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2004–2005 Archives of Finance and Policy Minutes
Reports and Minutes of a Meeting of the FINANCE & POLICY COMMITTEEHeld in the Council Chamber, Civic Centre, Berkhamsted On Monday 16th May 2005 at 7.30 p.m.
MEMBERS: Councillors Victor Earl Chairman John Lythgoe Deputy Chairman Geraldine Corry Mrs. C. Green G. Lanchin G. Stevens EX-OFFICIO: Councillor Phil Gibbs
OFFICER: Mr. R J Price – Assistant Town Clerk
63/05 APOLOGIES There were no apologies for absence.
64/05 TO RECEIVE DECLARATIONS OF INTEREST REGARDING ITEMS ON THE AGENDA Councillor Green declared a personal interest in items 69/05 and 70/05. Councillor Lythgoe declared a personal interest in item 70/05 and Councillor Lanchin declared a personal interest in item 72/05. 65/05 MINUTES The minutes of the previous meeting held on 25th April 2005 were agreed and signed by the Chairman. 66/05 MATTERS ARISING a. Vide 53/05 Grass Cutting and grounds maintenance in the Churchyard and Lower Cemetery The Assistant Town Clerk advised members that the Town Clerk had written to Dacorum Borough Council but as yet no reply had been received to his letter. b. Vide 56/05 Lease of Allotment Land to Sunnyside Rural Trust The Assistant Town Clerk advised members that the Town Clerk had written to National 67/05 CHAIRMAN’S COMMUNICATIONS A letter of thanks had been received from Ashlyns School, for the support given to the International Football tournament held on the 24th April 2005, which had been a great success. A copy of the Newsletter of Tring Town Council ‘Tring Town Crier’ had been received and was available for reference. Councillor Corry had received a copy of the Hertfordshire Adult Learning Forums Summary Report, which was available for reference.. 68/05 PUBLIC PARTICIPATION Mr. E. Dyer asked what the total cost of the Help Point had been since its inception. Councillor Stevens stated that such a question needed to be raised in advance in order for Councillors to be in a position to answer it at the meeting. He said that the Town Clerk would be asked to look up the answer to the question and provide Mr. Dyer with this information in due course. Action Town Clerk
69/05 LICENSING ACT 2003 Premises Licence Application, Thai Cottage, 149 High Street Before this item was discussed Councillor Green withdrew from the meeting and remained away until item 70/05 had been discussed. Following discussion members agreed that they had no objection to the application provided that adequate provision is made to prevent the escape of noise into surrounding housing.
70/05 LICENSING ACT 2003 Licensing Act 2003 – Premises Licence Application, The Rising Sun, George Street. Before this item was discussed Councillor Lythgoe withdrew from the meeting. Following discussion members agreed that they had no objection to the application provided that adequate provision is made to prevent the escape of noise into surrounding housing.
71/05 ADULT EDUCATION CENTRE, HIGH STREET, BERKHAMSTED Councillors Green and Lythgoe returned to the meeting before this item was discussed. Details of the Berkhamsted Local History and Museum Society’s letter of 26th April 2005 were noted by members. The Town Clerk was asked to write to the History Society to inform them that the Town Council was aware of the disposal of the building, that it was for sale for a significant sum and that negotiations were in hand with a prospective buyer. Action Town Clerk
72/05 GRANT APPLICATION – DACORUM DISTRICT CITIZENS ADVICE BUREAU Councillor Lanchin took no part in the discussions concerning this item. Following discussion it was RESOLVED To recommend that a grant of £450 be paid to Dacorum District Citizens Advice Bureau to cover the cost of providing a new computer in their Berkhamsted office. Action Town Clerk
73/05 THE PETERTIDE FAIR – INVITATION TO ADVERTISE IN THE PROGRAMME Members agreed to place a half-page advertisement in the Petertide Fair 2005 programme using the same layout as last year. Action Town Clerk
74/05 WORKING PARTY REPORTS a. Communications i. Your Voice Nothing to report.
ii. Notice boards Nothing to report.
iii. Town Council Web- site Members were advised that the Communications Working Party would be reporting on this item.
iv. Market Stall Nothing to report.
b. Festival of Light 2005 Nothing to report.
c. Hertfordshire Network. The next meeting is to be held on the 15th June 2005. Agenda items for this meeting should be supplied to the Assistant Town Clerk. Action ALL Councillors
d. Future Berkhamsted Working Party. The Chairman stated that there would only be limited opportunity for consultation on the Stag Lane development e.g. the opportunity to discuss the colour of bricks to be used in the development, as the basic decision as to whether or not housing should be built on the site, had already been made. e. Young Peoples Facilities Working Party i. Skateboard Park Nothing to report.
ii. Arts Education Nothing to report.
iii. Youth Town Council There has been no meeting held since last Finance & Policy Committee meeting. There was therefore nothing to report.
75/05 CLOSE OF MEETING
The meeting closed at 8.29 p.m.
Reports and Minutes of a Meeting of the FINANCE & POLICY COMMITTEEHeld in the Council Chamber, Civic Centre, Berkhamsted On Monday 25th April 2005 at 7.30 p.m.
MEMBERS: Councillors Victor Earl Chairman John Lythgoe Deputy Chairman Geraldine Corry Mrs. C. Green G. Lanchin (arrived at 7.35 p.m.) G. Stevens
NON-COMMITTEE MEMBER: Councillor Freda Earl
OFFICER: Mr. C.R. Westwood – Town Clerk
50/05 APOLOGIES There were no apologies for absence.
51/05 TO RECEIVE DECLARATIONS OF INTEREST REGARDING ITEMS ON THE AGENDA There were no declarations of interest regarding items on the agenda.
52/05 MINUTES The minutes of the previous meeting held on 21st March 2005 had been agreed at Full Council and were signed by the Chairman.
53/05 MATTERS ARISING Vide 38/05 Grass Cutting and grounds maintenance in the Churchyard and Lower Cemetery A reply was awaited from Dacorum Borough Council and the matter was deferred to the next meeting. Vide 43/05 Berkhamsted Community Partnership – Request for Financial Assistance Following discussion it was agreed that the provision of a toilet facility on Canal Fields should be the main priority for the Town Council and that the Borough Council should be responsible for the refurbishment of Water Lane. Therefore the Town Council would not provide funding at this stage. Vide 46/05 Standing Orders & Financial Regulations The Chairman said that he had not received any representations concerning the draft previously circulated and he and the Clerk would therefore proceed with the final version. Action Councillor Victor Earl & Town Clerk Vide 48/05 Delivery of Your Voice The Town Clerk provided an oral report following a discussion with the distribution company.
54/05 CHAIRMAN’S COMMUNICATIONS A copy of the Berkhamsted Collegiate School Bulletin for Spring 2005 had been received and was available for reference. A letter had been received from DEFRA regarding the Quality Parish Scheme and Parish Planning and had been copied to Committee Members. The Hertfordshire Police Authority Policing Plan for 2005/6 was available for reference. Notification had been circulated of Standards Training available from the Borough Council on the 7th July 2005. A copy of a letter sent by CARAB regarding the future of the Restaurant/Bar at the Rex Cinema had been copied to Members of the Committee. The Spring 2005 Age Concern newsletter ‘Brightsparks’ had been received and was available for reference. The latest copy of ‘Beer Matters’ had been received from the British Beer & Pub Association.
55/05 PUBLIC PARTICIPATION There was one member of the public present who chose not to make any contribution.
56/05 LEASE OF ALLOTMENT LAND TO SUNNYSIDE RURAL TRUST The Chairman referred to correspondence received from GO-East inviting Council to comment on correspondence received from the National Society of Allotment & Leisure Gardeners Ltd. and Mr. Bruce Jones, Chairman of the Sunnyside Allotment Society. The Chairman also referred to a proposed response prepared by the Town Clerk, which had been circulated. Following discussion it was agreed that the Committee would adopt the proposed response, which should be attached to the minutes as an appendix and forwarded to GO-East. Action Town Clerk
57/05 ATCM EAST OF ENGLAND NETWORK The Chairman referred to a letter received from the Association of Town Centre Management inviting the Town Council to become members. Following discussion it was agreed that sufficient information was available through the Borough Council and the invitation was therefore declined. Action Town Clerk
58/05 BERKHAMSTED CYCLING GROUP – GRANT APPLICATION The Chairman referred to an application from Berkhamsted Cycling Group for a grant of £500. The Town Clerk confirmed that the Group had no financial assets and no bank account. Following discussion it was agreed that although the Committee supported the Group’s intentions it could not provide a grant until a detailed costed action plan, constitution and bank account were in place. Action Town Clerk
59/05 BERKHAMSTED LAWN TENNIS & SQUASH CLUB GRANT APPLICATION The Chairman referred to correspondence received from Berkhamsted Lawn Tennis & Squash Club requesting a grant of £10,000 towards Phase 1 of the Indoor Tennis Centre Project and specifically towards improvements in Broadwater Road, which were a condition of the planning consent from Dacorum Borough Council. Members noted that from the information provided it appeared that the funding for Phase 1 was in place; therefore, any grant from the Town Council would be in addition to the funds required. In the circumstances and subject to verification of the financial situation members agreed that a grant at this stage would not be appropriate. Councillor Corry said that members should know if members of the public have use of any courts as non-members of the Tennis & Squash Club. Action Town Clerk
60/05 LIONS CLUB OF BERKHAMSTED – INVITATION TO ADVERTISE IN THE AUGUST BANK HOLIDAY FETE PROGRAMME Following discussion it was agreed that the Town Council would take a half-page advertisement in the August Bank Holiday Fete programme at a cost of £55. Action Town Clerk
61/05 WORKING PARTY REPORTS a. Communications i. Your Voice ii. Notice boards iii. Town Council Web site iv. Market Stall There was nothing to report.
b. Festival of Light 2005 Councillor Stevens referred to a meeting recently held with the Managing Director of Lamps & Tubes and the subsequent order for 20 new roundels for lighting in 2005 at a value of £2,200. Since that order was placed Lamps & Tubes had advised that permanent power supplies should be installed in Lower Kings Road to support new festoons. It was agreed to request a quotation for this work. Action Town Clerk
c. Hertfordshire Network Next meeting on the 15th June 2005.
d. Future Berkhamsted Working Party Councillor Victor Earl said that he would soon fix a date for a meeting to consider the evidence to be submitted to the Borough Council in respect of the Stag Lane proposals. Action Councillor Victor Earl
e. Young Peoples Facilities Working Party i. Skateboard Park – letter attached from The Planning Inspectorate The letter circulated with the agenda was noted and it was agreed that in light of the decision the Town Council could not proceed any further with plans for Velvet Lawn. As previously agreed the search would continue for a suitable location elsewhere. It was however noted from the Planning Inspector’s letter that a skateboard park is not a building.
ii. Arts Education There was nothing to report.
iii. Youth Town Council It was noted that the minutes of last meeting had been corrected to reflect the fact that the Town Councillors present did not suggest that an application for a skateboard park on Canal Fields should be submitted.
62/05 CLOSE OF MEETING
The meeting closed at 9.08 p.m.
Reports and Minutes of a Meeting of the FINANCE & POLICY COMMITTEEHeld in the Council Chamber, Civic Centre, Berkhamsted On Monday 21st February 2005 at 7.30 p.m.
MEMBERS: Councillors V.C. Earl - Chairman Mrs. C. Green G. Stevens (arrived at 7.45 p.m.) SUBSTITUTE MEMBER: Councillor Betty Patterson
NON-COMMITTEE MEMBER: Councillor Freda Earl
OFFICER: Mr. C.R. Westwood – Town Clerk
17/05 APOLOGIES Apologies for absence were received from Councillors Corry, Lanchin and Lythgoe.
18/05 TO RECEIVE DECLARATIONS OF INTEREST REGARDING ITEMS ON THE AGENDA Councillor Stevens declared a personal interest in the grant application from Ashlyns School as Chairman of the School Governors.
19/05 MINUTES The minutes of the previous meeting held on 17th January 2005 had been agreed at Full Council and were signed by the Chairman.
20/05 MATTERS ARISING Vide 15/05 Grass Cutting and grounds maintenance in the Churchyard and Lower Cemetery. The Town Clerk said that a response had been received from Brian Scott, Dacorum Borough Council, who was prepared to commence negotiations regarding devolution of responsibility for grounds maintenance and grass cutting in the Churchyard and lower cemetery. It was agreed to arrange a meeting. Action Town Clerk
21/05 CHAIRMAN’S COMMUNICATIONS Notification had been received from Hertfordshire County Council of the pension fund valuation update for 2004, Funding Strategy statement and changes to the Scheme regulations from 1st April 2005. Documents had been received from the ODPM concerning Citizen Engagement and Vibrant Local Leadership. Comments were requested on the contents and a fuller strategy document would be published later in the year. Notification had been received of a Hertfordshire Waste Development Plan workshop on the 10th March 2005. Replies required by 23rd February 2005. Copied to all Councillors. A letter had been received from DEFRA formally introducing the Clean Neighbourhoods and Environment Bill on the 7th December 2004. Copied to all Councillors. Councillor Patterson asked for this item to be placed on the agenda of the next Environment Committee meeting. A letter of thanks had been received from Greenway School for the Grant towards their new Library, and an invitation to visit when it is completed. A letter had been received from Angela Wheeldon concerning the renewal of the lease to Sunnyside Rural Trust, and the effect on the short -term future availability of allotment plots. Copied to all Councillors.
22/05 PUBLIC PARTICIPATION Mr. E. Dyer urged the Committee to give favourable consideration to the quotation from Thames Water for the sewer connection at Sunnyside Allotments.
23/05 ANNUAL TOWN MEETING The draft agenda circulated by Councillor Freda Earl was agreed. Action Town Clerk
24/05 GRANT APPLICATION – LIONS CLUB OF BERKHAMSTED It was agreed that a grant of £200 should be provided to Berkhamsted Lions Club to help fund the Community Fair in September 2005. It was further agreed to inform the Club that they should not consider this to be a regular grant. (Section 137 of the Local Government Act 1972) Action Town Clerk
25/05 GRANT APPLICATION – BERKHAMSTED CHORAL SOCIETY Following discussion it was agreed not to provide a grant on this occasion but the application would be reconsidered if the concert made a financial loss. Action Town Clerk
26/05 GRANT APPLICATION – BERKHAMSTED LAWN TENNIS & SQUASH CLUB Following discussion it was agreed to adjourn this application until the Committee meeting to be held on 25th April 2005 and to request a progress report and latest audited accounts from the Tennis & Squash Club. Action Town Clerk
27/05 GRANT APPLICATION – ASHLYNS SCHOO It was agreed to provide a grant of £400 to Ashlyns School as financial support for an international under 14’s football tournament to be held in April 2005. (Section 137 of the Local Government Act 1972) Action Town Clerk
28/05 FAIR TRADE IN BERKHAMSTED Members considered the letter received from Angela Morris requesting the support of the Town Council in making Berkhamsted a Fair Trade Town. Members agreed that the Council should provide support in principle for this initiative. Action Town Clerk
29/05 QUOTATION FOR SEWER CONNECTION – SUNNYSIDE ALLOTMENTS Following discussion it was RESOLVED To accept the quotation for proposed foul water connection to Thames Water sewerage network at Sunnyside Allotments, Ivy House Lane, in the sum of £1,630 to be taken from reserves. Action Town Clerk
30/05 DACORUM PARISH CHARTER The following comments were made concerning the Draft Parish Charter: q Consistent use of words (Councillor Victor Earl will produce an amended draft). q The review by Parish Councils should take place in September each year to allow a new Council to have made an assessment (Chapter 7). q In certain places clarification was required as to which council was being referred to i.e. County, Borough or Town/Parish. q Chapter 3 para 3.2.5 timescale should be added to the Charter as an inclusive paragraph or annex. q Chapter 4 para 4.2.4 concerning the Quality Parish Scheme was ambiguous and there was a need to clarify the relationship between the scheme and Local Working. q The Borough Council policy on the Quality Parish Scheme should be challenged as it undermines the encouragement to Town and Parish Councils to adopt it. Action Town Clerk
31/05 APPLICATION FOR PROVISIONAL GRANT FOR A NEW OFF-LICENCE AT 323 HIGH STREET Following discussion it was agreed that no objection would be raised to the application but that the off-licence should not open later than 10.30 p.m. to minimise disturbance to local residents. Action Town Clerk
32/05 TOWN COUNCIL PROJECTS The report from Councillor Victor Earl was noted and it was agreed that costed project plans should be prepared for each project at the beginning of the financial year.
33/05 WORKING PARTY REPORTS: a. Communications i. Your Voice The current issue was with the printer and would be delivered before the Annual Town Meeting. The next issue would be in June.
ii. Notice boards Dacorum Borough Council Notice Boards Members noted the report from Dacorum Borough Council and agreed that the new notice boards should be polycarbonate glazed and accessible to the public. They should also bear the Town Council name and crest. The Town Council was prepared to take over the management of the notice boards once the new ones were in place and noted the transfer of funds. Action Town Clerk iii. Town Council Website Councillor McCloskey had circulated a protocol for monitoring the website.
iv. Market Stall The next market stall would be on Saturday 5th March 2005.
b. Festival of Light 2005 There was nothing to report.
c. Hertfordshire Network. Next meeting on the 20th April 2005.
d. Future Berkhamsted Working Party Councillor Victor Earl provided an oral report on the last meeting and said a written report would follow. Discussions had taken place concerning future housing development and the argument between green belt and brown field sites. Future meetings would deal with economic development.
e. Young Peoples Facilities Working Party i. Skateboard Park A report was awaited from the last meeting. The Council continued to look for alternate sites and welcomed suggestions from other groups. The Working Party was looking for land for the provision of recreational space. It would be asking the Town Council to write to the County Council with a view to working together to explore land they own for play space for residents. The Working Party was also exploring “play pockets” in the three Wards.
ii. Arts Education The Working Party was working with Borough Council Officers to bring an imaginative youth programme to Berkhamsted.
iii. Youth Town Council The minutes of the last meeting were noted. A Steering Group was to be set up to coordinate the activities of different people and organisations involved in youth matters. (First meeting to be held on Tuesday1st March at 4.30 p.m. in the Council Chamber)
34/05 CLOSE OF MEETING
The meeting closed at 9.25 p.m.
Reports and Minutes of a Meeting of the FINANCE & POLICY COMMITTEEHeld in the Council Chamber, Civic Centre, Berkhamsted On Monday 17th January 2005 at 7.30 p.m.
