ALDENHAM PARISH COUNCIL

Minutes of the meeting of the FINANCE & GENERAL PURPOSES COMMITTEE held at 8pm on Wednesday 17th September 2003 in Meeting Room 2, The Radlett Centre, 1 Aldenham Avenue, Radlett.

Present:
Councillor J.A. Howley (Chairman)
Councillor Mrs V. Charrett
Councillor Mrs W.M. Griffin
Councillor Mrs E.E. Wackrow

Officer:
Ms. Carrie Lloyd (Clerk)
Mrs Jan Adams (Deputy Clerk)

1. APOLOGIES FOR ABSENCE

Apologies for absence were received from Councillor Thompson, Councillor Mrs Reith and Councillor Worthy

2. DECLARATIONS OF INTEREST BY MEMBERS

There were no declarations of interest by Members.

3. MINUTES OF THE MEETING HELD ON 15th JULY 2003

It was noted that the second sentence under item 13 - Employee Appraisals should read “It was noted……..”.

Cllr Mrs Wackrow requested that the following be minuted under item 13 – Employee Appraisals;

“The Clerk was requested to ensure that the chainsaws were removed from the Recreation Grounds Store to ensure that no chain saw work was carried out until appropriate training had been given to staff and appropriate certificates awarded. It was noted that the training was a requirement under Health and Safety legislation.”

Councillor Mrs Wackrow also requested confirmation that staff undertaking the on line training courses would be allowed to do the work in time set aside free from interruptions from phones or the public. The Clerk confirmed that this would be arranged.

(Action: Clerk)

It was agreed that matters from the previous minutes with nothing further to report should be minuted to ensure that sight was not lost of these items.

(Action: Clerk)

The minutes of the meeting held on 15th July 2003 as amended were signed as a true and accurate record.

4. MATTERS ARISING FROM THE MINUTES OF THE MEETING HELD ON 15th JULY 2003

Phillimore Recreation Ground Alarm System – The Chairman had raised the issue of police response with Herts Constabulary but had not received a reply yet.

Footpath Maintenance and Cleansing – It was not known if the footpaths at Theobald Street to Newberries Avenue and Canons Close to Shenley Hill had been cleaned and cut back but it was noted that some areas were still overgrown along the routes. The Clerk advised that she had requested clearance and cleansing along the footpath running behind the post office from Aldenham Ave to Aldenham Road. The Clerk undertook to keep chasing Hertsmere Contract services until a successful conclusion was reached.

(Action: Clerk)

T-Mobile Installation – The Chairman advised that a report would be submitted to the next meeting of the Council concerning the installation of additional equipment at the Radlett Centre.

Appointment of Internal Auditor – The Clerk confirmed that Mr M Perkin had been appointed as the Council’s Internal Auditor. The cost of this service would be up to £1,000, any additional expenditure would require the prior approval of the Council. Mr Perkin would commence work in early October.

To Decide the Amount to be Moved to Capital Reserves – Members were advised that the account had been set up.

Radlett Centre Telephone System – The Clerk confirmed that an order had been placed with Voice Services Ltd and the installation would be timed to coincide with the refurbishment works to the Radlett Centre.

Application for S.137 Grant – The Clerk confirmed that the grant to Radlett Ecumenical Christian Council had been approved by the Council on 29th July.

5. PROPERTY PORTFOLIO

28 Elm Walk – The Clerk confirmed that the services of Léonie Cowen Associates had been engaged and relevant documents sent to them. The Clerk to Harpenden Town Council had confirmed that the Town Council owned two cottages on the common which were leased to the Golf Club. The lease was valued by the District Valuer every 7 years.

The Chairman advised that Mr. Vigor from Michael Yeo Vigor Estate Agents had advised that the property was worth in the region of £425,000 and would attract a commercial rent of £1,250 per calendar month. His advice had been that the markets were slow at present and he would not advise selling the property until the New Year.

The Clerk confirmed that she could vacate the premises at fairly short notice. Members were of the opinion that until the advice had been received from Léonie Cowen Associates no further action would be taken to commercially let the property or sell it.

(Action: Clerk)

Wellhouse Dell – Registration of Land – The Chairman had discussed with Mr Hathaway the possibility of a land swap. A further meeting would be taking place soon and Land Registry had been advised that negotiations were taking place.

(Action: Chairman)

Registration of Access to Cobden Hill Dell – The Clerk advised that the collation of the evidence had been completed and the details would be sent to Land Registry by 19th September.

(Action: Clerk)

Radlett Gardens/RAIFA Gardens – The Clerk advised that some small trees had been vandalised at Radlett Gardens. Members agreed that the Recreation Grounds Committee would be requested to consider planting some more trees at its next meeting.

A further quotation had been received for £940 to put a wall along the RAIFA Garden which abutted the petrol station. The first quotation for £725 did not include a section of wall included in the other two quotations. Members were anxious that this scheme was completed by 10th October prior to the visitors from Louveciennes arriving.

RESOLVED that
(i) Mr Vaughan be engaged to build the brick wall for the sum of £940 before 10th October;
(ii) A new financial code be created under the Recreation Grounds Budget allocated to this project;
(iii) £940 be transferred from reserves to this new code.

