BAYDON PARISH COUNCIL
Minutes of Meeting held at the BYPA Hall on 30th March 2009
(Draft copy. Subject to approval at the next meeting)
PRESENT: Cllr
Tony Prior (Chair), Cllr Tony Routledge, Cllr Tamsin Witt, Elizabeth Carmichael
(Clerk), County Cllr
Before the meeting commenced the Chair read out the following statement “I like to record that Ian Timms has resigned from the Council due to work commitments so we currently have three vacancies. We have been operating with an average of four councillors through the last year. However, we are considering a co-option later for a person from Aldbourne. Perhaps residents should reflect on this and think back to the content of the leaflet that was distributed throughout the village. It is deemed that Baydon needs seven councillors to function properly. The clear example of the problem is the allotments. I have heard comments that allotment holders joined to further their interests. Members of groups cannot pursue them because of the prejudicial interests rule. That’s why progress with decisions have been stalled since 18 February last year. It also a fact that, given no other changes, the Council would not have been able to make any decisions if allotment holders were not councillors. “
1. APOLOGIES
Cllr Alison Tomkins, District Cllr Susan Findlay.
2. DECLARATIONS OF INTEREST
Cllr Witt declared personal interest in agenda item 7.1. Cllr Prior declared a personal interest in agenda item 7.1.
3. MINUTES OF THE PREVIOUS PARISH COUNCIL MEETING
The minutes of the meeting on 16th March were approved subject to the following two changes: i) the final sentence in the second paragraph of agenda item 6.1 was amended from “7 days” to “7 working days” ii) the words ‘and that this be added to the agenda for the next meeting’ were added to the matter to note in agenda item 7 regarding the extra meeting.
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
The clerk advised the meeting that she had received several enquiries from villagers who wished to know more about becoming a Parish Council. She still had to speak to one of the potential candidates but had spent at total of 3 hours over the weekend talking to the other two people about the role of Councillor. It was noted that Cllr Prior had completed his action regarding the clerk’s pay calculation and that the copy of the clerk’s existing contract still needed to be signed.
6. ITEMS FOR CONSIDERATION
6.1 S106 Money & Children's Playground – Cllr Prior advised the meeting that the payment of the S106 money had been approved and that if the money was not in the Parish Council’s account the transfer request would be awaiting processing in Kennet District Council’s Finance department.
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The clerk confirmed that she had checked that day and no money had been received from KDC. The possible locations for the playground were discussed and it was agreed that, rather than send a questionnaire to each household, the question of where to locate the playground would be put to the vote at the annual Parish meeting. This will be publicised via some form of notice or agenda for the meeting.
Produce agenda/notice for playground location vote at Parish Assembly Action: clerk
6.2 Neighbourhood Watch Scheme – It was noted that there had only been one enquiry in response to the notice placed in Scene in Baydon. The Parish Council agreed to put this on the agenda for the Parish Assembly and to ask PC Batchelor to present something on the scheme.
Invite PC Batchelor to present on neighbourhood watch at Parish Assembly Action: clerk
6.3 Parish Council’s Planning Policy – It was agreed that a Planning Committee, with delegated authority to consider planning applications, would be setup and that all members of the Parish Council would be on the committee. This committee will meet between ordinary meetings of the full Council in order to consider the Council’s response to any planning applications that need a response before the next meeting. The clerk will not be required to attend the meetings instead a member attending a Planning Committee will be appointed to take notes during the meeting. The clerk will be responsible for producing the meeting agenda, writing up the minutes and sending in the Planning Committee decisions. It was agreed that, when planning items are to be discussed in any meeting, the plans will be available for public viewing in the BYPA hall, 30 minutes before the meeting commences. It was noted that with the change in procedures as a result of the new Wiltshire authority, the Parish Council may need to go through their elected member to request an extension to the deadline for any planning applications.
Check if PC can request extensions to planning application deadlines directly Action: clerk
6.4 Wiltshire Council’s draft Area Boards Handbook – The Parish Council was unable to comment on this document.
6.5
Speeding Campaign Wheelie Bin Stickers – It was noted that the
Police may be considering changing the design of the stickers. The Parish
Council agreed that they should be passed to the Traffic Calming Working Group
for distribution to residents along
Pass stickers to Cllr Witt Action: clerk
6.6 Children Playing on/near the Village Green – The Parish Council decided that if a member was approached regarding this matter again, they should advise the resident to talk directly to the children concerned and encourage them to play elsewhere.
6.7 Parish Steward Programme (Spring 2009) – The correspondence regarding the scheme was noted. It was agreed that the Parish steward be asked to clear the mud from the pavement alongside the Red Lion car park.
Ask Parish steward to clear mud from pavement by Red Lion car park Action: clerk
7. CORRESPONDENCE FOR ACTION
7.1 Letter from Baydon Allotment Association – It was agreed that a reply be sent advising the BAA that Baydon Parish Council needed a quorum before it could make any decisions on allotments or move matters forward. Water is seen as a permanent feature and costs could not be recovered.
