PITSTONE PARISH COUNCIL
Minutes of the Parish Council Meeting held on 26 November 2015 
in the Meeting Room at the Memorial Hall, starting at 7.30pm and 
concluding at 10.10pm

107/15	ATTENDANCE AND APOLOGIES
	
COUNCIL PRESENT:  Cllr Saintey (Chairman), Cllr Nicholls (Vice Chairman), Cllr Mrs Stack, Cllr Mrs Arney, Cllr Blunt, Cllr Mrs Crutchfield, Cllr Mrs Groom and Cllr C Starling.   
Clerk: Laurie Eagling.    

OTHERS PRESENT:  District Councillor Derek Town.  NDP Chairman Tony Clare (departing after NDP).  Cllr Rob McCarthy of Aldbury Parish Council.  One members of the public (part).  
	
It was RESOLVED to approve for absence from:  Cllr Mattey and Cllr Weber.
  
108/15	QUESTIONS FROM MEMBERS OF THE PUBLIC/PRESS

No questions were tabled by the members of the public.

109/15	DECLARATIONS OF INTEREST AND DISPENSATION REQUESTS

•	Colin Starling, Margaret Crutchfield and Jo Groom declared an interest as they sit on the Neighbourhood Development Plan (NDP) Steering Group for which a dispensation to discuss, but not vote, exists.
•	Cllr Blunt declared an interest as Chair of Governors for Brookmead School for which a dispensation to discuss, but not vote exists.
•	Cllr Groom declared a pecuniary interest as relative to J Groom & Son.  
•	All councillors declare 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 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 declared a standing declaration as a member of the National Trust Ashridge Committee.
•	Cllr Arney declared an interest in the update from the Planning Committee, residing near an application site.  Cllr Arney had not been present at the Planning Committee meeting & therefore not involved in the decisions made.

110/15	MINUTES OF THE MEETINGS held on 22/10/15 and 5/11/15

	It was RESOLVED that the draft minutes of the Pitstone Parish Council meeting held on 
22 October 2015 and the draft minutes of the extra-ordinary Parish Council budget meeting held on 5/11/15 were true and accurate records.  The Chairman was authorised to sign the council minutes on behalf of the council.  