MEMBERS: Councillors V.C. Earl - Chairman J.D. Lythgoe Geraldine Corry Mrs. C. Green G. Lanchin G. Stevens
NON-COMMITTEE MEMBER: Councillor Lesley Featherstone
EX-OFFICIO: Councillor P.G. Gibbs – Mayor
OFFICER: Mr. C.R. Westwood – Town Clerk
01/05 APOLOGIES There were no apologies for absence.
02/05 TO RECEIVE DECLARATIONS OF INTEREST REGARDING ITEMS ON THE AGENDA Councillor Stevens declared a personal interest in item 07/05 as a member of Berkhamsted Sports Club. Councillor Stevens declared a personal interest in item 04/05 (Annual Civic Award) as President of the Berkhamsted/Bulbourne Rotary Club. Councillor Green declared a personal interest in item 08/05 as a member of All Saints Church. Councillor Victor Earl declared a personal interest in item 04/05 (Town Hall) as his wife runs The Making Place based within the Town Hall. Councillor Green asked if members of the Liberal Democrat Group should declare an interest in item 07/05 because of their close relationship with the Cricket Club. Following discussion it was agreed that this was unnecessary.
03/05 MINUTES The minutes of the previous meeting held on 29th November 2004 were agreed and signed by the Chairman subject to it being noted that Councillor Patterson left the meeting after item 312/04.
04/05 MATTERS ARISING Vide 302/04 Annual Civic Award Councillor Stevens said that there was more work to be done on this initiative and the report was noted. Vide 308/04 Annual Return 2003/2004 Upon the advice of the Clerk it was agreed that an additional internal audit should be requested soon after the end of the financial year to enable the year-end procedures to be examined. Action Town Clerk
Vide 312/04 Berkhamsted Town Hall Buildings Insurance Councillor Featherstone urged the Committee to give this application favourable consideration as it was an unexpected bill, which could not have been anticipated or budgeted for. Following discussion it was RESOLVED to recommendThat a loan of £5,300 be offered to Berkhamsted Town Hall Trust to cover the cost of their additional insurance premium to be interest free and repaid over three years. Payments to be made at six monthly intervals from the date of the loan. Any contribution that the Town Hall Trust received from Dacorum Borough Council should be paid to the Town Council as a part repayment of the loan. The loan to be paid from Town Council reserves. Action Town Clerk
05/05 CHAIRMAN’S COMMUNICATIONS The following publications had been received: The Public Sector & Local Government magazine for December 2004 HCC Pension fund Report & Accounts for year ending 31st March 2004. Dacorum Heritage Trust Ltd. Annual Review for year ending 31st March 2004. The Berkhamsted Access Committee Agenda for 11th March 2005. The Alzheimer’s Society magazine for Winter 2004 The Hertfordshire Community Foundation Annual Review 2004. Berkhamsted Crime Prevention Panel Crime Report for November 2004. Six letters from members of the Public in response to ‘Your Voice’. Letters of thanks in respect of recent Grants to Northchurch United Charities and the Berkhamsted & Tring Stroke Group. A letter from a local resident suggesting that the Festival of Light could be so much better and making suggestions as to how it could be improved. A letter from the Chairman of HAPTC supporting the new terms and conditions for the employment of clerks and other senior Parish and Town Council staff. A letter from Dacorum Borough Council called ‘The Big Budget Debate’ copied to all councillors.
06/05 PUBLIC PARTICIPATION There was one member of the public present. Mr. E. Dyer reported that he had not received his copy of Your Voice.
07/05 GRANT APPLICATION BERKHAMSTED CRICKET, SPORTS & SOCIAL CLUB Councillor Victor Earl summarised the application from the Berkhamsted Sports Club who were asking for grants of £10,000 each from the Town Council and Dacorum Borough Council to keep the Club solvent and enable it to operate in the future. He said that members should consider that any grant made by the Town Council should be conditional upon the Borough Council also contributing; otherwise the Town Council’s grant would be at too much risk. Councillors Stevens, Lythgoe and Lanchin all said that help must be given to enable the Club to survive but Councillor Green said that there was too much risk involved and that the grant would only bail out the social side of the Club and would not help to provide sporting facilities for young people. She strongly felt that taxpayers money should not be used. Following discussion it was RESOLVED to recommendThat a grant of £10,000 be awarded to Berkhamsted Sports Club. In the event that Dacorum Borough Council did not match the grant the Town Council should discuss the implications of not receiving a grant from the Borough Council with Berkhamsted Sports Club. The grant to be paid from reserves under Section 19 of the Local Government (Miscellaneous Provisions) Act 1976. It was further agreed that a letter should be sent to Dacorum Borough Council stating that the Town Council are likely to agree to provide a grant of £10,000 to Berkhamsted Sports Club and to ask if the Borough Council would consider a similar response to ensure the Club’s survival. Action Town Clerk
08/05 GRANT APPLICATION ALL SAINTS CHURCH The Chairman referred to the application from All Saints Church for a grant of £1,500 towards the provision of an all-access toilet at the Church and Halls’ premises. Following discussion it was RESOLVED To provide a grant of £1,500 to All Saints Church as a contribution towards the provision of an all-access toilet for their Church and Halls’ premises. Section 19 of the Local Government (Miscellaneous Provisions) Act 1976. Action Town Clerk
09/05 GRANT APPLICATION 1ST GOSSOMS END SCOUT GROUP The Chairman referred to the application which had originally been agreed for the provision of a new roof but which in May 2004 the Committee had agreed could be transferred to the provision of central heating. The Town Clerk said that he had seen the two quotes, one of which was for £5,992.50 and the other was for £8,727.82. Following discussion it was RESOLVED That the grant of £5,000 could now be paid to 1st Gossoms End Scout Group as a contribution to the installation of central heating in their premises in Queens Road, Berkhamsted. The money to be paid from reserves (prior year payment) under Section 19 of the Local Government (Miscellaneous Provisions) Act 1976. Action Town Clerk
10/05 TRUSTEE VACANCY – BERKHAMSTED MARKET FUND There were no volunteers from the Committee for this vacancy and it was agreed to carry the request forward to Full Council. Action Town Clerk
11/05 ONE STOP SHOP FACILITY FOR BERKHAMSTED The Town Clerk referred to a progress report from Karen Tarbox, Dacorum Borough Council, which had been circulated that day to all Councillors. The current position was that there was insufficient space in the area identified for the One Stop Shop to enable the Help Point to be co-located. Further work was to be carried out in an effort to increase the space available and if that could be achieved a further report would follow.
12/05 SCHOOL ADMISSIONS FOR THE SCHOOL YEAR 2006/2007 The letter circulated with the agenda was noted. Councillor Stevens said that the admissions policy would affect spaces at local schools, especially the primary schools, where there would be pressure on admissions. There was a need to closely monitor this situation.
13/05 REVISED STANDING ORDERS AND FINANCIAL REGULATIONS It was agreed that a Working Party should consider the revised draft Standing Orders and Financial Regulations prior to the next meeting of the Committee. The Working Party to consist of Councillors Victor Earl (Chairman), Lythgoe and Stevens and the Town Clerk.
14/05 WORKING PARTY REPORTS a. Communications i. Your Voice The next issue was due in February and would be published in time for the Annual Town Meeting. ii. Notice boards No progress to report. iii. Town Council Web-site Councillor Stevens said that some of the information was out of date and there were some questionable links to other sites, which needed to be dealt with. The number of hits was now being reported to Councillor McCloskey. iv. Market Stall The stall was to be held on the first Saturdays in February, March and April. b. Festival of Light 2004 and Mayors Charity lunch Councillor Stevens said that the wash-up meeting had not yet been held. One letter had been received criticising the event and he was concerned that the response to lights not working or out of sequence had not been of the standard in previous years. A letter should be sent to Lamps & Tubes indicating the Town Council’s concerns. Action Town Clerk
Hertfordshire Network. Next meeting on the 19th January 2005. Councillor Lanchin said that he would be proposing a change in content of the agenda for the future at the next meeting. It was necessary to omit trivial items being dealt with elsewhere, for example, by the Help Point or the Local Members Panel and for the Network agenda only to contain the more strategic and important matters that affected Berkhamsted. c. Future Berkhamsted Working Party. Councillor Victor Earl said that the next meeting would be on 15th February 2005 and it was intended to publish a report in May with the help of a Graphic Designer. d. Young Peoples Facilities Working Party i. Skateboard Park Councillor Lythgoe said that the application was still with the Planning Inspectorate. There were no facilities to offer young people other than those in Tring and Northchurch. He was due to meet with the Dacorum Borough Council Portfolio Holder to see if there was a way forward to provide an extra facility. ii. Arts Education Councillor Lythgoe said that he was in touch with the Borough Council Arts Officer to see if projects could be launched in Berkhamsted. iii. Youth Town Council Councillor Lythgoe was concerned at the reference in the last Youth Town Council minutes that they had been given late notice for the Town Council Young Peoples Facilities Working Party meeting. It was apparent that there was a lack of communication between the Town Council and the Youth Town Council and he proposed that there should be an item on the next agenda of the Youth Town Council called “Liaison between the Town Council and Youth Town Council”. They should also be informed that the YPFWP was to be held on 18th February 2005 at 7.00 p.m. Action Town Clerk15/05 Part 2 Exemption of Press and Public. It was resolved that under Section 1 of the Public Bodies (Admission to Meetings) Act 1960 the public and press be excluded during the items in Part II of the agenda for this meeting, because it is likely that publicity would prejudice the public interest by reason of the confidential nature of the business or for other special reasons stated in the resolution, arising from the nature of the business or proceedings. Vide 308/04 Grass Cutting – To consider making an application to Dacorum Borough Council to devolve responsibility for ground maintenance of St. Peters Church grounds and Lower Cemetery to the Town Council. The Town Clerk provided copies of two quotations to members of the Committee and following discussion it was agreed to write to the Chief Executive, Dacorum Borough Council, to ask that negotiations be commenced with a view to devolving responsibility for grounds maintenance of St. Peter’s Churchyard and the lower cemetery in Rectory Lane to the Town Council in accordance with the Parish Charter and the Quality Parish Council initiative. Action Town Clerk
16/05 CLOSE OF MEETING
The meeting closed at 9.32 p.m.
Report and Minutes of a meeting of the FINANCE & POLICY COMMITTEE Held in the Council Chamber, Civic Centre, Berkhamsted On Friday, 17th December 2004 at 3.00 p.m.
MEMBERS: Councillors V.C. Earl – Chairman J.D. Lythgoe Geraldine Corry G. Lanchin G. Stevens
232/04 Apologies An apology for absence was received from Councillor P.G. Gibbs (as Mayor).
233/04 Berkhamsted Cricket, Sports and Social Club – application to the Council for a grant of £10,000 The sole business of the meeting was to hear a presentation by the Berkhamsted Cricket, Sports and Social Club in support of the Club’s application to the Council for a grant of £10,000. The Club was represented by Mr Colin Buckle, Mrs Carol Warren and Mr Julian Dent. The Chairman began the meeting by saying that the procedure would be informal. If the Council were minded to make a grant (which could be under S.137) it would have to be satisfied that the grant would benefit the people of Berkhamsted or some significant proportion of them. Mr. Dent then made his presentation on behalf of the Club, based on the business plan already submitted to the Council. He admitted that the Club’s management had been inadequate but said that the financial crisis that had now befallen it had made it clear that cooperation between the clubs who use the facilities was essential. The proposed new management system had a management committee of seven, four of whom were the representatives of the four playing clubs. The Club had lost members over the past five years for a variety of reasons, the most important of which was the gradual loss of members brought in by the merger with the Agrevo Sports Club when the company left Berkhamsted. A further cause of decline was that the Clubhouse could not meet the demands put on it, which resulted in members going elsewhere to play games. The Club had made an appeal to the 200 or so members remaining to contribute £20 each. This had been successful, one member sending in £200. It had also negotiated reductions in rent totalling £9,000 a year for two years and had obtained a grant of £5,000 to reimburse the Club for its expenditure on planning applications. It had approached Dacorum Borough Council for a grant of £10,000 but had not yet obtained a response. The members of the Committee questioned the three representatives closely during and after the presentation. It was suggested strongly to the Club that it register itself as a company limited by guarantee, preferably also as a charity. It was also suggested that its accounts should be subject to some form of auditing, notwithstanding that its books were kept by a professional firm.
234/04 Close of meeting
The meeting closed at 4.30 p.m.
Reports and Minutes of a Meeting of the FINANCE & POLICY COMMITTEEHeld in the Council Chamber, Civic Centre, Berkhamsted On Monday 29th November 2004 at 7.30 p.m.
MEMBERS: Councillors V.C. Earl - Chairman J.D. Lythgoe Geraldine Corry Mrs. C. Green G. Lanchin G. Stevens NON-COMMITTEE MEMBER: Councillor Betty Patterson (left at 8.30 p.m.) OFFICER: Mr. C.R. Westwood – Town Clerk
305/04 APOLOGIES There were no apologies for absence.
306/04 TO RECEIVE DECLARATIONS OF INTEREST REGARDING ITEMS ON THE AGENDA Councillor Stevens declared an interest in item 308/04 as a member of Berkhamsted Cricket, Sports & Social Club. Councillor Victor Earl declared an interest in item 312/04 as his wife managed The Making Place on behalf of the Trustees. Councillor Patterson declared an interest in item 318/04 as Company Secretary of The Rex.
307/04 MINUTES The minutes of the previous meeting held on 25th October 2004 were agreed and signed by the Chairman.
308/04 MATTERS ARISING Vide 297/04 Berkhamsted Cricket Sports and Social Club The Chairman referred to the application for a grant and the numerous documents, which had been supplied by members of the BCSSC. Not all members of the Committee had had the opportunity to examine the documents. Councillor Stevens summarised the business plan and the efforts being made to stabilise the financial situation. Following discussion it was agreed that a decision could not be reached without the benefit of a meeting with the manager and members of the committee. It was agreed that a letter should be sent to Colin Buckle requesting a meeting on either the 13th December 2004 at 6.00 p.m. or 14th December 2004 at 7.00 p.m. for one hour. If a daytime meeting was more convenient it could be arranged. Action Town Clerk
Vide 298/04 Grass Cutting The Town Clerk informed members that he had arranged a meeting with a contractor for Wednesday 1st December 2004 to obtain an estimate of the cost of maintaining the Cemetery and Churchyard. It was therefore agreed to defer this item to the next meeting of the Committee. Vide 300/04 Berkhamsted/Tring Stroke Support Group Grant Following discussion it was agreed to provide a grant of £500 towards transport costs under Section 137 of the Local Government Act 1972. Action Town Clerk
Vide 301/04 Annual Return 2003/2004 The Clerk advised members that a reply had not yet been received from Lubbock Fine and this item was therefore deferred to the next meeting of the Committee.
309/04 CHAIRMAN’S COMMUNICATIONS A letter had been received from Tring Park, Decorative & Fine Arts Society, asking for the Town Council’s written support for an application to install air conditioning in the main hall of Berkhamsted Civic Centre where they hold their meetings. Notification had been received from the ODPM that new ethical framework regulations came into force on 4th November 2004 which provide for local authority monitoring officers to carry out investigations into alleged breaches by members of their code of conduct which have been referred to them by an Ethical Standards Officer prior to his or her having carried out or concluded an investigation. Details at www.hmso.gov.uk. A letter had been received from Michelle Evans-Riches, Member Support Officer, Dacorum Borough Council, advising of her recommendations to replace St. Andrew’s Church Hall in Chapel Street and Swing Gate Lane School as polling stations. In respect of the school no alternative was being suggested but Hertfordshire County Council were being urged to install ramps to improve access. In respect of St. Andrew’s Church Hall the recommendation was to relocate to Sunnyside Church Hall. Members expressed their preference for the Baptist Church Hall instead of Sunnyside Church Hall as it was more centrally located in the Ward. A letter had been received from Lorna Clark, Senior Planning Officer, Dacorum Borough Council, informing the Town Council that her department was undertaking research concerning playing pitch strategy, sport and recreation study, which requires all local authorities to carry out studies of open space, sport and recreation facilities. The Borough Council had commissioned a management consultancy who would be contacting the Town Council in the near future to undertake an interview or arrange a site visit. (No contact as 29th November 2004) It was agreed to copy the letter to all members of the Committee and to advise them when contact was received. Notification had been received from Caroline Fitz-Gibbon, Strategic Consultation & Marketing Manager, Dacorum Borough Council, of a budget consultation exercise for 2005/6 to take place in the Council Chamber, Hemel Hempstead, on Wednesday 1st December 2004 from 2.00 – 3.00 p.m. All Councillors had been informed. A letter had been received from Sunnyside Community Playgroup thanking the Town Council for the recent grant, which was to be used to pay for an NVQ Level 3 training course. Notification had been received from Hertfordshire County Council that the Local Government Pension Scheme annual meeting would be held at the Fielder Centre, Hatfield, on Friday 18th March 2005. It was agreed that attendance was unnecessary. The following publications had been received: Networking East November 2004. Berkhamsted Town Hall Trust annual report to 31st July 2004. Public Sector & Local Government magazine November 2004. The Citizen December 2004. NALC Annual Review and Accounts 2003/4. The Rural Services Review 2004. NALC Direct Information Service November 2004.
310/04 PUBLIC PARTICIPATION There were no members of the public present at this stage.
311/04 BUDGET 2005/2006 1. Draft Budget 2005/2006 The Chairman referred members to the draft budget circulated with the agenda and it was RESOLVED to recommend That the budget, as circulated, was agreed as the Town Council budget for financial year 2005/2006.
