BAYDON PARISH COUNCIL
Minutes of Meeting held at the BYPA Hall on 7 September 2009
(Draft copy. Subject to approval at the next meeting)
Before the Parish Council meeting PC Batchelor and CSO Mills held a Police Surgery attended by 15 members of the public. Subjects raised were speeding, parking, drugs and illegal entrants.
The Chairman opened the Parish Council meeting by welcoming Alison Sullivan who gave an outline of her duties and grant monies available.
He then referred to the four vacancies, including one for a Clerk, and pointed out that if one more Councillor had been unable to attend no decisions could have been taken.
PRESENT: Cllr Tony Prior (Chair), Cllr Michael Edmonds, Cllr Alison Tomkins, Alison Sullivan - Wiltshire Council Marlborough Area Manager and 11 members of the public.
1. APOLOGIES
Cllr Tamsin Witt (holiday)
2. DECLARATIONS OF INTEREST
Cllr Prior and Cllr Tomkins declared a personal interest in item 7.7.
3. MINUTES OF THE PREVIOUS PARISH COUNCIL MEETING
The minutes of the ordinary meeting on 29 June and 27 July were approved.
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.
6. PLANNING
6.1 There had been no notification of planning decisions etc and none had been located, to date, in the files.
6.2
Dacre,
It was noted that the Appeal would be heard on 8 October at 10am in the Memorial Hall, Aldbourne.
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6.3
WC letter, 13 July, regarding street lighting on the
The Parish Council had been asked to decide whether to support a scheme. In any case a sum of money would be called from the developer to cover the cost. A drawing of the lighting layout had been requested
6.4
Residential units at
The Parish Council agreed to support the application. Action Cllr Prior
Mr and Mrs Whale, Walronds Close offered their pre-application, Project Nos A172 and A181, for Parish Council consideration. They were advised that the next meeting was on 19 October when it would be on the agenda.
7. ITEMS FOR CONSIDERATION
7.1 To consider arrangements for conducting Parish Council business in the absence of an employed Clerk
It was agreed that the Chairman would carry out the duties of the Clerk and Cllr Edmonds would carry out the duties of the Responsible Financial Officer. The situation will be reviewed as and when any problems arise.
7.2 To approve an advertisement for a Parish Clerk
The circulated draft was approved for posting. Action Cllr Prior
7.3 To approve amendments to the Baydon Freedom of Information Publication Scheme.
It was agreed to defer the item until Cllr Witt was present so that queries about the quotations could be discussed. Cllr Edmonds advised that grants are available for such installations and would investigate the procedure.
Action Cllr
7.5 To approve the amended Parish Council Working Group Policy document
The Parish Council approved this document. The Chairman signed and dated it.
7.6 To approve the amended Terms of Reference of the Traffic Calming Working Group
Amendments to the document were approved. It was agreed to defer the item to the next meeting to enable clarification of part of the content to be obtained.
7.7 To consider the project to weatherproof the Downsmead notice board proposed by the Village Plan Steering Group, using fund from the Village Plan project.
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Advice would be sought from Timbercraft, who supplied the notice board, as to whether an effective weatherproofing is practical. Action ME
7.8 To consider comments received following the newspaper notices regarding the allotments
One reply had been received, consisting of two letters dated 1st and 3rd September, from the same person. Residents names, ie as well as references to Councillors, had been included. This was considered to be a serious matter and it was agreed that an investigation should take place before a full Parish Council reply was sent. It was agreed to send a holding letter to acknowledge receipt. Action ANP
A Councillor advised that there had been an action in the minutes of the 29 June Parish Council meeting for a reply to an earlier letter.
7.9 To consider comments received from the Scene in Baydon regarding the playground.
One reply had been received and formed the second part of the 1st September letter. It was agreed that Councillors should consider the content and the form of a possible Parish Council reply.
8.CORRESPONDENCE (FOR INFORMATION ONLY)
The list had been circulated and was not discussed further. Letters had been referred to in Item 5.
9.1 To approve sections 1and 2 of the 2008-09 Annual Return
Following Cllr Humphries’ recommendation that the Parish Council consult the District Auditor, the Chairman advised that he had discussed the Annual Return with the auditors about an entry in one of the accounts included in section 1. It would be necessary to contact the financial organisation involved and therefore he was not in a position to sign the form. Councillors accepted this advice and agreed to defer the item to the next meeting.
9.2 To approve payment of the Clerk’s salary 1 August – 24 August.
The Chairman explained that one aspect of salary payments had been referred to the internal auditor for checking. A reply letter had been posted that day. Also the outcome of the NALC negotiations over the 2009-10 salary scales was expected by 11th September. Thus a back pay calculation would arise if agreement was reached. It was proposed and agreed that payment should be withheld until the details were available.
9.3 To approve payment of £36.66 to Mr Austen for Heartinternet charges..
The payment of £36.66 was approved.
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10.ITEMS TO NOTE/ ITEMS FOR NEXT MEETING
Items to note
Hedges
in
Action Cllr Tomkins
A
check on visibility at the
Action Cllr Prior
The next date of the Parish Steward visit will be checked
Action Cllr Prior
Check on footpath queries raised by a resident. Action Cllr Prior
There
are blocked drains in
It was noted that, assuming the budgeted items and the identified project items, namely fireworks contribution and the repayment to Community First will be spent plus the water supply for the Parish Field (ring fenced), there is approximately £1700 of unallocated money in the Parish Council accounts.
Items for next meeting
Amendment to the minuted repayment and approve amount to be returned to Community First
Approval of the Parish Council contribution to the cost of fireworks.
The meeting closed at 9.12pm
Signed............................................ Date..................................
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