111/15	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 nearing completion.  3 options have been assessed and costed.  The report is waiting for internal sign-off before distributing in approx. 2-3 weeks (by 7/12/15).
3)	Castlemead Issues: Steve Essam at Transport for Bucks in charge of negotiating highways handover.   No known progress with Taylor Wimpey.  Spoke with Keith Millard of Taylor Wimpey who said that he will chase up progress on the Westfield Road remedial works and also advised that TW had not been approached about fibre broadband installation for Castlemead as far as he was aware.
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)	Castlemead Post Box:  Gary Plummer at Royal Mail has still not be able to provide a revised installation date but advises that it is still due for installation.
6)	Quarry 1, Local Wildlife Site: Jean de Selincourt advises that the surveys were completed and hopes that more will be undertaken next year.  There were no new species identified.  There is no further action that can be taken at the present except monitor the situation and continue to survey and record the species there.
7)	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.   
8)	Football/Tennis/Netball/Scout Hut: all being discussed as part of pavilion redevelopment project
9)	Roundabout – completed!  5 years after the first problem, the roundabout has finally had all the lighting replaced by TfB.
10)	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.
11)	Rushendon Furlong/Ryden Homes S106: Signs now displayed at the site saying “Land acquired for development”.  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.  
12)	Path & Highway forward plans (when funds are identified by BCC) – Paths: BCC advise that Vicarage Road to be widened and relayed by Vicarage Road development.  Highways works identified by TfB: The Crescent, mid-section of Yardley, Marsworth Rd up to Ivinghoe.
13)	Internal Audit recommendations – Remaining items still to be investigated: (b) investigate move to income & expenditure accounting
14)	Transport/infrastructure areas to consider at future date: 1 x extra mVAS, 1 x real time bus stop panel, BHB contributions, bus shelters for Westfield Rd, Community bus.  All tbc.
15)	Current highways issues: Site visit with Local Area Technician 20/11/15.  Queen St by shop; curb stones by MayFu; flooding by Cheddington Road bridge (40003219) – super sucker attended 16/11/15 & 18/11/15 and cleared (caused by root growth in drain), Rushendon Furlong pot hole (40004448), Marsworth Road islands (40003935), manhole at entrance to Forge Flats (40004447).  Marsworth Road hedge deemed acceptable and not causing an obstruction.  Albion Road footpath obstruction to be removed.
16)	Current VAHT issues:  2 large pot holes by entrance to Yardley Avenue garage area reported 18/10/15; 2 bollards down by junction of Cheddington Road/Yardley Ave reported;
17)	Access to Tring Station: survey will be issued in the post-Christmas edition of PPP.  Cllr Nicholls formatting.
18)	Hedge Extension: on the recreation ground to be carried out by the Cricket Club in the winter
19)	Hedge Cutting & Leaf clearing: commissioned with Reg Porter.  Leaves cleared and grass mown.  Hedge cutting to follow.
20)	mVAS Trials: when next moved 2 weeks with no LED vs 2 weeks with LED; next Marsworth Road to capture vehicles travelling from Ivinghoe.
21)	Playground works: replacement rolling log at Hever Close and replacement swing on Recreation Ground due for installation on 14/12/15.
22)	Castlemead Public Open Space Phase III: work continues between AVDC and Taylor Wimpey to bring the Phase III open space (from Castle Close to Dover Close) up to acceptable adoptable standard.  A further site visit has taken place and an updated list of requirements provided to TW.
23)	Windmill path RoW maintenance:  further to the query raised by the resident, the path maintenance has been reviewed.  In recent years the path has been widened and the cultivation gone nearer the edge so the long grass is not so much of a problem.  It is proposed to cut the path just once in July of 2016 as a trial to see if this is a viable ongoing solution.   Waiting to hear if existing contractor can accommodate this or whether council needs to switch to its alternative path maintenance contractor.
24)	Replacement Sorbus Magestica: 10-12cm girth bare-root 3-3.5m Sorbus Magestica (largest available) £76.99 + £20 delivery from Buckland Nurseries.  John Lowe has agreed to plant, stake & strap.  Order placed.  Non stock item.   Delivery anticipated before Christmas.
25)	mVAS Service: awaiting date from SWARCO traffic management
26)	Fireworks Festival: successfully held at pavilion site.  Volume of attendees up on previous events.
27)	Tree works: Tim Wilson advises that the earliest he can schedule the works is week commencing 4 January 2016.
28)	Christmas lights: Cricket Club arranging repair in time for switch on 10/12/15
29)	Blue/White Light: Cllr Nicholls investigating and formulating a reply

112/15	CORRESPONDENCE

The correspondence received this month was discussed and noted.    

113/15	NEIGHBOURHOOD DEVELOPMENT PLAN

1)	Pitstone NDP
i.	AVDC are currently progressing the Regulation 16 public consultation which runs from 10/11/15-22/12/15.  This has also be publicised by the Parish Council and NDP Steering Group.   
ii.	The NDP steering group are also issuing a leaflet and Christmas card to all properties prior to Christmas to ensure continued engagement.  It was RESOLVED to meet the costs associated with printing and distributing the NDP publicity materials (approximately £1,400) of which £850 is covered by the existing grant monies.
iii.	AVDC advised that Christopher Collinson has been appointed to examine the Pitstone NDP in January 2016.  Mr Collinson is a member of the NPIERS panel and examined the Cheddington NDP.
iv.	Cllr Saintey requested the NDP Steering Group circulate an up-to-date financial analysis prior to the 7/1/16 meeting.
2)	Commercial / Community Aspirations
i.	Tony Clare advised that no further progress could be made by NDP or PPC unless potential purchasers knew the likely land acquisition costs, therefore it would now be down to commercial viability when the land was marketed.
ii.	In the meantime, those that had expressed an interest should been advised to register their interest with Bidwells and advise PPC.
iii.	An alternative potential requirement had come to light this week.  They had also been advised to register their interest with Bidwells.
3)	AVDC NDP Position
The correspondence from other local councils was considered and it was RESOLVED not to write to AVDC at the present point in time.
4)	BCC Land by The Crescent
i.	It was RESOLVED to bring this agenda item forward to within the NDP section as it was a related initiative.  
ii.	It was noted that AVDC had considered the Parish Council’s complaint relating to their assessment of the BCC owned open space as a Community Asset under the Community Right to Bid scheme but refuted the claim and no change would be forthcoming.  Cllr Weber had advised that there was no prohibition on re-submitting another application to the register.  It was RESOLVED to postpone any second submission until January when the parish council would be aware of any issues that had been raised to AVDC as a result of the NDP Consultation which included designation of this land as Local Green Space (this would offer better protection).   
iii.	In the meantime, it was RESOLVED to encourage residents to write to AVDC as part of their NDP consultation responses and explain how important this green space is to them.