2. Correspondence from Dacorum Borough Council The Chairman referred to correspondence from David Kirk, Dacorum Borough Council, requesting notification of the Town Council precept by 20th December 2004. It was agreed that the precept for 2005/2006 would be £182,185 as indicated in the agreed budget. Action Town Clerk
312/04 BERKHAMSTED TOWN HALL BUILDINGS INSURANCE – REQUEST FOR A GRANT Councillor Patterson referred to the request from Berkhamsted Town Hall Trust for a grant to cover an unexpected increase in the insurance premium for the Town Hall, which had recently been professionally surveyed and re-valued. She said that she opposed any grant being made, as the Town Council should not have to support the Town Hall Trust for such a small sum. The Town Hall had had its share of grant money in the past and should now be financially stable. Following discussion it was agreed that the following information was required before a decision could be made: 1. Had an application been made to Dacorum Borough Council? 2. Had alternative quotes for insurance cover been explored? 3. An explanation was required as to why the value of the building had suddenly increased. The Town Hall Trust should be aware that this was a large sum of money for the Town Council to grant but they would consider the application again at their next meeting subject to the further information requested being received. It was also agreed that the Town Clerk should explore whether or not the Town Council could legally provide an interest free loan to the Town Hall Trust. Action Town Clerk
313/04 NORTHCHURCH UNITED CHARITIES GRANT APPLICATION Following discussion it was agreed to provide a grant of £500 to Northchurch United Charities under Section 137 of the Local Government Act 1972. Action Town Clerk
It was further agreed to ask Councillor Mrs. Carol Green to inquire of the charity what percentage of the funds were distributed to Berkhamsted residents and whether more people would benefit from a higher grant. Action Councillor Green
314/04 TOWN & COUNCIL HELP POINT – VIDE 284/04 REPORT Councillor Lythgoe referred to his report circulated with the agenda, which he compiled following a meeting with Karen Tarbox the One Stop Shop Manager from Dacorum Borough Council. His recommendation was that the Town Council should agree in principle to co-locate the Town & Council Help Point with the One Stop Shop subject to the accommodation and development of the service being suitable. Councillor Stevens said that it was important that the Help Point retained a clear identity and also that its current ability to report on and monitor issues being raised by Berkhamsted residents was preserved. Councillor Lanchin said there was a need to retain present working structures in the Help Point but co-location would give the Town Council a ground floor presence. He doubted that the present premises would permit that. Following discussion it was recommended that co-location with the Dacorum Borough Council One Stop Shop should be agreed in principle subject to the Help Point retaining independence and its current ability to provide a problem solving service for Berkhamsted residents.
315/04 DE LISLE CLOCK The Chairman referred to the correspondence from Smith of Derby Ltd. concerning the electronic control equipment, which manages the Town clock above Kings Chambers. It was noted that the equipment altered the time on the clock to GMT one week before the clocks changed in October this year. The company provided a number of options to either correct this procedure and bring the change in time in line with European directives or to allow the current situation to continue until 2006 by which time it would have been decided if the European regulations were to continue. Following discussion it was agreed to adopt option 1 which was to accept the situation that for one week in October 2005 the Town clock would be inaccurate by one hour for one week and to await any decision made in 2006 before taking a more permanent course of action. Action Town Clerk
316/04 HAPTC – NOTIFICATION OF SUBSCRIPTION FOR 2005 The notification of the subscription for 2005 was noted and accepted.
317/04 SPEED INDICATOR DEVICE – PROPOSAL FROM POTTEN END PARISH COUNCIL THE RECOVERY OF THE COSTS OF REPAIR The Chairman referred to the correspondence from Potten End Parish Council who had recommended an application to the County Court to recover the cost of the damage caused to the speed indicator device whilst in their care. Details of the offender were known and she had been cautioned by the Police. Following discussion members agreed that the Town Council should not make such an application given the small sum involved but that they would support Potten End Parish Council in an application should they wish to make one. Action Town Clerk
318/04 THE REX – PURCHASE OF DEDICATED SEATS The Chairman referred to the letter received from James Hannaway, Managing Director of The Rex Berkhamsted Ltd., inviting the Town Council to purchase a cinema seat in the centre of the front row of the balcony at a cost of between £400 and £800. On the advice of the Clerk members agreed that this would not be an appropriate way to spend public funds and that to respond positively to such an application was likely to be unlawful.
319/04 INTERNAL AUDIT OF THE ACCOUNTS The report from the Internal Auditor was noted. The Clerk reported that the actions required had been taken.
320/04 SUNNYSIDE ALLOTMENT SOCIETY REQUEST FOR FUNDING The Chairman referred to the request for a grant of £300 to part cover the cost of hiring machinery to improve the service road following the reinstatement of the allotments by Railtrack’s contractors. Following discussion it was agreed to provide the sum of £300 from the allotment budget. Action Town Clerk
321/04 WORKING PARTY REPORTS a. Communications i. Your Voice The Chairman reported that “Your Voice” had been delivered to the printer and would be distributed shortly by Front Door Marketing of Chesham. 100 copies were to be provided to the office for the Market Stall. ii. Notice boards There was nothing to report. iii. Town Council Web site There was nothing to report. iv. Market Stall The next Market Stall was to be held on 4th December 2004.
b. Festival of Light 2004 and Mayors Charity lunch Councillor Stevens said that all the arrangements were in place for 3rd December 2004 and that there would be 40 stalls in the High Street. The Christmas tree had been installed but it was disappointing that some of the limbs were broken at the time of delivery. It was agreed to point this out to the supplier. Action Town Clerk
Festival of Light costs Councillor Stevens referred to the application from Paul Chambers for £150 to cover the cost of his work at the Festival. It was agreed that this should be paid from the Festival of Light budget. Action Town Clerk
c. Hertfordshire Network The next meeting will be held on the 19th January 2005.
d. Future Berkhamsted Working Party Last meeting on the 10th November 2004. Councillor Victor Earl said that the minutes of the last meeting would be distributed shortly.
e. Young People’s Facilities Working Party Last Meeting on the 29th October 2004 The next meeting is to be held on Wednesday 15th December 2004 at 7.00 p.m. i. Skateboard Park When this item was dealt with three members of the Youth Town Council had arrived and the meeting was adjourned to allow them to speak to members of the Committee. Two of them had said they had been to Watford that evening to skateboard and that unlike Hemel Hempstead and Watford Berkhamsted was not recognising the needs of its young people. The discussion concerning a suitable skateboard site in the Town seemed to go round and round year after year without getting anywhere. Answering a question as to whether they went to Northchurch and Tring they said that the facilities there were not that good and that they quickly became bored. The meeting then reconvened. Councillor Lythgoe then referred to his report and said that members of the Young Peoples Facilities Working Party had agreed that following Dacorum Borough Council’s recommendation against Velvet Lawn they would continue to search for a suitable site in the knowledge that young people’s recreational facilities in Berkhamsted were woefully inadequate. The two remaining sites in the Town namely Canal Fields and The Moor had previously been considered as unsuitable but the Town Council would approach Hertfordshire County Council to determine whether any of the land in its ownership could be used for skateboarding. Action Town Clerk In the meantime the skateboard park in Gadebridge Park, Hemel Hempstead, was expected to be completed by the end of the year and skateboarders would be able to travel there by bus.
ii. Arts Education Councillor Lythgoe said that discussions were taking place with Dacorum Borough Council concerning the transfer of some arts activities to Berkhamsted.
iii. Youth Town Council The minutes of last meeting had been circulated and were noted.
322/04 CLOSE OF MEETING
The meeting closed at 9.57 p.m.
Reports and Minutes of a Meeting of the FINANCE & POLICY COMMITTEEHeld in the Council Chamber, Civic Centre, Berkhamsted On Monday 6th September 2004 at 7.30 p.m.
MEMBERS: Councillors V.C. Earl - Chairman J.D. Lythgoe Geraldine Corry Mrs. C. Green
SUBSTITUTE MEMBERS: Councillors H. McCloskey Betty Patterson
NON-COMMITTEE MEMBER: Councillor Freda Earl
EX-OFFICIO MEMBER: Councillor P.G. Gibbs – Town Mayor
OFFICER: Mr. C.R. Westwood – Town Clerk
255/04 APOLOGIES Apologies for absence were received from Councillors Lanchin and Stevens.
256/04 TO RECEIVE DECLARATIONS OF INTEREST REGARDING ITEMS ON THE AGENDA
Councillor Mrs. Green declared a personal interest in item 258/04iii as a member of the Berkhamsted Parochial and Ecclesiastical Charities.
257/04 MINUTES The minutes of the previous meeting held on 19th July 2004 were signed by the Chairman having been agreed at Full Council.
258/04 MATTERS ARISING i. Vide 242/04i Work required at Dellfield allotments The Town Clerk said that Balfour Beatty had agreed to replace the fencing alongside Billet Lane and to provide £1,000 towards the cost of replacing the fencing on the northern boundary as part of the reinstatement programme.
ii. Vide 246/04 London Luton Airport Councillor Lythgoe said that he had examined the reports and there were two options open to the Committee. Firstly, to accept the proposals of the western extension to controlled airspace, which did not affect Berkhamsted and had found favour with the Town & Village Communities Committee. Alternatively, to set up a small working group to examine the proposals in more detail. Following discussion it was agreed that the proposals should be accepted without comment.
iii. Vide 247/04 Pest House Charity Grant The Town Clerk said that he had written to the Clerk to the charity to inquire who was responsible for maintenance of the lower cemetery. The Clerk had replied that Dacorum Borough Council maintained it. After discussion it was agreed that following receipt of the letter from Peter Snow dated 1st September 2004 indicating that he had no objection in principle to the Town Council considering taking over the responsibility for the cutting of grass in St. Peter’s churchyard and the cemetery in Rectory Lane, a reply should be sent asking for those negotiations to be commenced. This was connected with the offer of £1,000 from the charity to provide seats in the lower churchyard and if the negotiations with Dacorum Borough Council were successful an approach would then be made to the Parochial Church Council. Action Town Clerk
iv. Vide 249/04 Winged Fellowship Trust The Clerk reported that he had written to the Trust asking for details of their activities in Berkhamsted but had not received a reply.
v. Vide 253/04iv. Market Stall dates Councillor McCloskey agreed to e-mail the list of future dates for circulation. Action Councillor McCloskey
259/04 CHAIRMAN’S COMMUNICATIONS The following publications had been received: The Public Sector and Local Government Magazines for August and September 2004-09-03 Growing in the community – a Good Practice Guide for the management of Allotments. The London Luton airport Annual monitoring Report 2003. Notice had been received of the AGM of Age Concern Dacorum to be held on Thursday 21st October 2004 at 12 noon at St. Johns Church Hall, Boxmoor.
260/04 PUBLIC PARTICIPATION Mr. E. Dyer asked if the fencing work on Dellfield allotments could proceed, as the money was already available from access licence payments made by Balfour Beatty. Mr. S. Sharpe said that with regard to proposals for the skateboard park the location was a major concern. Young people had not been consulted. He thought that the park should be located on Canal Fields and asked what sort of park it should be. He had obtained advice from other councils in the area, notably, Croxley Green and Tring and said that there were lessons to be learned before anything was finalised. More consultation was needed on the location of the park and the type of equipment it should contain particularly with young people.
261/04 YOUNG PEOPLES FACILITIES WORKING PARTY i. Skateboard Park: Petition from members of the Youth Town Council Councillor Lythgoe said that the Town Council had played a major part in reviving the Youth Town Council with a view to it being a strong, vibrant and independent group only guided by the Town Council for a limited period. The Town Council had received a letter from the Youth Town Council earlier in the year inviting them to participate with the Youth Town Council in respect of the skateboard park project. However, it appeared that the Youth Town Council had decided on their own to proceed with the petition. Restatement of the Council’s position Councillor Lythgoe said that on 27th October 1999 he had proposed to the Community & Leisure Committee of Dacorum Borough Council that Canal Fields was the most appropriate site for the provision of a skateboarding facility. However, the proposal was lost on a vote of 7 for and 9 against. As a result the Committee had decided to look at other sites. Dacorum Borough Council was the landowner of all these sites and had now turned down Canal Fields, Lagley Meadow and Butts Meadow. The Town Council could only recommend a suitable location and had now turned to Velvet Lawn, which was not ideal but was the only site now available. The planning application had been submitted following consultation and the decision was awaited. Councillor Freda Earl said that the Youth Town Council should be fully informed of the activity that had taken place in the past to identity a suitable site. She was of the opinion that they were not fully aware of the work that had been undertaken to reach the current position. Councillor McCloskey proposed that the Youth Town Council be asked to nominate a representative to the Young Peoples Facilities Working Party. Her proposal was agreed. Action Town Clerk
ii. Youth Town Council The minutes of the last meeting had not been received.
262/04 BERKHAMSTED COMMUNITY PARTNERSHIP i. Notes of a meeting held on the 8th June 2004 The Town Mayor, Councillor Gibbs, said that the notes from the meeting held on 8th June 2004 did not accurately represent the result of the meeting and needed to be amended. Many of the items on the notes were not dealt with on that day. Councillor Freda Earl said that the meeting was asked to provide six items within each heading for completion within two years. Some things on the notes were not mentioned at all and others were already underway. Following discussion it was agreed to write to Maria Bavetta, Dacorum Borough Council, indicating the strong feelings of the Committee that the notes were far from representative of the meeting and needed urgent amendment. It was also agreed that Maria Bavetta should be asked to provide a minute-taker for future meetings. Action Town Clerk
ii. Future participation It was agreed that the Town Mayor, Councillors Victor Earl, Freda Earl, and the Town Clerk would represent the Town Council at future meetings of the Partnership.
263/04 GRASS CUTTING See item 258/04iii above.
264/04 PARISH WARDEN SERVICE – BUDGET 2005/2006 AND 2003/4 REVIEW i. Budget 2005/2006 Following discussion it was agreed to apply for funding under the same level as this financial year plus 3% to cover pay awards. ii. Review 2003/2004 It was agreed that the review would be completed by the Town Clerk and Town Warden and submitted to the Borough Council.
265/04 PARISH BOROUGH LIAISON MEETING The minutes of the meeting held on the 13th April 2004 were noted. Councillor Corry referred to paragraph 4 (Housing Options Appraisal) and said that it was important to note that the final decision would be made by the tenants.
266/04 BERKHAMSTED ‘HISTORIC MARKET TOWN’ SIGN Following discussion it was decided that the Town Council would not pursue the suggestion of “Historic Market Town” signs at the gateways to the Town. Action Town Clerk
267/04 ACCOUNTS & GRANTS SUB-COMMITTEE HELD ON 7TH JULY 2004 The minutes of the meeting had been previously circulated and following discussion it was RESOLVED That payments made between 1st April and 31st May 2004 totalling £18,918.97 be approved and receipts covering the same period totalling £205,911.20 be noted. It was further agreed to approve and adopt the minutes of the meeting.
268/04 SUNNYSIDE ALLOTMENTS TOILET CUBICLE The Town Clerk said that the quote previously provided by DTTS Ltd. had been withdrawn, as they were unable to obtain a quote for the sewer connection from an approved contractor. The approved contractors approached would only quote for the complete job and their details had been requested from DTTS Ltd. to enable quotes to be obtained. Councillor Freda Earl said that Sunnyside Allotment Society had offered to complete all the work except the sewer connection for which they would be able to provide details of an approved contractor.
269/04 LICENSING ACT 2003 – IMPLICATIONS FOR THE TOWN COUNCIL Following discussion it was agreed to accept the draft policy without comment.
270/04 COMMUNITY DEVELOPMENT AGENCY FOR HERTFORDSHIRE – INVITATION TO MAKE A NOMINATION TO THE BOARD OF DIRECTORS Following discussion it was decided not to make a nomination to the Board of Directors of the Community Development Agency for Hertfordshire.
271/04 CHILTERNS AREA OF OUTSTANDING NATURAL BEAUTY – APPOINTMENT OF PARISH MEMBERS TO CONSERVATION BOARD Following discussion it was agreed not to submit the name of a Councillor for appointment to the Chilterns Area of Outstanding Natural Beauty Conservation Board.
272/04 GRANT APPLICATION FROM SUNNYSIDE COMMUNITY PLAYGROUP The Chairman referred to the application circulated with the agenda and following discussion it was agreed to reply and ask the Playgroup to specify an amount required for the provision of toys or training. Action Town Clerk
273/04 TOWN & PARISH CHARTER FOR DACORUM The Chairman referred to the questionnaire circulated with the agenda and the Charter, which had been provided to all Councillors. Members considered the questionnaire and provided answers, which the Clerk was asked to submit to the Borough Council. Action Town Clerk
274/04 JAPAN NATIONAL ASSOCIATION OF CHAIRMAN OF TOWN & VILLAGE ASSEMBLIES – PROPOSED VISIT TO BERKHAMSTED Following discussion it was agreed to accept the proposal for the visit to Berkhamsted subject to receiving full and final details of the itinerary and arrangements from the agent acting on their behalf. Action Town Clerk
275/04 RESTAURANT LICENCE APPLICATION – KACEY’S BRASSERIE Members had no objection to the application.
276/04 WORKING PARTY REPORTS a. Communications i. Your Voice There was nothing to report since the last meeting.
ii. Notice boards The result of the recent audit was awaited. It was agreed to contact Louise Oughton to enquire when the results would be known. Action Town Clerk
iii. Town Council Website The Town Clerk reported that following a request from Councillor McCloskey both he and Mr. Barnes were monitoring the website more regularly for accuracy.
iv. Market Stall The next Stall was to be held on 11th September 2004 and then at the Community Fair on the 9th October 2004.
b. Festival of Light 2004 and Mayors Charity lunch The Town Mayor reported that arrangements were in hand for the Festival of Light on the 3rd December 2004 and for the Mayor’s Charity lunch on the 10th December 2004.
c. Hertfordshire Network. The Chairman referred to the minutes of the previous meeting, which had been circulated. The Town Clerk said that Mr. Barnes had discovered that there was only one Street Works Inspector for Dacorum who was currently also covering St. Albans and Hitchin. This meant that there was little control of street works in the area. Councillor Patterson said that she would raise this matter at the next meeting of the Joint Highways Planning Committee. The Town Clerk also reported that it was technically possibly for the street market each Saturday and the farmers market on the third Sunday of each month to be flagged when a public utility logs work to be completed in Berkhamsted High Street. A request has been made to Hertfordshire Highways for this process to be carried out.
d. Future Berkhamsted Working Party. Councillor Victor Earl said that the next meeting was to be held on 5th October 2004 and would deal with retailing.
277/04 CLOSE OF MEETING
The meeting closed at 9.58 p.m.
Reports and Minutes of a Meeting of the FINANCE & POLICY COMMITTEEHeld in the Council Chamber, Civic Centre, Berkhamsted On Monday 14th June 2004 at 7.30 p.m.
MEMBERS: Councillors V.C. Earl – Chairman J.D. Lythgoe – Vice-Chairman Geraldine Corry Mrs. C. Green G. Stevens
NON-COMMMITTEE MEMBER: Councillors Betty Patterson (from 7.50 to 8.20 p.m.)
EX-OFFICIO: Councillor P.G. Gibbs – Town Mayor
OFFICER:Mr. C.R. Westwood – Clerk of the Council
222/04 ELECTION OF CHAIRMAN AND VICE-CHAIRMAN FOR THE FORTHCOMING YEAR Councillor V.C. Earl was elected Chairman for the forthcoming year and Councillor J.D. Lythgoe was elected as Vice-Chairman.
223/04 APOLOGIES FOR ABSENCE Apologies for absence were received from Councillor Lanchin.
