Agm 2002
Minutes of the Annual General Meeting of Chipperfield Parish Council, held in ‘The Upper Room’ at St. Paul’s Church extension, Chipperfield, on Monday 13 May 2002 at 8.00pm
PRESENT: Councillor DJ Nobbs (Chair). Councillor MD Joseph (Vice Chair). Councillors: J Carter, Miss EA Holliday, JDF Nichols; with J Pringle (Clerk) in attendance.
33/02 ELECTION OF THE CHAIRMAN OF CHIPPERFIELD PARISH COUNCIL FOR YEAR 2002/2003 AND SIGNATURE OF ‘DECLARATION OF ACCEPTANCE OF OFFICE’
RESOLVED:
Cllr DJ Nobbs is elected Chairman,
Proposed: Cllr Joseph
Seconded: Cllrs Holliday and Nichols
Cllr Nobbs then signed in Council a ‘Declaration of Acceptance of Office’ and ‘Undertaking to Observe Code of Conduct’.
34/02 APOLOGIES FOR ABSENCE; were received on behalf of Cllrs BA Berners-Price, RV Wakeman, RJH Neil.
35/02 THE MINUTES OF THE MEETING OF 11 MARCH 2002: were approved and signed.
36/02 ELECTION OF VICE CHAIRMAN FOR 2002/2003
RESOLVED:
Cllr MD Joseph is elected Vice-Chairman,
Proposed: Cllr Nobbs
Seconded: Cllr Holliday.
37/02 APPOINTMENT OF COMMITTEES FOR 2002/2003
1. RESOLVED:
Committee membership to remain as for 2001/2002
38/02 APPOINTMENT OF REPRESENTATIVES FOR 2002/2003
1. RESOLVED:
Representatives remain as for 2001/2002 except that Cllr Holliday will replace Cllr Joseph as Chipperfield News Representative.
39/02 TO AGREE DATES OF THE MEETINGS FOR YEAR 2002/2003
1. RESOLVED:
Future ‘Full Meetings’ of the Parish Council for year 2002/2003 will be held on Monday -
10 June, 8 July, 9 September, 14 October, 11 November, 9 December 2002
&
13 January, 10 February, 10 March 2003.
The Annual General Meeting of Council for year 2003/2004 will be held Monday 14 May 2003.
The Annual Parish Meeting will be held Monday 14 April 2003.
40/02 REPORTS FROM THE CLERK ON BEHALF OF COMMITTEES :
A) FINANCE & GENERAL PURPOSES
See Report No 023/02 from Clerk, items 1 - 13
1. With reference to item 1: Hertfordshire’s Village of the Year Competition 2002, 1st stage judging in Chipperfield (‘Environment Category’) Thursday 16 May 2002
Cllr Nobbs reported;
He is advised that the inspection of the environment by the judging panel will last approximately 1 hour and they wish to be accompanied. He has named himself and Cllr Holliday as guides to the tour.
RESOLVED:
Approved.
Cllr Nichols arrived 8.12 pm
2. With reference to item 3: Police Response to Parish Council Concern on Spate of Vandalism in the Village (Reply dated 28 March 2002) from Inspector Fogarty. Refer to Appendix ‘A’ item 2
RESOLVED:
The Clerk to invite Mr David Loader - Community Safety Co-ordinator at DBC, to address one of the next two full meetings of the Parish Council.
3. With reference to item 5: ‘The Parish Councils (Model Code of Conduct) Order 2001 No. 3576’
Cllr Nobbs reported:
He wished to publicly thank the Clerk for his speedy action in progressing matters relating to the new code.
4. With reference to item 6: To approve a location for public inspection of Members ‘Financial and Other Interests’, and ‘Code of Conduct’ as adopted by Council
Cllr Holliday reported:
She has discussed the matter with Kings Langley Library staff who are willing to hold these documents for public inspection, subject to formal approval by the District Manager. They already are supplied with and hold copies of the Parish Council minutes for public inspection.
RESOLVED:
In addition to fair copy being lodged with the Monitoring Officer/Solicitor at DBC
A) Council approve Kings Langley Public Library as the most appropriate site for lodging copies for inspection by the Chipperfield electorate. Agreement to this is awaited from their District Manager.
B) In the event that Kings Langley Public Library decline to hold copies, the Clerk to consult with Kings Langley Parish Council as an alternative site.
5. With reference to item 7: The Standards Board for England/Model Code of Conduct/Video “The Code to protect you”
RESOLVED:
Cllr Nobbs to circulate to Members of Council.
6. With reference to items 8A-8E: Review of Parish Council procedures/Forthcoming Outstanding Matters/proposed by Cllr Nichols
RESOLVED:
1. Committee to review Standing Orders. (refers to item 8A)
2. Clerk to submit to an early future Meeting of Council matters raised by the electorate at the 8 April 2002 Annual Parish Meeting. (refers to item 8B)
3. Chairman to report to Council outcome of recent consultations on future capacity of St Paul’s Church graveyard. (refers to item 8C)
4. Committee to review procedures for public notice of all committee meetings, venues, publication of Minutes, financial implications. (refers to item 8D)
5. Committee/Clerk to submit final accounts relating to publication and sale of ‘Chipperfield within Living Memory’ and any plans for a re-print. (refers to item 8E).
7. With reference to item 13: Hertfordshire Police Authority, ‘Best Value Review, May 2002’/Questionnaare RSVP by 27 May 2002
RESOLVED:
Committee delegated to draft response for return by the Clerk.
