Baydon Village News

By Barbara Furber

Baydon Parish Council Annual General Meeting of 11^th May 2009

The Annual General Meeting of the Baydon Parish Council was held on Monday 11^th May 2009 in the BYPA Hall when Mr Tony Prior was re-elected as Chairman. No Vice Chairperson was elected. Mr Prior began by re-iterating the need still for 2 more councillors.

The minutes of the last meeting were agreed and signed after some amendments were made.

Mr Mark Austen announced yet again that he was still waiting for the financial documents from the Clerk, so that he can include them on the Baydon village website.

The Clerk confirmed that the local elections will be held in the BYPA Hall on 4^th June 2009, but Cllr Michael Edmonds said that no information had yet been posted on the Wiltshire Website with details of the candidates.

In her report the Clerk Mrs Elizabeth Carmichael said that she could not yet reclaim the tax paid on interest at the Building Society because there was no official form. She had however written to say that the interest should be paid gross to the Parish Council. She said that she didn’t know what was written on the statements.

There were no payments made between meetings. After some discussion about the mathematics involved in the request for payment of the Clerk’s remuneration for the period 20^th March to 10^th May, it was agreed to pay £346.59.

Quotes were considered for the Parish Council’s insurance cover. It was agreed to accept the quote of £262.00 from Norwich Union as it also includes Firework Display cover.

It was felt that there was no pressure to approve the draft Financial Regulations immediately as a 1999 copy had been unearthed by the Clerk. It was agreed to photocopy the document and circulate it to the councillors so that they can compare it with the new draft.

Cllr Tony Routledge continued his recommendations for resolving the External auditor’s observations, he said that he was appalled that the audit had been late for several years and incurred a fine of £20. It was important to meet dates, he said, as the fines come out of the precept. He stated that the audit had to be completed by 30^th June. In the light of this he recommended that the council keep a diary and that the last item on each agenda reflect this diary. Cllr Tamsin Witt agreed to produce a suitable spreadsheet. Cllr Routledge also reported that the auditor had said that the report was incorrect and slipshod in approach. He asked the Clerk if the target could be met this year. She replied that she thought so.

Cllr Routledge also requested that a back up of the cash book be made immediately and sent to the Chairman before the end of the week. The Clerk agreed that she would submit a claim for outstanding VAT Returns at the same time as the Annual Report is submitted.

It was agreed by the councillors that the petty cash should not be overdrawn again and that third party payments should never be made.

The Clerk agreed to value and log the Parish Council’s fixed assets, namely the Parish Field and the Village Notice Board.

The budget of £150 + VAT for the legal fees to draft the Statutory Declaration concerning the Parish Field access on Willow Track was discussed. Cllr Michael Edmonds said that he had been advised that the best course of action was to “let sleeping dogs lie”. Chairman Tony Prior agreed that the comment from the Land Registry was that there would be no problem with access. It was there agreed that legal fees were not needed. It was agreed to minute the document received by Mr Brian Pugh of NSALG.

It was agreed not to become members of Community First thus saving £36.00. Re-imbursement of Cllr Tony Prior’s travelling expense of £24.40 and for printing £8.65 were both approved. Payment of £30 for the wine at the Parish Assembly was also approved. Cllr Alison Tomkins explained quotes for Posts and Barrier tape. It was agreed to approve the signing of cheques for this purpose.

A letter had been received from the McGowan’s of Manor Lane for vehicular access to the Parish Field as Mrs McGowran, an allotment holder, is disabled. Permission was granted.

The sequence of steps required to establish the continuation of allotments on the Parish Field was discussed. Cllr Michael Edmonds said that he could not understand why anything more was needed as he had advice stating that the deed had been done and nothing further was needed. The Clerk said that the Parish Council had decided previously that it was safer to follow the steps advised by the NALC solicitor as there are no minutes from the past. It was agreed to investigate the cost of a newspaper advert regarding the intention to retrospectively appropriate land on the Parish Field for allotments. Cllr Tamsin Witt agreed to draft a notice, for approval at the next meeting, to be submitted for insertion in the Newbury Weekly News.

The Risk Assessment was reviewed and adopted after three amendments.

Cllr Tamsin Witt then outlined the Traffic Calming Working Party’s proposals and letters to the appropriate authorities i.e. Highways and Police. Cllr Witt said that the Working Party would decide who best should display the 30mph wheelie bin stickers, and that a reminder would be sent to the Scene in Baydon, concerning the police consultation in September.

Cllr Tony Prior asked about “White Gates” that could be put at the approaches to the village. Cllr Witt said the matter had been discussed but costings still had to be agreed. At this point it was agreed to extend the meeting.

It was agreed to consider a play area for 2 to 13 year olds. Cllr Alison Tomkins felt that there was need for further consultation about the site of the play area. After much discussion it was agreed to publish an article in the Scene in Baydon to advise that the Parish Field had been chosen as a site and that an invitation to comment be included.

Mr Prior said that following a meeting held with the Clerk to review hours worked it was felt a timesheet should be submitted by the Clerk. After a great deal of discussion and questions from the Clerk as to how to fill it in, it was agreed that the Clerk fill in the timesheet as the work happens and send it to the councillors with next agenda. It was important, said Cllr Tomkins, that the Parish Council be seen as good employers. It was agreed to review the situation in 3 months.

It was felt that the transfer of the Parish Council’s work between solicitors was not needed.

No one wished to attend the NALC Annual Conference.

The key provisions of the Employment Act 2008 that came into force from April 2009 are to be copied and circulated by the Clerk.

The Clerk said that two planning applications for approval had been received too late to be included in the agenda, but needed to be returned by 27^th May. It was finally agreed to hold a sub-committee to discuss them, but councillors felt it was not reasonable to have only 12 working days to respond to planning.

Cllr Tony Routledge said that at training day it was suggested that such meeting should be held in the local public house. The Clerk didn’t agree. Cllr Routledge asked that the possibility of using the pub be investigated as it would be free and possibly encourage more public participation.

The councillors are to find a date to meet before 27^th May.

Cllr Tamsin Witt re-iterated the request by Mr Mark Austen, for a copy of the financial documents for the website.

Cllr Routledge asked when a letter of reply would be written to allotment holders. The Clerk said that she would see to it after the financial matters had been dealt with.

The meeting closed at 10.35pm

By Barbara Furber

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