Minutes for The Chilterns Conservation Board Executive Committee meeting, Sep 10 2009, 10.30AM official page

Apologies were received from Cllr John Griffin and Cllr Richard Pushman.

To declare any personal and prejudicial interests

None.

of the meeting held on 19 May 2009, to be confirmed

The minutes of the meeting held on 19 May 2009 were agreed as a correct record, subject to the following amendments:

Item 8 finance report 2009-10

Under Budget Planning, first paragraph, second line, replace ‘apporxdimately’ with ‘approximately’. 

Second paragraph, penultimate line, add ‘a’ between ‘that’ and ‘budget’.

Item 11 Premises

A report should have been presented to members at this meeting.  However, the Chief Officer reported that the Landlord had decided to send in his own surveyor to look at the outbuilding and that report should be ready shortly.  Members will be contacted by email regarding the results of that report.

The Committee noted that the Landlord is keen for the Board to remain and would contribute towards repairs to the outbuilding.  Temporary accommodation for the stock will be needed while repairs are undertaken.

There were no members of the public present.

Members received the report of the Finance Officer and Chief Officer, the purpose of which was to give an update on the half-yearly review of the Risk Register in accordance with the Committee’s Policy.

Although the register is reviewed every six months the Chief Officer and Finance Officer do carry out reviews from time to time and whilst, they considered no changes are necessary, some new controls have been put in place.  They are as follows:

3a – Financial – Lack of resources due to Natural England grant allocations. Reductions in reserves.  Under ‘Control Measures’ the following has been added:

‘Effective Management of reserves, including maintenance of minimum operational reserve’.

5a Governance – Failure to comply with corporate governance requirements (eg legal obligations, diversity agenda, health and safety requirements.  Sally Charman’s name has been added under ‘Responsibility’

There is currently one risk in red, which is ‘3a Financial – lack of resources due to NE grant allocations.  Reductions in Reserves’.  As reserves decline this could add pressure to the work programme. 

Currently there are sufficient reserves to deal with the short to medium term.  However, this will need to be reviewed on a regular basis because reserves may need to be used as government grant declines. A member expressed concern that the focus was on funding from NE.  However, Local Authorities are also as big a risk because they may also have to make cuts.  It may also take any new government some time to decide on its spending.

It was agreed that Local Authorities be added to the Risk Register under item 3a.

The Finance Officer confirmed that the four items with an amber risk were being adequately controlled.  With regard to Item 2h, Performance – Failure to ensure business continuity in the event of significant incident – the Business Continuity Plan was available should members wish to have a copy.

RESOLVED

1.      The Committee confirmed the current version of the Risk Register as controlling risks currently faced by the board, subject to the amendment discussed.

2.      The Committee noted that the Register will be reviewed again in six months.

Members received the report of the Finance Officer, the purpose of which was to present a review of Treasury Management activity for 2009-09.

Key points:

• Funds that are temporarily surplus are invested.  The average rate achieved during the year was 3.24%.
• Funds were invested through HSBC on the money market, with Halifax Bank of Scotland, and in a HSBC Deposit Account into which current account balances over £1,000 were invested automatically each day.
• The original budget for investment income in 2008/09 was £21,800 compared with actual income generated of £21,780
• The original budgeted income for 2009/10 was £11,650 although this has now been reduced to £8,575.

The Chairman commended the management of the finances by SR and CS of resources. 

The Committee Noted the Treasury Management performance for 2008/09.

Members received the report of the Chief Officer, the purpose of which was to inform the Committee of current major operational issues.

Since this was the first report, the Chief Officer asked for comments regarding its content and whether it should be circulated to all Board Members for information.  Steve Rodrick was congratulated on his report and it was agreed that it should be circulated to Board members for information.

Points arising from the Report:

High Speed 2

Network Rail has published its own report ahead of HS2’s report to government, which is due by the end of December 2009. HS2 is consulting the Board together with the National Trust and local authorities.

The aim of the Board is to consider and enhance the AONB, therefore, the Board will be working to ensure the minimum amount of impact on the AONB.  As the Board has a statutory purpose to conserve and enhance natural beauty of the Chilterns, and a high speed railway can do neither, it has no choice but to object to the proposal whatever the national benefits.  In this connection, officers are working with colleagues in Kent in relation to their experience of HS1.

A member expressed concern that there would be initial enthusiasm and the section from London to Birmingham would be built, but after that interest would wane.  A case could be argued for the construction to begin beyond Birmingham and move south.  There is no mention of the West Country where links are bad.  It was considered that political interest will concentrate on London to Birmingham as the basis for a national network. 

The Chief Officer stated that Planning policies make it clear that if there is major development in the AONB, it must show the national interest is being served. 

Natural England Protected Landscapes Policy

The deadline for response to the consultation closes before the next Board meeting and, therefore, the Board’s draft response will be circulated to members for response. 

Visit by Hugh Irranca-Davies MP, Junior Defra Minister

Members were asked for suggestions for issues to be raised with the Minister. Historic Landscape Protection was suggested.

Orchards of the Chilterns

A proposal for a project on Orchards of the Chilterns is being developed in partnership with the Chiltern Woodlands Project.  It was considered important that this industry is researched and bids for grant aid will be made possibly through the Heritage Lottery Fund. 

None.

The next meeting of the Executive Committee will be held on Wednesday 9 December 2009 at 10.30am.

Dates of future meetings:

Tuesday 23 February 2010

Tuesday 18 May 2010

Wednesday15 September 2010

Wednesday 8 December 2010

The next meeting of the Executive Committee will be held on Wednesday 9 December 2009 at 10.30am.

Dates of future meetings:

Tuesday 23 February 2010

Tuesday 18 May 2010

Wednesday15 September 2010

Wednesday 8 December 2010

To resolve to exclude the press and public as the following item is exempt by virtue of Paragraph 3 of Part 1 of Schedule 12a of the Local Government Act 1972 because it contains information relating to the financial or business affairs of any particular person (including the authority holding that information)

RESOLVED

That the press and public be excluded for the following item which is exempt by virtue of Paragraph 3 of Part 1 of Schedule 12a of the Local Government Act 1972 because it contains information relating to the financial or business affairs of any particular person (including the authority holding that information)

Members received the report of the Finance Officer, the purpose of which was to advise members of the Board’s financial position to the end of July and likely position at the end of the financial year.

1.      The Committee Noted the current financial position

2.      The Committee Noted progress on other finance related activity.

Members received the report of the Finance Officer, the purpose of which was to provide the Committee with a financial forecast for 2010-2013 and to seek guidance on the approach to budgeting for this period.

A new financial model has been set up to support work on a three year work programme and budget.

RESOLVED:

1.      The Committee noted and considered the implications of the modelling results and agreed to receive regular updates as circumstances changed.

2.      The Committee agreed to provide guidance on the approach to be taken to budgeting for 2010-2013.

Members received the report of the Chief Officer, which sought agreement for measures to be put in place in order to make further savings.

RESOLVED:

The Committee AGREED that the issues discussed as a result of the report be put in place.