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16th June 2021

 

 

Dear Councillor

 

This is to inform you that the Meeting of the Council will be held in The Sportsman, Birchwood Leisure Centre, Longmead, Hatfield AL10 0AN at 7.30 p.m. on Wednesday 23rd June 2021, to which you are summoned, for the transaction of the following business.

 

 

 

Yours sincerely,

 

Description: CALloyd

 

C A Lloyd

Town Clerk

 

AGENDA

1.               MAYOR’S ANNOUNCEMENT

2.               APOLOGIES

            To receive apologies for absence if any.

3.               DECLARATIONS OF INTERESTS BY MEMBERS

              To note declarations of Members’ personal interests or personal and prejudicial interests in respect of items on this Agenda.

4.               MINUTES

              To approve as a correct record the Minutes of the Council meetings held on 19th May 2021.  Copies attached and available to view & download at https://hatfield-herts.gov.uk/council-meetings-2

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.               QUESTION TIME

              Fifteen minutes of the Meeting will be given over to questions from members of the public on issues relating to the work of the Council.

6.               LEADER AND DEPUTY LEADER OF THE COUNCIL AND LEADERS OF POLITICAL GROUPS

Following advice from NALC, to note that Cllr Juggins is Leader of the Council and Cllr Wiltshire is Deputy Leader.  As these offices are not legally required and are only created by convention, to consider retaining or amending Standing Order 26 as attached.

7.               APPOINTMENT OF COMMITTEE AND SUB COMMITTEES, TERMS OF REFERENCE AND SCHEME OF DELEGATION

To approve the nomination of Councillor Eames-Petersen to Sport & Leisure Committee and Planning Committee.

 

To approve the nomination of Councillor Newman to Sport & Leisure Committee.

 

To approve the nomination of Councillor Mendez to Planning Committee.

 

To rename Establishment Sub Committee to HR Committee (with the same membership previously approved and removing responsibility for Capital Projects) and name change being made in all Council Policies and Constitutional documents.

 

To create a Capital Projects Sub Committee (a Sub Committee of R&P Committee) tasked with overseeing Capital Build Projects on Hatfield Town Council land but with no spending authority.  Suggested number of Members is five.  Nominations are requested.

8.               APPOINTMENT TO OUTSIDE BODIES

To appoint Members as representatives on outside bodies.

9.               TO RECEIVE AND APPROVE THE RECOMMENDATIONS OF COMMITTEES

26th May 2021 – Sport & Leisure Committee

9th June 2021 – Resources & Policy Committee

16th June 2021 – Planning Committee

Minutes available to view at www.hatfield-herts.gov.uk

10.            PROTOCOL ON MEMBER/OFFICER RELATIONSHIPS

To consider the draft protocol as required under the Code of Conduct 2021 (previously circulated).

11.            MOTIONS FROM COUNCILLORS

MOTIONS FROM COUNCILLOR BOND

MOTION 1

In accordance with Standing Order 7, Councillors Juggins, Wiltshire, Bond, Mackay and Craig wish to rescind the resolution at Minute 74 (3) and (4) of 31st March 2021 and substitute a timescale as follows;

1st September  – 30th September – Consultation;

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

The reason for this change is to get this matter moving as quickly as possible.

MOTION 2

In accordance with Standing Order 9, I request that the Council ask the Town Clerk to find out information on the Hatfield Community Sports Fund (including money already allocated to projects), and circulate the information to all Councillors as soon as possible.

 

A request be sent to the Fund Administrators advising that the Town Council is looking at schemes for football and the Sports Specific Major Fund (football) should be ring-fenced for application by the Town Council for 2 years.

MOTION FROM COUNCILLOR EAMES-PETERSEN

Howe Dell Community hall be kept under the trusted role of Hatfield Town Council* for  use by the Community, ( as understood by the s106 agreement) and not handed over to Herts County Council and Howe Dell School.  (Exclusive use by the School was only a temporary arrangement, during the Covid pandemic).

