Meeting documents

Apologies were received from Richard Brown, John Griffin, Shirley Judges and Chris Smith.

To declare any personal and prejudicial interests

There were no declarations of interest.

of the meeting held on 19 September 2007, to be confirmed

The minutes of the meeting held on 19 September 2007 were agreed as a correct record.

Item 4 Matters Arising

Boris Johnson attended the official ‘switching on’ of the solar panels on 23 November.  His visit was a great success, with good media coverage.  Mr Johnson commented that he wished to add his support to the Board regarding the need to increase funding provided to the AONB. 

Members agreed on the need for a meeting with the Chiltern MPs, with regard to funding, possibly in Spring 2008. 

Item 6 Audit Commission Return for 2006-07

The Audit Commission raised two minor points on the Annual Return:  the need to alter the amount of insurance cover and how assets should be treated in the future.  These will be finalised by the next Annual Return. 

Item 12 Annual Forum

SR reported on the success of the Annual Forum.  160 places had been booked, of which 143 attended, with 52 organisations being represented.

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 October and likely position at the end of the financial year.

SR reported that savings made had been transferred into the Project Support Budget. 

It was noted that further work on profiling was needed. 

KM asked that a column be added showing variance on projected outturn.  MW suggested it would also be useful to have an overall summary of the various departments.  This was also agreed.

The Committee:

1.                  Noted the current financial position.

2.                  Approved the virement of £ 18,470 from various core budgets to Project Support.

Members received the report of the Chief Officer and Finance Officer, the purpose of which was to advise the Committee to approve both draft budgets, in order to assist with financial and operational planning for 2008-09.  A final budget will be produced following an award of grant from Natural England.  The Committee noted that the National Parks had received a letter from Jonathan Shaw for a grant award of 4.2%.

Up to the current time, Natural England have not given notification of a grant award and, therefore, two separate budgets have been prepared.

Budget A is based on several assumptions as laid out in the Report, including Natural England and the Local Authorities providing an inflation only increase of 2%.

Budget B indicates a cut in core funding of 1.4%, but reflects an overall decline by 19.8%.  The position is set out on the assumption of no grant aid to support budgets.

Members Allowances:

The figure for members allowances was frozen for three years from 2005.  It is suggested that the allowance be increased in line with inflation (RPI), from £600 to £640.  The car allowance will be increased as well.  The mileage rate will remain the same, at 40p per mile, unless the Chancellor increases it in the March Budget. 

Depending on what Natural England Offer, there will need to be a release of reserves.

The Committee agreed on the need to safeguard the Chalk Streams Project and this should be a priority in the budget.  However, overall there will be cuts.  The Sustainable Development Fund may be one area where cuts will be made.  If there is no funding for projects, the SDF Panel will be disbanded.

SR commented that there could be ill-feeling among AONBs if their grant is not increased by the same as offered to the National Parks.

An invitation has been sent to the Minister, who is coming in March.  David Coleman a senior officer from Defra arrives on 17 January 2008. 

MW commented that getting funding direct from Defra and not through Natural England would be more beneficial to AONBs and that AONBs should lobby this point. Sir John explained that this had been raised with Defra but they did not wish to change the current arrangements.

SR explained that the worse case budget would require a release of up to £30,000 from reserves.  KM suggested a threshold for reserves of, say, £60,000 over three years.  It was agreed to prepare a treasury management strategy for consideration at the next Board meeting, to guide the use of reserves over a longer period.  The Board would be asked to authorise release of up to £30,000 from reserves for 2008/09 only.

SR reported a positive meeting had been held with Natural England and the Environment Agency with regard to Chalk Streams.  The EA was positive and would consider allocating additional resources if they had them available.

RESOLVED:

The Committee AGREED

1.                  to provisionally approve both budgets. A final budget will be prepared in the light  ...  view the full minutes text for item 6.

Members received the report of the Chief Officer, the purpose of which was to advise the Committee of progress to date.

The Committee noted that no progress had been made with regard to the Land Management fund due to grant aid cuts for 2007-08.  Time constraints had hindered progress of the ‘Making of the Chilterns Landscape’ project.

The Chief Officer informed the Committee that new tables were being ordered for the meeting room at a cost of £1,500.  These were being provided from a local furniture maker.  The problem regarding damp at the back of the building had also been resolved.

