BAYDON PARISH COUNCIL
Minutes of Meeting held at the BYPA Hall on 30 November 2009
(Draft copy. Subject to approval at the next meeting)
PRESENT: Cllr Tony Prior
(Chair), Cllr Michael Edmonds, Cllr Alison Tomkins, Cllr Tamsin Witt, County Cllr
1. APOLOGIES – None
The Chairman opened the meeting with the following statement:
‘’I like to welcome Rowan to the team as our new clerk. I’m sure she can bring her experience of administration to the advantage of the PC. We will be having a phased handover and for the time being the financial duties will continue with Michael as RFO and the original paperwork filed by me. The impact of this can be demonstrated by handing over the minute file as the first step.
I would like to take this opportunity of repeating our call for residents to join us as we still have 3 vacancies. Only two of us are retired (it doesn’t feel like that at the moment!) so PC items requiring day time contact have to involve us. The net result of this is that, at present, some projects may move at different rates as compared with that possible with a full Council. It is a fact that I am the only man in Baydon on the Council. Another example of the small Council is the Christmas tree. Without the willing, and gratefully received, help from Jim, Trevor, Rob and John and, of course we cannot forget the ladies, Alison and Sue it would not have been possible to erect it with two old cllrs. A formal record of thanks will come later.’’
2. DECLARATIONS OF INTEREST
Cllr Tomkins declared a prejudicial interest in item 7.2
Cllr Prior declared a personal interest in item 8.4(a), (c) & (d) and
Cllr Prior declared a prejudicial interest in item 8.4 (b)
3. MINUTES OF THE PREVIOUS PARISH COUNCIL MEETING
The minutes of the ordinary meeting on 19 October 09 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. Several members of the public raised concerns regarding the planning application and started works for the Redcliffe Homes Development. The Chairman advised that individuals could raise their own objections directly but in addition the Parish Council would be reviewing the revised planning application under item 7.
6. CORRESPONDENCE RECEIVED
The Chairman had circulated the report to Councillors as Appendix B.
7. PLANNING
7.1 There were six planning application details that had been notified.
7.1 E/09/0542/FUL Dacre,
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7.2 E/09 1422/FUL Change of house design (8), Redcliffe Homes Ltd. Cllr Tomkins left the meeting and rejoined the meeting for Item 7.3.
The Council discussed the new application. Cllr Witt highlighted the fact that residents had not yet been able to access the updated plans via the Wiltshire Council web site and that not all relevant neighbours had received updated information. Cllr Prior read out a letter received from the planning office detailing their views on the updated application. The Council agreed to object to the planning application.
7.3 E/09/1374/FUL 4 Walronds Close - Horse walker removal, replacement with garage/store – Approved.
7.4 E/09/1174/TPO BFRA
Barley Fields,
7.5 TPO313
7.6 E/09/1176/FUL 3 Ash Terrace modification – flat roof on extension – Approved.
The Chairman raised two further planning applications that had been recently received:
As this was replacing existing equipment the Council approved the application.
7.8 Baydon House The Chairman informed the Council that he had received a letter from the Rights of Way Department concerning access in front of Baydon House. As Cllrs had not yet had time to review the information a Planning Meeting will be held to review and comment on the information.
8. ITEMS FOR CONSIDERATION
8.1 Clerk to the Parish Council - Rowan Cockcroft was formally appointed as Clerk to the Parish Council.
8.2 Weather Proofing Downsmead notice board - Cllr Edmonds proposed the purchase of a large black metal framed board for £250 inc VAT to replace the current notice board. Cllrs approved the proposal.
Action :ME to forward formal quotation to the Clerk who will place a purchase order.
8.3 30mph Stickers. Cllr Witt proposed spending £50 on triangular 30mph stickers at £1 each. The majority of Cllrs approved the proposal. Action: TW
8.4 Approval of Allotment Documents -
The following documents and appointments were approved by the Council:
i) Allotment tenancy agreement
ii) Allotment Conditions and Obligations
iii) The Cllrs agreed a Liaison Officer could be appointed as and when required.
iv) The annual rental per plot was agreed at £20 - Cllr Prior left the meeting for this item and rejoined the meeting for Item 8.5.
8.5 Hedge planting on the Parish Field - The Cllrs agreed that there should be a hedge screening on the Parish Field, along the west and south boundaries adjoining the neighbouring garden and agreed to pursue quotes. Cllr Witt was asked to approach the Woodland Trust for information regarding possible costing/suppliers. Action :TW
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8.6 Vandalism and Stealing on the Parish Fields - The Cllrs noted the recent occurrences of theft from the allotments and and vandalism involving the access sign at the entrance to the Parish Field, The Chairman noted that steps had been taken to impede any unsuitable access. Cllr Tomkins noted the vandalism of stakes and roping after the Bonfire evening; the equipment will have to be replaced.
8.7 Water Supply Grant Application - The Chairman presented a quotation, dated 15 October 2009, for £799.35 inc VAT for agreement, (this does not include the work required for the piping to the allotments). The quotation was approved. It was also agreed to forward a grant application to Wiltshire Council for £950 towards the total water supply. Action: ANP
8.8 The BMX track project. The Cllrs considered a proposal to overturn the decisions recorded in Items 6.1 and 6.2 of the minutes of the PC meeting held on 19 February 2007. The Cllrs considered the email, dated 27 October 2009, received from Steve Webb, the outcome of the Village Plan and the current interests of the village children. The proposal not to proceed with the BMX track project was approved. The Cllrs also agreed that a reply should be sent to Steve Webb informing him that the grant awarded to the Baydon Resource group for the track should be returned to the Youth Opportunity Fund. Action Clerk
8.9 The condition of the track leading up to the Parish Field. – The Chairman had written to Mr Beveridge regarding the condition of the track on the 31st October 2009. He had received a reply on the 29th November and consequently the Cllrs had not yet had time to review the information. This item was deferred to the next meeting.