224/04 TO RECEIVE DECLARATIONS OF INTEREST REGARDING ITEMS ON THE AGENDA
Councillor Victor Earl declared a personal interest in item 229/04.
225/04 MINUTES The minutes of the previous meeting held on 17th May 2004 had been agreed at full Council and were signed by Councillor Stevens.
226/04 MATTERS ARISING i. Vide 208/04iv Work required at Dellfield allotments It was agreed to defer this item until a comparative quote had been obtained from T.P. Roche & Son Ltd. in respect of replacing the fencing on the western boundary. Action Town Clerk
ii. Vide 220/04 Delivery of Your Voice It was agreed that the invoice for the last delivery of Your Voice by Dor-2-Dor Marketing should be paid accompanied by a letter asking for the Town Council to be informed when streets had been completed for the next edition. Action Town Clerk
227/04 CHAIRMAN’S COMMUNICATIONS Notification from Hertfordshire County Council of the temporary closure of the A41 at Tring for up to seven nights between the 5th July and 30th October and a diversion route including the A416 Chesham Road, Kingshill Way, Kings Road and the A4251. Notification of the South East Waterways User Group Meeting on the 15th June at 7.30pm in the Red Cross Hall, Tring, copied to Councillor Stevens. The Public Sector & Local Government Magazine for June 2004 was available for reference.
228/04 PUBLIC PARTICIPATION There were two members of the public present. Mr. Dyer said that it appeared that the Town Council were taking over the role of the Allotment Management Team in suggesting a rent increase. A strategy was needed before any increase could be decided. Income had increased from the monies paid by Balfour Beatty and the basis for the proposed increase was unknown. The proposal amounted to 25%, which could not be justified, whereas the increase to the Sunnyside Rural Trust lease was only 6.5%. Unless the Allotment Management Team was given real responsibility it might as well be wound up. Mr. Sharpe said that through the Town Clerk he had obtained a copy of the Dacorum Borough Council Budget 2004/5. It was wrong that it had to be requested and was not automatically sent to Town and Parish Councils. He identified that the following sums were earmarked for this financial year: £ Arts and entertainment 600,000 Children and young people 860,000 Community support 760,000 He asked how much of those amounts were to be spent for the benefit of Berkhamsted. This needed to be clarified. Only £1,200 had been earmarked for notice boards which meant that nothing would be done to improve the current situation. He suggested that the Young People’s Working Party members should seek a meeting with the Borough Council to ask the questions he had raised. The Town needed to know what the Borough was thinking for Berkhamsted and the surrounding area. After brief discussion it was agreed that Mr. Sharpe’s comments would be placed on the agenda for Full Council on 26th July 2004.
229/04 ALLOTMENT MANAGEMENT TEAM i. Proposed increase in Rent Councillor Patterson referred to Mr. Dyer’s remarks and said that it had not been agreed that the monies received from access the railway line from allotment sites would be classified as allotment income. It was true that the Allotment Management Team had previously made recommendations annually concerning allotment rent and all their previous recommendations had been for no increase. They had not followed that practice this year. Some tenants had access to pressured water and paid a water levy. This was an inequitable situation and the Council should return to an inclusive rent. Councillor Patterson suggested that an inclusive rent of £1.70 per pole be recommended to include a water levy. Following discussion she amended her suggestion: That an inclusive allotment rent of £1.70 per pole to include a water levy should be paid by allotment tenants subject to approval by the Town Council after consultation with the Allotment Management Team. The Committee accepted her amended suggestion. Action Town Clerk
ii. Strategic Policy Following discussion it was agreed that this items should be deferred to the next meeting of Full Council who should be asked to consider: a. Membership of the Allotment Management Team b. Terms of Reference of the Allotment Management Team c. A Strategic Policy for the management of allotments It was further agreed that in respect of item c. this was a matter for members of the Allotment Management Team to consider and produce recommendations to the Town Council for approval. Action Town Clerk
230/04 ANNUAL AUDIT OF THE TOWN COUNCIL’S ACCOUNTS The Town Clerk reported that following negotiation with the Auditor the date for submission of the Town Council’s accounts for 2003/4 had been extended to 2nd August 2004. This would enable draft accounts to be considered at the next meeting of the Finance & Policy Committee and approved by the Town Council on 26th July Action Town Clerk
231/04 PART-TIME WORKERS PENSION CLAIM The Chairman referred to a report from the Town Clerk circulated with the agenda following which it was agreed to accept the advice from solicitors acting on behalf of the Town Council’s insurers that there were now no barriers to the claim being settled. The Town Clerk was requested to contact the Local Government Pension agency to establish the next steps. Action Town Clerk
232/04 APPLICATION FOR A GRANT FROM GREENWAY FIRST & NURSERY SCHOOL Following discussion that it was agreed that a grant of £500 should be made to Greenway First & Nursery School as a donation towards their new library. Grant to be paid under Section 137 Local Government Act 1972 from the budget. Action Town Clerk
233/04 APPLICATION FOR FUNDING OUTSIDE THE BUDGET – POLYTHENE FOR SUNNYSIDE NEW ALLOTMENTS Following discussion it was agreed that the cost of six rolls of allotment polythene at a total of £234 for use on Sunnyside allotments should be authorised from reserves. Action Town Clerk
234/04 STOCKTAKE REVIEW OF THE LOCAL GOVERNMENT PENSION SCHEME Following discussion members agreed with the Stocktake Review Proposals for April 2005 and recognise that this was part of the Government’s move to raise retirement ages. Action Town Clerk
235/04 ANNUAL REPORT 2003/2004 DRAFT Councillor Stevens referred to his draft report circulated with the agenda. The production of such a report was part of the Quality Parish Scheme. Some minor amendments were made during discussion after which it was agreed that the report could be recommended to Full Council. Distribution should be via the Town Council website, as an attachment to a future edition of Your Voice and at the Annual Town Meeting. Action Councillor Stevens
236/04 WORKING PARTY REPORTS: Membership of the sub-committee and working parties of the Finance Committee were agreed as at appendix A. It was agreed that the title of the Accounts & Grants Sub-Committee would be changed to the Accounts Sub-Committee and that grant applications would be dealt with by the Committee. a. Communications i. Your Voice ii. Notice boards iii. Town Council Website iv. Market Stall The report from the Communications Working Party was noted and agreed including the future arrangements for the market stall.
b. Festival of Light 2004 Councillor Stevens said that the first meeting would be held in July. Action Councillor Stevens
c. Hertfordshire Network. Last meeting held on the 19th May 2004 and the minutes had been circulated. Councillor Stevens said that he had attended a walkabout in the Town centre with John Cook and others concerning street clutter. The representative from Hertfordshire County Council who was present had said that the County Council had been unsuccessful in other places in dealing with this problem and action was best taken locally.
d. Future Berkhamsted Working Party. Last meeting held on the 27th May 2004. Councillor Victor Earl said that the last meeting had been wholly taken up with commenting on the final version of the Healthcheck Action Plan and a report had been produced. This could be read only in conjunction with the Health Check Action Plan. It was agreed that the report and Action Plan would be made available to the public. The next meeting would deal with retailing policy.
e. Young Peoples Facilities Working Party i. Skateboard Park Councillor Lythgoe said that a report had now been received from a potential supplier concerning impact noise levels and details had been received from Dacorum Borough Council of the groundwork and fencing. As a result of those two reports further information could now be sent to the Planning Officer.
ii. Youth Town Council It was noted that meetings were now being held at the Swan Youth Centre. Minutes of meetings would continue to be circulated to members of the Town Council. If it was desirable to invite members of the Youth Town Council to a committee meeting the item would be dealt with early in the agenda.
237/04 CLOSE OF MEETING
The meeting closed at 9.30 p.m.
Appendix A
ACCOUNTS SUB-COMMITTEE Councillors G. Stevens Victor Earl Mrs. C. Green G. Lanchin J. Lythgoe
SUBSTITUTE MEMBERS: Councillors Betty Patterson
EX- OFFICIO: Councillor P.G. Gibbs
ALLOTMENT MANAGEMENT TEAM
Councillors Mrs. F. Earl P.G. Gibbs Mrs. Betty Patterson Mrs. Jean Hallam Butts Meadow Mr. E. Dyer Sunnyside Mrs. D. Reay Dellfield Mr. J. Watts Town Warden Mr. J. Starck Butts Meadow Ms. Angela Wheeldon Sunnyside
CANAL & RIVERSIDE PARTNERSHIP: Councillors Geraldine Corry Mrs. F. Earl G. Lanchin G. Stevens Chair
FESTIVAL OF LIGHT Councillor G. Stevens Freda Earl P. Gibbs
FUTURE BERKHAMSTEDCouncillor V.C. Earl Chairman J.D. Lythgoe G. Lanchin G. Stevens Betty Patterson
HERTFORDSHIRE COUNTY COUNCIL NETWORK Councillors Geraldine Corry Victor Earl L. Featherstone P. Gibbs
COMMUNICATIONS Councillors Freda Earl L. Featherstone ` P.G. Gibbs R. Horton Helena McCloskey
YOUNG PEOPLES FACILITIES Councillors L. Briand Geraldine Corry P. Gibbs J.D. Lythgoe G. Lanchin Helena McCloskey Betty Patterson QUALITY PARISHCouncillor L. Briand J. Critcher Freda Earl Betty Patterson G. Stevens
SUPPORT SERVICESCouncillor Freda Earl L. Featherstone P. Gibbs Mrs. C. Green G. Lanchin J. Lythgoe
Reports and Minutes of a Meeting of the FINANCE & POLICY COMMITTEEHeld in the Council Chamber, Civic Centre, Berkhamsted On Monday 17th May 2004 at 7.30 p.m.
MEMBERS: Councillors G. Stevens - Chairman J. Lythgoe – Vice-Chairman Geraldine Corry V. C. Earl G. Lanchin H. McCloskey OFFICER:Mr. C.R. Westwood – Clerk of the Council
205/04 APOLOGIES Apologies for absence were received from Councillor Green.
206/04 TO RECEIVE DECLARATIONS OF INTEREST REGARDING ITEMS ON THE AGENDA There were no declarations of interest.
207/04 MINUTES The minutes of the previous meeting held on 22nd March 2004 had been agreed at Full Council and were signed by the Chairman.
208/04 MATTERS ARISING i. Vide 191/04ii Amenity land The correspondence circulated with the agenda was noted.
ii. Vide 191/04iv Canal & Riverside Partnership Councillor Stevens said that a meeting of the Partnership had been held and it had been agreed that unless there was a need meetings would only be held once a year. He would be reporting to the next meeting of the Town Council. Action Councillor Stevens
iii. Vide 191/04vii Festival of Light Councillor Stevens said that he had spoken to Roger Sharp of the Hospice of St. Francis concerning the Light up a Life ceremony and had discussed the various advantages and disadvantages. Roger Sharp would be reporting back shortly.
iv. Vide 201/04 Work required at Dellfield allotments Deferred as a further quotation had not been received.
209/04 CHAIRMAN’S COMMUNICATIONS Notification of the Annual Health & Safety Seminar featuring Skateboard and BMX track facilities, held by Zurich Municipal on the 3rd June 2004 at the Memorial Hall, Chorleywood. Copied to Councillor Lythgoe. The agenda for the Berkhamsted Access committee meeting on the 18th June at 3pm at Manor Street day centre. Copied to the Town Mayor. An invitation to the Age concern annual Church Service at St. George’s United Reformed Church, Hemel Hempstead on the 20th June at 3pm. The Determined Admission Arrangements for Hertfordshire Schools 2005 – 2006. A copy of letters from the occupants of 7 North Road sent to the Conservation Officer objecting to the introduction of wheelie bins (copied to Ward Councillors) and a reply from the Borough Waste Inspector. A letter from the County Council notifiying the result of the Bullbeggars Lane application to modify the definitive map and statement for Hertfordshire. (Result – no Order made). Notification of the Graham Greene Centenary Festival from the 29th September to the 3rd October 2004. Notification of the AGM of HAPTC on the 26th June 2004 at 10am at County Hall.
The following publications had been received: The CDA for Herts newsletter Spring 2004. The Alzheimers Society newsletter for Spring 2004. The Collegiate School Bulletin for Spring 2004 The Hertfordshire Policing Plan for 2004/2005. The DBC Overview & Scrutiny Annual Report 2003/2004. The Public Sector & local Government Magazine for May 2004.
210/04 PUBLIC PARTICIPATION There were two members of the public present. Mr. Sharpe and Mr. Dyer. Mr. Dyer asked what monies had been received from Balfour Beattie in respect of the allotment access licences. He was advised to contact the office for details
211/04 PARISH COUNCILLORS ALLOWANCES a. Dependent Carer/babysitters allowances b. Travel c. Subsistence The Town Clerk referred to the report from the Independent Remuneration Panel and advice from the National Association of Local Councils both of which had been circulated with the agenda. Following discussion it was RESOLVEDTo accept the rates published by the Independent Remuneration Panel in respect of travel and subsistence allowance for Councillors carrying out prescribed official duties both within and outside the Parish. Action Town ClerkIt was further agreed to defer any decision on payment of a carers allowance in accordance with the NALC advice until a decision had been made by Full Council as to whether or not such an allowance should be paid to Town Councillors.
212/04 PARISH WARDEN REVIEW Discussion took place concerning the correspondence circulated with the agenda. Following which it was noted that the Town Council Warden service had been graded at level 3 and would receive a grant of £16,000 for 2004/5. Details of the duties required of the Town Warden were also noted and had been implemented. 213/04 PROTOCOL FOR DACORUM BOROUGH COUNCIL’S AND TOWN & PARISH COUNCILS’ RESPONSE TO AN EMERGENCY The consultation paper concerning a protocol for Dacorum Borough Council and Town & Parish councils' response to an emergency incident in the borough was noted. It was agreed that the Borough Council would be provided with the name of the Town Clerk as the name of the person to be notified and that the Town Clerk would sign and return the documents on behalf of the Town Council. Action Town Clerk
214/04 HAPTC – CONSULTATION PAPER ON SERVICES OFFERED Members considered the paper circulated with the agenda and it was agreed that the following services were the primary ones required of the Association. a. Provision of legal advice. b. Interpretation and dissemination of newly introduced practices and procedures affecting Town & Parish councils. c. Interpretation and dissemination of new legal practices introduced by the Government. d. Provision of training to Councillors and Clerks in conjunction with other agencies. e. The identification and sharing of Best Practice. f. General support and advice or councils and clerks to enable them to efficiently carry out their responsibilities. Action Town Clerk
215/04 HERTFORDSHIRE CONSTABULARY COMMUNITY SAFETY ACCREDIATION SCHEME The report was noted but not thought to be relevant to the Town Warden’s service. 216/04 APPLICATION BY BILLY SMARTS HUMAN CIRCUS TO USE THE MOOR FOR ONE WEEK IN JULY Following discussion it was agreed to inform New World Circus Ltd. that the Town Council had no objection to them using The Moor for one week during July 2004 and to invite them to submit a formal application. It was further agreed that a letter should be sent to local residents when the final dates were known. Action Town Clerk
217/04 INVITATIONS TO ADVERTISE: a. Lions Club of Berkhamsted b. The Petertide Fair Following discussion it was agreed to purchase a half page advertisement in the Lions Summer Fete programme at a cost of £55 and in The Petertide Fair programme at a cost of £65. Action Town Clerk
218/04 PROPOSED BUS SHELTER OUTSIDE NATWEST BANK Following discussion it was agreed that a response should be sent to Hertfordshire County Council Passenger Transport Unit notifying them of the Town Council’s rejection of the proposed bus shelter outside Natwest Bank on grounds that it is an inappropriate design in a Conservation Area. Action Town Clerk
219/04 REPORT OF THE ACCOUNTS & GRANTS SUB-COMMITTEE MEETING HELD ON 12TH MAY The minutes of the meeting had been previously circulated. The Chairman referred specifically to the investment strategy and also to the recommendations that grants should be made to i. The London Luton Airport Town & Village Communities Committee (£50). ii. Mind in Dacorum (£250) iii. First Gossoms End Scout Group (up to £5,000 to replace the original grant made in 2003 but not yet paid) iv. Age Concern (£2,000) Following discussion it was RESOLVEDThat payments between 1st and 31st March 2004 totalling £18,515.55 be approved and receipts covering the same period totalling £11,298.39 be noted. It was further agreed to confirm the four grant applications recommended in the minutes and listed above. Action Town Clerk
220/04 WORKING PARTY REPORTS: a. Communications i. Your Voice Councillor McCloskey referred to the correspondence from Front Door Marketing following which it was agreed to write to the company to raise the following matters. a. How long does delivery take from the time the newsletters are received from the printer. b. Can references be provided from current customers. c. How does the company monitor the performance of its deliverers and provide feedback to its customers. Action Town Clerkii. Notice boards Councillor McCloskey said that the promised survey had not yet taken place although she had provided a report on the condition of notice boards in Berkhamsted to the Borough Council. The Town Clerk also confirmed that he had responded to a questionnaire and had indicated the Town Council’s willingness to take over responsibility for notice boards provided they were handed over in good condition and with an element of funding. It was agreed to review the situation at the next meeting. Members said that further notice boards should be considered in Canal Fields, George Street playground, Swing Gate Lane near the junction with London Road and Gossoms End.
iii. Town Council Web-site There was nothing to report.
iv. Town Council Market Stall Councillor McCloskey said that the market stall had been held on two occasions and had been a great success with many complimentary comments being received. Recommendations would be made shortly concerning the future.
b. Festival of Light 2004 The quotation was noted and it was agreed to proceed from budget. Action Town Clerk
c. Hertfordshire Network. The next meeting was due to be held on Wednesday 19th May 2004.
d. Future Berkhamsted Working Party Councillor Victor Earl said that the Working Party would recommend not proceeding with the Parish Plan as defined by the Countryside Management Service. It would appear that these plans were more relevant to smaller communities. The Working Party would recommend that the Town Council should develop its own plan in consultation with local people. The next meeting would be held on 27th May 2004 at 7.30 p.m. and would be discussing shopping and the Healthcheck Action Plan. In respect of the latter a recent meeting had been held with Amanda Kentish, Dacorum Borough Council, following which it was agreed that she would draw up a new list of Partners to carry out the task of identifying what projects should be developed from the Action Plan by the new Project Manager. The Town Council would be consulted on the final list of Partners. During the discussion it was agreed that the objectives of the Working Party which were long-term and that of the Health Check which ranged from short to long-term were not necessarily compatible.
e. Young Peoples Facilities Working Party i. Skateboard Park Councillor Lythgoe referred to the letter received from Mr. John Cook and it was agreed that he would prepare a draft reply on behalf of the Town Council. Action Councillor LythgoeCouncillor Lythgoe said that following submission of the planning application for Velvet Lawn, which had been returned, a meeting had been held with Planning Officer, Nigel Gibbs, and a representative of Environmental Health. Two points were raised which needed to be addressed. Firstly, noise levels from the proposed ramps in respect of which a letter had been sent to eibe, potential suppliers, and a site visit had been arranged for Thursday 20th May 2004 at 2.30 p.m. Secondly, in respect of the ground works and fencing which was being constructed by Dacorum Borough Council and information was awaited from Peter Snow. ii. Youth Town Council The minutes circulated with the agenda were noted.
