Baydon Parish Council
Draft minutes of the Parish Council meeting held on Monday 21st March 2016 at the BYPA Hall, Manor Lane.
Present: Councillors: Andrew Knowles (Chairman), John Cockcroft, Kevin Howell, Tony Prior, Tamsin Witt, Clerk, Charlotte Booth and 5 residents.
1. APOLOGIES
Mark Austen
2. DECLARATIONS OF INTEREST
None declared.
3. MINUTES OF LAST PARISH COUNCIL MEETING
The minutes dated 22 February 2016 were approved.
4. POLICE REPORT
Nothing has been received.
5. SUSPENSION OF MEETING FOR PUBLIC QUESTION TIME
Mr D. Verco raised concerns about the general upkeep of The Green and it was suggested this could be raised with Pittams.
Action: Cllr Knowles
Ms. B. Furber asked whether James Sheppard was informed about the meetings as he no longer attends. Cllr Knowles assured her he attends when necessary.
Ms. H. Burch raised the issue of the Beating of the Bounds on May Day and arrangements in place for this. TW suggested the same procedure as 2015 should be used and H. Burch and B. Furber were to lead.
6. CORRESPONDENCE
24/02/16 Email from Mr. S Fourniss re. Aldbourne road accident.
BAYD2 (Part) & BAYD11 (Part) Diversion Order - Planning meeting 10 March, Devizes. Cllr Knowles attended the meeting and Tony Prior attended as a member of the public.
29/02/16 Parish Newsletter - Council Tax 2016-17 increased by 1.99%.
Undated – a letter from the Little Crickets in thanks for paying the BYPA hall on their behalf.
7. PLANNING
Ref: 16/02/309 – Listed Building Consent at Baydon House. Approved.
8. ITEMS FOR CONSIDERATION
8.1 Laptop and Printer
Policy was circulated at the start of the meeting for consideration. Approval at next meeting.
Action: All Cllrs.
8.2 PC event and clerical items
In the short term all items can be stored at the BYPA, until a more permanent solution can be arranged.
Action: Clerk & Cllrs
In the long term archiving of paper material can be carried out in Chippenham. Cllr Prior suggested this could be a paid project for the Clerk. To be discussed at a later date.
8.3 Playground
Planning decision due by 5th April.
8.4 Allotments
All councillors agreed that the Care and Maintenance programme will be abandoned in the upcoming season reverting back to supressing vacant plots.
Cllr Prior resigned his post in the Allotment Association due to a conflict of interest.
8.5 Little Crickets
Little Crickets have passed the latest Ofsted inspection and their funding has been reinstated. Cllr Knowles suggests producing a document outlining control methods to prevent a similar situation occurring again. The LC should also have a long-term fund-raising plan.
Cllr Prior raised concerns about making payment ahead of the Ofsted report being published but wished to take advantage of the ‘early bird’ discount of £69.62.
Action: Cllr. Witt & Cllr. Prior
8.6 Trees and hedges
Manor Lane/Ermin Close footpath – No further progress.
Manor Lane/ Aldbourne Road corner – Action completed. Thanks to Mr Rob James.
Manor Lane chestnut trees - No further progress.
Action: Cllrs. Prior/Cockcroft/Howell
8.7 Footpaths
BAYD2 Diversion Order
On 10/3/16 Cllr Knowles attended the Planning Meeting as a member of the Parish Council, and Tony Prior attended as a member of the public. The Ramblers Association objected on a couple of points but overall the order was agreed by Planning members and the Order will be sent to the Planning Inspectorate.
Cllr Knowles would like to thank all Cllrs for their contributions.
8.8 New PC notice board
The new notice board will be delivered in approximately three weeks. Rather than painting it, the oak will be stained.
8.9 Bench on the Green
The old bench has been removed, and Cllr Prior has the brackets. Cllr Prior has quotes on replacement benches with a teak bench at approximately £300-500. Councillors favoured this wood over cheaper options as it requires less maintenance.
Thanks are given to Mr Grove for returning the inscripted part of the bench to the family. The family are considering a donation towards a new bench. Mr Grove will also discuss a replacement plaque with them.
Action: Cllr Prior
8.10 Baydon Welcome Pack
No update.
8.11 Speed Indicator Device (SID)
Cllr. Witt has contacted Vicky Oates at Wiltshire Council and is waiting for a response. When this is received Cllr Witt will pick up the device. The device takes 8 hours to charge at a cost of £2.80 per charge.
There is no further update on the build outs design.
8.12 Risk assessments
A template has been completed and is currently being filled in. Cllr Knowles needs to include the appropriate placement of signs.
Action: Cllr. Knowles
8.13 Grass cutting contract
A quotation has been received including a reduced rate. Further negotiation needs to be carried out regarding box-hedges, tree cutting, and a potential hourly rate for additional activities.
Action: Cllr. Knowles
8.14 Parish Field
Cllr Prior raised the issue of moles in the playground and allotments. It was agreed to wait until the grass cutting resumes before reassessing the issue and getting quotes from pest control.
Cllr Prior wished to express thanks to Mr. A. Brown from the BAA for hedge trimming.
8.15 Councillor vacancies
Ms. Amy Bryan will be a new councillor for the Parish Council.
There are two remaining vacancies and Cllr Knowles stresses the importance of people filling the role who have time and commitment.
Action: Cllr. Knowles
8.16 Queen’s birthday
A beacon will be lit on 21st April 2016 at 7:30pm, and there will be a litter pick on 23rd April 2016 at 10am.
Action: Cllr. Witt (posters), Cllr. Cockcroft (signs)
8.17 Storage boxes
Cllr Cockcroft purchased two boxes, one for lights and the other for litter picking equipment. The litter pickers won’t fit in the box so he will purchase a kit bag for these.
Action: Cllr. Cockcroft
8.18 Election of future Chairman and Deputy
A new Chairman and Deputy need to come forward before the AGM and Parish Assembly Meeting.
9. FINANCE
9.1 Signatories for Bank authorisation
Charlotte Booth (Clerk) will be named on the authorisation list and will receive a card-reader for internet banking.
9.2 Income
0.04p interest
All main balances now transferred from the RBS and Treasurer accounts, leaving only the last interest payments to be transferred. Councillors agreed the RBS accounts can then be closed.
9.3 Bank statements (received 19 March)
RBS Treasurers a/c
RBS Reserve a/c 0.04
Barclays Cricket Fund 1200.00
Barclays Reserve a/c 3477.13
Barclays Community 22793.22
Petty Cash 26.57
PC Total 26296.96
9.4 Payments approved between meetings
Miracle first payment (60%) 7627.99
WALC Training (Clerk) 54.00
Cllrs endorsed these payments.
9.5 Payments for approval
Cllr. A. N. Prior (petty cash input) 30.00
Clerk payment 206.20
HMRC income tax 51.60
Cllrs approved these payments.
9.6 Annual Return Audit
Cllr. Prior had circulated Section 1 to Councillors and they approved the document.
Cllr. Prior is waiting for quotes for a new internal auditor.
10. ITEMS TO NOTE
Cllr. Witt congratulated the Little Crickets on a successful fun day on Saturday 19th March.
Cllr. Howell announced that the Baydon Bake Off raised £560 and would like to thank the PC for the loan of tents for the event.
11. ITEMS FOR NEXT MEETING
The meeting was closed at 21:52. Signed …………………………….Cllr. Knowles, Chairman Date ……………………….
Date of next meeting Monday 16th May 2016.
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