Parish Council Meeting – 30th March 2009
At the Parish Council
meeting held on 30th March 2009 in the BYPA Hall Chairman Tony Prior
announced the resignation of Mr Ian Timms, due to work commitments. This, said
Mr Prior, would again mean 3 vacancies. Baydon needs 7 councillors to run the
council properly and residents should, he added, reflect on the recent flyer
concerning vacancies.
Apologies were
received from Ms Alison Tomkins and District Councillor Susan Findley.
After some amendments
the minutes from the last meeting signed.
Mr Mark Austen asked
if a reply had been received from Highways concerning the letter from the
Traffic Calming Working Party sent 2½ months ago. Cllr Tamsin Witt said there
had been no reply, but that she had not chased the matter up.
The Clerk reported
that she had spoken to some people who were interested in becoming councillors,
and at least one had taken the forms away.
Mr Prior asked Mrs Liz
Carmichael, the clerk, if she had brought a copy of her Contract of Employment
along to the meeting; she replied she would do so in the future.
Mr Prior also asked if
she had written to Highways about the situation caused by the snow. The reply
was “not yet”.
Mr Prior reported that
he had heard from Kennet District Council about the S106 monies and that the
transfer from
Cllr Tony Routledge
suggested it be discussed at the Parish Assembly to give villagers a chance to
vote and take responsibility.
It was agreed to add
the item to the Parish Assembly agenda and publish the fact.
Only one enquiry was
received concerning Neighbourhood Watch and it was agreed also to bring the
matter up at the Assembly.
It was also agreed to
invite the local village Policeman to help promote the scheme.
It was agreed that a
Planning committee be formed, consisting of all councillors, and that they
would meet, if necessary, for an extra meeting should need arise. Plans would
be on view 15 minutes before. The clerk was to advertise the meeting but not
attend. The sub committee would minute the meeting but the clerk will complete
the action.
Councillors found
difficulty in downloading the
The Clerk explained
that Speeding campaign Wheelie Bin stickers had been dropped off by Highways at
the shop but were now in her possession and would be distributed to residents
in Aldbourne Road and Ermin Street.
It was felt that
residents of the houses around the Green should speak to children playing on
the Green if they felt that what they were playing was dangerous or likely to
cause damage, and try to persuade the children to play where it would be safe.
The Parish Stewards
next visits will be on April 2nd and July 9th. He is to
be asked to clear the mud from the pavement outside the Red Lion car park.
It was agreed to reply
to the letter received from the Allotment Society with an apology for the delay
but pointing out the reasons why a decision cannot be made at this time. Cllr
Tony Routledge asked the clerk for a copy of the letter before it was sent.
A letter was received
from solicitors Withy King suggesting that statement be written up concerning
the historical public use of
Planning:
Permission was granted
for tree work to proceed on 2 Lime trees behind Shalom,
Finance:
The balance of £915.89
owing to Sodexhu has been paid.
It was agreed to spend
up to £30 on cheese and wine for the Parish Assembly.
The Clerk’s
remuneration of £346.00 for the period 16th February to 29th
March was approved, as was the back dated amount of £8.74 in line with the
increase agreed with NJC for Local Government Services.
£161.00 was paid to Mazars the External Auditors.
Four Tenders had been
received for grass cutting in the village. It was agreed to use Pittmans of Minal from April at a
cost of £1,850.00 plus VAT. Cllr Tony Routledge requested that the Parish Council
review the Tender document again next year.
The Councillors
considered the Quarterly Budget presented by the clerk. Mr Prior felt that
there were errors. After much discussion and amendments the document was
approved.
Cllr Tony Routledge
said that he was embarrassed to be associated with the External Auditors
report. Mr Prior said there were 16 points raised by the auditors that were
serious and the standard of work by the clerk was unacceptable. The Auditor
reported that the accounts were not submitted on time this year or last, and
that the same errors had been made as in previous years.
The clerk said that
she had been confused as to how to complete the audit because of changes in the
system, and that the date for completion had been brought forward.
Mr Prior insisted that
there were quite a few points that had to be addressed.
Cllr Tony Routledge
said the report mentioned VAT and interest that had not been claimed. Money is
being thrown away, he added, taxpayers money should not be wasted like this. It
was agreed that Cllr Routledge draw up an action plan for finance.
The draft Financial
Regulations document is to be studied further and discussed at the next
meeting.
Mr Michael Edmonds was
then considered for co-option. Mr Prior asked Mr Edmonds if, as a resident of
Aldbourne, he could guarantee to give himself 100% to Baydon. Mr Edmonds said
that he would, and if at a later date more local residents applied to become
councillors, he would be willing to step down. It was agreed to co-opt Mr
Edmonds.
The meeting was
extended for 15 minutes. It was agreed to place additional financial documents
both on the website and on the notice board. Those on the notice board will be
displayed for the first 3 months of the year.
The Petty Cash book
was presented by the clerk. Cllrs Tamsin Witt and
Tony Routledge agreed to view it and Cllr Routledge would lead on the Financial
Audit.
Mr Prior is to write a
reply to the concerns from some residents regarding the 50% increase in the
precept.
Cllr Tamsin Witt
requested an extra meeting to clear the backlog and it was agreed to meet on
April 20th.
The meeting closed at 10.15pm
THE END
Barbara Furber
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