Baydon Parish Council
MONDAY 17th October 2016
AT 8.00PM IN THE BYPA HALL, MANOR LANE
MINUTES
In Attendance: Cllr Witt (Chair), Cllr Cockcroft, Cllr Howell, Cllr Bryan, and 13 residents
1. APOLOGIES
The Clerk, Charlotte Booth gave advance warning that she would not be able to attend due to illness. Wiltshire Councillor James Sheppard, was unable to attend as he was at the Ramsbury Parish Council meeting.
2. DECLARATIONS OF INTEREST
Cllr Cockcroft noted his interests 10.6.2 in respect to asking for a loan of the event shelter; no other interest was declared by the other Councillors.
3. MINUTES OF LAST PARISH COUNCIL MEETING
Approval minutes of the meetings held on 12th September 2016. Agreed and signed as a correct record.
Ex-Cllr Antony Prior wanted item 9 to be amended from "eastern build-outs" to "western build-outs" or "proposed build-outs". Amendments agreed and signed as a correct record by Cllr Witt.
4. POLICE REPORT
No report has been received from the police.
5. COUNCILLOR VACANCIES
There are currently three vacancies for councillors which will be advertised in the Baydon Scene, on the parish noticeboard and the website.
6. SUSPENSION OF MEETING FOR PUBLIC QUESTION TIME
The main topic of PQT was the proposed build-outs with some residents once again expressing their opposition to them. Mr & Mrs Norman once more outlined their objections which have been noted in previous minutes. Mrs Norman asked whether all councillors were aware of the outcome of the meeting between the Normans and Cllr Sheppard, in which there was a suggestion that the build-out location could be switched to the opposite side of the road. Cllr Witt confirmed that she had spoken with Cllr Sheppard and had consulted the rest of the councillors by email to circulate this information on the alternative suggestion.
Mrs Jane Archer conveyed her dismay that the Eastern Buildout (at the location of Ermin Close) had been approved. She questioned whether there had been a feasibility study and had concerns about access onto Ermin Street from Ermin Close. This provoked a general discussion amongst the residents about alternative speed control options for the village, such as roundabouts, speed bumps, and/or moving the speed limit restrictions to further outside of the village.
Cllr Witt explained Wiltshire Council has performed a full study and assessment in terms of suitability of the agreed option. Other options had been discussed and consulted about, however, to enable further options to be considered, the speed of the cars travelling along Ermin Street needed to be reduced as a first requirement. She added that she understood the frustration of the residents, and explained that the system controlling the order on installation of different speed reduction items to the highway was outside of the Parish Council’s control. Mrs Archer added that the feasibility study should be revisited. Mrs Norman discussed that there are now new options that could be proposed given the conversation with Cllr Sheppard.
Mrs Debbie Moxon from the Baydon Post Office and Stores once more expressed her view that the build-outs were not the answer to the speeding problem and that the study of speeding of the cars had not been properly conducted as the meter count had been located at a different location from the original study. Mr Norman commented that he was concerned for his future safety in respect to the current proposal.
Mr Jim Grove commented on the poor driver attitude that has been exhibited by parents at the school, parking at the junctions Fiveways, Finches Lane, and Ermin Close onto Ermin Street; and Downsmead onto Aldbourne Road. It was generally agreed that parking at the school also needs to be addressed especially at drop off/pick up times. Cllr Witt has been tasked with liaising with the Trustees of Baydon St Nicholas School to find a way forward.
Mrs Archer and Mr Burford joined other residents of Ermin Close in discussing their frustration about the approval of the Eastern build-out. The pinch point location on the gradient was a particular concern for visibility and accessibility onto Ermin Street for the residents. Cllr Witt discussed that the impact of the location and the safety aspects had been considered carefully and approved by Wiltshire Council as a viable proposal. She added that her observations of traffic flow at the current chicane indicated that it had not had the negative impact expected on additional traffic travelling up Manor Lane.
