ALDENHAM PARISH COUNCIL

Minutes of the meeting of the FINANCE & GENERAL PURPOSES COMMITTEE held at 8pm on Wednesday 15th October 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 S.A. Reith
Councillor Mrs E.E. Wackrow

Officer:
Ms. Carrie Lloyd (Clerk)

1. APOLOGIES FOR ABSENCE

Apologies for absence were received from Councillor Mrs W. Griffin Councillor Thompson and Councillor Worthy

2. DECLARATIONS OF INTEREST BY MEMBERS

There were no declarations of interest by Members.

3. URGENT LATE ITEM

The Chairman advised that he had agreed to take an urgent late item in Part 1 of the meeting;
Use of Radlett Centre Photocopier

4. MINUTES OF THE MEETING HELD ON 17th SEPTEMBER 2003

The minutes of the meeting held on 17th September 2003 as amended were signed as a true and accurate record.

5. MATTERS ARISING FROM THE MINUTES OF THE MEETING HELD ON 17th SEPTEMBER 2003

Phillimore Recreation Ground Alarm System – There was nothing further to report.

Footpath Maintenance and Cleansing – The Clerk had written to the manager of Hertsmere Contract Services enclosing a map of the footpaths requiring cleansing. Nothing had been received in response so far.

T-Mobile Installation – The matter was still in the hands of the solicitor, Mr Watkiss.

Appointment of Internal Auditor – The Chairman advised that, regrettably, Mr Perkin had died of a heart attack the previous Friday. The Clerk would be contacting the company who had submitted the next lowest estimate to engage their services.

(Action: Clerk)

Radlett Centre Telephone System – The new system had been installed. Members were asked to report incidents of receiving an engaged signal when dialling in, as it was hoped that the new system had rectified this problem.

Radlett Gardens/RAIFA Gardens – The Clerk advised that the work on the brick wall had been completed.

Recycling Bins – Newberries Car Park – Members confirmed that they wished to continue dialogue with Members and officers from Hertsmere Borough Council until an acceptable conclusion was reached.

Charges for Use of Phillimore Recreation Ground – It was noted that this matter had been discussed at the meeting of the Recreation Grounds Committee and it had been confirmed that the charges were “per pitch” and Excel Sports should be charged for the three junior pitches marked out for their 7-a-side teams.

Youth and Community Centre – Insurance – The Deputy Clerk had spoken to Mr Watkiss, Sedgwick Kelly, it was recognised that further investigation was required into the leases held by all parties.

(Action: Deputy Clerk)

Youth and Community Centre – Repairs and Maintenance – It was noted that a further quotation was expected shortly.

(Action: Deputy Clerk)

6. PROPERTY PORTFOLIO

28 Elm Walk – Léonie Cowen Associates had requested approval of a further hour’s work, which had been agreed. It was anticipated that there would be no need for any more time to be spent on the matter than an additional hour.

Members discussed the way forward pending advice from Léonie Cowen Associates and the renewal of the lease to the Clerk during that time. Advice had been received from Vigor and Co. in relation to a commercial rent on the property and obtaining a tenant for it subject to a positive response from Léonie Cowen Associates. It was RESOLVED that the Clerk be permitted to remain in 28 Elm Walk on the same terms and conditions as at present and the Chairman discuss extension to the lease until 29th February 2004 with Vigor and Co.

(Action: Chairman)

Members noted that the second instalment of rent had been received from Vigor and Co. for the sum of £2,462.07.

Wellhouse Dell – Registration of Land – The Chairman and Clerk had met with Mr Hathaway regarding the possibility of a land swap. Mr Hathaway had located some 1931 deeds which gave measurements to his property. The Chairman advised that in his opinion this appeared to prove that the areas of land in question did belong to the Parish Council. It had been suggested to Mr Hathaway that he might like to offer the Council a consideration for the area of land with an option for the Parish Council to benefit should the land become available for development. Mr Hathaway had written with such an offer but his letter raised some questions which the Chairman proposed addressing with Mr Hathaway before progressing the matter and a recommendation being put to Members.

(Action: Chairman)

Registration of Access to Cobden Hill Dell – The Clerk advised that Land Registry had responded to her letter, advising of the various parcels of land involved. The Clerk had to respond to Land Registry with evidence as to why the Council had a claim on land registered in someone else’s name.

(Action: Clerk)

Radlett Gardens/RAIFA Gardens – The Chairman advised that Councillor Mrs Charrett was developing a lighting scheme for the gardens which would require funding hopefully in 2004/05.

7. FINANCIAL STATEMENTS AND BUDGET REPORT

The financial statements to September 2003 were noted. The Clerk was looking into the overspend on 6305 - Recreation Grounds Staff Overtime and taking action to mitigate the overspend in the remainder of the financial year.

It was noted that 5706 – Replacement Communications Network would be used by the end of the month to pay for the new telephone system.

Members requested that 4846 – Loan Repayments be shown as spent and moved to reserves.

(Action: Clerk / Accounts Officer)

8. RECYCLING BINS – NEWBERRIES CAR PARK

A further item would be put into Around Radlett asking local residents to contact their Borough Councillors if they wanted the bins moved.

(Action: Deputy Clerk)

9. CHARGES FOR USE OF PHILLIMORE RECREATION GROUND

The Clerk had written to Mr Morris suggesting a monthly rent of £60 including VAT as a hire fee for the shed and storage of goal posts at the pavilion. No response had yet been received.

(Action: Clerk)

10. USE OF PHOTOCOPIER

Members were advised that some local organisations had expressed an interest in using the Parish Council / Radlett Centre photocopier.

The copier was due for replacement shortly and Members were of the opinion that until it had been replaced no facilities should be offered to local organisations. Once a new copier had been installed Members RESOLVED that;

• Arrangements for RAIFA as currently operated shall cease once the new copier is in place;
• All local organisations be offered use of the photocopier at 4p per copy including paper and VAT;
• Each organisation will be issued with a code for access to the copier and will be charged quarterly;
• Local organisations may only use the copier after 3pm;
• Staff of the Council and Radlett Centre will not be available to provide guidance on use of the copier after an initial training session has been given to the local organisations;
• Priority for use should be given to Parish Council and Radlett Centre staff at all times.

The Clerk was requested to prepare a report to the next meeting of the Committee regarding the purchase or lease of a new copier.

(Action: Clerk)

11. WINDOW REPLACEMENT – DEPUTY CLERK’S OFFICE

The Clerk was requested to obtain further quotations for this work to improve the air quality in the Deputy Clerk’s office and on the first floor generally.

(Action: Clerk)

12. LETTER OF THANKS

Members noted that a letter of thanks had been received from Sue Civval, organiser of the Noise project in August.

13. 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. - Annual Leave Policy

14. ANNUAL LEAVE

Members considered the various schemes offered. Members did not consider the annual leave entitlement at Hertsmere Borough Council acceptable in the number of additional days that would be given to staff. RESOLVED that staff be given the annual leave entitlement as stipulated in the Green Book i.e. 22 days annual leave rising to 27 days annual leave after 5 years continuous Local Government service. Staff also be given one additional statutory day at Christmas, to be chosen by the Finance and General Purposes Committee in November each year.

(Action: Clerk)

15. ANNUAL LEAVE POLICY

The Clerk circulated a draft Annual Leave Policy. Members RECOMMENDED that the policy shown at Appendix A to these minutes be approved.

Closure: 9.45pm