BAYDON PARISH COUNCIL

 

Minutes of the Parish Council Meeting held at the BYPA Hall on Monday 13 January 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, Wiltshire Cllr James Sheppard and 8 members of the public. (Clerk still to be recruited) 

 

 

1.                   APOLOGIES –   None

  

2.                   DECLARATIONS OF INTEREST - None

 

 

3.                   MINUTES OF THE PREVIOUS PARISH COUNCIL MEETING – Approval of the minutes of the meeting held on 2 December 2013 was deferred. 

 

4.            SUSPENSION OF THE MEETING FOR PUBLIC QUESTION TIME

 

             4.1  Tony Prior brought to the attention of the Parish Council a number of issues including delays, omissions and accounting inaccuracies  and highlighted the need for a good Clerk and a full council. The Chairman agreed that improvements could certainly be made and now might be a good time to review the workload and agree the priorities. The Chairman agreed to go through the document Mr Prior provided and address all the concerns included. The Chairman also stated that he fully supports all the hard work that the Cllrs do

 

5.         CORRESPONDENCE - none 

 

 6.        PLANNING –

 

6.1 Notification of diversion Order to Baydon 2 and 11 (part)

 

Comments were received from the floor, including those of Mr Dave Hanley, who strongly objected to the diversion, stating that even though the alternative footpath was an improvement, he still objected to any footpaths being closed. Mr Terry Ralph stated that he had originally objected to the diversion, but since using the alternative path, has changed his mind. Mr Ralph also highlighted the fact that footpaths were originally used to provide a direct route for farm workers to the centre of the farm, something not required today. The landowner, Sally Johnson, gave some background of how the alternative path has come about with the advice of Wiltshire Council and reiterated her concerns about the dangers of the current footpath passing near the stables and machinery.  Cllrs noted concerns raised about historical pathways being closed under any circumstances, but concluded that people walking through the busy part of the farm is just too dangerous, following reports of near-miss accidents.  Cllrs stated that any suggestion this diversion has been surreptitiously created is untrue because the proper procedure has been followed and notices put up. There is a second part to this issue because part of Baydon 11 begins under one of the cottages and in it’s garden and this must be resolved in due course, but Cllrs wanted to make a decision about the specific changes in this current proposal only. The distribution in the village of an inaccurate flyer has caused much confusion, however, Cllrs agreed that when speaking to people in the village, the majority believe the alternative path is a great improvement. Cllrs also commented that more people will be inclined to use the alternative footpath because you do not get the feeling that you are intruding / trespassing, which is the case with the existing footpath. Cllrs believe the alternative path has better views over the countryside and is a very good alternative. Cllrs agreed to continue to support this diversion.

 

 7.       ITEMS FOR CONSIDERATION 

 

7.1              Citizens Advice Letter – donation request

Cllrs agreed that money needed to be spent on Baydon as a priority and therefore agreed not to make a donation

Action: AK to contact Denise

 

7.2              TCWG – CATG update. Installation of Ermin Street Chicanes near the playground

Cllr Witt and Cllr James Sheppard both reported that Highways have handed the project over to the contractor, Atkins. The detailed drawings should be available in the next couple of months and the work should begin in April

Action: Cllr Witt and Cllr Sheppard to chase Highways to help ensure they stay on track

 

7.3              2014/15 Precept discussion

The advice from Wiltshire Council that the precept should remain the same as last year, was discussed. Mr Tony Prior voiced his concerns about having a large amount of money in the reserves and stated that if the second Chicane project doesn’t go ahead for any reason, then the money raised should be used to reduce the precept.  However Cllr Witt stated she would want the money to be used for alternative traffic calming solutions, if the second Chicane was no longer an option. Cllr Sheppard explained that Baydon Parish Council will need to be able to make a contribution towards any future traffic calming measures and therefore needs to keep that sum of money quickly and easily available. Cllrs agreed that speeding continues to be a big problem for the village that isn’t yet resolved

 

7.4  BYPA / Youth Worker update

Cllr Witt reported that there was no update on the recruitment of the shared Youth Worker for Aldbourne, Ramsbury and Baydon. Cllr Witt reported that the work on installing a disabled toilet had begun and should be completed by the end of the week

 

7.5 MAB Grant Application

Following feedback to the Council that additional play equipment is needed for pre-schoolers and should include traditional swings in general, Cllr Witt reported that she had received a quote of £5807 for a swing frame that has 2 toddler seats and two seats for older children.  Cllr Witt said that she had checked and confirmed that planning permission is definitely required for the swings, before a grant application can be made and therefore it’s likely that the Council will be making the grant application in the new financial year. Cllr Witt reported that she had spoken to the Community Area Manager who had said there were a large number of projects applying for funding at the end of this financial year and therefore waiting until the next financial year may actually be beneficial

