PITSTONE PARISH COUNCIL
Minutes of the Parish Council Meeting held on 22 October 2015 
in the Meeting Room at the Memorial Hall, starting at 7.30pm and 
concluding at 9.45pm

90/15	ATTENDANCE AND APOLOGIES
	
COUNCIL PRESENT:  Cllr Saintey (Chairman), Cllr Nicholls (Vice Chairman), Cllr Mrs Stack, Cllr Mrs Arney, Cllr Blunt, Cllr Mattey, Cllr Weber, Cllr Mrs Crutchfield and Cllr C Starling.   
Clerk: Laurie Eagling.    

OTHERS PRESENT:  District Councillors Sandra Jenkins and Derek Town (part).  NDP Chairman Tony Clare (departing after NDP).  Cllr Rob McCarthy of Aldbury Parish Council (part).  Two members of the public.  PCSO J Dodson (departing after NAG).
	
It was RESOLVED to approve for absence from:  Cllr Mrs Groom (annual leave).
  
91/15	NEIGHBOURHOOD ACTION GROUP – resident’s quarterly opportunity to raise their queries and concerns with Thames Valley Police.  PCSO Dodson attended.  No questions were tabled from the public gallery.  PCSO Dodson provided a quarterly crime update including: offenders captured in relation to a number of thefts from motor vehicles; 1 incident of a bogus door-to-door salesman con; 1 incident of fixed penalty notice relating to drugs on Pitstone Recreation Ground; 1 incident of distraction burglary; two current scams trying to convince people to part with their bank details.   PCSO Dodson was thanked for her time and then left the meeting to continue her patrols.

92/15	QUESTIONS FROM MEMBERS OF THE PUBLIC/PRESS

No questions were tabled by the members of the public.

93/15	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 for which a dispensation to discuss, but not vote, exists.   
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 Mattey has a standing declaration as 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 member of the National Trust Ashridge Committee and therefore declares an interest in relation to hedge cutting and tree works.

94/15	MINUTES OF THE MEETINGS held on 24/9/15 and 12/10/15

	It was RESOLVED that the draft minutes of the Pitstone Parish Council meeting held on 
24 September 2015 and the draft minutes of the extra-ordinary Parish Council meeting (to approve the NDP) on 12 October 2015 were true and accurate records.  The Chairman was authorised to sign the council minutes on behalf of the council.  The Vice Chairman was authorised to sign the minutes from 12 October 2015 (as he acted as Chair for the meeting) on behalf of the council.

95/15	CLERK’S REPORT

The following updates to matters arising were noted:

