Appendix A Clerks Report for Meeting on 20th April 2009
1. Completed MATTERS FROM MINUTES
Grass & Hedge Cutting Contract awarded to DR & RA Pittams.
Blocked Gully Drains (9 Jun 08) Cleared by Highways
Review of Salary Paid (9 February 09) Calculation of salary payments put together by TP sent to clerk
Ownership and Maintenance of Willow Lane (18 Feb 08) Withy King have been asked to produce statutory declaration.
Playground - Notice for playground location vote at Parish Assembly produced and placed on notice board
Neighbourhood Watch- PC Batchelor invited to present on neighbourhood watch at Parish Assembly
Speeding Campaign Wheelie Bin Stickers (30 March 09) Stickers passed to Cllr Witt
2. ONGOING MATTERS
Allotment Tenancy Agreement (18 Feb 08) Document has to be redrafted based on model tenancy agreement provided by NALC.
Allotment Rules (18 Feb 08) Rules will need to be reviewed after tenancy agreement has been revised to remove any duplication. Rules for fruit frames, raised beds, ground covering material (e.g. plastic sheeting) and power tools need to be confirmed. Deferred agenda item from 9th June.
Ownership and Maintenance of
Removal of Mound on Parish Field (10 Mar 08) 3 quotes are required.
S106 Money (10 Mar 08) Awaiting transfer of the S106 by KDC to Baydon Parish Councils current account.
Barrier Tape & Pins (10 Mar 08) To be purchased. Action: AT
Parish Path Survey (10 Mar 08)
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Letter to Mr & Mrs Lloyd (7 Apr 08) Awaiting reply.
Letters of Complaint from Allotment Holders (19 May 08) Follow up letter still to be drafted.
Definition of Liaison Officer Role (29 May 08) Deferred at meetings on 7th July, 21st July & 29th September. This matter has been merged with the agenda item to consider how to manage allotment queries between meetings. Going forward both matters will be discussed together.
Handling of Allotment Queries between Meetings (7 Jul 08) Deferred agenda items from meetings on 7th July, 21st July & 29th September. Going forward it will be combined with the definition of the liaison officer role and both matters will be discussed together.
Water Supply for Parish Field (19 May 08) Review of risk assessment deferred at meetings on 9th June, 7th July & 21st July. Risk assessment reviewed 18 August and approved 1st September. Letter to be sent to residents regarding closure of the lane prior to any work commencing.
Rabbit Proof Fencing for Parish Field (19 May 08) Review of risk assessment deferred at meetings on 9th June, 7th July & 21st July.
Relationship/Partnership Agreement between Baydon Parish Council and the Allotment Association (9 Jun 08) - Responsibilities of Allotment Association to be documented and agreed by Parish Council.
New Hedging for Parish Field (9 Jun 08) Quote for mixed hedging to be obtained.
Review of Parish Council Risk Assessment (7 Jul 08) Deferred at meeting on 21st July.
Revised Standing Orders (7 Jul 08) Still under development. Awaiting feedback from Councillors.
Letters from School regarding paddock (1 Sept 08) Meeting held with School Governors on 29th September. Awaiting feedback on draft notice/letter.
Pond on Parish Field (29 Sept 08) Allotment holder has been asked to remove pond. Action: TP.
Working Party to review Clerks Contract and Salary (27th October) Agreed 27th October that Cllrs Prior, Tomkins and Timms set up working group.
Correspondence Regarding the Allotments & Lane (27th October) Reply to be sent.
Savings Account (27 October 08) Close the Portman savings account (which has been transferred to a Nationwide Instant Access account) and transfer funds to a Nationwide Treasurers Trust account. Cllrs Tomkins and Prior to be the signatories for the new savings account.
Review of Salary Paid (9 February 09) Review TP calculation of salary payments and confirm if correct.
Highways issues as a result of the snow (16 February 09) Letter to be sent to Highways.
Land Maintained by Highways (16 February 09) - KDC not to cut grass on Ermin Close & junction with Ermin Street until further notice given.
Contract of Employment (16 February 09) - Photocopy and sign contract of employment. Action: Clerk/TP
Planning (30 March 09) - Check if PC can request extensions to planning application deadlines directly
Letter from Baydon Allotment Association (30 March 09) - Circulate copy of reply to Cllrs & send the letter to BAA
Parish Assembly (30 March 09) - Arrange cheese & wine for Parish Assembly
Auditors Reports (30 March 09) Produce draft action plan with ranked items for approval at meeting on 20th April Action: TR
Financial Regulations (30 March) - Review draft financial regulations & NALC regulations & consider differences Action: All Cllrs
Petty Cash (30 March 09) - Carry out review of petty cash book Action: TW/TR
3. AGENDA ITEMS FOR FUTURE MEETINGS
Removal of Hawser Wire (7 Apr 08) Raised by a member of the public. This will need to be added to a future agenda so that the Parish Council can decide whether or not to remove it.
Allotment Matters (29 Sept 08) - To consider joining NSALG, to agree an advert to go into the paper regarding the re-appropriation of the Parish field, to consider if the allotments fit the statutory definition.
Current Account (27 October 08) Third signatory for the RBS current account required following resignation of Oliver Bond.
Savings Account (27 October 08) Following resignation of Oliver Bond, third signatory for the savings account is required.
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