Baydon Village News

Baydon Parish Council Meeting of Monday 29th June 2009

By Barbara Furber

 

At the Parish Council meeting on Monday 29th June 2009 Chairman Tony Prior announced that Mr Tony Routledge had resigned because of the workload involved in being a councillor. Mr Prior said that during his short chairmanship three people had joined but resigned within a short period. He made a request that parents of young children consider becoming councillors particularly now that a play area is being considered by the council.

 

After the minutes were signed and the clerk’s report submitted, Mr Prior said that the Parish Council has insurance cover for the Bonfire Night Fireworks. Mr Trevor Dominy and Mr Jim Grove agreed that all the conditions were covered and that the fireworks needed to be ordered. Mr Dominy said that the display lasted 20 minutes and usually £1,000 was spent. Money was raised by donations from the village and the costs over the past three years had been covered. Mr Dominy said that he was willing to personally take the gamble that all costs would be met and that £290 was left over from last years budget. The Parish Council agreed to donate £200 as the event was a well supported village event. It was also agreed that the Firework Committee approach the council if in subsequent years any problems arose.

 

Mr Ben Potter, chairman of the Village Plan project then gave a brief history of the Plan and its outcome. He said that the Steering Group had now disbanded and that residual monies were to be refunded to Community First, except £200 which could be used for a village project. The group had suggested spending the money towards having the village noticeboard protected from the weather. The Plan was formally passed to the Parish Council who agreed to adopt the plan. County Councillor Chris Humphries complimented Mr Potter on an interesting and easy to read document and said that the Village should be proud of such a document, which would be of great use in the future.

 

Finance:

 

A cheque for insurance was agreed and signed.

 

The P46 form for the clerk was completed, and a payment of £404.79 was made to the clerk as remuneration for the period 11th May to 28th June.

 

The clerk asked for approval of sections 1 & 2 of the Annual Return and Bank Reconciliation Report, however there was a great deal of discussion as the clerk tried to explain the figures and correct the typing errors. It was finally agreed to deal with the matter outside the meeting.

 

Cllr Alison Tomkin asked why the clerk had not sent all councillors a copy of the spreadsheet. The clerk replied that she had copied and pasted the document onto Word. Mr Prior asked why the Annual Return had not been completed. As the councillors had not seen the documents in advance the approval was deferred. Mr Mark Austen was asked to give advice regarding the finances and in particular the setting up of a fixed asset register.

 

£1,077 was repaid to Community First, being monies left over from the Village Plan Project.

 

The clerk, Mrs Liz Carmichael noted that she is not being paid by bank credit transfer as per the terms of her contract. Mr Prior queried this as the clerk had never been paid in this manner. Cllr Alison Tomkins suggested that the clerk put a proposal forward for the next meeting as to what needs to be paid.

 

It was agreed to reimburse Mr Mark Austen £18.38 for the registration of Baydon. org for the next two years. Cllr Tomkins remarked that that was splendid value and the Parish Council should recognise the superb work done by Mr Austen.

 

There was much discussion concerning applying for a Community Cleansing Grant. Cllr Michael Edmonds said that he would have liked some information before the meeting about this and other subjects.

It was agreed finally to ask for £350 for a Village clean up project.

 

Items for consideration:

 

A response to a letter from Mrs Betteridge was discussed. County Cllr Chris Humphries said the letter should be read aloud as it was a public document. Some paragraphs were read in which it suggested that the councillors had not voted fairly about the Parish Field implying that those who made the decision had done so without due thought and consideration and were influenced by others who were Allotment holders. Cllr Michael Edmonds said that he felt the letter was answerable. It was agreed, with County Cllr Chris Humphries advice, that a letter be sent acknowledging the correspondence and to say that the comments had been noted.

 

Mr Prior asked that a letter from the Allotment Assn. also receive a similar reply, with apologies for the delay, and emphasize the Parish Council’s need to follow procedures before it was possible to move on?

 

It was also suggested that a formal letter be sent to the allotment holder who has a bath on his plot asking him to remove it before 27th July  2009. The clerk said that she would make this letter and the minutes her priority this month.

 

A draft notice for a newspaper advert regarding the Parish Council’s intention to retrospectively appropriate land on the Parish Field for Allotments was approved and is to be sent to the Newbury Weekly News. A budget of £500 was agreed.

 

A notice for the Scene In Baydon regarding the age range and location of the playground was approved.

 

Mr Prior agreed to represent the village at the Marlborough Area Board meeting on 13th July 2009.

 

The amended Administration Procedure document and the Financial Regulations were adopted.

 

The clerk requested support in obtaining the CiLCA qualification and asked the Parish Council to split the associated costs with Liddington Parish Council where she is also the clerk. The cost, she said, would be £150 for the registration fee. There would be a one day intensive course to help produce a portfolio, which would take about 40 hours to complete. Mr Prior asked how it would benefit the Village.  Cllr Edmonds commented that if the clerk were to use any of her 7 hours a week to complete this portfolio the Parish Council would struggle to complete anything. Mr Prior was not in favour of using Parish Council time for work towards qualifications. The subject was deferred until the next meeting.

 

At 10pm it was agreed to extend the meeting to clear the agenda.

 

The clerk requested to attend a Local Council and VAT workshop. Cllr Alison Tomkin suggested that the clerk ask Liddington to split the cost if Mrs Carmichael felt she would benefit from the course.

 

No one wished to attend the Take the Challenge workshop.

 

It was agreed to set up a Police Surgery in the BYPA Hall on 7th September 2009.

 

It was agreed to ask the Parish Steward to sweep the entrance to Downsmead, clear the alley way between Ermin Close and Manor Lane and to ensure that all the 30mph signs were visible when he visits on 9th July 2009. It was also agreed to contact Martin Cook of Highways about the cleaning of the 30mph signs.

 

Cllr Alison Tomkin said that she would see to the broken bough of the Chestnut tree on the triangle.

 

Planning:

 

There were no objections for the demolition of an existing extension and the erection of a replacement single storey front, rear and side extension at Gooselands, Aldbourne Road, nor to the erecting of a garage block.

 

There were also no objections for a two storey extension to the side of 8 Fiveways or to the erection of a Summerhouse.

 

The draft Parish Council calendar was approved and Cllr Tamsin Witt agreed to begin filling it in as a working document.

 

The clerk’s timesheet had not been completed by the clerk as she said she had a problem with the format. Mr Prior asked why she had not talked to Mrs Witt about it. Cllr Alison Tomkin asked the clerk if she had brought her own timesheet. The clerk said she had not.

 

The councillors were asked to consider correspondence regarding the Parish Improvement Grant Scheme, but they all agreed that they had received no information on this prior to the meeting. The clerk, Mrs Carmichael, said it was money to improve footpaths and that there was a seminar on 8th July 2009 to help with ideas. It was agreed that Cllr Tamsin Witt would attend if not enough detail could be obtained from the email promised by the clerk.

 

It was agreed to hold an extra meeting on Monday 27th July to cover matters still outstanding.

 

Mrs Witt pointed out that grants were available for village projects from the North West Downs Action Group. Mrs Witt said that she would speak to the chairperson of BYPA Venice Webb as that group would be eligible to apply. She also suggested that the play area may be funded from this grant and asked for the matter to be placed on the next agenda.

 

There being no other business the meeting closed at 10.35pm

 

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