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17 November 2021

 

Dear Councillor,

 

This is to inform you that the meeting of the Resources and Policy Committee will be held in the Sportsman, Birchwood Leisure Centre, Longmead, Hatfield AL10 0AN at 7.30pm on Wednesday 24th November 2021, to which you are summoned, for the transaction of the following business. 

 

Yours sincerely,

 

 

 

C. A. Lloyd

Town Clerk

 


 

AGENDA

1.               APOLOGIES FOR ABSENCE

              To receive and accept apologies for absence and reasons why (for the 6 month rule), 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 20th October 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.               REPORT FROM THE HEAD OF OPERATIONS

To consider the attached report

6.               HOWE DELL COMMUNITY HALL

To consider the attached report

7.               CHRISTMAS LIGHTS – NEWGATE STREET AND BLUEBELL WAY

To consider the attached Strategy.

8.               DATE OF NEXT MEETING

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

9.               EXCLUSION OF THE PRESS AND PUBLIC

RECOMMENDED To RESOLVE that the press and public be excluded for the following items as their presence would be prejudicial to the public interest by reason of the confidential nature of the business to be transacted. 

 

                    (i)          Commercial Matters

 

 

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

 

For Information: All other Members of the Council.

 


 

AGENDA ITEM 4

Hatfield Council Logo CMYK JPEG

DRAFT

Minutes of the meeting of the Resources & Policy Committee held at Birchwood Leisure Centre, Longmead, Hatfield, AL100AN on Wednesday 20th October 2021 at 19:30.

PRESENT:

Councillor T. Wiltshire – Chairman

Councillor J. Bond

Councillor J. Brennan

Councillor C. Juggins – Vice Chairman

ALSO PRESENT:

Councillor M. Eames-Petersen

Councillor R. Griffiths

 

OFFICERS:

C. Lloyd (Town Clerk)

S. Frake (Head of Operations)

39.      APOLOGIES

There were no apologies for absence.

40.      QUESTIONS

There were no questions.

41.      DECLARATIONS OF INTEREST

There were none

42.      MINUTES

Minutes of the meeting held on 8th September 2021were approved and signed by the Chairman.

43.      CLOSURE OF 2020/21 AUDIT

Members noted the amended Annual Governance and Accounting Return as specified by the External Auditor.

 

Members noted that an explanation behind each box total had been circulated by the Head of Operations with the report in June 2021.

 

It was acknowledged that this finally brought the accounting return in line with all requirements, in particular the treatment of s.106 Funds and the Head of Operations was congratulated.

RESOLVED that the Return be noted.

 

Action: Town Clerk

44.      RISK ASSESSMENTS 2021/22

Members noted the Report of Officers and the Risk Assessment folder which was supplied at the meeting for viewing.

Members considered the Assessments very comprehensive and requested that all Estates Assessments were finalised by December 2021.

RESOLVED that the report be noted.

Action: Head of Estates

45.      ANNUAL INVESTMENT STRATEGY

Members noted the Report of Officers and RESOLVED that the Strategy be approved.

Action: Town Clerk

46.      RESERVES AND BALANCES POLICY

Members noted the Report of Officers and RESOLVED that the Policy be approved.

Action: Town Clerk

47.      USE OF .GOV EMAIL

Members considered the report from NALC.

RESOLVED that

     (i)          training be arranged for Councillors and the Council’s IT support be requested to facilitate operational emails on Councillors’ devices; and

   (ii)          all Councillors shall use the Council email address for any Council business without exception this will be incorporated into the Council’s Email Policy.

Action: Town Clerk

48.      FUNZONE BOILER REPLACEMENT

Members noted the action taken by the Head of Estates following consultation with the Leader and Deputy Leader.  Air source heat pumps had been considered but regretfully, at present were price prohibitive (as were electrical heaters).  Officers understood that Members wished to see a move to more environmentally friendly asset purchases in future to help tackle climate change and reduce the Council’s Carbon Footprint.

Action: Head of Estates

49.      EXTENSION OF LICENSE TO APPLE DAY CARE

Members considered the request for exclusive use of a small, fenced off outdoor area and toddler play equipment (use by the community at weekends).

RESOLVED that an area be created as requested and the Day Care’s monthly rental be increased to reflect this.  The Clerk was also requested to amend the Oxlease House license to reflect the installation of toddler equipment and its ownership/removal by the licensee should they end the licence.

