Agenda and draft minutes

Community Services Committee - Wednesday, 23rd June, 2021 7.30 pm

Venue: To be Confirmed

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

Items
No. Item

1.

APOLOGIES

Minutes:

None.

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:

Cllr Priggen declared an interest as an allotment plot holder on the Harpenden Rise site.  Cllr Ellis declared an interest as his wife is an allotment plot holder.

 

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 178 KB

To confirm the Minutes of the Community Services Committee meeting held on 17 March 2021- circulated herewith.

Minutes:

The Minutes of the Community Services Committee meeting held on 17 March 2021 were duly confirmed as a correct record.

6.

MINUTES OF OTHER MEETINGS REFERRED TO COMMUNITY SERVICES COMMITTEE pdf icon PDF 213 KB

To receive the Minutes of the Remembrance Day Working Party meeting held on 29 April 2021 – circulated herewith.

 

To receive the Minutes of the Roundwood and Wood End Play Area Working Party meetings held on 7 May 2021 and 11 June 2021 – circulated herewith.

Additional documents:

Minutes:

The Minutes of the Remembrance Day Working Party meeting held on 29 April 2021 and the Minutes of the Roundwood and Wood End Play Area Working Party meetings held on 7 May 2021 and 11 June 2021 were received.

 

7.

OFFICERS' REPORTS

7.1

FORWARD PLANNER, RESOLUTION TRACKER AND COMMUNITY SERVICES COMMITTEE TERMS OF REFERENCE pdf icon PDF 201 KB

Report attached.

Minutes:

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

 

The Committee RESOLVED to:

 

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

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

(iii)        Note the Terms of Reference as detailed in Appendix C and recommend to approve the inclusion of the items at points 2 and 19.

 

7.2

BUDGETARY CONTROL - PROVISIONAL OUTTURN 2020/21 pdf icon PDF 135 KB

Report attached.

Minutes:

The Committee considered a report by the Finance Manager.

 

The Committee RESOLVED to:

 

Note the report.

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:   Replacement of Allotment Fencing – Appointment of Contractor

            Event Enquiry for Oktoberfest

 

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:    Replacement of Allotment Fencing – Appointment of Contractor

            Event Enquiry for Oktoberfest

 

 

8.1

REPLACEMENT OF ALLOTMENT FENCING - APPOINTMENT OF CONTRACTOR

Report attached.

Minutes:

The Committee considered a report by the Projects Manager.

 

The Committee RESOLVED to:

 

(i)           Recommend to approve the preferred Contractor, Contractor B, as set out in para 3.7.

(ii)          Recommend to approve the £2,488.15 shortfall is funded from the Allotment Repairs/Maintenance Budget 2021/22, thus ensuring that all the potentially vulnerable boundaries are replaced as planned.

8.2

EVENT ENQUIRY FOR OKTOBERFEST

Report attached.

Minutes:

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

 

The Committee RESOLVED to:

 

Recommend to approve that the Hertfordshire Oktoberfest can take place on Harpenden Common from Friday 15th October to Sunday 17th October for the fee specified at recommendation 2.1, subject to the correct paperwork and licences being provided.

 

 

9.

DECISIONS TAKEN BY TOWN CLERK

Minutes:

The Community Services Committee is currently operating in an advisory capacity following the Council meeting in May 2021. At this meeting it was resolved to:

 

·         Approve that Committees, Sub-Committees and Working Parties will meet informally by virtual meeting and will consider, in an advisory capacity, recommendations regarding items on their Forward Plan and other matters that arise within their terms of reference.

 

·         Recognise that virtual meetings will not constitute legal meetings of the Committees, Sub-Committees and Working Parties, but are a practical way of supporting decision making in the extraordinary circumstances.

 

·         Delegate any decisions which would, in normal circumstances, have been made at meetings which are held physically, to the Town Clerk (or in his absence his nominated deputy) who will have regard to the recommendations taken at the virtual meeting and whose decisions will have the same force and effect as if made by the relevant Committee, Sub-Committee or Working Party.

 

The following decisions were taken by the Town Clerk under delegated authority following this informal advisory meeting. The decision taken by the Town Clerk in all instances reflect the recommendation made by the committee during the informal advisory meeting.

 

Item

Town Clerk’s Decision

7.1

(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.

(iii)        Note the Terms of Reference as detailed in Appendix C and approve the inclusion of the items at points 2 and 19.

 

7.2

Note the report

8.1

(i)           Approve the preferred Contractor, Contractor B, as set out in para 3.7.

(ii)          Approve the £2,488.15 shortfall is funded from the Allotment Repairs/Maintenance Budget 2021/22, thus ensuring that all the potentially vulnerable boundaries are replaced as planned.

 

8.2

Approve that the Hertfordshire Oktoberfest can take place on Harpenden Common from Friday 15th October to Sunday 17th October for the fee specified at recommendation 2.1, subject to the correct paperwork and licences being provided.