Circulate copy of draft reply to Cllrs and then send the letter to BAA Action: clerk
7.2
Letter from Withy King – It was agreed that Withy King should be
asked to word a statutory declaration that could be signed by Cllr
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1966. It was also agreed that the owners of Willow House and The Croft should be contacted and asked if they claim ownership of the lane. A deadline of 1 month to respond will be put the letter and anyone claiming ownership will be asked to provide evidence of that ownership.
Request that Withy King produce statutory declaration Action: clerk
8. CORRESPONDENCE FOR INFORMATION
The list of correspondence for information was noted by the Parish Council. It was noted that MAVCAP was the new name for MCASP and that Rich Pitts could be invited to present on the process and how Baydon Parish Council can fit in. It was also noted that another member will have to be selected to represent the Parish Council at the Area Board meetings.
9. PLANNING
9.1
The Parish Council noted that permission to carry out TPO tree works had
been granted for application E/09/0006/RTPO for works to two limes trees at the
rear of Shalom,
10. FINANCE
10.1 Payments between meetings – The clerk advised the meeting that the credit note had been raised and that the outstanding balance of £915.87 had been paid to Sodexho. The Parish Council endorsed the action taken.
10.2 Parish Assembly refreshments – It was agreed that a maximum of £30 be spent on cheese & wine for the Parish Assembly.
Arrange cheese & wine for Parish Assembly Action: clerk
10.3 Payments Due – The Parish Council approved payment of the following :
Clerk’s remuneration for 16 February to 29 March 2009 £346
Withy King invoice £312.50
Mazars invoice £161
10.4 NJC Salary Increase and Back Pay – The Parish Council approved the increase in salary and the payment to the clerk of the £8.74 in associated back salary.
10.5 Grass Cutting Contract – The Parish Council considered the quotes from Valley Garden Services, Scofell Landscapes Ltd, DR & RA Pittams, and Sodexho Land Technology. The Council agreed to award the grass cutting contract for 2009 to DR & RA Pittams. It was suggested that the terms of the contract be reviewed before the invitation to tender for the 2010 contract is sent out.
10.6 Quarterly Budgeting Report - The report for January 2009 was reviewed. Possible anomalies in the hall hire figure, insurance and salary virement were highlighted. The Parish Council approved the recommendations in the report.
The clerk to confirm hall hire figures, insurance and adjust virement for salary. Action: clerk
10.7 Internal Auditor – The clerk advised the meeting that she had 2 recommendations for internal auditors; a company and a person who worked as both a Parish Council clerk and an internal auditor. The clerk provided the Parish Council with information regarding the internal audit company and advised that she had been unable to get any information from the individual as he was on holiday. It was agreed that this agenda item be deferred to the next meeting when additional information would be available.
10.8 Auditors’ Reports – The Parish Council was very concerned about the number of matters raised in
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the Internal Auditor’s report and the fact that some of the matters had been raised previously. It was noted that the report was submitted late this year. The Parish Council agreed that an action plan was required to check off the comments raised.
Produce draft action plan with ranked items for approval at next meeting Action: TR
10.9 Financial Regulations –It was agreed that it was important to finalise the Financial Regulations (FR) as soon as possible as the Parish Council had been operating without comprehensive FRs for some time. The Parish Council decided to compare the draft Financial Regulations against the current NALC regulations with a view to considering the differences and finalising the regulations at the next meeting.
Review draft financial regulations & NALC regulations & consider differences Action: All Cllrs
12. CASUAL VACANCIES
12.1 It was noted that candidates who lived within 3 miles of the Baydon Parish boundary were eligible to become members of Baydon Parish Council. Mr Edmonds was invited to explain his reasons for wishing to join the Council. He stated that he was aware of the situation with the statutory allotments in Baydon as he had an allotment in Aldbourne and also had friends in Baydon with allotments. It was noted that he was also involved in, or had been involved in, various local groups such as the internet cafe, Aldbourne speeding campaign. The Council Mr Edmonds for an assurance that he could give a 100% focus on Baydon matters in view of his other interests. Mr Edmonds gave that assurance. It was noted that Mr Edmonds would be prepared to step aside if more candidates from Baydon came forward. The Parish Council agreed to co-opt Mr Edmonds.
10. FINANCE
10.11 Financial Documents – It was agreed that the final approved budget be placed on both the website and notice board. It will remain on the notice board for 3 months. It was agreed that the payments and receipts summary should be placed on both the notice board and website. Payments and receipts will only be on the notice board at the financial year end.
10.10 Petty Cash Book – It was agreed that Cllr Witt & Cllr Routledge should carry out the review of the petty cash book.
Carry out review of petty cash book Action: TW/TR
11. ITEMS TO NOTE / ITEMS FOR NEXT MEETING
Item for next meeting:- To consider a response to the query from residents regarding the increase in the 2009/10 precept.
It was agreed that an additional meeting be held on Monday 20th April
The meeting closed at 10.15 pm
Signed: ________________________________ Date: _______________
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