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14th July 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 21st July 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/83394599457?pwd=enJXNkVtRnlIb0JpR1N0eDY4bk5PQT09

 

Meeting ID: 833 9459 9457

Passcode: 401596

 

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 23rd June 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.               SCOUT HUT UPDATE

To consider the attached report

6.               COST OF PUBLIC CONSULTATION – BIRCHWOOD SPORTS COMPLEX

To consider the attached report.

7.               EMERGENCY REPAIRS - FUNZONE

To consider the attached report.

8.               CONTRACT FOR HUMAN RESOURCES ADVICE

To consider the attached report

9.               PLATINUM JUBILEE 2022

To consider the attached report

10.            RESPONSE TO AFFINITY WATER’S CONSULTATION

To consider the attached report

11.            FUN FAIR CHARGES

To consider the attached report

12.            REPORT FROM THE HEAD OF OPERATIONS

To consider the attached report

13.            DATE OF NEXT MEETING

The date of the next scheduled meeting is 8th September 2021.

 

 

Members:        Cllr T. Wiltshire, Cllr C. Juggins, Cllr Bond, Cllr Brennan, Cllr MacKay

 

For Information: All other Members of the Council.


 

AGENDA ITEM 5

BIRCHWOOD SCOUT HUT SITE

Following on from the March meeting, the Town Clerk contacted Welwyn Hatfield Borough Council (WHBC) regarding the covenant on site.  This then led to another covenant that will also require release from Homes England (previously the New Towns’ Commission).

 

Costs to be released from the covenants are about £1,000 per organisation.

 

As Members will recall, the Head of Estates has requested that he be permitted to move some of the Depot into the site, thus releasing the Town Council from garage rental fees and providing more working space for vehicle repairs undercover.

 

QE2 Rugby Club have expressed an interest in taking over the hut to use as their Clubhouse, as well as creating 2 rugby pitches at Birchwood Playing Fields but as yet have not identified where the displaced football pitches should go.  They have indicated that the £200,000 s.106 Funding held by WHBC for Rugby provision in Hatfield would be used to improve the old Scout Hut, but the application process has specific criteria which, it is thought, will require substantial investment from another source.  Members should note that any uplift in rental income from the site will require a percentage to go to Homes England under the current land transfer agreement.

 

 

 

Strategic Plan

Provide a new Depot for grounds staff

Support the Strategic Sports Development Plan by WHBC and Sports Facility Study

 

Equalities

N/A

Environmental/Sustainability

N/A

Crime & Disorder

N/A

Financial

Max £2,000 costs

Potential savings on garage rent

£1,200 pa

Resources (including workforce)

Town Clerk’s time

 

Risk Management

Asbestos in roof but Asbestos report received showing minimal risk.

Insurance implications will be updated at the meeting.

 

Members are requested to approve release from the Covenants and associated expenditure.

 

Members’ views are sought on potential use of the site.

 

Report by Carrie Lloyd, Town Clerk

 


 

AGENDA ITEM 6

CONSULTATION ON BIRCHWOOD PROPOSALS

Following on from the Council meeting in March, costs have been sought from companies specialising in Community Consultation.

 

Red Potato have quoted a maximum of £5,000 with an expected response rate of 2.5%.

 

Green Triangle have suggested £3,000 - £6,000 (to write copy and design comms campaign for engagement with the Hatfield community to establish their preferences for the Birchwood Leisure Centre facilities. Including associated PR and online response management mechanisms - additional information circulated separately)

 

Snap dragon have submitted the a quote of £21,000 (To ensure the best outcome for local people, and the ability to play football on the site for years to come, Snapdragon suggest it will be important to agree from the outset what the Town Council would like to achieve on the site, and agree messaging for this moving forwards. One of their first suggested actions would be to meet with the Town Council to agree an approach and the opportunities for engagement surrounding this.  Snapdragon at PLMR will adopt a consultation strategy that spans the community, encouraging local people to provide their feedback, discussing with footballing groups, and securing input from local and political stakeholders - additional information circulated separately)

 

 

 

 

Strategic Plan

Involves the community

 

Equalities

Consultation will be in all formats to be accessible to all

Environmental/Sustainability

N/A

Crime & Disorder

N/A

Financial

Max £6,000

Resources (including workforce)

Management of contract

Risk Management

Ensures that consultation is truly neutral protecting the Council’s reputation.

