PITSTONE PARISH COUNCIL
Minutes of the Parish Council Meeting held on 24 September 2015 
in the Meeting Room at the Memorial Hall, starting at 7.30pm and 
concluding at 10.08pm

68/15	ATTENDANCE AND APOLOGIES
	
COUNCIL PRESENT:  Cllr Saintey (Chairman), Cllr Nicholls (Vice Chairman), Cllr Mrs Stack, Cllr Mrs Arney, Cllr Blunt, Cllr Mrs Groom, Cllr Weber, Cllr Mrs Crutchfield and Cllr C Starling.   
Clerk: Laurie Eagling.    

OTHERS PRESENT:  District Councillor Sandra Jenkins.  NDP Chairman Tony Clare (departing after Pitstone Development Area).  Cllr Rod McCarthy of Aldbury Parish Council.
	
It was RESOLVED to approve for absence from:  Cllr Mattey (unwell) & District Councillor Derek Town.
  
69/15	QUESTIONS FROM MEMBERS OF THE PUBLIC/PRESS

No questions were tabled by the members of the public.

70/15	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 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.

71/15	MINUTES OF THE MEETING held on 3/9/15

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

72/15	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.  It was suggested that Marsworth Parish Council and Pitstone Parish Council could write a joint letter to Rev Adrian Manning asking for his support with the diocese.
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)	Legionella Training: L Eagling completed.  D Witherden undertaking.
11)	Roundabout/Beautification – Stuart Labross has arranged an installation date for the roundabout light and other fixtures of 8 October 2015.  At the 3/9/15 meeting, the parish council temporarily shelved the plans for beautification of the roundabout & reallocated the funds to the Ben Hamilton Baillie highways study which is hoped will illustrate greater gains for the village.
12)	First Time Sewerage for end of Cheddington Road – AW estimate undertaking in 2017
13)	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, 
14)	Path & Highway ‘wish’ list – notified to Cllr Davies and TfB – Paths: Vicarage Road to be widened and relayed by Vicarage Road development; alleyway between Chequers Lane & Yardley Avenue (VAHT).  Highways: The Crescent, mid-section of Yardley, Marsworth Rd up to Ivinghoe.
15)	Internal Audit recommendations – Remaining items still to be investigated: (b) investigate move to income & expenditure accounting
16)	Street lighting – 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.
17)	Asset Inspection Issues – J Groom has completed the infill/re-turf the foot rest area by both spring mobiles in the Windsor Road play area and tendered no charge.
18)	Allotment Incinerators and Sheds:  Council wrote to John Hunt (copy Lawrence Trowbridge) at Ashridge re PAA request for incinerators and sheds.  No response, other than an acknowledgement of receipt, at time of writing.  
19)	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
20)	Current highways issues: painting of gates (summer); Queen St by shop; curb stones by MayFu; spare post on Westfield Road (40003218, BCC won’t remove as unadopted so on remedial list with Taylor Wimpey); flooding by Cheddington Road bridge (40003219), numerous pot holes in Glebe Close (40003331,40003332,40003333,40003334)
21)	Replacement bench for Glebe Close: J Leonard commissioned to remove & dispose of old bench and then install new bench (£65).  Stanford bench with dark brown slats, anti-tamper screws & council plaque ordered from Glasdon.  
22)	Pavilion 6 month fire alarm check: completed.
23)	Valuation of Pavilion site: Valuation Office Agency appointed to carry out desk based analysis and advise the parish council.  

73/15	CORRESPONDENCE

The correspondence received this month was discussed and noted.    

74/15	NEIGHBOURHOOD DEVELOPMENT PLAN

1)	Ivinghoe NDP
Cllr Groom provided an update on the initial Ivinghoe Neighbourhood Development Plan public sessions.

2)	
rCOH advice
The correspondence from rCOH, AVDC and other parishes in the Vale was discussed.  The recommendation is for the parish council to continue as originally planned.