Cllr Witt further summarised the situation, in that the PC had spent a long time focusing on reducing speed in Baydon. She reiterated what had been discussed in previous meetings that speed humps cannot be introduced until speed had already been reduced. Cllr Witt explained the chicane was built as a response to the playground and had reduced speeding there. However, it was always intended to be part of a wider project, with the proposed build-outs being part of this scheme. She added that the PC supports further development in traffic calming and added a speed hump to the existing chicane was a consideration.
7. CORRESPONDENCE
All correspondence was circulated to the councillors.
11th September 2016, Email from Dawn Lee with photographs of a badly parked van on Aldbourne Road on Sunday 11th September. The owner was visiting someone.
13th September 2016, Letter from Antony Prior to Cllr Witt and the Clerk regarding resignation from the council effective immediately. Cllr Witt added a note of thanks and appreciation on behalf of the PC, for all the years of service that Mr Prior had given to the village as a councillor.
20th September 2016 – Email from Jane Scott re capping the precept in 2017/2018 (See item 10.2).
23rd September 2016 – Letter from the Planning Inspectorate regarding REF FBS/Y3940/4/15 a path diversion near Baydon House Farm. Cllr Witt confirmed that the diversion will be taking place.
1st October 2016 – Email from Laura Gregory, BYPA, requested support from the Parish Council for signs advertising the BYPA hall, in particular signs on the Aldbourne Road and Ermin Street. Cllr Witt has been tasked with looking into the cost of signage.
Letters were received after the Agenda for the meeting was published from Mr Alan Moxon from the Baydon Post Office and Stores, commenting on his views concerning the proposal for the build-outs. Cllr Witt acknowledged the letters and has tasked the Parish Clerk in preparing a response, which will include a historical record of the work that has been done by the PC to date and a copy of the presentation which was given at the 4th July PC Meeting.
8. PLANNING
a) Application: E/2012/1575/FUL
Location: Next to the Red Lion Pub, Ermin Street
Concerns were raised at the MAB meeting by Cllr Cockcroft. Cllr Cockcroft provided an update and added that he would follow up with an email.
9. TRAFFIC CALMING MEASURES
a) Neither the 30mph flashing sign near the proposed Western build-outs nor the flashing school sign are working. Both have been reported to Wiltshire Council.
b) Councillors discussed the proposed build-outs at the Western end of Ermin Street.
This is following feedback from the recent CATG meeting, regarding changes to the plans requested by the Baydon Parish Council to alleviate concerns of the immediate residents.
Cllr Witt summarised that the alternative proposals raised at the last meeting were rejected. She expressed concern that if the final decision on the proposed build-outs at the Western end of Ermin Street were rejected that funding would be lost and the PC would have to reapply for funding with no guarantee that this would be re-issued.
Mr Burford conveyed confusion over what was being discussed and appeared exasperated. The councillors confirmed that this part of the meeting was in respect to the Western build-outs.
The general negativity around the entire scheme expressed during the PQT continued and further suggestions were made about different options for speed control. Cllrs Howell and Witt explained that any material changes would necessitate a fresh application and the funding would be lost. Mrs Norman threatened to contact her legal team if the proposal was agreed. She concluded that the PC seemed preoccupied with losing the funding rather than looking at what was the best solution for traffic calming. She highlighted a report which referred to such traffic schemes being ‘unintentionally dangerous’.
Mrs Sue Coyles highlighted her concern that such a proposal could ultimately cause a collision with a vehicle mounting the pavement and was a danger to the public. She enquired how much the grant funding was and Cllr Witt confirmed that the PC had secured £12K for the scheme.
