HULLAVINGTON PARISH COUNCIL
MINUTES

Minutes of the Meeting of Hullavington Parish Council held on the 9th November 2005 at Hullavington School that commenced at 7.30pm

Present: Councillor: G Stokes - Chairman
Councillors: Mrs M Bawden, B Fenner, Mrs S Greenman, 
E Gough, P Hadley, F Haffenden, W Harmer, 
T Redman, Mrs S Webb (Clerk) 
In attendance: Councillor I Henderson (NWDC)

Apologies: P Murton - Station Staff Officer of Buckley Barracks. 
In attendance: 6 members of the public

Public Question Time

Comments/questions were offered on the following:
· Brookside, Hullavington - Any action regarding the re-surfacing of Brookside - The Clerk and Cllr Bawden replied that Wiltshire Highways have scheduled this for the next financial year.
· Abandoned Bus - Councillor Bawden volunteered to report this to the Local Authorities. 
· Bench sited close to No. 67 the Street, Hullavington - Mr Birlison stressed to the Council the escalated disturbances he is experiencing. - The Chairman replied that this was an agenda item and his comments would be taken into consideration when discussing.

1. DECLARATIONS OF INTEREST

Name Item Type of Interest Reason for interest Action taken
Cllr Fenner


Planning Application for 26 Parklands, Hullavington Prejudicial Applicant Took no part in discussions
Cllr Mrs S Greenman Planning Application 05/07063 Court Farm Personal Known to Applicant Took no part in discussions

2. MINUTES

Following minor amendments initialled by the Chairman, the Minutes of the Parish Council Meeting held on the 12th October 2005 were received and adopted as a true record and signed by the Chairman.

3. ACTIONS POINT FROM LAST MEETING
· Publication of meetings - This has now been dealt with 
· Highway Works - The Clerk reported that an email had been sent to Mr Everett of County Highways expressing thanks and stressing the importance of works being carried out at Brookside
· Notice Board Lock - Councillor Gough reported that the existing notice board lock was not damaged and was working satisfactory.
· Statement for Community Involvement - This was not mentioned so will be carried forward to next meeting. ACTION CLERK

All other action points were items on the agenda and reported as such. 

4. PLANNING MATTERS

The following planning issues were reported:

· NWDC Decisions
a) 05/02089/cou Conversion from stables to offices at Surrendel Farm, 
Hullavington - Granted 
b) 05/02090/LBC Alterations associated with conversion of outbuildings 
to office at Surrendel Farm, Hullavington - Granted
C) 05/02142/LBC - Proposed installation of one dormer window on rear roof elevation and replacement of existing dormer windows at Holly House, 3 Watts Lane, Hullavington - Consent Granted

· Planning applications received to date
All the following applications have been viewed and recommendations made by the Planning Sub-Group. 

a) DR/05.07036 Importation of biodegradable waste - Court Farm, Down Lane, Hullavington. SUPPORT
b) 05/02660/LBC Internal alterations to first floor - 8 Belfry Drive, Hullavington - SUPPORT
c) 05/02667/S73 Renewal of permission 99/01780/FUL - Erection of garages and looseboxes - Bradfield Manor, Hullavington - SUPPORT
d) 05/02668/FUL Erection of single storey side extension and conservatory to rear - 26 Parklands, Hullavington - SUPPORT
e) 05/02673/S73A Variation of condition 1 of planning permission N77/0482.F to allow continued occupation of dwelling by applicant - Bradfield Farm Bungalow, Hullavington - SUPPORT
f) 05/02723/FUL Erection of first floor extension & detached single garage - 41 Newtown, Hullavington -SUPPORT

5. CAR PARKING/TRAFFIC MATTERS

· Unenforceable Speed Restriction signs - It was brought to the Council's attention that the speed restriction signs in the village could not be enforced, and therefore were felt illegal. - This is to be reported to Wiltshire Highways ACTION CLERK/CLLR BAWDEN

6. GRASS CUTTING
The Clerk reported that invitations to quote for the grass cutting had been sent out. The closing date for return is 28th November 2005. To date no tenders have been received. It was noted that:
· Area 7 (behind the bus shelter) on the contract is to be deleted
· Hill Hayes Lane is to be added (LHS from Belfry Drive entrance upto 19 Hill Hayes Lane)
· A more up to date map is to be located.
Agenda item for next meeting - ACTION CLERK

