BAYDON PARISH COUNCIL

 

MINUTES OF MEETING HELD AT THE BYPA HALL ON

5th September 2005 (Subject to approval at BPC meeting on 17th October 2005)

 

PRESENT:                                                                                                                

Mr K. Barnes (Chairman)

Mr J. Grove

Mrs S. Bailey

Mrs S. Grove

Mr T. Dominy

Mr A. Seymour

Ms L. Knight (Clerk)

 

 

 

Cllr S. Findlay

Cllr C. Humphries

 

1.             APOLOGIES

Apologies received from Mrs McGowran. Cllr B Twigger had also advised the Clerk that he would be unable to attend. Also present were 5 members of the public.

                                                                                                                                   

2.             DECLARATION OF INTEREST

There were no declarations of interest on any matter on the agenda.

 

3.             MINUTES OF PARISH COUNCIL MEETING HELD ON  11th JULY 2005

The minutes of the previous meeting were agreed and signed as a correct record.

 

4.             CLERK’S REPORT

4.1         Matters from Previous Meetings

 

Land at Baydon Hole – Contacted Mike Wilmott (KDC) for update.

 

Power Supply on the Green – Planning Application form has been partially completed. See agenda item 5.6 Matters Arising.

 

Sarsen, Mowing in Village – Clerk has received plot of green spaces from KDC which shows those areas maintained by the District Council. Also received is a map indicating areas of grass maintained by Sarsen. Awaiting response from Sarsen regarding their availability for an on-site meeting.

 

Naming of Fiveways – Clerk advised Stuart Hatton-Pocklington that BPC had contacted the residents regarding renaming and that the survey could be sent again. Awaiting reply from S H-P regarding the results of the second survey.

 

Energy Conservation Project – The scheme ran throughout July. 29 questionnaires were returned to KDC, a highly commendable 12% of the 200 or so households in the village. The winners were a resident of Ermin Close who gets the hamper of local goods / fairtrade stuff and a resident of Downsmead who won the radio.

 

Box Hedging around the Green – Bloor Homes have advised that it would be best to wait until the planting season and that they will provide replacement plants in October.

 

Bank Account – Most accounts reviewed do not offer interest unless the balance was in excess of £2,500. The best two accounts suitable for a Parish Council and offering tiered interest are RBS “Treasurer’s Account” and Abbey “Free Banking Forever”. See agenda item 9.4 Finance

 

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Baydon Field – Mr B Mildenhall was contracted to cut the field. The work has been done and the invoice is awaiting payment.

 

Guidelines on Proximity of Site of Planning Application to Councillor’s Property  - Feedback from KDC Legal Dept. was sent to all Councillors via email.

 

Development Plan for Baydon – Cllr Twigger’s copy of the Ramsbury Plan is still being circulated amongst the Councillors.

 

BT Proposal to re-align payphone provision – BT have stated that not all cashless phones will take credit cards. BT was advised that it was considered essential that the phone support payment by both phone cards and credit cards.

 

Draft Complaints Procedure – Sent to KDC Legal Dept for comment. Due to shortage of staff no response has been received yet. Have also sent it to WALC as suggested by KDC Legal Dept. 

 

Kennet Draft Community Strategy – Comments on consultation paper were submitted.

 

4.2         Actions taken between Meetings

 

VAT Refund Claim – VAT refund claim for the period 01/04/9931/05/02 submitted. Refund received. See agenda item 9.1 Finance.

 

Finchley, Finches Lane – Email sent to planning enforcement enquiring as to whether or not planning conditions had been actioned.

 

Portman Savings Account – Pass book sent away to be updated. Signatories for the account need to be changed. See agenda item 9.3 Finance.   

 

Parish Lengthsmen Visit – Parish lengthsmen were asked to cut back hedges around road signs, clear paths ways and road side and to generally tidy up around the village.

 

Weed Removal– Request sent to KDC weed removal team to clear weeds from the old pond site, Ermin Close, path between Manor Lane & Ermin Close, Finches Lane.

 

Overgrown Hedges – Letters have been sent to a number of residents regarding maintaining hedges boarding roads and paths.

 

Training – Training, approved by the Council, started in July. Clerk has attended 2 mentoring sessions. Further sessions have been scheduled monthly until the end of the year. The course work must be completed and submitted within the next 12 months.

 

5.             MATTERS ARISING

5.1         To consider the internal Auditor’s report and approval of the associated report by the Clerk. Mr Barnes proposed and Mr Dominy seconded the proposal to review the Risk Assessment at the next meeting. The Council agreed that draft Standing orders and draft Financial Regulations should also be considered at the next meeting. It was noted that the last page of the minutes should be signed by the Chairman rather than initialled. It was further noted that pages should be numbered consecutively to avoid substitution.  

5.2         To discuss and agree the Trafalgar Day celebrations. It was noted that the Red Lion public house was intending to do “naval fayre” and that anything proposed by the Council should not conflict with this. National beacon lighting is happening on Friday 21st October.

 

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Mr Dominy proposed and Mrs Grover seconded the resolution to take part in the beacon lighting scheme. It was noted that permission would be required from the owners of the cricket field.     

5.3         To discuss the provision of a Christmas tree for the village green. Mrs Crown confirmed that a Christmas tree for the village green would be provided for this year.

5.4         To consider what action should be taken regarding overgrown/high hedges. The Clerk has already sent several letters to residents regarding overgrown hedges. This action was approved by the Council. It was noted that new legislation regarding high hedges is not applicable to certain areas which are causing concern. It was noted that residents could call Clarence on a free phone number to report issues with overgrown hedges, alongside paths and roads, to the County Council.   

