Baydon Parish Council

 

Draft Minutes of the Parish Council meeting held on Monday 4th July 2016 at the BYPA Hall, Manor Lane.

 

Present: Councillors: Tamsin Witt (Chairman), John Cockcroft, Kevin Howell, Tony Prior, Amy Bryan, Clerk, Charlotte Booth, Cllr. James Sheppard (Wiltshire Council) and 18 residents.

 

1. APOLOGIES

None received.

 

2. DECLARATIONS OF INTEREST

None declared.

 

3. ELECTION OF OFFICERS                                                                                                                                            

Cllr. Cockcroft proposed by Cllr. Howell and seconded by Cllr Prior.

Cllr. Prior proposed by Cllr. Bryan and seconded by Cllr Cockcroft.

 

4. MINUTES OF LAST PARISH COUNCIL MEETING

The minutes dated 16th May 2016 were approved although Cllr Prior amended his comment regarding receiving quotations. The statement regarding the requirement of three quotes for items of more than £500 is not in Standing Orders but in the Financial Regulations.

Clerk to check the Financial Regulations for exact wording.

 

5. POLICE REPORT

No report was received from the police.

Cllr Witt acknowledged the robbery at Baydon Post Office and Stores on Friday 10 June 2016 and that the police are calling for witnesses. Anyone with information should call 101 or Crimestoppers.

 

Cllr Witt provided an update for the road traffic collision on Aldbourne Road on Thursday 16 June 2016. The Baydon resident was treated in hospital and the Aldbourne based drunk-driver was charged.

 

6. SUSPENSION OF MEETING FOR PUBLIC QUESTION TIME

Mr. David Verco, Fiveways. The Village Green still appears to be unkempt and the box hedges have not been cut. He questioned whether this had been added to the Pittams contract. Cllr Witt explained it was on the new contract but she would check timings. This will be added to the agenda for the next meeting.                    Action: TW

 

Mrs Forster, Baydon Hole Farm. The narrow path between Downs Equestrian and the Green is dangerous, and there was a near collision recently. Could a mirror be placed here to improve visibility?

 

Mrs Furber, Downsmead. SSE and Virgin Media have made a mess of Downsmead pavements and new road when they installed their service boxes. SSE dug up the grass verge and replaced the grass with gravel. Additionally it was commented that the tarmac had been replaced ineffectively.

It was suggested the PC write to SSE to complain and get them to repair the damage.                  Action: TW

 

7. CORRESPONDENCE

12 May 2016 – Venice Marriott – Citizen’s Advice donation request (Circulated to Cllrs). This was declined by all councillors.

 

13 June 2016 – Connor Lee, Hannick Homes. They are requesting a meeting with the PC to discuss potential development of homes on a plot of land near Russley Green. Clerk is to write to the developers explaining the land is outside of the development boundaries of the village currently in force. However no formal opinion could be provided in the absence of a formal planning application.                              Action: CB

 

14 June 2016 - Victoria Burvill, Wiltshire Council - Aldbourne becoming a Neighbourhood Area (Circulated to Cllrs). Comment deadline 29th July 2016. No Objections.

 

Cllr Sheppard recommended that in the future this could be a consideration for Baydon Parish Council, as it provides more input for village development decisions.  Cllr Cockcroft suggested contacting Aldbourne to discuss how they started the process of becoming a Neighbourhood Area.           Action: CB

 

15 June 2016 - Rowan Cockcroft, Parochial Church Council. Thanks to Baydon Parish Council for agreeing to pay for the gravel on the church paths.

 

23 June 2016 – Lisa Bond, regarding inaccessible paths near the Alpaca Farm. Mrs Furber informed the council that the grass has since been cut. It was also highlighted by Cllr Prior that this was a Permissive Path and not a Right of Way and therefore the landowners could withdraw access at any time.

 

25 June 2016 – Mr & Mrs Norman, Manor Farm. Expressing their concerns regarding the build outs as discussed in the PC meeting on 16 May 2016. CCd Mr Hind, Principal Engineer, WC. Discussed under item 11.