7. CEMETERY MATTERS

Identification of Graves - All burial records and maps were passed to Councillor Hadley as requested. Councillor Hadley reported that there are plot maps dated back as far as 1922 and that he will attempt to draft a digital master copy of all records and carry out an audit of the cemetery. ACTION CLLR HADLEY

8. NEW VILLAGE HALL

Councillor Fenner reported on the following: 
· Draft Lease - A draft of proposed new Lease between the Bristol Diocesan Board of Finance, the Parochial Church Council of Hullavington and the Parish Council that will, when finally confirmed and approved, apply to the new village hall. This draft is the result of a considerable amount of work undertaken by both Councillor Harmer and John Metters. A primary aim of their work has been to carry out some of the initial drafting work on the new Lease so that there will be less for the solicitor who will complete the work to do - with a consequent saving on costs. In response to my request that the draft should be presented to the Council now for review John Metters agreed but asked that the following caveats be stated clearly. The proposed content of the Lease:
a) has not been drafted by a lawyer
b) is a draft prepared by non-lawyers to give the solicitor a good start and in an attempt to keep fees down
c) sets out to reflect the terms of the new lease
d) is a layperson's merging of the terms in the existing lease with the agreed terms from the surveyor's report plus some updating of language and presentation
e) has not been seen by the PCC
f) has not been seen by the Bristol Diocese Board of Finance.

Any comments regarding the previously circulated draft Lease, please to Councillor Fenner direct.

· Progress Report - 
(i) The specification is being scrutinised and then is to be approved. 
(ii) Evaluation of the final design is soon to take place. 
(iii) A site plan has been requested in order to apply for planning permission
(iv) Continued scrutiny of the old and proposed new Lease and Trust Deed has revealed that it would be the individual members on the village hall management committee, and not the Parish Council, who would be ultimately responsible for financial commitments and responsibilities. Such exposure might prevent potential committee members from putting themselves forward for office. There is a need for the Parish Council to investigate the possibility of obtaining Trustee indemnity insurance for hall committee members.

· Re-Proposed - Councillor Redman proposed that the Parish Council apply to the Public Works Loan Board for a loan of Fifty Five Thousand Pounds (£55,000) over a thirty-year term under the annuity system. This was seconded by Councillor Harmer and carried. Councillor Fenner abstained from voting.

9. VILLAGE MAINTENANCE

· Parish Lengthsman - Councillor Bawden reported that the Parish Lengthsmen had visited. The Clerk has received a report of work carried out and this is: The walls of the bus shelter were washed down, Green Close to Latimer Gardens were cleared of weeds and debris and Vegetation and growth at old entrance to cemetery were cleared.
· Seat outside 67 The Street, Hullavington - A letter received from a Mr Birlison (previously circulated) who lives at 67 The Street was discussed. Due to antisocial behaviour from youths who congregate at this point, Mr Birlison has requested that the seat be moved to another more suitable location. Mr Birlison has offered to arrange relocation and cover any reasonable costs. 
Note: Councillor Harmer briefed members that he had approached Mr Greenwood regarding this issue and Mr Greenwood made it absolutely clear to Councillor Harmer that he would agree only to the seat being moved further up on the same Green towards Grittleton, but not to another site.

It was resolved that the following action be taken: 
(i) To officially write to Mr Greenwood (who donated the bench) to ask if (a) would he mind if it were moved and (b) what would his favoured location be.
(ii) Consult with the local constabulary for advice and to ask what action could they take to alleviate this situation.
(iii) To report back to the Council in December.
(iv) Not to accept Mr Birlison's offer of financial assistance.
ACTION CLERK

· Bus Shelter - This has been swept clean and cleaned of graffiti
· Weeds - around the cemetery entrance have been cleared.
· Playing field area - Councillor Gough reported that parts of the missing fencing has been located and replaced. However, there are two missing pieces and he has spoken to a Mr Mathews who will replace them. Cost to be born by the Parish Council
· Green behind the Bus Shelter - this was reported as being used as a urinal and seem to collect a lot of leaves. This is to be cleaned and swept. ACTION MEMBERS
· Hill Hayes Lane Sign - Damaged, new sign on order.
· Village Christmas Tree - Councillors Stokes and Hadley to place an order to Foxley Road Nurseries plus purchase replacement bulbs - it was proposed by Cllr Redman, seconded by Councillor Greenman and carried to allow a budget of up to £100. ACTION CLLRS STOKES AND HADLEY

10. PARISH COUNCIL STANDING ORDERS

Following minor amendments (previously circulated) the Parish Council Standing Orders were adopted.

