Supporting Papers for a Meeting of Council to Be Held on Monday 2

Basing House, 46 High Street, Rickmansworth WD3 1HP Louise Steele, Locum Clerk [email protected] 01923 590201

Supporting Papers for a Meeting of Council to be held on

Monday 2 December 2019 at 7pm .

Minutes of the meeting of the Batchworth Community Council held on Monday 4 November 2019 at 7pm Basing House, 46 High Street, Rickmansworth, WD3 1HP

Present Cllr Di Barber Cllr François Neckar Cllr Emma Brading Cllr Neelima Payne Cllr Paul Dawson Cllr Nigel Stewart Cllr Peter Loader

Also present: Louise Steele, Locum Clerk to the Council County Councillor Frances Button District Councillor Debbie Morris Two members of the public

2019/080/FC Apologies for Absence Councillor Moss. (In the absence of the Chairman Councillor Dawson, Vice Chairman, took the Chair for the meeting.)

2019/081/FC Declarations of Interest None received

2019/082/FC Minutes Upon the proposal of Councillor Stewart, seconded by Councillor Loader, the minutes of the Meeting of the Batchworth Community Council held on 7 October 2019 were agreed as an accurate record of the meeting and signed as such by the Chairman.

2019/083/FC Public Participation session A member of the public raised a point of information about a recent public questionnaire about aircraft noise. Another member of the public raised a question about the Council’s budget and was informed that the budget is not yet on the Council’s agenda. A third member of the public made representation about improvements to Eastbury bus services that the proposed Transport Working Group might like to consider. A fourth member of the public asked ten questions.

The Chairman reminded the public that the public participation session should be conducted in accordance with the Council’s Standing Orders and that representations/questions/evidence should be in respect of business on the agenda, further that a member of the public shall not speak for more than three minutes. The 1 of 5 Batchworth Community Council Meeting 4 November 2019

2 On this occasion the Chairman permitted the fourth member of the public to finish asking their questions and then directed that the Locum Clerk provide a written answer to those items not addressed on the agenda and observed that answers to the remaining questions would become apparent as the Council proceeded with the agenda.

2019/084/FC Staffing Committee The Council received the report and draft minutes of the meeting of the Staffing Committee held on 21 October 2019. The Committee Chairman updated the meeting on the recruitment of a new Clerk to the Council, indicating that response to the initial recruitment exercise had been inadequate; the Staffing Committee would meet again and consider two options, reviewing the terms and conditions of the post or splitting the job into two posts.

2019/085/FC Finance Committee The Council received the report and draft minutes of the meeting of the Finance Committee held on 1 November 2019. The Committee Chairman reported further and said that indications were that the Council’s precept for 2020/21 was likely to increase by 2.7% in cash terms but that this increase would be lower when expressed as an increase at Council Tax Band D.

Some debate followed about the Finance Committee’s decision to amalgamate all budgets for Community Projects and Engagement into one line. Some Councillors felt that the budget should be allocated by ward; others indicated that some projects don’t stop at ward boundaries.

2019/086/FC Planning a) The Council noted a list of planning applications received since the last meeting of the Council. b) The Council noted the Comments submitted by the Clerk, in accordance with The Council’s Scheme of Delegation, to the planning authority.

2019/087/FC Creation of a Transport Working Group The Council considered a report from Councillor Loader and upon the proposal of Councillor Loader, seconded by Councillor Brading, agreed to set up a Transport Working Party, with initial membership consisting of Councillor Loader and Tony Brayford. It was further agreed that the working group would have the following terms of reference: 1. The Transport Working Party reports in writing to the Council, recommends possible future transport projects to the Council and progresses the Council’s transport projects. 2. It works within the relevant Council Standing Orders. 3. Its membership will consist of at least one person dealing with each ward’s transport projects. 4. The initial membership is decided by the Council, which also elects Councillor member(s) at its annual meeting. Any other members are elected by the Working Party itself.

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3 5. Working Party meetings will take place as frequently as the members identify as necessary to meet it remit. Decisions are made by consensus. 6. The Working Party annually elects its Chair and Vice Chair from its membership. 7. The Working Party becomes a regular item on the Council’s Agenda. Its Chair or Vice Chair proposes new transport projects to the Council and provides regular updates to the Council on existing transport projects. 8. The Working Party suggests its budget annually to the Finance Committee but, since it contains non-councillors, it does not have delegated spending powers. Instead its Chair or Vice Chair proposes spending items to the Council for approval. 9. It liaises with relevant authorities and organisations. 10. These terms of reference are subject to the approval and adoption of the Council. Any changes to the terms of reference require the support of the current membership of the Working Party and the approval of the Council. 11. The Working Party will be dissolved when the Council considers its services are no longer required.

2019/088/FC Rickmansworth Aquadrome/Station Walking and Cycling Project The Council considered a report from Councillor Loader and upon the proposal of Councillor Loader, seconded by Councillor Brading, agreed that a project to progress the Rickmansworth Aquadrome/ Station Walking and Cycling Route should be set up and progressed by the Transport Working Group.

2019/089/FC Review of Standing Orders The Council reviewed Standing Orders and considered a number of suggested amendments. One suggested amendment (limiting Full Council meetings to two hours in length) was rejected, all other amendments were agreed and the amended Standing Orders were adopted by the Council. (The adopted version of Standing Orders is appended to the record minutes.)

2019/090/FC Review of Scheme of Delegation The Council reviewed the Scheme of Delegation and considered a number of suggested amendments. All amendments were agreed and the amended Scheme of Delegation adopted by the Council. However, the question of substitution in Committee membership was raised and the Locum Clerk was asked to bring the new Scheme of Delegation back to the next meeting of the Council with further suggested amendments.

