Baydon Parish Council
MONDAY 12th September 2016
AT 8.00PM IN THE BYPA HALL, MANOR LANE
To:- Councillors: Tamsin Witt (Chairman), John Cockcroft, Kevin Howell, Tony Prior, Amy Bryan
You are summoned to attend the above meeting.
AGENDA
1. APOLOGIES
The Clerk, Charlotte Booth will be approximately 30 minutes late.
2. DECLARATIONS OF INTEREST
Members are reminded that at the start of the meeting they should declare any known interests in any matter to be considered, and also during the meeting if it becomes apparent that they have an interest in the matters being discussed.
All councillors are reminded to upload their expressions of interest onto the Wiltshire Council website.
3. MINUTES OF LAST PARISH COUNCIL MEETING
Approval minutes of the meetings held on 4th July 2016. To be agreed and signed as a correct record.
4. POLICE REPORT
No report has been received from the police.
5. COUNCILLOR VACANCIES
There are currently two vacancies for councillors.
To agree a new lead for allotments and playground.
6. SUSPENSION OF MEETING FOR PUBLIC QUESTION TIME
The meeting will be suspended to allow members of the public to speak to the Council. No decisions can be made by the Council during PQT. After this period the meeting will be resumed.
7. CORRESPONDENCE
All correspondence was circulated to the councillors.
20 July 2016 – Vale of the White Horse District Council regarding consultation of the Local Plan 2031 Part 1. The closing date for comments is 14 September 2016.
25th July 2016 – Ashbury Parish Council regarding their Village Plan Proposal area. Distributed to councillors. The closing date for comments was 22 August 2016.
18th August 2016, John Cole, Wiltshire Council. Notification of road closure from 3 -26 October 2016 whilst construction work on the traffic calming buildouts are carried out.
18th August 2016, A. Edwards (ROSPA). Confirming the annual playground inspection will be carried out in September.
19th August 2016 – Debbie Sadler, an email regarding the contractor mowing over flowers which had fallen from her mother’s grave.
23rd August 2016 John Cole, Wiltshire Council. Notification of cancellation of road closure from 3 -26 October 2016 whilst construction work on the traffic calming build outs are carried out
29th August 2016 – Ejovi Efenure – an email requesting the council set up a Development Trust to support Greenest Energy Limited in their planning application for wind turbines in Baydon. (See point 10.3).
31st August 2016 – Peter Chambers – an email to Cllr Witt asking whether she would like to be a Trustee for the Silvia Mather Trust which offers grants to students going to higher education.
8. PLANNING
a) Application: E/2012/1575/FUL
Location: Next to the Red Lion Pub, Ermin Street
Update on the correspondence sent to Peter Horton, Senior Planning Officer and Hanna Jones, Highways.
b) Application: 16/06794/FUL
Location: Land at top field farm – construction of an agricultural
worker’s dwelling.
Consultation period fell between meetings.
c) Developer Mr Bill Evans will present on his proposal for development on the land between Turf Run and Becketts on the Aldbourne Road.
9. TRAFFIC CALMING MEASURES TW
Summary of the Independent safety Inspection of the proposed western buildouts and to cast a vote on whether or not to:
a) continue with the proposed eastern buildout
b) continue with the proposed western buildout
10. ITEMS FOR CONSIDERATION
10.1 Financial Regulations
Draft copy of Financial Regulations have been circulated to the councillors. To agree this as the final document and to clarify these points.
6.4 We do not have enough signatories as the Clerk and Cllr Prior are currently signing their own agreed expenses. A third signatory is essential.
6.19 Reducing Petty Cash to £20. It hasn't been used in Q1 & Q2 of 2016.
11.1 b) h. Cllr Prior commented in the May meeting on the 3 quotes for £500 value. This has been added to the Financial Regulations.
10.2 Council protocol and role of Clerk
a) One of the roles of the Clerk is as the co-ordinator of the council, to deal with administration, public notifications, and the chief liaison between the villagers, contractors, and anyone who wishes to communicate with the council. Individual councillors have no authority to act on behalf of the council without discussing it with the council first, whereas the clerk does. Therefore everything should come through the Clerk to ensure there is uniformity in the face of the council. Whilst councillors are the public face of the council (e.g. at CATG, MAB), all administrative tasks should go through the clerk.
b) Commitment to extra meetings between Parish Council Meetings. Too much is organised/discussed via email which can be misunderstood or missed and not responded to at all. The two situations in the summer holiday period should really have gone to extra meetings rather than email. Whilst the council is under-represented ‘committees’ are not practical for certain projects and everyone should work together.
10.3 Setting up a Development Trust to partner with the Baydon Wind Energy Project
Discussion regarding Mr Efenure’s correspondence regarding seeing up a Development trust to support Greenest Energy Limited in their proposals for wind turbines in Baydon.
10.4 Speed Indicator Device (SID) TW
Report on SID training and next steps.
10.5 Playground Inspection KH
To agree which company to use to complete the bi-monthly and annual inspections.
10.6 Discussion of the replacement tree on the Green
With the death of one of the trees on The Green Cllrs need to discuss if the tree is to be replaced and with what type of tree. A Crab Apple has been suggested, but this raises the question of who collects and disposes of fallen fruit. A magnolia tree has also been suggested. Pittams will provide a quote for removal and planting of a magnolia. Cllrs to discuss whether other quotes are needed.