Ensures whole community is consulted without any prejudices or favours toward any 1 scheme.

 

Members are requested to consider engaging Green Triangle for the consultation work.

 

Report by Carrie Lloyd, Town Clerk

 


 

 

AGENDA ITEM 7

 

EMERGENCY REPAIRS IN THE FUNZONE

 

Following a weekly routine inspection of the FunZone, it was noted that the blue slide was not even.  A specialist company were requested to attend and they closed the slide for health and safety reasons.

 

Under the Council’s Financial Regulations,  “In cases of extreme risk to the delivery of Council services, the clerk may authorise revenue expenditure on behalf of the Council which in the clerk’s judgement it is necessary to carry out.  Such expenditure includes repair, replacement or other work, whether or not there is any budgetary provision for the expenditure, subject to a limit of £10,000. The Clerk shall report such action to the Leader and Deputy Leader before the expenditure is incurred or as soon as possible thereafter and to the Council as soon as practicable thereafter.”

 

The Leader and Deputy Leader were informed on 25th June 2021.

 

The Town Clerk then authorised £1,050 repair costs.  The slide is now open for children to enjoy.

 

 

Strategic Plan

To keep all of our premises safe & in good working order.

Equalities

N/A

Environmental/Sustainability

N/A

Crime & Disorder

N/A

Financial

£1,050 spent within Financial Regulations (see above)

 

Resources (including workforce)

Monitoring of contracted work by FunZone Manager

 

Risk Management

The slide was unsafe for use

 

Report by Carrie Lloyd, Town Clerk


 

AGENDA ITEM 8

 

HUMAN RESOURCE ADVICE

 

The Council’s contract with Ellis Whittam is due for renewal in Sept 2021.

 

Peninsular have advised that the cost will be £4,728 per annum.

 

HR Services Partnership have merged with Ellis Whittam.

 

Ellis Whittam have declined to quote until nearer the time due to excessively high usage of their services in 2020.

 

Council HR & Governance Support will cost £1,950 pa for a year’s contract.

 

Members are requested to approve the appointment of Council HR & Governance Support  or Ellis Whittam (whichever is the cheapest) when the contract is due for renewal in September 2021.


 

AGENDA ITEM 9

QUEEN ELIZABETH II PLATINUM JUBILEE – 2nd JUNE 2022

 

A Guide to the celebrations has been circulated to Members.

 

2nd June 2022

 

Town criers will undertake a Proclamation at 1pm

 

Beacons will be lit that evening and pipers playing Diu Regnare at 9.09pm, before the beacons are lit at 9.15pm.  This could well be the last chain of beacons lit during The Queen’s reign.

 

The cost of purchasing a gas lit beacon is £490, which from a Health and Safety perspective is better than using a brazier.  Should Members wish to use a brazier, construction of one will need to be commissioned.

 

It is suggested that if Members wish to have a beacon, it be lit at Roe Hill (one of the highest points in Hatfield owned by the Town Council.

 

Hatfield House have confirmed that they will not be taking part in the celebrations as they have an event that weekend.

 

 

3rd June 2022

 

Is a Service of Thanks Giving for the Royal Family

 

 

4th June 2022

 

The Derby will be held in the afternoon.

 

Platinum Party at the Palace will take place in the evening.  The BBC will stage and host a concert.  Members may like to consider hiring a TV screen and showing the concert whilst residents attend with picnics etc.

 

 

5th June 2022

 

The Big Jubilee Lunch: Every year since the idea began in 2009 The Big Lunch has encouraged communities to celebrate their connections and get to know each other a little bit better, coming together in a spirit of fun and friendship. In 2022 The Big Lunch will bring the Jubilee celebrations into the heart of every community. 

 

People are invited to share friendship, food and fun with neighbours as part of the Platinum Jubilee celebrations. A Big Jubilee Lunch can be big or small - street party or picnic, tea and cake or a garden barbeque. The Big Lunch provides tips and ideas for hosting an event.

