Agenda and minutes

Community Services Committee - Wednesday, 17th March, 2021 7.30 pm

Venue: Council Chamber, Town Hall, Leyton Road, Harpenden AL5 2LX

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

Items
No. Item

23.

APOLOGIES

Minutes:

None received.

24.

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.

25.

CHAIRMAN'S REPORT AND URGENT ITEMS

Minutes:

No items.

26.

PUBLIC QUESTIONS IN ACCORDANCE WITH STANDING ORDER 22

Minutes:

None received.

27.

MINUTES pdf icon PDF 173 KB

To confirm the Minutes of the Community Services Committee meeting held on 11 January 2021 – circulated herewith.

Minutes:

The Minutes of the Community Services Committee meeting held on 11 January 2021 were accepted as a correct record.

28.

MINUTES OF OTHER MEETINGS REFERRED TO COMMUNITY SERVICES COMMITTEE pdf icon PDF 233 KB

To receive the Minutes of the Allotments Working Party meeting held on 22 February 2021 – circulated herewith.

 

To receive the Minutes of the Youth Engagement Working Party meeting held on 21 December 2020 – circulated herewith.

 

Please also refer to Item 8.1 for Exempt Business Minutes of Other Meetings Referred to Community Services Committee.

 

Additional documents:

Minutes:

The Minutes of the Allotments Working Party meeting held on 22 February 2021 were received.

 

The Minutes of the Youth Engagement Working Party meeting held on 21 December 2020 were received.

29.

OFFICERS' REPORTS

29.1

SILVER CUP - OUTDOOR TRADING pdf icon PDF 99 KB

Report attached.

Additional documents:

Minutes:

The Committee considered a report by the Commons and Greens Officer and Community Services Manager.

 

The Chair invited one of the business partners from the Silver Cup present to speak on the proposal. The business partner outlined the reasons for and details of the development of the outside space which required the Town Council’s permission.

 

The Committee RESOLVED to:

 

Give its in principle support to this proposal.

29.2

FORWARD PLANNER AND RESOLUTION TRACKER pdf icon PDF 182 KB

Report attached.

Minutes:

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

 

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.

 

29.3

BUDGETARY CONTROL 2020/21 pdf icon PDF 152 KB

Report attached.

Minutes:

The Committee considered a report by the Finance Manager.

 

The Committee RESOLVED to:

 

Note the report.

29.4

USE OF RESERVES 2021/22 pdf icon PDF 104 KB

Report attached.

Minutes:

The Committee considered a report by the Finance Manager.

 

The Committee RESOLVED to:

 

Approve the funding of the improvement works as set out in table 3.12.

 

 

 

29.5

BATFORD SPRINGS MANAGEMENT PLAN IMPROVEMENT WORKS - APPROVAL OF TENDER SPECIFICATION pdf icon PDF 92 KB

Report attached.

Additional documents:

Minutes:

The Committee considered a report by the Commons and Greens Officer and Community Services Manager.

 

The Committee RESOLVED to:

 

Approve the Tender set out in Appendix A.

 

29.6

VOLUNTEER POLICY pdf icon PDF 92 KB

Report attached.

Additional documents:

Minutes:

The Committee considered a report by the Commons and Greens Officer and the Community Services Manager.

 

The Committee RESOLVED to:

 

Approve the Volunteers Policy.

 

30.

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:   Exempt Business Minutes of other Meetings Referred to Community Services Committee

Appointment of Christmas Lights Contractor

            Appointment of Tree Surgeon for 2021/22 Programme of Health and Safety Tree Works

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:   Exempt Business Minutes of other Meetings Referred to Community Services Committee

Appointment of Christmas Lights Contractor

            Appointment of Tree Surgeon for 2021/22 Programme of Health and Safety Tree Works

 

30.1

EXEMPT BUSINESS MINUTES OF OTHER MEETINGS REFERRED TO COMMUNITY SERVICES COMMITTEE

To receive the Minutes of the Christmas Lights Contractor Working Party meeting held on 23 February 2021 – circulated herewith.

 

To receive the Minutes of the Rothamsted Park Transfer Task & Finish Group meetings held on 11 February 2021 and 25 February 2021 – circulated herewith.

Minutes:

The Exempt Business Minutes of the Christmas Lights Contractor Working Party meeting held on 23 February 2021 were received.

 

The Exempt Business Minutes of the Rothamsted Park Transfer Task & Finish Group meetings held on 11 February 2021 and 25 February 2021 were received.

 

 

30.2

APPOINTMENT OF CHRISTMAS LIGHTS CONTRACTOR

Report attached.

Minutes:

The Committee considered a report by the Community Services Manager.

 

The Committee RESOLVED to:

 

(i)           Appoint High Level as the Christmas Lights Contractor 2021 - 2026 as recommended by the Christmas Lights Working Group.

(ii)          Agree the recommended scheme set out in Appendix A.                 

(iii)        Approve the release of £44,700 from the Capital Reserve Christmas Lights allocation to purchase new display products.

(iv)        Approve the release of £34,500 from the CIP Earmarked Reserve to fund the hire of products.

 

30.3

APPOINTMENT OF TREE SURGEON FOR 2021/22 PROGRAMME OF HEALTH AND SAFETY TREE WORKS

Report attached.

Minutes:

The Committee considered a report by the Commons and Greens Officer and Community Services Manager.

 

The Committee RESOLVED to:

 

(i)           Approve Franks Forestry to undertake the recommended works.

(ii)          Approve BHA Trees to undertake the re-inspection and testing schedule.