 

8. PLANNING

a) The following Planning Application has been received from Wiltshire Council:

 

Application:                      16/04846/FUL

Location:                             Gore Lane Farm, Baydon, SN8 2JX

Proposal:                            Upgrade of Existing Telecommunications Base Station.

Comments by:                  07/07/2016

No Objections.

 

Application:                      16/05307/FUL

Location:                             Becketts, Aldbourne Road, Baydon, SN8 2HZ

Proposal:                            First floor extension and single storey rear extension

Comments by:                  20/07/2016

No Objections.

 

c)            Application:                       E/2012/1575/FUL

                Location:                             Next to the Red Lion Pub, Ermin Street

It was agreed that the Clerk would write to Peter Horton, Senior Planning Officer expressing concerns that planning conditions have not been met, as the garage is not big enough for a car and the space on the driveway is very limited. Additionally the garage is inaccessible due to the pole.                                  Action: CB

 

It was agreed that the BPC should write to Hanna Jones, Highways regarding the speeding problems in Baydon, in response to her comment that it would be safe to reverse onto Ermin Street at that location which indicates she is unfamiliar with the area and that planning applications have been turned down on this point in the past so unsure why it would be allowed in this case.          Action: CB

 

d)            Proposed Wind Turbines                                                                                                                                                           

The developer Ejovi Efenure provided a brief report of the proposed turbines in Baydon, near the M4. Cllr Howell pointed out some miscalculations in the report in regard to the distance of the proposed site from the nearest residential building according to Google Maps. Mr Efenure reports 1100 metres to the nearest residential building but Bailey Hill farm house is < 400m from the proposed turbine site A and The Red Lion is <700m from Site B. Cllr Howell also explained that a similar project at Membury had been rejected, which Mr Efenure seemed unaware of. Mr Efenure’s plot is 28 x 64 metres wide which Cllr Cockcroft pointed out is not big enough for the blades in motion as the turbine rotates meaning permission from other land-owners to overhang their property would likely to be required.

It was made clear to Mr Efenure that in the absence of an official Planning Application the council were unable to support or oppose the proposal but documents could be made available on www.baydon.org.

Clerk to ensure the PDF report is posted on the website.                Action: CB

                There were no queries from members of the public.

 

9. MARLBOROUGH CATG (COMMUNITY AREA TRANSPORT GROUP) MEETING

Cllr Witt reported on the CATG meeting following increased concern from Baydon residents regarding the accident on Aldbourne Road on Thursday 16 June 2016 resulting in one resident being taken to hospital, due to the lack of pavements. Matt Perrott from Wiltshire Council is checking ownership before visiting the site and reporting back. This will be discussed in the next PC meeting. Cllr Howell explained that it is essential that the Priestleys be consulted before a request for footpaths is submitted.

 

10. TRAFFIC CALMING IN BAYDON PRESENTATION

Cllr Witt provided a PowerPoint presentation with background information to the Traffic Calming situation (1960 – present) outlining solutions which have been implemented or suggested and refused in the past with an update on the current proposed project.                  

                                                                                                                                                            

Cllr Witt also provided a detailed step-by-step history of traffic calming. The presentation is to be placed on www.baydon.org It was agreed that the plans for the current proposals should pass an independent safety inspection before the western buildout is installed, due to concerns already raised by immediate neighbours in the October 15 and April 16 PC Meetings.

 

Cllr Prior highlighted that the Western chicane could still be cancelled even with a pass from the safety inspection if Cllrs agreed to do so. Cllr Prior questioned the effectiveness of the Eastern chicane in drastically reducing speed and expressed concern of the Western buildout reducing the road outside Mr & Mrs Norman’s residence to a single lane. He also emphasised that the safety inspection should be independent of the BPC and WC. This final point was agreed by all.

 

11. PUBLIC QUESTION TIME REGARDING TRAFFIC CALMING

 

Mrs Jukes commends the BPC for persevering with traffic calming measures for so long. She questions whether the metrocount statistics, showing a reduction of speeds from 44 to 39 mph is accurate due to the places from which the measurements were taken.

