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Parish Council Minutes

 
Parish Council Minutes
 

Draft Minutes of the last meeting are shown immediately below.
For previous minutes go right to the bottom of this page.


Little Gaddesden Parish Council
 
MINUTES OF THE PARISH COUNCIL MEETING HELD IN THE VILLAGE HALL on 20th February, 2017

The meeting commenced at 8.10pm.
Present : Cllrs. Archer, Heaphy (first half of the meeting), Hyde, Irving, Kelly & Townsend, Alastair Greene (Clerk), and seven members of the public.
Apologies : None

1. FORMALITIES

The attendance register was signed. There were no declared interests on items on the agenda and no requests for dispensation to speak. The minutes of the previous meeting were agreed as a correct record of the meeting and were signed.

2. OPEN SESSION FOR MEMBERS OF THE PUBLIC


Cllr. Archer asked if anyone wished to raise any matters. Items raised were covered during the subsequent discussions in the main agenda.


3. REPORTS AND MATTERS ARISING


(a) Police Report. The Clerk presented the Police Report for the previous month. He advised that there were no reported crimes in Little Gaddesden in January. He confirmed that he had written on behalf of the Council to the Police and Crime Commissioner to ascertain how cybercrime reporting was being managed


(b) Communications Statement – Cllr. Archer read out a statement on communications. Councillors will recall there had been some discussions over recent months about whether or not to adopt a formal policy covering both internal and external communications. Although it has been decided not to adopt a formal communications policy, the statement recorded the following principles to be adopted as a Council going forward.
General
Councillors and the Clerk will be expected to operate using a common sense approach to communication to ensure openness and transparency on matters of importance to the Parish Council and individual Councillors but at the same time give colleagues freedom to progress their tasks unburdened by demands for copies of minor correspondence.
Internal communications
Any Councillor may request that they be copied in on all emails and other correspondence originated by the Clerk and/or other Councillors, with the exception of those related to any confidential matters which the Chairman or Clerk for the time being may be dealing with. Such Councillor(s) should notify the Clerk of their request in writing.
External communications
The Parish Clerk is the main conduit for external communications to statutory and other bodies but there will be valid exceptions. Communications on behalf of the Council to statutory and representative bodies, whether originated by the Clerk and/or other Councillors, should be distributed in the same way as internal communications above.
It was agreed the statement would be a useful addition to the induction pack for new Councillors. Accordingly, the statement was agreed and the principles adopted.


(c) Update on the defibrillator – Cllr. Heaphy advised that the village First Responders, Sarah Gall, Wendy Molloy and Jane Murray held a defibrillator between them and whoever was on call had that available for use when called by the Ambulance Service. Cllr. Archer suggested that the First Responders might like to give a short presentation on their service at the Annual Meeting of the Electorate in May.
Monies raised by the community for a second defibrillator was being held by the British Legion and a location needed to be agreed for its installation.


(d) Parish Council logo. - Cllr Archer explained that the Parish Council wished to introduce a logo to be used in Parish documents, formal correspondence, newsletters, agendas etc. The logo was chosen from a number of alternatives that Little Gaddesden resident and graphic designer, Peter Grainger, had been commissioned to design. All felt that the design was an attractive one to adopt and this will now be used on all posters etc.


(e) Co-option procedure to fill the Casual Vacancy – The Clerk advised that the vacancy was now being advertised on the village notice boards and would be featured in the Gaddesden Society Diary due to be circulated very soon. People were invited to discuss the opportunity with Councillors and application forms were available from the Clerk. The closing date had been set for 19th March, to give people plenty of time to see the vacancy and to enquire about the role and how they could contribute and apply. The Clerk confirmed that he had drafted and circulated the co-option documents, these were approved by Councillors, subject to the addition of the 2016 Village Survey as an addendum to the documents to be made available to applicants. Cllr. Hyde also passed spare copies of the Village Plan dating back to 2007 to the Clerk.


(f) Amendments to the Risk Management Policy – The Clerk had circulated prior to the meeting an updated Risk Management Policy. He explained that it was necessary to evidence, for the Annual Return, that the Council had taken appropriate steps to manage all the risk it faces. Cllr Townsend had reminded the Council prior to the meeting of the need to extend the principle of Risk Management to tenants. This was agreed and the amended policy was adopted.


