Appendix A Clerks Report for Meeting on 29th June 2009
1. Completed MATTERS FROM MINUTES
Auditors Reports (30 March 09) Draft action plan reviewed at meeting on 11 May. Backup of spreadsheet sent to TP
Ownership and Maintenance of
Contract of Employment (16 February 09) - Photocopy of contract of employment signed
S106 Money (10 Mar 08) BACS transfer statement received from Wiltshire Council
Asset Register (11 May 09) - Asset register produced for review & approval at June meeting
Risk Assessment (11 May 09) - Risk assessment updated
Relationship/Partnership Agreement between Baydon Parish Council and the Allotment Association (9 Jun 08) Draft document produced
Allotment Tenancy Agreement (18 Feb 08) Draft document produced
Allotment Rules (18 Feb 08) Draft document produced
Employment Act 2008 (11 May 09) - Briefing note copied and circulated to Councillors
Barrier Tape & Pins (10 Mar 08) Purchased
Savings Account (27 October 08) - Cllr Tomkins & Cllr Prior have presented proof of address & identity at the building society
Equality Duties (11 May 09) - Leaflet in circulation
P46 Form (29 June 09) - Completed form returned to clerk
Chestnut Tree (29 June 09) - Broken tree branch removed by Cllr Tomkins
Financial Regulations (30 March 09) - Table of contents updated & document circulated
Community Cleansing Grant (29 June 09) - Application for grant of £350 submitted
2. ONGOING MATTERS
Allotment Tenancy Agreement (18 Feb 08) Document to be redrafted based on model tenancy agreement provided by NALC. Awaiting approval by Parish Council.
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. Revised draft document produced.
Removal of Mound on Parish Field (10 Mar 08) 3 quotes are required.
Parish Path Survey (10 Mar 08) -
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. 20/04/09 Action: TR
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. 20/04/09 Action: TR
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.
Relationship/Partnership Agreement between Baydon Parish Council and the Allotment Association (9 Jun 08) Draft document produced. To be agreed by Parish Council.
New Hedging for Parish Field (9 Jun 08) Quote for mixed hedging to be obtained.
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) Send letter requesting removal of bath (29 June 09)
Working Party to review Clerks Contract and Salary (27th October 08) Agreed 27th October that Cllrs Prior, Tomkins and Timms set up working group.
Correspondence Regarding the Allotments & Lane (27th October 08) 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.
Letter from Baydon Allotment Association (30 March 09) Send letter acknowledging comments (29 June 09)
Petty Cash (30 March 09) - Carry out review of petty cash book Action: TW/TR
Current Account (20 April 09) Third signatory for the RBS current account required following the resignation of Cllr Routledge.
Parish Calendar (11 May 09) - Calendar to be populated & reviewed for completeness Action: All (29 June 09)
Appropriation Notice (11 May 09) Notice to be placed in newspaper Action: TW (29 June 09)
Playground Notice (11 May 09) - Notice to be submitted for publication in Scene in Baydon Action: Cllr Prior (29 June 09)
Fireworks (29 June 09) - Provide Mr Dominy with a copy of insurance certificate.
Monthly Salary Payment (29 June 09) - Produce schedule for transition to direct monthly payment
Clerks Timesheet (29 June 09) Review & amend timesheet template Action: Clerk/Cllr Witt
Parish Improvement Grants Scheme (29 June 09) - Review improvement grant information and attend workshop as necessary Action: Cllr Witt
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.
Savings Account (27 October 08) Following resignation of Oliver Bond, third signatory for the savings account is required.
Parish Field To discuss the fence.