 

Members may wish to consider hosting a Big Lunch at Birchwood Leisure Playing Fields or setting aside grant funding to help Hatfield people organise their own street parties.

 

 

 

Other ideas

 

A commemorative bench could be placed in Coronation Gardens or our QE2 Field in Trust.

 

The Head of Estates is looking into the Queen’s Green Canopy (see attached).

 

Members may like to consider holding a competition for local children with commemorative items as prizes.

 

 

Members’ views are sought.

 

Report by Carrie Lloyd, Town Clerk


 

AGENDA ITEM 10

 

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Affinity Water draft Drought Plan Public Consultation

9 June 2021

  

Affinity Water Launch Draft Drought Plan Public Consultation

 

Dear Councillor

 

We are pleased to inform you that we have published our draft Drought Plan and are now in a period of public consultation. Please find attached our formal consultation letter which provides information on where to download our draft Drought Plan and view associated documents.

 

We would be grateful if you could provide comments on our draft Drought Plan by 5pm on 30th July 2021. We will review all the representations received and produce a statement of response, which will be published in September 2021. We will also update the draft plan and submit this to Defra for review.

 

Subject to approval from Defra and the Environment Agency, we will publish our final Drought Plan in Spring 2022.

 

If you have any questions please don’t hesitate to get in touch.

Yours faithfully,

Kevin Barton

Head of External Communications

Affinity Water 

 

To view the drought plan documents, including a non-technical summary of the plan and articles with supporting information, please visit the consultation website here:

https://affinitywater.uk.engagementhq.com/drought-consultation

 

Members have been requested to forward any draft comments to the Town Clerk by 20th July at the very latest.


 

AGENDA ITEM 11

FUNFAIR CHARGES

The Council’s standard charge for Fun Fairs is £45 on non-operative days and £200 on operative days.  If a Fun Fair operates during a Town Council Event different charges have applied.

 

The children’s Fun Fair, which has operated out of Roe Hill and Newgate Street in the past, negotiated with a Councillor and a cheque was passed to him for the Town Council to bank.  The details of the negotiations were not known to the Council nor its staff.

 

Due to Co Vid risk assessments etc. required by Environmental Health, the Fun Fair has not been able to operate out of Newgate Street due to lack of preparation time.  They have requested that they come to Birchwood Playing Fields Monday, the 2nd of August until Monday, the 23rd of August, operating days Saturday, the 7th of August until Sunday, the 22nd of August - opening hours from 12 midday until 6 or 7 pm.

 

They have been advised of the charges but state as they are only a children’s Fun Fair the price is too much and have asked the Council to consider reducing its charges.

 

Strategic Plan

Good Governance - no Councillor can act alone without the authority of Council; clarity on charges

 

Equalities

All operators on Birchwood Playing Fields have been treated the same.

 

Environmental/Sustainability

N/A

Crime & Disorder

N/A

Financial

Charges should be £3,470 for these dates.

The Fun Fair are offering 10% of their income as they had previously discussed with the Councillor.

 

Resources (including workforce)

Head of Estates’ time

 

Risk Management

A Co Vid risk assessment will still need to be submitted to Environmental Health and the Safety Advisory Team

 

Members’ views are sought on charges for Fun Fairs.

 

Report by Carrie Lloyd, Town Clerk

 


 

AGENDA ITEM 12

 

FUNZONE INCOME 2021

 

FunZone Soft Play Takings

Party Takings

DATE

AMOUNT

DATE

AMOUNT

May 17th -30th

£2,872.90

May

nil

June

£3,966.93

June

nil

July 1-13

£1,636.13

July 19.07.21

£2,880.00

August

 

August

£2,480.00

September

 

September

£4,160.00

October

 

October

£2,320.00

November

 

November

£1,600.00

December

 

December

£1,360.00

 

 

 

 

Total

£8,475.96

Total

£14,800.00

 

 

CAFÉ – 17TH MAY – 16TH JUNE

 

Income - £1,870.68

 

Cost of goods = £603.72

 

Total Gross Profit = £1,266.96

 

 

 

More information to follow