ALDENHAM PARISH COUNCIL

Minutes of the meeting of the FINANCE & GENERAL PURPOSES COMMITTEE held at 8pm on Wednesday 12th November 2003 in the Douglas Hicks Room, The Radlett Centre, 1 Aldenham Avenue, Radlett.

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

Officer:
Ms. Carrie Lloyd (Clerk)

1. APOLOGIES FOR ABSENCE

Apologies for absence were received from Councillor Mrs Reith, Councillor Mrs Wackrow, Councillor Thompson 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 OCTOBER 2003

It was noted that the minutes circulated at Council had the date incorrectly shown as 16th October 2003.

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

4. MATTERS ARISING FROM THE MINUTES OF THE MEETING HELD ON 15TH OCTOBER 2003

1. Phillimore Recreation Ground Alarm System – A response had been received from Hertfordshire Constabulary advising the Council that unless the alarm system was upgraded they would not respond. Members agreed that the response time was quicker from the Council’s own staff who could call out the police if a burglary had occurred. The Council’s insurers were aware of the police withdrawal of service.
   
   
2. Footpath Maintenance and Cleansing – A response was still awaited from the manager of Hertsmere Contract Services.
   
   
3. Appointment of Internal Auditor – RBS Auditing Solutions would be commencing the Council’s internal Audit for 2003/04 in January 2004.
   
   
4. Radlett Centre Telephone System – No further incidents of receiving an engaged signal when dialling in had been received and it therefore appeared that the new system had rectified this problem. The invoice had been paid now.
   
   
5. Charges for Use of Phillimore Recreation Ground – The Clerk advised that an additional invoice and accompanying letter had been sent out to Excel Sports.
   
   
6. Youth and Community Centre – Insurance – Further investigation was required into the leases held by all parties.
   

5. PROPERTY PORTFOLIO

1. 28 Elm Walk – Léonie Cowen Associates had emailed advising that due to personal reasons the advice may take slightly longer than anticipated.
   
   
2. Wellhouse Dell – Registration of Land – Mr Hathaway had confirmed that he wished to proceed with the sale of land and that he would pay the Council’s reasonable legal expenses. The Clerk had obtained two quotations for the legal work. Mr J Watkiss from Sedgwick Kelly was approved as the Council’s legal representative. Members considered the sale price and requested that Mr Hathaway be advised that the Council wished to be guided by the estate valuer who already carried out work on their behalf (Vigor and Co.) and therefore would be agreeable to sell the land for £400 and that Mr Watkiss be asked to consider how any agreement might include a clause that enabled the Council to benefit, should the land be developed in future.
   
   (Action: Clerk)
   
   
3. Registration of Access to Cobden Hill Dell – Land Registry had suggested that the Council negotiate with the current registered owner. The Clerk advised that she would be considering this course of action and would report back.
   
   (Action: Clerk)
   
   
4. Radlett Gardens/RAIFA Gardens – Councillor Mrs Charrett advised that she had drafted some designs and sent them to a company specialising in vandal proof lighting. The company would assess the feasibility of the design and cost it out.
   
   
5. War Memorial – The Treasury Solicitor had written advising that the transfer of the land would take place shortly.
   

6. PHOTOCOPIER QUOTATIONS

The Clerk circulated details of various quotations for leasing or buying a new photocopier. It was noted that the rental or purchase costs would be split 50:50 with the Radlett Centre and the service charges split according to usage.

Members RESOLVED that Altus Adtek supply the Council with a Canon IR220 photocopier on a 3 year lease and the Clerk be delegated the authority to negotiate a rental less than that originally quoted of £356.79 per quarter.

(Action: Clerk)

7. FINANCIAL STATEMENTS AND BUDGET REPORT

Due to an upgrade on Sage, the Clerk program had also required an upgrade. The postal delay had prevented the disk from arriving and it was still awaited. The budget reports would be circulated as soon as the upgrade had been received and uploaded.

(Action: Accounts Officer / Clerk)

8. BUDGET 2004/05

The Clerk was advised to allow £70 per week per person before calculating Employers’ National Insurance Contribution at 12.8% of the salary bill. It was noted that the current proposed budget represented just over 3% increase.

Members RESOLVED that the budget attached at Appendix A to these minutes be recommended to the Council as an initial draft.

(Action: Clerk)

9. S.137 GRANT - RAIFA

Members considered the application from RAIFA to fund the refreshments of £354.21 for the visitors from Louveciennes held on 11 October and room hire of £30.

Members RECOMMENDED that the grant be approved.

(Action: Council)

10. YOUTH AND COMMUNITY CENTRE – ACCEPTANCE OF TENDER FOR WORKS

Councillor Mrs Charrett advised that a further quotation had been obtained for the sum of £3,613. Members RESOLVED that the contract for decorating the Youth and Community Centre be awarded to Peter Arnold and the contract be let for the February 2004 half term week.

(Action: Deputy Clerk)

11. RECYCLING BINS – NEWBERRIES CAR PARK

The Clerk advised that there had been no further progress on this matter.

12. LOCAL CONCESSIONARY DAT AT CHRISTMAS

Members RESOLVED that staff be granted an additional day’s leave at Christmas on 2nd January 2004. The Council Offices would be shut on this day.

13. DATE OF NEXT MEETING

The next meeting was scheduled for 8pm on 8th December 2003.

14. 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. Newspaper Archives

15. NEWSPAPER ARCHIVES

In recognition of the work undertaken by Mrs E. Oakley it was RESOLVED that she be paid an ex-gratia payment of £100 net.

(Action: Clerk)

Closure: 9.45pm