Appendix A – Clerk’s Report for Meeting on 16^th February 2009

1. Completed MATTERS FROM MINUTES

Traffic Calming  - Letter sent to Highways

Vehicles on Parish Field (29 Sept ’08) – Access policy agreed at meeting on 12^th January.

Neighbourhood Watch Scheme (29 Sept ’08) – Wording of notice to be put in Scene in Baydon agreed.

Parish Assembly (12 January ’09) –  Booking form submitted for school hall on 24 April.

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 9^th June.

Ownership and Maintenance of Willow Lane (18 Feb ’08) – Ongoing. Formal instruction sent to Withy King.

Traffic Calming Working Group (10 Mar ’08) – A new target end date of 30 November 2009 agreed. Letter sent to Highways.

Removal of Mound on Parish Field (10 Mar ’08) – 3 quotes are required.

S106 Money (10 Mar ’08) – KDC require a proposal for a suitable project before they release funds. In order to secure the S106 money from the Fiveways development, a letter is to be sent to KDC outlining the plan to use a section of the cricket field. Produce draft of letter to be sent to KDC  Action: TP (1 Dec ‘08)

Barrier Tape & Pins (10 Mar ’08) – To be purchased. Action: AT

Parish Path Survey (10 Mar ’08) - Heather White stated that she would carry out the survey in August.

Letter to Mr & Mrs Lloyd (7 Apr ’08) – Awaiting reply.

Aldbourne Road Development (19 May ’08) – Ongoing.  

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 7^th July, 21^st July & 29^th 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 7^th July, 21^st July & 29^th 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 9^th June, 7^th July & 21^st July. Risk assessment reviewed 18 August and approved 1^st 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 9^th June, 7^th July & 21^st 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.

Blocked Gully Drains (9 Jun ’08) – Reported to Highways

Review of Parish Council Risk Assessment (7 Jul ’08) – Deferred at meeting on 21^st 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 29^th September. Awaiting feedback on draft notice/letter.

Trees Chopped Down by Sodexho (1 Sept ’08) – Sodexho have not acknowledged responsibility but have agreed to pay for replacement trees.

Affidavits (29 Sept ’08) – Cllr Prior met with Enid Johnson on 4^th Oct. The records office may be able to provide details of individuals who were Councillors when parish field was purchased. Noted that Mrs Johnson could not recall any powers being identified during decision/purchasing process.

Pond on Parish Field (29 Sept ’08) – Allotment holder has been asked to remove pond. Action: TP.

Working Party to review Clerk’s Contract and Salary (27^th October) – Agreed 27^th October that Cllrs Prior, Tomkins and Timms set up working group.

Correspondence Regarding the Allotments & Lane (27^th 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 Treasurer’s Trust account. Cllrs Tomkins and Prior to be the signatories for the new savings account.

Sodexho Contract (12 January ‘09) – Final invoice amount has been requested. Sodexho have offered to make a credit to last invoice.

Grass & Hedge Cutting (12 January ’09) – Invitations to tender to be sent out by clerk.

Review of Salary Paid (9 February ’09) – Review calculation of salary payments put together by TP and confirm if correct.

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.

Willow Lane/Ermin Street Hedge Cutting (19 May ’08) – To avoid disturbing nesting birds, hedges can generally only be cut back between 1^st September and the end of February. Discussion on how to manage the hedges to be added to a future agenda.

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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