PITSTONE PARISH COUNCIL
Minutes of the Parish Council Meeting held on 3 September 2015 
in the Meeting Room at the Memorial Hall, starting at 7.30pm and 
concluding at 9.40pm

53/15	ATTENDANCE AND APOLOGIES
	
COUNCIL PRESENT:  Cllr Saintey (Chairman), Cllr Nicholls (Vice Chairman), Cllr Mattey, Cllr Mrs Arney, Cllr Blunt, Cllr Mrs Groom, Cllr Weber, Cllr Mrs Crutchfield and Cllr C Starling.   
Clerk: Laurie Eagling.    

OTHERS PRESENT:  District Councillor Derek Town.  NDP Chairman Tony Clare (departing after NDP)
	
It was RESOLVED to approve for absence from:  Cllr Mrs Stack (annual leave)
  
54/15	QUESTIONS FROM MEMBERS OF THE PUBLIC/PRESS

No questions were tabled by the members of the public.

55/15	DECLARATIONS OF INTEREST AND DISPENSATION REQUESTS

	All councillors declared a standing interest in the actions of the Recreation Ground Charity and Pitstone Parish Charity as the council as a corporate body is trustee of both.
Cllr Blunt declared an interest as Chair of Governors for Brookmead School.   
Cllrs Weber, Starling, Crutchfield & Groom are members of NDP Steering Group, for which a dispensation to discuss, but not vote, exists.
Cllr Groom declared a pecuniary interest in A J Groom & Sons.
Cllr Starling declared an interest as resident of Vicarage Road in Pitstone.
	Cllr Nicholls declared that he did not have an interest in the Rose & Crown (Ivinghoe) or associated interest in the possibility of a pub.
Cllr Mattey declared an interest at the parish council’s representative on the Memorial Hall Committee, for which a dispensation to discuss, but not to vote, exists.
Cllr Saintey is a board member of Aylesbury Vale Association of Local Councils (AVALC) and therefore abstained from voting in relation to an annual donation to this body.

