Minutes of the meeting of Chipperfield Parish Council held in The Baptist Church meeting room,
The Street, Chipperfield on Monday 13th October 2008 at 8pm

Present Cllr Mrs S Sims (Vice-Chairman), Cllr Mrs S Fowler, Cllr Miss M Godwin, Cllr S Gruselle and
Cllr M Joseph, Cllr Nobbs and Cllr Mrs P Southworth

Also present Mrs J Deacon – Parish Clerk

Public Participation – Claire Covington, Landscape and Recreation Manager, DBC to assist with item 0262/08. WPC Sikora and PC Hennessey attended the meeting to report crime figures for September:-
Dwelling burglary 0 Burglary other 0 Theft from Motor Vehicle 1
Theft of Motor Vehicle 0 Damage 2 Other crimes (incl, drugs/harassment) 6
Robbery/assault 0 Nuisance 1 Street assault 0
It was reported an official warning had been issued to the occupant of a vehicle on the Common for possession of Cannabis, confirming that extra patrols have been taking place at the request of CPC. There had been a number of thefts of garden ornaments in Chipperfield and residents were advised to be vigilant. It reported after discussion with Herts County Council, PC Sikora secured information regarding the problems of parking in Alexandra Road. Clerk requested confirmation of this information in order to forward response to residents.

MINUTES

Clerk confirmed that due to the absence of the Chairman the Vice Chairman would act as Chairman for the purposes of this meeting.

0237/08CHAIRMAN’S ANNOUNCEMENTS
The Chairman announced details of the arrangements in case of fire or other events that might require the meeting room or building’s evacuation. Noted

0238/08 APOLOGIES FOR ABSENCE
Cllr Bradshaw by reason of holiday. Cllr Roberts may attend later due to a prior engagement. Accepted/Noted

0239/08 DECLARATION OF INTERESTS
Cllr Nobbs for item 0258/08 and 0270/08 allotments. All agreed

0240/08 MINUTES OF LAST MEETING
It was Resolved that the minutes of the meeting held on 8th September, were signed by the Chairman as a correct record.
Proposed Cllr Fowler, seconded Cllr Joseph All agreed

0241/08 REPORT FROM BOROUGH/COUNTY COUNCILLOR
Cllr Roberts reported that Herts County Council (HCC) did have substantial funds in the Icelandic Bank currently suffering financial problems, but HCC would not need to cut costs to cover this amount. He confirmed that DBC did not have fund in any Icelandic bank.

FINANCE AND GENERAL PURPOSE
0242/08 REPORT FROM WORKING GROUP CHAIRMAN
A brief report was given on the current issues (appendix 0242/08):-

0243/08 SPENDING VS BUDGET 2ND QTR RESULTS
Clerk circulated copies of the spending vs. budget papers for the 2ndt Qtr. Clerk confirmed the budget appears to be on target. It was to Resolved to accept the papers as an accurate record of expenditure All agreed

0244/08 RESERVE ACCOUNT MONIES
After discussion it was agreed that the CPC saving account currently with Scottish Widows, underwritten by Lloyds TSB, was felt to be secured as could be expected in the current financial climate and it was Resolved to keep the monies as a whole in Scottish Widows. All agreed

0245/08 CILCA PROGRAMME
Clerk confirmed that all 25 sections have now been completed, 4 sections currently being reviewed by HAPTC, the other 21 had already been reviewed and were subject to minor amendments. Clerk confirmed her intention to submit the portfolio on Monday 20th October, 3 weeks ahead of schedule. After discussion it was agreed to continue with the programme. All agreed

0246/08 VILLAGE CLOCK
Clerk reported that after the scheduled maintenance of the clock had taken place, a letter had been received from the contractor, stating that in order to comply with the Asbestos Act 2006, they were under a duty to protect their employees and we are required by law to undertake an inspection of the clock before the next maintenance, to ensure that either there is no asbestos or if found, where was It and what type. Clerk confirmed a quotation had been received to carry out the inspection at a cost of £250+ Vat + £128.25 + Vat for a hoist. It was Resolved to accept this quotation and have the work carried out during this financial year All agreed

0247/08 AMENDED COMPLAINTS PROCEDURE
It was reported that we had now received a copy of the DBC complaints policy and this needs to be reviewed in conjunction with our draft. It was confirmed therefore that this item would not be ready for adoption until the next meeting. Noted

PLANNING
0248/08 REPORT FROM WORKING GROUP CHAIRMAN
A brief report was given on the current issues (appendix 0248/08):-

0249/08 PLANNING APPLICATIONS & RESULTS
All of the following recommendations given by the Planning group were accepted by Full council.