3)	Regulation 14 report from rCOH, Regulation 15 consultation summary report from the Steering Group and submission version of the Neighbourhood Plan
Tony Clare advised the parish council that rCOH had produced a draft version of the Regulation 14 report and the submission version of the plan, both of which had been circulated to the steering group who were meeting on Tuesday 29/9/15 to approve/amend.  The Regulation 15 consultation summary was being prepared by Kris Weber.  All the documents would then be circulated to the parish council for consideration/approval.   The aspiration was for the NDP to request a special meeting of the parish council to consider and approve the submission version of the documents, within the next two weeks so it could be submitted to AVDC before 15/10/15.

4)	Public House
Tony Clare attended a meeting with a public house architect on 18/9/15 and Tony is now writing a business case to be circulated to the top 5 brewery chains so that they can assess viability.  The business case, and the responses, will be circulated to the Parish Council once available.

5)	Habitat Regulation Assessment (HRA)
Consultation concluded on 14/9/15.  Two responses received (1) Natural England (2) AVDC.  Lepus have updated the report to reflect submission with the final NDP and provided the amended copy free-of-charge.  

6)	Pitstone NDP
See item 74/15.3 above.  An independent review of the submission version may no longer be necessary, NDP to advise at the specially convened meeting.  Tony Clare advised that the main change between the two versions of the NDP was the removal of most of the Local Green Space nominations (as they did not meet the stringent criteria), however the land by The Crescent would remain nominated.   It was RESOLVED to utilise the grant funding obtained to produce and distribute two leaflets prior to Christmas to keep the public up-to-date with progress and maintain momentum and enthusiasm.

The Parish Council extended thanks to the whole of the NDP steering committee for their time and commitment to the project.

75/15	PITSTONE DEVELOPMENT AREA

1)	Interested parties had to submit their bids to Bidwells by 22/9/15.  The council is waiting for an update from Bidwells and the Parish Charity. 
2)	It was RESOLVED to accept Simon Gray’s offer to attend any presentations on behalf of the community/council if he is available at the time of the meeting.
3)	It was RESOLVED that members of the planning committee would attempt to attend any presentation/meeting on behalf of the council and the invitation would be extended to all councillors except those attending on behalf of the Parish Charity.

Tony Clare was thanked for attending the meeting and he then departed. 

76/15	PLANNING

1)	Applications:
a)	131 Windsor Road, 15/02964/ACL: Certificate of Lawfulness for loft conversion with roof lights to front and rear.   No objections had been received by the parish council following the notification scheme.  It was RESOLVED to advise AVDC that the council had no objections to the application.
b)	Honeysuckle Lodge, Groomsby Drive, 15/03141/APP: removal of one chimney & breast and reinstate roof.  No objections had been received by the parish council following the notification scheme.  It was RESOLVED to advise AVDC that the council had no objections to the application.

2)	Decisions:
a)	Erlegh Manor, Vicarage Road, 15/00312/AOP & APP/J0405/W/15/3038263, outline permission for erection of one new part two storey part single storey building: appeal dismissed by Planning Inspectorate.  See below.
b)	111 Windsor Road, 15/02388/APP, conversion of garage into living accommodation: AVDC approved (PPC tendered no objections)
c)	45 Crispin Field, 15/02504/ACL: Certificate of Lawfulness for conversion of integral garage to kitchen and repositioning of main entrance door and hallway to suit: AVDC issued certificate (PPC tendered no objections)

3)	Other:
a)	Cllrs Crutchfield and Groom provided feedback on the AVDC Planning training event 17/9/15.  Presentation slides have been circulated to all parish councillors.
b)	Gladman 1 appeal / Land off Station Road Ivinghoe (including small scale development behind Rushendon Furlong, Pitstone): Meeting in Ivinghoe took place on 8/9/15.
c)	Erlegh Manor, Vicarage Road, PIRF74998: potential breach of planning relating to construction of detached garage/outbuilding.  AVDC enforcement investigating.