2019/091/FC Draft Calendar of Meetings for the Remainder of the Local Government Year 2019/20 The Council considered a draft calendar of meetings for the remainder of the Local Government year. After some debate it was agreed that the next meeting of Full Council would be held at 7pm on Monday 2nd December; Finance Committee would meet at 10.30am on Monday 2nd December and the Planning Committee at 6pm on Monday 11th November [eventually the Planning meeting took place on 19 November 2019]. The calendar for the remainder of the year would be considered at the next meeting of Council

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4 2019/092/FC Draft Calendar of Meetings for the Local Government Year 2020/21 This item was deferred until the next meeting of Council

2019/093/FC Outdoor Gym Eastbury Recreation Ground Subsequent to a request from the Leisure Development Manager at Three Rivers District Council the Council considered 50% funding (i.e. £8,250 towards a £16,500 total) of a project to deliver an outdoor gym at Eastbury Recreation Ground.

When the question was put to the vote Councillor Payne requested a recorded vote which is shown below:

Proposal: that the Council agree 50% match funding (i.e. £8,250 towards a £16,500 total) of a Three Rivers District Council project to deliver an outdoor gym at Eastbury Recreation Ground subject to public consultation and sight of the plans beforehand.

Cllr Di Barber voted for the proposal; Cllr Emma Brading voted for the proposal; Cllr Paul Dawson voted for the proposal; Cllr Peter Loader voted for the proposal; Cllr François Neckar voted against the proposal; Cllr Neelima Payne voted against the proposal; and Cllr Nigel Stewart voted for the proposal. The proposal was carried.

The vote having been taken and all Councillors afforded the opportunity to speak once upon the matter the Chairman declined to permit Councillor Neckar a second opportunity to speak. Councillor Neckar asked that it be recorded that he felt “muzzled”.

2019/094/FC Community Projects and Engagement The Council received and noted a written report about past, present and future projects relating to Rickmansworth Ward.

2019/095/FC Power of General Competence Council considered a report from the Clerk and made the following resolution:

The Batchworth Community Council resolves from 4 November 2019, until the next relevant Annual Meeting of the Council (May 2023) that having met the conditions of eligibility as defined in the Localism Act 2011 and SI 965 The Parish Councils (General Power of Competence)(Prescribed Conditions) Order 2012, to adopt the General Power of Competence.

2019/096/FC Progress/Clerk’s Report Council received a report from the Locum Clerk about progress on the priorities she was given on 27 September 2019.

2019/097/FC Agenda Items for Subsequent Council Meetings

4 of 5 Batchworth Community Council Meeting 4 November 2019

5 The following items were suggested for future Council meetings: Noticeboards, Community Centre, Invitation to County Councillor Joan King to give an update upon trees; membership of the Planning Committee and Pretty Corner.

2019/098/FC Date of Next Meeting The next meeting of Council will be held on Monday 2nd December 2019.

Chairman

Date

5 of 5 Batchworth Community Council Meeting 4 November 2019

Minutes of the Staffing Committee held on Thursday 14 November 2019 at 2pm Basing House, 46 High Street, Rickmansworth, WD3 1HP

Present Cllr Paul Dawson (Chairman) Cllr Di Barber Cllr Emma Brading

In attendance: Louise Steele, Locum Clerk

2019/021/SC Apologies for Absence Apologies for absence were received from Councillors Payne and Stewart.

2019/022/SC Minutes The Minutes of the meeting of the Staffing Committee held on 21 October 2019 were received and approved and signed by the Chairman as a true record.

2019/023/SC Declarations of Interest None received.

2019/024/SC Public Participation Session There was none

2019/025/SC Employment of an Administrative Assistant for the Neighbourhood Plan The Committee considered expressions of interest received to date for the post of Administrative Assistant for the Neighbourhood Plan and agreed that Seekers Recruitment be asked to arrange for both candidates to attend an informal interview. The interview panel to consist of the Chairman of this Committee, the Chairman of the Neighbourhood Plan Steering Group and the Locum Clerk. The panel to identify a preferred candidate and, depending upon the date arranged for the interviews, to make a recommendation to an extraordinary meeting of this Committee or the next meeting of Full Council.

2019/26/SC Recruitment of a Clerk to the Council and an Administrative Assistant The Committee considered proposals for the recruitment of a Clerk to the Council and an Administrative Assistant and having reviewed the job descriptions for each post resolved to recommend to Full Council that rather than recruiting just one member of staff the post of Clerk be advertised for 10 hours a week at SCP 33 to 36 being £18.68 to £20.17 an hour and a further post of Administrative Assistant be created at 15 hours a week at SCP 11 being £11.00 an hour.

Chairman

Date

7 Planning Committee of the Batchworth Community Council Tuesday 19 November 2019 at 2pm Room 10, Basing House, 46 High Street, Rickmansworth

AGENDA 2019/09/Pln APOLOGIES FOR ABSENCE None, all present. Cllr Dawson was also present.

2019/10/Pln DECLARATIONS OF INTEREST Cllr Brading is the Agent for planning app on item 10. Cllr Brading left the room before item 10 and returned at item 11.

2019/11/Pln PUBLIC PARTICIPATION SESSION None present.