 

The school have plenty more hall space and classrooms and a field to build in.  The community have nothing else there.

 

*understanding that the Town Council provide good notice of the bookings to the school and there is a signed agreement by school/caretaker to provide hot water and reserved car- parking spaces on the day of bookings.

 

12.            ANNUAL GOVERNANCE AND ACCOUNTABILITY RETURN (AGAR) 2020/21

Report attached

13.            ROE HILL PLAY EQUIPMENT

Report attached

14.            SETTING UP “HELP A HATFIELD CHILD” CHARITY

To agree the attached Setting up documents as advised by the Charity Commission.

15.            PUBLICITY ON COUNCIL’S SOCIAL MEDIA PLATFORMS AND WEBSITE

Report attached

16.            DATE OF NEXT MEETING

            To note that the next meeting of the Council is 28th July 2021.

17.            EXCLUSION OF THE PRESS AND PUBLIC

            RECOMMENDED

 

That the press and public be excluded for the following item as their presence would be prejudicial to the public interest by reason of the confidential nature of the business to be transacted.

 

(i)               Property matters

 

 


(i)                

AGENDA ITEM 6

LEADER AND DEPUTY LEADER OF THE COUNCIL AND LEADERS OF POLITICAL GROUPS

CURRENT STANDING ORDER 26

LEADER AND DEPUTY LEADER

 

a)         Members of the majority party shall at any time appoint from amongst themselves a Leader and Deputy Leader who shall be called respectively "The Leader of the Council" and "The Deputy Leader of the Council".

 

b)         The main function of the Leader and the Deputy Leader shall be to undertake the exposition of the Council's policy and to lead the Council's representatives at major conferences and important deputations as necessary.

 

c)         The Leader and Deputy leader shall be ex-officio voting Members on all Standing Committees.

 

d)         The members in opposition to the majority party may appoint from amongst themselves a Leader and Deputy Leader of the Opposition.

 

ALTERNATIVE STANDING ORDER 26

1.     THE LEADER OF THE COUNCIL AND POLITICAL GROUPS

1.1.        Councillors shall as soon as possible after being elected notify the Town Clerk to which Political Group, if any, they wish to belong

1.2.        The Political Groups will notify the Town Clerk of those Councillors appointed as Leader, Deputy Leader or Representative of each Group

1.3.        Formal communication from the Political Groups relating to the conduct of the Council’s business will be undertaken by the Leader / Deputy Leader / Representative of each Political Group.

 

2.               LEADER AND DEPUTY LEADER OF THE COUNCIL

 

1.     Will have no decision-making capacity, including strategic direction of the Council.

2.     Will work with the Town Clerk to ensure the corporate plan and operational management of the Council are working effectively and that communication channels are effective.

3.     Will work with the Town Clerk to negotiate (or delegate to the relevant councillors to negotiate) on behalf of the Council with other local authorities and organisations in order to deliver the strategic direction and policy objectives.

4.     Will discuss with the Town Clerk, on a regular basis, the operational work of the Council and issues within the town and council.

5.     Will work with the Town Clerk to consider upcoming meetings with external organisations, briefings and agendas for future meetings.

6.     Will contribute to the appraisal of the Town Clerk’s performance at least annually (carried out by 2 Councillors from HR Committee).

7.     Will represent all councillors in a non-political manner.

8.     A Deputy Leader will substitute for the leader when the leader is unavailable.

9.     Neither the Leader or Deputy Leader will direct the work of the Town Clerk or any officers.


 

AGENDA ITEM 8

 

MEMBERSHIP OF OUTSIDE BODIES 2021/22

 

 

 

2020/21

Members

 

2021/22

Members

 

a)

Newgate Street Village Hall

 

Cllr Wiltshire

Cllr Craig

 

Cllr Wiltshire

Cllr Craig

 

b)

Wellfield Trust

 

Cllr Mendez

T. Lyons

Cllr Bolitho

 