77/15	SPORTS AND LEISURE COMMITTEE

1)	Pavilion/Football
1.1	It was RESOLVED to meet the cost of the following remedial works at the pavilion: painting of the new door (estimate £200 + VAT), replacement for vandalised electric box cover by Vita Electricals (£70 + VAT parts plus installation) and replacement mop.  It was noted the P&IUFC had been granted permission to erect a sign directing pedestrian traffic to the correct gate.    
1.2	Youths still gaining unauthorised access to the site and causing damage to the pitches.  It was RESOLVED to raise with Thames Valley Police.
1.3	Site Redevelopment
a)	Brian Brooks kindly produced a revised schematic, which has been supplied to the Town Lands Charity.
b)	Members of the parish council are meeting with the senior & junior football clubs, groundkeeper and scouts on Monday 28/9/15 to discuss the latest revision.
c)	Town Lands Charity still to provide a valuation for consideration.
1.4	Other Bookings
a)	Plans for the Charity Ball in aid of childhood brain tumour charity progressing well with 180 tickets sold.  Deposit received by the parish council.  The organisers are liaising with the groundkeeper.
b)	Ivinghoe Entertainments firework festival plans progressing well.  It was RESOLVED to meet the cost of installing 1 x 16 amp and 1 x 32 amp C form blue interlocking exterior power sockets required for the event.   One quotation received £498 + VAT, two further quotations to be obtained before commissioning.
c)	Thames Valley Police utilising the facilities on a future date for a joint traffic operation with Trading Standards and VOSA.  It was RESOLVED to provide the hire free-of-charge.
1.5	Food Hygiene Intervention Questionnaire (replaces an inspection for low risk premises) completed and returned to Environmental Health.

2)	Playground and Asset Inspection Issues

2.1	Remedial work
It was RESOLVED to meet the cost of the following remedial works: (1) vandalised toddler swing on the recreation ground removed as not fixable.  It was RESOLVED to commission a replacement and quotations to be sought. (2) vandalised metal bench pinned back together and made safe (3) fine matting in the centre of the kicking goal removed as had become buckled and formed a trip hazard (4) vandalised/knocked down post on the land at The Crescent removed.

2.2	Rolling Log in Hever Close
Carry forward to next month whilst quotations being sought.

3)	Trees and Hedges

3.1	Trees
The tree risk assessment produced by John Lowe & Sons was considered.  It was RESOLVED:
a)	Cllr Arney would remove the identified stakes
b)	John Lowe would remove the sign by Vicarage Road encroaching on the tree root base
c)	The following work would be commissioned from a tree surgeon: (i) deadwood removed and ivy severed from a number of trees (ii) investigate decay in False Acacia (iii) fell the dying White beam (iv) fell the poplar and plane from the skate park area (v) crown lift the Norway Maple on The Crescent (vi) prune the crab apple on The Crescent (vii) aerial inspection of the oak by Marsworth Road.  The works on the Recreation Ground to be funded via a grant to the Recreation Ground Charity.
d)	To repeat the survey annually.
e)	In conjunction with the Recreation Ground Charity, to accept the offer from the cricket club to extend the hedging along the fence by the Recreation Ground to offer further protection to the bus shelter (to be carried out in December).
f)	That Cllrs Arney and Stack would present a re-planting proposal to the next council meeting including fruiting trees for the land by The Crescent to extend the community orchard planting.

3.2	Hedges
It was RESOLVED to commission the following hedge cutting:

a)	The Marsworth Road side only of the hedge at the new allotments following the request of Pitstone Allotment Association
b)	To provide a grant to Pitstone Parish Charity to cut their hedges this year 
c)	To provide a grant to Pitstone Recreation Ground charity to cut the recreation ground hedges
d)	To cut the pavilion and Castlemead playground hedges
e)	To cut the Pitstone Hill car park hedge, following the wishes of National Trust.

It was noted that the Memorial Hall Charity had also commissioned their hedge to be cut this year.