2019/12/Pln PLANNING APPLICATIONS To consider and agree observations on the planning applications notified by the Planning Authority and listed below:

1. 19/1848/LBC Listed Building Consent: Change of use from Class A1/A3 (retail/cafe) to Class A1 (Retail) and Class A3/A4 (Restaurant/Wine Bar) and to operate between 08.00-00.00hrs 7 - 9 Church Street Rickmansworth Hertfordshire No Grounds For Objection (NGFO)

2. 19/1724/FUL Joint Application: Combined ground floor single storey rear extensions to numbers 150 and 152 High Street, Rickmansworth and new porch to no.152 150 And 152 High Street Rickmansworth WD3 1BA NGFO

3. 19/1835/FUL Single storey front extension 16 Money Hill Road Rickmansworth Hertfordshire NGFO

4. 19/2075/FUL Single storey side extension, conversion of garage and alterations to fenestration 8 North Approach Moor Park HA6 2JG OBJECT We fully support Moor Park 1958 in their objections to this application. The size/width gives the dwelling an appearance which is totally out of character and there is not the required space between the flank wall and the boundary. The increased size will have a negative impact on the character and openness of the Conservation Area. We recommend calling this application in to TRDC Planning Committee, unless Officers are minded to refuse.

5. 19/2019/FUL Installation of entrance gates Blakenhall 55 Nightingale Road Rickmansworth OBJECT – Nightingale Road is an extremely busy road and we agree with the findings of the Herts Highways Department.

8 The house is on a bad bend and opposite to a junction. Any delay in a vehicle entering the driveway whilst the gates are opening has the potential to create traffic congestion. The height of the gates would have a negative impact on the street scene. We recommend calling this application in to TRDC Planning Committee, unless Officers are minded to refuse.

6. 19/2107/ADV Advertisement Consent: Installation of internally illuminated fascia sign 167 Uxbridge Road Rickmansworth WD3 7DW NGFO

7. 19/2066/FUL Construction of single storey rear extension and first floor extension High Walls 1A Money Hill Road Rickmansworth NGFO

8. 19/2094/FUL Variation of Condition 2 (Approved Plans) of planning permission 17/1792/FUL (Demolition of existing dwelling and erection of two detached dwellings with associated landscaping) to increase width of first floor levels with associated alterations to roof forms and fenestration 67 Kewferry Road Northwood HA6 2PQ NGFO

9. 19/2056/FUL Proposed single storey two bedroom detached annexe to rear Olinda 37 Astons Road Moor Park OBJECT – We oppose this development as this is NOT an annexe, this is a separate dwelling with potential for permanent residential usse. The plans include all amenities.. kitchen, and two separate bedrooms and two bathrooms with lavatories. We recommend calling this application in to TRDC Planning Committee, unless Officers are minded to refuse.

10. 19/2101/FUL Twostorey side and rear extension, single storey side and rear extension and single storey infill front porch extension 3 Sherfield Avenue Rickmansworth WD3 1NQ NGFO

11. 19/1737/OUT Outline Application: Development of three self-build detached dwellings with parking and new access on land at Banstead Downs and Dell House, Old Chorleywood Road, Rickmansworth (landscaping reserved) Banstead Down Old Chorleywood Road Rickmansworth NGFO

12. 19/1788/RSP Part Retrospective: Replacement of front boundary wall with associated landscaping 1 Pembroke Road Moor Park HA6 2HP Previously approved.

13. 19/2115/FUL Demolition of existing single storey side projection and construction of single storey rear extension, part single, part two storey front, side and rear extension including roof extension and front porch extension 26 Sherfield Avenue Rickmansworth WD3 1NL NGFO

14. 19/2065/FUL Conversion of existing garage into habitable accommodation and new single storey side garage extension Paget 9 Home Farm Road Rickmansworth Request for more information. Insufficient information on drawing.

15. 19/2093/FUL Partial demolition of existing dwelling and erection of part three storey/two storey side and rear extensions and loft conversion including rear dormer windows and refronting of property to allow replacement of existing bricks. Chelsea House 10 Astons Road Moor Park OBJECT - We fully support Moor Park 1958 in all their objections to this application. This is a pre 1958 property and the MPCAA places the retention of buildings that make a positive contribution to the conservation area as a high priority. The proposal which covers 16.5% of the plot will exceed the 15% MPCAA limit. The number of rear dormer windows is overdominant and unacceptable. The proposed changes completely overwhelm the original facade and are detrimental to the original architecture . The increased size will have a negative impact on the character and openness of the conservation area. We recommend calling this application in to TRDC Planning Committee, unless Officers are minded to refuse.

16. 19/2064/ADV Installation of LCD media screen within electric charging point and provision of two flag poles. Tesco Stores Ltd Harefield Road Rickmansworth NGFO

17. 19/2149/LBC Listed Building Consent: Single storey side and rear extensions, minor internal alterations 21 Harefield Road Rickmansworth WD3 1LZ NGFO

18. 19/1602/FU Construction of detached garage with living space above served by dormers Three Acre Farm Harefield Road Rickmansworth Previously refused.

19. 19/2148/FUL Single storey side and rear extensions, minor internal alterations 21 Harefield Road Rickmansworth WD3 1LZ NGFO

20. 19/2038/FUL

10 Demolition of existing dwelling and construction of two detached two storey dwellings with accommodation within the roof balconies, inclusion of new central vehicular access with associated hardstanding and landscaping Overbury Woodside Walk Northwood OBJECT – This application is overdevelopment. The bulk and size of the dwellings has a huge negative impact on the street scene. There will also be a negative impact on the privacy and amenity space of the neighbours. We recommend calling this application in to TRDC Planning Committee, unless Officers are minded to refuse.