8.10 Village gates grant application. – Cllr Witt
reported that the grant application had been completed. The Traffic Calming
Group had received agreement to replace 4 road signs. Cllr Witt asked the Clerk
to investigate why signs for
8.11 Funding for the play area. – The Chairman had received a letter from Wiltshire Council confirming that a grant of £10,000 from the Playbuilder Scheme had been approved for equipment for 8-13 year olds (a condition of the Scheme). This grant would become available after March 2010 ie in year 2 of Scheme.
An application to the Lottery Fund for a further grant will be made. Action ANP
Discussions had commenced between the Chairman and the
Redcliffe developers regarding S106 money related to the
8.12 Play Area leaflet distribution. – The Chairman thanked the residents who responded to the leaflet. Their response represented a 20% return. The majority of respondents (63.4%) were in favour of building the play area on the Parish Field. 22% were in favour of the Pond Area. The Chairman commented that this reinforced the same majority vote received at the Parish Assembly. The reason for this consultation was the ongoing financial implication for the village in terms of inspections, maintenance etc. The Chairman proposed that the Parish Council adopted the Parish Field as the location for any possible village play area. This proposal was unanimously approved.
Three residents had offered to join a potential Play Area Working Group and 10 residents had offered to join a possible SpeedWatch Scheme Monitoring Group.
The Chairman and the Clerk agreed to attend the Year 2 Playbuilder Meeting on the 25th January 2010.
8.13 Report on the retrieval of email correspondence and pass codes. – The Chairman read the following statement:
‘’ A letter to Mrs Carmichael has been sent from the solicitor and a reply received by the solicitor. The Parish Council is of the opinion that the access to and transfer of electronic mail from the outgoing Clerk to the incoming Clerk, until today, me, as Acting Clerk, is not resolved. The details include the passcode enabling access to emails stored by the server, the ownership of the email address, an address containing “baydonparishclerk” when the holder is not the Parish Clerk, and PC communications stored on a personal computer. In the opinion of the solicitor further action is necessary.’’
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The Parish Council agreed to pursue the matter further, providing that future legal expenses are covered by the Parish Council Insurance. Action:ANP
8.14 SW Rural Development Gateway fund – This notice has been passed to Venice Marriott for discussion.
8.15 . Wiltshire 2026 consultation document. – The
ninety-six page document contains four pages concerning the
9. FINANCE
9.1 Payments made between meetings
The payments detailed below were approved:
Newbury News £135.24 (97)
D R Pittams £1000.50 (98)
Southern Electric £5.42 (99)
Duplicate BYPA hall hire £408.00 (103) (first cheque lost and stopped)
Petty Cash £50.00 (104)
D R Pittams £1316.75 (105)
Southern Electric £32.27 (106)
9.2 Bank funds reconciliation statement for November 09. – This was received from the RFO and shows the following amounts:
RBS Current Account - £20234.08
Lloyds TSB - £ 699.16
Loyds TSB - £ 3354.56
Petty Cash - £47.69
Total £24335.49
9.3 Switching bank accounts to the RBS Bank plc – It was agreed to do the following:
i) Open a Royal Bank of Scotland Instant Access Reserve Account (two if possible.)
ii) Close the Lloyds Bank accounts.
iii) Move the money as detailed below:
Reserve Account 1 – £3354.46 from Lloyds TSB A/c 1026195
Ring Fenced Recreational Reserves £5000.00 (s106) from RBS Current A/c
Reserve Account 2 – £699.16 from Lloyds TSB A/c 312232
Allotment Account
9.4 . Play area location leaflet (Kall Kwik)
A payment of £30.19 to A N Prior for cost of play area location leaflet (Kall Kwik) was approved.
9.5 Extension sockets and plastic box for Christmas tree lights leads.
A payment of £7.68 to A N Prior for cost of extension sockets and plastic box for Christmas tree lights leads was approved.
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9.6 Christmas Carol Refreshments
An expenditure of up to £50 on mulled wine and mince pies after Carols on the Green, on the 18th December, in the Red Lion was approved.
9.7 Amendment of the Quotation Value Limit.
As the quotation value limit had not been adjusted since 2003, the Chairman proposed increasing it, in line with inflation (+18%), from £250 to £300. This was approved. It was agreed to discuss the Financial Regulations regarding VAT quotations at the next meeting.
9.8 Votes of Thanks
The Chairman reported that the village bonfire night had
been an excellent evening with over five hundred and thirty people
attending. The Parish Council formally recorded a vote of thanks to all
who had helped, in particular:
The Parish Council also formally recorded a vote of thanks to Debbie Moxon, Baydon Village Stores for donating the Christmas tree this year.
10. ITEMS TO NOTE
10.1 Wiltshire Council “please drive carefully” signage
The Signage was approved.
10.2 The re-opening of the Red Lion.
The Parish Council welcomed the re-opening of the Red Lion and wished the new landlord and family success in their venture. The Chairman hoped that the residents would better support the village facility.
10.3 Traffic Calming Meeting
The Clerk was invited to attend the next Traffic Calming Meeting.
11. ITEMS FOR NEXT MEETING
11.1 Baydon House Rights of Way Application
11.2 Condition of the Parish Field track
11.3 Financial Regulations – VAT quotations
The meeting closed at 10.05pm
Signed............................................ Date..................................
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