Present:           Councillor          G Stokes – Chairman

Councillor:         Mrs M Bawden, E Gough, B Fenner, Mrs S Greenman,

P Hadley, W Harmer, F Haffenden, Cllr T Redman

I Henderson (NWDC), Mrs S Webb (Clerk)

Apologies:  Non received

In attendance:  7 member of the public

Public Question Time

Comments/questions were offered on the following:

·         Rights Of Way – and the poor condition of some walks especially Courtfield that is littered with Rapeseed.  Councillor Hadley as the Parish Council’s Rights of Way representative has agreed to look into the matter. (ACTION CLLR HADLEY)

·         Road Surfacing – is in poor condition, especially at  Brookside – Clerk to action as necessary. (ACTION CLERK)

·         Pot Holes – Hill Hayes Lane, although some attention has been paid by the County Highways to pot holes in this area more attention is needed – Councillor Bowden and the Clerk to take the appropriate action. (ACTION CLLR BOWDEN AND THE CLERK)

·         Old Bus Shelter – Rubbish has accumulated inside the shelter – Cllr Stokes to monitor and action as necessary. (ACTION CLLR STOKES)

·         Speeding Milk Lorries – through the village.  Councillor Stokes to contact the necessary people. (ACTION CLLR STOKES)

The above comments were noted.

1.                   DECLARATIONS OF INTEREST

2.                   MINUTES

The Minutes of the Annual General Meeting of the Council held on the 11^th May were received and adopted as a true record and signed by the Chairman

The Minutes of Parish Council held on the 11^th May 2005 were received and adopted as a true record and signed by the Chairman.

3.                   PLANNING ISSUES

The following planning issues were tabled and resulting as follows:

Comments on planning applications received to date and passed to the District Council:  

a)                  05/01222/FUL

PROPOSAL:     Single storey extension

LOCATION:      6 The Street, Hullavington

The Parish Council are in support of this application however, will bring to the attention of the District Council that the proposed if permitted would be built over a communal drain that runs to a main drain.

b)         05/01034/FUL

PROPOSAL:     Play Area and Covered Walkway

LOCATION:      The Primary School, The Street, Hullavington

The Parish Council are in support of this application

Planning Sub-Group

A Planning Sub-Group of the Parish Council was proposed and supported.  Members of the group are: Councillors: Fenner, Gough and Redman.  This group will comment on planning applications on behalf of the Parish Council.

District Council decisions:

• Single storey extension at 26A The Parklands Permission Granted 29/5/05
• New Dwelling at The Northern Boundary off A350, Hullavington Airfield – Permission refused 20/5/05

Planning Appeal for 05/00300/OUT

·         An objective response has been made regarding the appeal by Colburn Homes Ltd, Land at and off 11 Royal Field Close, Hullavington – copy attached.

4.                   CAR PARKING/TRAFFIC MATTERS

Non reported

5.                   CEMETARY/BURIAL MATTERS

A)      Burial Fees - Proposed revised Burial Fees, were previously circulated and it was resolved that with minor changes the suggested fees be adopted  - copy attached

B)      Councillor Gough reported that he had treated the weeds along the edges of the path area and that he had noticed that certain shrubs privately planted had become overgrown.  This is to be investigated.

C)      The Clerk had received a letter from Police Sergeant Williams regarding the recent vandalism problems at the cemetery suggesting that the cemetery gates be locked during the evenings.  After discussions it was resolved to continue with the agreed 6 months trial of keeping the gates unlocked that finished in July and review the situation at the July meeting.

D)      James Long Masons have requested an additional inscription on a memorial at the cemetery.  This was supported.

6.                   INSURANCE POLICY

The Clerk reported that the Parish Council’s Policy had been renewed at a cost of £466.89

7.                   NEW VILLAGE HALL

Councillors Fenner briefed Members on the up to date situation.  He stressed that a Solicitor may need to be sought and asked the Parish Council if they would support the use of Forrester & Forrester.  This was supported.  Cllr Fenner also informed Members that tenders are being prepared and that the opening of a bank account would need to be organised.

The Clerk was asked to look into the procedures for taking out a Public Works Loan with the Public Works Loan Board.  (ACTION CLERK).

More information was previously distributed together with a copy of the Village Hall Management Committee’s Statement of Accounts. – attached.

8.                   VILLAGE MAINTENANCE

The following issues were reported:

·         Poor lighting at Latimer Gardens – to be reported to Clarence (ACTION CLERK) (reported 9/6/05 ref No. 152746)

·         Sodexo – not collecting grass – Contract to be checked (ACTION CLERK) Contract checked and Sodexo contacted on the 9/6/05.  Grass collection is not within the contract.

·         Litter/dog bins the days for emptying these are Thursdays and Saturdays.  District Council need to be made aware of the sites (ACTION CLERK)

9.                   ARCHIVED DOCUMENTS

The Clerk reported that Forrester & Forrester have confirmed that all the items listed on the most recent schedule (12 December 2003) are present and correct.

10.               PARISH COUNCIL STANDING ORDERS

The Parish Council’s Standing Orders were reviewed and it was resolved that minor changes are to be made to these and will be brought to the next meeting for confirmation.

11.               PROTOCOL FOR AREA 1 AND DEVELOPMENT CONTROL REPRESENTATIVES

A draft protocol for the above representatives was previously distributed and it was resolved to adopt this and incorporate this in the Standing Orders. (copy attached) (ACTION CLERK)

12.               TRAINING DAY 21^ST MAY

The Clerk reported that she had attended a training day on behalf of the Parish Council and briefed those present on the subject matters.

The main subject that was of interest to the Parish Council was the Freedom of Information Act 2000.  Leaflets were distributed on this subject.

13.               FINANCIAL ISSUES

Cheques raised since the last meeting were:

Membership of Community First was considered and it was proposed to continue.

The Responsible Finance Officer distributed draft accounts for the year-end 31^st March 2005.  She also announced that the Annual Audit was soon to take place and that public inspection of the accounts would need to be advertised.  As Janet will be on holiday during the allotted time of public inspection, Councillor Greenman will keep the accounts in case of a request.

The Chairman reported that Mrs Janet Jones wishes to resign from the position of RFO due to work pressures.  Therefore we are seeking a replacement.  Members of the Parish Council and public who were present were asked to publicise the fact that the Parish Council are seeking an RFO.  If a suitable replacement has not been found before September, this matter is to be reviewed.  Janet has agreed to stay on until a replacement is found (or until September).

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

The Clerk/Chairman reported on the following:

·         North Wilts Flower festival will not be running this year due to budgetary constraints.

·         Wiltshire County Council Statement of Community Involvement.  Leaflets were distributed and information documents were taken for distribution.  Any comments are to be forwarded before 4^th July 2005.

·         Councillor Fenner circulated copies of the Community Plan for Malmesbury and the Villages.

·         A letter from the Standard Board for England notifying the Parish Clerk of an allegation received from Councillor Hadley.  The allegation relates to the alleged conduct of Councillor Greenman at a meeting of the Parish Council held on the 13^th April 2005.

15.               ISSUES RELATION TO LETTERS OF COMPLAINT

The Chairman asked Councillor Bowden why she gave a statement to the press regarding an issue that was dealt with under the Admissions Act.   Councillor Bowden spoke to justify her actions and informed those present that the statement was reported incorrectly.

The Chairman stressed his concern on possible damage caused to the Parish Council due to the press release and stated that it would be favourable not to release statements in future.

Meeting closed at 9.15pm