21. 19/2039/FUL Erection of an indoor cricket school at Merchant Taylors School with associated works including an access road and car parking spaces Merchant Taylors School Sandy Lodge Lane Moor Park Northwood Hertfordshire HA6 2HT NGFO

11 Neighbourhood Plan Steering Group Minutes

Meeting held on 23rd October 2019

Royal British Legion, Ebury Road, Rickmansworth WD3 1BN

Attendees: Miles Hosking (Chair), David Caiden, Peter Loader, Elizabeth Willetts, Steve Mander, Di Barber, Neelima Payne, Sarah Starr (standing in for Tony), Susan Noble (minutes)

Apologies: Emma Brading, Tony Brayford, Alan Moss, Miles Price, Nina Hosking

Minutes from last meeting Amendments to minutes:

• Under the river valley section, add that there is a travellers’ site on land by the river which should be added as a Character Area. • Since the meeting DC has emailed Troy suggesting a flow chart showing all the Planning Committees and how they fit together.

Minutes were then agreed.

Community Engagement

The first community engagement was back in January 2019 then at the Ricky Festival in the Summer. It was agreed that it is time to make contact with the community again to keep them up to date with what is happening and get some feedback from them.

The Website is up and running and people have signed up through this.

ACTION: MH find out how many people have signed up through the website.

There was much discussion about how best to make contact with as many people in the community as possible. Keeping in mind not everyone has access to a computer and not everyone wants to go online. Some ideas put forward were:

• Clubs (i.e. Ramblers Assoc, U3A, WI, Rotary Club) • Residents Associations • Informal events (i.e. Festivals and Fairs) • Stand on Ricky High Street for the Winter Fair

12 • Optima / My News Article • Mail drop a Newsletter • Run a day of workshops • Focus Groups • Hold a Christmas event with mulled wine and mince pies. Have Troy present / be on hand to talk to residents. • Residents Whatsapp groups / Facebook groups

It was agreed that the next step should be to send out a communication to all residents using a company called Door2Door. It was also agreed that the leaflet produced for the Ricky festival should be used. This needs to be done by the 27th November, before the Winter fair on 29th November.

As this leaflet needs to be sent out under the Batchworth Community Council name, a draft should be presented at the next Batchworth Council Meeting on 4th November, for input / approval. If it doesn’t make the meeting it should still be put on the Agenda to get approval from BCC that the Steering Group can send it out on their behalf.

ACTION: MH to confirm how much envelope stuffing would cost.

There should be an attractive stand at the Winter Fair, where the Committee could use the opportunity for face to face engagement to help spread awareness of the Neighbourhood Plan and hand out more leaflets.

Eastbury Lights Fair – No opportunity for a stand but a good opportunity to speak to the public and hand out leaflets.

Moor Park Carol Service could also be an opportunity to hand out leaflets. Possibly leave leaflets in the local shops.

Put leaflets in the library.

Survey

As many residents as possible need to be encouraged to complete a short survey. Questions should be kept open, i.e. What do you like about where you live?; What would you change if you could?; What would you like to introduce, something new? Avoid questions that some people find probing or rude, i.e. age/mobility.

EB had suggested measuring who is taking part in consultations and see if there are particular groups not responding. MH also suggested targeting hard to reach areas such as people who rent properties to get them involved in the area they are living in.

13 However bearing in mind the Committee has no Clerk at the present time, we should be pragmatic about what we can / cannot achieve, and the time and resource it would take to chase down small groups may be better spent in other areas.

MH mentioned that there is a website that has been used by other local Councils called Placecheck where comments can be posted on a map of the area, allowing people to express their ideas / concerns on the appropriate area of the map.

ACTION: MH to email everyone about Placecheck survey website.

It is important to show that we have communicated with the community and gathered their opinions and ideas about the Neighbourhood plan.

ACTION: ALL - Pull together a list of stakeholder groups to involve and feedback to MH before the next meeting.

Next year:

• Summer Festival • Presentations for each target area • Contact Residents Associations

Policy and Project Document

NP had put together and distributed a document for Batchworth area.

Rickmansworth – EB would like to see more biodiversity.

PL would like the document left open for discussion, particularly the more contentious areas like the relocation of the recycling centre and the pedestrianisation of the High Street.

TB had sent amendments through to MH including an approved conservation area by Woolsey Road.

Other projects:

• Tolpits Lane Gatehouse junction • Footpath and Cycleway to Withey Beds • Improving connectivity from Batchworth to the Aquadrome • The multifunctional Community Hall in Eastbury, PL questioned if this should be a Project not a Policy? • Vehicular access from Watford Business Park onto Tolpits Lane. Is this access for goods vehicles and busses or is it for a walkway and cycle path? ACTION: MH to ask JH to clarify this point.

14 • Moor Lane wildlife site. • Parking targets PL wanted Parking included as a policy. It was discussed and suggested PL speaks directly with J Herbert at Troy to find the best way to include this in the document – possibly as an appendix covering specific transport and parking. ACTION: PL to speak to JH

There was some confusion about what the difference was between a Policy and a Project.

ACTION: ALL - Review all areas and say what you think should be Projects or Policies.

Project Timescale

TRDC have delayed their Local Plan to 2021.

This fits in well with the Neighbourhood plan.

There was a question about what this does for funding. MH reported that he had spoken to Troy and they said it would have no effect on funding as they have other projects they can be working on while they are not needed by us.

Everyone was comfortable with the new timescale.

A.O.B.

Who is going to re-write the newsletter to be sent out?

ACTION: MH to speak to the rest of the committee for someone to help.

