BAYDON PARISH COUNCIL
Minutes of Meeting held at the Red Lion Public House on 11th January 2010
(Draft copy. Subject to approval at the next meeting)
PRESENT: Cllr
1. APOLOGIES – None
The Chairman opened the meeting at 8.03pm and wished everyone a Happy New Year.
2. DECLARATIONS OF INTEREST
Cllr Tomkins declared a personal interest in item 7.1
3. MINUTES OF THE PREVIOUS PARISH COUNCIL MEETING
The minutes of the planning committee meeting held on the 14th December 2009 were approved.
4. SUSPENSION OF THE MEETING FOR PUBLIC QUESTION TIME
The meeting was suspended so members of the public could speak to the Parish Council. The issue of garden bonfires was raised. Residents are asked to be considerate when holding bonfires.
6. CORRESPONDENCE RECEIVED
The Clerk had circulated the report to Councillors as Appendix B. Cllr Humphries asked that correspondence he circulates to be annotated as such on the correspondence list. Cllr Edmonds asked for a hard copy file containing all correspondence to be made available to Cllrs. This was agreed. Action: Clerk
7. PLANNING
7.1 There were two current planning applications:
7.1 E/09 1422/FUL Development by Redcliffe Homes Ltd.
The Chairman summarized the current status regarding planning application updates and noted the public concern regarding effective communication with the planning office. Cllr Humphries confirmed that as a result of the last meeting he had ‘called in’ the application and any planning application changes will have to be approved by the planning committee. The Chairman asked the Clerk to write to the Planning Officer stating the Parish Council concerns regarding communication with affected residents. Action: Clerk
7.2 Baydon House The Chairman informed the Council that he had received another letter from the Rights of Way Department, Sally Madgwick further clarifying the Rights of Way proposals in front of Baydon House. A site meeting is planned for the 21st January between Cllr Humphries, the Chairman and Sally Madgwick to review the proposals. The Chairman proposed that any decision regarding the rights of way be deferred to after the site meeting. Cllrs approved the proposal.
The Clerk was asked to confirm with Sally Madgwick if the maps accompanying the letter could be made public on Baydon website. Action: Clerk
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8. ITEMS FOR CONSIDERATION
8.1
Weather Proofing Downsmead notice board - The Clerk reported that the
identified company GPSigns no longer sells bespoke frames. Cllr Edmonds
was asked to re-investigate other possible
companies.
Action:
ME
8.2
30mph Stickers. Cllr Witt reported that she could not currently source
stickers at £1.00 each as previously agreed. It was proposed and agreed
that Cllr Witt could spend up to £50.00 on triangular 30mph stickers,
purchasing a quantity to suit.
Action: TW
8.3 Speed Limit Review Report - Cllr Witt reported that this review only covered A & B roads and so therefore did not directly impact Baydon or the surrounding roads. A similar review covering C roads is scheduled for 2011. The Cllrs agreed to formally respond to the review, (due by 5th February 2010) stating their case for continuing the 50mph speed limit along Ermin Street, prior to the village boundaries. Action: TW/Clerk
8.4 The village gates grant application. – The Chairman reported that the grant was in place with the Marlborough Area Board, due to sit on the 8th February 2010 but that the Parish Council is required to provide matched funding. As the Parish Council is providing some volunteer labour for the painting this can be offset against the total required. The final project cost is £974 excluding VAT and the Parish Council is required to contribute £382 excluding VAT.
8.5 The missing ‘Welcome to Wiltshire’ sign - The sign has been missing since 2007. The Cllrs agreed to follow this up and asked the Clerk to write to Wiltshire Council. Action: Clerk
8.6 Hedge planting on the Parish Field - As Cllr Witt was awaiting information, the Cllrs agreed to postpone this to the next meeting.
8.7 The water supply grant application - The Chairman reported that the grant was in place with the Marlborough Area Board, due to sit on the 8th February 2010. The grant application is for £1239 and the cost to the Parish Council is £620 excluding VAT. The original budget for the project was £1900 so a saving will be achieved if the grant is successful.
8.8 The repair of the Parish Field fence and the removal of hedge debris. - The Chairman reported that he had cleared the hedging and branches that had broken the current fence. The Chairman provided a quote of £7 each including VAT and delivery for new fence lengths. As eight lengths are required the Parish Council agreed that the Chairman could spend up to £60 on new fence lengths. The Chairman and identified volunteers will provide the installation.
