PITSTONE PARISH COUNCIL

NOTICE IS HEREBY GIVEN of the Annual Meeting of the Parish Council
to be held in the Millennium Room of the Memorial Hall on Thursday 26 May 2016 at 7.30pm 

Laurie Eagling, Clerk to the Council
9 Warwick Road, Pitstone, LU7 9FE			Signed _____________________________
Tel: 01296 660791					Date :  20 May 2016

A G E N D A

1.	ELECTION OF A CHAIR AND VICE CHAIR FOR THE FORTHCOMING YEAR

2.	ATTENDANCE AND APOLOGIES

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

4.	DECLARATIONS OF INTEREST AND DISPENSATION REQUESTS 
4.1	from councillors on matters to be considered at the meeting 
4.2	review standing dispensations for forthcoming year

5.	MINUTES - To resolve that the minutes of the parish council meeting held on 28/4/16 be signed as a correct record

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

7.	REVIEW AND ADOPT CODE OF CONDUCT

8.	REVIEW AND ADOPT STANDING ORDERS

9.	COMMITTEE STRUCTURE AND APPOINTMENTS

9.1	To review/consider the existing committee and working group structure and recommend changes.
9.2	To elect a Chairman and appoint members of the planning committee.
9.3	To elect a Chairman and appoint members of the sports & leisure committee.
9.4	To elect a Chairman and appoint members of the staffing committee.
9.5	To elect a Chairman and appoint members of the Pitstone Recreation Ground Charity committee.
9.6	To elect a Chairman and appoint members of the Pitstone Parish Charity committee.
9.7	To elect a Chairman and appoint members to any other committees determined under point 9.1 above.
9.8	To appoint the parish council representatives to working parties and other bodies.

10.	REVIEW AND APPROVE TERMS OF REFERENCE AND DELEGATION ARRANGEMENTS

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

Committee Reports:

12.	SPORTS & LEISURE COMMITTEE – CLLR GROOM, CHAIR OF COMMITTEE
	Note minutes of Sports and Leisure Committee meeting held on 9/5/16.  The meeting was not quorate and therefore the following matters have been referred to full council for consideration:  
12.1	Update on privacy panel request
12.2	General consideration of the notion of improving the kitchen area and installing a fridge, microwave etc and note legal guidance provided to P&IUFC
12.3	Necessary repairs to assets since last meeting: 1 x padlock, 1 x flip-top bin (P&IUC meeting cost), 1 x fire safety log book
12.4	Consider/approve recommendations relating to the annual playground inspection report
12.5	Consider update on proposed layout for new building and approve procurement of initial drawing 
12.6	Note summer closure period and associated amendment to staff hours
Other Sports and Leisure matters arising:
12.7	Consider if wish to put forward any recommendations for LEAP Sports Awards 2016
12.8	Consider if wish to participate in Armed Forces Day flag flying

13.	PLANNING COMMITTEE – CLLR CRUTCHFIELD, CHAIR OF COMMITTEE
13.1	Note any matters arising from Planning Committee meeting earlier on 26/5/16
13.2	Receive feedback from AVDC Parishes Planning meeting on 25/5/16

14.	RECREATION GROUND CHARITY COMMITTEE – CLLR MATTEY, CHAIR OF COMMITTEE
No report this month.

15.	PITSTONE PARISH CHARITY COMMITTEE – CLLR NICHOLLS, CHAIR OF COMMITTEE
No report this month

16.	STAFFING COMMITTEE – CLLR BLUNT, CHAIR OF COMMITTEE
16.1	Note/adopt the National Joint Council for Local Government Services (NJC) pay settlement for 2016/17 and 2017/18
16.2	Consider trial of Vonage telephone service provision
16.3	Consider/approve temporary change to litter picking duties

Working Group Matters:

17.	PITSTONE DEVELOPMENT AREA – Note update. 

18.	LOCAL AFFORDABLE HOUSING NEEDS
18.1	Consider/approve commissioning of Housing Needs Survey and determine budget re-allocation 

19.	TRAFFIC / HIGHWAYS / PATHS

19.1	Ben Hamilton-Baillie Project
a)	Consider initial feedback from Ben Hamilton-Baillie report
b)	Note feedback from Transport for Bucks re coloured surfaces
c)	Consider update from Bucks County Council and note the project is scheduled to be discussed at the LAF Traffic Calming Sub Group meeting on 31/5/16
d)	See Local Area Forum agenda point below

19.2	Access to Tring Station – consider short term possible actions

19.3	mVAS – review if need to procure a 2nd mVAS at present, or postpone consideration until Westfield Road also enabled.

20.	PITSTONE YOUTH CAFÉ
20.1	Consider feedback from volunteers meeting and approve costs arising
20.2	Note other updates

Other Issues:

21.	BCC LOCAL AREA FORUM: consider possible project submission for 2017/18
22.	BALC/NALC/LCR subscription: consider annual renewal £420.24
23.	PITSTONE ANNUAL ASSEMBLY: receive feedback and consider related issue with orchid protection
24.	RISK MANAGEENT POLICY AND ASSOCIATED ASSESSMENT: undertake annual review and approve documents
25.	COMMUNITY SELF-HELP PLAN: undertake annual review and approve plan for forthcoming year
26.	ELECTRONIC RECEIPT OF MEETING INFORMATION: conduct annual review
27.	BALC OFFERS: Consider if wish to order Good Councillors Guide or Charles Arnold Baker, consider if wish to participate in Staples Advantage procurement scheme
28.	LOCAL COUNCIL AWARD SCHEME: Consider if wish to participate

Financial Issues:

24.	Financial Regulations and Matters Arising: 
24.1	Consider/approve updated Financial Regulations in line with latest model from NALC
24.2	Consider/approve adoption of credit card / debit card / pre-paid card

25.	ANNUAL REVIEW OF FINANCIAL AFFAIRS:
25.1	Confirm ongoing direct debit and standing order arrangements
25.2	Confirm payments arising as a result of continuing contract, statutory duty or obligation
25.3	Confirm ongoing use of bank accounts and mandates
25.4	Approve ongoing use of BACS
25.5	Note ongoing use of General Power of Competence
25.6	Confirm continuance of no allowance scheme for members

26.	YEAR END: Auditor moved date to 2/6/16 so report will be received at 30/6/16 meeting

27.	FINANCIAL POSITION AND PAYMENTS: To approve payments in accordance with the budget and consider the receipts/reconciliation/debtor/creditor information for the month.

28.	INTERNAL CONTROLS: Conduct all necessary internal controls

Other Reports:

28.	Pitstone Memorial Hall Charity: receive report on 16/5/16 committee meeting – 
Cllrs Mattey & Starling
29.	Note other reports, reminders, forthcoming events and agenda items for 30/6/16

THE PUBLIC AND PRESS ARE WELCOME AT ALL OUR COUNCIL AND 
COMMITTEE MEETINGS