(g) Report on the meeting held with Dacorum Borough Planners on 2nd Feb - Cllr. Kelly explained that the Councillors responsible for Planning, together with the Clerk, had met with Paul Newton to run through a number of planning principles in order to assist the Parish Council in responding appropriately to the planning consultations. Paul Newton had explained the organisational structure of the department, ran through the process that Cllr Kelly had drafted for discussion purposes and answered specific queries on material planning considerations. It was agreed that the Parish Council would arrange a meeting to discuss Conservation Area Character Appraisals with Philip Stanley from DBC.

(h) Progress on projects identified through the Village Survey.
Village Hall improvements, Cllr. Irving confirmed that the questionnaire circulated by the Village Hall Management Committee had been completed and sent back.
Lady Marion Alford Memorial – Cllr. Archer confirmed she had received a quotation from a company that could clean the memorial and was planning to take advice on the proposed methodology. Cllr. Heaphy mentioned that the white post supporting the gate into Ashridge adjacent to the memorial was in a poor condition, even though it had been painted the previous year. It was agreed that the Clerk would ask Mick Thompson whether the College would replace it.
Cromer Close Play equipment – Cllr. Hyde advised that she had been given a cheque for £540 made payable to the Parish Council, which she passed to the Clerk. The cheque represented 50% of the funds from a youth project that had ceased to operate. The funds were being donated to the Council to be spent on a children related project such as the Cromer Close play equipment. It was agreed that swings were the most popular and affordable addition to the play area and it was agreed that a quotation should be obtained from a recommended local company.


(i) Update on the proposed Weight ban on the A4146 at Water End – The Clerk advised that April was still the proposed date for the opening of the link road but he had not heard any more about the second consultation on the Weight ban, so would speak to HCC for an update.


(j) To receive an update on the Ringshall flooding issue – Janet Stinton advised that the works had been completed except for the deep boreholes. It was agreed that the Clerk would seek an update from HCC.


(k) The electrical supply to the Green – The Clerk confirmed that he had received a quote from UK Power but was awaiting a quote from the electrician and was planning to meet the Highways Locality Officer to discuss the siting of a meter cabinet in the hedge behind the footpath fronting John O’Gaddesden House. The property manager for John O’Gaddesden House had confirmed that he had no objection to the proposed cabinet location.


(l) Next steps on the verge opposite the shop – The Clerk advised that Peter Wright was no longer the Highways Locality Officer at HCC for Little Gaddesden and there had been a delay before the Clerk had been advised who had been appointed. The Clerk had however arranged a meeting with the new Locality Officer for 23rd Feb. to seek consent for the felling of the remaining six trees on the verge opposite the shop.
Amit Odedra said that he was disappointed that he had not heard any more about the proposed works after the Parish Council had promised to keep him updated and he was concerned that the works may not take place at the same time as the proposed road surfacing that was expected in mid-May. The Clerk reiterated that HCC and DBC consents were necessary if the tree felling was to take place so the timing was not solely in the hands of the Parish Council.
Cllr Townsend also expressed concern about the timing and reminded people that the specification of works included stump grinding to both the trees to be felled and also to those non-holly stumps that were starting to sprout again. The Clerk confirmed that if the Council preferred to have the works carried out by a particular contractor, possibly Ringway, for the purpose of coordination with the other works, it did not have to seek competitive quotes if there was a Council resolution to that effect. Both Cllr. Townsend and Amit Odedra were invited to attend the meeting with the Highways Locality Officer.


(m) Parish Paths Partnership update – Cllr. Townsend confirmed that funding would be available again under this initiative from HCC and he would like Councillors to identify possible candidates for footpath improvements.


(n) Advertising of events in the village – Cllr. Archer had been asked by Mrs Williams, the owner of 24, Nettleden Road, the property under reconstruction at the junction of Church Road, to alert people to the fact that the owner’s permission is required should anyone wish to advertise an event on her fence. Recently banners had been erected on her fence and on her laurels without her permission.



4. ADMINISTRATION

Correspondence
The Clerk read out an e-mail that had been received from Mr & Mrs Bell from Woodlands, Nettleden Road, regarding the proposed development at Gaddesden House. They asked the Parish Council to review the consultation response it had submitted recently. The Parish Council had since looked again at the Gaddesden House proposal but felt that the original response should remain, i.e. that there were insufficient grounds for objection. A subsequent e-mail from Mr & Mrs Bell thanked the Council for carrying out the second review.


