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ALDENHAM PARISH COUNCIL

Minutes of the meeting of the FINANCE & GENERAL PURPOSES COMMITTEE held at 8pm on Wednesday 22 September 2004 , The Radlett Centre, 1 Aldenham Avenue , Radlett.

Present:
Councillor J.A. Howley (Chairman)
Councillor Mrs V. Charrett
Councillor Mrs Griffin
Councillor Mrs S.A. Reith
Councillor Mrs Wackrow
Councillor R. Worthy

Officer:
Ms. Carrie Lloyd (Clerk)

1. APOLOGIES FOR ABSENCE

Apologies for absence had been received from Councillor Thompson

2.  ELECTION OF CHAIRMAN

In the absence of Councillor Thompson, Councillor Howley was elected Chairman.

3. URGENT LATE ITEM

The Chairman advised that he had agreed to accept an urgent late item regarding s137 grant for the Peace Hospice Watford and the use of a s137 grant to the Radlett Choral Society.

4.  DECLARATIONS OF INTEREST BY MEMBERS

Councillor Mrs Griffin and Councillor Worthy declared a personal interest in the item Common Costs with the Radlett Centre Trust as Members of the Board of Trustees.

5. MINUTES OF THE MEETING HELD ON 13th JULY 2004

The minutes of the meeting held on 13th July 2004 were signed as a true and accurate record.

6. MATTERS ARISING FROM THE MINUTES OF THE MEETING HELD ON 13TH  JULY 2004

•  Land Registry Search – Area behind Beaver Travel - The Clerk advised that the search had been returned and Hertfordshire County Council advised that the land was owned by Mr J. Patel, 28/30 Highbridge Street , Waltham Abbey, Essex EN9 1BS.

•  Land at Pegmire Lane - The Clerk had responded to Mr Bourne's letter. No further correspondence had been received.

•  To Consider Opening a Deposit Account with The Alliance and Leicester Commercial Bank - The Clerk advised that she had received the relevant paperwork and was working through the details.

7.  PROPERTY PORTFOLIO

•  Registration of Access to Cobden Hill Dell – The Council's solicitor had advised that the legal fees for the Trustees of the land would be in the region of £750. The Council were being requested to pay this fee plus their own legal expenses. Members regretted the length of time taken to receive details of the Trustees' offer but accepted that this was the simplest route to obtain access to the dell. RESOLVED that Mr Watkiss be authorised to draft the relevant documents and the Council agree to reimburse the Trustee's legal costs up to a maximum of £750.

•  28 Elm Walk – The Council had been notified of a planning application by the owners of 29 Elm Walk adjacent to 28 Elm Walk. The Boundaries and Planning Committee had considered the application for the two storey side and rear extension and raised no objection as a statutory consultee. As owner of the adjacent property, Members confirmed also that the Council raised no objection.

•  The Green, Letchmore Heath – Members were advised that the draft deed of grant had been submitted to the Council for signature. Members confirmed that the Chairman and Clerk should sign the deed.

8.  FINANCIAL STATEMENTS AND BUDGET REPORT

The financial statements to the end of August were noted. Members were satisfied with the revised layout which they found easy to read. Mrs Clague was thanked for her work on the layouts.

Members requested that the Recreation Grounds Committee look at the large overspend against profiled budget for Recreation Grounds Repairs and Maintenance – Premises. (Action: Clerk)

9.  COMMON COSTS WITH THE RADLETT CENTRE

The Clerk advised of a meeting that had taken place with Mrs Griffin, Chairman of the Radlett Centre Trust, Greg Dexter, General Manager of the Radlett Centre, Councillor Thompson and the Clerk.

Mrs Griffin had provided a more detailed breakdown of the costs associated with the cleaning, repairs and maintenance of the Radlett Centre. Councillor Thompson had suggested that the Council agree to a £7,000 reimbursement of the costs associated with this service for the current financial year only so that he could explore a better way forward for future years.

RESOLVED that £7,000 (already budgeted for in 2004/05) be paid to the Radlett Centre Trust for the common costs involved in running the Centre. (Action: Clerk)

10. s137 GRANTS

Members considered applications from Radlett Ecumenical Christian Council for £200 towards the non-denominational welcome pack to residents, a request for £1,000 from the Watford Peace Hospice for the work they do with residents of the Parish and the use of a s137 grant made previously to the Radlett Choral Society.

Members RECOMMENDED that a grant of £200 be made to Radlett Ecumenical Christian Council and £600 to the Watford Peace Hospice. It was further RESOLVED that as the grant to the Radlett Choral Society had been used for its purpose (to set up a junior choir) which had subsequently folded due to lack of membership, no repayment of the grant be sought. (Action: Clerk)

11. FEES & CHARGES AT YOUTH AND COMMUNITY CENTRE AS RECOMMENDED BY YOUTH AND COMMUNITY CENTRE COMMITTEE 7/9/04

Members noted the recommendation of the Youth and Community Centre Committee. It was suggested that the sums should be rounded up to the nearest 50p, that it should be made clear that charges were per hour or part thereof and would not be pro-rata and that a 10% regular hirer fee would apply to any hirer not detailed at the bottom of the fee sheet.

