Baydon Village News

From

Barbara Furber

The first Parish Council Meeting of 2009, held on Monday 12^th January

At the first Parish Council meeting of 2009, held on Monday 12^th January, Chairman Tony Prior re-iterated the need for more councillors. He also apologised on behalf of the council for the delay in posting the meetings agenda. He requested that the clerk be more prompt in future, as the situation was embarrassing.

The minutes of the last meeting were amended and signed. The clerk’s report was submitted but not read out. The clerk however read out the dates for the plastic and cardboard skips. The times remain the same - 8am to 10.30am – and the dates are as follows; Tuesdays 19^th May; 28^th July; 22nd Sept; 17^th Nov; 26^th Jan 2010; 23^rd March 2010.

It was agreed to carry out a leaflet drop to all households outlining the importance of residents coming forward to fill the existing vacancies on the Parish Council. Mr Priors draft letter was agreed upon, with a slight amendment. The clerk is to have the letters photocopied, up to a cost of £20.

It was agreed to hold the Parish Assembly / Annual Parish Meeting on Friday 24^th April 2009 in the school hall.

Mr Prior requested that the clerk update the list of councillors on the Parish Notice board. He suggested that the dates of further meetings also be included on the A4 sheet.

It was agreed to adopt a Baydon version of the “Model Code of Conduct for Town and Parish Councils (12.2)” that a councillor can speak, even when he/she has a preferential interest, if the public also have the option to speak on a matter that has arisen.

It was noted that the Parish Steward will be visiting on February 5^th. Mr Prior asked for a list of jobs to be suggested and sent to the clerk by the 30^th January.

It was agreed that Mr Prior be the Parish’s representative at Wiltshire County Council’s Development Control Service meeting on February 3^rd.

It was agreed that a letter be sent to the Scene in Baydon with regard to re-establishing a Neighbourhood Watch scheme. Mr Prior’s draft letter was approved.

A notice concerning access of vehicles to the Parish Field was discussed. The clerk maintained that the Parish Council may need to make a byelaw. Cllr Tamsin Witt suggested that the notice be displayed first and if there becomes a problem with people not respecting the Councils wishes, something more can be done.

County Cllr Chris Humphries remarked that the Council own the land, they can attach rules. It is that simple, he added, why make it complicated. It was agreed to adopt and publish the rule that no vehicles be allowed on the Parish Field without prior authorisation from the Parish Council. As a matter of routine contractors maintaining the field and those delivering manure are authorised. If allotment holders require access for machinery they must first contact the Parish Council or its clerk so that a decision can be made. Residents requiring vehicle access to transport a disabled person need only apply once and frequency of access will have no relevance.

The letter to Highways, drafted by the Traffic Calming Working Group and presented by Cllr Tamsin Witt, was approved and given to the clerk to forward to the appropriate dept.

The clerk reported that Sodexho had emailed to say that they had only completed 10 of the 12 cuts required this past year. It was suggested that the clerk request a proportional reduction in the outstanding bill of £1,146.00.

Some confusion ensued as the amount quoted in the budget was £1,950. Mr Prior asked if another bill is to be expected. The clerk said that a bill had already been paid but she didn’t have the details to hand as to how much. Cllr Alison Tomkins looked through her file and said that it appeared to be £1146.31. The clerk confirmed that one bill had been paid and there was another outstanding, both were over a thousand pounds. Mr Prior said that this was well over what had been budgeted. He requested that the clerk email him summarising the details. He also requested that she look at quotes from other contractors for next year.

The plan of grass cutting in the village was amended slightly and a request for cutting the Parish Field hedge once a year between November and March was added to the contract. Mr Prior suggested a site visit. It was agreed to add a clause into the contract concerning any damage caused in the execution of duty be made good.

Mr Prior then reported on his research into setting up a play area in the village. He had, he said, met with Mr Peter Chambers, headmaster of the School, and Mrs Enid Johnson. It appears, from that meeting, that the Paddock cannot be used. He had also met with Mr Jonathan Smith who is still willing for a play area to be set up on the Cricket Field, subject to the signing of a tenancy agreement. However access is a problem.

Mr Prior said that he had met with one supplier and is to meet with two more in the next fortnight. He thought £8,000 to £10,000 would be required for equipment, whilst the whole project would be in the region of £18,000 to £20,000. He was also in consultation with Zurich regarding the insurance that would be required, and looking at a grant from “Awards for all”. It was important to present a plan to Kennet District Council before April 1^st 2009. They have agreed to release the s106 monies from the Fiveways development within 10 days of receiving a suitable plan for the project.

Mr Prior said that he felt a consultation with the villagers was important. Cllr Ian Timms suggested that the Parish Assembly would be a suitable occasion for an initial consultation. It was agreed.

The clerk was instructed to post the Wiltshire Involvement Network poster, and the invitation to the Wiltshire Tree Warden Launch on the 31^st January, on the Public Notice board.

Planning:

The councillors had no objection to an extension to lads’ accommodation to provide a dining area and bedroom at Baydon Hill Grange.

The clerk said that she had another planning request which she had left at home and could be looked at during the next meeting. District Councillor Susan Findley pointed out that the council only had 21 days to consider the application so it was agreed that the clerk pass the application around in the week and call an extraordinary meeting if necessary.

Full planning was granted for a single storey extension at 20a Ermin Close, and to the Red Lion for a dwelling and restaurant.

The two dwellings in Manor Lane at Dacre were refused, as was an extension at 8 Ermin Close.

The outstanding bill for £480 for hire of the hall had now been paid, said the clerk. Mrs Tomkins asked about the bill for the mulled wine at Christmas. A bill had not been received. Cllr Tamsin Witt agreed to contact the licensee.

The clerk asked that the next item, which was payment of the clerk’s remuneration, £346, for the period 1^st Dec 2008 to 11^th Jan 2009, not be minuted. Mr Timms said he understood the clerk’s sensitivity about the subject but as the figure could be found in the accounts he could see no problem.

The other councillors agreed. Mrs Tomkins pointed out that all other local parishes publish such details. County Cllr Chris Humphries pointed out that it was important for public knowledge as public money was being spent.

Chairman Tony Prior then requested that the Accounts for 2007-8 be sent to the Baydon website. He also pointed out that the council had still not seen the final version of the Annual Accounts or Budget. He asked if the Annual return had been completed. The clerk said that it had, and that the previous chairman, Don Carmichael had signed it, but as it was not on the agenda it should not be discussed. Mr Prior pointed out that in the Model Publication Scheme it states that the Accounts are to be posted on Website and Notice board.

Mr Prior asked that the quarterly budget monitoring report for January be submitted at the next meeting. He also requested to see a signed copy of the admin procedure.

Thanks were extended to Mr & Mrs Jim Grove, Ms Alison Tomkins and Rob, Messrs Trevor Dominy, Mark Austen and Tony Prior for their help in the removal of the Christmas tree and lights from the Village Green.

Mrs Tomkins brought to notice that Lambourn were campaigning for the provision of a “slip” road to the M4 motorway at Membury.

The public, the press and the clerk were then requested to leave the meeting whilst the matter of recompense for additional hours worked by the clerk was discussed.

It was agreed that under the Public Bodies Act 1960 the public and press be excluded from the next agenda item:- recompense for additional hours work by the clerk – by reason of being of a confidential nature, therefore Item 11 (matters for the next meeting) was brought forward

The meeting ended at 9.50pm.

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