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Minutes of the meeting of the Resources & Policy Committee held at Birchwood Leisure Centre, Longmead, Hatfield AL10 0AN on Wednesday 8th September 2021 at 19:30.

PRESENT:

Councillor T. Wiltshire Ė Chairman

Councillor J. Bond

Councillor J. Brennan

Councillor C. Juggins Ė Vice Chairman

ALSO PRESENT:

Councillor M. Eames-Petersen

Councillor R. Griffiths

 

OFFICERS:

C. Lloyd (Town Clerk)

S. Frake (Head of Operations)

A. Ogilvie (Head of Estates)

28.            APOLOGIES

There were no apologies for absence.

29.            QUESTIONS

Two residents from Aviation Ave. raised their concerns regarding removal of the play equipment.They further raised concerns regarding anti-social behaviour from young people mainly residing in HMO properties in the road, speeding cars, lack of rubbish collection.They raised concerns that there was very little play equipment on site for toddlers and some of the equipment was broken.The residents were requested to write to the Town Clerk with their concerns so that the Town Council could direct them to the most appropriate Authority or Officer.

30.            CONSULTATION ON AVIATION AVE.

Members noted the letter from Bovis Homes.In light of comments made at the meeting and those received from the consultation letter sent out, Members RESOLVED that;

 

(i)              The Town Council decline to adopt Aviation Ave Play Area, with or without play equipment;

(ii)             Bovis, the Borough Council, Police and University be requested to meet up to address the anti-social behaviour being highlighted;

(iii)            Borough Planning / Environmental Health be requested to look into the issue of so many HMO properties in Aviation Ave.

Action: Town Clerk

31.            DECLARATIONS OF INTEREST

There were none

32.            MINUTES

Minutes of the meeting held on 21st July 2021were approved and were signed by the Chairman along with all Zoom Meeting minutes from 2020/2021.

33.            REQUEST FROM EDSV ACADEMY

Members noted the request.The Council had placed the 3 year license for hire of the building on Government Contracts Finder and ensured that the license achieved consideration as best that could reasonably be obtained.The 3 year license had been signed and the licensee granted use of the public playing fields and changing rooms at no extra cost.

 

Members regretted that circumstances had changed for the Licensee and they were no longer able to utilise the Councilís Recreation Ground, however, Members did not believe they would be achieving best price for the Hall Hire if they reviewed the annual rent downwards.The Council had been hit hard due to Covid and could not consider subsidising a business.The Licensee was not a Charity and therefore would not be able to avail themselves of the Councilís grants (when available).

 

RESOLVED that the Licensee be advised that the Council could not accommodate a request for reduced rent in this instance.

 

Action: Town Clerk

34.            INTERNAL CONTROL REVIEW

Members noted the Report of Officers.

Members had requested that this report be brought to the Committee so that they may further understand this Annual requirement.The Chairman requested that it be circulated to all Members of the Council.

RESOLVED that the report be noted.

Action: Town Clerk

35.            MEDIUM TERM FINANCIAL FORECAST

Members noted the Report of Officers.

36.            BIRCHWOOD BASKETBALL QUOTES

Members noted the quotes received and RESOLVED that Caloo be selected as the Councilís preferred supplier.

The Clerk was requested to complete a business plan to go with grant applications.

Action: Town Clerk

37.            REPORT FROM THE HEAD OF OPERATIONS

Members noted the report as circulated.

 

Select Council services had been opened on May 17th and take up had been very good.Birchwood facilities were currently at 75% capacity and more bookings would be coming online in September.

 

Our opening hours at Birchwood were currently 0900 to 2200hrs Mon to Fri and 0900 to 1700hrs Sat & Sun.

 

The Leisure Centre only opens if there are enough sustainable bookings - it has to be viable.

 

Community halls reopened on 19th July. There will be a booking in one of our halls every weekend until the end of December.

 

Roe Hill Hall had been fixed after the water leak and the insurance pay out was awaited. The hall looks lovely with the new flooring and is receiving positive feedback from the viewings and functions being held.

 

FunZone had now increased its numbers and is very popular with local families. FunZone exclusive parties started from 19th July and parties have been booked every month until January. The FunZone had been promoted throughout the summer holidays with competitions & games.

 

Football Season has started.There are 38 teams playing across 14 pitches (adult & youth including womenís teams).

 

The cafť has been busy, August has been our best month to date taking £3,985.85 through the till.

 

The Head of Operations undertook to circulated the Councilís Reserves position as at 31st March to all Members.

RESOLVED that the report be noted.

Action: Head of Operations

 


PROFIT & LOSS JUL 2021

Period

Year to Date

Sales

Precept

£75,079.25

£300,317.00

Grants

£0.00

£8,407.00

Income

£24,630.44

£74,659.54

Purchases

Expenditure - Grants Payable (Mayors grant)

£0.00

£600.00

Gross Profit/(Loss):

£99,709.69

£383,983.54

Overheads

Support Costs - Rent and Rates

£4,260.42

£28,022.49

Support Costs - Utilities

£3,233.46

£9,223.84

Support Costs - Civic/Democratic

£0.00

£0.00

Support Costs - Printing/Stationery/Signage/Banners etc

£155.61

£1,452.02

All premises - Licences/Till systems/Broadband/Phone Systems & lease/Software etc

£4,692.13

£15,388.41

Support Costs - Equipment Hire and Rental

£65.06

£260.24

Support Costs - Maintenance & Upgrading

£6,840.78

£24,400.23

Support Costs - General Expenses

£0.00

£3,962.97

Management & Admin - Bank/Card system Charges & Interest

£502.88

£1,476.38

Gross Wages & Training, All other Staff Costs

£63,109.61

£213,887.56

Management & Admin - Professional & Audit Fees

£416.00

£5,112.58

Capital Expenses

£0.00

£0.00

Support Costs Fuel

£781.34

£4,255.66

Support Costs - Events/Walking Football

£420.00

£600.00

Support Costs - Premises expenses

£5,864.13

£44,266.69

Supports - Gen Expenses

£6,153.94

£16,182.35

£96,495.36

£368,491.42

Net Profit/(Loss):

 

£3,214.33

 

£15,492.12

PHYSICAL CASH IN BANK ACCOUNTS - AS AT 30 JUL 2021

 

CURRENT ACCOUNT =

£498,765.10

SAVINGS ACCOUNT =

£553,785.12

 

 

 

 


 


38.            DATE OF NEXT MEETING

Noted that the next meeting of the Committee will take place on 20th October 2021 at 7.30pm.

 

Closure 8.57pm

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Chairman