Meeting closed 9:10pm

Dates for next meetings:

Friday 22nd November, 7pm, British Legion Club Meeting Room

Wednesday 17th December, 7pm, British Legion Club Meeting Room

OUTSTANDING ACTION: MH to contact ACOM regarding tech support.

15 Councillor’s Report Transport Report 1 Purpose of the Report: Information

Presented to the Council on December 2nd 2019

1 Introduction The Transport Working Party was set up at the Full Council Meeting on November 4th 2019 and was also given its first project — the Rickmansworth Aquadrome/Station Walking and Cycling Project. This is a report on what the Working Party has done between its creation and November 24th 2019.

2 Background The Working Party held meetings on the afternoon and evening of November 7th (so that all volunteers could be involved). During the meetings it increased in size from two volunteers to three and chose three potential new projects to work on. It also allocated rôles and agreed responsibilities.

3 Rôles, Projects, and Responsibilities Chair: Peter Loader Vice Chair: Tony Brayford New volunteer: Chris Lawrence

Action

Rickmansworth Aquadrome/Station Walking and Cycling Project. Peter 1. Provide a map of the preferred route Peter 2. Phase one, signpost the preferred route as a walking route - contact stakeholders and discover costs Peter 3. Investigate upgrade of the High Street/Station Road public footpath into a public bridleway Peter

Potential Moor Park/The Withey Beds Nature Reserve Access Project Tony 1. Contact stakeholders Tony 2. Survey The Withey Beds Local Nature Reserve and add it to the map.Peter 3. Discover details of personal injury road traffic accidents. Peter Transport Report 1 Page 1 of 2 16 4. Discover costs of cycle parking Peter

Potential Northwood Station Redevelopment Planning Gain Project Chris 1. Monitor web sites for a Northwood Station planning application. Chris 2. Select a potential Eastbury/Northwood Station cycle route, serving Eastbury Farm School and Eastbury Recreation Ground `Chris 3. Survey Eastbury Recreation Ground and add it to the map. Peter 4. Add preferred Eastbury/Northwood Station cycle route to the map Chris 5. Consider any adverse effects of the station redevelopment on residents including: disabled access to the station, park and stride availability, inappropriate commuter parking on residential streets, provision of alternative means of transport for Eastbury residents, etc. Peter/Chris/Tony 6. Object to the scheme on behalf of the Working Party (if it does not give Batchworth residents a fair share of the planning gain). Suggest improvements that would meet our objection. Peter

Potential New Bus Routes for Eastbury and for the Tolpits Lane Industrial Area Peter 1. Consult stakeholders. Tony 2. Investigate the process for creating a new bus route. Peter 3. Discover the costs of creating a new bus stop Peter

4 Rickmansworth Aquadrome/Station Walking and Cycling Project We have added a map of our preferred route to Cyclescape. It is shown in black on the screenshot below:

Transport Report 1 Page 2 of 2 17

Batchworth Community Council

SCHEME OF DELEGATION

Adopted: November 2019 Review Date: May 2020

CONTENTS

Page (s)

1 Discharge of the Scheme 3

2 Principles of Delegation 3

3 Authority to Act 3

4 Conflicts of Interests 4

5 Council Reserved Powers 4

6 Delegation to Committees - Safeguards 5

7 Delegation to Committees 4-5

7.1 Finance Committee 4 7.2 Staffing Committee 5 7.3 Planning Committee 5

8 Delegation to Officers

(a) Parish Clerk 5-7 (b) Responsible Financial Officer 7

Approved: November 2019 2 Review Date: May 2020 19

1. DISCHARGE OF THE SCHEME

1.1 This Scheme of Delegation forms part of the Council’s Financial Regulations and Standing Orders and will be reviewed at least every two years and when there are staffing changes.

1.2 Those with delegated responsibility are referred to by job title, e.g. Clerk to the Council.

1.3 One of the purposes of the document is to clearly define the parameters within which Officers of the Council are able to act without reference to Councillors. Where consultation with others is a requirement of the ability to act it is clearly set out with whom that consultation should take place.

1.4 Any deviation from this scheme should be reported to Council at the earliest opportunity with an explanation of the circumstances in which the breach occurred.

1.5 The other purpose of the document is to capture the various delegated powers throughout the Council, including those delegated by the Council to its committees. This element of the scheme incorporates the Terms of Reference of the committees.

2. PRINCIPLES OF DELEGATION

2.1 Section 101 of the Local Government Act 1972 provides:

• That a Council may delegate its powers (except those incapable of delegation) to a committee; or an officer.

• A Committee may delegate its powers to an officer.

• The delegating body may exercise Powers that have been delegated.

2.2 Any delegation to a Committee or the Proper Officer shall be exercised in compliance with the Council’s Standing Orders, any other policies or conditions imposed by the Council and with the law.

2.3 In an emergency the Proper Officer is empowered to carry out any function of the Council.

2.4 Where the Clerk to the Council is contemplating any action under delegated powers, which is likely to have a significant impact in a particular area, they should also consult the Chairman of the Council and must ensure that they obtain appropriate legal, financial and other specialist advice before action is taken.

3. Authority to Act

3.1 It will be appropriate for the Clerk to the Council to refer a matter to the Council where the determination of the matter is likely to be particularly controversial or raises issues of policy which it would be appropriate for councillors to determine; or could, by its scale or complexity expose the Council to major corporate risk.

Approved: November 2019 3 Review Date: May 2020 20

3.2 The Clerk to the Council and Committees have the responsibility to act within the Councils approved policies, procedures and framework and within the law in conjunction with this delegated scheme.