56/15	MINUTES OF THE MEETING held on 30/7/15

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

57/15	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 estimate could cost £500k.  HCC advises that the cost structure and feasibility report should be before the next meeting and will be circulated once received.  HCC confirm that they still intend to progress with the project.
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.  Allan Purchase the nominated Schemes Engineer for the project.  Following a site meeting on 4/8/15 it was determined to limit scope to the direct route along B489 & for cycle provision as well as foot to be given consideration within the report.  MPC submitted alternative comments post the meeting.  TfB to determine land ownerships & carry out the report.  MPC contacting the diocese to initiate discussions regarding church owned land.
3)	Castlemead Issues: Steve Essam at Transport for Bucks in charge of negotiating highways handover.   No progress with Taylor Wimpey.
4)	Castlemead Lighting:  Requirements for Phase V, and Phases I-V, submitted.  Daniel Hadaway of JLES Group handling Phase V, he advises that no authorisation from Taylor Wimpey who are investigating recourse with original sub-contractors but shortly coming to number the lamp posts.  Tyler Merries of TDS responsible for Phases I-IV.  BCC advise that adoption can’t take place until post Westfield Road adoption. BCC to adopt Westfield Road and industrial estate lighting in due course.  
5)	Parish map: Currently waiting for: high res images from J Trimbrell; QR codes from 
D Nicholls; historical information from K Ginda and Ashridge photographs.   	
6)	Castlemead Post Box:  Gary Plummer at Royal Mail hoped it may have been installed by the middle of August.  Obviously the estimated installation date has passed.  Royal Mail have been chasing a revised date but one has not been forthcoming from the appropriate department at present.
7)	Quarry 1, Local Wildlife Site: Surveys continue to be undertaken.  Further advice may be available once the results are known.
8)	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 is unable to negotiate until such time as planning permission has been granted & therefore sale of the PDA has completed.   
9)	Football/Basketball/Mini-Tennis/Tennis/Netball/Scout Hut: all being discussed as part of pavilion redevelopment project
10)	Legionella Training: L Eagling completed.  D Witherden undertaking.
11)	Roundabout/Beautification – Stuart Labross hoping to schedule for immediately after the Marsworth Road street works (can’t be done at the same time as the roundabout is part of the diversion route).  The central light (which has been stuck on all day for several years) has now blown and the roundabout is in darkness again.
12)	First Time Sewerage for end of Cheddington Road – AW estimate undertaking in 2017
13)	Path & Highway ‘wish’ list – notified to Cllr Davies and TfB – Paths: Vicarage Road (Ship Lane to Church Road), Vicarage Road layby (56-60) and alleyway between Chequers Lane & Yardley Avenue.  Highways: The Crescent, mid-section of Yardley, Marsworth Rd up to Ivinghoe.
14)	Windsor Road playground – replacement triple balance beam installed and wet pour repairs completed by Wicksteed on 3/9/15.  
15)	Green Lane Dog Bin – Contractor requested a site meeting 19/8/15 and determined that one could not be provided within the Pitstone parish area as their van was too large to go down the lane.  One could be provided at the High Street end of the road, which falls within Ivinghoe parish.  The residents have been advised and suggested that if the problem continues to contact IPC, who have also been informed.
16)	Internal Audit recommendations – Remaining items still to be investigated: 
(b) investigate move to income & expenditure accounting
17)	Street lighting – all new LED lanterns now installed in Glebe Close and Ship Lane, however lamp 4 in Glebe Close not operational.  L&T re-attended site & determined that the problem did not lie with the fuse or supply so they have ordered a replacement LED lantern (2 week lead-time) and will return at the start of September.  Lamp now operational again and fault traced back to faulty photo cell which has been replaced.  Memorial Hall car park lighting fixed.  Klaus Ginda updating the electrical output summary so that the parish council can then apply to Eon for a reduced bill based on our reduced unmetered electricity consumption.  2 columns down Glebe Close due to be re-set 14/9/15.
18)	School Bus – Provided data to BCC compliance manager so they could carry out a review of Pitstone bus stops.  PCSO J Dodson of TVP requested some speed monitoring/enforcement at school travel times.   Information posted via electronic media.
19)	Pavilion – stretcher installed, signage installed, new door installed 2/9/15 but now requires painting (it was RESOLVED to accept the cost).  Post and rope barriers obtained, dug out materials ordered & delivered (and will be constructed by Paolo before first match on 12/9/15).  Jay Adlem of P&I FC cleared the balancing pond following permission being granted by Taylor Wimpey & also in-filled by the dug-out spaces on the recreation ground.
20)	Cricket Club Works – S106 final submitted application for £3,858.  No notification from AVDC before the leisure department closed on 15/8/15 until the end of August due to annual leave, but Joe Houston was circulating the application for authorisation by the necessary members.   Now waiting for final approval, so JH hopes to have good news soon.  Work commenced at the site on 1/9/15.  A deeper hole than anticipated was required due to the structure of the sub-soil, but a change in construction to base was also implemented.  Rolled turfs have been stacked by the recreation ground ditch – council/charity RESOLVED to advertise as being available free to any residents in need to collect.  Good quality top soil was transported to the pavilion site.  The Charity/Council RESOLVED to advertise this for sale in the first instance at £30 per tonne, approx. 40 tonnes available.
21)	Asset Inspection Issues – the cricket club advised that the netting by the bus shelter will be coming down at the end of August so no quotes sought for replacement poles; the broken plank in the fence at The Crescent has been removed; broken rubber on toddler swing taped; basketball backing board being monitored; bus shelter signs replaced; 
J Groom will infill/re-turf the foot rest area by both spring mobiles in the Windsor Road play area in September when materials available from the cricket square laying; loose safety matting by the kicking goal to be uplifted by M F London and stored at the pavilion container.
22)	Allotments:  Council wrote to John Hunt (copy Lawrence Trowbridge) at Ashridge re PAA request for incinerators and sheds.  No response as yet. 
23)	Transport/infrastructure areas to consider for nomination: 1 x extra mVAS, 1 x real time bus stop panel, BHB.
24)	Current highways issues: painting of gates (summer); Westfield Rd roundabout pot holes have now been filled; The Crescent pot holes, some have now been filled; 
Church Road pot holes; re-surfacing of Vicarage Road and Marsworth Road (roundabout to Westfield Road) complete except some remedial paint lining; Queen St by shop; curb stones by MayFu; new bridge sign on Cheddington Rd.  Request mVAS move back to Cheddington Road.