Cllr Mendez

T. Lyons

Cllr Bolitho

 

c)

Welwyn Hatfield Highways Liaison Meeting

 

Cllr Eames-Petersen

 

 

d)

Hatfield 2030+

 

Cllr Brandon

 

e)

Town Team

 

Cllr Brandon

Cllr Juggins

 

 

f)

Community Liaison Forum (University)

 

Cllr Brandon

 

g)

Borough, Town & Parishes Meeting

 

Cllr Juggins

 

h)

Hatfield Community Sports Fund Board

 

Cllr Brandon

 

i)

Ellenbrook Park Preservation Trust

 

Cllr Brisbin

 

j)

Police liaison

 

Cllr Brennan

Cllr Brandon

 

 


 

AGENDA ITEM 12

ANNUAL GOVERNANCE AND ACCOUNTABILITY RETURN (AGAR) 2020/21

Draft Return is attached separately or available from the Town Clerk – town.clerk@hatfield-herts.gov.uk

 

Members are requested to agree ;

 

(i)                           The dates of the period for the exercise of public rights be confirmed as 24th June 2021 – 4th August 2021;

 

(ii)                          Section 1 - The Annual Governance Statement on Page 4 be approved and the Mayor and Clerk be authorised to sign Page 4 on behalf of the Council;

 

(iii)                         Section 2 – Accounting Statements 2020/21 on Page 5 be approved and the Mayor and the Clerk be authorised to sign Page 5 on behalf of the Council;

 

(iv)                        The Annual Internal Audit Report 2020/21 at Page 3 be noted;

 

(v)                          The checklist at Page 2 be agreed.

 

 

Comments from the internal Auditor to the Chairman of Resources & Policy Committee were;

 

“For 2019/20, the Council made adjustments to the Sage accounting system brought forward balances to bring them in line with the actual bank balances and reserves. This was done following some forensic work in 2019 that confirmed that the brought forward balances on the system had been wrongly adjusted by journals by the previous finance officer, probably over multiple years. These were accounting entries only, and did not reflect any actual expenditure or income. As far as was possible to tell, they appeared to have been put through the Sage accounting system incorrectly to remove reconciling items. when in fact the reconciling items were supposed to appear on the face of the reconciliation - such as Debtors and creditors, and, up to this year (20/21) similarly Section 106 monies were usually part of the reconciliation too (see further reference below) As this error in raising year end journals had been done for some years (or so it appeared from entries on Sage) the cumulative effect was corrected during 2020 to bring the recorded balances on Sage in line with the actual cash balances and reserves.

 

The internal audit work on financial processes and Sage records, and the other control objectives identified in the AGAR confirmed that all the in year transactions for 2019/20 and 2020/21 could be relied upon as accurate recording of the financial activities, and that processes around risk management, governance, budgeting and financial monitoring were as expected. Reconciliation has been completed between the Sage records and the Bank accounts.

 

The external auditors have stated a change of presentation within the AGAR.  For 2020/21 they expect councils to state the S106 reserve as part of the overall cash balances available to the Council in box 7 (rather than classifying them separately as part of the box 7 and 8 reconciliation as reserves). What they have not been clear about is whether they are to be included in the 'other income' box this year, or perhaps added to the brought forward balance in box 1. The overall S106 monies are recorded as a reserve in Sage and on the Trial Balance (rather than on a revenue income code) so the balance does not currently appear in the 'other income' box.

Clarification should be sought from PKF, the external auditor, to assess where the S106 balance should appear so that box 7 does add up to the sum of boxes 1-3, less boxes 4,5, and 6. At the moment, the total S106 monies have been added straight into box 7 for 2021 (which will include the 20/21 in year receipts plus any brought forward S106 money).  So before the final figures are submitted to PKF, their opinion on this should be sought on where the previous and new S106 monies should be stated on the AGAR. It does not change the overall balances available to the Council, it is an accounting presentation issue.”