 

Mr Whale explained the difficulties in turning left out of Manor Lane, and does not believe the traffic has slowed at all. He believes the same will happen at the western chicanes as well as causing parking concerns for the Baydon Stores and Post Office and local houses. Mrs Moxon added that the recent road-work traffic lights gave an indication of some of the problems which could occur. Cllr Witt said there was enough space for a small van to turn left and wait in front of chicane.

 

Mrs Norman asked whether they could get the independent assessor to park a vehicle where the western buildout will be to get an idea of the problems which will ensue.

 

Mr Verco agreed the eastern chicane is not effective in slowing down the traffic unless there is a heavy stream of traffic. He also asked whether speed bumps can only be placed within the chicane or if they could be independent. Cllr Witt will investigate the rules around speed bumps, but said that bumps could definitely be installed at the chicanes if desired and funded.                Action: TW

 

Mr Jukes believed the chicanes encourage people to speed up rather than slow down.

 

Mrs Withers thanked the PC for their hard work in calming traffic in the village. She is concerned that the measures however, should be for prevention of accidents rather than simply to avoid blame in the event of an accident. She also comments that going to the playground is dangerous because of the speed of the drivers coming into the village at the eastern, not only at peak times and she is in favour of safe chicanes.

 

Mrs Davies thanked the BPC for their efforts in traffic calming. Regarding the peak times she asked whether it would be possible to co-ordinate with the new head-teacher in September to contact parents, especially those from outside the village, to park and drive with consideration.

 

Cllr Prior reported on his observations of the traffic through the village at peak times. Traffic was worse in the morning than the afternoon but traffic was slower due to the number of cars. However he points out that there were times in the morning and afternoon peak times when no vehicles were visible.

 

Cllr Bryan wanted to reiterate that these issues did not just concern the school but affect the whole village and therefore it is essential to consider the scheme in a wider context and that each traffic calming measure is part of an overall longer-term scheme to slow traffic. She pointed out that as the Eastern chicane is the first phase of the traffic calming intervention, and envisaged that the overall reduction in speed of cars travelling through the village would arise on completion of the other works, as these works have been planned to work in co-ordination, not isolation.

 

12. PARISH STEWARD SCHEME                                                                                                                                               

Agreed that Cllr Bryan to be the lead Cllr for this topic and communicate with WC on behalf of BPC. Cllr Bryan provided a report on the meeting attended on 7 June 2016 regarding relaunching the Steward Scheme. The new Scheme will be introduced on 3 October 2016. Tasks need to be easy to complete by one individual with a van.

The top five priorities for the Steward were agreed to be:

1)      Keep road signs clearly visible for drivers (e.g. 30mph sign in Manor Lane completely hidden by foliage).

2)      Cut back manageable branch overhang on corner (e.g. Aldbourne Road corner).

3)      Clipping of trunk base of growth to maximise visibility for drivers (e.g. Aldbourne Road corner)

4)      Cut grass at village gates.

5)      Keeping pavement clear to edging

Mrs Jukes offered to do the edging from Tutumcari down to Manor Lane and offered to hack back the weeds if someone sprays them.

 

13. ITEMS FOR CONSIDERATION

                13.1 Laptop and Printer

                IT Usage Policy agreed as per draft circulated to Cllrs on 14th June 2016.

                                                                                                                                               

                13.2 Speed Indicator Device (SID)                                                                                                                                          

It was agreed that Cllr Witt would be the lead on this project and would attend the training regarding competency for street works course. This would cost £210. The next suitable date is in September.                                                                                                        

                13.3 Risk assessments                                                                                                                                                               

                Risk assessment policy agreed as per draft circulated to Cllrs on 6th June 2016.

