Agenda and draft minutes

Council - Monday, 27th September, 2021 7.30 pm

Venue: Council Chamber

Contact: Carl Cheevers, Town Clerk Email:  carl.cheevers@harpenden.gov.uk 

Items
No. Item

19.

APOLOGIES

Minutes:

Apologies were received from Cllr Farmer, Cllr Mrs Nicola Linacre, Cllr Liver, Cllr Pawle and Cllr Turnbull.

 

Council RESOLVED to accept the apologies.

20.

DECLARATIONS OF INTEREST

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.

 

Minutes:

None.

21.

MAYOR'S REPORT AND URGENT ITEMS

Minutes:

The Mayor gave an update on his charitable events during the year.  The second event to be held was a Quiz held at the Harpenden Trust.  The Mayor expressed his thanks to the Trust for helping to organise the event and for use of the Hall free of charge.  The Quiz had been very successful.

 

In early November a wine tasting would be held, again in the Trust Hall and in January 2022, a Burns Night Supper.

 

Urgent Item – The Town Clerk introduced this item as urgent in relation to the Council’s governance procedures and referred to Item 8.2 on the Agenda - Budget 2022/23 – First Look.

 

At its meeting on 22 September the Corporate Policy & Finance Committee resolved to request further information and scoping work to be carried out on the First Look Budget which had forecasted a requirement for a precept increase of 9.2%.

 

The Corporate Policy & Finance Committee wished to understand what the implications of a 7% increase would be and in addition recommended to Council that it deferred its first look at the Budget to the November meeting to allow the Committee to consider the further scoping work.

 

The Town Clerk therefore recommended to Council that Council resolved under Urgent Items to defer the business that is set out at Item 8.2 to the November Council meeting.

 

Council RESOLVED to support that recommendation.

22.

PUBLIC QUESTIONS IN ACCORDANCE WITH STANDING ORDER 22

Minutes:

None.

23.

QUESTIONS WHICH HAVE PREVIOUSLY BEEN SUBMITTED BY MEMBERS OF THE COUNCIL

Minutes:

None received.

24.

MINUTES pdf icon PDF 183 KB

To confirm the Minutes of the Council meeting held on 28 June 2021 – circulated herewith.

Minutes:

The Minutes of the Council meeting held on 28 June 2021 were confirmed and signed as a correct record.

25.

MINUTES OF COMMITTEES AND WORKING PARTIES REPORTING TO THE COUNCIL

25.1

COMMUNITY SERVICES COMMITTEE pdf icon PDF 247 KB

To receive the Minutes of the Community Services Committee meeting held on 23 June 2021 – circulated herewith

Minutes:

Cllr Ellis presented the Minutes of the Community Services Committee meeting held on 23 June 2021 which were received with no recommendations.

 

25.2

CORPORATE POLICY & FINANCE COMMITTEE - TO FOLLOW

To receive the Minutes of the Corporate Policy & Finance Committee meeting held on 22 September 2021TO FOLLOW.

 

Recommendation to Council - Please refer to Item 8.2 of the Agenda.

Minutes:

Cllr Drake presented the Minutes of the Corporate Policy & Finance Committee meeting held on 22 September 2021 with three recommendations to Council at Items 8.2, 8.4 and 8.5 of the Agenda.  The Minutes were received.

 

25.3

PLANNING COMMITTEE

To receive the Minutes of the Planning Committee meetings held on:

 

29 June 2021 – previously circulated.

20 July 2021 – previously circulated.

10 August 2021 – previously circulated.

31 August 2021 – previously circulated.

Minutes:

Cllr Cowley presented the Minutes of the Planning Committee meetings held on 29 June 2021, 20 July 2021, 10 August 2021 and 31 August 2021 previously circulated with no recommendations to Council. The Minutes were received.

 

25.4

ROTHAMSTED PARK FLOOD MANAGEMENT TASK & FINISH GROUP pdf icon PDF 175 KB

To receive the Minutes of the Rothamsted Park Flood Management Task & Finish Group meeting held on 2 July 2021– circulated herewith.

Minutes:

Cllr Butterworth presented the Minutes of the Rothamsted Park Flood Management Task & Finish Group meeting held on 2 July 2021.  It was noted that amendments had been proposed to the Minutes and these would be approved at the next meeting of the Task & Finish Group. 

 

26.

OFFICERS' REPORTS

26.1

FORWARD PLANNER AND RESOLUTION TRACKER pdf icon PDF 203 KB

Report attached.