221/04 CLOSE OF MEETING
The meeting closed at 9.56 p.m.
Reports and Minutes of a Meeting of the FINANCE & POLICY COMMITTEEHeld in the Council Chamber, Civic Centre, Berkhamsted On Monday 22nd March 2004 at 7.30 p.m.
MEMBERS: Councillors G. Stevens - Chairman J. Lythgoe – Vice-Chairman Geraldine Corry V. C. Earl G. Lanchin H. McCloskey
EX OFFICIO:Councillor P. G. Gibbs – Town Mayor
OFFICER:Mr. C.R. Westwood – Clerk of the Council
188/04 APOLOGIES Apologies for absence were received from Councillor Green.
189/04 TO RECEIVE DECLARATIONS OF INTEREST REGARDING ITEMS ON THE AGENDA Councillor Stevens declared a personal interest in the grant to Berkhamsted Air Training Corps referred to in the Accounts & Grants Sub-Committee minutes as Chairman of the Governors of Ashlyns School. Councillor Victor Earl declared a personal interest in the item referring to work required at Dellfield allotments.
190/04 MINUTES The minutes of the previous meeting held on 23rd February 2004 were agreed and signed by the Chairman.
191/04 MATTERS ARISING i. Vide 180/04 Berkhamsted Castle The Town Mayor said that letters of invitation had been sent for a meeting to be held on 21st April 2004.
ii. Vide 181/04 Amenity land The Chairman said that acknowledgements had been received from Hertfordshire County Council and Dacorum Borough Council and further information was awaited.
iii. Vide 182/04 Berkhamsted Canal Partnership Members agreed to express interest in the work that the Steering Group were conducting and nominated Councillor Victor Earl as their observer. Action Town Clerk
iv. Vide 182/04 Canal & Riverside Partnership The Chairman said that he had asked Lorna Clarke of Dacorum Borough Council to call a meeting for 5.30 p.m. on 7th April 2004.
v. Vide 183/04 Ravens Lane bridge Councillor Lanchin said that the weight restriction had not yet been imposed and there would be a delay of some weeks whilst the signage was designed and agreed.
vi. Vide 184/04a. Notice Boards Councillor McCloskey said that she had conducted a survey of the Borough Council notice boards and would supply a schedule of condition to Louise Oughton of Dacorum Borough Council via the Town Clerk. She was proposing that Town Councillors devote one day a year for tidying the Borough Council notice boards and that they should also be identifying new sites. The Chairman thanked Councillor McCloskey for her efforts.
vii. Vide 184/04b. Festival of Light The Chairman said that he had not yet spoken to Roger Sharp concerning his request to use the Town Centre Christmas tree for the Light Up a Life initiative. He would do so before the next meeting. Action Councillor Stevens
viii. Vide 184/04 Your Voice Councillor Earl said that he had not received his copy and asked how delivery was going. Councillor McCloskey said that there had been delivery in some areas but the deliverers had been reminded that day by the Town Clerk of the urgency required due to the date of the Annual Town Meeting.
192/04 CHAIRMAN’S COMMUNICATIONS A letter had been received from Strong’s Printing Services advising of an increase in their prices by 10% with effect from 1st April 2004. The Chairman’s report of the Berkhamsted Crime Prevention Panel 2003 had been received and was available for reference. Notification had been received from Age Concern of a forum meeting to be held at the Boxmoor Playhouse at 2.00 p.m. on Wednesday 31st March 2004. Documentation had been received from the Standards Board for England setting out proposals to issue regulations and guidance relating to the arrangements by which Local Authority Monitoring Officers may investigate allegations of misconduct by members referred to them by Ethical Standards Officers. Comments were required by 18th May 2004. The document was handed to Councillor McCloskey. The Hertfordshire County Council Pension Fund Report & Accounts for the year ended 31st March 2003 was available for reference.
The following publications had been received: The Citizen, newsletter of the Berkhamsted Citizens Association, March 2004. The Access Newsletter, January 2004. The Community Development Agency magazine for Winter 2003/4. The Hospice of St. Francis Newsletter, Spring/Summer 2004. Local Government First, March 2004.
193/04 PUBLIC PARTICIPATION Mr. Stanley Sharpe congratulated the Council on the publication of Your Voice and also said the saga of the Borough Council notice boards had been going on and on for many years. Emma Pears said that she was present to listen to the debate concerning Church Lane and The Wilderness. Mr. E. Dyer asked if Balfour Beatty were extending their licence for Sunnyside New allotments beyond the end of the month. He also reported that there had been another damage only accident in Station Road at the junction with Gravel Path when a lorry hit a car. He said that the Canal projects in Berkhamsted had not been completed as the tow-path improvements had not been extended to Bullbeggars Lane.
194/04 MINUTES OF THE ACCOUNTS & GRANTS SUB-COMMITTEE HELD ON 17TH MARCH 2004 The minutes of the meeting had been previously circulated. The Chairman referred to the grant application from Berkhamsted Air Training Corps and said that members of the Sub-Committee had recommended a grant of £1,000. The Chairman also referred to the request for a donation from the Dacorum Hospital Action Group and said that members had recommended a donation of £500. Following discussion it was RESOLVEDThat payments made between 1st January 2004 and 29th February 2004 totalling £38,008.78 be approved and receipts covering the same period totalling £2,489.11 be noted. To make a grant of £1,000 to Berkhamsted Air Training Corps and a donation of £500 to the Dacorum Hospital Action Group.
195/04 DACORUM BOROUGH COUNCIL – ONE STOP SHOP PROPOSAL The Chairman said that a meeting had been held with Karen Tarbox of Dacorum Borough Council on 18th March 2004. It was clear that a One Stop Shop was being proposed for the ground floor of the Civic Centre and that it would have implications for the Town & Council Help Point. It was originally hoped to open the One Stop Shop in June but there were accommodation difficulties to resolve which may delay the project. The Town Clerk will be attending a meeting on 24th March 2004 where the accommodation for the One Stop Shop would be discussed. It had been agreed that the Help Point could be co-located with the One Stop Shop, probably on the ground floor of the Civic Centre and that initially the work of the Help Point would be largely be unaffected as the One Stop Shop would have no links to any other agency than the Borough Council.
196/04 PROBLEMS IN CHURCH LANE The Chairman referred to correspondence received from Emma Pears identifying problems concerning lack of lighting, vandalism, anti-social behaviour, litter and surface in need of repair in Church Lane. The Chairman also referred to a report from PC Parfitt recommending that Church Lane and The Wilderness should be covered by CCTV. The meeting was adjourned to allow Emma Pears to describe the problems that she was experiencing as a resident of Church Lane largely brought about by the anti-social behaviour of young people. The meeting was reconvened and the following action was agreed: That a letter be sent to the Town Centres Manager of Dacorum Borough Council strongly recommending the regeneration of Church Lane and highlighting the problems of a. lack of lighting b. vandalism and anti-social behaviour c. proliferation of rubbish from the High Street shops which back onto Church Lane d. the degeneration of the cobbled surface e. the problems brought about by the recesses in the side wall of Tesco, which allows young people to congregate and remain partially hidden.
It was further agreed that item c. above should be brought to the attention of Andrew Bowman of Dacorum Borough Council and increased rubbish clearance should be requested. The problems in Church Lane and The Wilderness should be placed on the Network agenda for the next meeting to be held on 20th April 2004 and the Police and Fire Service should be specifically invited. Action Town Clerk
197/04 REQUEST FOR CCTV MONITORING – CHURCH LANE/THE WILDERNESS This item was dealt with in conjunction with the previous one and it was agreed to write to Chief Superintendent Taylor, Hertfordshire Constabulary Western Area, strongly supporting the contents of the report submitted by Constable Parfitt urging for CCTV coverage in The Wilderness and Church Lane. A copy of the letter to be sent to Rosemary Buck, CCTV Manager, Dacorum Borough Council. Action Town Clerk
198/04 OFF LICENCE APPLICATION – TOTAL UK CONVENIENCE STORE – CROSSOAKS SERVICE STATION Following discussion it was agreed to write to the Clerk to the Licensing Justices and the applicant stating that the Town Council objects to extending the sale of alcohol, at petrol stations in particular as this sends a wrong message to the public, but, given existing legislation the Town Council recognises that there are no statutory grounds to object to the application. Action Town Clerk
199/04 BERKHAMSTED COMMUNITY EXHIBITION The Chairman referred to correspondence received from the Lions Club of Berkhamsted and it was agreed that the Town Council would participate at the Community Fair to be held on Saturday 9th October 2004 and would request an advantageous pitch. Action Town Clerk
200/04 DEPENDENT CARER/BABYSITTERS ALLOWANCES Members were informed that the recommendations of the Independent Remuneration Panel had been received and would be brought to the next meeting of the Committee. It was therefore agreed to defer this item to the next meeting. Action Town Clerk
201/04 WORK REQUIRED AT DELLFIELD ALLOTMENTS The Chairman referred to the quote received from TP Roche & Son Ltd. for fencing work at Dellfield allotments. It was agreed to seek an alternative quote for the next meeting and have the matters discussed at the next meeting of the AMT. Action Town Clerk
202/04 WORKING PARTY REPORTS: a. Communications i. Your Voice Councillor McCloskey asked for items for the next edition to be published in June to be submitted. Action ALL CouncillorsShe reminded members that the latest edition was available on the web-site as a pdf file.
ii. Notice boards Town Council web site See matters arising.
iii. Proposal for a Town Council Market Stall Councillor McCloskey said that the pilot was to begin on Saturday 10th April 2004 when the stall would be staffed by members of the Working Party. Councillors were being asked to attend the stall on the following dates during the pilot. 8th May 12th June 10th July All the equipment required was being loaned except for the banner, which was to be purchased.
b. Festival of Light 2004 The Chairman said that there was nothing to report other than a meeting had been arranged with the lighting contractor on Thursday 25th March 2004 to discuss the lighting requirements for the next Festival.
c. Hertfordshire Network Next meeting to be held on the 20th April 2004.
d. Future Berkhamsted Working Party Councillor Victor Earl said that he had circulated a draft report to members of the Working Party.
e. Young Peoples Facilities Working Party i. Skateboard Park Councillor Lythgoe said that the application for Velvet Lawn was proceeding.
ii. Youth Town Council Councillor Lythgoe said that he felt that the Steering Group set up to regenerate the Youth Town Council was now redundant. He had recently attended a meeting to discuss a survey being conducted by the Youth Town Council as to whether a skateboard park was required in Berkhamsted. A questionnaire was being prepared which should be available from 29th March 2004 for circulation to Ashlyns, Berkhamsted Collegiate, the older years of the middle schools and Egerton Rothesay. The questionnaire did not contain a question concerning location but he understood that meetings would be held in schools to discuss that point.
203/04 TO CONSIDER RENEWAL OF THE CONTRACT OF EMPLOYMENT OF THE TOWN WARDEN WHICH EXPIRES ON 31ST MARCH 2004 It was RESOLVED to renew the contract of the Town Warden for a further 12 months with effect from 1st April 2004 as confirmation had been received that the post would be funded by Dacorum Borough Council.
204/04 CLOSE OF MEETING The meeting closed at 9.30 p.m.
Reports and Minutes of a Meeting of the FINANCE & POLICY COMMITTEEHeld in the Council Chamber, Civic Centre, Berkhamsted On Monday 23rd February 2004 at 7.30 p.m.
MEMBERS: Councillors G. Stevens - Chairman Geraldine Corry Mrs. C. Green V. C. Earl G. Lanchin
SUBSTITUTE MEMBERS:Councillors Lesley Featherstone EX OFFICIO:Councillor P. G. Gibbs – Town Mayor OfficerMr. C.R. Westwood – Clerk of the Council
173/04 APOLOGIES Apologies for absence were received from Councillors Lythgoe and McCloskey.
174/04 TO RECEIVE DECLARATIONS OF INTEREST REGARDING ITEMS ON THE There were no declarations of interest regarding items on the agenda. 175/04 MINUTES The minutes of the previous meeting held on 20th January 2004 had been agreed at Full Council and were signed by the Chairman.
176/04 MATTERS ARISING Vide Item 169/04 – Market Stall Councillor Featherstone said that the first market stall should be held in April and would cost approximately £160 which would include £100 for a banner and £40 for display boards both of which could be used at other events.
177/04 CHAIRMAN’S COMMUNICATIONS Details had been received from the University of Hertfordshire of a series of public lectures to be held in the next three months to examine the development of the legal rights, problems and obligations of older people and the law. An invitation had been received from the National Trust to the launch of the Interactive Veteran Oak Tree display to be held at Ashridge Visitor Centre on Friday 19th March 2004. An invitation had been received from the Hertfordshire Police Authority to the launch of the Policing Plan 2004/5 to be held on Monday 29th March 2004 at 10.30 a.m. at the Fielder Centre, Hatfield. It was agreed that the Town Mayor would attend. The London/Luton Airport Town & Village Communities Committee news sheet for January 2004 had been received and copied to all Councillors The Public Sector & Local Government magazine for February 2004 had been received and was available for reference.
178/04 PUBLIC PARTICIPATION Mr. E. Dyer said that with regard to the bridge closure although the official notice had said that the bridge was in Ravens Lane it was in fact in Gravel Path. Councillor Featherstone confirmed that this discrepancy had been notified to Hertfordshire Highways.
179/04 AGENDA FOR THE ANNUAL TOWN MEETING TO BE HELD ON 30TH MARCH 2004 Councillor Stevens circulated a draft agenda which was agreed subject to the inclusion of a report by Councillor Victor Earl, Chairman of the Future Berkhamsted Working Party. It was further agreed that tea and biscuits would be provided and that seating would be arranged at tables with a Councillor at each table. There would be no top table.
180/04 BERKHAMSTED CASTLE – POSSIBILITY FOR A HERITAGE AMENITY The meeting was adjourned to allow John Waller to address the Committee. He outlined his ideas for improved promotion of Berkhamsted Castle and asked for an independent Committee to be set up to investigate how this could be achieved in the future. Mrs. Jenny Sherwood on behalf of the Local History Society said that they had already been in correspondence with English Heritage and agreed that there was a need to make more of the Castle than at present. However, she said that any new ideas would have to be carefully thought through and would have to be in the best interests of the Castle which was an ancient monument and the Town. Following discussion it was agreed that a meeting would be arranged initially led by the Town Council and to include English Heritage, Dacorum Borough Council, Berkhamsted Local History & Museum Society, Hertfordshire County Council and the Duchy of Cornwall to explore the setting up of a project to promote Berkhamsted Castle, its attractions and activities. It was agreed that the Town Mayor would chair the initial meeting and that Councillor Victor Earl would also represent the Town Council. Action Town Mayor and Town Clerk
181/04 LAND IN BERKHAMSTED – SITES OWNED BY LOCAL AUTHORITIES AND OTHER PUBLIC BODIES Councillor Stevens referred to his report circulated with the agenda. Following discussion it was agreed that a. An approach be made to Dacorum Borough Council and Hertfordshire County Council to identify vacant land within Berkhamsted Parish owned or managed by them including small parcels where benches might be situated. b. To identify the owners of other land on the fringe of the Town that might be suitable for public recreational use. Action Town Clerk During the discussion the following locations were identified as possible sites for benches and which could be incorporated into the Berkhamsted Townscape Project initiated by Councillor Freda Earl. a. New Road b. Gravel Path c. The junction of Queens Road and the A4251 Locations to be noted by Councillor Freda Earl
182/04 BERKHAMSTED CANAL PARTNERSHIP Councillor Stevens referred to the meeting notes of the newly formed Berkhamsted Canal Partnership circulated with the agenda and the invitation to the Town Council to express an interest in joining the new Partnership. Following discussion it was agreed to defer any decision to the next meeting of the Finance & Policy Committee. Action Councillor Stevens / Town Clerk It was also agreed that a meeting of the Canal & Riverside Partnership should be arranged as soon as possible. Action Councillor Stevens
183/04 TEMPORARY 7.5 TONNE WEIGHT RESTRICTION ON RAVENS LANE, OVER COLLINS BRIDGE Details of the weight restriction were noted. Detailed drawings of the technical requirements of the single lane working were awaited. Councillor Featherstone said that a leaflet had been printed and was in the process of being delivered to residents providing an update of the safety concerns in Gravel Path.
184/04 WORKING PARTY REPORTS: a. Communications i. Your Voice Councillor Stevens confirmed that Your Voice was being printed and would be delivered well before the Annual Town Meeting. Copies would be provided in the foyer of the Civic Centre. ii. Notice boards The Town Clerk confirmed that a response had not been received from Louise Oughton of Dacorum Borough Council it was therefore agreed that Ward Councillors would identify locations in their Wards where new notice boards were required and which existing notice boards were in need of refurbishment. It was agreed that Councillor McCloskey would co-ordinate this action by Ward Councillors and results would be passed to Louise Oughton. Action Councillor McCloskey
iii. Town Council website Councillor Stevens said that a review of the website was to be completed and would involve Councillor Horton. The Town Clerk requested that both he and Peter Such were included in the review. iv. Proposal for a Town Council Market Stall See item 176/04.
b. Festival of Light 2004 Councillor Stevens referred to the letter received from Roger Sharp, Community Appeals Manager at the Hospice of St. Francis asking if the Town Council would agree to the Hospice using the High Street Christmas tree as part of their Light up a Life ceremony for 2004. Following discussion it was agreed that Councillor Stevens would discuss the matter in detail with Roger Sharp and report back to the next meeting of the Committee. Action Councillor Stevens
c. Hertfordshire Network. The minutes of the Network meeting held on the 11th February 2004 were noted. Councillor Lanchin asked that Councillors notify the Help Point of roads where yellow lines were in need of replacement and also roads which were in need of new parking restrictions. These details would then be passed to Hertfordshire Highways and if they agreed with the proposals Dacorum Borough Council would be asked to deal with the regulations and enforcement. Action ALL Councillors
The Town Mayor said that Phil Camp of the Sustainable Transportation Unit, Dacorum Borough Council, had informed Borough Councillors that additional funding may be available in the next financial year for street name plates and seats and had asked for details of any suitable sites. Action ALL Councillors
d. Future Berkhamsted Working Party Councillor Victor Earl said that he was still in the process of completing his report.
e. Young Peoples Facilities Working Party i. Skateboard Park Councillor Stevens said that the application for a skateboard park on Velvet Lawn was in the process of being completed. ii. Youth Town Council It was noted that the next meeting was arranged for 4.30 p.m. on Wednesday 25th February 2004.
