July 2002
Minutes of the Meeting of Chipperfield Parish Council, held in ‘The Hall’ at St. Paul’s Church extension, Chipperfield, on Monday 8 July 2002 at 8.00pm
Before commencement of the official Agenda, Mr David Loader - Community Safety Co-ordinator, talked at 8.00pm with Council and members of the public on the subject of Crime, Vandalism and Anti-social behaviour as it relates to the village.
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PRESENT: Councillor DJ Nobbs (Chair). Councillor MD Joseph (Vice Chair). Councillors: J Carter, Miss EA Holliday, RJH Neil, JDF Nichols, Mrs RV Wakeman; with J Pringle (Clerk) in attendance.
APOLOGIES FOR ABSENCE; were submitted on behalf of Cllr Mrs BA Berners-Price.
59/02 THE MINUTES OF THE MEETING OF 10 June 2002: were approved and signed.
60/02 REPORTS FROM THE CLERK ON BEHALF OF COMMITTEES :
A) FINANCE & GENERAL PURPOSES
See Report No 037/02 from Clerk, items 1 - 9
1. With Reference to item 1: Review of Parish Council procedures etc/F&GP Committee Meeting 26 June 2002. (Refer also to APPENDIX ‘A’ items 1 - 8)
1.1 With reference to item 4: To Consider the Appointment of ‘Internal Auditor’
The Clerk reported:
He has the provisional agreement of an unqualified but highly experienced full time accountant, independent of connections in Chipperfield, and with good knowledge of Local Council accounting and Audit. To find a similar independent person from within the village may prove difficult. It is understood that the Borough Council are prepared, on a trial period, to act as Internal Auditor but the Clerk considers this to be a situation best avoided on grounds of one tier of Government acting internally for the lower tier. There are strong links between the Parish and Borough Council with regard to budget provision and expenditure, and in many other aspects. Draft regulations require a competent but not necessarily qualified Independent Internal Auditor.
Cllr Nobbs reported:
The new Audit Regulations are still in the draft stage. He recommends Council await a final version.
RESOLVED:
A) Members of Council to explore suitable alternative persons for this position and report to next meeting of Council.
B) Council defer a decision until clarification is obtained from the External Auditor.
1.2 With Reference to item 5: Affordable Housing. Refer also to APPENDIX ‘E’ RESOLVED:
Action of Committee Chairman is endorsed.
1.3 With Reference to item 7: Review of Standing Orders
Cllr Nobbs reported:
Standing Orders adopted by Council 14 December 1998, with one addition at 12 March 2001, were based on NALC (National Association of Local Councils) guidelines. These are now out of date especially with regard to ‘Declaration of Interests’.
RESOLVED:
Committee to review Standing Orders with draft proposals to a future Meeting of Council.
1.4 With Reference to items 8 A-D: Public Notice of all CPC Committee Meetings/Hire of premises/Publication of Minutes/Employment of Secretary/Budget implications RESOLVED:
Recommendations of Committee are adopted with the exception that at (C) the proposal that “a secretary would need to be employed” is rejected.
2. With reference to item 2: DTLR Consultation Paper
RESOLVED:
The basis of the Paper seems reasonable. No response to be sent.
3. With reference to item 3: Hertfordshire’s Village of the Year Competition 2002/Final stage judging for Chipperfield 9 July 2002 Baptist Church Hall
Cllr Nobbs reported:
The event was very well supported with representation from village organisations. Also, Cllrs Nobbs, Neil, Wakeman and Holliday attended. We await the final outcome.
4. With reference to item 7: ‘Section 17 of the Crime and Disorder Act 1998’
Cllr Holliday reported:
The demands on a Parish Council to collate all crime information seems totally impracticable.
5. With reference to item 9: ‘The Village Chest’
Cllr Nobbs reported:
Council at its Meeting of 13 May 2002 nominated 3 Trustees [Minutes 46/02] and the Charity Commission were so advised. Council have now received official confirmation that they may appoint 3 Trustees. It would seem expedient to re-confirm the appointments.
RESOLVED:
Cllr Nobbs, Cllr Nichols, and Mr Tony Briselden are appointed Trustees.
B) HIGHWAYS & ROAD SAFETY & PUBLIC TRANSPORT
See Report No 038/02 from Clerk, 1 item only
C) OPEN SPACES & FOOTPATHS
See Report No 039/02 from Clerk, items 1 - 3
D) ALLOTMENTS
See Report No 040/02 from Clerk, items 1 - 2
1. With reference to item 1: A heavy duty machine has been hired and vacant plots cleared by Village Warden as far as possible
Cllr Holliday reported:
She has discussed with farmer Mr John Saunders levelling and clearing in the autumn of the more problematic plots.
E) PLANNING
See Report No 041/02 from Clerk, 1 item only
1. With reference to item 1: DBC Notices of Planning
Cllr Nobbs read to the meeting planning applications considered by Committee, and recommendations made to the Borough Council, since the last meeting of Council.
Cllr Nobbs also reported that proposals for mineral extraction at Bucks Hill have been deferred by the County Council.
61/02 REPORTS FROM REPRESENTATIVES:
A) YOUTH CLUB
Cllr Nichols reported that Leaders of the Intermediate Group are standing down.
B) VILLAGE HALL
Refer to APPENDIX ‘B’:
Minutes of the 19th Annual General Meeting, and Minutes of the 87th Meeting of The Management Committee.
C) SCHOOL GOVERNOR
Cllr Wakeman reported that the next meeting of Governors is scheduled for Wednesday this week
G) VILLAGE DESIGN STATEMENT SUB-COMMITTEE
Cllr Nobbs showed to Council the coloured illustrated Draft Version of the Village Design Statement which has now been approved by Dacorum Borough Council.