The Committee NOTED the Report.

Members received the report of the Chief Officer, the purpose of which was to advise the Committee on the appointment of Sally Charman as HR Adviser to the Conservation Board.

The members of the Committee introduced themselves and welcomed Sally to the meeting.

The Committee NOTED the appointment of Sally Charman as HR adviser to the Conservation Board.

Members received the report of the Chief Officer and HR Adviser to the Board, the purpose of which was to:

1.      Approve the draft statement on the HR Strategic direction of the Board

2.      To advise the Committee to adopt the Health & Safety Policy with immediate effect.

The Committee agreed that the Health & Safety Statement was a priority.  In answer to a question, it was noted that Values and behaviour were already in place and were incorporated in the strategic direction and that Diversity was covered in the Equality process.

Members agreed that the words ‘fit for purpose’ should be removed from the first paragraph of the HR Strategic Approach.

RESOLVED

The Committee AGREED to

1.                  approve the draft HR Strategic Direction statement.

2.                  investigate achievement of Investor in People status and to report to a future meeting of the Committee.

3.                  adopt the Health and Safety Policy with immediate effect

4.                  keep the policy under review and to make a report to the Board no less than biannually.

Members received the report of the Chief Officer and Planning Officer and noted the following:

·         The Low Energy Scheme had been launched by Boris Johnson.

·         The uptake on low energy bulbs for use in Parish Council buildings was good.  The cost of providing them was less than anticipated.  In the future, bulbs could also be supplied to other public buildings such as village halls and churches.

·         The electricity contract runs out in 2009 and a green contract will be taken up.

·         There will be another tree planting day on 16 January 2008 at Common Wood, near Penn.

·         The Board could achieve carbon neutrality by 31 March 2008.

The Committee NOTED progress and the anticipated achievement of carbon neutrality in 2008.

Members received the Report of the Chief Officer, the purpose of which was to seek approval to create a budget for this programme.

The Committee was reminded of the resolution at the last Board meeting to form a sub group to consider ways to work more closely with parish councils.  The Report contains the recommendations from the sub group.

Grants would be given to those Parish Councils who applied, on a one off basis.  A condition could be written in that Parish Councils could not apply each year and that the project should, in some way, promote the work of the AONB.  Guidance will be given on this.  A precept exclusion was also suggested.

Grants of 100% for bids of £250 and under will be offered.  For any bid over £250, matched funding will need to be provided.  Up to £10,000 p.a. has been set aside for this project and has been built into the budget. 

RESOLVED

Subject to confirmation of the final budget, the Committee AGREED to approve allocation of £10,000 in 2008-09 for the programme; £2,500 from the core budget and £7,500 to be released from the general reserve.

Members received the report of the Chief Officer, the purpose of which was to seek confirmation of the Board’s willingness to employ the project development officer for the Chilterns LEADER programme.

The Committee noted that the draft has been sent to SEEDA for comment.  The final bid has to be submitted by 18 January 2008.  Business Link is the accountable body but a Project Development Officer will need to be appointed.  The Board has agreed to provide the Project Development Officer, which should not incur any liability other than the fact that financing will be in arrears.  However, concern was expressed that there could be other costs, such as redundancy.  The Chief Officer is to make sure all costs would be covered.

The Committee confirmed the decision to employ the Chilterns LEADER Project Development Officer, subject to all costs being met by the LEADER programme.

Members received the report of the Chief officer, the purpose of which was to advise the Committee of progress.

The Board will need to undertake an Appropriate Assessment of the impact of the contents of the revised Management Plan on the Special areas of Conservation.  It was suggested that the next stage would be to set up two sub-groups to meet in February/March 2008, to look the policies and take an overview with regard to the Board’s statutory purposes of Conserving and Enhancing Natural Beauty, and Promoting Understanding and Enjoyment of the area’s special qualities. 

The Committee NOTED progress and the issuing of the SEA Scoping Report for public consultation.

The Committee AGREED to set up two sub groups of the Board to oversee the policy review.

The next meeting of the Committee will be held on Wednesday 27 February 2008 at 10.30am.  Dates of future meetings are as follows:

2008

21 May

17 September

10 December

The next meeting of the Executive Committee will be held on Wednesday 27 February 2008 at 10.30am

Dates of future meetings are (Please note changes in dates):

22 May

16 September

10 December