any general discussions.
1.5	It was RESOLVED to delegate discussions and decisions relating to the proposed site layout options for the pavilion site to the new Sports and Leisure Committee for resolution.
1.6	It was RESOLVED to write and thank the Town Lands Charity for their kind offer and confirm that the Parish Council will be in touch shortly.
1.7	It was RESOLVED to approach AVDC for a general indication about release of S106 for the pavilion site.
1.8	Cllrs Saintey, Groom, Stack and Blunt all declared that they knew the applicant, however none had a pecuniary interest.   The remaining councillors RESOLVED in principle to grant permission for a charity ball at the pavilion site on 3/10/15 (noting that marque would probably need to be erected on 2/10/15 and may not be dismantled until 5/10/15) and power was delegated to the Sports & Leisure Committee to finalise the arrangements.  It was RESOLVED to waive any standard hire fee as the event was raising funds for a local child suffering from a brain tumour, but to charge a £500 deposit against damage to the grounds or buildings, refundable after inspection of the site.
1.9	It was RESOLVED in principle to engage in conversation with Ivinghoe Entertainments who were investigating relocating the bonfire and fireworks to the pavilion site on 7/11/15.  Would involve set up on the morning of 7/11/15 and dismantling on 8/11/15.  Initial walk around 26/5/15 and more detailed look with the committee on 6/6/15 at 11am.   It was RESOLVED to delegate power to the Sports and Leisure Committee to finalise terms with Ivinghoe Entertainments (eg any deposit or hire fee etc).

2)	Allotments
2.1	It was RESOLVED to approve approx. £120 of expenditure to treat the wooden entrance gate.  PAA will incur the expenditure and reclaim from PPC.

3)	Playground Issues
3.1	It was noted that triple balance beams were no longer in production, so an alternative item of similar playground equipment would need to be sourced.  It was approved that a number of suppliers would be contacted and power was delegated to the Sports and Leisure Committee to determine the most appropriate replacement.
3.2	It was RESOLVED for M F London to replace the wooden foot panels on the
Bo Peep unit that were displaying wood rot.  
3.3	It was noted that 2 trees on the recreation ground were showing signs of dead branches and these would be brought to the attention of J Lowe.  The council RESOLVED to meet any associated costs of works.

4)	Leisure Development
The feedback provided regarding the cricket club proposals and skate-park by Community Chest was noted.

16/15	OTHER ISSUES

1)	Bucks County Council Devolved Services
1.1	It was noted that since the agenda had been issued BCC had issued a revised draft agreement for devolved services which incorporated the changes required by HB Law (who BCC funded to advise the parishes).  Neither HB Law nor Horwood & James had yet confirmed their acceptance of the revised agreement.  It was therefore RESOLVED to re-consider once a recommendation had been received from both legal parties.
1.2	It was RESOLVED to confirm to BCC that Pitstone did require them to undertake Cut 1 of the grass verges (which they have not implemented due to an administrative error at their end), which will result in a pro-rata reduction in any subsequent devolved service budget.

2)	Youth Café
2.1	Feedback was provided relating to the meeting with AVYFC on 8/5/15.  It was RESOLVED that: (a) from September, Dave Rollins would act as key-holder without any PPC councillor present each week (Brookmead have confirmed this would be acceptable); (b) Dave Rollins would try to initiate a planning sub-committee of volunteers and attendees to drive forward the youth café from within; (c) that councillors would drop-in to the youth café on an occasional basis to check that all was well and provide a feedback loop for AVYFC.
2.2	It was confirmed that the proposed youth event on 28/5/15 would be the portable skate park from 1-4pm.  AVYFC confirmed that they could utilise LAF funding to cover the anticipated costs of £160.

3)	Standing Orders
The annual review of Standing Orders was conducted and it was RESOLVED to adopt the previously circulated draft without amendment.  The Chairman was duly authorised to sign on behalf of the council. 

4)	Risk Management
The annual review of the Risk Management Policy and Risk Assessments were carried out.  It was RESOLVED to adopt the previously circulated drafts and the Chairman was duly authorised to sign on behalf of the council.

5)	Community Self Help Plan
It was RESOLVED to delegate power to the clerk to incur expenditure as necessary to carry out the annual review of the Community Self Help Plan.  Cllr Stack to assist. 

6)	Electronic Receipt of Meeting Packs
Cllrs Mattey and Nicholls advised that they did not wish to receive hard copies of any meeting paperwork and only wished to receive information electronically.   Other councillors will receive meeting pack information in both formats.   General information and reports supplied during the course of the month will be supplied electronically, with councillors requesting a hard copy as and when necessary.  It was RESOLVED to accept this process.

7)	Land at The Crescent
7.1	It was noted that a dangerous tree damaged by the high winds had needed to be felled.  Notification had been circulated to all councillors on the day.  Permission had been granted by BCC prior to felling.  It was RESOLVED to meet the necessary cost (invoice not yet received).
7.2	The outcome of the meeting between Carter Jonas (for Bucks County Council), Aylesbury Vale District Council and members of both the NDP and the Parish Council was noted.  BCC and AVDC will review the draft pre-submission consultation and comment as appropriate.

8)	Chilterns Conservation Board
It was RESOLVED not to submit a candidate as Parish Member on the Chilterns Conservation Board.

9)	Dell Colour Laser Printer
It was RESOLVED to accept the kind donation of a Dell colour laser printer and meet the associated ongoing maintenance/running costs.

