HULLAVINGTON PARISH COUNCIL
MINUTES

Minutes of the Meeting of Hullavington Parish Council held on the 14th September 2005 at Hullavington School that commenced at 7.30pm

Present: Councillor: E Gough, B Fenner, Mrs S Greenman, 
W Harmer, F Haffenden, Cllr T Redman 
Mrs S Webb (Clerk) Mrs J Jones (RFO)

Apologies: Councillor I Henderson (NWDC) Councillor J Thompson (WCC), 
Parish Councillors: Mrs M Bawden, P Hadley & G Stokes

In attendance: 3 members of the public

In the absence of the Chairman, the Vice-chairman took the chair. 

Public Question Time

Comments/questions were offered on the following:

· The Maintenance of the Willow Trees - Councillor E Gough informed those present that he had spoken to Mr Warby who agreed to trim the Willow trees back as and when necessary. This is to be an agenda item for the October meeting. ACTION CLERK
· Grass cutting on the Green - Concern was raised on the reduced area of cutting lately - Sodexho to be contacted - ACTION CLLR HAFFENDEN

1. DECLARATIONS OF INTEREST

Name Item Type of Interest Reason for interest Action taken
All Members Plan No. 05/02142/LBC Personal Know the applicant Took no part in discussions

Cllr Greenman Appeal 05/01774 11 Royal Field Close Prejudicial Relative of applicant As this was just an announcement, stayed and kept silent

2. MINUTES

The Minutes of the Parish Council Meeting held on the 13th July 2005 were received and adopted as a true record and signed by the Chairman.

Action points from the above Minutes: 

· Road Surfacing, Brookside - This has been reported to Wiltshire Highways as a matter of some urgency - Wiltshire Highways replied saying that all surfacing for this financial year has been carried out, therefore Brookside will be placed on the next surfacing programme. This is to be followed up stressing the urgency ACTION CLERK

· Action following the receipt of a letter from Mr Clancy. As Cllr Stokes was absent, this has been deferred to the October meeting

· A plan of the cemetery was tabled to reference discovered headstones following the clearing of shrubbery. This was at the request of Cllr Hadley and was deferred to the October meeting due to Cllr Hadley's absence. ACTION CLERK

· Identified Ragwort has been reported to St. Paul's Parish Council

· The position of RFO has been advertised on the NWDC bulletin Board and has since been taken off- there was no response.

3. PLANNING MATTERS

The following planning issues were tabled and resulting as follows:

(i) Applications received to date and the comments to be passed to the 
District Council: ACTION CLERK 

· 05/01774/FUL - Extension to dwelling, convert outbuilding, creation
of vehicular access and parking area at 81, The Street, Hullavington - The sub-committee supported in principle the proposed extension. However, objected to the creation of vehicular access and parking area for the following reasons - 
a) The visual amenity created by the original design of the dwellings and their relationship with the gardens, would be compromised 
b) The proposal would destroy the line of the existing stone was 
c) The proposal if granted, could well set a precedent for other owners 
of dwellings in the two terraces and the result would be an 
increasing number of vehicles parked at the end of the gardens at a 
height considerably above that of the adjoining road. Therefore this 
is contrary to NWDC Local Plan policy RH8 - 1 (this has been granted by the DC)

· 05/01905/FUL - Two storey dwelling - 8 Greens Close, Hullavington - SUPPORT

· 05/02179/S73A - Variation of agricultural occupancy condition to allow continued occupation by current occupier - at Bradfield Farm Bungalow, Hullavington - SUPPORT but would stress that this be limited to the present occupier.

· 05/02079/lbc - Replacement of windows & doors including re-instatement of windows to rear, internal alterations, new entrance gates - at: Surrendell Farm, Hullavington - SUPPORT subject to the Conservation Officers guidance

· 05/02090/LBC & 05/02089/COU - Alterations associated with conversion of outbuildings to offices at Surrendel Farm, Hullavington SUPPORT

· 05/02142/LBC Proposed installation of one dormer window on rear roof elevation and replacement existing dormer windows at Holly House, 3 Watts Lane, Hullavington - All members declared a personal interest on this application but supported the advice of the Clerk - to SUPPORT in principle, subject to the Conservation Officers guidance.

(ii) Notification of Planning Appeal by Colburn Homes Ltd against the refusal of planning permission for outline - residential development involving the demolition of one dwelling at land at and off 11 Royal Field Close - Hearing was held on the 18th August 2005 (to date no result received) - Noted

(iii) NWDC Planning decisions received from NWDC and were noted

· 05/01371/FUL - Erection of single storey extensions and alterations to form new garage, porch & new living room/utility room at 26 Parklands Hullavington - Permission granted 
· 05/01222/FUL - Single storey extension at 6 The Street, Hullavington - Permission granted
· 05/01774/FUL - Extension to dwelling, creation of vehicular access and parking area at 81 The Street, Hullavington - Permission granted

(iv) Received notification from WCC on the Wiltshire & Swindon Structure Plan 2016 Proposed Modifications - this can be found on the WCC web site at www.wiltshire.gove.uk and www.swindon.gov.uk. Comments to be in on or before 5pm on Friday 7th October - Noted

(v) Received in C D Rom version a copy of WCC Publication of the Adopted 
Wiltshire & Swindon Waste Local Plan 2011 - FIO 
(held with the Clerk) - Noted

4. CAR PARKING/TRAFFIC MATTERS

(i) WCC Provisional Wiltshire Local Transport Plan 2006/07 - 2010/11 Summary - copies received together with questionnaire - distributed.
(ii) The condition of Brookside was again mentioned and Members stressed the urgency of this issue.
(iii) Some road surfacing has been carried out and Cllr Bawden has requested that the white lines around Post Office corner are reinstated as soon as possible, but apparently, a special machine does this and we will have to wait until it is available

5. CEMETERY MATTERS

(i) Burials - The Clerk reported that there had been two burials over the past two months (a) Mrs G Smith & Mrs M H Wicks. The Exclusive Rights certificate for Mrs Smith was signed and will be forwarded to the relatives. ACTION CLERK

(ii) A letter was received from Mr B Wicks querying the £150 interment fee. The Clerk replied accordingly. Both letters were tabled at this meeting and were noted.

