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24th February 2021

 

Dear Councillor,

 

This is to inform you that the meeting of the Resources and Policy Committee will be held via Zoom 7.30pm on Wednesday 3rd March 2021, to which you are summoned, for the transaction of the following business.  You can join the Zoom Meeting here

 

https://us02web.zoom.us/j/89868731900?pwd=TlRuMGRMUlc0WHlkZk95NVNaNmNXZz09

 

Meeting ID: 898 6873 1900

Passcode: 370242

 

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Yours sincerely,

 

 

 

C. A. Lloyd

Town Clerk

 


 

AGENDA

1.               APOLOGIES FOR ABSENCE

            To receive apologies for absence, if any.

2.               QUESTION TIME

            The first fifteen minutes of the Meeting will be given over to questions from members of the public on issues relating to the work of the Committee.

3.               DECLARATIONS OF INTERESTS BY MEMBERS

Members are reminded to make any declarations of disclosable pecuniary and/or personal interests that they may have in relation to items on this Agenda.

 

You should declare at this part of the meeting or when it becomes apparent your interest by stating:

 

(a)        the item you have the interest in

(b)        whether it is a disclosable pecuniary interest and the nature of the interest, whereupon you will not participate in the discussion or vote on that matter, unless dispensation has been requested and granted

(c)        whether it is a personal interest and the nature of the interest

 

Members are also reminded of their obligation to report any amendment to their Register of Interests to the Town Clerk as soon as it becomes apparent.

4.               MINUTES

To approve as a correct record the Minutes of the Meetings held on 13th January 2021 (copy attached).

 

In accordance with Standing Order 12;

 

a.               The draft minutes of a preceding meeting having been served on councillors with the agenda to attend the meeting at which they are due to be approved for accuracy, shall be taken as read.

b.               There shall be no discussion about the draft minutes of the preceding meeting except in relation to their accuracy. A motion to correct an inaccuracy in the draft minutes shall be moved in accordance with standing order 10(a)(i).

c.                The accuracy of draft minutes, including any amendment(s) made to them, shall be confirmed by resolution and shall be signed by the chairman of the meeting and stand as an accurate record of the meeting to which the minutes relate.

d.               If the chairman of the meeting does not consider the minutes to be an accurate record of the meeting to which they relate, they shall sign the minutes and include a paragraph in the following terms or to the same effect:

“The chairman of this meeting does not believe that the minutes of the meeting of the (   ) held on [date] in respect of (   ) were a correct record but their view was not upheld by the meeting and the minutes are confirmed as an accurate record of the proceedings.”

 

5.               HEAD OF ESTATES’ REPORT

To consider the attached report

6.               PROPERTY MATTERS

To consider the attached report from the Town Clerk

7.               FINANCE MATTERS

To consider the attached report from the Head of Operations

8.               DATE OF NEXT MEETING

The date of the next scheduled meeting is 9th June 2021.

 

 

Members:        Cllr T. Wiltshire, Cllr Margaret Eames-Petersen, Cllr Brennan, Cllr MacKay, Cllr Percival 

Ex-officio voting Members: Cllrs Brandon and Juggins

 

For Information: All other Members of the Council.

 


 

AGENDA ITEM 5

HEAD OF ESTATES’ REPORT

 

 

Budget for Stihl Battery Powered equipment:

 

Currently we have 3 working strimmers, 3 temperamental. 2 back pack blowers, 1 hand held working and 1 hand held temperamental. I have 2 pole pruners and 3 working hedge cutters.

To run the grounds department I would require 6 strimmers and 6 blowers, along with 3 pole pruners and 5 hedge cutters (varied long reach and smaller)

HAVS- Hand Arm Vibration Syndrome. Under HSE regulations, we have to monitor the use of vibrating machinery. Currently the loop handled strimmers we use, can only be used by the team for 1 hour and 10 mins per, day trigger time. Moving across to the battery powered machines will improve this, the equivalent battery powered machine will allow 3 hours and 30 mins use. A massive increase.

 

STIHL battery powered machinery:

Each battery has 100 minutes use - fully charged.

Charging times are 45 mins.

Charging costs are the same as a drill battery charger

No fuel or oil costs- No transporting fuel anywhere

In house servicing

Breakdown costs are limited to just buying the parts and fitting in house, as apposed to taking them to a mower repair centre – as they are plug in parts.

I would like £5765 to purchase the machinery from the S106. (inc part ex of old machinery for £500)

 

The purchase will include:

3 Stihl strimmers, 1 pole pruner, 2 hedge cutter, 3 leaf blowers,1 kombi kit, batteries, chargers, covers and storage boxes

 

Shrewsbury Town Council & Weymouth Town Council – ours are doing well no complaints so far

“Team love them as they are much lighter”

Stihl are the best

Worthwhile having but get extra batteries.