RESOLVED that the fees and charges for 2004/05 as attached at Appendix A to these minutes be approved. (Action: Deputy Clerk)

12. PAYMENT FOR ADVICE RECEIVED FROM SEDGWICK KELLY 1998 – 2003 ON THE YOUTH AND COMMUNITY CENTRE

An invoice had been received from Sedgwick Kelly amounting to £646.25 for legal work carried out between 1998 and 2003. Mr Watkiss had been requested to provide details of the advice given to the previous Clerk, which he had done. Members regretted that this had been permitted to run over many financial years and requested that Mr Watkiss be advised that accounts should be submitted at the end of every financial year even if only interim accounts.

RESOLVED that Sedgwick Kelly be paid £646.25 for legal advice received from 1998 to 2003 relating to the Youth and Community Centre.

13.  FEES & CHARGES AT PHILLIMORE RECREATION GROUND - REQUEST FOR DEPARTURE FROM AGREED RATES

A hire fee of £10 per hour had been agreed for the pavilion weekdays 9am - 5pm and £12 per hour weekday evenings after 5pm . A group of mothers had been using the pavilion on a Friday on a regular basis over the past year but numbers had dwindled to 4 mothers plus their children. In the winter months grounds staff altered their shift on a Friday such that keeping the pavilion open after 5pm did not incur any overtime.

Members RESOLVED that the Mothers' Group (Other Mothers) be charged £10 per hour and a regular hirer's discount of 10% be applied in the same situation as agreed for the Youth and Community Centre. (Action: Deputy Clerk)

14. FUNDING FOR TENNIS COURTS UPGRADE

Members noted the deliberations of the Recreation Grounds Committee regarding the resurfacing of the tennis courts and the three quotations received from £11,500 to £15,590. The Recreation Grounds Committee had requested that details of work undertaken in the area be obtained from the suppliers, particularly from Chiltern the preferred supplier, so that they could be visited. The Committee were requested to consider the various forms of funding the work and RESOLVED that, in the first instance, the Clerk should apply to the Football Foundation, Lawn Tennis Association and Hanson Environmental Fund. (Action: Clerk)

15. LONDON WEIGHTING FOR PART TIME STAFF

Members considered the report of officers. Members RESOLVED that the policy recommended by the SLCC and NALC to pay London Weighting on a pro rata basis be adopted. In relation to previous years, Members were of the view that part time staff would have been appointed with a pro rata salary and that would have implied pro rata London Weighting too, therefore no back dated London Weighting should be paid for previous years.

16. COUNCIL ORGANISATION CHART

Members noted the organisation chart. This clarified that in the absence of the Clerk, the Deputy Clerk was the responsible officer and in the absence of the Clerk and the Head of Grounds Maintenance any problems or requests for work by the grounds staff should be given to the Deputy Clerk in the first instance. Members requested that the organisation chart be reviewed when changes in personnel take place.

17. DATE OF NEXT MEETING

The next meeting was scheduled for 8pm on Wednesday 13 October 2004

18.  Resolved that the following items were confidential as defined in the Public Bodies (Admissions to Meetings) Act 1960 and the press and public be excluded from the meeting.

•  Staff Appraisals – Report by Chairman of Recreation Grounds Committee

•  Clerk's Appraisal – Report by Chairman of the Council

19. STAFF APPRAISALS - REPORT BY CHAIRMAN OF RECREATION GROUNDS COMMITTEE

The Chairman gave a brief overview of the staff appraisals carried out by the Clerk and Head of Grounds Maintenance for the grounds staff. Training requirements had been highlighted and would be further investigated. The appraisal for Mr Veal was still outstanding. In view of the satisfactory appraisals Members RESOLVED that the two Members of staff (Mr Hall and Mr Clark) who could still progress along their grade be awarded one spinal point, backdated to 1 st April 2004 .

20. CLERK'S APPRAISAL - REPORT BY CHAIRMAN OF THE COUNCIL

Members received the Chairman's report. It was noted that Ms. Lloyd had not fully achieved two of the five objectives set in 2003 namely turn around of all minutes within 7 days and completion of the Certificate in Local Council Administration.

A number of objectives had been set for the coming year;

•  To monitor the Parish Council's budget so that expenditure remains within forecast and to report to F & GP Committee upon any anomalies.

•  To ensure that draft minutes are referred to chairmen within seven days of each meeting of Parish Council, its committees and subcommittees.

•  To seek out and make recommendations in respect of staff training.

•  To ensure that risk assessments are undertaken or updated by 31 March 2005 .

•  To ensure that staff appraisals are completed by 31 March 2005 .

•  To attain the Certificate in Local Council Administration before 31 March 2005 .

Closure: 9.50pm

YOUTH & COMMUNITY CENTRE

NB Charges for day time use are based on an hourly rate*. Minimum booking of 2 hours. Charges for evenings are based on either an hourly rate*, or a sessional rate. Hirers (not listed below) booking more than 4 sessions at any one time receive an additional 10% discount

Four tiers of charging: BUSINESS, NON-RESIDENTS (THOSE LIVING OUTSIDE THE PARISH OF ALDENHAM), RESIDENTS OF THE PARISH OF ALDENHAM AND CONCESSIONS (CHARITIES AND LOCAL ORGANISATIONS)

PLEASE REMEMBER TO ALLOW TIME FOR ANY SETTING UP & CLEARING AWAY THAT YOU MAY NEED TO DO WHEN MAKING YOUR BOOKING

PROPOSED INCREASE IN CHARGES COMMENCING APRIL 2005

VAT INCLUSIVE RATES

* or part thereof, e.g. a 2 ½ hour booking will cost the same as a 3 hour booking