185/04 PART II – exemption of Press and Public To consider a resolution in the following terms That under Section 1 of the Public Bodies (Admission to Meetings) Act 1960 the public and press be excluded during the items in Part II of the agenda for this meeting, because it is likely that publicity would prejudice the public interest by reason of the confidential nature of the business or for other special reasons stated in the resolution, arising from the nature of the business or proceedings.
186/04 TO CONSIDER RENEWAL OF THE CONTRACT OF EMPLOYMENT OF THE INFORMATION OFFICER WHICH EXPIRES ON THE 31ST MARCH 2004 It was RESOLVED To renew the contract of employment of Geoffrey Barnes on the 1st April 2004 until 31st March 2005 with no change to the conditions.
187/04 CLOSE OF MEETING The meeting closed at 9.40 p.m.
Reports and Minutes of a Meeting of the FINANCE & POLICY COMMITTEEHeld in the Council Chamber, Civic Centre, Berkhamsted On Tuesday 20th January 2004 at 7.30 p.m.
MEMBERS: Councillors J.D. Lythgoe - Vice Chairman Geraldine Corry Mrs. C. Green V. C. Earl G. Lanchin Mrs. H. McCloskey G. Stevens (arrived at 8.30 p.m.) EX OFFICIOCouncillor P. G. Gibbs – Town Mayor
NON-COMMITTEE MEMBER: Councillor Freda Earl OfficerMr. C.R. Westwood – Clerk of the Council
159/04 APOLOGIES There were no apologies for absence. Councillor Stevens apologised for arriving late.
160/04 TO RECEIVE DECLARATIONS OF INTEREST REGARDING ITEMS ON THE AGENDA There were no declarations of interest.
161/04 MINUTES The minutes of the previous meeting held on 15th December 2003 were agreed and signed by the Vice-Chairman.
162/04 MATTERS ARISING Vide Item 152/03 – Consultation on school admissions 2005/6 In answer to a question from Councillor McCloskey the Clerk confirmed that no response had been sent on behalf of the Town Council.
163/04 CHAIRMAN’S COMMUNICATIONS Notification had been received from British Waterways of a consultation meeting to be held on Tuesday 3rd February 2004 at Milton Keynes. This would be the first meeting for the new South East Unit and will address amongst other things how Canal users want British Waterways to consult with them. A copy of the Comprehensive Performance Assessment of Dacorum Borough Council completed by an independent inspection team had been received from Hilary Mitchell, Acting Assistant Chief Executive. The document had been forwarded for information only and was available for reference. A letter had been received from Christine Fisher, Dacorum Borough Council, concerning the Parish and Town Warden research and a meeting had been arranged with Brian Trainer and the Town Mayor on Monday 2nd February 2004 at 2.30 p.m. Notification had been received from Keith Wilding & Co., Solicitors, enclosing a copy of an application for a new restaurant licence at 3 Prince Edward Street, presently known as Kacey’s Brasserie. The application was to be heard on Thursday 5th February 2004. It was agreed that this application should be considered at the next meeting of the Full Council. A letter had been received from the Director of Children, Schools and Families, Hertfordshire County Council, notifying the arrangements for relevant areas for school admissions commencing September 2005. The document was available for reference.
164/04 PUBLIC PARTICIPATION There were twenty members of the public present, the majority of whom were interested in the skateboard park proposal for Velvet Lawn, see item 169ei.
165/04 173 HIGH STREET (formerly FIGGS CHEMIST SHOP) The Vice-Chairman drew member’s attention to the letter circulated with the agenda. The Town Clerk said that the premises now appeared to be in use as an office and that Matthew Wheeler of the Dacorum Heritage Trust was of the opinion that it was unsuitable for use as a public facility because of its design and the problems that would be associated with disabled access. It was agreed that purchase and management of the building was beyond the capacity of the Town Council and that no action should be taken. A reply should be sent to Mr. Mark Wheeler. Action Town Clerk
166/04 REPORT OF THE ACCOUNTS & GRANTS SUB-COMMITTEE MEETING HELD ON 14th JANUARY 2004 The Vice-Chairman referred to the minutes of the Accounts & Grants Sub-Committee held on the 14th January 2004, previously circulated, and it was RESOLVEDThat payments made between 1st October 2003 and 31st December 2003 totalling £61,272.26 be approved and receipts covering the same period totalling £5,584.19 be noted and that the minutes of the meeting held on 14th January 2004 be approved and adopted.
167/04 BUDGET 2004/5 – FINAL DRAFT The Vice-Chairman asked members to note the details of the amended draft of the budget following which it was RESOLVED To recommend that the proposed final budget be approved and adopted by the Town Council.
168/04 CIVIC ROBES Members considered the correspondence from Michaels Civic Robes and the Town Mayor confirmed that in his opinion the Mayoral robes needed some repair and attention. Following discussion it was agreed to take up the offer of obtaining free advice by arranging a visit, without obligation, and a report on the condition of the Mayoral robes. Action Mayor’s Secretary
169/04 WORKING PARTY REPORTS: a. Communications i. Your Voice Councillor McCloskey said that the next edition would go to the printer in the next few days and would contain a feature on the Annual Town Meeting. The delivery company had agreed to complete by the 19th March 2004. Berkhamsted Lions had declined the request to assist with future deliveries and there would be an article in the newsletter asking if any other agency could help. It was agreed to provide all Councillors with a draft of the newsletter before it was printed.
ii. Notice boards Members noted the communication sent to Louise Oughton of Dacorum Borough Council. The Town Clerk said that he had received a telephone reply indicating that no progress had been made with the project to replace the current notice boards but that a survey was shortly to take place. It was agreed to ask if the Town Council could be notified of the date of the survey and have a representative present. Action Town Clerkiii. Town Council website The Communications Working Party would be carrying out a review of the website in the near future. iv. Proposal for a Town Council Market Stall Councillor McCloskey referred to her report circulated with the agenda and said that the Working Party were recommending that the market stall initiative should commence in April and that it should be open on Saturday mornings between 9.00 a.m. and 1.00 p.m. Following discussion it was RESOLVEDTo go ahead with the project for the Town Council to have a Saturday market stall between 9.00 a.m. and 1.00 p.m. at an initial set up cost of £160 to be taken from the Publicity and Promotion cost centre. b. Festival of Light 2003 Councillor Stevens said that he was awaiting feedback from the lights contractor on any problems identified during the lighting period. He suspected that some new festoons may have to be purchased for the next Christmas. The date of the Festival for 2004 would be 3rd December (subject to agreement by the Chamber of Commerce). c. Hertfordshire Network It was noted that the next meeting was to be held on 11th February 2004. Councillor Lanchin said that there had been no developments on a number of agenda items from the last meeting, for example, the traffic lights in the Town centre which were still not giving priority to buses. The County Council was still silent on the safety issues in Gravel Path. The Town Mayor said that the High Street paving was in very poor condition and many rocking slabs were painted with yellow dots. It was agreed that a letter should be sent to Mike Bishop of Hertfordshire Highways with a copy to County Councillor Coleman and the County Councillor with responsibility for Environment asking for urgent repairs to the High Street paving to prevent accidents involving pedestrians. Action Town Clerk
d. Future Berkhamsted Working Party The next meeting was due to be held at 2.30 p.m. on the 21st January 2004. Councillor Lanchin asked if there had been any progress with the Berkhamsted Health Check Action Plan. Councillor Stevens said that as far as he knew there was nothing to report.
e. Young Peoples Facilities Working Party i. Skateboard Park There were 20 members of the public present with an interest in this item. The Vice-Chairman asked them to appoint a spokesperson to summarise their comments in respect of the proposal for a skateboard park on Velvet Lawn. Patrick Stileman said that the residents were not necessarily against a skateboard park but felt that a planning application should be made to Dacorum Borough Council to enable residents to express their concerns. A petition had been gathered containing 108 signatures and from the 67 houses visited where a response was obtained all but one agreed that a planning application should be made. Two other residents spoke of their concerns with regard to the potential for vandalism and their fears that the skateboard park would not be used and would be a waste of money. Two members of the Youth Town Council were present and asked why they had not been involved in the consultation. They wanted to know if the proposed layout of the park would be what the young people wanted and whether any local residents had said that they were prepared to assist with the management and supervision of the park. At the end of Public Participation the meeting was reconvened. The Vice-Chairman said that there had been two rounds of consultation and that all responses had been studied. Copies of all the letters received had been sent to Dacorum Borough Council. Most of the comments received involved asking for a planning application to be submitted. The Town Council had now referred the question of a planning application to Dacorum Borough Council and had asked for a clear statement on whether or not such an application should be submitted. A reply was awaited. He confirmed that the Youth Town Council was to meet on Wednesday 21st January 2004 and that the skateboard park proposal would be on their agenda. The Town Council was responding to the wishes of young people and was trying to provide a facility for them in the Town. Councillor Mrs. Green said that she had grave concerns about the second consultation letter sent from the Town Council in December. It stated that of the 34 replies received to the first letter a few opposed. She had copies of all the replies and 25 had opposed out of 34. Many people asked for more information and only one was in favour. She disassociated herself from the second letter and in particular that only a few were opposed. Following discussion it was agreed that the Working Party would now meet and would make further recommendations to the Town Council at its next meeting on 3rd February 2004. The Vice-Chairman then referred to the letter from Nigel Gibbs, Planning Office, Dacorum Borough Council, concerning the Butts Meadow application and it was agreed that this should now be formally withdrawn. Action Town Clerkii. Youth Town Council It was noted that the next meeting would be held at 4.30 p.m. on 21st January 2004. 170/04 PART II It was RESOLVED That, under Section (100(4) of the Local Government Act 1972, the public and press be excluded during the items in Part II of the agenda for this meeting, because it is likely, in view of the nature of the business to be transacted, that if members of the public were present during the items, there would be disclosure to them of exempt information as described in Part I of Schedule 12A of the Act.
171/04 CLERK TO THE YOUTH TOWN COUNCIL The report from the Town Clerk was noted.
172/04 CLOSE OF MEETING The meeting closed at 8.49 p.m.
Reports and Minutes of a Meeting of the FINANCE & POLICY COMMITTEEHeld in the Council Chamber, Civic Centre, Berkhamsted On Monday, 15th December 2003 at 7.30 p.m.
MEMBERS: Councillors G. Stevens Chairman Geraldine Corry V. C. Earl G. Lanchin Mrs. H. McCloskey
EX OFFICIOCouncillor P. G. Gibbs - Mayor
OfficerMr. C.R. Westwood – Clerk of the Council
140/03 APOLOGIES FOR ABSENCE Apologies were received from Councillors Green and Lythgoe.
141/03 TO RECEIVE DECLARATIONS OF INTEREST REGARDING ITEMS ON THE AGENDA There were no declarations of interest regarding items on the agenda.
142/03 MINUTES The minutes of the previous meeting held on 10th November 2003 had been agreed at Full Council and were signed by the Chairman.
143/03 MATTERS ARISING Vide Item 136/02 eiii – Gatecrashers The Chairman said that a joint meeting was to be arranged between Hertfordshire County Council, Dacorum Borough Council, Berkhamsted Town Council and representatives from Gatecrashers to identify a way forward.
144/03 CHAIRMAN’S COMMUNICATIONS 32 letters had been received in response to the skate park consultation, all of which had been copied to Councillors Lythgoe, Stevens and Mrs. Green. The Chairman said that a response to the objectors was being prepared. A letter of thanks had been received from John Waller, for the Town Council’s efforts concerning Cobb Road. A letter had been received from Ifor Jones, Dacorum Borough Council naming the members of the Voluntary Sector Task and Finish Group. A report from Councillor McCloskey concerning the Local Strategic Partnership Board had been circulated to all councillors and Parish Councils. A thank you letter had been received from Northchurch United Charities for the grant of £500. Two letters had been received from Clive Smith concerning the Liquor Licence application at the Esso Garage Shop. Both letters had been copied to all councillors. Notification had been received from Balfour Beatty that the access licence to the West Coast Main Line from Dellfield allotments had been extended to the 7th January 2004. A further cheque for £1980.00 had been received. The 2002 Annual Monitoring Report for London Luton Airport had been received and was available for reference. Notification had been received of the East of England Local Distinctiveness Conference to be held in Wisbech on the 30th January 2004 at a cost of £30. A delegate’s pack issued to Councillor McCloskey at a recent Town and Parish Councillor evening held at Police Headquarters was available for reference. The Warm Front Annual Report 2003 issued by Powergen was available for reference.
145/03 PUBLIC PARTICIPATION Mr. E. Dyer said that allotment receipts were shown in the budget at £2,500. This sum was now increased by income from Balfour Beatty. He hoped that the extra money would be spent on improving the allotments. Mr. Dyer also commented on the amount shown in the budget for the skateboard park and asked if there would be a discussion on the responses to the consultation letter.
146/03 PRECEPT 2004/2005 AND WARDEN SERVICES The Chairman referred to the letter received from David Kirk, Head of Accountancy and Exchequer Services, Dacorum Borough Council, and said that the contents of paragraph 6 of the letter were significant. Following discussion it was agreed that the Chairman would draft a letter proposing how the Town and Borough Councils could co-operate to keep budgets down, and that the letter, once agreed, would be sent by the Town Clerk. Action Councillor Stevens and Town Clerk
147/03 BUDGET 2004/2005 The Chairman referred to his second draft budget, previously circulated, and asked for comments. Following discussion it was agreed to: a. Raise the allocation to the Litter Working Party from £1,000 to £2,000 (Environment Committee projects). b. Allocate £1,000 to the Transport Committee to enable consideration to be given to funding a traffic survey. c. Allocate £1,000 to the other committees for discretionary spending. d. To reduce the allocation for civic amenities from £15,000 to £13,000. e. To reduce the allocation to fixed asset replacement reserve from £10,000 to £9,000. It was therefore RESOLVEDTo recommend the second draft budget to Full Council taking into account the amendments shown above. The precept therefore for 2004/5 would be £185,050.
148/03 INTERNAL AUDIT REPORT The report from the internal auditor was noted and members asked for their thanks to be passed to the Assistant to the Town Clerk for his work in preparing and maintaining the accounts. 149/03 HERTFORDSHIRE ASSOCIATION OF TOWN AND PARISH COUNCILS ANNUAL SUBSCRIPTION Members noted that the annual subscription to the Hertfordshire Association of Town and Parish Councils which included a subscription to NALC would be £1,227.82 for the year 2004/5 and that this amount was included in the budget.
150/03 LIONS CLUB OF BERKHAMSTED COMMUNITY FAIR The Chairman referred to correspondence received from Roy Thame of Berkhamsted’s Lions Club and it was agreed to defer this matter to the next meeting of the Accounts & Grants Sub-committee as further correspondence had been received applying for a grant and enclosing recent accounts. Action Town Clerk
151/03 HERTFORDSHIRE POLICE AUTHORITY PRIORITIES AND OBJECTIVES 2004/2005 Members noted the correspondence circulated with the agenda and had no observations to make.
152/03 CONSULTATION ON RELEVANT AREAS FOR 2005-2006 SCHOOL ADMISSIONS Members noted the correspondence circulated with the agenda and it was agreed that Councillor Stevens would provide a response via the Town Clerk if he considered that one was required.
153/03 QUOTE FOR NEW PHOTOCOPIER The Chairman referred to a report from the Town Clerk circulated with the agenda and a quotation from Panasonic Photocopiers. The Town Clerk advised members that he had requested a second quotation from the current contractors, Danwood, but despite several reminders a quotation had not been received. It was proposed by Councillor Victor Earl, seconded by Councillor Lanchin and agreed that Standing Orders should be suspended for the purposes of considering the costs of purchasing a new photocopier. Following discussion it was RESOLVEDTo accept the quotation from Panasonic for the purchase of a new DP3010 digital photocopier at a purchase price of £2,024.59 and to cancel the current contract with Danwood as soon as possible.
154/03 THE BOAT PUBLIC HOUSE, GRAVEL PATH – PROPOSED ALTERATIONS Members noted the proposed alterations to The Boat public house and made no comment.
155/03 WORKING PARTY REPORTS: a. Communications i. Your Voice Councillor Stevens said that he had approached the Berkhamsted Lions to see if they could assist with distribution of Your Voice in the future and was awaiting a response. Councillors McCloskey and Freda Earl were working on the next edition and content should be forwarded to them as soon as possible. Action ALL CouncillorsIt was agreed that the next issue would be timed to precede the Annual Town Meeting and that prompt delivery after printing was needed. ii. Notice boards Once again it was agreed that all of the open Borough Council notice boards in the Town were an eyesore, in particular, the one in Water Lane car park. It was agreed to contact Louise Oughton, Dacorum Borough Council, to establish the progress of her project to replace the current open notice boards with a different design prior to handing responsibility to the Town Council. Action Town ClerkCouncillor Corry said that the advertisement in the Town Council notice boards for the Help Point could still be improved. It was agreed that Mr. Barnes would liase with Councillor Corry on this matter. Action Mr. Barnes
iii. Town Council web site Councillor Stevens said that the website was being closely monitored and the design would continue to evolve. b. Festival of Light 2003 Councillor Stevens said the Festival had been a success with a record number of 46 stalls. The number of commercial stalls was increasing. Councillor Victor Earl said that the Christmas tree was clashing with a nearby planted tree and he felt that the planted tree could be decorated to save costs. Councillor Corry said that the Civic Centre Foyer needed to be open to the public on the night of the Festival. This year it had been pre-booked for a private event. It was then decided that next year’s Festival should be held on either Friday 26th November 2004 or Friday 3rd December 2004 and that Councillor Stevens would consult with the DCVS to finalise the date. Action Councillor Stevens
c. Hertfordshire Network. Councillor Lanchin made a number of points regarding the recent Network meeting. i. Cobb Road, the specification had not yet been received. ii. Blocked gullies, the Town Council had offered to assist with car clearing to enable gullies to be cleaned. iii. A41 de-trunking, make further enquiries of PC Simpkins to establish responsibility for rubbish clearance and grass cutting on the Bypass (de-trunking). iv. Gravel Path, the petition had been notified to the authorities. The trees had not been cut back but the white lines had been re-newed. It was agreed to remind Mr. Heywood, Hertfordshire Highways, in early January if the trees had not been dealt with. Action Town Clerkv. Councillors had visited Travis Perkins, Station Road, who were very co-operative and agreed to advise their drivers not to use Station Road. They had offered to put up an advisory sign but a reply was awaited from the County Council as to whether this was permissible. vi. A recent meeting had been held to discuss options for improving safety on Gravel Path and it was noted that the Railway Bridge may have to be partially closed due to structural weakness.
d. Future Berkhamsted Working Party Councillor Victor Earl said there was nothing to report and the next meeting would be in the New Year. The Town Clerk said that Amanda Kentish, Dacorum Borough Council, had been asked what her plans were to review the Healthcheck Action Plan and had been advised that the Working Party wished to be involved in that review.
e. Young Peoples Facilities Working Party i. Skateboard Park The Chairman said that the Working Party would meet shortly to consider their response to the consultation letter regarding Velvet Lawn. The concerns of the local residents and the school were to be addressed. Clarification was being sought that the consent given by Dacorum Borough Council was adequate and that planning consent was not required. The Working Party could then consider the design of the park.
ii. Youth Town Council Councillor Stevens said that the new Youth Town Council was established and had met both formally and informally. The stall at the Festival of Light raised over £200 from a tombola. Councillor Lanchin asked what the relationship was between the Town Council and the Youth Town Council. Councillor Stevens said that although the Town Council was providing funding for administrative support, the Youth Town Council was independent of the Town Council but could request access to information and advice.
