September 2002
Minutes of the Meeting of Chipperfield Parish Council, held in ‘The Upper Room’ at St. Paul’s Church extension, Chipperfield, on Monday 9 September 2002 at 8.00pm
PRESENT: Councillor DJ Nobbs (Chair). Councillor MD Joseph (Vice Chair). Councillors: J Carter, Mrs BA Berners-Price, Miss EA Holliday, RJH Neil, JDF Nichols, Mrs RV Wakeman; with J Pringle (Clerk) in attendance.
APOLOGIES FOR ABSENCE; None. All Members present.
Apologies for absence as an observer were received on behalf of Borough Councillor R Roberts due to attendance at a Borough Council Meeting.
72/02 THE MINUTES OF THE MEETING OF 8 JULY 2002: were approved and signed with one amendment -
under 60/02A item 3, attendance by Cllr Neil is deleted.
73/02 REPORTS FROM THE CLERK ON BEHALF OF COMMITTEES :
A) FINANCE & GENERAL PURPOSES
See Report No 044/02 from Clerk, items 1 - 14
1. With Reference to item 3: ‘Hertfordshire’s Village of the Year Competition 2002’
Cllr Nobbs reported:
He attended the presentations at County Hall on 5 September 2002.
Redbourn were the overall winners and move on to compete in the Regional Round.
Chipperfield gained first place in the Business Category and were presented with a handsome Plaque, a Cheque for £50 and a framed Certificate.
Cllr Nobbs showed the prizes to the Council Meeting.
RESOLVED:
The Village Hall be invited to display the Plaque and Certificate.
Utilisation of the £50 award to be referred to Committee.
2. With reference to item 4: ‘The Village Chest’ see APPENDIX ‘B’ item 3
Cllr Nobbs reported:
It will be six weeks from now at the very earliest for a decision by the Charity Commission.
3. With reference to item 5: DBC ‘Cultural Strategy’ see APPENDI X ‘B’ item 1
RESOLVED:
Recommendations of Committee are adopted.
4. With reference to item 6: DBC ‘Draft Dacorum Compact with the Voluntary and Community Sector’ see APPENDIX ‘B’ item 2
RESOLVED:
Recommendations of Committee are adopted.
5. With reference to item 8: ‘Community Safety’ (Hertfordshire Constabulary) see APPENDI X ‘B’ item 4
RESOLVED:
Recommendations of Committee are adopted.
6. With reference to item 9: DBC ‘Contaminated Land Survey’ Data dating back to 1878, Questionnaire
Cllr Nobbs reported:
In liaison with Cllr Holliday, additions to last questionnaire survey 14 years ago are now drafted to the Clerk.
RESOLVED:
Clerk to make fair copy and send to DBC.
7. With reference to item 12: ‘Kings Langley Community Sport’, Questionnaire
RESOLVED:
Cllr Holliday will supply list of activities extracted from Chipperfield News.
8. With reference to item 13: ‘The Gazette’ proposal for publication of Full Minutes to be received within one week of a meeting
RESOLVED:
Clerk to advise The Gazette that it would be unrealistic to publish full minutes which typically run to 8 pages and which need to be read in conjunction with the Reports of similar length. Council would advise a ‘phone call to Clerk after a meeting for news of items of interest.
9. With reference to item 14: Unsolicited donation of £25 from ‘Chipperfield Afternoon WI’ towards restoration of Cross on War Memorial
RESOLVED:
A letter of thanks to be sent and advising of progress made towards the restoration.
Chipperfield News to consider inviting other organisations or individuals to follow this example.
DECLARATION OF INTEREST: Cllr Nichols declared a non-pecuniary interest in the matter and took no part in the proceedings.
B) HIGHWAYS & ROAD SAFETY & PUBLIC TRANSPORT
See Report No 045/02 from Clerk, items 1 - 5
1. With reference to item 1: Absence of Road Markings or Temporary Warning Signs at Chapel Croft and Chapel Croft/Tower Hill X-Roads following Highway Patching & Surface Dressing
The Clerk reported:
He is advised by Dacorum Area Office Highway Engineer that it has emerged that this is a countywide problem to which they are seeking a solution.
RESOLVED:
In addition to CPC Clerk pressure already put on the Highway Authority, C.Cllr Mrs Anderson to be asked for assistance.
2. With reference to item 2: Broken Surface to Service Road/Track fronting 7 Nunfield
RESOLVED:
Clerk to report to appropriate authority.
3. With reference to item 3: Proposed erection of Bollards fronting ‘The Two Brewers’
In absence of progress in the matter, Council considered further exacerbation of the problem by delivery lorries.
RESOLVED:
The current acting Manager to be advised of the problem.
4. With reference to item 4: The Countryside Agency ‘Parish Transport Grant - Advisory Day’ 4 November 2002
RESOLVED:
Clerk to reply that attendance at Ely is unrealistic, and decline invitation.