4 CONFLICTS OF INTEREST

4.1 Under the Local Government Act 1972, section 117 the Clerk to the Council must make a formal declaration about council contracts where they have a financial interest.

4.2 Where the Clerk to the Council has a conflict of interest in any matter, he/she shall not participate in that matter unless approved by the Council and this is formally recorded in the Council minutes.

5 COUNCIL RESERVED POWERS

5.1 The following matters are only to be resolved by the full Council: • Appointment of the Clerk to the Council /Responsible Financial Officer and other council officers following a recommendation from the Staffing Committee • To adopt and change the Standing Orders, Financial Regulations, Scheme of Delegation and other Council policies • To approve and adopt the Policy Framework. • To approve and adopt the Budget. • To agree and/or amend the terms of reference for Committees • To adopt the schedule of meetings for the ensuing year. • To determine matters involving expenditure for which budget provision is not made or is exceeded. • To set the Precept. • To make byelaws. • To borrow money. • To annually approve the statutory annual return • To approve eligibility for the General Power of Competence

6 DELEGATION TO COMMITTEES - SAFEGUARDS

6.1 The Council may, at any time without prejudice to executive action taken already, revoke any executive power delegated to a Committee or Officer.

7 DELEGATION TO COMMITTEES

7.1 Finance Committee Membership: Five Parish Councillors Quorum: Three Parish Councillors Meetings: Once every month The Committee shall elect a Vice-Chairman. Substitutes may be nominated for any member unable to attend a meeting provided that the Clerk is notified three hours or more in advance of the meeting.

Terms of Reference The Finance Committee will be responsible for managing the Council’s financial resources and monitoring the Council’s income and expenditure; considering and recommending strategy and action on policy and operational matters concerned Approved: November 2019 4 Review Date: May 2020 21 with Council’s finances, property and resources. The Finance Committee will have no authority to spend money but will advise the Council and make recommendations on the following areas: 1) regulate, manage and control the finance and resources of the Council, including: investments; loans; grants; value for money; long term plans and strategy 2) monitor the financial performance of the Council’s budgets against estimates 3) consider the annual estimates of income and expenditure and recommend to Council the precept to be levied on the Three Rivers District Council for approval. 4) ensure adequate systems of financial control are in place to utilise and protect the Council’s finances and assets – to include insurance of buildings and property and maintenance of an asset register. 5) review and amend the Council’s Financial Regulations annually and to ensure that the Council is observing the regulations 6) monitor and effect compliance with laid down internal and external audit and other financial procedures, regulations and statutes. 7) monitor the Council’s financial risk assessments and recommend changes where necessary. 8) recommend the annual accounts to the Council for approval 9) All powers shall be exercised in accordance with any Standing Orders, policy adopted, or directions given by Batchworth Community Council.

7.2 Staffing Committee

Membership: Five Parish Councillors Quorum: Three Parish Councillors Meetings: Once every six months and outside those meetings as required to ensure that Batchworth Parish Council complies with the requirements of employment law and follows best practice in providing good working conditions for staff The Committee shall elect a Vice-Chairman Substitutes may be nominated for any member unable to attend a meeting provided that the Clerk is notified three hours or more in advance of the meeting.

Terms of Reference: The Staffing Committee will be responsible for the following: 1) Recruitment of Clerk to the Council / Responsible Financial Officer and other staff as required 2) Recruitment and selection procedures 3) Annual staff appraisal and development 4) Review of staff contracts, grievance and discipline policies every two years 5) Review of staff and accommodation requirements 6) Management of rights relating to leave, time off and illness 7) To ensure that the Clerk has everything required for managing other staff 8) To ensure the health and safety of all staff and carry out risk assessments 9) To keep up to date with developments in employment law 10) The Staffing Committee will serve as the disciplinary or grievance panel 11) To agree the members to sit on an appeals panel to hear appeals against a decision on a grievance

Approved: November 2019 5 Review Date: May 2020 22 7.3 Planning Committee

Membership: Five Parish Councillors Quorum: Three Parish Councillors Meetings: Once every four weeks The Committee shall appoint a Vice-Chairman Substitutes may be nominated for any member unable to attend a meeting provided that the Clerk is notified three hours or more in advance of the meeting.

Terms of Reference: The Planning Committee will be responsible for the following: 1) Considering and making observations on planning applications within the Council area and subject to consultation by the relevant planning authority; 2) Monitoring planning decisions made by the planning authority; 3) Making representations on planning enforcement matters; and 4) Making representations, as appropriate, on planning appeals.

8 DELEGATION TO CLERK TO THE COUNCIL

(a) Clerk to the Council

1. The Clerk to the Council is designated and authorised to act as the Proper Officer for the purposes of all relevant sections of the Local Government Act 1972 and any other stature requiring the designation of a proper officer.

2. In the case of an emergency, the Clerk shall have the power to take reasonable steps to secure the Council’s assets or position, following consultation with the Chairman (if practicable in the circumstances).

3. The Clerk will have the authority to dispose of the Councils assets (excluding land and building assets) subject to the estimated value of any one tangible; moveable item does not exceed £500. The Clerk is responsible for ensuring any disposal details including the disposal values are recorded in the assets register.

4. Power to authorise relevant training courses provided the expense can be met from approved budgets having taken into account the training needs of the employees.

