MINUTES of the meeting of the Much Hadham Parish Council held on Tuesday,

13 January 2009, at 7.30 pm in the Much Hadham Village Hall.

*Cllr Mrs A M Aranha             *Cllr B H A Morris

*Cllr W Compton                       Cllr Mrs C Naughton

*Cllr W Bird                             *Cllr Mrs F Tate

*Cllr M L G Dillon (Chairman) *Cllr J H A Williams

*Cllr Mrs S J McAdam

* denotes present.

In attendance:   7 members of the public.

                        Cllr Mrs M Bayes (HCC)

APOLOGIES FOR ABSENCE

Apologies for absence were received from Cllr Mrs Naughton and Cllr M Carver (EHC).

DECLARATIONS OF INTEREST

None.

MINUTES OF THE LAST MEETING HELD ON 4 NOVEMBER 2008

RESOLVED that the Minutes of the last meeting held on 4 November 2008 be accepted as a correct record of the proceedings and be signed by the Chairman.

MATTERS ARISING

None.

RESIDENTS’ COMMENTS

1.         Old Post House

Concerns were raised that the owner of the above property was habitually parking his vehicle on the pavement fronting his property which, in view of the narrowness of the highway, constituted a traffic hazard.  Of further concern was that the owner continued to leave his brown and black waste bins outside the property which, it was felt, was extremely unsightly.

The Chairman agreed to forward a letter to the owner.

PLANNING

1.         Planning – General

To note the attached document (see Appendix A).

2.                  North Leys and North Leys Cottages

Cllr Morris expressed his concern that the response from East Herts Council was totally unacceptable.

Cllr Mrs Bayes suggested that a copy of all the correspondence be forwarded to the Chief Executive (East Herts Council) for his attention.

PARISH PATHS PARTNERSHIP

Cllr Mrs Naughton had notified the Chairman that she was hoping to have a meeting with the Hertfordshire County Council in relation to the footpath maps and she would provide more information at the next meeting.

STANSTED AIRPORT RELATED MATTERS

The Chairman informed members that there was to be a second pre-inquiry meeting on 19 January 2009 with the main inquiry commencing on 15 April 2009.  The Chairman stated that there was no likelihood of a decision being taken by the Government until after the next election with a decision not expected much before 2010.    The Chairman confirmed that he would be providing evidence to the inquiry on behalf of the Parish Council.

HIGHWAYS MATTERS

The following matters were raised:

1.                  Replacement village signs on Winding Hill (beyond the Palaces) were still awaited.

2.                  Large potholes in Church Lane, Green Tye, and near the Golf Club in need of remedial work.

3.                  40 mph sign near the Golf Club required cleaning as the speed sign was not visible.

4.                  Signage required at either end of Oudle Lane to make motorists aware of the narrow pavement in the centre of the Lane on a blind bend.

5.                  The railings on the pavement which prevented the public/animals falling into the culvert and being swept under the High Street were in a perilous state and required replacement.

Cllr Williams stated that documentation being considered for production was a Parish Plan and not a Parish Design Statement.  There was now a lack of enthusiasm to undertake the work in view of East Herts Council having withdrawn funding and it was questionable as to whether a Parish Plan was needed.

The general feeling of members was that a Parish Plan represented a vision of the needs and aspirations of the Parish and was an important document.  The Parish Council needed to be pro-active.  Cllr Williams stated that there were members of the public who had indicated their willingness to sit on a Committee, but it was essential that funding for the Plan was to be secured.

FREEDOM OF INFORMATION ACT 2000

Members had been circulated with a copy of a report compiled by the Clerk attaching a model scheme for publishing information on its activities and how such information could be accessed by the public.

RESOLVED that the model scheme be adopted.

RISK ASSESSMENT

Members had been circulated with a copy of a draft Risk Assessment document.

RESOLVED that the document be formally adopted by the Parish Council.

FINANCIAL RISK ASSESSMENT

Members had been circulated with a copy of a draft Financial Risk Assessment document.

RESOLVED that the document be formally adopted by the Parish Council.

FINANCIAL REGULATIONS ASSESSMENT

Members had been circulated with a copy of a draft copy of the financial regulations.  The Chairman referred to Regulations 11.1 (b), (f) and (h) regarding the financial limit on contracts entered into by the Parish Council, which he considered required review.  He suggested that the limit of £10,000 referred to in Regulations 11.1 (b) and (f) should be reduced to £5,000 and that the de minimis limit in Regulation 11.1 (h) should be £1,000.  The proposal regarding £5,000 was agreed, but the members decided that the de minimis limit should be £500.