 

Quote 1 - £5765

Quote 2 - £6538

Quote 3 - £6235

 

 

 

 

 

Funzone Boiler:

I am currently working on 3 quotes to have the boiler replaced for the funzone. The boiler was 30 years old and I was hoping to get one more winter out of it, unfortunately not.

We are looking at costs in the region of £7-£10k .

 

A. Ogilvie – Head of Estates


 

 

AGENDA ITEM 6

PROPERTY MATTERS

 

Scout Hut Lease

 

The Council’s Lease with the Scout Association Trust dated June 2000 which was a roll on lease from 1979, states in paragraph 2(d);

 

The [Scout] Corporation hereby covenants with the Landlord [Hatfield Town Council] as follows;….

 

(d) At all times during the said term to keep the demised premises in a clean and tidy state and to keep all buildings thereon in good repair and condition.

 

The Scouts have advised that they are unlikely to renew the lease in June 2021.

 

The land has a covenant attached to its sale to the Town Council in 1977;

 

“Not without the previous consent in writing of the Vendor to use or let …the said property…for the purpose of any trade or business or profession or for any other purpose whatsoever other than as sites for buildings to be used by Boy Scout Troops and Boy’s Brigade Companies and other similar organisations for carrying out their usual activities.”

 

Should the Council wish to use the site for another purpose, it will have to revert to the vendor to be released from the covenant.

 

At present the Council is paying garage rent for storage of grounds equipment and this would be one potential use of the building in its current state which could save the Council £1,352 per annum.

 

The YMCA have also tentatively indicated an interest in renting the hut for youth work.

 

 

de Havilland Grange bridges

 

Two footbridges and one vehicular bridge cross the culvert at de Havilland Grange onto the site.

 

County Highways have indicated that they do not wish to take these bridges on under the original adoption scheme from 2000 and the property developer has asked if the Town Council would be willing to adopt them.

 

This Council has already taken on responsibility for clearing the culvert adjacent to de Havilland Grange and the Town Clerk cannot recommend taking on the bridges with the associated maintenance costs.

 

It is recommended that the Council declines the offer.

 


Diagram, map of de Havilland Grange, Cornflower Way Hatfield showing bridge entrances onto open space


Aerial photo of de Havilland Grange identifying bridges onto de Havilland Grange Hatfield

Requests for Land Acquisitions - Birchwood Playing Fields

 

As indicated at the last meeting, the Leader of the Council moved that this be reconsidered in light of 2021/22 budget.  Seconded by the Chairman.  RECOMMENDED that this item be reconsidered in accordance with Standing Order 7.

 

The Agents were looking for potential sites in Hatfield and would be interested in discussing whether the Council would consider disposing of land fronting Oldings Corner as highlighted below. The site is currently a field which forms part of the Leisure Centre.

 

I the first instance (prior to proper legal requirements), it is suggested that Members authorise the Town Clerk to respond to the agents asking for more details including how much they are prepared to offer the Council.

 

Aerial photo of Birchwood Playing Fields identifying an area that a developer would like to purchase


 

Letter from agent requesting to buy land from the Council


 


PROFIT & LOSS JAN 21

Period

Year to Date

Sales

Precept

70286.75

702867.50

Grants

9000.00

98334.00

Mayors Charity

0.00

-4180.00

Income

-1117.99

REFUNDS ISSUED

50272.65

78168.76

847294.15

Gross Profit/(Loss):

78168.76

847294.15

Overheads

Support Costs - Rent and Rates

9533.36

95017.73

Support Costs - Utilities

5578.30

28196.66

Support Costs - Civic/Democratic

32.00

1125.32

Support Costs - Printing/Stationery/Signage etc

61.19

4991.86

All premises - Licences/Till systems/Broadband/Phone/Software etc

3797.59

33989.81

Support Costs - Equipment Hire and Rental

16.90

608.34

Support Costs - Maintenance & Upgrading

3690.88

39476.63

Support Costs - General Expenses

7.42

18161.54

Management & Admin - Bank/Card system Charges & Interest

732.44

3281.10

Gross Wages & Training, All other Staff Costs

54375.04

646409.82

Management & Admin - Professional & Audit Fees

0.00

10996.00

Capital Expenses

0.00

11990.99

Support Costs Fuel

483.39

6946.75

Events/Walking Football/Help A Hatfield Child

24.99

1422.83

Support Costs - Premises expenses

5308.00

38996.86

Supports - Gen Expenses

756.53

21373.55

84398.03

962985.79

Net Profit/(Loss):

 

-6229.27

 

-115691.64

In the first 10 months of 2020/2021 we have used £115k from our reserve to run HTC as a whole.

PHYSICAL CASH IN BANK ACCOUNTS - AS AT 31 JAN 2021

CURRENT ACCOUNT =  £459,593.44

SAVINGS ACCOUNT =  £553,757.50