 

13.4 Playground Inspection                                                                                                              

Cllr Cockcroft continues to do the playground inspections but it was decided to arrange for a professional organisation do them instead. Cllr Howell has found a company which will do the bi-monthly inspections for £17.17 + VAT, he will enquire whether they can do the annual inspection as well, the cost and further information. In the meantime, we will carry on with the ROSPA inspection booked in September.  Cllr Cockcroft will forward the inspection sheet to Cllr Howell.              Action: JC & KH

 

13.5 Manor Lane Footpath                                                                                                                                                       

Cllr Howell is unable to carry out the work in the near future due to personal circumstances but he intends to speak to the house-owners although he emphasised this was the homeowners’ responsibility and not the PC.        Action: KH 

 

13.6 Items for the Baydon Scene                                                                                                                                           

It was agreed that these items would be sent to the Baydon Scene in August:

1.       The new Parish Steward Scheme (provided by Cllr Bryan)

2.       Advert for new Cllrs – in the form of a job description (Provided by Cllr Witt)

3.       Traffic calming update (Provided by Cllr Witt)

The Clerk will co-ordinate the pieces.              Action: CB, AB, TW

 

14. FINANCE                                                                                                                      

14.1 Signatories for Bank authorisation                                                                                                                      

It was noted that Cllr Knowles has been removed as a signatory and he has returned his bank cards and pin sentry device.

Cllr Witt has completed the paperwork and is waiting for authorisation from Barclays.

                                                               

                14.2 Income                                                                                                                                                                               

Cricket Fund    (interest)                   £0.48

HMRC VAT return                           £2357.33

Ms. Burch (Allotment)                      £20

      

                14.3 Bank statements                                                                                                                                                           

Barclays Community                       £32096.21           

General reserve                                   £3672.13

Cricket Fund                                       £1201.40

Petty Cash                                            £18.51                                                                                                  

PC Total                                           £36988.25

 

14.4 Payments approved between meetings                                                                                                             

SSE Electricity                                     £21.16

Raffle Tickets (M.Hill)                       £78

 

14.5 Payments approved                                                                                                                                                     

                Clerk’s telephone bill                                                   £4.87

Cllr Witt expenses (CATG meeting/SID pickup)    £56.50  

                Refreshments for Parish Assembly                          £48

               

14.6 Annual Return Audit

Cllr Prior explained that corrections have needed to be made but this is all in the final stages.

No one has asked to inspect the annual financial records during the allocated period of 6 June to 15 July 2016.

 

15. ITEMS TO NOTE

Cllr Prior informed the PC that the painting of the village gates and railings is scheduled for the first week in August, weather permitting.

 

Cllr Cockcroft explained that Fobs have booked the event shelters for the Party in the Paddock on 17th July. Approved by all.

 

Cllr Witt wanted to thank everyone who attended and presented at the Parish Assembly on 27th June 2016.

               

                16. ITEMS FOR NEXT MEETING

 

1.       Discussion of the replacement tree on the Green

With the suspected death of one of the trees on The Green consideration of a new tree is to be made. A Crab Apple has been suggested, but this raises the question of who collects and disposes of fallen fruit. A magnolia tree has also been suggested.

 

2.    Christmas arrangements

        a) Christmas Tree Lights                                                                                       

                Possible replacement as of the 7 sets we have:

1.       1 set that are no longer working.

2.       2 sets that are partially working.

3.      A number (tbc) of the power supplies that are not functioning.

b) Christmas Tree

   To agree a budget for a Christmas tree if there is no donation.

 

c) Christmas Carols

To agree the date and arrangements for the Carols round the Tree event and the budget for   the mulled wine and mince pies and to book a band.

 

3.    Dog Fouling                                                                                                                                                                         

Letter was sent to one dog owner in the village, but no response has been received. Any further suggestions for solutions to be discussed.

 

4.    Aldbourne Road Speed Limit              

To consider moving the existing 30MPH limit on Aldbourne Road to where is currently is, to be in line with the white gates, (i.e. Around the sharp bend), when the existing red road surface is in need of repair / replacement. The cost of this would be £5000.

 

5.    Appoint a Deputy/Vice chair

 

6.    Grass Cutting

Box-hedging has been included on an annual basis but need to ascertain when this is due. Perhaps consider more regular maintenance.

 

              7. Aldbourne Road Accident/Pavement Update

                    An update from WC if possible.

 

8. Playground Inspections

    To agree which professional company to use for bother regular (bi-monthly) and annual checks.

 

The meeting was closed at 21:58 Signed…………………………Cllr Witt, Chairman            Date………………………

 

The next meeting will be held on 12th September 2016.

 

 

 

 

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