BAYDON PARISH COUNCIL
Minutes of Meeting held at the BYPA Hall on 29th June 2009
(Draft copy. Subject to approval at the next meeting)
PRESENT: Cllr Tony Prior (Chair), Cllr Michael Edmonds, Cllr Alison Tomkins, Cllr Tamsin Witt, Elizabeth Carmichael (Clerk) and 9 members of the public.
Before the meeting commenced the Chair read out the following statement. “I was going to open with my usual plea to residents to join us. This has now changed because I have to formally record that Tony Routledge has resigned. In essence his work load is not compatible with the Parish Council work load. He is the third person to resign in my chairmanship. If there is any comment or implication that I am a factor in any resignation I shall resign immediately. Since being a councillor in November 2007 six people have resigned. Something, somewhere is amiss. So we have three vacancies. Tonight I would like to appeal to parents of children at the school. We are just starting the playground project and a more direct connection with the age group involved would be very helpful. So the Parish Council work load now intensifies with fewer councillors. Progress will suffer. It is a voluntary job. Personal lives do exist as well.”
1. APOLOGIES
None.
2. DECLARATIONS OF INTEREST
Cllr Witt declared a personal interest in agenda item 7.1. Cllr Prior declared a personal interest in agenda items 6.6 and 7.1. Cllr Tomkins declared a personal interest in agenda item 6.6.
3. MINUTES OF THE PREVIOUS PARISH COUNCIL MEETING
The minutes of the ordinary meeting on 11th May were approved subject to the following changes: An additional sentence was added to show that Cllr Humphries had attended part of the meeting. The final sentence of 7.6 was amended to read “It was noted that the clerk had not seen a copy of the NSALG legal advice until the meeting nor had the clerk received a copy of any related correspondence sent to the NSALG”.
The minutes of the Planning Meeting held on 1st June were approved and were signed as a true record.
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.
5. CLERK’S REPORT
It was noted that the barrier tape & pins had been purchased and were in the possession of Cllr Prior. Cllr Prior stated that both he and Cllr Tomkins had cleared their validity at the Nationwide. It was noted that the Equality leaflet is in circulation. Cllr Tomkins requested copies of the letters sent to the bank. Click here to see the Clerk’s Report
The proposal, put forward by the Chair, that the agenda be re-ordered so that items 6.10 and 7.8 could be considered before other matters was agreed.
6. FINANCE
6.10 Annual Fireworks Display – It was noted that the conditions set out by the insurance company have been met by the training that Mr Dominy and Mr Grove have already received. Mr Dominy advised the meeting that in 2008 approximately £1000 was spent on fireworks and that there was already £290 towards the 2009 event which was as a result of money collected last year on the night of the event. The Parish Council agreed to contribute £200 towards the cost of this year’s fireworks night. The Parish Council did not commit to cover any shortfall in expenditure. It was agreed that after the event, Mr Dominy and Mr Grove would approach the Parish Council if there is any shortfall in the money collected and will provide a breakdown of costs. Mr Dominy asked for a copy of the insurance certificate so that it could be given to Paynes Fireworks, the suppliers.
Provide Mr Dominy with a copy of insurance certificate. Action: Clerk
7. ITEMS FOR CONSIDERATION
7.8
Mr Potter, the chair of the Parish Plan Steering Committee, was invited to
address the Parish Council. Mr Potter gave an overview of the process
undertaken to produce the plan before formally handing a copy of the Parish
Plan to the Parish Council.
6. FINANCE
6.1 Payments between meetings – The Parish Council endorsed the payment of £262.50 for insurance.
6.2 P46 Form – The Parish Council noted that the clerk had, as advised by HMRC, completed the employee sections of the P46 form retrospectively. The form was passed to Cllr Prior to complete the employer’s sections. Complete P46 form and return to clerk Action: Cllr Prior
6.3 Clerk’s Remuneration – The Parish Council approved payment of £404.79 for the clerk’s remuneration for the period 11th May – 28th June.
6.4 Annual Return & Reconciliation Report – The Parish Council did not approve section 1 due to an anomaly in the figures. It was decided to defer the completion and approval of section 2 of the Annual Return. The reconciliation report was not considered.
6.5 Asset Register – The clerk advised the meeting that the figures were either replacement costs or nominal values and that it was not necessary to have all assets listed with nominal values or all with replacement cost. It was noted that the initial purchase costs could be used. It was agreed that the Parish Council approve the Asset Register subject to confirmation from a member of the public that the values used should be the initial purchase costs.
6.6 Parish Plan Accounts – The Parish Council agreed that £1077.24 be repaid to Community First. This represents the unspent grant money for the Parish Plan.
6.7 Monthly Salary Payment – The Parish Council agreed that the clerk should be paid monthly by direct payment as per the terms of her contract and that the clerk produce a schedule of payments for the transition over to a monthly salary payment for approval at the next meeting.
Produce schedule for transition to direct monthly payment Action: Clerk
6.8 Baydon.Org Domain Name – The Parish Council approved the reimbursement of £18.38 to Mr Austen for the next 2 years renewal of the registration of the domain name. Mr Austen was given a vote of thanks for the time and effort he put in to keeping the website up to date.
