Minutes of the Parish Council Meeting held at the BYPA
Hall on Monday 24 February 2014
(Draft copy. Subject to approval at the next meeting)
PRESENT: Cllr Andrew
Knowles (Chair), Cllr Kevin Howell, Cllr Alison Tomkins, Cllr Tamsin Witt, Cllr
John Cockcroft and 4 members of the public. (Clerk still to be recruited)
1. APOLOGIES
– Wiltshire Cllr James Sheppard
2.
DECLARATIONS OF INTEREST - None
3.
MINUTES OF THE PREVIOUS PARISH COUNCIL MEETINGS – The minutes of the meetings
held on 2 December 2013 and 13 January 2014 were approved
4. SUSPENSION
OF THE MEETING FOR PUBLIC QUESTION TIME
4.1 Parking at entrance to Downsmead is causing difficulties
coming out of that junction at school times. Action: Cllr Witt to email PC
Batch and Highways to see what they can do
4.2. Bin at the playground
needs emptying and Barbara Furber has agreed to take a key to the bin for when
needs emptying urgently
Action: Cllr Witt to give her bin key to Barbara
4.3 The Post and railings
by the right of way by the
Action: Cllr Knowles to get the work started
4.4 Tony Prior warned that
the Parish Council Corner in the Baydon Scene must be written by the Parish
Council itself to avoid misunderstandings and errors
5.
CORRESPONDENCE – Good Neighbour Coordinator – Lucy Hawkins.
Two very successful
lunches have been held at The Red Lion, the first with 14 attending and second
with 18 attending. Cllrs agreed they would like to send a note of thanks and a
copy of the minutes to Lucy, as Cllrs are extremely grateful for her work in
Baydon and would like her management to know that
Action: Cllr Witt to email Lucy Hawkins
6.
PLANNING –
6.1
Number 3 Council Houses,
Cllrs are concerned that
work was completed before the planning application was submitted. Also concerns
were raised from a Highways perspective of sightlines and safety. Cllrs are
very unsure about the ownership of the lay-by. It was noted that there had been
a number of objections from the neighbours. It was resolved to object to the
planning application
.6.2 High Farm
Deadline has been missed,
but this was just an amendment to an application that has already been
approved. Cllrs agreed to support the application
6.3 Cllr Witt’s planning
application missed the 13 January meeting, but had no objections online and
neighbours were consulted and they raised no objections
6.4 A planning application
had just been received for Finches Barn on
7.
ITEMS FOR CONSIDERATION
7.1
To agree the Co-option of Tony Prior as Councillor
Proposed by Cllr Tomkins
and seconded by Cllr Cockcroft and agreed by everyone.
Cllr Prior made the
following statement for clarity:
About my return, I
resigned not really knowing how my life would work out after the operation.
So far - so good
and I’ve been tempted to get involved again.
In the belief that
clarity is better than speculation, innuendo, implications even gossip I’d like
to make a few observations
1. Although it’s a
hypothetical point at present - if the chairman position becomes available I will
not put my name forward or accept a proposal to do so. I would like to make
more of a background contribution for the same reason as before.
2. Regarding my
submissions about the financial detail, I have never referred to or
questioned the 2012-13 audited accounts .
My comments only
relate to 2013-14
Council published documents. Similarly, comments about
2012-13 relate
solely to Minutes content or lack of content.
3. I am very aware
that I’m the only
retired, a nice way of saying oldest, Councillor. I expect to make a
proper contribution but I trust the work load will still be distributed amongst
all Councillors.
4. Finally, I already
have to offer my apologies for the next meeting on 7 April. We have a
pre-arranged holiday with our grandchildren in their Easter break. Reports will
be available for the meeting.
Action: Cllr Knowles to fill out the necessary forms
7.2 Electrical box repair on the Village Green.
Cllr Howell reported that
the Village Green is common land and therefore Baydon Parish Council has
responsibility for safety and repair / replacement of the electrical box. SSE are the only ones that can move the metre and electrics.