10)	Charity Trustee e:learning
It was RESOLVED to accept the associated costs with Cllr Mattey and the Clerk undertaking the e: learning modules for Charity Management (approximately £110).  It was noted that BALC new councillor training would be coming soon and details would be communicated as soon as available.

17/15	FINANCIAL ISSUES  

1)	Annual Review of Financial Affairs

1.1	Direct Debits and Standing Orders
The annual review as conducted.  It was RESOLVED to continue with the Direct Debits for utility provision (water, gas, electric and unmetered electricity).   The council operates no Standing Orders.
2.1	Payments arising as a result of continuing contract, statutory duty or obligation
The annual review was conducted.  It was RESOLVED to continue with the contracts in existence relating to: employment contracts, HMRC PAYE/NI/VAT, part-spent contracts for utilities and street light maintenance, employment of 
J Groom & Son plus R Haynes plus employment of AVYFC to run the youth café.
3.1	Bank Accounts and Mandates
Reviewed last month.  The Parish Council holds no long term investments.
4.1	BACS
It was RESOLVED to continue with the existing provisions where all payments are enacted by BACS, with the Clerk only permitted to raise payments and two other councillors required to authorise online transactions before being processed by Unity.  In exceptional circumstances payments can be issued by cheque eg Volunteer of the Year, requiring signature of cheque and counterfoil by 2 members of council.

2)	Banking

2.1	The revised Terms and Conditions issued by Unity Trust Bank were noted.
2.2	Unity Trust resolutions: 
It was RESOLVED to amend the Unity account to remove the departed councillors and add Cllrs Starling and Weber as signatories.  It was further RESOLVED that the following resolutions required by Unity were made:
a)	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.
b)	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.
c)	The Bank is under no duty to make enquiries before acting on the instruction of any person named in Section 3.
d)	The Bank will be notified in writing of any changes to the organisation as per the terms and conditions of the account.
e)	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.
2.3	NatWest
It was RESOLVED to amend the signatories on the NatWest current account to remove the departed councillors and add Cllrs Weber & Starling as signatories.

3)	General Power of Competence
The council reviewed it’s eligibility to utilise the General Power of Competence and confirmed that (1) at least two thirds of members must have been elected (all members had been elected) and (2) the clerk must hold the necessary qualifications (she does).  It was therefore RESOLVED to adopt and utilise the General Power of Competence.

4)	Allowances and Expenses for Parish Councillors
It was RESOLVED that the Parish Council would not operate an allowance scheme for either members or Chairman.   It was RESOLVED that individual councillors could reclaim permissible expenses if they so desired. The  Parish Council has a dispensation in place with HMRC for standard sundries etc.

5)	Financial Regulations
The annual review of Financial Regulations was conducted.  It was RESOLVED to adopt the previously circulated Financial Regulations with no amendments.  The Chairman was duly authorised to sign on behalf of the council.

6)	End-of-Year Financial Reports and Audit Timetable
The following key dates were noted:
Internal audit – 11 June
Notice of appointment of date for exercise electors rights – 17 June
Council meeting/must approve accounts and consider internal audit report – 25 June
Electors rights period – 1-28 July
Annual return must reach Mazars – 3 July
Appointed date for exercise of electors rights – 31 July

7)	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.   The bank reconciliation, creditor/debtor information, receipts and payments were noted.

8)	Internal Controls
The regular internal controls were conducted with no amendments requested or issues arising.   

18/15	REPORTS 

1)	Pitstone Memorial Hall Charity – In Cllr Mattey’s absence, the Clerk provided an update on the outcome of the Memorial Hall EGM.
2)	Cllr Saintey advised that he had joined the AVALC committee.
3)	A fly-tipped Hippo bag had been reported to VAHT; a hole that had appeared in Vicarage Road footpath had been reported to TfB (ref 503742), overgrown cowslips at the junction of Vicarage Road/Upper Icknield Way had been reported to TfB.
4)	Cllr A Davies advised that she would like to donate a gate utilising some of her Community Leaders Fund for the entrance to the footpath of Chequers Lane.  PPC would be in support of this initiative.  Cllr Davies will liaise with Rights of Way.
5)	The overgrown cow parsley posing a danger at the junctions of Vicarage Road/Upper Icknield Way and at Cooks Wharf were discussed.  Cllr A Davies recommended a phone call as well as the electronic reporting.
6)	It was noted that there was lots of activity in the village this bank holiday weekend with the Church Flower Festival, the museum open, the windmill open and the watermill open.

19/15	THE FOLLOWING REMINDERS WERE NOTED

•	Parish Council meetings: 25/6, 30/7, 3/9, 24/9, 22/10, 26/11, 7/1/16
•	Pavilion Committee: 1/6/15 (but to be arranged)
•	LAF meetings: 9/7/15, 1/10/15
•	AVTUG meetings: 2/6/15 (cancelled), 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; 16/10/15 for November distribution with details of upcoming village Christmas events etc.
•	Half term youth event from AVYFC 28/5/15

20/15	DATE OF NEXT MEETINGS

The next meeting of the Parish Council will be held on Thursday 25 June 2015.

21/15	CLOSURE OF MEETING

	There being no further business to be transacted, the Chairman closed the meeting at 10.15pm.

Signed:			Date:	25 June 2015
	 Chairman