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24th March 2021

 

 

Dear Councillor

 

This is to inform you that a Meeting of the Council will be held via Zoom at 7.30p.m. on Wednesday 31st March 2021, to which you are summoned, for the transaction of the following business.

 

https://us02web.zoom.us/j/81756354929?pwd=VFdGUkdHd0lFWURQWWFKNWorS3gxdz09

 

Meeting ID: 817 5635 4929

Passcode: 298495

Phone in - 0203 051 2874

Meeting ID: 817 5635 4929

Passcode: 298495

 

Yours sincerely,

 

Description: CALloyd

C A Lloyd

Town Clerk

AGENDA

1.               APOLOGIES

            To receive apologies for absence if any.

2.               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, this includes a change of address.

3.               MINUTES FROM PREVIOUS MEETINGS

To approve as a correct record the Minutes of the Meetings held on 9th March 2021 (minutes from 30th January 2021 are awaiting Mayor’s comments).

 

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.”

4.               QUESTION TIME

The Meeting will be given over to the public on issues relating to the item on the agenda.

5.               UPDATE ON MANDATED CODE OF CONDUCT TRAINING FOR COUNCILLORS BY STANDARDS SUB COMMITTEE

To consider the attached report

6.               TIMETABLE FOR FOOTBALL SCHEMES AT BIRCHWOOD PLAYING FIELDS

To consider the attached report

7.               TEMPORARY PLANNING APPLICATION FOR CHANGE OF USE – BIRCHWOOD PLAYING FIELDS

To consider the attached report

8.               CALENDAR OF MEETINGS

To consider the draft calendar of meetings for 2021/22 (attached)

9.               TO CONSIDER THE EFFECTIVENESS OF INTERNAL CONTROL

To consider and approve (or otherwise) the attached

10.            PLACE NARRATIVE FOR WELWYN HATFIELD

To consider the attached letter

11.            NEIGHBOURHOOD PLAN FOR HATFIELD

To consider the attached report

12.            RECOMMENDATIONS FROM COMMITTEES SINCE THE LAST MEETING

There have been no recommendations for consideration

13.            DATE OF NEXT MEETING

To note that the next meeting of the Council is 12th May 2021.

 

Distribution: All Councillors

 


 

AGENDA ITEM 5

 

UPDATE ON MANDATED CODE OF CONDUCT TRAINING FOR COUNCILLORS BY STANDARDS SUB COMMITTEE

 

Training was arranged for Councillors on 10th March.  This cost £540.

 

Cllrs Bolitho, Brennan, Brisbin, Eames-Petersen, Griffiths, Juggins, Laming, Wiltshire and Zhaveri attended the training.

 

Cllrs Brandon, Mendez and Percival apologised for non-attendance.

 

Cllrs Craig, Mackay and Newman did not attend nor apologise.

 

HAPTC have training organised in the Code of Conduct.  Presented by Hoey Ainscough Associates. For Clerks and Councillors. Monday 7th June, 2-4pm; £30/person via Zoom.   If daytime is inconvenient we can let them know and if there are sufficient numbers they will consider also holding an evening session.

 

As a least cost option, it is recommended that Councillors not having had training yet are booked onto the HAPTC training event.  If they are unable to attend a daytime event HAPTC can be advised accordingly.

 

Report by C. A. Lloyd, Town Clerk


AGENDA ITEM 6

 

TIMETABLE FOR FOOTBALL SCHEMES AT BIRCHWOOD PLAYING FIELDS

To assist with moving the project along, it has been suggested that some deadlines should be placed on the scheme to help the Council in its deliberations.

 

The suggestion is therefore as follows;

 

1.               31st July 2021 - All football submissions to be formally made. This must include, 1 A4 page providing, Proposal statement, estimated costs for development, running costs once developed

2.               1st August - 31st August - time for the council to review and ensure all the information has been received fulfils the criteria for public consultation

3.               1st September - 30th September - Consultation

4.               Extraordinary Council in October - to review consultation feedback and agree the preferred proposal to take forward

On grounds of impartiality, the Town Clerk recommends using an external company for the public consultation (subject to costs) and requests authorisation to look into the costs involved to bring back to Resources and Policy Committee in June.

 

Report by C. Lloyd – Town Clerk


 

AGENDA ITEM 7

USE OF BIRCHWOOD PLAYING FIELD AS TEMPORARY GARDEN CENTRE

The Town Council has been approached by a local company to sell garden supplies from Birchwood Playing Field March – August 2021.

