Minutes of the meeting of the Resources & Policy Committee held via Zoom on Wednesday 21st July 2021 at 19:30.
Councillor T. Wiltshire – Chairman
Councillor J. Bond
Councillor R. Griffiths (substituting for Cllr. J. Brennan)
Councillor C. Juggins (from Item 24)
Councillor M. Eames-Petersen
C. Lloyd (Town Clerk)
S. Frake (Head of Operations)
A. Ogilvie (Head of Estates)
Apologies for absence were received from Cllr Brennan and Cllr Juggins as she would arrive late due to a Borough meeting.
There were no questions.
There were none
Minutes of the meeting held on 9th June 2021were approved and will be signed by the Chairman when possible.
Members noted the Report of Officers. The buildings insurance was £340.95 per annum.
The tentative request from QE2 Rugby was noted and Members welcomed a more detailed proposal but in the meantime RECOMMENDED TO COUNCIL THAT;
(i) The covenants be removed at a cost of £2,000;
(ii) Depot items be removed from the garages & notice given to the Borough Council;
(iii) The Head of Estates use the Old Scout Hut for Depot storage.
Action: Town Clerk / Head of Estates
Members noted the Report of Officers.
Members requested that further information be sought from Green Triangle on what their proposal included. Members considered that Green Triangle needed to include preparation support, a consultation report and outcome summary were needed, Members also requested information on the fee proposal if “No Further Action” was decided as the preferred option. Members further requested details and costings from the Website Manager (Willow Web) on reconfiguring the website to enable consultation and analysis via that medium, not only for this project but for future consultation exercises.
RECOMMENDED TO COUNCIL that on 28th July they consider the response from Green Triangle and Willow Web.
Action: Town Clerk
Members noted the expenditure of £1,050 to repair the blue slide.
Members noted the quotes received.
The Town Clerk was requested to ensure that the renewal covered everything the Council Managers needed as well as Councillors. Councillor Eames-Petersen requested that the Town Clerk seek advice on matters currently receiving support from Ellis Whittam and their continuing future support. The Town Clerk confirmed that there are no outstanding, active cases from the current year. Standing Orders had been changed to reflect that Establishment Sub Committee was now Human Resources Committee.
RECOMMENDED TO COUNCIL that the Town Clerk report back to Human Resources Sub Committee.
Action: Town Clerk
Members considered various options;
· Beacon Lighting 2nd June
· Joining Platinum Party at the Palace which would take place in the evening of 4th June. Potentially hiring a TV screen and showing the concert whilst residents attend with picnics etc.
· The Big Jubilee Lunch 5th June: Hosting a Big Lunch at Birchwood Leisure Playing Fields or setting aside grant funding to help Hatfield people organise their own street parties.
· A commemorative bench being placed in Coronation Gardens or our QE2 Field in Trust;
· The Head of Estates participating in the Queen’s Green Canopy; and
· A competition for local children with commemorative items as prizes.
RECOMMENDED TO COUNCIL that the following be approved subject to further input from all Members of the Council;
· Plant large Oak Tree 2nd June linking to Hatfield’s History;
· The Big Jubilee Lunch 5th June: Hosting a Big Lunch at Roe Hill Hall & Fields and also setting aside grant funding to help Hatfield people organise their own street parties;
· The Head of Estates participating in the Queen’s Green Canopy.
Action: Town Clerk, Head of Operations and Head of Estates
20:26 Cllr Juggins entered the meeting
As Members had not received the definitive draft response from Cllr Eames‑Petersen in time for the meeting, Members RECOMMENDED TO COUNCIL that this matter be considered in full detail at its meeting, including the impact on the Town Council as an organisation.
Action: Cllr Eames-Petersen
Members noted the Report of Officers and RESOLVED that a price of £22.50 on non-operating days and £50 on operating days be charged for small Fun Fairs. The definition of “small” be delegated to the Town Clerk.
Action: Town Clerk
Members noted the report as circulated. Staff were thanked for their hard work and doing extremely well in keeping the Town Council services operating.
The Head of Operations was requested to carry out a projection of revenue for Birchwood Leisure Centre.
RECOMMENDED TO COUNCIL that the report be noted.
Noted that the next meeting of the Committee will take place on 8th September 2021 at 7.30pm.