5. AT THE DISCRETION OF THE CHAIRMAN, THE MEETING WAS SUSPENDED TO ALLOW A MEMBER OF THE PUBLIC TO BRIEFLY SPEAK TO THE MEETING ON A MATTER OF CONCERN
This related to pedestrian safety and the lack of footway provision between The Dell and near to Tower Hill cross-roads.
6. THE MEETING WAS RE-CONVENED
C) OPEN SPACES & FOOTPATHS
See Report No 046/02 from Clerk, items 1 - 5
1. With reference to item 1: DBC ‘Offer of one Bench Seat with Engraved Inscription, per Local Council, to commemorate Queen’s Golden Jubilee’. Acceptance and advice of site invited
Cllr Holliday reported:
The open spaces of Chipperfield Common seem already well provided and at full capacity. However, a seat for public use and just within St Paul’s Churchyard, approach to new extension, is beyond repair and should be replaced. This would seem an ideal site.
Cllr Nobbs reported:
He is advised this would be approved by the Church.
RESOLVED:
Clerk to advise DBC (Mike Kember).
2. With reference to item 2: Dog Fouling/New supply of Dog Gloves
Cllr Holliday reported:
‘Dog Gloves’ from the newly installed dispensers are proving well utilised and we are only just keeping ahead of demand. She is investigating sponsorship of supply by veterinary practices to provide gloves with their overprinted advertisement. Residents report a noticeable improvement to conditions on Chipperfield Common since introduction of the dispensers. Advisory notices are proposed at approach to Public Footpaths and Bridleways.
RESOLVED:
Actions taken by Cllr Holliday and Clerk, are endorsed.
3. With reference to item 4: Open Spaces & Footpaths Committee Meeting, 5 September 2002
Cllr Holliday reported:
Committee agreed to confine the Agenda to matters relating to Chipperfield Common, including matters raised in Cllr Nichols ‘Area Reports’. It was agreed that most matters in the Area Reports had already been addressed. A list of outstanding and new items for action was agreed.
NOTES OF MEETING WILL BE SUBMITTED TO COUNCIL
D) ALLOTMENTS
See Report No 047/02 from Clerk, item 1 only
1. With reference to item 1: Verbal report from Committee Chair
Cllr Holiday reported: nothing of significance to report.
E) PLANNING
See Report No 048/02 from Clerk, items 1 - 7
1. With reference to item 1: HCC ‘Public Consultation on Structure Plan Alterations’, Consultation period ends 30 September. Please see APPENDIX ‘C’ item 1
RESOLVED:
Recommendations of Committee are adopted.
2. With reference to item 7: DBC Notices of Planning. Please see APPENDIX ‘X’
Cllr Nobbs reported:
With reference to planning application 4/01331/02/FUL, Chipperfield Garage, Extension to Car Wash. He understands that the DBC Planning Case Officer intends to hold a meeting with nearby residents.
74/02 REPORTS FROM REPRESENTATIVES:
A) YOUTH CLUB
Cllr Nichols reported:
The leaders of the Intermediate Group have now left the village.
C) SCHOOL GOVERNOR
Cllr Mrs Wakeman supplied a full written report to this meeting. Please refer to APPENDIX ‘D’.
E) CHIPPERFIELD NEWS
Cllr Holliday reported:
Bill Yates is retiring as Advertising Manager. So far, a replacement has not been forthcoming. This is a looming crisis for Chipperfield News.
G) VILLAGE DESIGN STATEMENT SUB-COMMITTEE
Cllr Nobbs reported:
The colour illustrated version of the Village Design Statement is now at the printers.
Distribution of a free copy to every household in Chipperfield is being negotiated for circulation with October edition of Chipperfield News.
A final meeting of the sub-committee is to be scheduled to wind up business and agree a discounted sale price of copies to nearby households and a full price for those fully outside the village.
Although not itemised in the Agenda, Cllr Nobbs sought the views of Council.
COUNCIL RECOMMENDED:
Determination of sale prices is delegated to the Sub-committee; to be ratified at next meeting of Council. Council suggest a sale price in region of £5 for purchases from beyond the village but perhaps with a discount for households on the periphery of the Parish Boundary.
75/02 CORRESPONDENCE
See Report No 049/02 from Clerk, 1 item only
1. With reference to item 1: Monthly Information Pack
The Clerk reported:
The pack from the September Meeting of Council is now in circulation.
76/02 REPORT OF THE CLERK
The Clerk reported he had nothing further to add to his published reports.
77/02 PAYMENTS DUE,
INTERIM PAYMENTS MADE & INTERIM INCOME RECEIVED
See Report No 050/02 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.
78/02 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 and conditions relating to employees.