58/15	CORRESPONDENCE

The correspondence received this month was discussed and noted.    Tony Clare agreed to attend the Ivinghoe Neighbourhood Planning meeting on behalf of Pitstone NDP and feedback to the next meeting.  Cllrs Saintey, Groom & Blunt are attending on behalf of PPC.

59/15	NEIGHBOURHOOD DEVELOPMENT PLAN

1)	AVDC Neighbourhood Planning Meeting
Cllrs Weber, Groom and Crutchfield provided feedback from the meeting & Cllr Weber provided an update following the recent correspondence from AVDC and neighbouring parishes.

2)	Pre Submission, Strategic Environmental Assessment (SEA) and Local Green Space Consultations and Regulation 14 report from rCOH
Tony Clare advised that rCOH had prepared a draft report relating to the responses from Statutory Consultees and a meeting will be held 9/9/15 to discuss and finalise.  The NDP steering group to produce their own reports on (a) the responses from statutory consultees and (b) other responses, following that meeting.  All 3 reports to be submitted to the parish council.
The NDP and Local Green Space reports will then be amended in light of the feedback.  A revised plan will then be discussed with the steering group and parish council.   

3)	Pub Consultation
Tony Clare advised that a meeting had been arranged on 17/9/15 with an architect and pub designer to review Pitstone and assess the possibilities.  Further information will be provided to the next council meeting.

4)	Habitat Regulation Assessment (HRA) Consultation
Runs from 14/8/15 to 14/9/15.  Natural England have responded to tender no objections relating to the Chiltern Beechwood’s Special Area of Conservation (SAC) and withdrawn their previous objections raised under the SEA comments.  No response to date from AVDC.

5)	Neighbourhood Planning Independent Examiner Referral Service
Unable to submit the plan for examination until the final version has been completed.

6)	AVDC Green Belt Review
It was RESOLVED that no submission to this consultation was necessary.

7)	BCC and AVDC owned land by The Crescent, applications for Assets of Community Value
It was RESOLVED to bring forward this item on the agenda, as it was also relevant to the NDP.  
AVDC have responded that the AVDC owned allotment land had been accepted as an Asset of Community Value under the Community Right to Bid scheme and placed on the register accordingly.  AVDC will advise Land Registry to ensure compliance with the Act.  The Parish Council will be notified if the land is placed for sale.
AVDC responded that the BCC owned public open space had NOT been accepted as an Asset of Community Value under the Community Right to Bid scheme and would be placed on the register of unsuccessful nominations for a period of 5 years.  No appeal process exists.  However a complaint can be made through the normal complaints procedure if it is felt that AVDC have now followed the correct procedure.

Following this agenda item, Tony Clare was thanked for his update and then he departed the meeting.

60/15	PITSTONE DEVELOPMENT AREA

The Pitstone Development Area is now on the open market.  A copy of the i-brochure and associated information was provided by Bidwells on 13/8/15.  Interested developers to submit offer details to the sellers by 15/9/15.  The two landowners agreed to extend the date for all interested parties to 22/9/15 following request from major house-builder.  

The existing 3 way agreement expires on 25/9/15.  It was RESOLVED to agree to the proposed extension of time until end June 2016 and Cllr Saintey and Blunt were duly authorised to sign the document prepared by Bidwells. 

61/15	SPORTS AND LEISURE COMMITTEE

1)	Pavilion/Football
1.1	It was RESOLVED to meet the cost of the following remedial works at the pavilion: removal of wasp’s nest (£40) had to be commissioned during the month plus a number of tiles in both the changing rooms now need replacing (will be carried out over next 7-10 days).
1.2	It was RESOLVED not to pursue a reciprocal agreement with Bees Knees re advertising/pest treatments.
1.3	It was noted that P&IUFC no longer required a fridge and microwave plus associated workspace/electrical work at the pavilion at this point in time.
1.4	It was RESOLVED to book the 6 monthly fire alarm check and accept the associated cost.
1.5	It was RESOLVED to accept the quotation from the Valuation Office Agency to value the pavilion site for £200 + VAT.  Check that the quote will cover fencing and grounds as well.
1.6	The annual review and audit of the water treatment control system was reviewed and conducted.  It was RESOLVED to accept the draft report.

1.7	Site Redevelopment
It was noted that Town Lands Charity were willing, in principle, to discuss a lease.  Negotiations will continue.  Brian Brooks is assisting the parish council by producing a proposed site layout.