In answer to comments that inferred that the public had not been consulted or listened to, Cllrs Howell and Cockcroft confirmed that this was not the case. Cllr Cockcroft gave the example of the recent additional safety reports in respect to concerns raised by the Normans. Cllr Howell highlighted that the village had been consulted and confirmed that speeding in the village was a top priority of the village plan. A Fiveways Close resident commented that those in favour of the current proposal were not present at the meeting. Mrs Norman commented that those who are affected the most by the proposal should have the greatest say in the decision and this was the most democratic way. Mr Burford complained about driver attitude and the difficulty in exiting Ermin Close onto Ermin Street when the M4 had been closed in the past.
Cllrs Howell and Cockcroft began to review the proposal with the Chair and Cllr Bryan in view of making a decision as to whether to proceed. Cllr Howell confirmed that he could not support the proposal for the Western buildout as it was presented and asked that a new proposal be considered with a narrowing of the road in the same location with speed humps. He commented that when a car was parked in the position of the proposed western build-out he observed cars had not pulled back to the correct side of the road by the time they reached the Normans’ drive. Buses and lorries took even longer. He added that the driver of a large car had a sight line of 1.8m meaning the Normans would have to pull out 1.8 metres from their drive before being able to see traffic from the Swindon side. Cllr Howell believed this to be an unacceptable risk and would require evasive action from traffic going around the build- out to avoid a collision.
Cllr Cockcroft also raised some concern. Cllr Bryan confirmed that she supported the proposal for the greater good of the community and that she felt the village would benefit from the cumulative effect of the entire traffic calming scheme. Mr Burford interjected and disrupted proceedings when the Cllrs were taking their vote and prevented continuity in the discussion on the topic.
Cllr Cockcroft asked fellow councillors for a suspension to another meeting. Cllr Bryan commented that it was unlikely that deferring to another time would prevent a similar scenario occurring. Cllr Witt urged the PC to come to a decision as the funding question made timing of the decision an urgent priority. Cllr Cockcroft confirmed that he would not support the proposal ‘as is’.
Cllr Witt confirmed that she would present the case to the CATG and ask for the Eastern end buildout to be paid for, but confirmed that as the two build-outs were from the same funding this would be unlikely. Cllr Witt confirmed that this build-out would go ahead as this was agreed. Mr Burford paraphrased what Cllr Witt stated and then questioned how the process could be democratic and that he had been encouraged to attend the meeting with others from Ermin Close following a leaflet drop. Cllr Cockcroft confirmed that this was not a PC activity. Mr Burford spoke out in frustration at the meeting, suggesting the councillors had not been democratically elected. Cllr Cockcroft confirmed that Cllr Howell and Cllr Witt had been elected in an uncontested election due to lack of candidates, and that Cllr Bryan and himself had been co-opted also due to the lack of interest by residents to put a suitable number of candidates forward to conduct a formal election process. He reminded the residents that there were three vacancies for councillors. Mr Burford then screwed up a piece of paper and threw it at the Cllrs, asked where they lived and stormed out of the meeting.
10. ITEMS FOR CONSIDERATION
10.1 Clerk’s Report
a) The electricity box on The Green was replaced on 23rd September 2016. Cllr Witt wished to express a note of thanks to the Clerk’s partner, Brian Billington for assisting on the day.
b) Purchase of Christmas tree Lights. Cllr Cockcroft confirmed that the Clerk had purchased the lights.
c) Land registry document purchased.
d) Pittams’ replacement tree (magnolia) and replacement of box hedges. This work will be carried out in early November. The Clerk was unable to secure a discount. Pittams did not think there was any concern regarding the magnolia growing too wide, and believed annual pruning would keep it in check.
e) Contacted Pittams regarding the complaint about mowing over flowers in the cemetery. David Pittams apologised and will ask his employees to be more careful.
10.2 Precept Capping
Notification was received to announce the precept was being capped at 2% in 2017/18 from government level.
a) Cllr Cockcroft confirmed that no response was required.
b) A discussion regarding raising the precept to cover all additional costs being passed onto the Parish Councils ensued. Cllr Cockcroft confirmed this would not present an issue to BPC as it was below the budget threshold for consideration. Cllr Witt discussed adding items such as maintenance of footpaths as line items to the PC Budget. She confirmed that she would ascertain from WC what items would become PC responsibility in the near future.
