Open Spaces - Minutes

REPORT OF THE OPEN SPACES COMMITTEE HELD ON 20th MAY 2008

MEMBERSHIP & ATTENDANCE

Chairman: *Mrs M Jarrett

Councillors: A Barton, *R Booth, *N Eve, Mrs B Green, *Mrs M Hampton (ex officio), *G Liley, *S Watkins, *Mrs J Worrall

*Denotes members present

There was one member of the public present.

PART I RECOMMENDATIONS

1. REVIEW OF THE LAWN CEMETERY RULES

Cllr Eve stated that he had been asked by Cllr Morris (who could not be present at the meeting) to ask the Clerk to produce the official document, edict or regulation that specifies that the control of the cemetery had to remain with the Clerk. Cllr Morris stated that he had contacted Herts County Council and HAPTC neither of whom could find any written official document, Government, County, District or Parish which stated that the control has to lie with the Clerk. Cllr Morris requested a full explanation from the Clerk and that this be minuted.

The Clerk responded by firstly asking whom Cllr Morris had contacted, bearing in mind that Herts County Council do not have any jurisdiction over the Parish Council and were unlikely to know the rules governing what a Clerk and or Council could do or not do. HAPTC when dealing with an enquiry of this nature usually copied in the clerk with the reply in order that councils could resolve their issues. No such communication had been received.

Cllr Eve was not able to answer this question.

The Clerk advised members present that according to the regulations the Council set out the rules but the legal responsibility rests with the Clerk to see that they are enforced without the need to come back constantly to the committee or council. This is set out in Section 39 part V of the Local Government Act 1972, this states:

“Neither Councillors nor Chairmen should take any responsibility for administrative, managerial or supervisory tasks: they are to be discharged by the Clerk.”

Following this statement there followed a heated debate by Councillors as to why this question had been put. The Chairman moved that the discussion move on.

The Cemetery Rules were discussed and alterations made. It was agreed that a clean copy would be forwarded to Council members for consideration at the next full council meeting.

The Chairman did however ask for members’ support on agenda item 15 regarding the cemetery vases. She advised that the decision to limit the vases would in some cases be controversial. She wanted to ensure that if the staff were to enforce the Council’s wishes that they would receive the Councillors’ full support on all occasions. She was assured that this would be the case

It was agreed that additional alterations would be made to the cemetery rules to make this clear.

The Committee RESOLVED

To recommend to Full Council

That the amended Cemetery Rules be adopted.

This was proposed by Cllr Booth, Seconded by Cllr Mrs Hampton and unanimously agreed.

PART II MINUTES

08/01 APOLOGIES FOR ABSENCE

Apologies were received from Cllr Mrs Green and Cllr Barton was absent.

08/02 DECLARATION OF INTEREST

Cllr Watkins as a School Governor declared an interest in Agenda item 12: Request from Christ Church School for Traffic Calming measures at the entrance to the School.

Cllr Worrall joined the meeting at 8.04pm and declared an interest in anything to do with the Common as a committee member of Friends of the Common.

08/03 APPROVAL OF THE MINUTES

The Committee RESOLVED

That subject to the amendment made at Full Council the minutes of the meeting dated 18th March 2008.be approved as a true and correct record and duly signed by the Chairman.

08/04 MATTERS ARISING FROM THE MINUTES

There were no matters arising.

08/05 FINANCIAL COMPARISON STATEMENT 08/09

The Committee noted that there was no report due to current work to complete the end of year accounts.

ALLOTMENTS

08/06 OCCUPATION

The Committee RESOLVED

To note the occupation of the allotments.

A date to visit the allotment site to meet with the allotment holders has been agreed for 23rd June 2008 to meet at the Parish Office at 6pm.

COMMON AND GROVEWOOD

08/07 REPORT OF THE SENIOR PARISH RANGER

Cllr Eve asked for a verbal update on the brash that is stacked around the Gun Dell. The Senior Parish Ranger advised that usually not so much clearing would be carried out in one year, however due to the impromptu visit from DEFRA the area around the Gun Dell needed to be cleared as stated in the management plan. This work had been carried out before Christmas and had been stacked. In his view this would break down in the summer months and be covered by bramble. Cllr Eve asked if he thought this type of maintenance increased the fire hazard. The Senior Ranger did not feel this was the case.

The Clerk commented on the fact that DEFRA had visited the site soon after the work had been carried out and they had made no adverse comments about the stacking of the brash. Members would be able to see for themselves the impact on the common at the re-arranged walk about.

Cllr Mrs Worrall reported that there had been a group of youths who had been drinking and started a fire near the Black Horse on Friday evening. She had reported to the office on Monday morning. The Senior Parish Ranger stated that this was far more devastating to the common than the storing of the brash. People had fires on the Common all the time but this area had a lot of rare grassland habitat which had now been destroyed and was unlikely to recover. Cllr Eve asked what as Councillors they could so. The Senior Ranger advised that if members saw fires or illegal acts being carried out on the Common or any other public area they should call the relevant authorities.

The Committee RESOLVED

To note the report.

08/08 MATTERS ARISING FROM THE WALK ABOUT

The walk about has been re-arranged for 5th June at 2.30pm to meet at the Parish Office.

08/09 REPLACEMENT OF LITTER BINS ON CHORLEYWOOD COMMON

The Committee RESOLVED

To purchase four litter bins from Company A

This was proposed by Cllr Watkins, seconded by Cllr Booth and unanimously agreed.