5.5         To consider the purchase of the Landscape Conservation Strategy and/or the Landscape Character Assessment. The Clerk advised the Council that as they had not commented on these documents a couple would not be sent automatically. The purchase price for each document is £20. It was agreed that as they are available on the KDC website it was not necessary to purchase them.

5.6         To review the draft planning application for the power housing on the green and agree next steps. Cllr Humphries stated that as the green was “common land”, it may not be possible to build on it. This is dependent on how it has been registered. Clerk to establish the legal status of the village green.

 

6.             CORRESPONDENCE

6.1         Correspondence For Consideration at Meeting

a)             Notification of the publication of KDC’s Best Value Performance Plan 2005/06. It was agreed that this is to be circulated to all Councillors for information.

b)             Landfill Tax Credits Scheme, Flyer for applications for grants. It was agreed that this be circulated to all Councillors for information.

c)             WCC Mobile Library Service Consultation, Deadline 12th September. Clerk to obtain details of revisions and circulate to Councillors.

d)             WCC/SBC, Update on the Regional Spatial Strategy. It was agreed that this be circulated to all Councillors for information.

e)             Standards Board, copy of Case Summary. It was agreed that this be circulated to all Councillors for information.

f)               KDC Notification of Extended Multi-material Kerbside Collection. Details to be placed on notice board and put in Scene in Baydon.

g)             KDC, Summary Statement of Accounts. It was agreed that this be circulated to all Councillors for information.  

h)             Notice of Application for Transfer of Licence (Baydon Post Office Stores). The transfer of the licence was noted.

i)               Notification of Sustainability Appraisal & Strategic Environmental Assessment Report & Consultation. . It was agreed that this be circulated to all Councillors for information.

j)               Entry Form for Kennet Planning & Design Competition. To be circulated to Councillors and details put on notice board and in Scene in Baydon.

k)             Invitation to launch of Wiltshire Compact Codes of Practice on 13th September. No Councillors were interested in attending.  

 

 

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l)               WCC Provisional Wiltshire Local Transport Plan 2006/07. It was agreed that this be circulated to all Councillors. Comments required by 30th September

m)          Letter requesting support for the Campaign for the Sustainable Communities Bill. It was agreed that this be circulated to all Councillors for information.

n)             Report of Appeal Decision for Land East of Russley Road. It was agreed that this be circulated for information.

6.2         Correspondence Handled Between Meetings

a)             Forest Focus (issue no. 13) from Great Western Community Forest, circulated to Councillors for information.

b)             Defra letter regarding the timescales for implementing the provisions of the Clean Neighbourhoods and Environment Act 2005 – circulated to Councillors for information. To be returned to Clerk.

c)             Kennet Community Safety Partnership booklet “A Strategy for Reducing Crime and Combating Drug & Alcohol Misuse in Kennet 2005-2006” – circulated to Councillors for information. To be returned to Clerk.

d)             Community First, Questionnaire on Village Shops and Post Offices – passed to the Chairman for action.

e)             Wiltshire County Council, Emergency Planning Newsletter, Issue 1 2005 – One copy kept by Clerk, others distributed to Councillors for information.

f)               Wiltshire Rural Housing Association, leaflet explaining its role in helping to meet the low cost rural housing need. One copy distributed to each Councillor for information.

g)             Wiltshire County Council & Swindon Borough Council, notification that Wiltshire and Swindon Waste Local Plan 2011 has been formally adopted. Copy of document on CD Rom has been filed.

h)             New cheque book for Lloyds TSB account received and filed.

 

7.             PLANNING APPLICATIONS

The following planning applications were noted :

7.1         K/52263/F,  1 Ermin Street,   Notice of full planning permission

7.2         K/52264/F,  Baydon House Estate,  Notice of full planning permission

7.3         K/52527/COL, Bakers Cottage, Certificate of Lawful Use

 

8.             SUSPENSION OF MEETING FOR PUBLIC QUESTION TIME

The meeting was be suspended to allow members of the public to speak to the Council. 

 

After this period the meeting was resumed.

 

9.             FINANCE

9.1         It was noted that the following income had been received:

VAT Repayment                                                                                                          £237.82

9.2         Cheques for the following payments were approved and signed : 

Liz Knight, Clerks fee 4 July ’054 Sept ‘05                                                              £480.19

 

 

 

 

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9.3         To agree the change of correspondence address and change of signatories for the Portman Building Society account.

Change of correspondence address was approved by the Council. It was agreed that the

signatories should be the same as for the Lloyds current account. Clerk to action changes.

9.4         To consider opening new current account with Royal Bank of Scotland or Abbey National

The Council resolved to circulate comparative information on the accounts and to make a decision at the next meeting. This was proposed by Mrs Bailey and seconded by Mr Dominy.

                                                                                                                                             

10.         VILLAGE LAND

Mrs Bailey’s suggestion to change agenda item 10 to Village Matters, which would incorporate village land, was noted.

 

It was noted that Baydon Resource group should be providing a regular update for the Council.    

 

11.         ITEMS TO NOTE / ITEMS FOR NEXT MEETING

The following items will be put on the agenda for the October meeting :

a) Baydon Resource Group to provide update

b) Discussion of plan of action for managing the Parish field.

c) Issues with loose dogs

d) Bonfire Night

e) Trafalgar Day celebrations

f) To discuss the need for a Transport representative

 

12.         Next meeting

It was noted that the date of the next meeting is Monday 17th October. Items for the agenda to reach the Clerk before Wednesday 5th October.

 

 

The meeting concluded at 9.35 p.m.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

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