04/01789/08/FUL 133 Scatterdells Lane, Chipperfield New underground basement and new
Velux rear windows
Chipperfield Parish Council supports this application.
Permission was previously granted for a replacement bungalow on this site, without a basement. As the proposal of the basement, which is relatively small and not visible at ground level, will not be detrimental to the area or neighbouring properties, we can see no objection. Similarly the velux windows at the rear, which replace the original plan to have them at the front, adds to our support of this application.

04/01756/08/FHA Brambles, The Common, Chipperfield Two storey rear extension and single storey
side/rear extension
Chipperfield Parish Council opposes this application
This is the latest in a number of applications seeking to extend and improve “Brambles. We approved the last of these 04/00217/08, but the application was refused on the grounds of size and design. The new architects have made further improvements, in that the views from the front and west are retained and the bulkiness of the rear extension is reduced, this we support.

However, we are concerned that the introduction of sliding doors at the rear, using painted timber and sliding steel, which the design and access statement suggests “adds a modern feature to the new part of the building”, are inappropriate to the original style of the property and are not in keeping with neighbouring properties.

04/01825/08/ADV Chipperfield Garage, Langley Road Replacement signage

Chipperfield Parish Council opposes this application.
These proposals for illuminated signage are considerably scaled down from those originally submitted, which we strongly opposed. We now need to consider what is a reasonable level of signage for a garage in a rural location. Although we feel that the garage name and dealership, signs B, C &D, are reasonable in size and layout, we are unhappy for the need of the Land Rover sign on the “mini tower” to shine out over the fields.

04/01887/08/TCA The Old Stores, The Common, Chipperfield Works to trees (info only)

04/02872/07/FUL Bradfield, Langley Road, Chipperfield Demolition of existing garage and external alterations to existing dwelling

Chipperfield Parish Council supports this application.
These amended plans for an application that we supported last year, have now introduced the construction of 2 new dwellings as semi-detached rather than as a stepped extension to “Bradfield”, although we prefer the previous layout as being “less run of the mill” we can see no objection to these proposals.

HIGHWAYS, ROAD SAFETY AND TRANSPORT
0250/08 REPORT FROM WORKING GROUP CHAIRMAN
A brief report was given on the current issues (appendix 0250/08):-

0251/08 ROADS REPORT
It was reported that due to complications in collating the individual information received from Councillors on the current state of the road allocated to them and because Highways have now completed some of the outstanding items, it means the report to date needs amending. Therefore the report would not be ready before November’s meeting. It was also agreed that in future the information would be gathered by 2 councillors to ensure consistency in collation of information All agreed

0252/08 VAS DUNNY LANE
Clerk confirmed a response had been received from Herts Highways, after our request for them to investigate another location in Dunny Lane to site the VAS. After consideration of their reply it was agreed to accept Highways recommendation that the original site be chosen. Clerk to inform residents through Chipperfield News. All agreed

OPEN SPACES AND ALLOTMENTS
0253/08 REPORT FROM WORKING GROUP CHAIRMAN
A brief report was given on the current issues (appendix 0253/08):-

0254/08 ADVERTISING THE COMMON
It was agreed that the issue of signage on the Common were two separate issues, 1) advertising and 2) warning notices, therefore residents continue to be reminded through the notice in Chipperfield News (Oct issue) that their advertisements may require planning permission and that the “Keep of the grass, no parking signs” next to the church would remain, as they are considered by the Council to be warning notices, not restricted by planning laws. However it was agreed that they would be renewed to ensure they look tidy. All agreed

0255/08 ADOPTION OF TELEPHONE KIOSK
It was reported that BT’s had offered all local authorities to either adopt a kiosk and remove the telephony system for £1 or sponsor a kiosk at the cost of £500+ vat per annum (contract for £15 years) as a suitable solution to their continued threat to remove kiosks across the country. Clerk reported that there were concerns that BT’s offer may be against Ofcom rules and that Parish Council may not have the power to these spend monies on this project. Clerk confirmed that in order to assist CPC, DBC had offered to allow our red kiosk on the Common to become a listed building. It was agreed to liaise with DBC and arrange for listed building status. All agreed
0256/08 PERMANENT NOTICES – FOX PROOF BINS
It was agreed that the wording on the permanent signs for the fox proof bins would be “All food waste and its packaging here, Thank you” It was Resolved to allow Clerk to spend monies to secure signs. All agreed

0257/08 REPAIR OF FINGERPOST SIGN
It was agreed to submit the quotation received, for the repair and reinstate the fingerpost, to the 3rd party insurance company. Clerk confirmed a personal interest, although not required, as she has personal knowledge of the contractor All agreed/Noted