 

7.6    Review of activities centred around the winter festivities – Carols, Mulled wine and mince pies

Cllrs noted that 68 adults and 20 children attended the Carols around the Tree event, but the pub would need to charge more money per head in the future to ensure they cover costs and made a profit from the mulled wine and mince pies. It was agreed to cater for more people next year, so that everyone from the village manages to have a ticket / mulled wine & mince pie and children need to be considered with the provision of orange juice. Regarding the tree, Cllrs agreed they needed to order it earlier and be prepared to spend more to get a similar tree next time. (It is now diarised for Sept 2014). Everyone agreed that the 2013 tree was the right height and shape. Sally Johnson kindly offered a Christmas tree from her property for 2014 to save the Parish the costs of buying one.

Action: Cllr Knowles to go and have a look at the trees at Baydon House Farm, nearer the time

 

 

7.7              Contracts and Actions to be undertaken – timings / owners

A draft plan of workload for the year ahead will be circulated to the Cllrs to be agreed

Action: Cllr Knowles

 

7.8              Clerk/ RFO situation

Cllr Witt reported that she has one interested person and has offered to speak to them informally on the phone as a first step. Cllrs agreed to contact Berkshire Parish Councils and see if (their clerks would be interested in another clerk role)( they would share their Clerk) e.g. Lambourn. Cllrs also agreed that advertisements in the local papers were now needed and the costs should be on the agenda for the next meeting.

 

Action: Cllr Knowles email Parish Forum contacts

Action: Cllr Witt to advertise the Clerk position again and investigate costs of wider advertising in newspapers such as the Newbury Weekly News

 

7.9           Allotment Update – lettings and administration

Cllr Tomkins reported that there is now a new tenant for Plot number 5, with just the paperwork to be completed. It was noted that the water bill has not yet been sent to the Allotment Association / Tenants. Cllrs still intend to meet on site and see if a skip is needed to remove unwanted plastic etc, from the Parish Field. It was agreed that proposed changes to the tenancy agreements to be on the agenda for the next meeting

Action: Cllr Tomkins to prepare Tenancy Agreements and invoices for all allotments.(finalise paperwork for the new tenant on plot 5)

Action: Cllr Knowles to send out the water bill

Action: All Cllrs to meet on the Parish Field and review the proposed changes

  

8.         FINANCE 

 

8.1 Bank Reconciliation Statement:

Total as at 31 December 2013:

·         Treasurers account: £20,752.27

·         BPC Savings Account: £2623.05

·         Petty Cash: £39.48

 

8.2    The approval of the 3rd Quarterly Budget Report has been deferred to allow Cllrs more time to review it, however all Cllrs agreed that there were no obvious issues with the draft. It was noted that the absence of a Clerk for part of the year has provided some significant savings. It was also noted that the payment of £3K for the Chicanes will now not be made until they are in situ, which is expected to be at the beginning of the new financial year

 

8.3      Approved Payments:

a)      K Howell – Outdoor waterproof box for lights £15.49

b)      Baydon Post Office and Store - Christmas tree £130

 

8.4    Approve payments between meetings:

None

 

8.5     Issue raised on financial reporting discrepancy - £104

Cllr Knowles stated that he had checked through all the accounts and everything adds up correctly, this has also been through the external audit process without any problems. In addition, Cllr Knowles has emailed all the councillors and Tony Prior, who had the original query, to explain in detail how the query has come about.

 

8.6   2014/15 Precept Approval

Cllrs agreed to maintain the precept at the existing level, which is in line with the advice received from Wiltshire Council

 

9.         ITEMS TO NOTE:

 

9.1  With thanks to Santa, Baydon Post Office and Red Lion –Santa’s visit, Tree and hosting.

Cllrs wished to thank Red Lion for hosting the mulled wine and mince pies, after the Carols around the Tree, Kim Austen and her fellow musicians for the accompaniment, Debbie at Baydon Post Office and Stores for sourcing a great tree within our budget and a big thank you to Santa and his helpers, who visited Baydon on Sunday 22nd December

 

9.2 Cllr Knowles reported that two Baydon residents are currently being monitored by the Dog Warden who visited the village recently and was made aware of the repeated dog fouling offences. Those present at the meeting had the opportunity to take away and put up dog fouling penalty notices

 

 

10.       ITEMS FOR NEXT MEETING:

 

10.1                          Electrical box repair / replacement on village green

10.2                          Proposed changes to allotment tenancy agreements

10.3                          Marlborough Area Board grant application for additional play items for the Parish Field

10.4                         The footpath between Ermin Close and Manor Lane

 

   The meeting closed at 9.35pm by the Chairman

 

 

 

Signed............................................                                                       Date…...............................Chairman

Mr A Knowles

 

 

 

 

Click here to return to the Homepage