1)	Northfield Road Cycle/Pedestrian Path:  Herts County Council (HCC) advised that the feasibility study had identified a likely cost of £600k to deliver the foot/cycle path, with potentially another £100k needed as a contingency.  £115,716.65 S106 funding provided by Taylor Wimpey via Bucks County Council and approximately £35k S106 funding provided from another development in Tring, bringing the total provision at present to approximately £150k.  HCC will speak to all layers of government & other bodies to identify other potential funding sources eg their locality funding, highways budget, SUSTRANS, cycling bodies, Network Rail etc.  Other options include further S106 contributions (nominated by BCC or HCC) or New Homes Bonus.  The parish council may also like to provision a contribution for the next few years.  In the meantime, HCC are approaching the two landowners by the pinch points and investigating alternative engineering solutions.  Still very keen.  Will keep the parish council advised of anyway we can assist or progress.  ETA 2018/19.
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.  Marsworth Parish Council last meeting minute reads “the 2nd feasibility study for a path alongside the B488 is awaited. Meanwhile, alternative routes are being investigated. It was suggested (but no decision taken at a meeting) that a path inside the hedge on the north of the road would be safer. The landowner has been contacted. Apologies were received since this matter had arisen without proper consultation. There were significant constraints to this proposal (law, rights and financial) which would need to be fully discussed and approved by the council before further action can be taken.
3)	Castlemead Issues: Steve Essam at Transport for Bucks in charge of negotiating highways handover.   No known progress with Taylor Wimpey.
4)	Castlemead Lighting:  Requirements for Phase V, and Phases I-V, submitted.  Daniel Hadaway of JLES Group handling Phase V.  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; Ashridge photographs.   	
6)	Castlemead Post Box:  Gary Plummer at Royal Mail has still not be able to provide a revised installation date.
7)	Quarry 1, Local Wildlife Site: No further progress at present.
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)	Roundabout – Stuart Labross arranged an installation for 8 October 2015.   Rescheduled for 2 November 2015 (original works postponed due to emergency call out to Chalfont St Peter)
11)	First Time Sewerage for end of Cheddington Road – AW advised local residents that this work has slipped from 2017 to 2019/2020 due to other priority works being identified.  3 properties in Cooks Wharf experiencing soak away issues at present.
12)	Rushendon Furlong/Ryden Homes S106: legal agreement for 40 dwellings provides 35% affordable housing (6 x 1 bedroom flats & 4 x 2 bedroom flats for rent plus 2 x 2 bedroom and 2 x 3 bedroom houses for shared ownership), £230,793k senior school education contribution (index linked), amenity land, £40,000 public transport contribution (index linked) with £30k to be spent on 2 x real time information display panels and 2 x bus shelters plus £10k spent on “the provision of a sustainable community transport and dial-a-ride service”, a travel plan to encourage residents of the scheme to utilise sustainable transport & £5k (index linked) for BCC to monitor the travel plan, index linked sport & leisure contribution based on profile of houses and taking into account any on site provision.
13)	Path & Highway ‘wish’ list – notified to Cllr Davies and TfB – Paths: Vicarage Road to be widened and relayed by Vicarage Road development.  Highways: The Crescent, mid-section of Yardley, Marsworth Rd up to Ivinghoe.
14)	Internal Audit recommendations – Remaining items still to be investigated: (b) investigate move to income & expenditure accounting
15)	Allotment Incinerators and Sheds:  National Trust approved the guidelines for incinerators and the parish council advised Pitstone Allotment Association.   National Trust declined permission for tenants to erect sheds but confirmed that they would permit for half height sheds or tool storage containers, this has also been conveyed to Pitstone Allotment Association.  The council thanked the National Trust for taking the time to consider the amendments.
16)	Transport/infrastructure areas to consider for nomination: 1 x extra mVAS, 1 x real time bus stop panel, BHB contributions, Tring station cycle path contributions
17)	Current highways issues: painting of Cheddington Road gates - undertaken; Queen St by shop; curb stones by MayFu; flooding by Cheddington Road bridge (40003219), numerous pot holes in Glebe Close (40003331,40003332,40003333,40003334) all fixed, Rushendon Furlong pot hole (40004448), Marsworth Road islands (40003935), manhole at entrance to Forge Flats (40004447)
18)	Current VAHT issues:  2 large pot holes by entrance to garage area reported 18/10/15; 
19)	Replacement bench for Glebe Close:  Delivered 19/10/15.  J Leonard installed Wednesday 21/10/15.  Lots of positive feedback from residents.  Investigate a possible incidence of vandalism.
20)	Access to Tring Station: survey postponed as Pitstone Memorial Hall Charity are also inserting a questionnaire into the current edition of PPP and there was a concern that people may respond to neither if both arrived at the same time.  It was felt that the hall charity questionnaire took priority.  The questionnaire regarding accessing Tring station will be issued in the post-Christmas edition of PPP.  Any further comments on the proposed form to be submitted to the clerk by the end of October.
21)	Hedge Extension: on the recreation ground to be carried out by the Cricket Club in the winter
22)	Hedge Cutting: commissioned with Reg Porter and anticipated in November

96/15	CORRESPONDENCE

The correspondence received this month was discussed and noted.    