The Chairman has received a quote of £365 excluding VAT to
clear the brambles from the junction of
8.9 The condition of the track leading up to the Parish Field. - The Chairman has received a letter dated 26th November 2009, commenting that he was dissatisfied with the current progress regarding maintenance of the track. The Chairman proposed and the Cllrs agreed to a site visit to look at the state of the track.
8.10 Funding for the play area. – The Chairman has secured a £10,000 PlayBuilder grant to be used for play equipment for 8-13 year olds, (this equipment must have an element of adventure risk.) Play equipment for the 3-8 year olds still needs to be considered; currently quotes are being sought and the next steps are to apply for planning permission and apply for alternative grants.
The Council agreed it was a good time to set up the playground Working Group. The Chairman asked the Clerk to identify those volunteers still interested in joining the working group. Action: Clerk
Cllr Witt offered to draft Terms of Reference for the playground working group. Action: TW
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8.11 The retrieval of email correspondence and pass codes. - The Chairman advised the Council that the Insurance company would not cover any legal costs regarding this matter, which are currently estimated at £235. The Cllrs agreed, as the Insurance was not covering costs, that they felt they had done everything possible and would not take any further action. They did however, state that the issue had not been satisfactorily resolved.
The current Clerk is using an alternative email address, (parishclerk@baydon.org )
8.12 2010 Parish Council meeting dates. The 2010 Parish Council dates were agreed as:
15th February 6th September
29th March 18th October
19th April 29th November
23rd April – Parish Assembly 2011
10th May – AGM 17th January
28th June 14th February
26th July 28th March
8.13. Votes of Thanks – The Cllrs all agreed that this year’s Christmas Carols had been a great success .The Parish Council formally recorded a vote of thanks to Helen Chambers and her orchestra, the Red Lion Public House for their hospitality and all involved.
The Council also formally recorded a vote of thanks to Mark Austen for his timely Baydon web updates during the recent inclement weather and to Tony Topp for clearing both Downsmead and Ermin Close with his digger.
9. FINANCE
9.1 Payment made between meetings:
Two payments were approved:
A Prior £37.87 (108)
9.2 Bank funds reconciliation statement for December 09. – The statement was approved by Cllrs. The total in the bank is currently £23,418.31. A standing order will be set up to pay the Clerk monthly,
9.3 The Quarterly Budget Monitoring Report. – This was received and approved by Cllrs.
9.4 Baydon Parish Council Bank Accounts - The
Chairman reported that the changeover had been achieved and all Council money
is now in the Royal Bank of
One RBS Reserve account named the Allotment Account will be used for income/expenditure from that facility. The Lloyds account containing £699 is being transferred as a “float” balance.
A second RBS Reserve account named the Recreation Account is a ring fenced account solely for that purpose. The Lloyds account containing £3354 and £5000 s106 money, currently in the RBS current account, is being transferred as the opening balance.
The Chairman reported that although two signatures are required to withdraw money from any account only one signature is required to move money internally, after Council approval.
10. ITEMS TO NOTE
10.1 Meeting with
10.2 The placement of an extra Grit Bin -
The Parish Council managed to get the extra grit bin in
10.3 Future hire of Baydon St. Nicholas School Hall - School building work will start in February; whilst the school is remaining flexible there will be periods when the school facilities are not available for use.
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10.4 The Red Lion Public House and the Village Post Office and Stores - The Chairman stated that the recent weather had brought the current village facilities into sharp focus. Both enterprises had featured strongly as important requirements in the Village Plan and should now be matched by continuing support by residents.
10.4 Recycling Skip Dates - The Chairman informed the meeting that he had tentative agreement to a more regular delivery of recycling skips in 2010 and that the early slot ( 08.00 to 10.30 am) was confirmed.
10.4 Traffic Calming Working Group – Cllr Witt informed the meeting that the school governors had made a grant application to the LEA for traffic calming projects.
11. ITEMS FOR NEXT MEETING
11.1 To discuss use of the Cleaning Allowance
The meeting closed at 9.45pm
Signed............................................ Date..................................
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Appendix A (Clerks Report)
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Appendix B (Correspondence Received)
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