 

This will require temporary planning permission.

 

The space required is 25 metre x 45 metre

On site will be;

·        2 x pop up tents .

·        1 x caravan .

·        1 x caravan for staff room /toilet .

The site will be secured by herras fencing.

 

On 3rd March the Town Clerk was advised that temporary planning permission would be required for a change of use.

 

The company has agreed to bear the cost of obtaining temporary planning permission and accept that if permission is not granted, they will have to vacate the site immediately.

 

Members are requested to authorise the Clerk to apply to Welwyn Hatfield Borough Council for the temporary planning permission.

 

Report by Carrie Lloyd, Town Clerk

 


 

 

AGENDA ITEM 8

HATFIELD TOWN COUNCIL

CALENDAR OF MEETINGS

2021/22

 

MAY

5

Elections 6 May 2021

DEC

1

PLANNING

 

12

ANNUAL COUNCIL

 

8

RESOURCES & POLICY

 

19

PLANNING

 

15

 

 

26

SPORT AND LEISURE

 

22

 

 

 

 

 

29

 

 

 

 

2022

 

 

JUNE

2

 

JAN

5

 

 

9

RESOURCES & POLICY

 

12

RESOURCES & POLICY

 

16

PLANNING

 

19

COUNCIL

 

23

COUNCIL

 

26

PLANNING

 

30

 

 

 

 

 

 

 

 

 

 

JULY

7

 

FEB

2

SPORT & LEISURE

 

14

PLANNING

 

9

 

 

21

RESOURCES & POLICY

 

16

 

 

28

COUNCIL

 

23

PLANNING

 

 

 

 

 

 

AUG

4

 

MAR

2

RESOURCES & POLICY

 

11

 

 

9

 

 

18

 

 

16

 

 

25

 

 

23

PLANNING

 

 

 

 

30

COUNCIL

 

 

 

 

 

 

SEPT

1

 

APR

6

 

 

8

RESOURCES & POLICY

 

13

RESOURCES & POLICY

 

15

PLANNING

 

20

 

 

22

SPORT AND LEISURE

 

27

PLANNING

 

29

 

 

 

 

 

 

 

 

 

 

OCT

6

 

MAY

4

Elections 5 May 2022

 

13

PLANNING

 

11

ANNUAL COUNCIL

 

20

RESOURCES & POLICY

 

18

PLANNING

 

27

 

 

25

SPORT AND LEISURE

 

 

 

 

 

 

NOV

3

COUNCIL

JUNE

1

 

 

10

PLANNING

 

8

RESOURCES & POLICY

 

17

SPORT & LEISURE

 

15

PLANNING

 

24

RESOURCES & POLICY

 

22

COUNCIL

 

 

 

 

29

 

 

Easter 2022 – Good Friday 15 April Easter Monday 18 April 2022

 


EXPECTED STANDARD

EVIDENCE OF ACHIEVEMENT

HAS THIS STANDARD

BEEN MET?

1. Scope of internal audit

The scope of audit work includes reference to the risk management processes and internal controls. Terms of reference are set out in the letter of appointment of the internal auditor.

 

 

YES

2. Independence

The Internal Auditor has direct access to the RFO and if necessary to the Leader. The annual audit report was made by letter addressed directly to Hatfield Town Council and signed personally by the auditor. The auditor does not have any other role in relation to Hatfield Town Council.

 

 

YES

3. Competence

The report received and comments from the internal audit inspection were seen by Council. The internal audit reports were considered on 26 August 2020.  There is no evidence that internal audit work has not been carried out ethically.

 

 

YES

4. Relationships

Responsibilities are defined in the job description for the Clerk / RFO and the Head of Operations and responsibilities for Councillors are stated under risk management.

The Clerk / RFO and Head of Operations have access via the website to the Governance and Accountability Guide and have downloaded copies too.

 

 

YES

5. Audit Planning and Reporting

The Annual Return was signed on by the Internal Auditor on 12th August 2020.

The letter of engagement for 3 years was discussed at Council on 6th March 2019.

 

 

YES

6. Internal audit work

Financial statements are produced by the Head of Operations for inspection at Resources & Policy Committee, Sport and Leisure and Council meetings.  This has increased during the pandemic due to the averse impact on Council finances.

Invoices are available for inspection upon request.

 

 

YES

7. Understanding the organisation, needs and objectives

The annual audit plan shows how audit work will provide assurance in relation to the Council’s annual governance statement.

