Appendix A – Clerk’s Report for Meeting on 1st December 2008

 

1.          Completed MATTERS FROM MINUTES

Replacement Litter Bin for outside School Paddock (9 Jun ’08) – Installed.

Broken Light on Finches Lane (10 Jun ’08) – Repaired.

Administration Policy (7 Jul ’08) –  Version 1 approved by Parish Council on 27 October, subject to changes regarding correspondence.

Representative on the Marlborough Community Area Strategic Partnership (29 Sept ’08) – Agreed no representative at this time.

Christmas tree lights (29 Sept ’08) – New lights purchased.

Rural Communities Survey (27 Oct ’08) – Submitted by Cllr Timms on behalf of BPC.

Rights of Way (27 Oct ’08) – Details of important routes sent to WCC        

The Making and Enforcement of Byelaws Consultation (27 Oct ’08) – Response sent.

Planning Application K/59611/F – Response sent to KDC.

 

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 Willow Lane (18 Feb ’08) - The solicitor from Withy King has advised that it will only be possible to ascertain the ownership of this land if title is registered. The cost of doing this would be minimal-Land Reg charge a fee of about £10. If it is unregistered, it might be possible to find out by examining the Parish Council's older deeds and/or making local enquiries. A recommended budget figure for this work is £100. He has requested a formal instruction from the Parish Council giving a full briefing of the concerns so as to avoid any misunderstanding.

 

He has also advised that the only papers destroyed from the file would be the correspondence and draft documents. All documents of any lasting value would be placed with the deeds packet in safe fireproof storage and without charge. This is standard practice for solicitors and is set out their terms of business.

 

Traffic Calming Working Group (10 Mar ’08) – At meeting on 18 August the Parish Council agreed a new deadline of 24 November. New deadline needs to be agreed. See current agenda.

 

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

 

S106 Money (10 Mar ’08) – KDC will require a proposal for a suitable project before they release funds. At meeting on 7th July, Steve Webb from Baydon Resource Group (BRG) said that he would be happy to meet with a representative from the Parish Council to discuss the proposal for a play area in the village. No meeting has taken place yet. Recommend that this discussion with BRG is progressed. The Parish Council runs the risk of losing the money at the end of March 2009 when the new Unitary Authority is formed.

 

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

 

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.

 

BYPA Hall Fees (7 Apr ’08) – The Parish Council owe money for hall hire, however no invoice has been raised by the BYPA. Money has been ring fenced in the account to allow for this cost. 

 

Aldbourne Road Development (19 May ’08) – KDC have confirmed that the play area will be equipped.

 

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.

 

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

 

Review of Parish Council Risk Assessment (7 Jul ’08) – Deferred at meeting on 21st July.

 

Revised Standing Orders (7 Jul ’08) – Revised standing orders still under development

 

Letters from School regarding paddock (1 Sept ‘08) – Meeting held with School Governors on 29th September. Awaiting feedback on draft notice/letter.

 

Trees Chopped Down by Sodexho (1 Sept ’08) – Letter sent to Sodexho advising that Parish Council expects them to replace trees.

 

Affidavits (29 Sept ’08) – Cllr Prior met with Enid Johnson on 4th 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.

 

Vehicles on Parish Field (29 Sept ’08) – Draft notices have been produced (OB).

 

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

 

Neighbourhood Watch Scheme (29 Sept ’08) – Agreed 27th Oct that a notice be put in Scene in Baydon (OB).

 

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

 

Corrrespondence Regarding the Allotments & Lane (27th October) – Reply to be sent.

 

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 1st September and the end of February. Consequently only the overhanging branches were removed by Mr & Mrs Richardson from the Baydon Allotment Association. 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.

 

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 Bond, Tomkins and Prior to be the signatories for the new savings account.

 

Current Account (27 October ’08) – Cllr Bond to be third signatory for the RBS current account.

 

4.        PAYMENTS MADE BETWEEN MEETINGS

Invoice from Melba Swintex for £74.85 in payment for litter bin. Cheque made payable to HSBC Invoice Finance (UK) Ltd. Original cheque has been cancelled.

Invoice from the Society of Local Council Clerks for £52.88, ref. clerk’s attendance at the regional conference.

Invoice from Baydon PO & Stores for £130.07 for Christmas tree lights.

Click here to return to the Homepage