(Action: Clerk/Accounts Officer)

6. FINANCIAL STATEMENTS AND BUDGET REPORT

The financial statements to August 2003 were noted. Members noted that the budgets had been profiled out.

The Chairman advised of a cheque that would be sent shortly to the Council from the Countryside Management Service. The funds would need to be transferred from the Council as land owner to the Letchmore Heath Village Trust for the survey being undertaken to the pond at Letchmore Heath by them.

7. RECYCLING BINS – NEWBERRIES CAR PARK

The Clerk advised that the Head of Paid Service at Hertsmere Borough Council had written to Mrs Gale, a resident of Watling Mansions advising that the Borough Council were responsible for the area behind the recycling bins and that investigations were being made as to whether a fence could be erected to screen the area and help deflect noise. Members were of the opinion that there was no suitable alternative to the unsightly and noisy recycling area than to move it into Newberries car park where it had been located before.

It was agreed that this stance should be asserted to the Borough Councillors representing Aldenham East and West.

(Action: Clerk)

8. CHARGES FOR USE OF PHILLIMORE RECREATION GROUND

The Clerk advised that the Recreation Grounds Committee had considered the fees for hiring pitches at Phillimore Recreation Ground. The Committee had RESOLVED that fees for 2003/04 remain unchanged for senior and junior pitches and that Excel Sports and the Clerk enter into negotiations regarding a hire fee for the shed and storage of goal posts at the pavilion. The Clerk had not yet concluded the negotiations with Excel but anticipated an income similar to renting two garages from Hertsmere Borough Council.

Members noted the Committee’s decision and RESOLVED that the fees be reviewed again for the 2004/05 season.

(Action: Clerk)

9. YOUTH AND COMMUNITY CENTRE - INSURANCE

Members were advised that at the meeting of the Youth & Community Centre Committee on Tuesday 9th September, the subject of reimbursing The Platt Subsidiary Foundation for buildings insurance had been discussed.

Further advice was being sought but at present the position was as follows;

• The Platt Subsidiary Foundation owned the building and leased it to Hertfordshire County Council.
• The County Council sub-let the premises to the Parish Council except for the residential flat.
• The Parish was obliged under its lease with the County Council to reimburse them for insurance costs (if recharged).
• No contractual obligation existed between The Platt Subsidiary Foundation and the Parish Council concerning reimbursement of the insurance.
• Whilst the Parish and County Councils would have been obliged to obtain at least two quotations under Financial Regulations, it appeared that The Platt Subsidiary Foundation had only obtained one quotation.
• The Parish Council had no budget allocation for buildings insurance on the Youth and Community Centre.

The Deputy Clerk was requested to write to The Platt Subsidiary Foundation advising them that their initial point of contact should be with Hertfordshire County Council as head lessee and that the Parish Council is not in a position to respond to their requestto pay the Foundation directly.

(Action: Deputy Clerk)

10. YOUTH AND COMMUNITY CENTRE – REPAIRS AND MAINTENANCE

Under the terms of the lease with Hertfordshire County Council, the Parish Council was obliged to carry out redecoration every 5 years.

There were insufficient funds in the Repairs and Maintenance Budget to pay £4,400 that had been estimated for the work to be undertaken.

Members considered a budget forecast which showed little surplus.

Members considered various options including taking funds out of reserves or not undertaking the work until the next financial year. Members were of the opinion that the hall did require decorating but due to regular bookings, it was not feasible to carry out the work until February half term or Easter 2004.

Members RESOLVED that the Deputy Clerk obtain further quotations from local businesses with a view to the Youth and Community Centre Committee choosing a contractor to commence work during February half term week. The cost of the work to be met from the Repairs and Maintenance Budget and any surpluses on budget in the current financial year.

(Action: Deputy Clerk)

11. DATE OF NEXT MEETING

The next meeting was scheduled for 15 October 2003 at 8pm.

12. RESOLVED that the following items contained confidential information as defined in the Public Bodies (Admissions to Meetings) Act 1960 and the press and public were excluded from the meeting.

1. - Annual Leave
2. - Parish Clerk - Increase in hours

13. ANNUAL LEAVE

Members noted the various annual leave schemes used in neighbouring authorities. Members requested that the Clerk calculate the cost of enhancing staff annual leave entitlement to that of Hertsmere Borough Council (as had happened historically) or Elstree and Borehamwood Town Council and to research the “statutory” or local day given to staff at Christmas. The Clerk was requested to report back to the next meeting of the Committee with these details and to take into account pro-rata for part time staff and flexi days i.e. working over a nine day fortnight.

(Action: Clerk)

14. PARISH CLERK - INCREASE IN HOURS

Members noted that following the Clerk’s appraisal, it had been agreed that the post would increase in hours to 37 hours per week at no additional cost to the Council.

15. USE OF PHOTOCOPIER

Members noted that a request had been received from local societies to use the Parish Council’s photocopier. The Deputy Clerk was requested to advise Mr Stockbridge that the Council would be considering his request. The Clerk was requested to report to the next meeting of the Committee.

(Action: Deputy Clerk/Clerk)

Closure: 9.25pm
Chairman