5. The Clerk is the manager for all staff employed by the Council and is given delegated powers to manage the council staff in accordance with the Council’s policies, procedures and budget

6. The authority to sanction and authorise payment of overtime so long as the costs can be contained within the parameters of the approved budget. The Clerk shall have the authority to engage casual workers subject to budget and the Clerk shall consult with the Staffing Committee members when such work is to be sanctioned.

7. Power to act immediately on all Health and Safety or emergency issues without waiting for endorsement by the full Council Approved: November 2019 6 Review Date: May 2020 23

8. As Proper Officer, to sign all documents on behalf of the Council including the Summons to Elected Members to attend Council Meetings in accordance with paragraph 4 and Schedule 12 of the Local Government Act, 1972

9. To sign and publish the annual public notice that the Audit of Accounts is to take place and has taken place.

10. To receive members’ acceptance of declarations of interest and their appointment as a Councillor.

11. Power to release press statements on any activities of the Council subject to prior consultation with the Chairman

12. Power to act on own initiative to implement the Councils policies and objectives.

13. Power to take appropriate steps to ensure the Council does not exceed its powers.

14. Power to manage all the Council’s facilities and resources in accordance with the Council’s policies.

15. In liaison and after conferring with the Chairman, to make such Civic arrangements as are necessary.

16. The Proper Officer shall have authority to issue written authorisation to individual officers to act as the Council’s authorised officers in the performance of their statutory or other duties.

17. The Proper Officer shall be responsible for signing all the Council’s Official Notices as set out in the Standing Orders.

Approved: November 2019 7 Review Date: May 2020 24

18. As Proper Officer/Responsible Financial Officer, the Clerk may incur expenditure on revenue items on behalf of the Council up to the amounts included in the approved budget.

19. The Clerk to the Council, in consultation with Councillors, to make comment on planning applications submitted to Batchworth Parish Council by Three Rivers District Council within the statutory 21 day consultation period if the deadline is before the next Council meeting.

(b) Responsible Financial Officer

1. The Responsible Financial Officer will be responsible for all financial records of the Council and the careful administration of its finances and accounting procedures in accordance with the Accounts and Audit Regulations in force at any given time and with the policies and procedures set by the Council and within the law.

2. The Responsible Financial Officer will have the power to release any financial related report or document to the Council in discharge of the Responsible Financial Officer responsibilities.

3. The Responsible Financial Officer shall ensure the approved precept request is issued to the billing authority.

Approved: November 2019 8 Review Date: May 2020 25

Basing House, 46 High Street, Rickmansworth WD3 1HP [email protected] 01923 590201

Revised Calendar of Meetings for 2019/20

FULL COUNCIL April 20th All Full Council meetings are held PLANNING COMMITTEE on Mondays, commencing at 7pm Held on Mondays, commencing at and are held in the William Penn 10.30am in Rm 10, Basing House. Room, Basing House, 46 High Street, Rickmansworth 2019 2019 December 9th December 2nd 2020 2020 January 6th January 13th February 3rd February 10th March 2nd March 9th March 30th April 6th April 27th

FINANCE COMMITTEE STAFFING COMMITTEE Held on Mondays, commencing at Held on Mondays, commencing at 10.30am in Rm 10, Basing House. 10.30am in Rm 10, Basing House. 2019 2020 December 2nd April 6th December 16th 2020 January 27th February 24th March 20th

Basing House, 46 High Street, Rickmansworth WD3 1HP [email protected] 01923 590201

Calendar of Meetings for 2020/21

FULL COUNCIL FINANCE COMMITTEE All Full Council meetings are held Held on Mondays, commencing at on Mondays, commencing at 7pm 10.30am in Rm 10, Basing House. and are held in the William Penn 2020 Room, Basing House, 46 High Street, Rickmansworth May 25th 2020 June 22nd th May 11th – Annual Meeting of Council July 20 June 8th August 17th July 6th September 21st September 7th October 19th October 5th November 16th November 2nd December 21st December 7th 2021 2021 January 18th January 11th February 14th February 1st March 14th March 1st April 26th April 12th

ANNUAL MEETING OF ELECTORS 2020 May 18th (Monday 7pm)

BCC Calendar of Meetings 2020/21 Page 1 of 2 27

PLANNING COMMITTEE STAFFING COMMITTEE Held on Mondays, commencing at Held on Mondays, commencing at 10.30am in Rm 10, Basing House. 10.30am in Rm 10, Basing House. 2020 2020 May 18th October 12h June 15th 2021 July 13th April 19th August 10th September 7th October 5th November 2nd November 30th December 21st 2021 January 18th February 15th March 15th April 12th

BCC Calendar of Meetings 2020/21 Page 2 of 2 28 Clerk's Priorities

These short, medium and long term tasks may, of course, run in parallel. Please feel free to liaise with Councillors, as needed. Please add to Oct Clerks Priorities, in Order of Importance 7th agenda if any voting/decisions are required Commencing Friday 27th September 2019 by BCC

TASK TIMELINE Staffing Cttee NOTES Progress Locum Clerk's Comments Note that the requirement to Customarily papers and Clerk may liaise with BCC vice Chair Paul to agree circulate the agenda on the Agenda complete & agenda are circulated on the agenda items. If Scribe can generate a finance report Wednesday before the Finalise agenda for BCC meeting of 7th Oct ✓ dispatched Wed 2 Wednesday before the please include in papers or circulate on 7th Oct. meeting is a legal October 2019 meeting i.e. EOB 2nd Oct. Payment schedule used to be included in papers. requirement (not just a custom) LGA 1972 s 243

Signatories for approval are Francois and Alan. On 7th All payments up to Oct committee Chair & vice Chairs may need to be Need to clarify systems for date by 15 October. elected. Signatories to be either BCC Chair + Finance demonstrating that payments Payments since 15 Chair or Finance Chair + viceChair. If invoice timelines are approved - and this is to Check correspondence for any invoices to be paid As per invoice ✓ October prepared allow, signatures can be obtained before the meeting be considered by Finance for authorisation by on 7th Oct. Nigel is the only councillor who can input Committee on 2 December Finance Committee invoices currently (please retain this for times when 2019 on 1 November clerk is unavailable).

