Hatfield Council Logo CMYK JPEG

Minutes of the meeting of the Resources & Policy Committee held at Birchwood Leisure Centre, Longmead, Hatfield AL10 0AN 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.

 

(i)              Property Matters

(ii)             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

----------------------------------

Chairman