(iii) Fees - The fees were discussed following the above query and it was resolved that: the proposed fees remain and to be reviewed at the appropriate time.

(iv) Cllr Gough mentioned that Stanton St. Quintin have no space for future burials and may approach the Parish Council for use of space. This was noted.

6. NEW VILLAGE HALL

Councillors Fenner had previously distributed up to date information to Members. He also briefed Members on the following:

(i) Tendering process - Three tenders were received out of four invitations. These were Terrapin, Wraith and Phoenix. It was decided at the Village Hall Meeting to award the contract to Terrapin. For more information please see attached report. (to follow)

(ii) It was proposed by Cllr Fenner that the Parish Council submit a planning application to NWDC on behalf of the Village Hall Committee. This was seconded and unanimously supported. A cheque is to be raised at the appropriate time for the appropriate fee. Cllr Bawden has been overseeing this process.
On behalf of the village and the Parish Council, thanks were relayed to Councillor Fenner for all his time and energy he has directed to this project to date - this has been much appreciated by all.

Councillor Fenner relayed thanks to the Clerk for her involvement and co-operation during the tendering process and also relayed thanks to the Parish Council for their continued support throughout. This was noted

7. VILLAGE MAINTENANCE

The following issues were reported:

· Grass cutting and the problems that are resulting from certain issues 
· Graffiti on inside walls of the old bus shelter - Cllr Gough volunteered to action ACTION CLLR GOUGH
· Road surfacing - This is an action point
For more information on the above see the attached report.
· Anti-social behaviour that is occurring on the bench opposite the Star Public House. This has been reported to the local constabulary and they have agreed to monitor the situation.

8. P.C. STANDING ORDERS

Following the adoption of the Parish Council's Standing Orders, it was noted that there were some missing items and one item was out of date. Therefore it was resolved to: Alter as necessary, re-circulate and bring as an item on the October agenda. ACTION CLERK

9. BEST KEPT VILLAGE COMPETITION 2005 

The Clerk reported that the village came 5th in the Large Village category. The Judges overall comments were "Nothing stands out as particularly bad, but we felt we needed something a little more positive (besides the bus shelter which is an excellent example of community spirit). The project to plant on the village green will be a very good start in this area" 

10. FINANCIAL ISSUES

A) Cheques raised since the last meeting were:

Cheque No Recipient Purpose Amount
000713 Sodexho Maintenance for July & August £1,412.28
000714 Clerk Aug'05 Salary £ 403.65
000715 Clerk Admin expenses to date £ 72.59
000716 Mazars Internal Audit £ 141.00
000717 Mrs J Jones RFO Honorarium £ 130.00
000718 Mrs D Jackson Internal Audit £ 30.00

B) The RFO reported on the following:

· The Annual Return had been sent back from Mazars, the External Auditor and all was satisfactory.

· Lloyds Bank balance stands at £1,500, and a transfer will be necessary from the Portman. ACTION RFO

· A VAT reclaim is being processed

· Members need to start considering the budget for 2005/2006.

Thanks were relayed to Mrs Jones for all her hard work over the years.

C) Responsible Finance Officer - search for replacement - No progress has been made to date. Mrs Jones agreed to consider the duties as a position and draft a contract/terms to include the hours required to carry out the duties and a salary and this is to be considered at the October meeting ACTION RFO/CLERK

D) The Clerk reported that the Chairman is now a signatory

E) A request for grant aid from Victim Support had been received and it was resolved to comply with the Parish Council's Standing Orders and decline to offer support on this occasion.

11. PERSONNEL MATTERS

The Clerk's Contract of Employment and Statement of Particulars of Employment (previously circulated to the Chairman and Vice-Chairman) was considered and it was proposed, seconded and carried that for the use of the Clerk's equipment and premises for carrying out the duties of the Clerk a sum of £10 per week will be paid, to be reviewed April 2006. The Vice-Chairman duly signed the contract. 

12. EXCHANGE OF INFORMATION/REPORTS FROM MEMBERS/CORRESPONDENCE RECEIVED

The following was reported:

· First News Summer 2005 - Circulated

· The SLCC Annual Conference Programme - Consideration was given to the necessity of the Clerk attending and following discussions it was agreed that the Clerk did not need to attend. 

· A copy of the Application for a Change of Premises from Lloyds Pharmacy Ltd, 33 High Street, Malmesbury to the proposed new Health Centre, Malmesbury Community Hospital, Burton Hill, Malmesbury was received and is kept with the Clerk for information.

· The Agenda for Area 1 was received and Councillor Redman or Fenner may attend to give support to the grant application submitted by Hullavington WI.

· Cllr Gough has repaired the fencing at the children's play area.




Meeting closed at 9.50pm