BAYDON PARISH COUNCIL
MINUTES OF MEETING HELD AT THE BYPA HALL ON
18th February 2008 (Subject to approval at the meeting on 10th March 2008)
PRESENT: Kevin Barnes (Chair), Don Carmichael, Tony Prior, Alison Tomkins
Also in attendance: Elizabeth Carmichael (Clerk), Cllr Humphries & 21 members of the public.
1. APOLOGIES
Apologies received from Heather White & Cllr Susan Findlay.
2. DECLARATIONS OF INTEREST
Mr Prior declared an interest in minute 7.3, 7.4 & 7.6 as he is an allotment holder and a member of the Allotment Association. Mr Prior declared an interest in minute 7.10 as he is a member of the Parish Plan Committee. Mr Carmichael declared an interest in minute 10.1 as he is married to the clerk.
3. MINUTES OF THE PREVIOUS PARISH COUNCIL MEETING
It was agreed that the statement “it was private road” be removed from item 4 Clerk’s Report and that the final sentence of item 5.6 be changed to read “Funding from the Parish Council is conditional on grants being received and the ceiling of £1900 will be reduced proportionally subject to any grants received”. Subject to these amendments the minutes of the meeting on 7th January were agreed to be a correct record and were signed at the end of the meeting.
4. REPORT FROM DENISE MATHEWSON (SCHOOL GOVERNOR) ON SCHOOL TRAVEL PLAN
This agenda item was brought forward. Denise Mathewson gave an interesting and informative report on the school travel plan. The purpose of the plan is to support independent and safe travel, provide a healthier and safer environment for the children, and to help resolve parking issues during pick up and drop off times. It was note that there are currently 105 pupils at the school, about half of which are from the village, 25 from Lambourn and the others come from Aldbourne, Eastbury, the Woodlands, Woodlands St. Mary and Russley Park. The committee will be considering various ways of achieving their aims including a walking bus, car sharing or using a mini bus, and having drop off points. Mrs Mathewson advised the Council that a SID (Speed Indicator Device) could be used to help reduce the speed of traffic at School times. The school is also looking to obtain a guard rail for outside the school and to employ a School Crossing Officer. The School Travel Officer will be coming and reviewing what’s happening in Baydon.
5. SUSPENSION OF THE MEETING FOR PUBLIC QUESTION TIME
Public question time was brought forward and, due to the busy agenda, was restricted to 15 minutes. The meeting was suspended whilst members of the public spoke to the Council. After this period the meeting was resumed.
6. CLERK’S REPORT
The clerk advised the meeting that a letter of thanks, for the money towards churchyard maintenance for the years 2005 & 2006, had been received from the Parochial Church Council. The dates for the skips are 6th May, 1st July, 26th Aug, 21st Oct, 16th Dec & 24th Feb. The skips will be located in the usual place by the garages on Downsmead between 8am – 10.30am. A letter had been received, over the weekend, from a local resident. Unfortunately it had arrived too late to be added to the agenda and will be discussed at the next meeting.
7. ITEMS FoR CONSIDERATION
7.1 To consider purchasing 2 additional sets of outdoor Christmas tree lights
It was agreed that this agenda item be deferred until the next meeting
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7.2 To discuss the ongoing maintenance of Willow lane and to consider if it should be adopted
It was noted that if Willow Lane was adopted by the Highway Authority it would appear on maps as a public right of way and this could be to the detriment of the people living on the lane and
the village as a whole. The clerk advised the meeting that Barbara Burke (WCC) had stated that if no-one could prove ownership of the lane, the properties along the lane were considered to own the section from their boundary to the middle of the lane. The clerk read out the following sentence from the transfer of ownership for the Parish field: “Together with such rights of way as have hitherto been enjoyed by the Seller over and along the track way running along the South East side of the Property”. It was noted that a legal agreement covering the maintenance of the lane could be drawn up between the Parish Council and the other owners of the lane.
Write to owners of lane and consult on how the lane should be maintained Action: Clerk
7.3 To discuss the relationship between the Parish Council & the Allotment Association and to agree who will be responsible for any maintenance and upkeep of the fencing and water supply
The Parish Council discussed the relationship between the Parish Council & the Allotment Association and the responsibility for the maintenance of the fencing and water supply. No decision was reached. To be carried forward to the next meeting.
7.4 To discuss and agree the tenancy agreement & the rent for the allotments
It was noted that the draft agreement produced by the clerk was very comprehensive and that certain clauses were very wordy and could be simplified. The rent for the allotments was discussed and it was noted that the Parish Council could charge the Allotment Association a fixed sum for the land and that the Association would then, based on this charge, decide what rent the tenants should pay. No decision was reached regarding a fixed sum or individual allotment rents. The setting of the charge and the agreement of the tenancy agreement will be carried forward to the next meeting.
Amend draft tenancy agreement Action: Clerk
7.5 To discuss the replacement of the millennium trees
It was noted that the Allotment Association had carried out a site inspection and found that a total of 23 trees were missing. According to Parish Council records 8 of these were logged as died, removed or not allocated. The proposal from the Allotment Association was to replace 15 trees with 15 mixed broad leaf whips. Guy Watson has agreed to plant and maintain the whips. The Parish Council agreed that Jonathan Smith be asked if any of the replacement trees could be planted on the cricket field. The children whose trees are missing will be asked if they would like to get involved in the replanting of their tree once it’s known how many trees are being planted this year and where the whips will be planted.
