BAYDON PARISH COUNCIL
Minutes of Meeting held at the BYPA Hall on 27 July 2009
(Draft copy. Subject to approval at the next meeting)
PRESENT: Cllr Tony Prior (Chair), Cllr Michael Edmonds, Cllr Alison Tomkins, Cllr Tamsin Witt, Unitary Councillor Christopher Humphries and one member of the public.
1. APOLOGIES
The Chair advised that Elizabeth Carmichael would not be attending because she was unwell. He also advised that she had circulated a letter of resignation and that her employment would cease on 24 August. It was noted that the letters had been delivered within two hours of the meeting.
It was agreed that the chairman minuted the meeting.
2. DECLARATIONS OF INTEREST
Cllr Prior and Cllr Tomkins declared a personal interest in item 7.6.
3. MINUTES OF THE PREVIOUS PARISH COUNCIL MEETING
The minutes of the ordinary meeting on 29 June were approved subject to the following change. The addition of Cllr Humphries will be recorded in those present.
4. SUSPENSION OF THE MEETING FOR PUBLIC QUESTION TIME
The meeting was suspended so that members of the public could speak to the Parish Council.
Cllr Edmonds reported of residents’ favourable comments
about the Parish Council response to a request about a hole in
6. PLANNING
6.1 It was noted that no notifications of decisions or responses to previous communications were available.
6.2
Application E/09/0860/FUL – St
Councillor comments focused on the need to put the improvement of children’s facilities as the major priority. Over the years the school, being in a Conservation Area, had been altered with the various buildings and
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6.2(cont)
extensions
erected on the site. Views of the school were largely obscured by the hedge
along
Cllr Humphries reported he had seen the Planning Officer who agreed with the Conservation Officer’s concern about the encroachment of the alterations by 1 metre along the Victorian school building.
The Parish Council agreed to totally support the Governors in their endeavour to realise their current plans.
7. ITEMS FOR CONSIDERATION
7.1 Terms of Reference of the Traffic Calming Working Group
After discussion about the proposal that the Clerk not be a member of the Group the Parish Council agreed to the alterations to the Terms proposed by Cllr Witt. She pointed out that external communications would still be via the Clerk after their approval by the Parish Council.
Cllr Prior advised that a change would also be necessary to item 2.8 in the Parish Council Working Group Policy.
7.2 Next steps of the Traffic Calming Working Group and to consider purchasing village entry gates.
Cllr Witt also advised that the Police Surgery planned for 7 September at 7pm in the BYPA hall would be advertised in Scene in Baydon and on the website. The possibility of radar speed checking in villages by residents after training and the consequences of withdrawal from direct police checks was raised. No decisions were taken.
A quotation for 3 sets of gates at a cost of £525 excl VAT had been received.
Cllr Prior advised that 3 written quotations would be necessary.
It was noted that an email request had been made to the Clerk for the Parish Steward to be asked to carry out a routine check for visibility of all 30mph signs and clear and obstructions as necessary.
7.3 Level of Parish Council support for the BYPA hall grant applications
There had been an exchange of emails with Cllr Witt since the Parish Council meeting in May. In the absence of the Clerk the subject could not be discussed further.
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7.5 Parish Council opinion about the Parish Plan
Cllr Prior had attended a Marlborough Area Board (MAB) meeting and the chair of the Marlborough and Villages Community Area Partnership (MAVCAP) had made the same comment.
The Parish Council endorsed the comments, fully supported the Plan and were committed to progressing the Action Timetable, identifying the traffic calming and playground projects as live projects. Dates would be added to the Council calendar.
8.CORRESPONDENCE (FOR INFORMATION ONLY)
9.1 Internal Auditor’s report and Bank Reconciliation Report
There was a feeling of unease amongst Councillors about the 2008-09 report.
There was concern that outstanding items raised by the previous auditor had not been followed through in this report, for example, arrangements for gross interest to be paid, VAT returns, identification of a back pay discrepancy. It was noted that Section 4 of the Annual Return had not been available at the 29 June meeting.
The Parish Council approved the Bank Reconciliation Report.
9.2 Sections 1 & 2 Annual Return
This item was not progressed. It was noted that the Total Cash figure on the latest Section 1 draft did not align with the Bank Reconciliation Statement. The Chairman asked Councillors to consider the responses required in Section 2.
Cllr Humphries recommended that the District Auditor should check the accounts and would advise on his/her location. The Parish Council accepted his recommendation and offer and would progress the matter accordingly.
9.3 Asset Register
The Parish Council approved the Asset Register listing 5 assets recorded with a value of £1,803.
9.4 Quarterly budget monitoring report
The Parish Council noted the report for 1 April – 30 June 2009 and approved the virement of funds from the subscription to insurance budget.
9.5 VAT payment report
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9.6 Third signatory to RBS current account
Cllr Edmonds was proposed by Cllr Prior and seconded by Cllr Witt. The Parish Council carried this proposal unanimously.
9.7 Clerk’s salary
Cllr Prior noted that there was a difference in the salary year to date figures between the Quarterly Budget Monitoring Report and the Finance Report. He also noted there was not a record of the back pay discrepancy. Thus the actual total pay for the year 2009-10 should be £3,006.63.
This did not affect the payment for the period 29 June – 31 July of £250.61 and payment by cheque was approved.
9.8 Clerk’s expenses
The Parish Council approved the payment of £21.60.
9.9 Invoice approvals
The Parish Council approved payment of the following invoices:-
Auditing Solutions Ltd Invoice No, A1807 £115.00 – Internal audit report
Smiths of Derby Invoice No. 0000037079 £205.85 – Church clock annual service.
10.
ITEMS TO NOTE/ITEMS FOR NEXT MEETING
Items to Note:-
£5,000 s106 money had been transferred from Wiltshire Council.
Cllr Edmonds noted that a resident was pleased with the
Parish Council response to the request to contact the authorities about a hole
that had appeared in
It was noted that a complaint about skateboarding in Fiveways had been made by residents. It was suggested that residents should request directly to those involved.
A water leak exists in the
Items
for next meeting:-
1.To initiate weatherproofing the Downsmead notice board using the £200 from the Baydon Parish Plan funding.
2. To consider the publication of the external auditor’s annual report on the Baydon website and amendment to the Model Publication Scheme.
3. To consider quotations for the village gates and installation of same.
4. To consider removal of item of 2.8 in the Parish Council Working Group Policy document.
The meeting closed at 10.00pm
Signed............................................ Date..................................
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