78/15	OTHER ISSUES

1)	Ben Hamilton Baillie (BHB) Highways Feasibility Study
Cllr Groom provided an update on the meetings between Ben Hamilton Baillie, Bucks County Council, Pitstone Parish Council, Ivinghoe Parish Council and Brookmead School.  MVAS data for the three main roads through Pitstone have been provided.  Mapping problems overcome.  BHB has already started work on some draft designs and will prepare a draft report for presentation to the Parish Council in due course.

2)	Devolved Services
2.1	Grips & Weirs: It was noted that weirs, gullys and grips were not part of the devolved contract and it was therefore RESOLVED to lodge a request with BCC for the islands along Marsworth Road to be cleared (id: 40003935)
2.2	Siding out, weed killing footways, minor repairs of traffic signs: no items identified at present.  It was RESOLVED not to carry out a survey but to commission works on an ad-hoc basis as identified.
2.3	Rights of Way: Cllr Arney reviewed the footpaths that had been in the experimental scheme to determine if one cut was sufficient and identified that footpath 7, footpath 5 and the Byway Open to All Traffic (BOAT) by Grange Road required a 2nd cut.  It was RESOLVED to meet this additional cost.
2.4	Continuation of Contract: It was RESOLVED that the Parish Council wished to continue with Devolved Services for the following summer and therefore not to submit 6 months written notice to BCC.  Situation to be reviewed annually.

3)	Community Right to Bid / Community Assets
Letters had been sent to the residents of The Crescent and Aylesbury Vale District Council (AVDC).  The parish council is waiting for a response from AVDC. 

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

5)	Youth Café
5.1	The new management system seemed to be working.  Brookmead had agreed for the cleaners to lock the school after café to ensure security.  Approximately 70 young people attending each week. 
5.2	The introduction of badminton and volleyball had been well received (it was RESOLVED to meet the cost (£67) of the additional equipment).  AVYFC had constructed and donated an additional skate board ramp which was being heavily used.
5.3	Three volunteers dropped out of the rota so far this term.

6)	Parish Online
It was RESOLVED to renew the annual membership (£50.40).

7)	PPP
The submission for Pitstone Parish Post was approved.  Following the next discussion regarding a bus service to Tring station, it was RESOLVED to include a needs assessment survey with the next PPP distribution.

8)	Bus Service to Tring Station
It was RESOLVED to undertake a survey (hard copy and electronic option) to assess the need for a bus service / community bus / dial-a-ride / car share service between the village and Tring station.

9)	Cricket Square on the Recreation Ground Grant
Following the implementation of the cricket square works, and the necessary amended construction of the sub-base, it was RESOLVED to meet the additional grant cost of £342.54 for additional loam on behalf of the Recreation Ground Charity.
Following no enquiries regarding the sale of the top soil, it was RESOLVED to retain for future use by the groundkeeper.

10)	Re-use of Public Sector Information Regulations 2015
It was noted that these regulations are now in force and details of the requirements circulated to all councillors. 

79/15	FINANCIAL ISSUES  

1)	Insurance
It was RESOLVED to renew the annual insurance policy (tied into three year agreement) at a cost of £2,467.14.  Copy documents provided to all councillors.

2)	Parish Council Election Charge
It was RESOLVED to meet the election charge of £1,785.87.  AVDC had previously recommended budgeting up to £3,600 so it was RESOLVED to reallocate the remaining contribution to the Ben Hamilton Baillie Feasibility Study.

3)	Financial Position & Payments
The council RESOLVED to make the payments outlined in the September 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.

4)	Staff salary review vs national minimum wage and forthcoming living wage
Following a discussion about the minimum wage, the introduction by the Government of the National Living Wage from April 2016 for all workers over 25 years and the Living Wage Foundation rate, it was RESOLVED to increase the hourly rate for litter picking / cleaning / health and safety checks to £7.50 per hour with effect from 1 January 2016 (currently £7 per hour).