 

The Head of Operations has contacted the external auditor who has advised that the s.106 should be shown as a variance even though the boxes do not add up.

 

The External Auditor advised of and made appropriate adjustments in 2017/18 when s.106 monies were erroneously treated as CIL monies by the internal auditor at that time and all boxes used going forward are correct.

 

The breakdown of the s.106 funding is as follows;

 

£176,411.78 b/fwd from 2016 (for maintenance of deHavilland Grange & Coronation Gardens)

 

£77,000 Bovis 15/12/20 (for maintenance of transferred sites)

£228,214 Bovis 10/12/20 (for maintenance of transferred sites)

£6,753.13 Acacia 24/08/20 (for play equipment)

 

TOTAL - £488,378.91


 

AGENDA ITEM 13

ROE HILL PLAY EQUIPMENT

As Members know, a piece of play equipment has been removed from Roe Hill Play Area as it was unsafe.  Some of the safety surfacing under the swings and roundabout also need replacing or repairing.

 

Officers have sought quotes for a replacement climbing frame as well as new safety surfacing.

 

The Council will be the beneficiary of £70,000 s.106 funding for “teen equipment” at Roe Hill Hall.  Funds are currently held by the Borough Council.  If Members so wish, the s.106 funding can be applied to the provision of a new climbing frame (and safety surface) which will be suitable for all ages plus a gym equipment bundle suitable for teens, footballers and rugby players.

 

Caloo have quoted £34,950 of which £9,161 is safety surfacing replacement that the Town Council will have to pay for, the remainder should be fundable from s.106 money.  More quotes have been sought.

 

 

Strategic Plan

Keeping assets well maintained and compliant

 

Equalities

Could consider accessible equipment

 

Environmental/Sustainability

Grasscrete will be used under all new equipment as it permits grass to grow.

 

Crime & Disorder

Better play equipment attracts young people off the street and into areas that they are meant to use.

 

Financial

Listed in the report

 

Resources (including workforce)

Grounds staff have removed the equipment.

 

Risk Management

Not being well maintained and compliant may cause injury to public.

 


 

 

AGENDA ITEM 14

SMALL CHARITY CONSTITUTION

Suitable for small charities with an annual income under £5,000 that don’t own a building or employ people  and do not intend to register with the Charity Commission.

 

 

 

1           NAME

 

             The charity’s name is Help a Hatfield Child

 

2           THE PURPOSES OF THE CHARITY ARE:-

 

To provide gifts at Christmas to children living, attending school or home schooling within Hatfield Town Council boundary in Hertfordshire through local schools’ nominations.

3          TRUSTEES

 

The charity shall be managed by Hatfield Town Council, Hertfordshire

 

4           CARRYING OUT THE PURPOSES

 

In order to carry out the charitable purposes, the trustees have the power to:

 

(1)             raise funds, receive grants and donations

 

(2)             apply funds to carry out the work of the charity

 

(3)             co-operate with and support other charities with similar purposes

 

(4)             do anything which is lawful and necessary to achieve the purposes

 

5           MEMBERSHIP

 

The charity shall have a membership.   People who support the work of the charity and are aged 18 or over, can apply to the trustees to become a member.  Once accepted by the trustees, membership lasts for 3 years and may be renewed.  The trustees will keep an up-to-date membership list.

 

The trustees may remove a person’s membership if they believe it is in the best interests of the charity.  The member has the right to be heard by the trustees before the decision is made and can be accompanied by a friend.

 

6           ANNUAL GENERAL MEETING - AGM

 

(1)             The AGM must be held every year, with 14 days notice given to all members telling

them what is on the agenda.   Minutes must be kept of the AGM.

 

(2)             There must be at least 3 members present at the AGM.

 

(3)             Every member has one vote. 

 

(4)             The trustees shall present the annual report and accounts.

 

(5)             Any member may stand for election as a trustee. 

 

(6)             Members shall elect between 3 and 10 trustees to serve for the next year.  They will retire at the next AGM but may stand for re-election.

