PITSTONE PARISH COUNCIL

NOTICE IS HEREBY GIVEN OF THE MEETING of the Parish Council
to be held in the Millennium Room of the Memorial Hall on Thursday 28 April 2016 at 7.30pm 

Laurie Eagling, Clerk to the Council
9 Warwick Road, Pitstone, LU7 9FE			Signed _____________________________
Tel: 01296 660791					Date :  21 April 2016

A G E N D A

1.	ATTENDANCE AND APOLOGIES

2.	RECEIVE QUESTIONS FROM MEMBERS OF THE PUBLIC/PRESS – residents monthly opportunity to raise their questions or concerns with the parish council

3.	DECLARATIONS OF INTEREST AND DISPENSATION REQUESTS from councillors on matters to be considered at the meeting 

4.	MINUTES - To resolve that the minutes of the parish council meeting held on 24/3/16 be signed as a correct record

5.	CLERK’S REPORT – receive any update to the matters arising, for information only

6.	CORRESPONDENCE - Consider correspondence received & receive notification of any additional items

7.	PITSTONE DEVELOPMENT AREA: Note update

8.	SPORTS & LEISURE COMMITTEE – CLLR GROOM, CHAIR OF COMMITTEE
	Note minutes of Sports and Leisure Committee meeting held on 11/4/16 and approve matters referred to full council, plus matters arising since:
8.1	Approve provisional contribution of £900 to extend the larger pitch & slightly relocate both pitches.
8.2	Consider/approve annual tree risk assessments for the land at The Crescent & commemorative tree by Hever Close playground
8.3	Consider/approve commission of fire equipment annual service
8.4	Approve quotation for grass cutting of play spaces, Pitstone Hill etc.
8.5	Note update on price increase from Opus re Department of Energy & Climate Change levies and associated impact
8.6	Consider/approve recommendations relating to the annual playground inspection report
8.7	Note update on provision of open-access football goal
8.8	Consider update on proposed layout for new building

9.	PLANNING COMMITTEE – CLLR CRUTCHFIELD, CHAIR OF COMMITTEE
Note any matters arising from Planning Committee meeting on 28/4/16

10.	RECREATION GROUND CHARITY COMMITTEE – CLLR MATTEY, CHAIR OF COMMITTEE
Note minutes of Recreation Ground Committee meeting held 25/4/16 and approve matters referred to full council:
10.1	Approve appointment of grounds maintenance contractors for 2016/17
10.2	Approve commission of tree risk assessment for Recreation Ground Charity land
10.3	Approve occupational licences with sports clubs
10.4	Consider/approve grant application for 2016/17
10.5	Note other updates

11.	OTHER ISSUES
11.1	Rural Housing Exception Schemes: note background report
11.2	Youth Café:
a)	Note confirmed change of contractor with effect from 1/5/16
b)	Note volunteer position and staff update
c)	Consider attendance demographic report and any issues arising
d)	Note Year 6 meeting introductory schedule
e)	Note information regarding basketball hoops and use of the field
f)	Consider/note feedback on youth café performance
g)	Consider/approve new youth café contract with Dave Rollins
h)	Consider/approve adoption of standard policies
11.3	Pitstone Guide: consider if wish to renew for 2016/17
11.4	Devolved Services: consider 4th year funding update from BCC
11.5	SLCC annual membership:  consider/approve cost of £167
11.6	Marsworth Road daffodils: consider offer from resident
11.7	BCC owned land by The Crescent: consider response from BCC
11.8	Tring Station: consider survey results and discuss actions arising
11.9	Pitstone Annual Assembly: final confirmations before meeting.
11.10	Lantra Basic Tree Inspection: confirm course fees of £230
11.11	End of Year Payroll:
a)	Note update on 2015/16 closure and year end responsibilities eg P60s
b)	Note update on new Sage One Payroll software implementation
c)	Note update on clerk training and salary implementation

12.	FINANCIAL ISSUES
12.1	Quarterly Grant/Donation Considerations: 
a)	Approve annual donation to AVALC (£25)
b)	See earlier agenda item re Pitstone Recreation Ground charity
12.2	Year End Financial Reports
a)	Note year end bank reconciliation
b)	Note year end analysis
c)	Note quarter 4 VAT return submitted with £2,250.41 refund due from HMRC
d)	Approve year end account reconciliation from S106 account of £12,452.69
e)	Approve year end account reconciliation from NatWest to Unity of £9,375.68
f)	Re-consider annual governance statement requirements
g)	Consider year end annual return & explanation of variances
h)	Consider draft year end annual report and accounts
i)	Note draft Trustee annual report and accounts prepared for Pitstone Recreation Ground Charity and Pitstone Parish Charity
j)	Note report on change in accounting system to Income and Expenditure
k)	Note new accounting structure coding
12.3	Changes to Unity Trust Bank terms and conditions: note changes advised and impact
12.4	Financial position/payments: To approve payments in accordance with the budget and consider the receipts/reconciliation/debtor/creditor information for the month.
12.5	Conduct all necessary internal controls

13.	REPORTS
13.1	Theatre in the Villages: consider feedback report from Cllr Starling 
13.2	NAG: Receive Neighbourhood Action Group report from Thames Valley Police
13.3	Receive feedback from BCC Parish Liaison meeting 27/4/16 – Cllr Saintey
13.4	Pitstone Memorial Hall Charity: receive report from Steve Mattey
13.5	Note/consider latest mVAS Marsworth Road data
13.6	Note other reports, reminders, forthcoming events and agenda items for 26/5/16

THE PUBLIC AND PRESS ARE WELCOME AT OUR MEETINGS
YOUR VIEWS ARE IMPORTANT TO US