5)	Quarterly Budget Monitor and First Draft of Budget for 2016/17
5.1	The performance vs budget for the first 6 months was noted.  It was unlikely that the leisure project on the recreation ground would be implemented before the end of the financial year.
5.2	Projects for inclusion within the budget for 2016/17 were discussed.  It was RESOLVED:
a)	To include the play space and skate park within 2016/17 but exclude the multi-use games area as this should be fulfilled by the Pitstone Development Area developer.
b)	To continue with the youth café funding.
c)	Not to budget for a grant to the Beacon Villages Community Library as they had advised none would be required in 2016/17.
d)	To include provision for 4 editions of PPP and only an online update of the Pitstone Guide.
e)	To continue with the Bucks County Council devolved services
f)	To make the necessary provisions relating to auto enrolment of pension provision

Councillors to submit thoughts to the clerk on: increasing provision for Marsworth path, provision for Ben Hamilton Baillie project implementation, annual provision for Tring cycle path, any provision for bus shelters/street furniture/play equipment etc, provision for the desired pavilion redevelopment, level of legal advice funding, any NDP funding requirements and any other projects that councillors wished costing for consideration.

6)	Unity Trust Bank Sort Code
It was noted that following a change of service provider that Unity Trust had changed their sort code and RESOLVED to sign the necessary amendments to Direct Debit instructions.

7)	Changes to Financial Services Compensation Scheme
The reduction in cover from £85,000 to £75,000 per bank was noted and discussed in conjunction with the bank account holdings.  It was RESOLVED that the risk was low and probably short to medium term (as balances would fall once the work on the recreation ground and at the pavilion could commence) so no additional account should be opened.

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

80/15	REPORTS 

1)	New Councillor Training: Cllrs Crutchfield, Starling and Weber provided feedback from these training events.

2)	Pitstone Memorial Hall Charity: an update was provided following the recent hall charity meeting.  The council to request that Steve Mattey provide a confidential report to the council at the November meeting, following the hall AGM.

3)	Damage to new Vicarage Road surface: Reported to Transport for Bucks who will pursue with agricultural contractor.

4)	Banners at the Recreation Ground: permission had been granted to the Ivinghoe Neighbourhood Plan steering group to display their event poster & it had now been removed.   Sports Fever summer camps had been requested to remove their banner now the holidays were over.

5)	Junior Football Club: changes in governance were noted.

6)	AVDC VALP Housing and Land Availability Assessments: it was noted that these had been further delayed until October.

7)	Breheny: sign now removed.

8)	mVAS data for Vicarage Road:  the latest traffic data was noted.  Cllr Starling reported that traffic speeds were visibly lower when the mVAS was in place.  Clerk to check if the mVAS can be programmed to monitor traffic speeds without flashing to see if any data can be obtained about speeds when the unit isn’t operational.

9)	Unauthorised Fireworks: It was RESOLVED to write to the wedding party following their unauthorised use of fireworks on the recreation ground and the subsequent problems encountered.

10)	Other Reports:
a.	Knock down of Yardley Avenue bollard by garden refuse collection lorry reported to Vale of Aylesbury Housing Trust (VAHT).
b.	Overgrown cycle path at start of Westfield Road reported to AVDC as landowner.
c.	Hump placement issue by roundabout traffic island advised to Transport for Bucks for consideration when planning next year’s works.

81/15	THE FOLLOWING REMINDERS WERE NOTED

•	Parish Council meetings: 22/10, 26/11, 7/1/16
•	LAF meetings: 1/10/15
•	AVTUG meetings 1/12/15
•	PPP Publication dates: January, April, July, October.  Next briefing deadlines: 15/10/15.
•	Local Council Planning Liaison Group meeting 30/9/15 – Cllr Saintey attending
•	AVALC (Aylesbury Vale Association of Local Councils) 3/12/15 – Cllr Saintey attending

82/15	DATE OF NEXT MEETINGS

The next meeting of the Parish Council will be held on Thursday 22 October 2015.  

83/15	CLOSURE OF MEETING

	There being no further business to be transacted, the Chairman closed the meeting at 10.08pm.

Signed:			Date:	22 October 2015
	 Chairman