Tony Clare was thanked for his work and attendance and then departed the meeting along with the member of the public.

114/15	PITSTONE DEVELOPMENT AREA (PDA)

1)	No further update.  A meeting with Bidwells is scheduled for December.
2)	See minute 113/15.2iii above.

115/15	SPORTS AND LEISURE COMMITTEE

1)	Pavilion/Sports Ground – Football/Netball/Tennis/Others sports, community, scouting uses

1.1	Remedial Works
It was RESOLVED to meet the cost of the following remedial works at the pavilion: fix a section of gutter, replace further cracked floor tiles within both home & away changing rooms (contractor identified and suitable tiles being sourced), replace roof tiles displaced during the storm, anchor external refuse bin torn free during storm, repairs to the 11-aside portable football goal (£228 + VAT from Mark Harrod).  The council thanked Ivinghoe Entertainments for the replacement car park gate padlock.

1.2	Site Redevelopment
a)	The parish council has scoped the probable works required for each element of the site redevelopment.  It was RESOLVED to circulate this paper to the clubs/users for comment.  It was RESOLVED to arrange a Sports and Leisure Committee meeting for January to progress.  It was noted that the council committee may need to consider other uses such as the youth café or local business venture.
b)	It was RESOLVED to submit an application for approval for the redevelopment in light of the existing covenant, and meet any associated legal costs.
c)	It was RESOLVED to submit outline plans to Sport England as a statutory consultee for any sport development planning applications.
d)	It was RESOLVED to submit a recommendation to AVDC that any S106 Leisure Contributions arising from the Vicarage Road development are attributable towards the overall redevelopment of the pavilion site & grounds and/or the Memorial Hall and grounds.
e)	Town Lands Charity postponed any decision relating to the Parish Council’s request until their January meeting.
f)	Derek Town advised that the pavilion redevelopment may qualify for New Homes Bonus funding and that the application deadline is likely to be brought forward from September to June or July.  Derek was thanked for this information.  The Parish Council will pursue.

1.3	Other
a)	The Pitstone & Ivinghoe Entertainments bonfire festival had been a great success, despite the heavy rain earlier in the day, with high numbers of attendees.
b)	It was RESOLVED to accept the revised insurance valuation of the pavilion (£244k) and external works (£105k).  It was RESOLVED to accept the associated increase in insurance premium of £292.30 per annum, pro rata for the existing year.

2)	Playground and Asset Inspection Issues

2.1	Remedial work
It was RESOLVED to meet the cost of the following remedial works: 
a)	The rear Perspex panels of the youth shelter had been badly vandalised and subsequently removed by a local contractor to ensure the safety of others.  It was RESOLVED not to replace these panels for the time being and to leave the rear of the shelter open to the elements.
b)	It was RESOLVED to purchase a replacement hood only for the litter bin nearest to the Memorial Hall (£130.21 + VAT).
c)	The dog bin along the path by the allotments had been vandalised.  AVDC have removed for safety and a replacement has been ordered (approx. £250 + VAT).
d)	M F London has re-adjusted the black gates at the Windsor Road play area and these now comply with safety guidelines.  The contractor recommends that council provision for one replacement gate during the next financial year.
e)	The post mounted litter bin on the recreation ground has been re-affixed by M F London following the storm.
f)	It was RESOLVED to ask M F London to see if an alternative bottom could be sourced for the metal bin near the youth shelter.  Whilst the youths continue to set fire to the bin, it is not worth investing in a full replacement.

