BAYDON PARISH COUNCIL
Minutes of the Parish Council Meeting held at the BYPA Hall on Monday 11 August 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 Tony Prior, Wiltshire Cllr James Sheppard and 8 members of the public.
1. APOLOGIES – Cllr Cockcroft
2. DECLARATIONS OF INTEREST – Cllr Prior item 7.6
3. MINUTES OF THE PREVIOUS PARISH COUNCIL MEETING – Approval of the minutes of the meeting held on Monday 30 June. - Approved
4. SUSPENSION OF THE MEETING FOR PUBLIC QUESTION TIME
The meeting was 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 was resumed.
1. Baydon 2 bridleway is very badly overgrown and the landowners need to be contacted
2. Two residents were concerned that the chicanes were not working and suggested that French traffic calming solutions or speed cameras should be used instead – Cllrs explained that neither of these options were or are available
3. Concerns that the chicanes are actually causing traffic to speed up were expressed and Cllrs confirmed that the effectiveness of the chicanes will be measured in due course and the results circulated
4. Concerns that Manor Lane is now being used as a rat run because of the chicanes on Ermin Street was expressed and Cllrs confirmed that there was a Metrocount taken before the chicanes were installed and a Metrocount will be used again shortly, to find out whether this is the case or not.
5. Two residents stated that the concerns about the chicane that many residents raised at the 31 March 2014 meeting were ignored. Cllrs referred them to the minutes of that meeting and the following updates that addressed each concern raised
6. Everyone present agreed that the contractors had been extremely and disappointingly slow at completing the chicane project. Cllr Sheppard explained that this is part of a larger problem with the contractor, but he would follow up on our concerns
7. Drains reported as blocked outside Swallowfield House and WC Highways should be contacted. Action: Cllr Sheppard
8. A query was raised as to why the PC income was never published. Cllr Prior explained that details are included in Minutes but can easily be presented on a quarterly basis. Action: Cllr Prior
9. Maintenance is needed on the trees on the Parish Field. Action: Cllr Knowles
10. Hedges around Downsmead are overgrown. Cllr Knowles confirmed that letters are written and going out shortly. Action Cllr Knowles
11. The Council was asked to consider donating £120 for the cabinet for a defibrillator. (£600 has been raised, but there is a £120 shortfall.) Baydon has been offered a defibrillator on long term loan, as long as Baydon agrees to provide the cabinet in the next few days. The Red Lion Pub has agreed to being the location of the defibrillator. Cllrs pointed out that decisions could not be made in PQT. They agreed to put this on the agenda for the next meeting.
5. CORRESPONDENCE - none received
6. PLANNING
To notify members of decisions on any outstanding application and responses to communications regarding planning applications.
6.1 14/06977/FUL: 1 Ash Terrace requesting a single storey extension to the rear,
No objection Action: Cllr Knowles.
Update on items from last meeting
6.2 14/05871/FUL: Baydon House Farm Footpath surface - Approved with Conditions.
6.3 14/04699/LBC: Woodley Cottage Window Replacement - Approved with Conditions.
6.4 14/05477/FUL: Baydon Valley Farm Buildings and House
WC Highways have strongly objected stating that the access via Manor Lane and the lane to the sewage treatment plant is totally unsuitable for the proposed usage and size of development. An Archeological Investigation is also required due to its proximity to the Roman Road (Ermin Street).
6.5 14/05491/FUL: Foxfield and Escots Rear – No decision. AONB Consultant requires the landscaping in the original outline permission to reinstated. Highways have stated that all drainage and a full footpath to the entrance on Aldbourne Road should be in place before any housing built are sold or occupied. Cllrs objected to the proposal on the basis of
7. ITEMS FOR CONSIDERATION
7.1 Resignation of the Clerk
Baydon Parish Council had received and accepted Mrs Salle-Grieve’s resignation and thanked her for her work.