 

7           TRUSTEE MEETINGS

 

(1)             Trustees must hold at least 3 meetings each year.  At their first meeting after the AGM they will elect a chair, treasurer and secretary.  Trustees may act by majority decision.

 

(2)             At least 3 trustees must be present at the meeting to be able to take decisions.   Minutes shall be kept for every meeting.

 

(3)             If trustees have a conflict of interest they must declare it and leave the meeting while this matter is being discussed or decided.

 

(4)             During the year, the trustees may appoint up to 2 additional trustees.  They will stand down at the next AGM.

 

(5)             The trustees may make reasonable additional rules to help run the charity.  These rules must not conflict with this constitution or the law.

 

8           MONEY AND PROPERTY

 

(1)             Money and property must only be used for the charity’s purposes.

 

(2)             Trustees must keep accounts.  The most recent annual accounts can be seen by anybody on request.

 

(3)             Trustees cannot receive any money or property from the charity, except to refund reasonable out of pocket expenses.

 

(4)                 Money must be held in the charity’s bank account.  All cheques (or on line banking payments) must be authorised by 2 trustees.

 

9           GENERAL MEETINGS

 

If the Trustees consider it is necessary to change the constitution, or wind up the charity, they must call a General Meeting so that the membership can make the decision.  Trustees must also call a General Meeting if they receive a written request from the majority of members.  All members must be given 14 days notice and told the reason for the meeting.  All decisions require a two thirds majority.  Minutes must be kept.  

 

(1)             Winding up - any money or property remaining after payment of debts must be given to a charity with similar purposes to this one.

 

(2)             Changes to the Constitution - can be made at AGMs or General Meetings.  No change can be made that would make the organisation no longer a charity. 

 

(3)             General Meeting - called on written request from a majority of members.

 

(4)             Trustees may also call a General Meeting to consult the membership

 

 

 

10         SETTING UP THE CHARITY

 

This constitution was adopted on  _____________ 20___   by the people whose signatures appear below.  They are the first members of the charity and will be the trustees until the AGM, which must be held within one year of this date.

 

 

Signed                                     Print name and address

 

 

                    ________________________                          ___________________________________________________________________

 

 

                      ________________________        ___________________________________________________________________

 

 

                    ________________________                          ___________________________________________________________________

 

 

                    ________________________                          ___________________________________________________________________

 

 

                    ________________________                          ___________________________________________________________________

 

 

                    ________________________                          ___________________________________________________________________

 

 

                    ________________________                          ___________________________________________________________________

 

 

                    ________________________                          ___________________________________________________________________

 

 

                    ________________________                          ___________________________________________________________________

 

 

                    ________________________                          ___________________________________________________________________

 

 

                    ________________________                          ___________________________________________________________________

 

 

                    ________________________                          ___________________________________________________________________

 

 

                    ________________________                          ___________________________________________________________________

 

 

                    ________________________                          ___________________________________________________________________


 

AGENDA ITEM 15

PUBLICITY ON COUNCIL’S SOCIAL MEDIA PLATFORMS AND WEBSITE

The Town Council has been asked to help Hart’s in Mind advertising the Art Market in the Town Centre.

 

In addition to requesting banners on the highway (which the Town Council cannot assist with), the council has been asked if could help by “spreading the word”.

 

Previously Members have decided not to have a “Links” page on the website and have declined requests to promote others’ events or services on it but have always been happy for retweets or sharing of other peoples’ posts (especially if they are a Charity).

 

Members are requested to consider whether a “Links” Page should now be added to the Council’s website for charities to share their links.

 

Report by Carrie Lloyd, Town Clerk

 

Strategic Plan

Community participation through communication

 

Equalities

Will include all communities

 

Environmental/Sustainability

N/A

 

Crime & Disorder

N/A

 

Financial

None

 

Resources (including workforce)

Staff time on social media

 

Risk Management

Incorrect links (reputation)

Missing out a charity leading to bad publicity