Cllr Howell proposed that a replacement box is bought and fit by Cllrs as best
as possible, for the purposes of making it safe and water tight. Cost: £39.65
plus VAT and then SSE could be contacted for assistance if possible. Therefore
Cllrs agree up to £50 to see what can be done by Cllrs and review at the next
opportunity
Action: Cllr Howell to purchase the box
7.3 Approval of
allotment tenancy agreements changes
All changes were agreed by
all Cllrs
Action: Cllr Tomkins to send the final version to Tony
Prior on the Allotment Committee
7.4 Allotment update – lettings and administration
Cllrs Authorised up to £75 for the cost of a skip or Hippo Bag to remove waste
Action: Cllr Cockcroft to order the skip / hippo bag
7.5
Cllr Witt had already circulated to Cllrs one quote for two sets of
swings (one for Toddlers and one for older children, which will fit on the
field easier) All Cllrs agreed to pursue this project, get the required quotes
and apply for planning permission
Action: Cllr Witt to take the
project forward
7.6
Traffic Calming Update including any news on the chicane installation and
planned road closure on
Cllr Witt reported that
she had not yet received an update from Highways regarding the chicane
installation and was therefore still waiting for confirmation of the start date
Action: Cllr Witt to advise Cllrs of any update from
WC Highways
7.7 Update on Clerk
recruitment and any advertising costs required for approval
Cllrs Knowles and Witt
reported that there were now 3 applicants for the Clerk role and interviews
will take place shortly
Action: Cllr Witt to conduct first interviews
7.8
Cllrs agreed to send a
second letter for the manor lane Ermin Close pathways to get the hedges cut
back a bit more.
Action: Letter to be sent to Householder and Parish
Steward contacted if possible
7.9 AGM Date Monday 19 May
The date was approved
7.10 Plans for beating on
the Bound Monday 26 May.
Cllrs agreed to advertise
in the Baydon Scene with walkers meeting outside the shop at 10am or 1pm
meeting at the gate by the motorway bridge for the afternoon session:
Action: Cllr Witt to write to Landowners and
Baydon Scene
Action: Cllr Knowles to provide landowner contact
details
7.11 Plans for the Parish
Assembly Friday 25th April
Cllrs approved the date
and agreed to use the BYPA Hall this year. Cllrs agreed to a limit of £80 to
spend on wine from Baydon Post Office and Stores. The intention is to alternate
each year, between using the pub and shop to provide refreshments
Action: Cllr Knowles to speak to Debbie Moxton
7.12
Quotes for the grass cutting contract to be received and supplier selected:
3 companies have expressed
an interest in quoting so
Cllr Knowles will send the requirements so we have the quotes for next meeting.
Cllrs agreed to add in the additional grass cutting that is required around the
allotments
Action: Cllr Knowles to send requirements to grass
cutting companies
8.
FINANCE
8.1 Update and decision on
Responsible Financial Officer. All Cllrs agree that Tony Prior will be the new
Responsible Financial Officer
Action: Cllr Knowles to spend a day doing a handover
with Tony Prior
8.2 Bank
Reconciliation statement – deferred to next meeting.
8.3 Agreement
of Internal Auditor
Action: Cllrs ask Cllr Knowles to contact Jane Collett
who has previously audited the accounts for Baydon Parish Council
8.4 2nd
and 3rd Quarterly Budget Report – Deferred for approval until new
RFO has had time to review it. Cllrs agree that draft versions of the
finances are available on the website as soon as possible.
8.5
Approve payments –
8.5.1.
The mulled wine and mince pie payment of £122 (an additional £22) to the Red
Lion for the ‘Carols around the Tree’ Christmas event was approved
9.
ITEMS TO NOTE:
9.1
BYPA have successfully
installed a new disabled toilet at the hall using a grant from Swindon and
Wiltshire Community Foundation
9.2 The Great Baydon Bake
Off is Saturday 1 March at The Red Lion to raise funds for Action Duchenne
9.3 On 4 March and 8 March
open meetings are being held in Aldbourne regarding New Scout Hut being built
there
9.4 The next Litter Pick
is Saturday 22 March at 10am, starting outside Baydon Post Office and Stores
Action: Cllr Witt to produce the posters
10.
ITEMS FOR NEXT MEETING:
10.1 Electrical box repair / replacement on village green
10.2 Beating of
the Bounds arrangements
10.3
10.4 Grass cutting quotes
The meeting closed at 9.36pm by the Chairman
Signed............................................
Date…...............................Chairman
Mr A Knowles
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