0258/08 ALLOTMENT – CLEARANCE
Clerk confirmed that due to safety issues relating to rubbish collected by tenants, at the request of the Council, a skip was hired to remove same. It was Resolved to authorise retrospective spending of £160 +vat. Clerk confirmed that an allotment working party had cleared the rubbish, but there was still more rubbish. It was therefore Resolved to authorise payment of a further skip at £160 + vat All agreed

0259/08 P3 GRANT APPLICATION
Clerk confirmed that each year CPC are offered the opportunity of a grant from the Parish Paths Partnership to help ensure that our footpaths are in good order and assist in access to same. After discussion it was agreed to request funding to provide a new surface on the Jasmine track. Due to the adverse weather, maintenance of the path had become increasingly difficult. Clerk to obtain quotation for same and request funding for the full amount. If however, full funding was not provided it was agreed that a replacement surface to the amount granted would be provided. Cllr Roberts confirmed that a small amount of financial assistance may be available from DBC. Clerk to liaise with Cllr Roberts once a grant had been confirmed. The new surface would continue to provide safe passage for both Horses and pedestrians along Langley Road. All agreed

0260/08 FOOTPATH AND HEDGE MAINTENANCE
Clerk reported that a complaint had been received from a resident regarding the hedging along Langley Road at the beginning of the Jasmine Track, which was both unsightly and limits their previous views across the open fields. Clerk confirmed that this area would be difficult for our Warden to manage, without heavy specialist equipment. Clerk confirmed that she has liaised with DBC requesting their hedge and path maintenance schedule in order to liaise with them regularly to ensure there would be no duplication of maintenance with the Warden and DBC.

It was reported that there was also an issue with the hedge and tree maintenance on the Langley Road side of the Jasmine Track. Clerk to liaise with Herts Highways and DBC to find out who is responsible and to seek advice from Countryside Management as to the work required for both issues. All agreed

YOUTH AND EDUCATION
0261/08 REPORT FROM WORKING GROUP CHAIRMAN
None

0262/08 PLAYGROUND CHAPELCROFT
Claire Covington, Landscape and Recreation Manager, attended the meeting to report on the proposed new play area for Chapel Croft that had been chosen by the children of St Paul’s School, at the request CPC. She confirmed that funding had been secured through the Big Lottery Grant and the proposed equipment had been scrutinised by the tendered supplier, as suitable for all age ranges and provides the correct type of play, as suggested by the Government. She confirmed that the equipment could be in place as early as Christmas.
It was agreed to accept the proposed equipment All agreed

0263/08 PLAY AREAS
It was reported that CPC had been approached by a local youth sport organisations who find it difficult to obtain training areas. It was therefore agreed to investigate the possibility of securing the Nunfield area of open space as a youth play area. It was confirmed that no action would be taken by CPC without consultation of residents and over the use of the land. All agreed

0264/08 CORRESPONDENCE
Clerk confirmed that a consultation, due by the 20th November “The Making and Enforcing of Byelaws” was forward for review. Noted

0265/08 ACCOUNTS FOR PAYMENT
It was Resolved that accounts amounting to £3795.51 be signed for payment.
Proposed Cllr Joseph and Seconded Cllr Southworth All agreed

0266/08 NEXT AGENDA ITEMS
The Making and Enforcing of Byelaws

0267/08 DATE OF NEXT MEETING
The next meeting is on Monday 10th November 2008 at 8.00pm at the Baptist Church meeting room

0268/08 PART 2
To consider that under Section 1 of the Public Bodies (Admission to Meetings) Act 1960 that the Public and Press should be excluded during items 269/08 to 270/08 of the agenda of this meeting in view of the confidential nature of the business to be transacted

There were no members of the public present to exclude Noted

0269/08 STAFF PAY REVIEWS
Clerk confirmed that annual staff performance reviews were due in October and this would be the opportunity to conduct pay reviews at the same time. It was agreed that pay reviews could be undertaken. All agreed

0270/ALLOTMENT BOUNDARY HEDGE RESTORATION
It was reported that all tendering elements relating the “Allotment Boundary Hedge Restoration” project, Hedge 1 had now been completed. After discussion regarding the content of the proposed contract it was agreed to offer the contract for the work to The Garden Company, Chipperfield. It was agreed, should it be required, that once an inspection has been carried out on one Ash tree, it may be condemned and need removing. It was reported that all funds would be spent from reserves “other village projects” under the Small Holdings and Allotment Act 1908 s26. It was reported that once spent, this section of the reserves would need to be replaced over a number of years in line with our Financial Standing Orders.

It was Resolved to agree the expenditure of £12,666 + vat, to include further spending for removal of Ash tree £495+ vat.
Proposed Cllr Nobbs, seconded Cllr Joseph All agreed