97/15	NEIGHBOURHOOD DEVELOPMENT PLAN

1)	Pitstone NDP
The Pitstone NDP submission was unanimously approved by the parish council and submitted to AVDC on Monday 19 October 2015.  After a series of checks and queries, AVDC will launch a public 6 week consultation period.
2)	Commercial Aspirations
NDP currently assessing initial viability of a public house.  Once the initial results are known, NDP will advise if they require any additional support in the form of consultancy services etc.
3)	Ivinghoe NDP
Currently undertaking a series of follow up consultation events to try to reach sections of the demographic that were not highly represented at the open events.

Tony Clare was thanked for his work and attendance and then departed the meeting.

98/15	VALE OF AYLESBURY LOCAL PLAN ISSUES AND OPTIONS CONSULTATION

District Councillor Derek Town provided information relating to the current Aylesbury Vale District Council Issues and Options Consultation and urged the parish council to give the matter due consideration and submit their comments before the 4 December 2015 deadline.  This issue had been discussed at the Planning Committee meeting and is tabled for discussion/resolution at the next planning committee meeting.

99/15	PITSTONE DEVELOPMENT AREA (PDA)

1)	The minutes of the meeting chaired by Bidwells on 8/10/15 were noted.  The parish council has submitted the requested information relating to MUGA, nursery and public house.  It was further noted that the developers had been asked to submit revised bids by 12/11/15 and that Bidwells had supplied a copy of the correspondence submitted to each developer.
2)	It was RESOLVED to create a new committee to attend any further PDA meetings to which the parish council is invited, and then feed back into the full council.   It was RESOLVED to appoint Cllrs Saintey, Blunt and Weber to this committee plus Simon Gray (local planner) as an advisory member.

100/15	SPORTS AND LEISURE COMMITTEE

1)	Pavilion/Football
1.1	It was RESOLVED to meet the cost of the following remedial works at the pavilion: fix 2 sections of leaking gutter, replacement combi-padlock for the balancing pond gate, replace two displaced roof tiles and replace 2 strips of vandalised fence panel.    
1.2	It was RESOLVED not to extend the prickle strips at the present point in time as they are easily removed.  It was noted that P&I JFC are now padlocking the portable goals together after each use to prevent unauthorised use.
1.3	Site Redevelopment
a)	The parish council to scope the initial works required.
b)	Town Lands Charity still to provide a valuation for consideration.
1.4	Other Bookings
a)	Dance for Dylan was a great success raising £8,300.35 for the brain tumour charity.
b)	Thames Valley Police traffic operation undertaken 30/9/15 resulting in a number of offences being charged.
c)	The necessary electrical works have now been undertaken to enable the Ivinghoe Entertainments firework festival on 7/11/15.  No large publicity banners have been erected as yet.
d)	It was noted that one private event enquiry had been received but this would clash with an existing football booking.   It was RESOLVED that the parish council would draw up some draft guidelines for the hire of local open space (eg Recreation Ground, pavilion etc) relating to community and charity events, rather than private parties.
1.5	S106
It was noted that the S106 maintenance funds for the pavilion grounds were now almost completed and it was likely that the full cost of maintaining the pavilion site would fall on the precept for the next financial year.   It was RESOLVED to consider the detailed financial report for the pavilion at a special budget meeting at the start of November.

1.6	Valuation
The Valuation Office Agency had acknowledged the order for a valuation of the pavilion site but the report was not yet available.

1.7	Portable Goal onto the Recreation Ground
Following feedback from the youths that they wanted a full sized goal to practice skills, rather than the small goal within the kicking wall, it was RESOLVED to trial the location of one of the portable goals onto the Recreation Ground or Hever Close play area for a one week trial during the half term holiday to see if this discouraged the youths from accessing the pavilion pitch.   Goal must be anchored at all times.  