7.2 Review of the knotweed situation in Baydon Parish - Cllrs Cockcroft and Prior have investigated and reported that the Knotweed near the Hungerford Road had been treated in four close locations on land owned by a Ramsbury farmer. Cllrs reaffirmed their previous decision to send letters to the farmer and Ramsbury PC to register the Council’s serious concern about this very invasive plant. Action: Cllr Cockcroft
7.3 Agree the main co-coordinator of the Parish Steward visits & confirm the date of the next Community Day and pre-meeting - Baydon’s Community Day is Thursday 9 October with the pre-meeting being held on Friday 26 September. Parish Councillors decided not to appoint a main co-ordinator. Instead a Cllr would be nominated on a meeting by meeting basis. Cllrs would file and prioritise items for Parish Steward’s visits, which will happen only twice per year. Action: Cllr Witt
7.4 Review of this year’s grass cutting contract, considering any issues arising & possible extension of contract to include the nettles by the zip wire on the Parish Field - Cllrs agreed that Pittams, the contractor, should be met on site to review the current contract and discuss the elimination of nettles by the zip wire in an extension of the contract. Action: Cllr Knowles
7.5 Allotment Update - Someone from outside the village has applied for a plot. A reply would be sent advising there is no vacant plot at present. Action: Cllr Tomkins
7.6 Allotments: Introduction of a deposit of £30 for new tenants as a contribution towards ground maintenance when vacated plots are left in an unmanaged state. Cllrs were undecided and the item was deferred to the next meeting. Action: Cllr Witt
7.7 Appointment of Baydon Weather Co-ordinator - This item originates from Wiltshire Council’s offer of 1 tonne bag of salt, on condition that it is stored indoors, at a location easily accessible, for distribution by a co-ordinator and use by the village. It was agreed that, at present, there is nowhere available to store the salt.
7.8 Confirmation of the date of the next annual inspection of playground equipment - The annual, independent inspection should be arranged by the end of August 2014. Action: Cllr Knowles
7.9 Agree dates of the next two litter picks and confirm the status of the purchase of additional litter pickers - It was agreed that the next Litter Pick would be 10am Saturday 11 October, which follows the visit from the Parish Steward. The following Litter Pick date will be decided in due course. McDonalds had been approached in the past to provide additional litter picker sticks but a response had not been forthcoming. Action: Cllr Knowles
7.11 BYPA Youth Worker update - Cllr Witt reported that the BYPA Committee now have someone willing to fill the Youth Worker position and a number of volunteers have volunteered to assist. A questionnaire has been distributed at the school asking whether the children would like to attend and, if so, what activities would they like to do. The questionnaire also asks for parents to assist at least once every term, because the lack of parents’ support caused the youth group to close in the past.
7.12 Review three quotes for additional play items, including 2 sets of traditional swings for the Parish Playground. Agree to take the project forward by deciding the supplier and applying for planning permission. (MAB grant – matched funding submission deadline is 10 November 2014 for consideration in the MAB Meeting on 25 November 2014). Cllr Witt requested that Cllrs agreed which of the three providers they would like to use and confirmed that there is £4345 remaining from the S106 monies, which could be match funded to give a budget of £8690. Cllr Witt stated that there was a demand in the village for more play items for the playground. Cllrs didn’t want to overfill the playground with equipment other than the proposed two sets of swings. Cllrs agreed they would prefer to wait for the quote requested from Miracle (who provided the current play equipment). Whichever supplier is chosen additional play equipment should be the same green colour. Action Cllr Witt
7.13 Update on CATG Meeting held on Thursday 3 July 2014
(i) Cllr Witt reported that Manor Lane was now on a reserve list of roads in the Marlborough area to be assessed for a 20MPH limit this year, which should hopefully make Manor Lane top of the list for the following year.
(ii) Cllr Witt had proposed jointly with an Aldbourne Councillor that the road between Baydon and Aldbourne be one of only two roads to have a C-Class Road Review in the Marlborough area this year The intention is for the placement of the 30MPH Limit to be moved to a position by the white gates. Baydon PC has requested this many times but WC Highways is only able to consider this as part of a C-Class Road Review. CATG agreed to the re-location proposal.
(iii) Cllr Witt reported that she had taken part in a Traffic Calming Meeting in Aldbourne to provide them with information regarding Baydon’s traffic calming efforts including the Community Speed Watch. Aldbourne had recently had a community meeting regarding traffic calming, which was attended by 150 residents.