10.3 School Parking/Road Safety
It was agreed that Cllr Witt should meet with the school Trustees to discuss next steps in regard to safety around pick up/drop off time. She added that some quick wins for traffic calming and safety could be to renew the line painting in the yellow zig-zag sections of the road where vehicles are prevented from stopping.
10.4 Speed Indicator Device (SID)
Report on SID training held on 23rd September. Cllr Witt is now qualified to work in the road. It will also be necessary to buy a new battery (approx. £50 each). Cllrs agreed to purchase a new battery and add a line item on the budget for £70 for the purchase and delivery costs of future batteries.
10.5 Christmas arrangement
a) Christmas Tree – Brooke Johnson have agreed to donate the tree again this year and it is proposed that this will be erected on 3rd December. Cllr Witt asked that a note of thanks be sent to Brooke Johnson for their kind donation. All agreed that the 3rd December was a good date for the erection of the tree and Cllr Cockcroft confirmed that Ali and Rob were able to support the erection of the tree.
b) In 2015 the refreshment budget (mulled wine and Mince pies) for the carol evening was £154.49. Cllr Witt commented that this activity is rotated between the Red Lion, the Baydon Post Office and Stores and the PC. Cllr Witt asked Mrs Moxon whether she would be able to support this event and she declined. Cllr Witt confirmed that she would approach Julie at the pub. A budget line of £165 was confirmed for future years.
10.6 Event Shelters
1) The Fireworks group and the Brownies would like to use the event shelters on the 5th November. All councillors agreed to this request.
2) Cllr Cockcroft would like to use the event shelters on 29th and 30th October. He proposes a donation is made to a village organisation in lieu of a fee. Cllr Cockcroft stepped out of the decision. Cllrs Witt, Bryan and Howell confirmed their agreement and Cllr Witt asked that a donation be made to the Fireworks group.
10.7 Aldbourne Road Speed Limit
Moving the 30mph sign was discussed at the CATG meeting. CATG won’t donate any funding towards this but will provide their full support and it has been added to their priority list.
10.8 Pedestrians in Road Sign
To replace this will cost approximately £200. If we purchase this it can be delivered to Steve Cook’s office at Wiltshire Council and he will arrange for the sign to be attached to the existing pole. All councillors agreed to this purchase.
10.9 Social Media Presence
To discuss whether there should be a Baydon Parish Council Facebook Page and who should be allowed to post on the Baydon Noticeboard page. After some discussion the councillors confirmed that this decision should be deferred to the next meeting.
10.10 Dog Fouling
Following recent complaints received about dog fouling a letter was sent to one dog owner in the village, but no response has been received. A discussion regarding whether it would be worth purchasing a dog waste bin for the worst areas. They cost in the region of £200 + VAT (www.glasdon.com). Emptying these would be the responsibility of the Parish Council.
Councillors confirmed that the cost of a normal bin which can take wrapped waste, as a cheaper alternative, should be investigated and it was suggested that this be located either at the bottom of the footpath to Ermin Close or to the Alpaca Field on Manor Lane.
10.11 Manor Lane Footpath
Following Mr Grove’s request to the PC in October 2015 to cut back overhanging branches from obscuring the streetlight, a solution was discussed. Cllr Howell and Cllr Cockcroft offered to do the work as a private arrangement but have not completed this yet. It was agreed that this work would be carried out by them in their own time. This will now be removed from the agenda.
10.12 Parish Steward Scheme
Cllr Bryan updated the PC about the Scheme; the Parish Steward attended for three days and trimmed the hedges alongside the Ermin Street pavement by the playground and cleared the pavements of weeds and leaf debris as well as the areas near the village gates with the 30mph signs.