11. FINANCIAL ISSUES

· Cheques raised since the last meeting were:

Cheque No Recipient Purpose Amount
000722 Clerk Oct'05 Admin expenses £45.42
000723 Clerk Oct'05 Salary £403.65
000724 Sodexho Sept/Oct works £1412.28

· Creation of Office of the Responsible Fiaance Officer (RFO) - No. 26 The Parklands, Hullavington, Wiltshire, SN14 6DL was officially created as the unpaid office of the RFO. The Clerk, 20 Haddons Close, Malmesbury Wiltshire, SN16 0JG will hold old records.

· Financial Report from the RFO - Councillor Fenner circulated the current year forecast as at 1st November 2005. For year ended 31st March 2006 (copy attached). The following decisions of confirmation relating to the RFO's responsibilities and activities were made:
Lloyds TSB 
Custody of the chequebook - both Clerk and RFO
Custody of paying-in book - RFO
Person to receive correspondence (statements etc.) RFO
Cllr Fenner will no longer be a signatory - ACTION CLERK
Lloyds TSB to be informed of change of RFO - ACTION CLERK
Portman Building Society Accounts
Signatories to remain as Councillors Hadley, Bawden and Haffenden
RFO to take custody of pass books and paying-in books
Portman Building Society to be informed of change to RFO - ACTION CLLR FENNER
· Planned future action by RFO to include:
Preparation and publication of an annual financial activity schedule (from 1st April 2006 to identify dates of presentation of interim and final accounts and statements, and dates and schedules for budget planning and consolidation meetings etc.

A review of the accounts held at the Portman Building Society to evaluate whether these offer best value in terms of both interest rates and functional efficiency and to make proposals to the Council based on this evaluation.

· Budget Meeting - A meeting to agree the budget for the Parish Council for the year 2006/2007 is set for Wednesday 30th November at the School. To commence at 7.30pm

12. EXCHANGE OF INFORMATION and /REPORTS FROM MEMBERS. 

· Councillor Bawden reported that together with Danny Everett of Wiltshire Highways a highway inspection was carried out and the following was noted:
Drains need cleaning
White Lines - to be chased
Brookside to be action in the new financial year
Railtrack hedges are done
Potholes at the cemetery cross roads - noted
Potholes near the Ford at Norton - noted.
· Clerk reported that the Community Emergency Volunteer Mr Chamberlain is unable to continue with this task. Agenda item for next meeting ACTION CLERK
· Councillor Bawden reported that she had attended the Area 1 meeting on the 1st November and that it was well attended due to the Malmesbury car parking charges. 
· Councillor Fenner volunteered to attend the Malmesbury & the Villages Community Area Partnership meeting on the 8th December


13. CORRESPONDENCE

The Following items of correspondence have been received:

· Information on Car Parking in North Wiltshire and some meeting dates
· Minutes of Hullavington New Village Hall Project Group dated Monday 19th September 2005
· WCC Mobile Library posters
· Wiltshire Constabulary - letter regarding Initial Police Learning & Development Programme
· Ringway Parkman Annual Review of Service 2004/2005
· Malmesbury & the villages community area partnership meeting 8th December at Oaksey Village Hall
· Information on a One Day Conference for Clerks and Councillors from the SLCC
· Plus the correspondence circulated on the 26th October 2005.

All the above was noted and to be circulated - ACTION CLERK

14. ITEMS FOR AGENDA FOR NEXT MEETING
· Community Emergency Volunteer
· Grass Cutting
· Policy for archiving of burial records
· Seat opposite B & B - its future and possible replacement
· Action points from last meeting
· Village maintenance - allocation of duties
· Statement of Community Involvement







Meeting closed at 9.15pm