2)	Playground and Asset Inspection Issues

2.1	Only action required during the month had been the removal of graffiti from the basketball net post and youth shelter, carried out by Les Graves.

2.2	Rolling Log in Hever Close
It was RESOLVED to obtain quotations for replacement due to wood rot.  S106 maintenance funds still held, so no precept implications.

2.3	Glebe Close Seat
It was RESOLVED to purchase a replacement bench with back rest and arms, 4 seats with similar dimensions to present, made predominantly from recycled plastics so vandal resistant and maintenance free.   7 options were considered and it was RESOLVED to purchase the bench from Glasdon at a cost of £860 + VAT plus additional £16 cost for tamper resistant screw covers & £66 for the council plaque.  It was also RESOLVED to accept the cost of removing the old bench and installing the new bench via local contractor.

2.4	Basic Tree Survey and Inspection Course
Three local suppliers have been contacted and none have a course scheduled at present but will do in the near future.  It was RESOLVED to accept the cost of approximately £175 + VAT for the clerk to attend once the date was scheduled.

2.5	Tree Risk Assessment Report
Carried forward to next meeting, when the report should be available from 
J Lowe.

62/15	OTHER ISSUES

1)	Herts County Council Minerals Consultation
It was RESOLVED that no submission to the consultation was required by the parish council.

2)	Dacorum Borough Council Revised Sites Allocation Consultation
It was RESOLVED to resubmit the original comments in support of the path/cycle path to Tring station and request for Tring senior school capacity to be reviewed.

3)	Aylesbury Vale Association of Local Councils (AVALC)
It was RESOLVED to renew the annual membership of the above organisation, which is a donation of £20.00.  The parish council chairman sits on this board and therefore did not take part in the voting for this agenda item.

4)	Ben Hamilton Baillie Highways Study
Following a lengthy debate, it was RESOLVED to re-allocate the funding ear-marked for planters on the roundabout (a total of £7,220) plus some reserves (£1,330) to commission a highways study from Ben Hamilton Baillie (total cost £8,550 + VAT).   It was RESOLVED that before the letter was written to BHB that the detailed content of the report be reviewed by councillors to ensure the correct project specification.  To include aspirations for Marsworth Road from Westfield Road to Brookmead (taking into account the proposed NDP developments on both sides of the carriageway & improving pedestrian/cycle access to the school/all leisure sites), plus an impact on Vicarage Road & Cooks Wharf junctions.

5)	Code of Practice for Handling Complaints
The annual review of the above document was undertaken and it was RESOLVED to adopt the draft previously circulated.  The Chairman was duly authorised to sign on behalf of the council.

6)	Policy on the Reporting of Meetings of the Council
It was RESOLVED to adopt the draft previously circulated.  The Chairman was duly authorised to sign on behalf of the council.

7)	Auto Enrolment Pension Obligations
Consideration of this agenda item carried forward to the next meeting.

8)	SAVO Trustee E:Learning Course
It was RESOLVED to meet the cost of £110 (£55 per person) for Cllr S Mattey and the Clerk to undertake the full charity e:learning course (26 weeks of access).

9)	Closure of Aylesbury Magistrates Court
It was RESOLVED to write in opposition to the proposed closure of the above which would also affect the Aylesbury County Court and Aylesbury Family Court on the grounds that it would be impossibly for local residents, many of whom may be within the lower income brackets, to travel to High Wycombe by public transport to access the alternative service.

10)	AVDC’s Pitstone Settlement Boundary
The information provided by AVDC was considered and it was RESOLVED to advise AVDC that the details were correct.

11)	Planning
The details of the planning committee held earlier on 3/9/15 were discussed and noted.  

63/15	FINANCIAL ISSUES  

1)	Financial Position & Payments
The urgent and salary payments that had been approved by council before the end of August were officially noted.  The council RESOLVED to make the further payments outlined in the August Financial Summary.  Two councillors undertook to authorise the transactions for BACS transfer, signed the cheques, and initialled the corresponding paperwork.   The bank reconciliation, creditor/debtor information, receipts and payments were noted.

2)	External Audit
It was noted that the Mazars had passed the accounts for the year ending 31 March 2015 with no issues being noted.  It was noted that the “Notice of conclusion of audit and right to inspect the annual return” had been duly published on the noticeboards and via electronic media as legally required.