Finance
a. Cheques approved
Clerk & Village Hall Manager – Salary & PAYE for Feb
Trading Limited – £220 plus vat – Warden Services (Feb invoice)
MWAgri – Contract payment for Feb plus tree light removal
Clerk – Petty cash – £326.88 Annual rental for Parish phone, inks and Land Registry search
Village Hall hire – Oct, Nov, Dec. £99 no vat
Annual Domain name/e-mail renewal fee with Talktalk – c. £40, to be confirmed
Peter Grainger – Logo design £100 no vat
East of England Ambulance service - £304 no vat, donation agreed in Sept 2016
Sports Hall hire - £20 no vat
Byelaw signs for the Green £246.66 plus vat


b. Cheques/payments received
LGVH Management Committee - Village Hall Manager salary
c. The Council approved the appointment of Internal Auditor Andrew Farrow for the same fee as in the previous year, £250.


d. The Council approved the report on expenditure with the cashbook reconciled with the bank statement (1st April 2016 to 31st January 2017) and noted that the balance in the bank stood at £37,648 on the assumption of a successful vat reclaim from HMRC on expenditure until the end of Jan.


PLANNING SCHEDULE - CURRENT APPLICATIONS (status at 18th February, 2017)
(Red text show changes since previous meeting)

BLUE COTTAGE, RINGSHALL ROAD, RINGSHALL, BERKHAMSTED, HP4 1ND. WORKS TO TREES. 4/03305/15/TCA. No objection from LGPC, DBC decision awaited

LITTLE GADDESDEN VILLAGE GREEN, CHURCH ROAD, WORKS TO TREES. 4/02058/16/TCA
No objection from LGPC (the applicant), Case not yet decided by DBC. Application withdrawn with a view to resubmission after site meeting later in the year.

POOKS HILL, GOLF CLUB ROAD, REPLACEMENT DWELLING, 4/03127/16/FUL
Objection by LGPC, No decision from DBC

GADDESDEN HOUSE, NETTLEDEN ROAD FRONT, SIDE AND REAR SINGLE STOREY EXTENSIONS. LOFT CONVERSION AND ROOF EXTENSIONS. 4/03303/16/FHA Supported by LGPC, DBC Decision awaited

THE PAVILION, ASHRIDGE PARK, REMOVAL OF EXISTING ROOF AND CONSTRUCTION OF A NEW ROOF INCLUDING NEW FINISHES. 4/03382/16/FHA. Supported by LGPC, DBC Decision awaited

13 RINGSHALL ROAD, RINGSHALL PROPOSED ALTERATIONS, EXTENSION AND IMPROVEMENT TO EXISTING DWELLING. RECONSTRUCTION OF EXISTING SOLID FLOORS AND RESTORATION OF ORGINAL FIRE-PLACE IN SITTING ROOM. 4/03461/16/LBC. Supported by LGPC, DBC Decision awaited

Additions since last meeting:-
NETTLEDEN ROAD NORTH, WORKS TO TREES. 4/00058/17/TCA Objection by LGPC, Application withdrawn

LAND AT NETTLEDEN ROAD, RETENTION OF EQUESTRIAN FIELD SHELTER AND SMALL AREA OF GATEWAY HARDSTANDING. 4/00136/17/RET Objection by LGPC, Not yet decided by DBC

SPRINGFIELD, NETTLEDEN ROAD NORTH, LITTLE GADDESDEN, VARIATION OF CONDITION 4 (APPROVED PLANS) ATTACHED TO PLANNING PERMISSION 4/02136/16/FHA (LOFT CONVERSION INCLUDING RAISING OF EAVES AND RIDGE LEVEL AND FULL HEIGHT REAR BAY WINDOW EXTENSION. ATTACHED GARAGE, SINGLE STOREY FRONT EXTENSION AND PORCH. 4/00137/17/ROC Under consideration by LGPC time extension requested, No decision from DBC

1 LITTLE GADDESDEN HOUSE, NETTLEDEN ROAD, WORKS TO TREES. 4/00146/17/TCA Supported by LGPC, no decision from DBC

22 RINGSHALL ROAD, RINGSHALL FIRST FLOOR SIDE EXTENSION. 4/00234/17/FHA. Under consideration by LGPC, No decision from DBC

18 RINGSHALL ROAD, RINGSHALL FELL BIRCH TREE, 4/00257/17/TPO. Under consideration by LGPC, No decision from DBC
Information to share / Items for the next meeting

Richard Baker asked the council if he could put a banner on the Church Road fence opposite the Village Hall on 25th February until 4th March, advertising the Community Market, consent was given.

Cllr Archer mentioned that she had been asked to raise the issue of building work at Witchcraft Hill and it was agreed that the Council would check on the activity.