Other Matters
8. Cllr Nobbs proposed that as an urgent matter of business, the following matter be discussed:
Presentation of ‘Jubilee Mugs’, free of charge, to all children being educated in Chipperfield i.e. St Paul’s School and Chipperfield Playgroup (Refer to Minutes of 11 February 2002, 09/02 item 3.2)
RESOLVED:
Approved.
Cllr Nobbs reported:
400 Mugs have been ordered at cost £916.32 inc VAT and delivery expected 16 May. Approximately 250 mugs will be presented to children. This leaves approximately 150 mugs for sale within the Village. Council is asked to set a price for sale of mugs. RESOLVED:
Council delegate to Committee a sale price of between £3 to £4. This should return approximately 50% of expenditure.
B) HIGHWAYS & ROAD SAFETY & PUBLIC TRANSPORT
See Report No 024/02 from Clerk, items 1 - 2
1. With reference to item 1: Improved Traffic Safety at Tower Hill, Dunny Lane X-Roads/Report from District Highway Engineer
RESOLVED:
A) Council request the District Highway Engineer to place an order for a Ranking Exercise.
B) Council maintain their request for installation of corrugated road surfaces as presently on trial in Hampshire.
C) The District Highway Engineer to be invited to address a future Meeting of the Parish Council.
C) OPEN SPACES & FOOTPATHS
See Report No 025/02 from Clerk, items 1 - 4
1. With reference to item 3: Restoration of Cross on Chipperfield War Memorial
Cllr Holliday reported:
Following a site visit by P.Brant & Sons Ltd a verbal estimate of £560 + VAT for replacement of the Cross plus an estimated cost of £200 - £250 for erection of scaffolding, has been received.
RESOLVED:
A) Council in principle approve the verbal estimate, but to await written estimate.
B) Committee then to pursue sources of Grant Aid.
C) The Clerk to write inviting the local branch of the British Legion to contribute towards costs.
D) ALLOTMENTS
See Report No 026/02 from Clerk, items 1- 2
1. With reference to item 1: 16 April 2002, Annual Meeting of Allotment Tenants
Cllr Holliday reported:
The meeting was attended by approximately 12 of 23 Allotment Tenants.
Proposal for part surfacing of first section of Centre Path with roadstone was approved; funding to be from Allotments Reserve Account (National Savings Account).
Improved security by planting of unfriendly shrubs around the boundary was approved.
A disused shed currently invaded and used as a drinking/smoking parlour should be secured and used by Parish Council for storage of non valuable items such as fencing posts.
E) PLANNING
See Report No 027/02 from Clerk, items 1 - 3
1. With reference to item 1: DBC Notices of Planning
The Clerk verbally reported on planning applications received and recommendations made to the Borough Council.
41/02 REPORTS FROM REPRESENTATIVES:
A) YOUTH CLUB
Cllr Nichols reported:
The Junior Section is thriving with a membership of between 35 - 45.
Leaders of the Intermediate Section have expressed an intention to retire.
Proposals for rebuilding of premises under ‘SPLAT’ are “dragging on”.
C) SCHOOL GOVERNOR
Cllr Nobbs read to the meeting a report forwarded from Cllr Wakeman:
At the last meeting of Governors it was stated that Hertfordshire County Council have decided that the proposed extension must be 60sq metres. The cost will be approximately £216K. The architect considers this unrealistically low and expects tenders will come back a few thousand pounds above this figure. It is hoped that work will commence September/October 2002 although this may overrun to as late as January 2003.
There is still considerable confusion over the outcome of the latest Schools Admission Policy.
G) VILLAGE DESIGN STATEMENT SUB-COMMITTEE
Cllr Nobbs reported:
Problems are being experienced in production of the Chipperfield Parish Council illustrated version of the DBC approved Design Statement. One corrupted file has been received regarding the Village Map. When the problem has been resolved a Draft will be circulated to Committee.
42/02 CORRESPONDENCE
See Report No 028/02 from Clerk, 1 item only
43/02 REPORT OF THE CLERK
The Clerk reported:
He had nothing further to add to his published reports to Council.
44/02 PAYMENTS DUE,
INTERIM PAYMENTS MADE & INTERIM INCOME RECEIVED
See Report No 029/02 from Clerk
1. RESOLVED:
A) Payment of all items listed is approved. Payment cheques now to be signed in Council.
B) Interim payments made are noted.
C) Interim income received is noted.
45/02 EXCLUSION OF THE PUBLIC
To consider passing a resolution in the following terms:
Under item 61 of Standing Orders 'That in view of the special nature of the business about to be transacted, it is advisable in the public interest that the public be temporarily excluded and they are instructed to withdraw'.
If members of the public were present during these items there would be disclosure to them of exempt information relating to proposed expenditure and legal negotiations.
PART 2
46/02 NOMINATION OF ‘VILLAGE CHEST’ TRUSTEES FOR TRANSITORY PERIOD.
47/02 TO CONSIDER AN APPLICATION FOR GRANT AID FROM AN EXTERNAL ORGANISATION
48/02 TO CONSIDER AN APPLICATION FOR GRANT AID IN CONNECTION WITH THE VILLAGE ‘QUEEN’S GOLDEN JUBILEE’ CELEBRATIONS.
See page 7 onwards
Part 1 Meeting closed 9.31 pm
Part 2 Meeting closed 9.46 pm
DATE OF NEXT MEETING - Monday 10 June 2002.
Reports from Committees and Items for the Agenda to be received by the Clerk at least 7 days prior to this next meeting of Council.