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

64/15	REPORTS 

1)	Play around the Parishes: Both events on 7/8/15 and 21/8/15 had been very popular with local families. The weather had been good and both events had been held outside.  Invoice now received and raised for payment.

2)	Dogs: a resident adjacent to the windmill field complained about dogs getting into their garden.  Notified of a dog ‘attacked’ by another dog in the Westfield Road wildflower meadow.  Notices erected and a note briefed for PPP.  

3)	Yardley Avenue Dropped Curbs: County Councillor Avril Davies has advised the parish council that a group of residents in Yardley have requested her assistance to get more dropped curbs installed to enable more off street parking and help alleviate parking problems.  Cllr A Davies will advise the parish council at a future date if there is any action that is requested of the council.  In the meantime, the matter is being considered by TfB.

4)	The Float and Ledger Angling Club: Following a query raised by Thames Valley Police the council was asked to check if there were buoyancy aids at the fishing lakes.  One is present, a second is currently missing.  The council was advised by the club that the second had been stolen.  The council provided the club with a link to the water safety regulations so they could check their compliance.  The missing life ring has now been replaced and a third ordered.  The Float and Ledger Club have an operational agreement with Smiths Gore, to whom they pay rent.

5)	Pitstone Windmill vandalised with graffiti: matter reported to National Trust who are investigating how to remove the image without harming the windmill.  The windmill has also been closed for two weeks following a large bough that fell from the ancient tree at the edge of the car park whilst remedial works to the tree are pending (waiting for approval from AVDC as the tree has a Tree Preservation Order (TPO)).

6)	Breheny: request submitted to remove the advertising hoarding at the end of Westfield Road which has been there since Breheny were involved in demolition work at the site, however the firm have not been active here for a number of years.  They advised that the manager of the operation in Pitstone at the time had left the firm and the sign had been forgotten.  Images were supplied and Beheny are arranging the correct equipment for removal.

7)	Devolved Service Issues:  (a) 3 unknown contractors seen cutting verges along Marsworth Rd & Vicarage Rd 19/8/15.  BCC advise that Pitstone has been removed from their cutting register but that they did have a crew in Edlesborough on 19/8/15  
(b) enquiry received re Crispin Field T-junction that had been missed by BCC & therefore too long for cut with standard mower as part of first round by local contractor, now addressed with specialised machinery.  (c)  complaint re Cheddington Road being investigated  (d) general feedback from contractor that the work is going as planned with no issues arising ( e) it was agreed to investigate clearing the islands of weeds along Marsworth Road.

8)	AVALC: Cllr Saintey provided feedback from the Aylesbury Vale Association of Local Councils meeting on 1/9/15.

9)	Luton Airport: Rachel Webb is returning to the LAC (Luton Airport Committee) to monitor airport development and air traffic issues

10)	Hedge Cutting: National Trust advise that the hedge at Pitstone Hill car park can be cut back again this year during the winter.  All hedge cutting to be on the agenda for next month to decide what works wish to commission this year.

11)	Flooding
It was agreed to report the flooding at the far end of Cheddington Road each time it rains to Transport for Bucks.

65/15	THE FOLLOWING REMINDERS WERE NOTED

•	Parish Council meetings: 24/9, 22/10, 26/11, 7/1/16
•	LAF meetings: 9/7/15, 1/10/15
•	AVTUG meetings: 8/9/15, 1/12/15
•	PPP publication dates: January, April, July and October.  Next briefing deadline 15/10/15.
•	Local Council Planning Liaison Group meeting 30/9/15 – Cllr Saintey attending
•	Planning training seminar 17/9/15 6.30pm – Cllrs Crutchfield, Starling and Groom attending 
•	Good Councillor training sessions 12 and 16 September 2015

66/15	DATE OF NEXT MEETINGS

The next meeting of the Parish Council will be held on Thursday 24 September 2015.  At which Cllr Mattey will provide feedback from the Memorial Hall Committee meeting.    
Sports and Leisure Committee and Planning Committee meetings to be arranged as required.

67/15	CLOSURE OF MEETING

	There being no further business to be transacted, the Chairman closed the meeting at 9.40pm.

Signed:			Date:	24 September 2015
	 Chairman