10th November 2021

Dear Councillor,


This is to inform you that a meeting of the Sport and Leisure Committee will be held at 7.30pm on Wednesday 17th November 2021, at Birchwood Leisure Centre, Longmead, Hatfield AL10 0AN,to which you are summoned, for the transaction of the following business;


Yours sincerely,


C.A. Lloyd

Town Clerk


1.               APOLOGIES

            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.


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 meeting held on Wednesday 22nd September 2021.


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        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.

c     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).


d     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.


e     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.”


To consider the attached report.

6.               DATE OF NEXT MEETING


The next Sport and Leisure Committee Meeting will take place on Wednesday 2nd February 2022.

Minutes of the meeting of the Sport & Leisure Committee held via Zoom on Wednesday 22nd September 2021 at 7.30pm.


Councillor J. Percival (Chairman)

Councillor J.R. Bond (Vice Chairman)

Councillor C. Juggins

Councillor R. Griffiths


S. Frake (Head of Operations)

A. Ogilvie (Head of Estates)


9.               APOLOGIES

Apologies for absence were received from Councillor R Brisbin (work), Councillor R. Craig (work) and Councillor Eames-Petersen (holiday).


10.            QUESTION TIME

There were no questions.



There were none.


12.            MINUTES

The minutes of the meeting held on 26th May 2021 were approved as an accurate record and were signed by the Chairman.


Members considered the request from QE2 Rugby Club.  The comparison for local football clubs was also noted.

RESOLVED that we cannot offer a reduction on the training fee as it is in line with the fee for football training and needs to go towards covering costs incurred.



Action: Town Clerk

14.           FUNZONE UPDATE

Members noted the update from the FunZone Manager.

RECOMMENDED TO RESOURCES & POLICY 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.

Action: FunZone Manager


Members noted the update from the Health and Well-being Manager.

16.           2020/21 PITCH ALLOCATION

Members noted the update on pitch allocation.


Members noted the request from the Village Hall Management Committee.

RESOLVED that the work be authorised and members would like to see pictures of the completed work.

Action: Head of Estates

18.           ALLOTMENT FEES

Members noted the request from allotment holders.

RESOLVED that the fee would not be reduced at present but it be reviewed in a year.

Action: Office Manager

19.            DATE OF NEXT MEETING

Noted that the next scheduled meeting would be 17th November 2021 at 7.30pm.



Closure: 7.55pm



Through a s.106 Agreement, the Town Council has up to £28,160 to spend on outdoor gym equipment at St Albans Rd east Recreation Ground.


In accordance with the Council’s Financial Regulation;


11 b) Where the Council intends to procure or award a public supply contract, public service contract or public works contract as defined by The Public Contracts Regulations 2015 (“the Regulations”) which is valued at £25,000 or more, the Council shall comply with the relevant requirements of the Regulations[1]….

11 d) When applications are made to waive financial regulations relating to contracts to enable a price to be negotiated without competition the reason shall be embodied in a recommendation to the Council.


Attached are plans supplied by Caloo.


Members may recall that Caloo has had equipment installed on land looked after by the Town Council since 2013.  It has proved reliable and we have always received excellent customer service.  We now have more Caloo outdoor gym equipment installed at Acacia Street, Ellenbrook and Roe Hill. 


Members are requested to agree to the Town Clerk obtaining a further 2 quotes and subject to discussion with the Chairman and Vice Chairman to award the contract.  The lead in time for supply of the equipment can be up to 2 months.


Local children were asked for their favourite piece of outdoor gym equipment which is why the arm bike and stepper have been specifically included.




Strategic Plan

A healthy community



The equipment will be step free and some of it is suitable for people with less mobility



The equipment will be set into grasscrete which is more sustainable than wetpour

Crime & Disorder

Low level equipment has been chosen to prevent overlooking into rear gardens adjacent to the Recreation Ground.  The Recreation Ground is also part of the Welwyn Hatfield Public Spaces Protection Order (Hatfield Town Centre) more info. is here Welwyn Hatfield Borough Council - Hatfield Public Space Protection Order (PSPO) (welhat.gov.uk)



The Borough Council have recently received an update towards the provision of outdoor gym equipment at the play space at St. Albans Road East, Hatfield, through a s.106 Agreement.  Funds of £28,160 are now available.


Resources (including workforce)

Head of Estates will manage the contract


Risk Management

Play IT carry out Annual inspections on behalf of the Council.

Play IT carry out monthly or bi-monthly inspections (season dependant).

Grounds staff carry out visual weekly checks of the equipment.


Legal Implications




[1] The Regulations require Councils to use the Contracts Finder website to advertise contract opportunities, set out the procedures to be followed in awarding new contracts and to publicise the award of new contracts