Policy and Resources - Minutes

REPORT OF THE POLICY & RESOURCES COMMITTEE 12th JUNE 2007

MEMBERSHIP & ATTENDANCE

Chairman: *Mr R Kipps

Councillors: * Mr R Booth, * Mrs F Caplin, * Mr M Green, *Mrs M Hampton, Mrs M Jarrett , *Mr M Morris, *Mr S Watkins, *Mrs J Worrall

*Denotes members present

Also in attendance: Cllrs Eve, Mrs Green and Mrs Stibbs

PART 1 – RECOMMENDATIONS

1. APPLICATION FOR GRANT FUNDING

Cllrs Booth, Mrs Hampton and Kipps declared an interest and left the room. Cllr Green took the Chair.

Cllr Stibbs, the Council’s representative for the Twinning Association, addressed the committee.

After the presentation, Cllr Morris stated that he was impressed that the Twinning Association was still thriving, however stated that twelve years ago when the Association was first discussed there was a general feeling that it should not be funded by the Parish Council as the twinning would not be a direct benefit to all the population of Chorleywood.

Cllr Caplin asked how many residents were members of the Twinning Association and would benefit from the grant. Cllr Stibbs was unable to answer that question. It would appear that when the British visit France, grant funding was available from Central Government. Cllr Morris commented that the Parish Council was not in a financial position to compete with the French.

Cllr Worrall stated that she thought it was unfortunate that the Twinning Association had asked for such a large sum of money which equated to £30.00 per head. She also advised that there was government funding available to help towards such projects.

Cllr Watkins proposed that as the grant application was the cultural equivalent to the literary festival, the Council should grant fund a similar amount towards the project.

This was seconded by Cllr Worrall.

The proposal was carried by recorded vote

Three in favour – Cllrs Green, Watkins and Mrs Worrall

Two against – Cllrs Mrs Caplin, Morris

The Committee RESOLVED to recommend

That the Twinning Association be grant funded by £1500 towards their 10 year anniversary celebrations

Cllr Stibbs left the meeting at 8.17pm

PART 2 – MINUTES

07/01 APOLOGIES FOR ABSENCE

Apologies were received from Cllr Mrs Jarrett.

07/02 DECLARATION OF INTEREST

Declarations of interest were received from Cllrs Booth, Mrs Hampton and Kipps who were all members of the Twinning Association, who had applied for grant funding.

07/03 APPROVAL OF THE MINUTES

The Committee RESOLVED

That the minutes of the meeting of 1 st May 2007 be approved as a true and correct record.

07/04 MATTERS ARISING

Min 06/64: Revised Model Code of Conduct – Cllr Mrs Worrall had attended the Code of Conduct training and could confirm that it was very informative and the best training she had received on the subject.

07/05 FINANCIAL COMPARISON STATEMENT 2007/08

The Committee RESOLVED

To note the report.

07/06 CHORLEYWOOD PARISH COUNCIL WEBSITE

Members of the Committee read through the amended contract which had been scrutinized by the Council’s Solicitor and

The Committee RESOLVED

That the Clerk signs the contract on behalf of the Council.

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

07/07 BALLOT PAPER FOR THE ELECTION TO THE HAPTC EXECUTIVE COMMITTEE

As the majority of the candidates were not known to the committee the

The Committee RESOLVED

(i) To delegate the completion of the form to the Clerk, to include the nomination for Cllr King, from Watford Rural. But

(ii) to take advice on the other candidates.

This was proposed by Cllr Worrall, Seconded by Cllr Green and carried, 7 in favour with one abstention.

07/08 CiLCA TRAINING

The Clerk was asked to describe the benefits of attaining Quality Parish Status. Cllr Green stated that the council had agreed that Quality Parish Status should be attained and therefore as the CiLCA portfolio was one of the steps towards attaining the accreditation it must be done.

Cllr Morris stated that he did not disagree with the way forward but would like the Clerk to produce a detailed plan of what duties she could delegate to other officers and the cost implications of freeing up time so that the portfolio could be completed. Cllr Eve agreed with this idea.

The Clerk advised that the staff were already fully employed, and although she could seek some assistance with photocopying and collection of evidence there would be a knock on effect in loss of services or increased overtime.

Cllr Mrs Green stated that although the Clerk would benefit from the training, it was the Council that would benefit more with the accreditation and improved services.

Cllr Worrall therefore Proposed that the Clerk be given a set limit of 42 hours overtime between now and the next P&R meeting to start work on the portfolio and to report progress back to the next meeting. This was seconded by Cllr Green

The Committee RESOLVED

(i) That the Clerk start to progress the portfolio within the criteria set by members and to report progress back to a future meeting.

(ii) That the Clerk also investigates the future financial position should the Clerk leave the Council’s employment after attaining the qualification.

07/09 GRANT FUNDING APPLICATIONS AND CRITERIA

The Members had looked at the grant criteria and application form and generally felt they were good. There was nothing on the form to indicate the maximum sum available and therefore

The Committee RESOLVED

That the grant criteria and application form remain the same and each application be assessed according to merit.

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

07/10 INTERNAL AUDIT REPORT (2 nd Interim) 2006/07

Cllr Mrs Worrall asked if the risk assessments and asset register had now been completed, as they were not mentioned in the audit report. The Clerk confirmed that the majority of risk assessments had now been completed. However, whilst there was an insurance schedule, there were still some items that should be individually evaluated and added to the register.

Cllr Eve requested that the current Standing Orders be issued to all Councillors .

The Committee RESOLVED

To note the internal auditor’s report.

07/11 HISTORY OF CHORLEYWOOD

The Committee RESOLVED

To approve the use of the Parish map in a publication about the social history of Chorleywood.

07/12 EXCLUSION OF PRESS & PUBLIC

PRIVATE & CONFIDENTIAL

The Committee should consider whether or not in accordance with Standing Order 14 & 28 the remaining items should be take in private, and if so, it will be appropriate for a resolution to be passed in the following terms:-

“that in view of the confidential nature of the business about to be transacted, it is advisable in the public interest, that the press and public be temporarily excluded and they are instructed to withdraw”.

Committee Decision on Public Access:-

1. Public access to report - immediate

07/13 ENCROACHMENT ONTO COMMON LAND

The Committee considered the communication from the Clerk and the parishioner and

The Committee RESOLVED

1) To note the content of the letter

2) To decline the invitation to a site meeting.

3) To re-affirm the Clerk as the representative of the Council, who should continue to

liaise with Council’s Solicitors.

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

07/14 CLOSURE

There being no further business the meeting closed at 10.37pm