Baydon Parish Council
Draft Minutes of the Parish Council meeting held on Monday 10 August 2015 held at the BYPA Hall
PRESENT: Cllr Andrew Knowles, Chairman, Cllr Kevin Howell, Cllr Tony Prior, Cllr Tamsin Witt and 9 members of the public
1. APOLOGIES
Cllr John Cockcroft, WC Cllr James Sheppard.
2.DECLARATIONS OF INTEREST
None
3. MINUTES OF LAST PARISH COUNCIL MEETING
The Minutes of the meeting dated 29 June 2015 were approved.
4.POLICE REPORT
Cllr Prior reported that PC Spargo had moved to another post and PC Boardman had taken on the duties of Area Officer. Holidays had prevented a report being given or sent.
5 .SUSPENSION OF MEETING FOR PUBLIC QUESTION TIME
Several questions were raised. The Downsmead notice board Perspex has clouded over. The possibility of a new notice board in relation to the Parish map project was on the agenda. Questions were asked about the location of the western chicane relative to the garage exit from Manor Farm. The possibility of speed bumps was also raised. The points will be passed on to Highways department. The success of the existing chicane was questioned and the total cost of the whole project was raised and answered.
6. CORRESPONDENCE
Wiltshire Council had advised that the cost of an PC election could be £1800 under new funding rules.
Information about the Transparency Code 2015 had been received from WALC.
The N Wessex Downs AONB Partnership has a vacancy.
The RoSPA playground inspection will take place in September.
A letter of thanks from the Fete committee had been received.
A person had enquired whether Baydon was named historically as Bodon. No suggestions were forthcoming.
7. PLANNING
.15/02851FUL had been referred to the Planning Inspectorate.
8. ITEMS FOR CONSIDERATION
8.1 Purchase of laptop &printer
The policy document defining laptop use, security etc was carried forward. Action Cllr Cockcroft
8.2 Second Event Tent
The collapsible (for transporting the tent) trolley and loan agreement were carried forward. Action Cllr Cockcroft
8.3 Asbestos fly tipping
in a WC letter, dated 30 June, it was confirmed that the asbestos sheeting had been cleared.
8.4 Traffic calming measures
The outcome of the Government grant application was awaited. Cllr Witt corrected a typo in the Scene in Baydon about the total cost of the three part chicane project. Action Cllr Witt
8.5 CATG Meeting
No meeting had taken place.
8.6 Parish Steward progress
Cllr Prior reported he had met the WC staff member, Ms R Busby, who advised that recruitment of a replacement Steward was ongoing, had prepared a list of Parish Steward duties and identified 5 items to progress. Residents said 3 of them had been completed. Action Cllr Prior
8.7 Footpath off Manor Lane – handrail
Chris Duck had advised the work would be commenced in September. Action Cllr Knowles
8.8 Pittams 2015 contract
Grass spraying on the allotment boundary had been completed.
8.9 Allotments
Cllr Prior had obtained a quotation for £141.84 from Alan Archer for the replacement of 5 fence post. Councillors agreed that the work should proceed. Action Cllr Prior
8.10 Purchase of litter pickers and additional Equipment
The purchase of pickers and road signage were carried forward. Cllr Howell said plastic signs were available at a cost of £25+VAT+delivery. A meeting with the Firework Committee will be arranged to discuss signage for the event. Action Cllr Knowles
8.11 Playground
The zip wire maintenance had been completed. Bench re-painting was carried forward. Action Cllr Cockcroft
The swings were also carried forward. Action Cllr Witt
8.12 Wiltshire Communications
A letter had been sent to WC Democratic Services pointing out that any correspondence should be sent to parishclerk@baydon.org and not to a Clerk by name.
8.13 Parish ROW Map
Cllr Prior brought the framed Parish map to the meeting. Councillors agreed that the permanent location should be at Downsmead corner but used at village events as appropriate. They also agreed that a design for a new two part notice board be prepared and quotations obtained. Action Cllr Prior
8.14 Parish Council membership
Cllr Knowles explained the need for responsibilities to be defined for the Transparency Code 2015 and proposed those per Councillor.
Cllr Knowles – Chairman: Cllr Prior - RFO and footpaths: Cllr Witt – CATG,BYPA and Traffic issues: Cllr Cockcroft – planning issues: Cllr Howell – IT, computer and related purchases: Cllr vacancy - Allotments.
Councillors agreed with the allocations.
Cllr Prior read a his statement regarding two Councillor and Clerk vacancies. In summary he pointed out that Councillors knew the efficiency of the PC could be better with a full complement. In his opinion retired members were necessary to enable day time duties to be more readily carried out. He made an appeal to retired residents to join the PC.
In spite of setbacks the PC were proud of achievements in relation to the Village Plan 2009. He was sure he spoke for all Councillors when saying the regular attendance at PC meetings and events by the few residents was much appreciated.
He pointed out that the only remaining legal duty of Baydon PC is to set an annual precept but that it does not require an independent PC to carry out that duty.
It was suggested and agreed that a change of vacancy notice should be approved by all Councillors and published in the next Scene in Baydon and on the notice board. Action Cllr Prior
8.15 Village Plan Review
There had been a zero response to the invitation. Councillors agreed to leave the item off the agenda until further interest was forthcoming. It was agreed that an entry be made in the Scene in Baydon. Action Cllr Witt
8.16 2015 Firework contribution request
Messrs Dominy and Grove had submitted a request for the PC to consider making a contribution to the event. Councillors agreed without hesitation that a contribution of £355 +VAT be made, the invoice being made out to Baydon PC. Action Trevor Dominy.
9. FINANCE
9.1 Income
Treasurers a/c Interest 3.60
Reserve a/c 1345.14 (1200 ex cricket club funds, ring fenced)
9.2 RBS statements
Treasurers a/c 28690.23
Reserve a/c 4479.77
Petty cash 7.76
33177.76 PC 31977.76 ie. excl 1200.00 ex-cricket clubs funds - ring fenced
9.3 Payments for approval
Cllr Prior (printer ink) 9.98
Grant Thornton (ext audit) 120.00
Thames Water (to 20n July) 19.11
Pittams (Grass cut & spray) 108.00
Cllrs approved all the payments.
9.4 Payments approved between meetings
Cllr Cockcroft (tent box) 14.99
Greenfields (zip wire) 90.00
HMRC (tax) `13.00
Lovell Johns Ltd (map) 170.00
Cllrs endorsed the payment.
9.5 Bank Change
RBS will be placing the account in the revived William and Glyns bank.
The account details from Barclays plc are awaited. Action Cllr Prior
9.6 2014-2015 Annual Return
The external auditor, Grant Thornton, had approved the 2014-15 PC accounts.
10. ITEMS TO NOTE
The rubbish bin used for the Fete had been mislaid. Suggestions of its whereabouts were requested.
A request had been made to OpenReach to make good the subsidence in two filled holes in Aldbourne Road.
10. ITEMS FOR NEXT MEETING
None
The meeting was closed at 9.09 pm. Signed…………………............ Cllr Knowles, Chairman Date…………………………
Date of next meeting Monday 21 September 2015
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