Agenda and minutes

Community Services Committee - Wednesday, 16th September, 2020 7.30 pm

Venue: Virtual Meeting

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

Items
No. Item

1.

APOLOGIES

Minutes:

No apologies received.

2.

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.

3.

CHAIRMAN'S REPORT AND URGENT ITEMS

Minutes:

None.

4.

PUBLIC QUESTIONS IN ACCORDANCE WITH STANDING ORDER 22

Minutes:

None.

5.

MINUTES pdf icon PDF 255 KB

To confirm the Minutes of the Community Services Committee meeting held on 13 January 2020 – circulated herewith.

Minutes:

The Minutes of the Community Services Committee meeting held on 13 January 2020 were duly accepted and signed as a correct record.

6.

MINUTES OF OTHER MEETINGS REFERRED TO COMMUNITY SERVICES COMMITTEE pdf icon PDF 253 KB

To receive the Minutes of the Allotments Working Party meeting held on 25 February 2020 – circulated herewith.

 

To receive the Minutes of the Christmas Carnival Working Party meeting held on 9 December 2019 – circulated herewith.

 

To receive the Minutes of the Youth Engagement Working Party meeting held on 23 July 2020 – circulated herewith.

 

To receive the Minutes of the Christmas Lights Contractor Working Party meeting held on 30 July 2020 – circulated herewith.

 

Additional documents:

Minutes:

The Minutes of the Allotments Working Party meeting held on 25 February 2020 were received.

 

The Minutes of the Christmas Carnival Working Party meeting held on 9 December 2019 were received.

 

The Minutes of the Youth Engagement Working Party meeting held on 23 July 2020 were received.

 

The Minutes of the Christmas Lights Contractor Working Party meeting held on 30 July 2020 were received.

 

 

7.

OFFICERS' REPORTS

7.1

FORWARD PLANNER AND RESOLUTION TRACKER pdf icon PDF 153 KB

Report attached.

Minutes:

The Committee received a report from the Democratic Services & Civic Officer.

 

The Committee 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.

 

 

7.2

PUBLIC REALM IMPROVEMENT PLAN pdf icon PDF 119 KB

Report attached.

Minutes:

The Committee considered a report by the Town Clerk.

 

The Committee RESOLVED to:

 

(i)           Agree the spaces in the scope of the Plan as set out in para 3.3.

(ii)          Submit any initial ideas for improvements to the public realm to the Town Clerk after the meeting.

 

7.3

PURCHASE OF NEW VEHICLES AND EQUIPMENT pdf icon PDF 105 KB

Report attached.

Minutes:

The Committee considered a report by the Community Services Manager.

 

The Committee RESOLVED to:

 

Approve the release of £90k from Capital Reserves in order to deliver the vehicles improvements and additional equipment that was agreed by Council on 18 May.

7.4

HARPENDEN IN BLOOM COMPETITIONS pdf icon PDF 114 KB

Report attached.

Minutes:

The Committee considered a report by the Community Services Manager.

 

The Committee RESOLVED to:

 

Approve the 2021 competitions as outlined at paragraphs 3.5 and 3.6.

 

7.5

TREE PLANTING AND WOODLAND COVER pdf icon PDF 104 KB

Report attached.

Additional documents:

Minutes:

The Committee considered a report by the Community Services Manager.

 

The Committee RESOLVED to:

 

(i)           Approve the delivery of planting at the sites marked ‘yes’ in Appendix B.

(ii)          Approve the planting of a memorial oak tree on the Common adjacent to the A1081 St Albans Road, just south of the Baa Lambs Car Park.

(iii)        Approve that officers work with the Mayor’s Charity the Human Milk Foundation to plant trees in line with Baby Loss Awareness Week.

 

The Chair requested that the residents’ guide be presented to the January meeting.

 

7.6

BUDGETARY CONTROL 2020/21 pdf icon PDF 149 KB

Report attached.

Minutes:

The Committee considered a report by the Finance Manager.

 

The Committee RESOLVED to:

 

Note the report.

7.7

BUDGET 2021/22 pdf icon PDF 130 KB

Report attached.

Minutes:

The Committee considered a report by the Finance Manager.

 

The Committee RESOLVED to:

 

(i)           Note the budget timetable in paragraph 3.5.

(ii)          Note the proposed growth items as detailed in paragraph 3.7.

 

7.8

BOARDWALK BATFORD SPRINGS NATURE RESERVE pdf icon PDF 128 KB

Report attached.

Minutes:

The Committee considered a report by the Project Manager.

 

The Committee RESOLVED to:

(i)           Approve the release of £100k Capital Reserves to deliver the Boardwalk project.

(ii)          Approve that the preferred contractor (Maydencroft Ltd), be awarded the Project subject to a reasonable review of their Tender price.

(iii)        Approve that once in contract with the preferred contractor, the 10 outstanding Planning Conditions are discharged as a priority to ensure that works commence within the given timeframe (October 2020 – March 2021). The Planning Conditions can only be discharged with the assistance of the contractor.

(iv)        Approve the timeframe as set out, subject to the approval of items 2.1.2 and 2.1.3.

 

7.9

PLAY AREA REDEVELOPMENT pdf icon PDF 109 KB

Report attached.

Minutes:

The Committee considered a report by the Project Manager.

 

The Committee RESOLVED to:

 

Approve the formation of a Working Party to help guide both the design work and evaluation of tenders as set out in section 3.

 

 

8.

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 Arrangements

            Farmers’ Market Stalls

Minutes:

The Committee 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 Arrangements

            Farmers’ Market Stalls

 

8.1

CONCOURSE TRADING ARRANGEMENTS

Report attached.

Minutes:

The Committee considered a report by the Community Services Manager.

 

The Committee RESOLVED to:

 

(i)           Note the current approach to trading on the Concourse.

(ii)          Approve that permission can be given for traders that do not have a significant impact on local independent businesses to trade on the Concourse one day a week.

 

8.2

FARMERS' MARKET STALLS

Report attached.

Minutes:

The Committee considered a report by the Events Officer.

 

The committee RESOLVED to:

 

Approve the recommendations given at 2.1.1 and 2.1.2 of the report.