Cllr. Archer noted that there was filming going on at the Church on March 10th and that the Council had been approached about use of the car park adjoining the Bowls Club for temporary hire. The Clerk was asked to negotiate terms.

Cllr. Hyde mentioned that she had chased Borough Councillor Terry Douris about the Yew Tree maintenance at Bede Court and was seeking permission and financial support for the trimming and subsequent maintenance from DBC.

Cllr. Hyde mentioned that there was a national campaign by Keep Britain Tidy, supported by Dacorum, for a community clear up day and that bags and litter picking equipment were being made available. It was agreed that the Council should support the event.

A resident mentioned that the bin in the Play area had not been emptied recently. Cllr. Archer said she was planning to meet with the Sunnyside Trust shortly and would raise that and other warden issues with them.

Richard Baker mentioned that the potholes that had been repaired recently on Nettleden Road at the Ringshall endwere already starting to break up. The Clerk undertook to have a look at them and raise the matter with HCC.

Cllr. Townsend mentioned that he had attended a training course on Law and Procedure which was excellent and he had asked the Clerk to circulate the course documents to all Councillors.
The meeting closed at 9.50pm 
 

 
Minutes for the previous months

December 2016 - https://www.cushycms.com/temporary_uploads/186440/lgpc minutes December 2016.docx
November 2016 - https://www.cushycms.com/temporary_uploads/186440/lgpc minutes November 2016.docx
October  2016 - https://www.cushycms.com/temporary_uploads/186440/lgpc minutes October 2016.docx
September 2016 - https://www.cushycms.com/temporary_uploads/186440/lgpc minutes Sept 2016.docx
August 2016 - No meeting
July 2016 https://www.cushycms.com/temporary_uploads/186440/lgpc minutes July 2016.docx
June 2016 https://www.cushycms.com/temporary_uploads/186440/lgpc minutes June 2016.docx
May 2016 https://www.cushycms.com/temporary_uploads/186440/lgpc minutes May 2016.docx
May 2016 (Meeting of the Electorate) https://www.cushycms.com/temporary_uploads/186440/lgpc. apm mins May 16.doc
April 2016 https://www.cushycms.com/temporary_uploads/186440/lgpc minutes April 2016.docx
March 2016 https://www.cushycms.com/temporary_uploads/186440/lgpc minutes March 2016.doc
February 2016 https://www.cushycms.com/temporary_uploads/186440/lgpc minutes February 2016.doc
January 2016 https://www.cushycms.com/temporary_uploads/186440/lgpc minutes January 2016.doc
December 2016 https://www.cushycms.com/temporary_uploads/186440/lgpc minutes December 2015.doc
November 2015 https://www.cushycms.com/temporary_uploads/186440/lgpc minutes November 2015.doc
October 2015 https://www.cushycms.com/temporary_uploads/186440/lgpc minutes October 2015.doc
September 2015 https://www.cushycms.com/temporary_uploads/186440/lgpc minutes September 2015.doc
August 2015 https://www.cushycms.com/temporary_uploads/186440/lgpc minutes August 2015.doc
July 2015 https://www.cushycms.com/temporary_uploads/186440/lgpc minutes July 2015.doc
June 2015 https://www.cushycms.com/temporary_uploads/186440/lgpc minutes June 2015.doc
May 2015 https://www.cushycms.com/temporary_uploads/186440/lgpc minutes FINAL May 2015.doc
May 2015 (Meeting of the Electorate)https://www.cushycms.com/temporary_uploads/186440/lgpc. apm mins May 15.doc
April 2015 https://www.cushycms.com/temporary_uploads/186440/lgpc minutes FINAL April 2015.doc
March 2015      https://www.cushycms.com/temporary_uploads/186440/lgpc minutes march 2015.docx
February 2015 https://www.cushycms.com/temporary_uploads/186440/lgpc minutes february 2015.docx
January 2015   https://www.cushycms.com/temporary_uploads/186440/lgpc minutes january 2015.docx

December 2014   https://www.cushycms.com/temporary_uploads/186440/lgpc. minutes december 14 final.doc

How to get in touch…

Gaddesden Society President
Trevor Fernandes 01442 843498

Gaddesden Society Honorary Secretary
Mandy Haynes 01442 842496
mandy.haynesco.fsnet.co.uk

Gaddesden Society Treasurer
Phil Heaphy 01442 842283
philiph@audiolink.co.uk

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Genny Snowdon 01442 843834

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