Aldbourne is currently being assessed for a zebra crossing. Cllr Witt will be following this project with interest and report back. The next CATG meeting will be held on Thursday 9 October. Action: Cllr Witt
7.14 Update on ‘pedestrians in the carriageway’ sign for the walk to the cricket field
Cllr Witt reported that she had chased the installation of the sign which was first requested in the CATG Meeting in September 2013. (It would be very useful to have before this year’s Fireworks display.) Martin Cook at WC Highways has confirmed that the sign ready and has given the job to the contractor to complete ASAP. Action: Cllr Witt
7.15 Stage Two of the Traffic Calming project – request that Highways create a traffic calming design on Ermin Street near the cricket field to enable BPC to apply for central government funding in 2015 via CATG. Cllrs agreed to ask WC Highways to begin a design. Cllrs would like to study the traffic calming results of the current chicane, plus attendance of a Highways representative at a meeting, before money is spent on another traffic calming measure.
7.16 Christmas tree ordering / payment or local donation. Agree size and price (budget last year was £150.00 and size was 20 feet) - Cllrs agreed that the tree should be 20 foot and the budget this year should be £200, if the tree kindly offered by Mr & Mrs Johnson is not thought to be suitable. Action: Cllr Knowles
7.17 Agree date and time of carols around the tree and which musical group to invite for the accompaniment - Friday 19th December 2014 at 6pm for 6.30pm was agreed and Kim Austen and her musical group will be invited to accompany the singing. Action: Cllr Witt
7.18 Agree spend for mulled wine and mince pies to the pub for Carols on the Green (last year £122 was spent) - This item was deferred to the next meeting. Action: Cllr Witt
7.19 Consider entering Baydon for the Best Kept Village Competition 2015 - Cllrs agreed that following a number of complaints from residents that Baydon was becoming “scruffy”, it would be better to work through the list of actions that Cllr Prior had circulated, rather than enter the competition. The item was deferred to the next meeting. Action: Cllr Witt
7.20 Dead trees on the village green – agree desired variety of tree, so that quotes can be requested in advance of the 2014/15 budget setting. - Cllrs agreed to replace the dead laburnum with another laburnum. Cllrs also agreed to replace the dead small middle hawthorn with a Pyrus Calleryana Chanticleer, which is an ornamental pear producing early spring blossom, reliable autumn colour a generally narrow crown and tolerant of all soils. Quotations would be obtained. Action: Cllr Witt
8. FINANCE
8.1 Possible bank change for BPC accounts - Cllr Prior reported that arrangements were in hand for RBS deposits to be possible through the Post Office network in October 2014. This would solve one of the main practical problems of currently having to use Newbury or Swindon branches. His recommendation not to change banks for this reason was approved.
8.7 Payments approved at meeting: Thames Water £5.86
Clerk training WALC (331) £54.00
Pittams (332) £72.00
ANP stationery (334) £6.14
11 August: Petty Cash 9.58
Total 31,137.42
9 ITEMS TO NOTE
9.1 Baby change unit has now been installed in the BYPA following a Marlborough Area Board Grant given to Baydon Toddler Group.
9.2 The first edition of Baydon Scene edited by Jo Cooling and administered by Debbie Moxon has been kindly distributed by volunteers.
9.3 Next Wiltshire Good Neighbours Lunch at The Red Lion Thurs 14 Aug 2014 at 12.00
9.4 Next MAB Meeting is Tuesday 30 Sept 2014 at 18.30
9.5 Next CATG Meeting is Thursday 9 October 2014 at 10.00
10. ITEMS FOR NEXT MEETING
10.1 Donation request for the defibrillator cabinet and the cost of training
10.2 Electrical box repair / replacement on village green
10.3 Proposed changes to allotment tenancy agreements (£30 deposit)
10.4 Additional play items for the Parish Field
10.5 The footpath between Ermin Close and Manor Lane
10.6 The budget for mulled wine and mince pies for the Carols Around the Tree event
The meeting was closed at 10.30pm by the Chairman
Signed: Cllr A Knowles Date
Chairman
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