Reports and Minutes of a Meeting of the FINANCE & POLICY COMMITTEEHeld in the Council Chamber, Civic Centre, Berkhamsted On Monday, 10th November 2003 at 7.30 p.m.
MEMBERS: Councillors G. Stevens Chairman J. D. Lythgoe Deputy Chairman Geraldine Corry V. C. Earl Mrs. C. Green Left at 9.17p.m. G. Lanchin Mrs. H. McCloskey EX OFFICIOCouncillor P. G. Gibbs - Mayor OfficerMr. C.R. Westwood – Clerk of the Council
124/03 APOLOGIES There were no apologies for absence.
125/03 TO RECEIVE DECLARATIONS OF INTEREST REGARDING ITEMS ON THE AGENDA There were no declarations of interest. 126/03 MINUTES The minutes of the previous meeting held on 13th October 2003 were agreed and signed by the Chairman. 127/03 MATTERS ARISING a. Vide item 97/03 Lease of the Town Council Offices The Town Clerk advised Members that copies of the final document were being prepared for signing and that the Court had extended the period by which the matter had to be concluded by one month from 7th November 2003. b. Vide 115/03 Councillors Allowances The Chairman referred to the letter received from Dacorum Borough Council which indicated the costs to Parish Councils of setting up the Remuneration Panel, should it be needed. Following discussion it was agreed to recommend to full Council that: the Town Council does not avail itself of the Parish Basic Allowance but continues to make claims for Travel and Subsistence on official duties outside the Parish, in accordance with agreed published rates. Action Town Clerk. c. Vide 118/03 Town Warden Funding The letter from Paul Spencer, Dacorum Borough Council, indicating that funding would continue for 2004/2005, was noted. d. Vide 112/03 Cobb Road It was noted that a specification had not been received from Hertfordshire Highways, and that this would be raised at the next meeting of the Network Panel on 12th November 2003.
128/03 CHAIRMAN’S COMMUNICATIONS The following publications had been received and were available for reference: The Dacorum Compact – Volunteering Code of Good Practice October 2003 The Dacorum Primary Care Trust annual report 2002/3 The newsletter of the Berkhamsted Citizens Association November 2003 Local Council Review November 2003 A notification had been received from the Hertfordshire Rural Forum of a free conference entitled Sport in Rural Communities to be held on 26th November 2003 at the Pastoral Centre, London Colney. A letter had been received from Roy Thame, Berkhamsted Lions Club, thanking the Town Council for taking part in the recent Community Fair. Mr. Thame informed the Town Council that due to the withdrawal of the grant from Dacorum Borough Council the cost to exhibitors next year could be £15 to £20. A letter had been received from Dacorum Borough Council informing members that the Voluntary Sector Task & Finish Group to be held on 20th November 2003 had been cancelled and re-arranged for 4th February 2004.
129/03 PUBLIC PARTICIPATION Mr. Dyer said that he was heartened by the decision not to proceed with the Basic Allowance and to wait for guidance on travel and subsistence. He was concerned that other expenses incurred, such as stationery would come from Councillors own pockets and said that they should be able to draw on office supplies. He was pleased to see a proposed increase in the allotment budget and said that the application for an off licence at Hall Park service station was an inappropriate step by Esso to sell alcohol at its filling stations. Mr. Sharpe said that he wanted the meeting to take a natural break to go to Gatecrashers and witness the good work being done. He was sad to see the working party report and spoke in favour of Gatecrashers which was providing good facilities for the Town’s young people. He implored the Town Council to provide £5000 immediately to enable Gatecrashers to continue and hoped to convince members that it was of benefit to the town. £5000 would enable the Club to function into next year and in the meantime efforts would be doubled to obtain funding from other sources. Mr. Atkin endorsed all that had been said by Mr. Sharpe. Mr. Atkin was a recently appointed Trustee and praised the hard work that the other Trustees did to keep the club open. He said that they would feel insulted by the Working Party report and could not see the point of a Young Peoples Working Party that did not support young people. The trustees would be meeting in one week and if funding was not forthcoming they would have to recommend closure and possibly hand the facility back to the Aldwyck Housing Association. This was an inexpensive facility compared with others in the County.
130/03 BUDGET 2004/2005 1ST DRAFT Councillor Stevens referred to the first draft of the budget circulated with the agenda. The following comments were noted: a. The Cost Centre heading for Grants should not mention Section 137 as this limited the council on what grants could be allocated for. It should be a generic heading of ‘Grants’ to enable decisions to be made on which legislation the grant should be authorised by. It was agreed to defer the budget to the next meeting of the committee to enable any further comments received to be considered. Action Town Clerk
131/03 APPLICATION FOR OFF LICENCE AT THE ESSO SERVICE STATION Following discussion it was agreed that there were no grounds upon which to object to this application but the Town Council viewed with dismay the opening of another outlet in the Town for the sale of alcohol.
132/03 THE EAST OF ENGLAND MARKET TOWNS ADVISORY FORUM MEETING ON 28TH NOVEMBER 2003 Sally Williams representing the Advisory Forum and Helen Lawrence of Dacorum Borough Council were present to discuss the visit of Members of the Forum to Berkhamsted on the 28th November 2003. A proposed agenda had been previously circulated. Following discussion it was agreed that Members of the Town Council would discuss the Healthcheck Partnership presentation to be made to Forum Members, with Amanda Kentish of Dacorum Borough Council. Action Councillor Stevens.
133/03 THE PARISH AND TOWN COUNCIL MAJOR INCIDENT EMERGENCY PLAN Members noted the Major Incident Emergency Plan circulated with the agenda and were informed by the Town Clerk that the Resource and Contact details would be completed and the plan filed pending any need for its use in the future.
134/03 ACCOUNTS & GRANTS SUB-COMMITTEE Councillor Stevens referred to the minutes of the Accounts & Grants Sub-committee held on the 5th November 2003, previously circulated, and it was RESOLVEDThat payments made between 1st April 2003 and 30th September 2003 totalling £72447.60 be approved and receipts covering the same period totalling £210,167.23 be noted, and the minutes of the meeting held on the 5th November 2003 be approved and adopted.
135/03 MILLENNIUM GARDEN INVOICE FOR APPROVAL Councillor Stevens referred to an Invoice from Brook Green in respect of work carried out on the Millennium Garden, and an explanatory note from Councillor Patterson. Following discussion it was RESOLVEDThat the invoice be paid and that the budget for the Millennium Garden be overspent by £514 . It was noted that other cost centres were underspent and if necessary a virement could be made before the end of the financial year.
136/03 WORKING PARTY REPORTS: a. Communications i. Your Voice Councillor Stevens said that some reported delivery problems with the last issue were being investigated and that copy for the next issue in January was now required. Action All Councillors. ii. Notice boards Councillor Corry asked if data from the Help Point could be published on the notice boards, as previously requested. Action Town Clerk/Mr. Barnes. iii. Town Council web site Councillor Stevens said that alterations had been made since the last meeting and some links had been removed. The site would continue to be monitored and improved. b. Festival of Light 2003. Minutes of meeting held on the 30th October 2003. Councillor Stevens said that the minutes had not yet been produced but arrangements were proceeding. New lights had been ordered for the Christmas Tree. Councillor Corry said that the Traffic lights work would need to be finished by the 28th November and asked if the skip outside Figgs was still licensed and should be lit. Action Town Clerk. c. Hertfordshire Network. Next meeting to be held on 12th November 2003. d. Future Berkhamsted Working Party. Councillor Victor Earl said the last meeting had been held on the 28th October and had mainly explored Home Zones. Shrublands Road and Mortain Drive had been mentioned as possible sites, and a Home Zone at Hertford was being investigated. Notes of the meeting would be circulated once agreed by the Members. e. Young Peoples Facilities Working Party i. Skateboard Park – progress report Councillor Lythgoe said that Velvet Lawn had been agreed as the location for the skateboard park as Butts Meadow was no longer available. The Borough Council had indicated orally that there was no objection to Velvet Lawn. A letter would follow. He and the Town Warden had delivered letters of consultation that day to residents of Briar Way, Coram Close and Chestnut Drive, and to Thomas Coram School. Although the site was not central in the Town, the nearest houses were 100 meters away; it was open and flat and had an adjacent car park. He said that the Town Council would await the results of the consultation and hope to open the park by Easter 2004. ii. Youth Town Council Councillor Stevens said that the school elections had been completed and members of the new Youth Town Council would have an inaugural meeting on Thursday 13th November. There would be a loose link with the Town Council through the Young Peoples Facilities Working Party. Meetings would be held monthly. iii. Gatecrashers – review of meeting held on the 3rd November 2003 Councillor Lythgoe referred to his report on behalf of the Young Peoples Facilities Working Party circulated with the agenda. Following discussion the recommendation to the Town Council that ‘The Trustees of the Swan Youth Project are not offered financial help at this stage, but the Council should use its good offices in discussions with HCC and DBC on how support funding can be procured’, was agreed. It was further agreed that Councillor Lythgoe would approach Dacorum Borough Council and Councillor Lanchin would approach Hertfordshire County Council. Action Councillors Lythgoe and Lanchin.
137/03 PART II It was RESOLVED That, under Section (100(4) of the Local Government Act 1972, the public and press be excluded during the items in Part II of the agenda for this meeting, because it is likely, in view of the nature of the business to be transacted, that if members of the public were present during the items, there would be disclosure to them of exempt information as described in Part I of Schedule 12A of the Act.
138/03 TO CONSIDER THE APPOINTMENT OF A CLERK TO THE YOUTH TOWN COUNCIL Councillor Stevens referred to his confidential report recommending that Mrs. Clare Axelson be asked to undertake the duties of Clerk to the Youth Town Council, on a self employed basis upon payment of £10 per hour. (The budget in this financial year for the post was £2,000). The Town Clerk said that he had enquired of a neighbouring Town Council where a similar post existed and the post holder invoiced the Council for her services at an agreed hourly rate. There was no employment contract but terms of reference would need to be agreed. The agreement would also depend on Mrs. Axelson having been registered as a suitable person to work with children. Following discussion, and subject to the registration procedure it was agreed that Mrs. Axelson is asked to become Clerk to the Youth Town Council on a self employed basis, at an agreed rate of £10 per hour, and that she is asked to invoice the Town Council for her services, subject to the set budget. Action Councillor Stevens/ Town Clerk. 139/03 CLOSE OF MEETING The meeting closed at 10.15p.m.
Reports and Minutes of a Meeting of the FINANCE & POLICY COMMITTEEHeld in the Council Chamber, Civic Centre, Berkhamsted On Monday, 13th October 2003 at 7.30 p.m.
MEMBERS: Councillors G. Stevens Chairman J. D. Lythgoe Deputy Chairman V. C. Earl G. Lanchin H. McCloskey
SUBSTITUTE MEMBER: Councillor Lesley Featherstone
EX OFFICIOCouncillor P. G. Gibbs - Mayor
OfficerMr. C.R. Westwood – Clerk of the Council
109/03 APOLOGIES Apologies for absence were received from Councillors Corry and Green.
110/03 TO RECEIVE DELCARATIONS OF INTEREST REGARDING ITEMS ON THE AGENDA All members declared an interest in agenda item 7 concerning Councillors allowances.
111/03 MINUTES The minutes of the previous meeting held on 8th September 2003 had been agreed at Full Council and were signed by the Chairman.
112/03 MATTERS ARISING a. Vide item 97/03 Lease of the Town Council Offices Councillor Stevens referred to the letters circulated with the agenda from the Town Council’s solicitor and Dacorum Borough Council. Members agreed to accept the minor amendments made to the Working Party’s recommendations and specifically agreed the suggested change in respect of Clause 2 (26). It was therefore RESOLVEDTo accept the minor amendments made to the previous draft and instruct the Town Council’s solicitor to finalise the lease document. Action Town Clerkb. Vide item 107/03 c – Improvements to Cobb Road Councillor Stevens referred to the communication from Alec Heywood at Hertfordshire Highways requesting a contribution of £4,000 from the Town Council to assist with the improvements required at Cobb Road. It was also noted that Brian Scott of Dacorum Borough Council had said that they were unable to assist with any financial support. Following discussion it was RESOLVED to recommendThat the Town Council agrees in principle to a maximum contribution of £4,000 to the scheme to remedy the problems at Cobb Road subject to the scheme meeting the reasonable requirements of residents, the Town Mayor and Ward Councillors.
113/03 CHAIRMAN’S COMMUNICATIONS Notification had been received of a Rural Conference organised by the Community Development Agency, to be held on 21st October 2003 at Knebworth Park. The Chairman had received a letter from Adrian Cole, Estate Agent, responding to the recent issue of ‘Your Voice’, mainly concerned with the poor provision of car parking in the Town and suggesting that Town and Borough employees in Berkhamsted are denied use of private spaces for six months. The August edition of the HAPTC newsletter had been received and copied to all Councillors. The Chairman had received a letter from Councillor Freda Earl expressing her concerns about the Healthcheck Workshop held on 9th October 2003. This matter will be discussed at the next meeting of the Finance & Policy Committee. It was agreed to invite representatives from Urban Practitioners and Dacorum Borough Council to a meeting to discuss the Town Council’s concerns, if possible, to take place before the next Finance & Policy Committee meeting. Action Town ClerkA letter had been received from Michelle Evans-Riches, Dacorum Borough Council, notifying members that a review had taken place of the designation of polling stations in Berkhamsted as a result of which Bridgewater School would remain the location for Castle Ward but Lagley Hall in Douglas Gardens would replace the Youth Centre in West Ward. The following publications had been received: The Autumn/Winter newsletter of the Hospice of St. Francis. The Dacorum Heritage Trust newsletter for September. Electronic Government – September 2003. New Neighbours and New opportunities from the Foreign Policy Centre. The Public Sector and Local Government magazine for October. Civic Street Autumn 2003.
114/03 PUBLIC PARTICIPATION Mr. E. Dyer said that he was concerned at the BT proposal to remove the pay phone at the bottom of Swing Gate Lane. He said this was a retrograde step as there were still some people without a telephone and this pay phone was well placed to be used in an emergency being along side the main thoroughfare.
115/03 COUNCILLORS ALLOWANCES – TO CONSIDER THE LOCAL AUTHORITIES (MEMBERS ALLOWANCES) (ENGLAND) REGULATIONS 2003 Councillor Stevens referred to the information from NALC circulated with the agenda. Councillor Earl proposed that this was a matter that should be deferred to Full Council to allow every member to have their say. There needed to be a series of coherent arguments for or against the scheme for the public to appreciate. His proposal was seconded but was not agreed by the members. A discussion therefore took place following which members decided to make the following recommendations to the next meeting of the Town Council. a. That travel and subsistence allowances for approved duties outside the Parish only should be retained in accordance with published scales. b. That if the Town Council decided to reimburse Councillors for expenses incurred in carrying out their duties it should do so in the form of a Parish basic allowance which should include all incidental expenses in order to simplify the administrative burden on Councillors and the Council. Action ALL members prior to the next meeting of the Town Council It was noted that if the Town Council proposed to pay a parish basic allowance, it must have regard to the recommendations made by the Parish Remuneration Panel, which was due to meet in late November.
116/03 PARISH BOROUGH LIAISON Councillor Stevens referred to the minutes of the meeting held on 10th July 2003 and his covering report. He said that his report had been overtaken by events as a result of the Quality Parish meeting held on 9th October 2003. A number of actions had been agreed at that meeting including the future arrangements for Parish Borough liaison and it was agreed that the actions would be circulated to all members. Action Town Clerk
117/03 THE LOCAL CHANNEL Councillor Stevens referred to the letter circulated with the agenda which was noted but it was agreed that no further action was required.
