MINUTES OF THE LYNEHAM AND BRADENSTOKE ANNUAL/PARISH COUNCIL HELD ON
TUESDAY 9th JUNE 2009 AT LYNEHAM VILLAGE HALL

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Chairman Petch, Cllr D Turner, Cllr S Palmer, Cllr J Webb, Cllr T Webb, Cllr P Lightowler, Cllr D Potter, , Cllr J Jardine ( Vice-Chair), Aileen Murphy - Parish Clerk

Cllr D Bunney, Cllr S Coffey Cllr F Ball, Police Representative

Cllr A Bucknell - Lyneham Ward for Wilts Council, Wing Commander Snell and two members of the public

The Meeting started at 7.15pm.

1. Apologies:

Apologies for absence were received from Cllr D Bunney, Cllr S Coffey Cllr F Ball, Police Representative

2. Minutes of the Council Meeting held on Tuesday 12th May 2009:

To sign Minutes of the Council Meeting held on Tuesday 12th May 2009: Signed and agreed a true record of the meeting.

3. Register of Interests under the Parish Councils (Code of Conduct) Order 2001):

4. RAF Matters:

WC Snell complimented the Parish Clerk for the detailed, concise and accurate reporting of the last RAF section on the Parish Council minutes for May.
The fence line along Melsome Road has been repaired.
Cllr T Webb raised that his fencing between Lancaster Square and Hastings Drive has still not been repaired. This is the responsibility of Defence Estates, RAF to follow up. Garage in Arnhem Cross has been made safe.
Land at Naafi going to disposal auction on revised date of 23rd July. RAF have confirmed that they have no responsibility on emptying of Dog Bins.
Cllr J Webb asked if the roads in Harrow Grove- were RAF responsibility. Allison Bucknell will check local map to confirm.

5. Police Matters:

No Police representative was available for this meeting.

6. To Receive Public Questions:

Mr Blundell confirmed that he has contacted Clarence - regarding the waste bin outside the Primary school.

7. Matters Arising from Previous Meeting:

a) Market Cross/ War Memorial Bradenstoke - Additional quotation from Stone Mason requested, to enable Council to apply for a grant. Land registry has been contacted by Cllr Palmer, there is no record of ownership. Chairman Petch raised concerns of Cllr J Webb regarding cleaning the stone, would affected the porosity. Cllr Palmer confirmed that the Stone Mason and English Heritage have had lengthy discussion.  Cllr Palmer and Cllr J Webb to liase. 

b) Council Committees - requested by Cllr Palmer. It was felt that Council Committees as agreed at the May meeting were rushed through, and clarification on responsibility was required.

8. Public Toilets:

a) Cllr Lightowler stated that full grant has been approved by  Wilts Council. Clerk to write to Wilkins to engage contract of works. 50% to be paid in advance, balance on completion of work. Wilkins will advise a timeline. Toilets will need to be closed for duration. Notifications to be send out locally. Clerk suggested that Cleaner should be paid a proportion of daily rate, as a retainer. Cllrs agreed, amount yet to be confirmed.  Cllr Lightowler stated that in Parish Council will need to look at the feasibility of the toilets in 3 years time, to decide if precept should be increased to cover costs. Clerk is keeping a Toilet expenditure file for this financial year, to assist with Budget setting..

b) Nomination of Project Manager for building upgrade - individual to be confirmed when Wilkins confirm time line. Possibly Cllr J Webb.

9. Planning:

10. Highway Matters and Transport:

Chairman Petch raised that their have been complaints regarding the parking of sale vehicles on the grassed area outside Chippenham Motors, as it is blocking line of sight to roundabout. Clerk to contact.
Cllr J Webb stated that he contacted Clarence regarding the drain/gully on Chippenham Road, it has been repaired, drainage should now improve.

11. Play Area & Open Spaces:

a) Lyneham Green - no update

b) Play Area Updates inc Safety Inspections (Pound Close - Cllr T Webb - not completed. Bradenstoke - Cllr J Webb not completed. Aeropark - Cllr D Bunney - not completed. Clerk to contact S Aplin to replace the broken swing in Bradenstoke. Cllr Palmer has been contacted by a resident to request an upgrade of equipment for older children, possibly new goal netting. S Aplin to quote.

c) Grass Cutting Contract and Issues - Church have raised some concerns re strimming and damage, Clerk to request that concerns are put in writing, then Parish Council will action. Clerk advised Council that there is no contract with the Church to maintain grassed areas, Cllr Petch to ask Vicar to Contact Clerk.
Overall, standard of grass cutting has greatly improved.

12. Allotments:

Mr Newman will be giving up ½ of plot 1a in October.
Cllr Petch will collect 2 butts from Swindon @ £25 per butt. 
Cllr Potter will also deliver 2-3 barrels to allotments.
There is concern regarding one plot not been worked, update at next meeting.

13. Finance and Administration:

a) Audit report 2008 -2009 and action plan-The Clerk updated the Council on the internal audit report, and its actions - which have been completed. Annual return was signed and agreed by the Council.

1) Review of Standing Orders - signed and adopted by Cllrs
2) Review of Financial Regulations - signed and adopted by Cllrs
3) Code of Conduct adoption - signed and agreed by Cllrs
Cllr Lightowler requested that annually the Parish Council have a Housekeeping meeting to ensure that all Cllrs have signed and agree paperwork for Council purpose. Agreed by Council.
4) Update of Risk Register - reviewed last register and updated and agreed.
5) Clerk salary - Parish Council have rejoined SLCC ( Society of Local Clerks).The Clerks new salary will be £10.068 per hour in agreement with the 2008/9 National Interim Salary Award. Proposed by Chairman Petch, seconded Cllr J Webb, all in agreement. Cllr Lightowler abstained.

b) Payment of Invoices

c) Correspondence received and following actions
                          

d) Agree Actions from point C
Cllr Palmer to attend first Area Board meeting. Essential that Parish represented going forward.  At the next meeting there will be a presentation by Karen Scott to engage Parish Council.

14. Councillors’ Observations & Items for Next Meeting:

Cllr J Webb offered additional filing cabinets - not required at present.
Cllr Jardine asked if R Cole was able to clear foot path by Green and Bakers filed - currently away.
Cllr Turner stated that nettles have been cleared, Mrs Edmunds complimentary.
Cllr Lightowler stated that as per last meeting, it is not RAF responsibility to decide on what future of Lyneham is, Parish Council have input i.e. Planning . If meetings are arranged, prior notification should be given so that correct audience present.
Cllr Palmer reported that Mr Miles has kindly been emptying the waste bins in the Playing field, as Wilts Council has stopped. Clerk to write to thank. Cllr Bucknell will resolve with Wilts Council.

15. Date of Next Meeting:

Date of Next Meeting: Tuesday July 14th 2009, at 7.15pm - Lyneham Village Hall

The meeting closed at 8.45 pm