2.2	Open Access Goal
It was RESOLVED to delay any consideration of this initiative until March or April.

2.3	Play Space Planning
It was noted that the existing planning permission for the new play area expires in June 2016.  It was RESOLVED to re-apply for an extension to this permission and meet the associated costs.

2.4	Event and Open Space Policy
It was RESOLVED that the Sports and Leisure Committee would look at this lengthy document during their committee meeting.

2.5	Allotment Risk Assessment
It was noted that Pitstone Allotment Association had provided their updated risk assessment.  No issues arising for the Parish Council.

116/15	PLANNING

1)	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.

2)	AVDC Vale of Aylesbury Local Plan (VALP)
2.1	Cllrs Crutchfield, Groom, Weber, Starling and Saintey provided an update on the AVDC VALP parish briefing session held on 12/11/15.
2.2	The Central Buckinghamshire Housing and Economic Development Needs Assessment (HEDNA) was noted.  Responses resolved detailed below as part of the Issues & Options Consultation.
2.3	It was RESOLVED to respond to AVDC’s Issues and Options Consultation on a number of key issues including:
a)	HEDNA
i.	AVDC should not be required to accommodate such a high level of residential build from neighbouring boroughs, over 50% uplift on the project AVDC requirement of 21,000 is too high and AVDC should push back.
ii.	Affordable Housing levels should not be cut back below 30% at a time when many struggle to afford property.
iii.	The expanding elderly population should be catered for in all areas.
iv.	Traveller pitches should be accommodated at dedicated sites and not interspersed amongst each large residential development.
b)	HELAA
Whilst the council is in agreement with the assessments of most sites within the parish, it disagrees with two sites and understands that the owners do not wish to see such residential development on their land, therefore AVDC should remove these sites from their numerical calculations as they are unlikely to be delivered within the VALP period.
c)	Settlement Hierarchy: In agreement with methodology and positioning of parish.
d)	Housing Spatial Options
i.	Opposed to intensification outlined in D, E and F
ii.	Insufficient information about G, H and I 
iii.	Therefore prefer A, B and C.  A would accommodate all AVDC projected volume if the 10k overspill from neighbouring boroughs is reduced/eliminated.  Options B then C if greater capacity required.  More information required about location of a proposed new settlement.
e)	Landscape
i.	Re-designate all Areas of Attractive Landscape (AALs) and Local Landscape Areas (LLAs) as locally valued landscapes and include a policy to enable the assessment of planning applications and appeals.
ii.	Specific response re the Pitstone AAL to be submitted to AVDC and advised to residents.
f)	Policies: No other comments re policies

117/15	OTHER ISSUES

1)	Ben Hamilton Baillie (BHB) Highways Feasibility Study
Draft report had been circulated to all councillors and a meeting is scheduled for 1/12/15.

2)	“Clean for the Queen” Campaign
It was RESOLVED not to participate.

3)	Changes to Bus Services
BCC advised of a number of changes to the bus routes including the cancellation of the bus to Hemel Hempstead and evening buses due to low passenger uptake.  The changes have been communicated to residents by both the parish council and Bucks County Council.

4)	Community Impact Bucks
It was RESOLVED to renew the annual membership to Community Impact Bucks at a cost of £50 for the annum.

5)	Additional mVAS Locations
It was RESOLVED to postpone any decision about additional mVAS locations until after the mVAS trial along Vicarage Road.

6)	Parish Map
A draft proof of the map has been printed and amendments collated.  Cllr Nicholls to provide the QR codes.

7)	Youth Café
7.1	Brookmead School will provide a revised Occupational Licence for signature, not available at the time of the meeting.   In the meantime, Brookmead have provided a revised map of permitted space, each to be manned by at least 2 adults, and this has been circulated to both AVYFC and the volunteers to ensure implementation.
7.2	Brookmead had confirmed that additional litter bins or an employed litter picker was not necessary.   The children should be encouraged not to litter in the first place.
7.3	Issues regarding volunteer attendance and numbers, and the number of young people attending, were discussed.   It was agreed to arrange a meeting with Dave Rollins of AVYFC ASAP.
7.4	It was RESOLVED to purchase 3 x good quality LED torches to assist the volunteers/AVYFC to ensure the young people were not in the out-of-bounds areas during the dark winter months.