118/03 GENERAL FUND REVENUE BUDGET 2004/5 The letter and report from Dacorum Borough Council circulated with the agenda was noted. It was agreed to write to Paul Spencer, Strategic Director of Resources, to seek assurance that the costs of the Town Warden would be fully met for the financial year 2004/5. Action Town Clerk
119/03 ALCOHOL FREE ZONES Councillor McCloskey referred to her report which had been circulated to members and following discussion it was agreed that it was not necessary to pursue the initiative in Berkhamsted at this time but Councillor McCloskey would continue to monitor the need for such an initiative within her role as a member of the Crime Prevention Panel. Action Councillor McCloskey
120/03 REMOVAL OF PUBLIC PAYPHONE IN SWING GATE LANE Councillor Stevens referred to the letter received from BT circulated with the agenda indicating that the public payphone at the bottom of Swing Gate Lane, Berkhamsted, was to be removed through lack of use. Following discussion it was agreed to respond to BT to the effect that the payphone should be retained as it is in a prominent situation, near a lay-by and that there was no payphone within reasonable distance on the opposite of the A4251. The nearest payphone identified by BT in Hilltop Road was 400 metres up hill. Action Town Clerk
121/03 WORKING PARTY REPORTS a. Town Promotion i. Your Voice Councillor Stevens said that the latest edition of Your Voice together with the Help Point leaflet was in the process of being delivered throughout the Parish. He asked all Councillors to send him their suggested copy for the next edition as soon as possible as it was the intention of the Town Council to publish the newsletter more regularly. Action ALL Councillors
Councillor Stevens said that he would organise a meeting of the Town Promotion Working Party as soon as possible. Action Councillor Stevens
ii. Notice boards Members agreed that new sites were needed for notice boards and that this was a matter for discussion by the Working Party. iii. Town Council web site There was nothing to report.
b. Festival of Light 2003 Councillor Stevens said that the minutes of the last meeting were not yet available. The Town Christmas tree had been ordered and it was agreed to seek a quote from Lamps & Tubes to decorate the tree with small white lights. Action Town Clerk
c. Hertfordshire Network Next meeting to be held on 12th November 2003.
d. Future Berkhamsted Working Party Councillor Earl summarised the discussion at the last meeting of the Working Party and asked for his written report to be circulated to all members. Action Town Clerk
Councillor Stevens said that it would be prudent to use the initiatives identified by the Working Party to help form a Town plan, which could be used as supplementary guidance to the Local Plan. It was therefore agreed to invite Gary Sage, Community Development Agency, to a meeting of the Town Council early in 2004 to discuss development of a Town plan. Action Town Clerk
e. Young Peoples Facilities Working Party i. Skateboard Park Councillor Lythgoe referred to two recent letters received from Peter Snow, Landscape and Recreation Manager, Dacorum Borough Council, and to his report circulated to members which identified the possible decisions which could be made as a result of Peter Snow’s letters. Following discussion it was agreed that: Butts Meadow no longer be sought as a suitable site for a skateboard park and a letter should be sent to Head of Planning, Dacorum Borough Council, confirming that a letter dated 30th July 2003 from Peter Snow had stated that Dacorum Borough Council could no longer approve the proposal for Butts Meadow. Consequently the Town Council would like to know at the earliest possible date his intentions with respect to the planning application for a skateboard park in Butts Meadow. Action Town Clerk
ii. Youth Town Council Councillor Stevens said that Thomas Coram School had elected two representatives to the Youth Town Council. A response was awaited from other schools in the Town and the first meeting was scheduled for 13th November 2003 at 4.30 p.m.
123/03 CLOSE OF MEETING
The meeting closed at 10.10 p.m.
Reports and Minutes of a Meeting of the FINANCE & POLICY COMMITTEEHeld in the Council Chamber, Civic Centre, Berkhamsted On Wednesday, 28th May 2003 at 7.30 p.m.
MEMBERS:
Councillors Geraldine Corry V. C. Earl Mrs. C. Green G. Lanchin J. D. Lythgoe Mrs. H. McCloskey G. Stevens
EX-OFFICIO:
Councillor P. G. Gibbs - Town Mayor
NON-COMMITTEE MEMBER:
Councillor Betty Patterson (arrived at 8.15 p.m.)
OFFICER:
Mr. C.R. Westwood
63/03 APOLOGIES
There were no apologies for absence.
64/03 ELECTION OF CHAIRMAN AND VICE CHAIRMAN FOR THE FORTHCOMING YEAR
Councillor G. Stevens was elected as Chairman for the forthcoming year and Councillor J. Lythgoe as Vice-Chairman.
65/03 TO REVIEW THE AIMS AND OBJECTIVES OF THE COMMITTEE
This item was deferred to the next meeting of the Committee to enable full discussion to take place. Action Councillor Stevens and Town Clerk
66/03 TO DECIDE MEMBERSHIP OF THE FOLLOWING SUB-COMMITTEE
a. Accounts & Grants Councillors Stevens (Chair) Victor Earl Mrs. C. Green Lanchin Lythgoe
Substitute: Betty Patterson
67/03 TO DECIDE MEMBERSHIIP OF THE FOLLOWING WORKING PARTIES/PANEL
a. Festival of Light Councillors Stevens (Chair) Freda Earl Gibbs (Town Mayor) Lythgoe
b. Future Berkhamsted Councillors Victor Earl (Chair) Lanchin Lythgoe Helena McCloskey Betty Patterson
c. Staffing & Accommodation Councillors Gibbs (Chair) (Town Mayor) Geraldine Corry Mrs. C. Green Lythgoe
d. Communications Councillors Stevens (Chair) Freda Earl Gibbs (Town Mayor) Helena McCloskey
e. Young Peoples’ Facilities Councillors Lythgoe (Chair) Geraldine Corry Helena McCloskey Betty Patterson
f. Network Panel Councillors Victor Earl Lanchin Stevens
68/03 MINUTES
The minutes of the previous meeting held on 7th April 2003 had been agreed at Full Council and were signed by the Chairman.
69/03 MATTERS ARISING
a. Vide item 48/03 Lease of the Town Council Offices Members considered a report from the Town Clerk circulated with the agenda and following discussion agreed that a contribution should be made to the running costs of the Civic Centre of £2,500 per annum. It was further agreed that access to the Civic Centre should be permitted to the Town Council on Thursday and Friday evenings until 10.00 p.m. when required in addition to the access arrangements in the existing lease. It was decided to confirm the validity of these agreements with the Town Council’s solicitor before approaching the Borough Council. Action Town Clerk
b. Vide item 52/03 West Coast Route Modernisation – Licence agreements for Sunnyside and Dellfield Allotments Members considered a letter from Freeth Melhuish, chartered surveyors, following an examination of allotments sites at Ivy House Lane and Billet Lane and an examination of the formal licence agreements provided by Balfour Beatty Rail. Following discussion it was agreed to accept the licence fees and conditions as stated in the original correspondence from Brown & Co., agents acting for Balfour Beatty. Action Councillor Stevens and Town Clerk
70/03 CHAIRMAN’S COMMUNICATIONS
A letter had been received from the Dacorum Community Safety Partnership advising that the next members forum would be held on Monday 7th July 2003 at 7.30 p.m. in Dacorum Borough Council Chamber. The letter had been copied to all Councillors and required a response.
A letter had been received from the Hospice of St. Francis advising that the month of June would incorporate the Hospice Care Campaign, a national fundraising event for hospices. The letter urged local organisations to support the event by raising money from yellow themed community events. The letter had been copied to the Town Mayor and the Deputy Town Mayor.
A letter had been received from the Chairman of the Berkhamsted & District Commerce in response to the Town Council’s request to provide funding for new Christmas lighting. Members of the Chamber of Commerce were not in favour of providing any funding in addition to the annual donation. The letter had been copied to Councillor Stevens.
Notes of the Dacorum Rural Learning Project Steering Group meeting held on 19th March 2003 had been received and were available for reference. Councillor Lythgoe had attended on behalf of the Town Council.
A letter had been received from a company called Gravity, designers, manufacturers and installers of high quality, low maintenance skate ramp systems and park equipment. The letter had been copied to Councillors Stevens and Lythgoe and a CD was also available.
Notification had been received of a conference to be held on 10th June 2003 in London entitled Developing Locally Led Responses to Anti Social Behaviour. The cost of the conference was £280 per delegate.
A draft response to the consultation document had been received from the London Luton Airport Town & Village Communities Committee and was available for reference.
71/03 PUBLIC PARTICIPATION
Mr. E. Dyer referring to the correspondence from Freeth Melhuish concerning the allotments sites said that he was disappointed the Town Council would not be attempting to obtain an increased offer particularly as a local resident had refused the first offer made which had then been increased.
72/03 FUNDING FOR COBB ROAD IMPROVEMENTS
The Town Mayor said that he had asked for a formal quotation of the costs of rectification work required from Mike Bishop of Hertfordshire Highways. Councillor Patterson said that the Local Members Panel were due to meet on the 6th June 2003 to consider projects requiring funding of which Cobb Road was one. It was agreed that a letter should be sent to John Wood of Hertfordshire County Council Environment with a copy to Mike Bishop of Hertfordshire Highways requesting that funds are made available to complete the rectification work at Cobb Road. Action Town Clerk
73/03 DACORUM EXTERNAL FUNDING PARTNERSHIP
Councillor Lanchin confirmed that he would be attending the Information Event on Wednesday 18th June 2003 along with the Town Clerk. Action Town Clerk
74/03 HERITAGE AND TOURISM IN DACORUM
The report circulated by David Wass, Head of Regeneration, Dacorum Borough Council, had been read by a number of members and was noted.
75/03 ROAD SAFETY INITIATIVE – REQUEST FOR FUNDING
Members considered a letter from Constable Richard Parfitt of the Berkhamsted Community Team asking for consideration to be given to part-funding the purchase of a portable speed indicator device for use in the greater Berkhamsted area by Police Officers and members of the local community. Following discussion it was agreed that the Town Council would make a pro-rata contribution to the purchase of the equipment and would request more information on its methods of operation. Action Town Clerk
76/03 ZURICH MUNICIPAL INSURANCE – CHANGES TO TERRORISM PROVISION
Following discussion it was agreed that the Town Council would pay an extra annual premium to obtain insurance cover for acts of terrorism. Action Town Clerk
77/03 LARGER LOCAL COUNCIL’S PANEL
The Chairman referred to correspondence received from Harpenden Town Council on behalf of the Larger Local Councils Panel and members completed a short questionnaire concerning the future of the Panel. It was agreed that the questionnaire would be returned to Harpenden Town Council along with a letter from the Chairman of the Committee. Action Councillor Stevens and Town Clerk
78/03 ST. MICHAEL’S (SUNNYSIDE) CHURCH IVY HOUSE LANE - LICENCE
The Chairman referred to correspondence received from the Licensing Officer, Dacorum Borough Council. Members raised no objection to the application for a public entertainment licence at Sunnyside Church Hall but urged the Licensing Officer to be sensitive to local residents concerning the hours of operation should the licence be granted. Action Town Clerk
79/03 TO SET UP A STEERING GROUP TO RE-FORM THE BERKHAMSTED YOUTH COUNCIL
The Chairman referred to his report circulated with the agenda and following discussion it was agreed:
a. To promote the re-establishment of a Youth Council working with schools and other bodies (which may include Gatecrashers) that can assist in the process.
b. To identify prospective Clerks who could work with and support the Youth Council and for the Town Council to appoint a selected person when it appears appropriate that such a role is necessary.
It was further agreed to set up a Working Party to take these matters forward consisting of:
Councillors Stevens Lesley Featherstone Gibbs (Town Mayor) Lythgoe
80/03 TOWN AND COUNCIL HELP POINT – SOFTWARE STATUS AND COST INCREASE
Councillor Stevens referred to his report circulated separately from the agenda and proposed that the item be deferred to Part II as it contained financial information concerning a contract with a supplier. His proposal was not seconded and was withdrawn. Following discussion it was
RESOLVED
To allow an extra £1,000 from reserves to enable the software package for the Town and Council Help Point to be fully developed, to include staff training, but that no monies be paid to the supplier until the Town Council was satisfied that the package was fully operational. Action Town Clerk and Mr. Barnes
It was agreed that the Help Point would open on Monday, 2nd June 2003 and the Chairman would organise a meeting of the Working Party to agree a formal launch date and appropriate publicity. Action Councillor Stevens
81/03 CANAL FIELDS PLAYGROUND – PROPOSAL TO INCREASE FUNDING
Councillor Patterson referred to her report circulated with the agenda and urged members of the Committee to increase the Town Council’s contribution to the Canal Fields playground from £8,000 to £20,000 to enable the playground to be fully equipped. Following discussion it was
RESOLVED
To increase the Town Council’s contribution to the Canal Fields playground by £12,000 to enable the playground to be fully equipped with the additional funding to come from capital reserves.
82/03 WORKING PARTY REPORTS:
a. Town Centre Forum There was nothing to report.
b. Town Promotion i. Town Council Website There was nothing to report.
ii. Your Voice Councillor Stevens said that he intended to set up a Working Party to deal with the need for four newsletters to be produced each year. Action Councillor Stevens
iii. Notice boards There was nothing to report.
c. Festival of Light 2003 Councillor Stevens said that the Working Party would meet in July.
d. Hertfordshire Network The minutes of the last meeting had been circulated. . e. Future Berkhamsted Working Party i. Stag Lane Development It was agreed that Councillor Victor Earl would draft a response to the letter from Philip Kingh which would be sent from the Town Council office.
f. Young Peoples Facilities Working Party Councillor Lythgoe said that as a result of a recent meeting with the Planning Officer dealing with the skateboard application a response was to be sent concerning a number of matters. The major ones being noise and lighting. The noise issue was crucial and environmental health had offered to help by taking background readings in sensitive areas which would be analysed against the ramp impact levels when they were received from the manufacturer. The application was in abeyance until the information was supplied.
83/03 PART II
It was
RESOLVED
That, under Section (100(4) of the Local Government Act 1972, the public and press be excluded during the items in Part II of the agenda for this meeting, because it is likely, in view of the nature of the business to be transacted, that if members of the public were present during the items, there would be disclosure to them of exempt information as described in Part I of Schedule 12A of the Act.
84/03 SALARY SCALE FOR THE NEW POST OF INFORMATION OFFICER
The Chairman referred to the report prepared by the Town Clerk concerning the salary applicable to the post of temporary Information Officer which was to be occupied by Mr. G. Barnes for a period of three months from 1st June 2003. Following discussion it was
RESOLVED
that the salary would commence at Scale 3 spinal column point 14 pro-rata at 25 hours per week.
85/03 CLOSE OF MEETING
The meeting closed at 10.10 p.m.
BERKHAMSTED TOWN COUNCIL
Reports and Minutes of a Meeting of the FINANCE & POLICY COMMITTEEHeld in the Council Chamber, Civic Centre, Berkhamsted On Wednesday, 7th July 2003 scheduled for 7.30 p.m.
MEMBERS:
Councillors G. Stevens Chairman J. D. Lythgoe Deputy Chairman Geraldine Corry (arrived at 7.43 p.m.) V. C. Earl
NON-MEMBERS:
Councillor Betty Patterson (left at 8.15 p.m.)
The meeting started at 7.43 p.m. when there were sufficient members present.
86/03 APOLOGIES
Apologies for absence were received from Councillors Green, Lanchin and McCloskey.
87/03 MINUTES
The minutes of the previous meeting held on 28th May 2003 had been agreed at Full Council and were signed by the Chairman.
88/03 MATTERS ARISING
Vide item 69/03 Lease of the Town Council Offices Members agreed that the terms of the new lease should be accepted subject to the rent for Thursday and Friday evenings being included at no extra cost (as the rent has been increased).
The Town Clerk was asked to write to Mr. Hamilton, Valuations and Estates Manager, Dacorum Borough Council, requesting that a new lease be prepared incorporating the agreed changes subject to contract. Action Town Clerk
Vide Item 65/03 Aims and Objectives of the Committee Members agreed that the existing Finance & Policy’s Committees Aims and Objectives should remain the same.
Vide 08/03 Clearance work at Sunnyside New Allotments Following discussion it was
RESOLVED
To recommend to give a grant of £780 to Sunnyside Rural Trust to enable 2.27 acres of allotment land to be cleared and for an orchard and managed meadow to be established, with the grant monies being paid from general reserves.
89/03 CHAIRMAN’S COMMUNICATIONS A letter had been received from Mr Peter White of Cross Oak Road regarding the unsatisfactory condition of the roundabout at the junction of Kingshill Way and Chesham Road. The letter had been copied to the Chairman and the Town Warden, and the Assistant Town Clerk had e-mailed Alec Haywood at Hertfordshire County Council informing him of Mr White’s comments.
A letter had been received from Stanley Sharpe asking the Town Council if he could be allowed to play a part in the development of the Young Peoples Working Party. The letter had been copied to the Chairman.
90/03 PUBLIC PARTICIPATION
Camilla Tominey of the Gazette asked what was happening regarding the official launch of the Help Point. Councillor Stevens stated that a Working Party was due to be convened within the next week or so in order to arrange for a proper launch to take place some time in July or August. Despite this Councillor Stevens said that the Help Point was in actual fact now open.
91/03 APPLICATION TO HOLD A FAIR ON THE MOOR FROM 1st to 9th August 2003
The Town Clerk was asked to write a letter notifying local residents in Mill Street and those residents in Castle Street whose properties back onto Mill Street, of the dates of the Fair. Action Town Clerk
Members recommended that Clause 4 of the conditions of hire be varied to increase the permitted operating period from 7 days to 8 days.
92/03 DCVS
Councillor Corry agreed to act as Berkhamsted Town Council’s representative on the DCVS committee.
9303 WORKING PARTY REPORTS
g. Town Centre Forum There was nothing to report. The Town Clerk was asked to delete this standing item from the agenda. Action Town Clerk
h. Town Promotion iv. Town Council Website There was nothing to report. The Town Clerk was asked to delete this standing item from the agenda. Action Town Clerk
v. Your Voice The Chairman requested that the Chair’s of all committees prepare papers for inclusion in the next issue of Your Voice. The submission deadline was given as 21st July 2003. Action Chairs of all committees
vi. Notice boards There was nothing to report.
i. Festival of Light 2003 Councillor Stevens informed members that the first meeting was due to take place on 23rd July 2003 and that invitations had been sent to all stakeholders. Councillor Lythgoe gave his apologies for this meeting.
The Chairman stated that he had yet to make arrangements for catering for the Christmas lunch.
j. Hertfordshire Network There was nothing to report.
k. Future Berkhamsted Working Party Councillor V. Earl stated that a meeting was planned for September and that the current Health Check would affect what would be discussed at that meeting. He also stated that no response had been received regarding the consultation paper.
The Chairman requested that an item on the Future Berkhamsted Working Party be included in the next issue of Your Voice. Action Future Berkhamsted Working Party members
l. Young Peoples Facilities Working Party Members were informed that a letter had been written to the Headteachers of the appropriate schools notifying them of the reformation of the Youth Town Council and asking them for their nominations for new members.
Councillor Corry stated that she would prepare a report on the activities of the Youth Centre and took the opportunity to thank PC Richard Parfitt for his work in connection with this issue. Action Councillor Corry
i. Proposal to employ an Environmental consultant
Following discussion it was
RESOLVED
To spend up to £2,000 to provide an independent consultant’s noise assessment report for Butts Meadow in connection with the construction of a skateboard park, for submission to Dacorum Borough Council.
This sum of money was to be paid from one of two sources.
a. The skateboard budget for the current financial year. or b. If the original skateboard budget was specifically concerned with only the construction of a skateboard park then members resolved to recommend to Full Council that the sum of up to £2,000 be spent from reserves. Action Town Clerk
94/03 CLOSE OF MEETING
The meeting closed at 8.38 p.m. |