PART 2
79/02 TO CONSIDER AND APPROVE APPOINTMENT OF INTERNAL AUDITOR
80/02 TO CONSIDER IN OUTLINE A REVIEW OF EMPLOYEE SALARIES
81/02 TO CONSIDER IN OUTLINE THE EMPLOYMENT OF A TRAINEE VILLAGE WARDEN OR RELIEF WARDEN
82/02 TO CONSIDER AN APPLICATION FOR GRANT AID FROM OUTSIDE THE CIVIL PARISH
83/02 TO RATIFY ACTION TAKEN, WITH FINANCIAL IMPLICATIONS, IN CONNECTION WITH SAFETY ASPECTS OF THE VILLAGE CLOCK
84/02 TO RATIFY ACTION TAKEN, WITH FINANCIAL IMPLICATIONS, IN CONNECTION WITH VIRUS PROTECTION OF CPC COMPUTER
Part 2, see pages 7 & 8.
Part 1 Meeting closed 9.35pm
Part 2 Meeting closed 10.10pm
DATE OF NEXT MEETING - Monday 14 October 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
79/02 TO CONSIDER AND APPROVE APPOINTMENT OF INTERNAL AUDITOR
1. The Clerk reported:
This matter was fully discussed at the Parish Council Meeting of 8 July 2002 (Minutes 60/02 A, item 1). A decision was deferred pending clarification by the External Auditor. From Clerk’s discussions with the auditor is now clear that in the now due Annual Return for year ended 31 March 2002, a statement has to be made as to who has been appointed for the current year, or an explanation as to why this has not been done. It is recognised that as the new regulations are still in draft form it is unreasonable to make a retrospective appointment for year to 31 March 2002, but as we are now 6 months into the next year then some action is anticipated.
RESOLVED:
Mr SR Goble of SR Goble Accountancy Services, Tring, is appointed Internal Auditor for financial year 2002/03 in the agreed sum of £150 + VAT.
80/02 TO CONSIDER IN OUTLINE A REVIEW OF EMPLOYEE SALARIES
This relates to the hourly rate paid to the Village Warden (and the Common Ranger).
The Clerk reported:
The post of Village Warden is vacant.
In discussion with Cllr Holliday - Chair of Open Spaces Committee, we are firmly of the view that to stand any chance of success when advertising it would be wise in advance to review our present non-competitive rate of pay.
The Clerk quoted the current rate of pay and compared it with the statutory rate, DBC rate, and typical rate in the private sector.
RESOLVED:
A) Before an advertisement is placed F&GP Committee are delegated and authorised to set revised rates of pay for the Village Warden and Common Ranger.
B) Mr Michael Horne can be considered as an applicant.
81/02 TO CONSIDER IN OUTLINE THE EMPLOYMENT OF A TRAINEE VILLAGE WARDEN OR RELIEF WARDEN
1. The Clerk reported:
He has received enquiries on behalf of a school leaver with work experience in ground maintenance and operation of machinery but too young to hold a car driving licence. Council may wish to consider such a person as a standby for some of the Village Warden duties, pending a full appointment.
RESOLVED:
Clerk is authorised to employ such a person in circumstances outlined.
82/02 TO CONSIDER AN APPLICATION FOR GRANT AID FROM OUTSIDE THE CIVIL PARISH
This relates to an application letter dated 22 July 2002 on behalf of the ‘Jasmine Safety Track Trust’ and concerning works to their horse track in Sarratt and entirely outside the Parish Boundary of Chipperfield
Please refer to APPENDIX ‘A’ item 2
1. RESOLVED:
Recommendations of Committee are adopted. Grant aid is declined.
83/02 TO RATIFY ACTION TAKEN, WITH FINANCIAL IMPLICATIONS, IN CONNECTION WITH SAFETY ASPECTS OF THE VILLAGE CLOCK
1. The Clerk reported:
Following the annual service of the clock (April 2002) by Smith of Derby a verbal report was much later received from the owners of 4 Old School Cottages that the engineer considered the access gantry attached to their property to be in dangerous condition. No mention was made in the written report following service and no previous written or verbal reports have pointed to this concern.
In view of current Health & Safety Legislation, relevant Insurance cover held by Council, and Council’s obligation to carry out Risk Assessment the Clerk considered it urgent for an assessment to be made. Clerk consulted through Cllr Nobbs with F&GP Committee who agreed to an urgent survey being carried out by Proffitt & Holt in the agreed sum of £300 net of VAT. The Clerk verbally placed an order in these terms and is confirmed by P&H in letter of 3 September 2002.
RESOLVED:
Action of the Clerk and Committee is endorsed.
84/02 TO RATIFY ACTION TAKEN, WITH FINANCIAL IMPLICATIONS, IN CONNECTION WITH VIRUS PROTECTION OF CPC COMPUTER
1. The Clerk reported:
Following serious complete failure of Council’s computer an urgent replacement was installed 9 August 2002 and installation of top of range ‘Sophos’ virus protection advised at the same time - cost £100 annual fee. Cost of separate call out for consultant is £80 ignoring works required in instance of virus infection - now a common threat. Clerk consulted with Chairman and F&GP approval given.
RESOLVED:
Action of the Clerk and Committee is endorsed.