2)	Playground and Asset Inspection Issues

2.1	Remedial work
No remedial works required this month.  Monitoring gate at Windsor Road playground.

2.2	Rolling Log in Hever Close
Following consideration of 5 quotations, it was RESOLVED to appoint Wicksteed to replace the rolling log at a cost of £1,743.93 + VAT.

2.3	Recreation Ground Toddler Swing
Following consideration of 4 quotations, it was RESOLVED to appoint Wicksteed to replace the toddler swing seat & chain at a cost of £264.21 + VAT.

3)	Trees and Hedges

3.1	Tree Works
Invitations to quote had been sent to 8 contractors.  Two quotations had been received and a third was due at the start of November.  It was RESOLVED to appoint R Wilson to carry out the works, unless the third quotation was better overall value for money, in which case the council will consider the matter electronically.

3.2	Replacement Tree
It was RESOLVED to plant a replacement Sorbus Majestica (Royal Wedding commemorative tree) and meet the associated costs of purchase and planting.  Clerk to make enquiries with contractors.

101/15	OTHER ISSUES

1)	Local Area Forum (LAF)
1.1	Cllr Stack provided an update on the recent LAF meeting including the downgrading of the A4146, HGV traffic, Ben Hamilton Baillie, Thame Valley Police and Devolved Services.
1.2	It was RESOLVED not to purchase any 1 ton grit bags from Transport for Bucks.
1.3	It was RESOLVED not to initiate any community walk groups/leaflets.

2)	Planning Committee
Cllr Crutchfield, Chair of the Planning Committee, provided an update on the resolutions passed at the planning committee meeting earlier that evening.  The minutes of which are available separately.

3)	Ben Hamilton Baillie (BHB) Highways Feasibility Study
No update anticipated at present.

4)	Community Right to Bid re Bucks County Council Land at The Crescent
No further response from AVDC at the time of writing.

5)	Auto Enrolment of Pension Liabilities
It was agreed to consider this item at the November meeting of the council.

6)	Street Lighting
The query regarding blue/white LED lighting was discussed along with the data provided by the manufacturer.  Cllr Nicholls formulating a response.

7)	Youth Café
7.1	Two minor incidents at the youth café had led to a basketball hoop being pulled off the wall and a portable goal post broken.  The parish council RESOLVED to meet the associated costs to fix/replace the items.
7.2	It was noted that the young people were dropping a lot of litter.  Klaus Ginda often litter picks the entire site if he is present, but he has recently been unwell.  Dave Rollins attempted a new system to engage the young people to take responsibility for their own litter, which worked for one week, however volunteers the following week reported that the litter was again being dropped.  Now that the evenings are dark, it is very difficult to see the litter.  It was RESOLVED to liaise with Brookmead to see if a mutual solution could be identified.
7.3	The termly volunteers meeting set up by AVYFC was successful with good outcomes, despite the low number of attendees.  It was noted that 9 volunteers had dropped out so far this term, 6 of these being proposed new starters that never actually started. 
7.4	It was RESOLVED to speak to AVYFC re possible option to increase weekly fee and utilise the additional revenue to fund local staff.

8)	Chiltern Society
It was RESOLVED to renew the annual membership (£25 per annum).

9)	Local Councils Update
It was RESOLVED to renew the annual subscription (£75 per annum). 

10)	mVAS
10.1	It was RESOLVED to renew the annual maintenance contract (£187 per annum).
10.2	The mVAS data for Cheddington Road was noted.  This road has the highest number of speeding motorists within the parish.
10.3	It was RESOLVED to run a trial to establish the latent speed of vehicles vs the speed of vehicles when the mVAS is operational, and meet the additional labour costs associated with the extra visit.
10.4	It was RESOLVED that the next time the mVAS unit was located in Marsworth Road that it would face traffic coming from Ivinghoe as a trial.

11)	Royal British Legion
It was RESOLVED to provide the Royal British Legion with a donation of £150 in lieu of purchasing a fresh wreath, and to ask the Memorial Hall Committee to display the parish council’s artificial wreath by the commemorative plaques in the hall.