[Refer also to Agenda Part 2, item 6]
62/02 CORRESPONDENCE
See Report No 042/02 from Clerk, 1 item only
63/02 REPORT OF THE CLERK
The Clerk wished all Members an enjoyable recess and holiday.
64/02 PAYMENTS DUE,
INTERIM PAYMENTS MADE & INTERIM INCOME RECEIVED
See Report No 043/02 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. Income of £6 attributed to payment for Jubilee Mugs is now identified as Allotment rent.
65/02 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 by Council, Employee appointment, and Approval of Annual Accounts.
PART 2
66/02 TO CONSIDER APPOINTMENT OF A RELIEF WORKER
67/02 RESTORATION OF CROSS ON CHIPPERFIELD WAR MEMORIAL. GRANT APPLICATION.
68/02 TO CONSIDER AND APPROVE THE ANNUAL ACCOUNTS AND STATEMENTS FOR FINANCIAL YEAR 2001/2002
69/02 TO CONSIDER SUPPORT FOR A GRANT APPLICATION BY A LOCAL ORGANISATION
70/02 TO CONSIDER AND APPROVE PURCHASE OF AN ITEM OF EQUIPMENT RELATING TO COLLECTION AND DISPOSAL OF LITTER
71/02 TO CONSIDER AND APPROVE EXPENDITURE RELATING TO PUBLICATION OF THE ILLUSTRATED VILLAGE DESIGN STATEMENT
See pages 6 & 7
DATE OF NEXT MEETING - Monday 9 September 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
PART 2
66/02 TO CONSIDER APPOINTMENT OF A RELIEF WORKER
This relates to temporary measures to cover the vacancy of Village Warden
1. The Clerk reported:
Since the resignation of Michael Horne - Village Warden, effective from 29 June 2002, his wife Mrs Christine Horne has agreed to act as Relief Worker to cover basic essential duties such as litter clearing. She would for the time being be able to cover for 8hrs per week and at the current hourly pay rate. The current rate of pay has never been upgraded from a litter picking post.
RESOLVED:
Appointment of Christine Horne as temporary Relief Worker is approved.
67/02 RESTORATION OF CROSS ON CHIPPERFIELD WAR MEMORIAL. GRANT APPLICATION.
Cllr Holliday reported:
In full consultation with the Clerk and Chairman she has applied to English Heritage for Grant Aid from whom 2/3rd grant aid may be available for a Grade  Listed Memorial in a Conservation Area. 3 written quotes from contractors are required prior to consideration of the application She has contacted 7 stone masons but so far only received 1 written quote in sum of £910 Ex Vat from P. Brant & Sons Ltd who have been most efficient and attentive and site visited. Written quotes from 2 other contractors have been promised but not materialised.
Time is running short as it is the intention of Council to have restoration completed in time for Remembrance Sunday 10 November 2002.
To meet this deadline, Brant and Sons require the placing of an order with a deposit of £250 by 22 July.
English Heritage Committee next meet in September although there is some provision for consideration in the intervening holiday period. Retrospective Grant Applications will not be considered.
RESOLVED:
In the absence of receipt of 3 written quotations by end July, the Clerk is authorised to place the order and pay the deposit with Brant & Sons.
68/02 TO CONSIDER AND APPROVE THE ANNUAL ACCOUNTS AND STATEMENTS FOR FINANCIAL YEAR 2001/2002
1. With reference to APPENDIX ‘D’.
The Clerk presented to Council:
A) Extract from the Cashbook spreadsheets showing -
Detailed Monthly Income and Monthly Payments.
B) Year End division of Expenditure by Budget Headings.
C) Movement on Reserves and Reserves Totals.
D) Cash at Banks.
E) Year End Bank Reconciliation.
RESOLVED:
The Year End Bank Reconciliation is approved.
2. The Year End Bank Reconciliation was signed in Council.
69/02 TO CONSIDER SUPPORT FOR A GRANT APPLICATION BY A LOCAL ORGANISATION
1. This refers, see APPENDIX ’F’, to a request from Chipperfield Village Hall Committee for written support from Council in pursuit of Capital Grant application to Dacorum Borough Council.
2. Council considered a draft letter prepared by Richard Edwards - Village Hall Chairman.
3. RESOLVED:
A) Council fully support the Grant Application.
B) The Clerk to write to the Borough Council in the terms contained in the Draft.
70/02 TO CONSIDER AND APPROVE PURCHASE OF AN ITEM OF EQUIPMENT RELATING TO COLLECTION AND DISPOSAL OF LITTER
1. The Clerk reported:
Litter collected on a daily basis by both the Village Warden and Common Ranger is presently being stored in refuse sacks in the open just inside the Allotments Barrier and this is unpopular with tenants, unsightly and unhygienic.
Bags are often torn open by animals.
Cllr Holliday has obtained consent of the Village Hall for Council to place a Wheeled Refuse Bin alongside their own to be emptied by the Borough Council.
Mr Bowman at DBC Cleansing Department has agreed in principal to collection of the rubbish but has suggested that DBC place a concrete bin at the site. However no time scale has been given for this and the situation is urgent.
The Clerk has identified a supplier of a 1100 litre bin at cost £329 Ex VAT.
RESOLVED:
Should DBC fail to supply a bin point in the immediate future; the Clerk to investigate and order a refuse bin compatible with mechanical emptying by the Borough Council and at a price of £350 Ex VAT maximum.
71/02 TO CONSIDER AND APPROVE EXPENDITURE RELATING TO PUBLICATION OF THE ILLUSTRATED VILLAGE DESIGN STATEMENT
1. Refer to APPENDIX ‘G’.
2. RESOLVED:
The Internet quote of £1608.26 is approved.