They made it very clear they were unable to trim anything that was on private land and this therefore will remain the responsibility of the landowner. The pruning of the base of the tree on the corner of Aldbourne Road and Ermin Street is outside of scope and the landowner will need to be approached.
Mrs Norman and Mrs Moxon asked whether the path down from Ermin Street to Downsmead could be weeded. Cllr Bryan confirmed that she thought this was outside of scope, as it was just activities alongside the main highway which was within the Parish Steward’s remit. She confirmed that she would investigate.
10.13 Clerk Training
The possibility of sending the clerk on the Certificate in Local Council Administration (Cilca) course was discussed. The cost is £250 and takes a maximum of 12 months after registration. All councillors agreed that this should be funded and that the Clerk can do this in her own time.
Membership of the Society of Local Council Clerks at a rate of £96 (£88 annual subscription and £8 joining fee) was agreed.
10.14 Setting meeting dates 2017
Council to agree the dates for the 2017 BPC meetings. This was agreed by all councillors to be performed outside of the meeting.
10.15 Items for the Baydon Scene
To agree items for the November Baydon Scene Publication. Suggested items are:
Advertisements for cllr vacancies (Cllr Witt to complete the copy)
Traffic Calming Update (copy provided by Cllr Witt).
11. FINANCE
11.1 Signatories for Bank Authorisation
BPC still only have two signatories (Charlotte Booth and Cllr Witt). Cllrs Cockcroft and Bryan confirmed that they would be signatories.
11.2 Income Cricket Fund (interest) £0.51
WC Precept (Community) £6,718.20
11.3 Bank statements
Barclays Community £36,985.81
General reserve £3,672.13
Cricket Fund £1,203.44
Petty Cash £18.51
PC Total £41,879.89
11.4 Payments approved between meetings
Church Clock Maintenance £249.60
Grant Thornton (Annual Return) £120
Green Square Developments Ltd (SID Training) £210
All payments approved by all Cllrs.
11.5 Payments for approval
Clerk, Electricity Box for the green (£54.99 +4.75 P+P) £59.74
Clerk, Christmas Tree Lights (£27.99 x3) £83.97
Clerk, Land Registry document (£29.99 + VAT) £35.98
Cllr Bryan, new councillor training £108
Cllr Witt, Streetworks Training expenses (83.6 miles x 0.45) £37.62
Cllr Witt CATG Meeting Expenses (19.6 miles x 0.45) £8.82
Cllr Cockcroft MAB meeting expenses (20.6 miles x0.45) £9.27.
Cllr Cockcroft to submit fuel receipt.
All payments approved by all Cllrs.
11.6 Budget
a) A full report on Q1 & Q2 expenditure. This was postponed due to the Clerk/RFO’s absence.
b) To agree the budget categories and amounts for 2016/2017. All councillors agreed to consider and finalise budget line items by the next PC meeting.
12. ITEMS TO NOTE
12.1 CATG Meeting
The next meeting is on the 15th December 2016 and will be attended by Cllr Witt.
12.2 MAB (Marlborough Area Board) Meeting
Cllr Cockcroft to confirm the date of the next meeting.
12.3 Hedge Cutting
There has been an increase in discussions regarding cutting hedges. These are the responsibility of the land owner and not the council and has already been reported.
Where hedges are causing an obstruction the Council will write to the home owners, and if there is no action, Wiltshire Council will carry out the work and bill the homeowner.
12.3 Aldbourne Road
A number of items have been reported to Wiltshire Council: Drains & Gullies need clearing along the length of Aldbourne Road, Developing Pothole broken road surface, Pothole and damaged manhole cover frame, Pothole and exposed manhole frame, 30mph sign obscured, Pothole on carriageway.
13. ITEMS FOR NEXT MEETING
13.1 Council Tax setting 2017/2018
10.9 Social Media Presence
Meeting was closed at 21:51. The next meeting will be held on Monday 28th November 2016.
Signed Chairman Date
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