08/10 REQUEST FOR USE OF A SINGLE- SEATER ELECTRIC BUGGY ON THE COMMON

Members received representation from Tim Venner, the Secretary of the Seniors’ Section of Chorleywood Golf Club.

The Committee RESOLVED

(i) That special permission be given to Mr. Donald Frame of Stanmore Golf Club to use his single-seater electric buggy on Friday 13 th June 2008, in order that he can enter the golf competition.

(ii) That this be a one-off permission.

This was proposed by Cllr Eve, seconded by Cllr Hampton and unanimously agreed.

08/11 DAMAGE TO A VEHICLE IN THE PERMISSIVE PARKING AREA AT THE WAR MEMORIAL HALL.

Members considered the report and the communication from the Golf Club who felt that the claim should be rebutted as there was a clear notice at the entrance advising motorists they park at their own risk.

The Committee RESOLVED

That the Council does not accept liability for the alleged damaged caused to the vehicle and that the Clerk write accordingly.

08/12 REQUEST FROM CHRIST CHURCH SCHOOL FOR TRAFFIC CALMING MEASURES AT THE ENTRANCE TO THE SCHOOL.

The Committee RESOLVED

(i) That the Council proceeds with the traffic calming measures of the virtual traffic scheme and zebra crossing as explained in the report at a cost not exceeding £1,000.00

(ii) That the Clerk writes to the School accordingly seeking a financial contribution.

LAWN CEMETERY

08/13 OCCUPATION

The Committee RESOLVED

To note the occupation of the Lawn Cemetery.

08/14 REVIEW OF THE LAWN CEMETERY RULES

See Part I recommendations

08/15 LETTER OF COMPLAINT REGARDING PROLIFERTAION OF NON-PERMISSABLE POTS, PLANTERS ETC IN THE CEMETERY.

The Committee RESOLVED

That the views of the Parishioner had been taken into account when amending the Cemetery Rules and that, once these were adopted, the Parishioner would be notified accordingly.

PARISH PATHS

Nothing to report.

GENERAL

08/16 VILLAGE DAY 2008

Cllr Eve asked how big the staff thought Village Day was likely to get? The Clerk stated as large as the Council wanted. She asked why Cllr Eve had reservations and he stated that the event was getting larger and attracting people from outside the area such as Rickmansworth and he felt it could become unmanageable. Cllr Watkins responded stating that to be successful Village Day had to be interesting and the more varied the stalls the more likely people were to attend. The Clerk pointed out that one of the Council’s roles was to engage with the community and this occasion gave members the opportunity to do this. There was very little expenditure involved in putting on the day as the income from advertising etc and the sale of stalls to non voluntary organizations usually covered the cost of the event. Cllr Watkins stated that Mrs Horwood should be congratulated for her hard work and receive the Council’s thanks.

The Clerk asked members what they wanted to promote at this year’s event on the members’ stand. She advised that the past few years the stand had been put together by the Chairman. She advised that she would be asking all committee chairmen for their input to ensure that all aspects of the council were promoted. She also stated that Councillors would be required to attend on the day to deal with questions from Parishioners.

The Committee RESOLVED

To consider the above and decide at the next meeting the areas this committee wishes to promote for Village Day.

08/17 KERBING ALONG COMMON GATE ROAD AND CLEMENTS ROAD

Cllr Worrall stated that she had reservations about kerbing to stop erosion as in her opinion the work carried out at the Black Horse had not been successful. The Senior Parish Ranger stated that the kerbing did not always stop cars from driving up the kerb, but the kerbing protected our boundaries. Due to the nature of the narrow roads in the area, the motor vehicle caused damage to the Common. However by putting in the kerbing, it ensured that the highway did not ‘take over’ areas of Common. The areas of Common could always be re-instated behind the kerbing.

The Clerk also pointed out that the Council had a legal obligation to protect the Common for the future from encroachment. The offer from Herts County Council to share the cost of the work meant that due to economies of scale more work would be carried out for the same amount of money. Cllr Liley proposed that the Clerk place the Order, this was seconded by Cllr Booth.

The Committee RESOLVED

That the Clerk arrange with Herts County Council to kerb 100m of Clements Road and Common Gate Road at a cost of £2,800 at the same time as the County are carrying out works in the same area.

08/18 CONSULTATION PROCESS ON GRAZNG – APPOINTMENT OF CONSULTANT

Cllr Eve stated that the objective of the consultation would be to achieve an unbiased questionnaire, the construction of which would require considerable expertise. The consultation would have to address the problems and advantages of grazing and what the parish hoped that grazing would achieve. He could not consider appointing a Consultant until he had seen examples of work carried out elsewhere. The Council had not been advised how many days the consultation document would take to put together and they had no re-assurance of the individual’s competence to carry out the task.

Cllr Worrall asked what the Council was prepared to accept as a response rate, whether it would be the majority of responses received or the percentage of responses. The Clerk advised that in consultation terms anything over of 25% response rate would deem to be good, but ultimately the Council would set the criteria to analyse the return.

Cllr Eve suggested that the Consultant be invited to the next meeting to address the committee. The Chairman state that whilst she was happy to invite her to the next meeting it was not scheduled until the beginning of July. The purpose of getting an “in principle” decision would be to allow the Clerk to seek grant funding from the Chilterns Sustainability Fund to help pay for the consultation process.

The Committee therefore RESOLVED

(i) That the Consultant be asked to attend the next meeting.

(ii) That the Clerk makes an application to the Chilterns Sustainability Fund for funding towards the cost of consultation on whether or not to re-introduce grazing to Chorleywood Common.

08/19 CLOSURE