As a result the members approved the following amendments to the Regulations:

1.         In Regulation 10.3 the words from “transaction, usually” to “Regulation 11.1 (h) below” shall be deleted and shall be replaced by the words “contract in accordance with Regulation 11 below”.

2.         In Regulations 11.1 (b) and (f) “£5,000” shall be substituted for “£10,000”.

3.         Regulation 11.1 (b) shall be deleted and shall be replaced by the following new Regulation 11.1 (h):

            “(h) When it is intended to enter into a contract of less than £5,000 in value (but more than £500 in value) for the supply of goods or services or for the execution of works or specialist services other than in each case those referred to in Regulation 11.1 (a), then the Council or the Clerk or the RFO shall obtain three estimates or quotations, except where the Council considers that this is not practical or that it would not be beneficial in which event only one or two estimates or quotations may be obtained.  When it is intended to enter into any such contract of less than £500 in value, the Council or the Clerk or the RFO may obtain only one estimate or quotation subject always to striving to ensure that the best available terms are obtained.”

RESOLVED that the document incorporating the above amendment be formally adopted by the Parish Council.

LITTER AGENCY – REVISED REMUNERATION

Members were informed that the current rate of remuneration paid to the litter collectors was £260.71 per month (£3,128.52 pa) which had not been revised since their employment commenced.  The general feeling of members was that the standard of cleaning work was exceptionally good and that an increase in the remuneration was justified.

RESOLVED that with effect from 1 February 2009 the monthly payment be increased to £300.

PLAY MUCH HADHAM

A letter had been received from Cllr Mrs Naughton requesting that the Parish Council give consideration to showing its support by making a donation towards the refurbishment of the Much Hadham play equipment.  A quotation was tabled to undertake drainage work in the sum of £1,910.

The Chairman referred to the current draft precept in which a sum of £4,000 had been set aside for play equipment and he felt that the Parish Council should fund the drainage work out of this sum with the balance going towards the provision of play equipment.

The Clerk was asked to seek advice on the drainage work required and liaise with

Cllr Ms Aranha.

MUCH HADHAM VILLAGE HALL

A letter had been received from Mr Christopher Prout (Much Hadham Village Hall Management Committee) requesting the Parish Council to give consideration to allocating part of its precept for the purpose of maintaining the fabric of the Village Hall.

Members were supportive of the request and they were of the opinion that the responsibility for the maintenance of the exterior fabric of the building should be down to the Parish Council.  In this regard it was felt that a specific reserve should be created within the accounts of the Parish Council initially set at £3,000 and contributions to the reserve be reviewed annually at the budget meeting.  The Village Hall Committee would draw down on the funding as and when required.

RESOLVED that a special reserve of £3,000 be set up with the sole purpose of providing funds to maintain the exterior fabric of the hall and that such sum be included in the 2009/2010 budget.

GREEN TYE MISSION HALL

A letter had been received from Mr John Donovan, Secretary to the Green Tye Mission Hall Management Committee, enquiring whether the Parish Council would consider making a grant to assist with the general maintenance costs of the Mission Hall.  The Mission Hall was to be used as part of the proposed forthcoming 100 year anniversary celebrations.

RESOLVED that a grant of £1,000 be approved, such sum to be met from the Council’s current funds.

STOP HARLOW NORTH

Cllr Morris requested members to give consideration to donating a sum of £300 towards Stop Harlow North’s campaign in connection with the forthcoming Judicial Review.

RESOLVED that a donation of £300 be approved and be met from the £1,500 set aside for grants and donations in the 2009/2010 draft precept.

PAYMENT OF ACCOUNTS AND CURRENT FINANCIAL STATEMENT

(i)         Payment of Accounts

RESOLVED that the accounts as set out in the attached be duly authorised for payment.  (See Appendix B)

Members requested that in future when work was identified to be undertaken that the matter be discussed with Cllr Compton in the first instance for authority to proceed.

(ii)        Financial Statement

RESOLVED that the contents of the attached statement be received.  (See

Appendix C)

PRECEPT 2009/2010

RESOLVED that the precept for the financial year 2009/2010 be confirmed at £24,000.

ANY OTHER BUSINESS

None.

DATES TO BE RE-ARRANGED FOR 2009

To note the revised dates:

11 March 2009 – Annual Parish Meeting

17 March 2009 – Ordinary Parish Council Meeting

12 May 2009 – Annual Parish Council Meeting (venue Mission Hall, Green Tye)

7 July 2009 – Ordinary Parish Council Meeting

8 September 2009 – Ordinary Parish Council Meeting

3 November 2009 – Ordinary Parish Council Meeting