Policy and Resources - Minutes

REPORT OF THE POLICY & RESOURCES COMMITTEE 15TH JULY 2008

MEMBERSHIP & ATTENDANCE

Chairman: * Mrs M Hampton

Councillors: Mr R Booth, * Mr M Green, Mrs M Jarrett, * Mr R Kipps, * Mt G Liley, Mr K Morris, * Mr S Watkins

*Denotes members present

Also present: Cllr Eve and Cllr Mrs Worrall

Alan Manson, Honorary Surveyor.  

PART 1 – RECOMMENDATIONS

1. RANGERS MESS ROOM FACILITIES

The Honorary Surveyor addressed the Committee and answered questions from Committee Members. He advised that the quotation received gave the outline of works to be carried out but it would now be a question of quality of product which would need to be specified if the Committee wished the work to go out to tender. He suggested that the work could be carried out for an exclusive cost of no more than £20,000.00. Planning permission would need to be obtained.

The Committee RESOLVED

1) To recommend that the work to convert the cemetery shed into a mess room for the Rangers use be put to tender based on the quotation supplied.

2) That the Honorary Surveyor prepares a tender specification

3) That the Clerk instigates a planning application.

This was proposed by Cllr Watkins, seconded by Cllr Liley and unanimously approved.

2. TERMS OF REFERENCE FOR CHORLEYWOOD MATTERS

Draft terms of reference were forwarded by two Councillors, the details of which were discussed. It was agreed that the members writing the articles and putting together the items would in future be known as the Editorial Team. Members considered both sets of proposals one of which included the terms of reference for the Annual Report.

The Committee RESOLVED

1) To recommend that the Chairman of the Council put together a draft terms of reference for the Chorleywood Matters Editorial Team to Full Council for consideration.

2) That the Terms of Reference for the Annual Report be considered at the next meeting.

3) That Cllr Kipps obtain copies of Annual Reports from other councils who had already achieved Quality Parish Status.

This was proposed from the Chair and unanimously approved.

3. FUNDING FOR THE POLICE COMMUNITY SUPPORT OFFICERS

Members considered the details of the report and discussed the implications.

The Committee RESOLVED to recommend to Full Council:-

1) That the Parish Council continues to support the two PCSOs for the two year period.

2) That the Clerk invites Inspector Holland to come along to the next Full Council meeting to answer questions which should be forwarded to the Clerk prior to the meeting.

This was proposed by Cllr Liley, seconded by Cllr Green and unanimously approved.

4. VICE CHAIRMAN BADGE OF OFFICE

Members considered the detail of the report.

The Committee RESOLVED

1) That the proposal be put to Full Council for an open vote

2) That in the meantime the Clerk obtain confirmation from the Auditor that this fell under the terms allowed from the Chairman’s Allowance.

This was proposed by Cllr Liley, seconded by Cllr Watkins and unanimously approved.

5. IMPROVE YOUR CARBON FOOTPRINT

The Chairman advised the Committee that she had spoken to a number of shops in the Village who had all been in favour of the scheme. She explained that she had wanted to do this for some time and that she wanted the campaign to be a Chairman’s initiative on behalf of the Parish Council and was not a political statement. It was agreed that the Chairman would discuss the scheme with the Business Association and report back to Full Council for decision.

The Committee RESOLVED

That the matter be decided at Full Council after discussion with the Business Association.

PART 2 – MINUTES

08/15 APOLOGIES FOR ABSENCE

Apologies were received from Cllr Booth, Cllr Mrs Jarrett. Cllr Morris was absent.

Cllr Liley explained that Cllr Morris was out of the country; however the office had not received any communication.

08/16 DECLARATIONS OF INTEREST  

There were no declarations of interest.

08/17 APPROVAL OF THE MINUTES

The Committee RESOLVED

That subject to the changes made at Full Council the minutes of the meeting dated 17th June 2008 were approved as a true and correct record.

08/18 MATTERS ARISING

Recommendation 2. EXCLUSION OF PRESS AND PUBLIC

The Clerk advised that the Auditor had suggested that the previously known Part II be known as Confidential Business rather than Confidential Matters. It would be clear that items under discussion would be the Business of the Council and rather than Matters of public interest.

07/72 DELIVERY OF CHORLEYWOOD MATTERS

Councillors advised if they had received Chorleywood Matters, the reaction was mixed. It was agreed that a review of the delivery would be discussed at the next meeting.

08/19 FINANCIAL COMPARISON STATEMENT 2008/09

The Committee RESOLVED

To note the report

08/20 RANGERS MESS ROOM FACILITES  

See Recommendation 1

08/21 TERMS OF REFERENCE FOR STANDING COMMITTEES

Two amendments were made to the functions.

P&R non delegated functions

(a) ’objections’ was changed to ‘objectives’

P&R delegated functions

(c) Appoint the Clerk and Senior Ranger

No other changes were made.

08/22 TERMS OF REFERENCE FOR CHORLEYWOOD MATTERS

See Recommendation 2

0823 FUNDING FOR THE POLICE COMMUNITY SUPPORT OFFICERS

See recommendation 3.

08/24 EXTERNAL AUDIT REPORT

The Members of the committee considered and completed the Annual Governance Statement and the Chairman duly signed the declaration.

The Committee RESOLVED

To Approve the Annual Return and Governance Statement.

This was proposed by Cllr Kipps, seconded by Cllr Watkins and unanimously approved.

08/25 VICE CHAIRMAN BADGE OF OFFICE

See Recommendation 4.

08/26 IMPROVE YOUR CARBON FOOTPRINT

See Recommendation 5.

08/27 PUBLICITY MATERIAL FOR CHORLEYWOOD HOUSE ESTATE

Members considered the request from TRDC. There was concern that a post box positioned outside the office may be vandalised or that post intended for the Parish Council be posted in the box in error which could cause problems in the future. The Committee acknowledged that for TRDC to attain the Green Flag Status for the House Grounds the District Council needed to have publicity available but Members were concerned that as the Parish Office was only open from 9am to 1pm, Monday to Friday and was not open at all over the weekends so that people interested in obtaining the material, would not be able to do so.

Cllr Liley proposed the following,

That the Parish Council, whilst sympathetic to TRDC’s request, believe that it raises a number of problems and propose that these are discussed with the staff of both the Parish Council and TRDC to provide a workable solution.

The Committee unanimously RESOLVED

1) To adopt the proposal by Cllr Liley, seconded by Cllr Watkins.

2) That the Clerk action the resolution accordingly.

08/28 CLOSURE

There being no further business the meeting having started at 8.00 pm closed at 9.43 pm.