BAYDON PARISH COUNCIL
MINUTES OF MEETING HELD AT THE BYPA HALL ON
26th November 2007 (Subject to approval at the meeting on 7th January 2008)
PRESENT: Kevin Barnes (Chair), Don Carmichael, Susan Grove, Heather White
Also in attendance: Elizabeth Carmichael (Clerk), Cllr Humphries and Cllr Findlay and 4 members of the public.
1. APOLOGIES
Apologies received from Mr Haythornthwaite.
2. DECLARATIONS OF INTEREST
Mr Carmichael declared an interest in agenda item 5.3 as he is a member of the Village Plan Steering Group.
3. MINUTES OF THE PREVIOUS PARISH COUNCIL MEETING
The minutes of the meeting on 15th October were agreed to be a correct record and were signed at the end of the meeting.
4. CLERKS REPORT
The Clerk advised the meeting that, following the concerns raised regarding dormice on the Parish field, she had meet with the County Ecologist. The County Ecologist had stated that her job was to ensure that the land being dug up was not prime dormouse habitat. Although the Parish field is not a prime location for dormice, they may be using the hedgerows and trees around the perimeter as a corridor. From the description given the creature spotted in the area last year was almost certainly a dormouse. It is possible that, with the reduction in prime habitat, dormice have adapted to living in hedgerows and other areas. The County Ecologist had suggested that the Parish Council may like to consider planting hazels and other plants that will provide a food source for dormice. Two householders on the lane had advised the Clerk of their concerns regarding the increased volume of traffic, the greater risk of an accident due to the increased number of pedestrians using the narrow lane, and the increased wear and tear on the road surface; the maintenance of which is undertaken and paid for by the residents.
5. ITEMS FoR CONSIDERATION
5.1 To consider the co-option of Alison Tomkins
The Parish Council resolved to co-opt Alison Tomkins. Miss Tomkins signed the acceptance of office and took a seat on the Council.
5.2 To consider the co-option of Anthony Prior
The Parish Council resolved to co-opt Anthony Prior. Mr Prior signed the acceptance of office and took a seat on the Council.
5.3 To discuss funding for the village plan
Mr Carmichael advised the meeting that the Village Plan Steering Group were applying for a grant to fund the creation of the Village Plan and that 5% of the budgeted cost needs to be contributed by the Parish Council. This amounts to £180. As the Steering Group do not have a bank account, the grant will be put into the Parish Council’s account to hold on their behalf. The Parish Council agreed to sign the grant application form and acknowledged the £180 contribution that would be required.
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5.4 To discuss the new allotments
Mr Bernie Gribble was invited to address the Council and to provide an update on the activities of the Allotment Association. The Parish Council noted that half of the trees that needed to be moved were younger than the others and consequently there were no issues transplanting them. Trees at the top of the field, however, were too mature to successfully transplant and the Allotment Association has agreed to fund and plant replacement trees (about 12). A concern was raised that the trees had been dug up and placed on the bonfire when the agreement was, as stated in the previous meeting minutes, that “the millennium trees could be moved to alternate suitable locations but should not be just dug up”. The Clerk is to write a piece for Scene in Baydon which outlines what has happened with the trees and what is going to happen regarding replacing and relocating them. Mr Beveridge, a resident on the lane, addressed the Council on the matter of the road maintenance. It was noted that the residents have always done the repair work themselves at their own expense. The Clerk advised the meeting that the Rights of Way Officer had stated that the costs of repairs are normally split between any groups making additional use of the track and that the Allotment Association would be considered such a group. It was agreed that the Clerk investigate the status of the lane and the responsibility for maintenance. The Allotment Association will need to secure an estimated £4500-£5000. This is for a water supply £1414, piping water through field £600 and £2500 for fencing (to include rabbit fencing, fencing between allotments & BMX track and between allotments & adjoining field). The Allotment Association will discuss maintenance of the track and the draft tenancy agreement at their meeting on 27th November. The proposed agreement will be sent to the Clerk. It was agreed that the following matters be discussed at the next Parish Council meeting: maintenance of the lane, rent, relationship between the Parish Council & the Allotment Association, funding and the proposed tenancy agreement.
5.5 To consider tenders for the grass cutting contract
The Parish Council noted that only 2 tenders had been received from Sodexho and Scofell Landscapes Ltd. More tenders are to be sought and the matter reviewed at the next meeting.
6. CORRESPONDENCE
6.1 Vale of the White Horse District Council, consultation - noted
6.2 Society of Local Council Clerks Regional Conference 7th December - noted
6.3 Kennet District Council, Statutory Review of Polling arrangements – The Parish Council agreed that no change was required to the current polling arrangements.
6.4 Wiltshire County Council, Transport Times & Telegraph Newsletter – next meeting.
6.5 Wiltshire and Swindon Minerals & Waste Development Framework: arrangement for future documents - Noted
7. PLANNING
No planning decisions have been received since the last meeting.
8. SUSPENSION OF THE MEETING FOR PUBLIC QUESTION TIME
The meeting was suspended to allow members of the public to speak to the Council.
After this period the meeting was resumed.
9. FINANCE
9.1 The Parish Council approved payment of the following:
Sodexho Land Technology, invoice 9050495145 for £350.34
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It was noted that a cheque for £230 to cover the cost of insurance for the fireworks display had been paid between meetings. The event would have to be predominately organised by the Parish Council in order for it to be under the Parish Council’s insurance policy.
9.2 To consider whether to make a further grant to the Parochial Church Council for grass cutting
The Clerk presented a couple of letters from the Parochial Church Council which outlined, year by year, the amount of money paid out in ground maintenance fees and the amount of donations made by the Parish Council. The Parish Council resolved to make a final donation of £450.
9.3 To consider adding further signatories to the Parish Council’s accounts
The Parish Council resolved to add Alison Tomkins & Anthony Prior as signatories to the Parish Council’s accounts.
9.4 To consider the budget for 2008/2009
The Parish Council considered the budget prepared by the Clerk. It was noted that it should include some money for projects e.g. related to the Village Plan or the allotments. The Clerk advised the meeting that as the budget represented the anticipated spending for the next financial year it would need to be agreed before the amount precept is set. The Council decided to agree the budget at the January meeting.
9.5 To set the precept for 2008/2009
The Parish Council decided to set the precept at the next meeting.
10. ITEMS TO NOTE / ITEMS FOR NEXT MEETING
The Christmas tree will be put up at 10am on Saturday 1st December and anyone who is able to is welcome to help.
It was noted that the street light by the grass triangle (near Baydon House) is still on 24 hours a day and the 30mph sign needs fixing.
Mrs Grove read out a letter of thanks from Trevor Dominy & Jim Grove who had organised the fireworks display.
The meeting ended at 10.15pm
Signed : ________________________________ Date : _______________
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