Minutes:

Council considered a report by the Democratic Services & Civic Officer and the Internal Operations Manager.

 

Cllr Hill asked when the verbal update on High Street Social Distancing Measures would be given to Council, as referred to in the Resolution Tracker.

 

It was agreed that this would be given under Exempt Business.

 

Council RESOLVED to:

 

(i)           Note and approve the Forward Planner attached at Appendix A.

 

(ii)          Note the Resolution Tracker attached at Appendix B and approve the removal of those resolutions marked complete.

 

26.2

BUDGET 2022/23 - FIRST LOOK - TO FOLLOW

Report to follow.

Minutes:

Please refer to Item 21 of the Minutes.

26.3

BUSINESS PLAN UPDATE pdf icon PDF 92 KB

Report attached.

Additional documents:

Minutes:

Council considered a report by the Town Clerk.

 

Council RESOLVED to:

 

Note the high level updates against the Business Plan set out in Appendix A and the Capital Improvement Programme set out in Appendix B.

 

26.4

FINANCIAL REGULATIONS - REVIEW pdf icon PDF 125 KB

Report attached.

Additional documents:

Minutes:

Council considered a report by the Finance Manager.

 

Council RESOLVED to:

 

Approve the recommendation from the Corporate Policy & Finance Committee that: The Financial Regulations as recommended by the Corporate Policy and Finance Committee are approved.

 

 

26.5

EARMARKED RESERVE POLICY - REVIEW pdf icon PDF 130 KB

Report attached.

Additional documents:

Minutes:

Council considered a report by the Finance Manager.

 

Council RESOLVED to:

 

Approve the recommendation from the Corporate Policy & Finance Committee that: The Earmarked Reserve Policy and Earmarked Reserves statement as recommended by the Corporate Policy and Finance Committee is approved

 

26.6

REMOTE ATTENDANCE AT COUNCIL MEETINGS pdf icon PDF 101 KB

Report attached.

Minutes:

Council considered a report by the Town Clerk.

 

Council RESOLVED to:

 

Approve remote attendance at meetings and approve the principles in paragraphs 3.2 and 3.3.

 

 

26.7

COMMUNITY GOVERNANCE REVIEW pdf icon PDF 108 KB

Report attached.

Additional documents:

Minutes:

Council considered a report by the Town Clerk.

 

Council RESOLVED to:

 

(i)           Note the details of the CGR set out in Appendix A and consider the areas that it may wish to make representation on in the future.

 

(ii)          Agree to add an item to the Council Forward Plan at an appropriate time to formalise the Town Council’s representations on the CGR.

 

26.8

CCTV - ALLOCATION OF CAPITAL RESERVES pdf icon PDF 96 KB

Report attached.

Minutes:

Council considered a report by the Town Clerk.

 

Council RESOLVED to:

 

(i)           Agree to allocate £50k from Capital Reserves to fund CCTV improvements.

 

(ii)          Approve the release of up to £15k of that allocation to deliver the phase one installation in Rothamsted Park.

27.

EXEMPT BUSINESS

To RESOLVE that:

 

In view of the confidential nature of the following items, which relate to the business matters of other individuals and organisations, the public and accredited representatives of the press shall be excluded while they are discussed.  This is in accordance with the Public Bodies (Admission to Meetings) Act 1960, as amended by the Local Government Act 1972.

 

Item:   Concourse Trading

            3G Pitch Business Plan

 

Minutes:

Council RESOLVED that:

 

In view of the confidential nature of the following items, which relate to the business matters of other individuals and organisations, the public and accredited representatives of the press shall be excluded while they are discussed.  This is in accordance with the Public Bodies (Admission to Meetings) Act 1960, as amended by the Local Government Act 1972.

 

Item:    Concourse Trading

            3G Pitch Business Plan

            High Street Social Distancing Measures – Verbal Update

27.1

CONCOURSE TRADING

Report attached.

Minutes:

Council considered a report by the Community Services Manager.

 

Council RESOLVED to:

 

Support the development of a planning application based upon the preferred option set out in the report and the comments made at the meeting. To agree that Town Clerk brings back a detailed planning application for consideration in November

 

 

 

27.2

3G PITCH BUSINESS PLAN

To receive a presentation from the Town Clerk.

Minutes:

A presentation by the Town Clerk was received.

27.3

HIGH STREET SOCIAL DISTANCING MEASURES - VERBAL UPDATE

Minutes:

The Town Clerk gave a verbal update to Council.