Action: Town Clerk

50.      FUNZONE EQUIPMENT – REPLACEMENT OF BLUE SLIDE

Members noted the recommendation from Sport & Leisure Committee that the 2 options that will make the FunZone more inclusive for all children in the community be considered for action as soon as possible with expenditure of up to £25,000 to be approved.  Cllrs noted that as the slide was over 30 years old this is now a priority and as the additional report notes the FunZone income for parties was £40,000 in just 4 months.

Members were cautious that should another lockdown happen, the Council should be able to cancel the contract.

RESOLVED that

     (i)          £25,980 be set aside in reserves to pay for the new equipment; and

   (ii)          The Head of Estates report again to the next meeting with his review of fixed assets to help assess future potential costs.

Action: FunZone Manager / Head of Estates

51.      DATE OF NEXT MEETING

Noted that the next meeting of the Committee will take place on 24th November 2021 at 7.30pm.

52.      EXCLUSION OF THE PRESS AND PUBLIC

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

 

Members further RESOLVED that Councillors who were not Members of the Committee could remain.

 

   (ii)          Property Matters

  (iii)          Commercial Matters

53.      LAND AT BIRCHWOOD PLAYING FIELDS

Members considered the continued request to release land for commercial development.  RESOLVED that this Council is not willing to dispose of any of its public open space for commercial use.

Action: Town Clerk

54.      COMMERCIAL MATTERS

Members noted the excellent stock takes and requested that the Café stocktakes be circulated for the next meeting.   It was highlighted and understood that there had been a loss of the draft beer due to the remote in the cellars requiring recalibration post lockdown.

Action: Head of Operations

 

 

Closure 8.40pm

 


 

AGENDA ITEM 5

REPORT FROM THE HEAD OF OPERATIONS

 


Profit & Loss figures to Aug 2021

Profit & Loss figures to Sept 2021

Profit & Loss Figures to Oct 2021


AGENDA ITEM 6

HOWE DELL COMMUNITY HALL

 

Howe Dell School have had use of the Community Hall for their Extended Services (breakfast club and after school club) as well as a Playscheme during school holidays to 31st December 2021.

 

In 2021/22 this Council budgeted £2,330 for Business Rates but no other income nor expenditure as the School have paid all other costs (about £8,000 per annum).

 

Members are requested to consider whether the school should continue in its use to the end of consultations and discussions regarding the lease or whether the Town Council should cease the use and either mothball the Hall until April 2022 or take funds from reserves to keep the Hall open (about £2,500).  In addition, employment of a part time caretaker/cleaner would be required to keep the building Covid secure after adhoc bookings.

 

Strategic Plan

Provision of Community facilities as cost effectively as possible.

 

Equalities

N/A

 

Environmental/Sustainability

N/A

Crime & Disorder

N/A

 

Financial

Included in the report

 

Resources (including workforce)

New caretaker/cleaner may be needed

 

Risk Management

 

 

Legal Implications

Discussions are on-going with HCC (Landlord)

 

 


 

AGENDA ITEM 7

CHRISTMAS LIGHTS – NEWGATE STREET AND BLUEBELL WAY

 

Newgate Street Residents have requested that the village have Christmas Lights.

 

The Council has a lamp post in its carpark that a pillar can be created as a spur and the hedge line of the Village Hall will be lit with net lights.

 

Cllr Wiltshire is requesting permission to light a large oak tree in the Council’s grounds.  This will involve lifting machinery and using the electrical pillar mentioned above.  Members should bear in mind insurance risks and risk if the lights break free and create a “hanging” hazard as the Town Council does not have the equipment to carry out emergency works and it will be the responsibility of a local resident.

 

The Village would like to place a Christmas Tree on Highway Land too and they have been advised to contact the County Council regarding this.

 

Residents of Bluebell Way lit a tree on Council land last year (using a suitably qualified electrician).  In January this year application was made to the County Council to run electricity from a nearby lamp post.  The cost of the works will be about £2,000 for which the Residents Group have applied to County Councillor James Bond’s Locality budget.  Chris Peckford who is on the County approved contractors list will be undertaking the electrical installation.

 

Strategic Plan

Community Cohesion

 

Equalities

N/A

 

Environmental/Sustainability

LED lights are used

 

Crime & Disorder

N/A

 

Financial

Included in the report

 

Resources (including workforce)

Officer time in obtaining permissions

Head of Estates arranging electrical installation & lighting hedge at Newgate Street

 

Risk Management

Risk Assessment carried out for Bluebell Way.

Newgate Street RA is awaited

 

Legal Implications

Work on Town Council land can be authorised by this Council.

No work can be undertaken on County land without their permission.