6.9 Community Cleansing Grant – The Parish Council agreed that an application for £350 to undertake a village cleanup be submitted. Submit application for grant of £350 Action: Clerk
7. ITEMS FOR CONSIDERATION
7.1 Letter From Mrs Betteridge – The Parish Council agreed that a reply be sent acknowledging the letter and its comments. It was agreed that a similar reply be sent to the Baydon Allotment Association.
It was agreed that a letter be sent to the plot holder regarding the bath on the Parish field and requesting its removal by 27th July.
Send replies to the letters from Mrs Betteridge and the Allotment Association Action: Clerk
Send letter requesting removal of the bath Action: Clerk
7.4 Newspaper Advert – The draft wording of an advert to be placed in a newspaper regarding the proposed re-appropriation of part of the Parish field for use as allotments was approved by the Parish Council. One member abstained from voting. It was agreed that up to £500 be spent on the advert which will run for 2 consecutive weeks in the Newbury Weekly News.
Submit newspaper advert subject to cost threshold of £500 Action: Cllr Witt
7.5 Playground Notice – The draft wording of an advert to be placed in Scene in Baydon regarding the proposed age range and location for a playground was agreed. The Parish Council’s email address will be added to the contact details.
Submit notice for inclusion in Scene in Baydon Action: Cllr Prior
7.6
7.7 Wiltshire Council Statement of Community Involvement Consultation – The Parish Council had no comments to make on the consultation.
7.9 Administration Procedure – The Administration Procedure, dated 19th June 2009, was approved.
7.10 Financial Regulations – The amended Financial Regulations were approved.
Update table of contents and circulate document Action: Clerk
The Parish Council voted in favour of extending the meeting until 10.15 pm.
7.12 CiLCA Qualification – The clerk advised the meeting that Liddington Parish Council was supporting her in obtaining the CiLCA qualification as they were aiming to become a Quality Parish Council. It was decided to defer the decision on funding half of the costs until the actual contribution that would be made by Liddington Parish Council was confirmed.
7.13 VAT Workshop – It was noted that the course was free and the only costs would be in terms of travel expenses and the clerk’s time. It was agreed that the Parish Council would cover half of the expenses and time, if Liddington Parish Council was prepared to cover the other half of the costs.
7.14 Take The Challenge Workshop – It was decided that no-one would be sent on the course.
7.15 Police Surgery – The Police Surgery on 7th September was endorsed the Parish Council.
7.16
Parish Steward – It was agreed that the Parish Steward be asked to sweep the
Eucalyptus tree leaves from the entrance of Downsmead, to cut back the hedge
along the path from
7.17 Grass Cutting Contract – It was noted that correspondence had been received from a parishioner asking the Parish Council to consider extending the grass cutting contract, the next time it was reviewed, to include the grassed areas outside the Housing Association bungalows on Downsmead. It was agreed that this will be considered along with the inclusion of the area of grass near the Red Lion pub when the scope of next year’s contract is discussed later in the year.
7.18 Chestnut Tree – It was noted that a member of the public had stated that the tree stood on Parish Council land. Cllr Tomkins volunteered to sort out the broken tree bough.
Cut down broken tree branch Action: Cllr Tomkins
8. CORRESPONDENCE FOR INFORMATION
The list of correspondence for information that was sent out with the agenda was not discussed.
9. PLANNING
9.1 The clerk advised the meeting that no planning decisions had been received.
9.2 Planning Applications – The Parish Council had no objections to any of the following three applications:
E/09/0728/FUL,
E/09/0726/LBC,
E/09/0755/FUL 8 Fiveways, two storey extension to side of property, erection of summerhouse
7. ITEMS FOR CONSIDERATION
7.2 Parish Calendar – The draft template for a Parish calendar was approved and it was agreed that the document should be populated with all relevant information.
Populate & review calendar Action: All
7.11 Clerk’s Timesheet – The clerk advised the meeting that she had kept a record for her hours but had not used the new timesheet template as she had found it difficult to work with. It was agreed that Cllr Witt and the clerk should work together to make any necessary changes to the design of the timesheet.
Review & amend timesheet template Action: Clerk/Cllr Witt
7.19 Parish Improvement Grants Scheme – It was agreed that the correspondence on the scheme be passed to Cllr Witt and that Cllr Witt would attend the workshop on 8th July if there was insufficient information on the scheme in the associated correspondence.
Review improvement grant information and attend workshop as necessary Action: Cllr Witt
7.3 Schedule of Meetings – The Parish Council agreed to hold an additional meeting on 27th July 2009.
10. ITEMS TO NOTE / ITEMS FOR NEXT MEETING
It was noted that Cllr Witt
had attended the North Wessex Downs Local Action Group and that the Parish
Council could apply for a grant for the BYPA Hall, and that it may also be
possible to obtain grant funding for the playground. Cllr Witt advised the
meeting that she would be speaking with
It was noted that Martin Cook had replied to the letter sent by the Parish Council on behalf of the Traffic Calming Working Group and that Mr Cook had recently met with the clerk and Mr Harber.
The meeting closed at 10.32 pm
Signed: ________________________________ Date: _______________
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