10.7 Firework Display in November
a) The current budget donation is £450. To agree whether this remains the same this year.
b) £1800 was spent by the organisers on electronic equipment to safely set the fireworks off (a grant of £900 was given by MAB). Discuss whether an additional one-off donation towards the equipment should be made and how much. Consideration must be made that the BPC budget for donations is already overspent by 56%.
c) To arrange for stewards and volunteers.
10.8 Christmas arrangements
a) Christmas Tree Lights
Possible replacement as of the 7 sets we have 1 set no longer works, 2 sets only partially work and a number of the power supplies are not functioning.
It is suggested there should be 100 lights per 3 feet of tree. Quote from www.Lights4fun.co.uk (also sold through Tescos)
300 LEDs (24 m) outdoor lights/green cable - £27.99 (we would need 2 or 3 which can be on one connector)
b) Christmas Tree
To agree a budget for a Christmas tree if there is no donation. In 2015 the budget was £200.
c) Christmas Carols
To agree the date and arrangements for the Carols round the Tree event and the budget for the mulled wine and mince pies. In 2015 the refreshments cost £154.49 and the event was on 18th December.
It was commented in the meeting on 11th January 2016 that improvements could be made by appointing a singing leader and preparing a list of carols beforehand as well as starting the carols at 6.30pm.
10.9 Aldbourne Road Speed Limit
To consider moving the existing 30mph limit on Aldbourne Road to where is currently is, to be in line with the white gates, (ie. around the sharp bend), when the existing red road surface is in need of repair / replacement. The cost of this would be £5000. To decide on the next step.
10.10 Pittams Contract CB
The Clerk contacted Pittams and they have agreed to cut the box hedges twice a year at no extra cost. They will provide a quote for filling gaps in the box hedges and removal/replanting of the dead tree (see point 10.6). Cllrs to decide if this work needs to go ahead and if so whether Pittams should be used or further quotes sought.
10.11 Litter Pick
To agree a date for the next letter pick date. Possibly Saturday 19th November 2016 at 10am.
10.12 – Land registry documents
There are no legal land registry documents for the Parish Field. To get a copy via the Land Registry Website will cost £29.95 + £5.99 VAT. Cllrs to discuss if this purchase is necessary.
10.13 Electricity box on the Green
The Clerk will purchase a new box and has co-ordinated the distributer and SSE to come and fix the box on The Green on 23rd September 2016.
10.14 Items for the Baydon Scene CB
To agree items for the October Baydon Scene Publication. Suggested items are:
Cllr Job Vacancy in context of what a PC is and does.
Christmas dates
Litter Pick dates
Traffic Calming update
11. FINANCE
11.1 Signatories for Bank Authorisation CB
Papers given to Cllr Witt at the May PC meeting. ID has been taken to the bank and we are waiting for them to complete the process.
11.2 Income Cricket Fund (interest) 0.51
11.3 Bank statements
Barclays Community £30,641.65
General reserve £3672.13
Cricket Fund £1202.40
Petty Cash £18.51
PC Total £35534.69
11.4 Payments approved between meetings CB
Thames Water £16.85
11.5 Payments for approval CB
Cllr Bryan – Expenses for attending
Steward Scheme Meeting £27
Mark Austen (Baydon.org website domain) £38.26
SSE Electricity Bill £22.82
Meter box for The Green £54.99
Clerk’s phone bill £10
NALC’s pay-scale adjustment (Clerk back-pay to April) £13.95
Clerk’s salary adjustment (monthly) £282.07
11.6 Budget update
An update of expenditure in Q1 and Q2 against the budget set in October 2015. Also to discuss the benefits of more detailed categories for the 2016/17 budget to be agreed in the October meeting.
11.7 Annual Return Audit
The Inspection and notice period was 6 June to 15 July 2016 for the annual accounts. There was a 2 week inspection period of the annual return between 23rd August and 6th September 2016.
No resident asked to inspect the accounts.
12. ITEMS TO NOTE
12.1 CATG Meeting
The next CATG meeting is scheduled for 15th September at 10am at Marlborough Town Hall.
12.2 MAB (Marlborough Area Board) Meeting
The next MAB meeting is scheduled for 27th September
13. ITEMS FOR NEXT MEETING
13.1 Aldbourne Road
Update regarding the accident on Aldbourne Road and the lack of pavements. To be deferred until an update from WC is available following their site visit and confirmation on verge ownership. Councillors then will agree the next steps.
13.2 Dog Fouling
A letter was sent to one dog owner in the village, but no response has been received. Would it be worth purchasing a dog waste bin for the worst areas? They cost in the region of £200 + VAT (www.glasdon.com). Emptying these would be the responsibility of the parish council.
13.3 Manor Lane Footpath KH
Following Mr Grove’s request to the PC in October 2015 to cut back overhanging branches from obscuring the streetlight, a decision needs to be made. Cllr Howell and Cllr Cockcroft offered to do the work as a private arrangement but have not completed this yet. Need to decide whether to pay for the work to be done around the streetlight, or a final date when Cllrs Howell and Cockcroft will complete the work.
13.4 Clerk Training
To consider the possibility of sending the clerk on the Certificate in Local Council Administration (Cilca) course. The cost is £250 and takes a maximum of 12 months after registration.
To consider membership of the Society of Local Council Clerks at a rate of £96 (£88 annual subscription and £8 joining fee).
Signed Charlotte Booth, Clerk Date 04/09/2016
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