12)	Christmas Lights
It was RESOLVED that no additional Christmas lights were required.   It was RESOLVED that the lights should be switched on two weeks prior to Christmas ie 
10 December 2015 and turned off on 12th night, 5 January 2016.  Lights to come on at 3pm and turn off at 1am.  It was RESOLVED to accept any associated costs of remedial works to check safety and make any necessary alterations to the lights if these were not adequately carried out by the cricket club.

13)	
Meeting dates for 2016
It was RESOLVED to set the following meeting dates for the forthcoming calendar year:
The December 2015 so was moved to 7 Jan (note this will necessitate an early payroll/bacs run in December)
January 28
Feb 25
March 24 (one week early due to Easter school holidays)
April 28
May 26
June 30
July 28
September 1 (one week late due to summer school holidays)
Sept 29
Oct 20 (one week early due to school half term holidays)
Nov 24
Jan 5 2017 (one week late due to Christmas school holidays)

102/15	FINANCIAL ISSUES  

1)	Quarterly Grant Review
No applications received for consideration.

2)	Aylesbury Vale Dial-a-Ride
It was RESOLVED not to provide a donation to Dial-a-Ride as local residents utilise our community car scheme instead.

3)	Quarterly VAT Return
The quarterly VAT submission is due.

4)	Financial Position & Payments
The council RESOLVED to make the payments outlined in the October 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.

5)	Budget Monitor and Second Draft of Budget for 2016/17

5.1	It was RESOLVED, in principle, to provision £1k towards undertaking a Housing Needs Analysis survey to establish any demand for a Housing Exception Scheme, with Community Impact Bucks, during 2016/17 and post the NDP adoption.

5.2	It was RESOLVED to provision within the next draft of the budget for one additional mVAS (£3k) to be rotated around the existing points.  

5.3	Queen’s 90th Birthday: It was RESOLVED that no local commemorative action was required.

5.4	It was RESOLVED to arrange a separate budget meeting at the start of November to go through the budget initiatives and implications in detail.

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

103/15	REPORTS 

1)	The reported highways issues were noted.
2)	Cllr Saintey provided feedback from the Local Council Planning Liaison Group meeting
3)	Cllr Saintey provided feedback on the wind-up of the Pitstone Windmill Committee and transfer of responsibility to National Trust Ashridge.
4)	The other reports, reminders and forthcoming events were noted.

5)	
Pitstone Memorial Hall Charity: Under the Public Bodies (Admission to Meetings) Act 1960 the public and representatives of the press and broadcast media would have been excluded for this item due to the confidential nature of the business to be transacted, however no members of the public were present.  
Cllr Mattey provided an update on the current trustee position and running of the Memorial Hall charity.  A further update to be provided to the November council meeting, following the next hall committee meeting and hall AGM on 10/11/15.

104/15	THE FOLLOWING REMINDERS WERE NOTED

•	Parish Council meetings: 26/11, 7/1/16
•	AVTUG meetings 1/12/15
•	PPP Publication dates: January, April, July, October.  
•	AVALC (Aylesbury Vale Association of Local Councils) 23/10/15 AGM, 5/1/16, 1/3/16, 7/6/16, 6/9/16, 28/10/16 – Cllr Saintey attending
•	BMKALC AGM 3/11/15 Judges Lodgings 7pm – Cllr Saintey attending
•	TfB Griffin Lane Winter Maintenance tour/briefing 23/10/15 – Cllr Weber & clerk attending
•	Party in the Park 16 July 2016

105/15	DATE OF NEXT MEETINGS

The next meeting of the Parish Council will be held on Thursday 26 November 2015.  

106/15	CLOSURE OF MEETING

	There being no further business to be transacted, the Chairman closed the meeting at 9.45pm.

Signed:			Date:	26 November 2015
	 Chairman