Accounts are held on the computer and are backed up to the cloud.

 

YES

8. Being seen as a catalyst for change

 

Obtaining new quotes for large projects has resulted in good value for the Town Council and rules around this are specified in Financial Regulations.

 

YES

9. Be forward looking

When identifying risks and updating reviews, changes advised by national bodies are incorporated.

 

 

YES

10. Be challenging

In drawing attention to risks and to new possibilities, the Council responds in ways that are appropriate and proportional to the size and budget of a Town Council.

 

 

YES

11. Ensure the right resources are available

The internal auditor is very experienced within the sector and fully understands the Council and the legal and corporate framework in which it operates.

Access to all the latest Guidelines is available via the appropriate websites.

 

 

YES

 

It is a legal requirement that the Council considers and approves this each year.



AGENDA ITEM 10

WELWYN HATFIELD PLACE NARRATIVE

Letter from Ka Ng CEO Welwyn Hatfield Borough Council regarding Place Narrative for Welwyn Hatfield.  Comments to ourfuture@welhat.gov.uk by 16 April.gov.uk - Page 1

Letter from Ka Ng CEO Welwyn Hatfield Borough Council regarding Place Narrative for Welwyn Hatfield.  Comments to ourfuture@welhat.gov.uk by 16 April.gov.uk - Page 2

 

 

 

 

Appendix to Letter - draft Place Narrative.  Contact carrie.lloyd@hatfield-herts.gov.uk for a readable copy of this text

AGENDA ITEM 11

 

NEIGHBOURHOOD PLAN FOR HATFIELD

 

On 20th January this Council RESOLVED that;

 

“This Council will establish a group of interested people from the local community to define the Neighbourhood for the plan and to identify the initiatives to investigate. These may include cycling and sustainable transport, Conservation Areas and infrastructure requirements for current and future housing developments.”

 

Since then, Cllr Eames-Petersen arranged for her brother in law Cllr Atkinson, Chairman of Bridge Parish Council to talk to Members about his Neighbourhood Plan.

 

COUNCIL AREA TO BE CONSIDERED

 

Section 61F of the Town and Country Planning Act 1990 makes it clear that a parish or Town council is authorised to act in relation to a neighbourhood area if that neighbourhood area consists of or includes the whole or any part of the area of the council. If that neighbourhood area also includes the whole or any part of the area of another parish council, the parish council is authorised to act in relation to that neighbourhood area only if the other parish council have given their consent. Only if there is no parish council can a body or organisation be designated as a neighbourhood forum for that area.

 

Members are therefore free to consider just one area of Hatfield as an initial Neighbourhood Plan (say one Conservation Area), or one subject matter such as cycleways or, if they so wish, the entire Town Council area.

 

FINANCIAL IMPLICATIONS

 

Applications for grant support from Locality for 2020-2021 have now closed.  At present Government funding has only been allocated to 2022.  Locality funding must be applied for in the year it will be spent, so we can start planning what we want to spend money on now ready for completing the form in April 2021 for the year 21/22.

 

There is an extra £8,000 available to apply for as Hatfield is a large community.

 

It is anticipated that legislation regarding Neighbourhood Plans will change in 2021 with the White Paper still under review in Parliament.

 

A large south coast Town Council has budgeted £150,000 for their Neighbourhood Plan of the whole area.

 

Other Town Councils have cited costs in the region of £50,000 - £80,000

 

Bishops Stortford carried out their Neighbourhood Plan in 2 tranches which gave them access to 2 lots of grants from Locality.

 

The costs of planning consultants for a village with a population of 9,500 range from £21,000 to £32,000

 

Officer time at Councils has varied from 10 hours per week to a full time post.

 

Sources of Finance

·        Grants from Locality are currently £10,000 per Neighbourhood Plan.

 

·        Other Councils have used Community Infrastructure Levy Funds towards funding their plans but as yet we do not have that in Welwyn Hatfield.

 

·        precept (for town/parish councils);

 

·        local donations;

 

·        developers and landowners;

 

·        local businesses/chambers of commerce.

 

 

Further information can be found here;

 

How to create a Neighbourhood Plan: Your step by step roadmap guide - Locality Neighbourhood Planning

 

Information sourced from;

 

Locality Neighbourhood Planning

 

SLCC  advice sheet AD 303 – Planning: Neighbourhood Planning (England) (copyright protected)

 

Report by C. A. Lloyd Town Clerk