8)	Staffing Issues
8.1	Under the Public Bodies (Admission to Meetings) Act 1960, the public and representatives of the press and broadcast media were excluded from this item of the agenda because of the confidential nature of the business to be transacted.
8.2	Quotations and information still being sought regarding selection of an auto enrolment pension scheme.  Carry forward to next meeting.
8.3	The clerk’s annual appraisal had been conducted by the staffing committee on 17/11/15.  The council RESOLVED to implement the following recommendations made by the committee:
a)	To increase the clerk’s standard contracted hours to 92 per month in reflection of the work actually undertaken over the last 12 months.
b)	To reduce the Work from Home allowance to £54 per quarter from £175 per quarter.
c)	To pay the clerk for the hours required to be undertaken to complete the Charity Trustee/Management training course, to a maximum of 36 hours, with the whole course to be completed within 20 weeks.
d)	To review the IT equipment.
e)	To consider future training needs as and when they arise.
f)	To approve and sign the completed annual appraisal form.
8.4	It was noted that the annual review and Christmas drink for other members of staff had been arranged for 14/12/15, and RESOLVED to meet the associated cost of refreshments. 
8.5	It was RESOLVED to pay the Clerk for 140 hours of overtime worked during the last six months, at a rate of £14.514 = £2,031.96.
8.6	As the December meeting had been postponed until January, it was RESOLVED to run the December payroll, and any other urgent payments, at the normal time and for the approvals to be undertaken electronically by councillors and reported to the next meeting.

118/15	FINANCIAL ISSUES  

1)	Financial Position & Payments
The council RESOLVED to make the payments outlined in the November 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)	Third Draft of Budget for 2016/17
The minute of the dedicated budget meeting had been circulated and approved.  An updated position to be circulated at the end of December for consideration at the start of January.  It was RESOLVED to request an extension of time from AVDC from 22/1 to 29/1/16 so that the proposal could be considered for a final time at the 28/1/16 meeting.

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

119/15	REPORTS 

1)	Cllr Saintey provided council with feedback from the AVALC AGM held on 23/10/15.
2)	Cllr Weber had previously circulated notes following the TfB tour of Griffin Lane winter maintenance depot, these were noted.
3)	Cllr Mattey had previously circulated notes of the Memorial Hall Charity AGM and meeting held on 10/11/15, these were noted.  It was requested that Cllr Mattey discuss more fully at the January meeting.
4)	Cllr Saintey provided the council with feedback from the Cricket Club presentation evening held on 7/11/15.  The clerk was also advised that the Cricket Club had submitted their S106 claim form but had not had a response from AVDC.  It was RESOLVED that the clerk would make enquiries.
5)	Cllrs Groom and Saintey provided feedback from the excellent BALC Councillor Induction Training session on 18/11/15.
6)	A sunken drain opposite Pitstone Fen entrance had been reported to HCC and already fixed.  A broken traffic light by the entrance to Pitstone Fen had been reported to HCC (201007535507) and attended.
7)	A knocked down post and damaged grit bin on Westfield Road have been reported to Taylor Wimpey for action.
8)	The other reports, reminders and forthcoming events were noted.

120/15	THE FOLLOWING REMINDERS WERE NOTED

•	Parish Council meetings: 7/1/16, 28/1/16, 25/2/16, 24/3/16, 28/4/16, 26/5/16, 30/6/15, 28/7/15, 25/8/16 (moved from 1/9/16), 29/9/16, 20/10/16, 24/11/16, 5/1/17
•	AVTUG meetings 1/12/15
•	PPP Publication dates: January, April, July, October.  
•	AVALC (Aylesbury Vale Association of Local Councils) 5/1/16, 1/3/16, 7/6/16, 6/9/16, 28/10/16 – Cllr Saintey attending
•	Party in the Park 16 July 2016

121/15	DATE OF NEXT MEETINGS

The next meeting of the Parish Council will be held on Thursday 7 January 2016.  No further items were requested for the agenda.

122/15	CLOSURE OF MEETING

	There being no further business to be transacted, the Chairman closed the meeting at 10.10pm.

Signed:			Date:	7 January 2016
	 Chairman