21 October - completed (with 3 signatories) form to amend account to Note that the Chairmanship of allow Locum Clerk the Finance Committee has ASAP. Please note that Chairs access to the changed since this action was Access to Unity Bank account to be transferred to Clerk. (& vice Chairs?) of council and account and written and the current Also upload signed form for Chair of Finance Cttee to committees (Finance, Staffing) Please permit full view and upload accordingly. uploaded it to Unity Chairman has full access to be permited full view of Unity banking to be agreed on 7th Oct Bank - Unity Bank the bank account. Further meeting. have indicated that review of Bank Mandate on this has been Full Council Agenda for 2 processed - the December 2019 Locum Clerk is awaiting log-in details

Emailed CCLA on 30 October to ask for information on how No one apart from previous clerk can access. Please set to change the Bank CCLA ASAP up to permit clerk (yourself) + two others (Chair & vice mandate. That Chair of Finance Cttee) to have access. information obtained - but need to find first mandate.

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TASK TIMELINE Staffing Cttee NOTES Progress Locum Clerk's Comments Provider: We have a 3 year contract with Lamps & Tubes. For overall license please liaise with Emma who submitted it on 24 Sept19. An energy usage license Problem with Rickmansworth needs to be applied for. Emails and documenation of Urgent as there has already Action complete (I Switch-On - Contractor fully Xmas street lighting for Rickmansworth and Eastbury work done so far will be forwarded to Clerk. Clerk been a delay think) booked night of 29 requested to liase with Francois for Eastbury lights and November. with Emma/Paul for Rickmansworth lights. Eastbury will use last years providers of mulled wine, mince pies, sound system etc.

2-3 weeks before switch on on Distributer to be booked. Please provide draft of leaflet Xmas switch on event leaflet to homes Action complete 28th Nov to Ward councillors for check. Bring finance system Scribe up to date with payments When familiar with this Scribe system, please spend 1 Action complete made and provide complete breakdown information to hour with Finance Chair/viceChair and Francois to and regular ASAP Finance Cttee. Please reconcile bank accounts with explain the systems abilities to them. If possible by reconciliation now Scribe 22nd Oct. ongoing External audit These accounts were finalised report and action before I arrived - the AGAR Please liaise with Francois regarding an issue he has 2018-2019 BCC accounts ✓ plan agreed by Full was completed, internally with these accounts before they are finally finalised Council on 7 audited, agreed by Full October Council and externally audited Liaison: Alan. The office is rented through Wimbletec. Office telephone systems set up + mobile ASAP Key contact is: Kieran Nagi 07734461825 Action outstanding [email protected] Some progress Office 365 support is contracted to Amazing Support. made using Alan can provide an update on communications with Microsoft Teams - them.The One Drive was a repository of documents but the documents available for access to councillors, however, all are not universally Councillors shared drive information documents were removed from this drive. Please accessible to reinstate access to documents for councillors and Councillors - provide instruction to councillors. Note, that another assume this is option is that access is through website with login for because some do councillors. not have Windows 10 OS

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TASK TIMELINE Staffing Cttee NOTES Progress Locum Clerk's Comments TRDC have confirmed taxbase Ask TRDC how many household are in BCC area so that Dec2019/Jan2020 Tax base change from previous year needed figures for 2020/21 precept calculations for next year can be made will be available December 2019 PennInk are provider. As needed and ongoing. Liason: Have access to Website upgrade and update Emma. Previously the website has been said to be not website to update fit for purpose. Your guidance would be most useful. its

There are said to be 19 halls in Rickmansworth. Are they all fully used? Is there an opportunity to rent from Baptist Church or British Legion for example? Might This is a long term project On agenda for Full Need a resolution from CIL project: rent or buy a community hall in there be an office within the community hall area that which would be a big plus to Council 2 December Council before I can progress Rickmansworth might be cheaper than our current office? Should BCC report to residents. 2019 this matter obtain very low interest government loan for this hall? The MP&E Ward residents have no community hall. For tax benefits the BCC hall can be located in either ward.

Forecast. As CIL monies should mitigate specific How much CIL / Section 106 is due and when? developments, please provide split between the two Action outstanding Wards. We may need a brainstorm session to find positives to Newsletter Action outstanding report Once you have a handle on the fundamentals for this The Clerks Progress Report may give you an indication office, other items to be progressed can be discussed - of future things to be done. These can be prioritised in due course. after discussion.

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TASK TIMELINE Staffing Cttee NOTES Progress Locum Clerk's Comments

JD for p/t admin post agreed by Staffing Committee 21 October & For your information Staffing Cttee wish to keep admin circulated to required for NP separate from Clerks responsibilities. potential Clerks statutory and legal responsibilities toward NP , of contractors; two course, remain. We propose that a part time person is Neighbourhood Plan potential identified and paid for from NP funds for ad hoc NP candidates Steering Grp support. Lets talk through this in due interviewed and course. Councillors on NPSG are Neelima, Emma, Alan, recommendation to Peter Full Council 2 Dec with provisional start date of 9 Dec 2019

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