Request permission from Jonathan Smith to plant whips on cricket field Action: Clerk
7.6 To receive an update on the status of applications for grant funding and to consider whether the orders for the installation of the water supply and the rabbit proof fencing on the allotments should be placed in the name of Baydon Parish Council
The clerk advised the meeting of the update received from Heather White on the status of the Awards for All application. Heather White had stated that she couldn't see any reason why a bid could not be put in and have at least a 50:50 chance of it being successful. It would however need all parties, Allotment Assoc; Playgroup; School; to sign up to it. Heather White volunteered to write a bid and then run it past the Allotment Association for their approval, changes etc. She believed that it isn't something that should take much time from already busy people as it will involve things that they will be doing as a matter of course. Failing this, the Parish Council could put a bid in themselves to save the £1,900 payment for other things which can't achieve funding.
The installation of the water supply and rabbit proof fencing was discussed. It was agreed that, as the land owner, the Parish Council should be the customer of Thames Water and should be responsible for ordering and managing the installation of the water supply. It was noted that the fencing would most likely be the responsibility of the Allotment Association but no decision was made. To be carried forward to the next meeting.
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Organise installation of water supply Action: Clerk
7.7 To consider changing the start time of Parish Council meetings
It was agreed that this item be deferred until the next meeting
7.8 To consider changing the date of the next meeting from 31st March to 7th April
The Parish Council resolved to change the meeting date from 31st March to 7th April.
7.9 To consider what further action to take regarding the trees in the embankment on Manor Lane
It was noted that the County Council should be advised of any trees that are considered a danger to the public. The Parish Council resolved that a letter be sent to Mr Lloyd and that it should be copied to Wiltshire County Council.
Write letter to Mr Lloyd and copy WCC Action: Clerk
7.10 To consider the management of the funding for the Parish Plan and to determine who should complete the proof of expenditure forms for the grant
It was agreed that this item be deferred until the next meeting.
7.11 To consider entering the Best Kept Village competition 2008
It was agreed that Baydon should enter the Best Kept Village competition.
Complete and submit entry form Action: Clerk
7.12 To consider whether to re-appoint BR Consulting Ltd as the internal auditor for 2007/08
The Parish Council resolved to re-appoint BR Consulting as the internal auditor for 2007/08.
7.13 To consider writing letters in support of the Ramblers’ Association’s campaign for more funding for paths in 2008/09
It was agreed that this item be deferred until the next meeting
7.14 To consider undertaking a Parish Path Survey
The clerk advised the meeting that Heather White had volunteered to help with a Parish Path Survey. The Parish Council agreed that this item should be deferred until the next meeting
7.15 To discuss the training day for new Councillors and approve attendance and payment
The Parish Council approved the attendance and payment of the training day for Tony Prior.
7.16 To consider what can be done about dog fouling & dogs wandering loose in the village
It was agreed that this item be deferred until the next meeting
7.17 To discuss issues with parking around the village green
It was agreed that this item be deferred until the next meeting
7.18 To discuss issues with sewerage flowing down Manor Lane
Mr Barnes thanked Mr McGowran and Mrs Furber for the action they had taken to get the sewerage pipe in Manor Lane unblocked.
7.19 To discuss the speed of traffic going through the village and to consider what action to take
It was agreed that this item be deferred until the next meeting
7.20 To consider electing a Vice-Chairman
It was agreed that this item be deferred until the next meeting
8. CORRESPONDENCE
8.1 Audit Commission, Letter regarding the Appointment of the External Auditor – The Parish Council had no issue with the proposal put forward by the Audit Commission that Mazars LLP be appointed auditor for a 5 year period commencing with the 2007/08 accounts
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8.2 Wiltshire County Council, ’Parish Meet & Greet’ evenings – Tony Prior stated that he needed to check the dates but he thought he would be able to attend one of the ‘Meet & Greet’ evenings.
8.3 Kennet District Council, letter regarding preparation for future flooding – The advice given by the District Council was that people susceptible to flooding should
· Monitor the Environment Agency flood warnings, local news and weather forecasts
· Be aware of water levels near you
· Be prepared to act on your flood plan
· Check on the safety of pets and livestock
· Charge your mobile phone
It was noted that in accordance with the District Council’s policy, sandbags are not routinely provided as a preventative measure. Anyone requiring sandbags can purchase them from Marlborough Building Supplies, Devizes Building Supplies and Builder Centre in Devizes.
9. PLANNING
9.1 It was noted that full planning permission has been granted for a new rear conservatory at Sunnymede, Aldboune road.
10. FINANCE
10.1 The Parish Council approved payment of the following:
Red Lion (Baydon), £50 for mulled wine & mince pies
Mazars (external auditor), invoice 446400-1434 for £164.50
BR Rollerston (internal auditor), invoice PC0335 for £106
E Carmichael, petty cash, £120
E Carmichael, Clerk’s remuneration to 17th February 2008 £2302.45
K Barnes, expenses
10.2 To consider applying for a Community Cleansing Grant
The Parish Council resolved to apply for a Community Cleansing Grant and to request funding for items such as litter pickers and reflective jackets.
Complete and submit grant form Action: Clerk
11. ITEMS TO NOTE / ITEMS FOR NEXT MEETING
It was noted the items of correspondence that arrived to late to be included in this meeting will be carried forward to the next meeting.
It was agreed that, as a number of matters had been deferred, an additional Parish Council meeting will be held before 7th April. Subject to the availability of the BYPA Hall, the next meeting will be held on 10th March and the deadline for agenda items will be 3rd March.
The meeting ended at 10.10 pm
Signed : ________________________________ Date : _______________
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