Agenda and minutes

Community Services Committee - Wednesday, 12th January, 2022 7.30 pm

Venue: Council Chamber

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

Items
No. Item

25.

APOLOGIES

Minutes:

Apologies were received from Carl Cheevers, Town Clerk.

26.

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.

27.

CHAIRMAN'S REPORT AND URGENT ITEMS

Minutes:

The Community Services Manager gave an update regarding scheduling and reinstatement to ensure the Common was kept to a high standard after events, following the ground damage caused by the recent Circus.

The Council was reviewing options for remedial work for this event and should have a clear plan for next week for levelling the ground and for reseeding.

The Community Services Manager also confirmed that within all the Council’s events’ licences there were liability clauses and the Council took a £1,000 deposit in advance for reinstatement.

In the case of the recent Circus the Council has retained the deposit and would be looking to get the balance of costs for reinstatement from the Circus.

He confirmed that this was the first time the Council had let a large event run at this time of year and was not looking to run any at this time of year again.  The Circus usually takes place in October each year.

28.

PUBLIC QUESTIONS IN ACCORDANCE WITH STANDING ORDER 22

Minutes:

None.

29.

MINUTES pdf icon PDF 206 KB

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

 

Minutes:

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

30.

MINUTES OF OTHER MEETINGS REFERRED TO COMMUNITY SERVICES COMMITTEE pdf icon PDF 210 KB

To receive the Minutes of the Allotments Working Party meeting held on 9 November 2021 – circulated herewith.

 

To receive the Minutes of the Christmas Carnival Working Party meeting held on 12 November 2021 – circulated herewith.

 

To receive the Minutes of the Remembrance Day Working Party meeting held on 2 December 2021 – circulated herewith.

 

To receive the Minutes of the Rothamsted Park Sub-Committee meeting held on 3 November 2021 – circulated herewith.

 

 

 

Additional documents:

Minutes:

The Minutes of the Allotments Working Party meeting held on 9 November 2021 were received.

 

The Minutes of the Christmas Carnival Working Party meeting held on 12 November 2021 were received.

 

The Minutes of the Remembrance Day Working Party meeting held on 2 December 2021 were received.

 

The Minutes of the Rothamsted Park Sub-Committee meeting held on 3 November 2021 were received.

 

 

31.

OFFICERS' REPORTS

31.1

FORWARD PLANNER AND RESOLUTION TRACKER pdf icon PDF 177 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 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.

 

31.2

BUDGETARY CONTROL 2021/22 pdf icon PDF 165 KB

Report attached.

Minutes:

The Committee considered a report by the Finance Manager.

 

The Committee RESOLVED to:

 

(i)           Note the report.

(ii)          Approve the release of the reserves set out in section 4.

 

 

31.3

HTC TREE POLICY - REVIEW pdf icon PDF 127 KB

Report attached.

Additional documents:

Minutes:

The Committee considered a report by the Community Services Manager.

 

The Committee RESOLVED to:

 

Approve the Tree Policy subject to the amendment that ‘Play areas/recreation grounds with low numbers of large trees’ is moved from zone 2 into zone 1 in the ‘Risk Zones & Frequency and Method of Inspection’ section of the Tree Policy.

 

31.4

GREEN SPACES BYELAWS - UPDATE pdf icon PDF 130 KB

Report attached.

Minutes:

The Committee considered a report by the Projects Manager.

 

The Committee RESOLVED to:

 

(i)              Note the update provided.

(ii)            Agree that the five new assets (Rothamsted Park, Wood End Open Space, Roundwood Lane, Parva Close and Oakley Road), once transferred from St Albans City & District Council, should be added to the locations which are subject to the HTC Byelaws.

 

By agreeing (ii) the Committee acknowledged that the timetable for the process would be delayed and only start after the new assets were all in HTC’s name.

 

31.5

VARIATIONS TO HTC'S TREE PLANTING PLAN pdf icon PDF 160 KB

Report attached.

Additional documents:

Minutes:

The Committee considered a report by the Green Space Development Officer and the Community Services Manager.

 

The Committee RESOLVED to:

 

(i)           Note and approve the proposed alterations and addition to the approved Tree Planting Plan for Marquis Meadow, Southdown Ponds and Lydekker Park.

(ii)          Note the planting progress to date (paragraphs 3.1.1 and 3.1.2).

(iii)        Approve the release of up to £5k from the Tree Planting Earmarked Reserve to be used to deliver the HTC Tree Planting Plan (paragraph 4.1).

(iv)        Approve the release up to £50k of the capital that is allocated to tree planting, to be used in delivering the approved Tree Planting Plan (paragraph 4.1).

 

The Community Services Manager was tasked with taking ‘an advisory’ to investigate a proposal to leave a gap in the new hedge at Marquis Meadow on the course of an unofficial footpath and to report back to the next Committee.

31.6

HARPENDEN COMMON GOLF CLUB DEVELOPMENT PLAN pdf icon PDF 95 KB

Report attached.

Additional documents:

Minutes:

The Committee considered a report by the Community Services Manager.

 

The Committee RESOLVED to:

 

Approve the Harpenden Common Golf Club Course Development Plan in principle subject to the following:

 

a)          clarity on the rerouting of the footpath point at hole 4;

b)         clarifying what type of drainage they intend to use at many holes and whether there are opportunities to create small water habitats;

c)          confirming if there is currently an irrigation system in place and could the drainage plans create an opportunity to create a sustainable source for irrigation in respect of the new irrigation systems to be put in place;

d)         what is the balance of tree numbers when tree removals are compared to new trees being planted?

 

31.7

REQUESTS FOR MEMORIALS pdf icon PDF 90 KB

Report attached.

Additional documents:

Minutes:

The Committee considered a report by the Green Space Development Officer and the Community Services Manager.

 

The Committee RESOLVED to:

 

Approve the request for a memorial seat detailed at Appendix A

 

31.8

BUS SHELTER REPLACEMENT - BATFORD pdf icon PDF 466 KB

Report attached.

Minutes:

The Committee considered a report by the Community Services Manager.

 

The Committee RESOLVED to:

 

(i)           Note the increased cost required to replace the bus shelter (paragraph 3.4).

(ii)          Approve the release of a total of up to £11k from the Earmarked Reserves to fund this replacement. 

 

31.9

BRAND EVENTS - THE ALFRESCO THEATRE pdf icon PDF 94 KB

Report attached.

Additional documents:

Minutes:

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

 

The Committee RESOLVED to:

 

Approve that The Alfresco Theatre event can take place on Harpenden Common for six operating (live) days in June 2022 for a £10,000 fee, subject to the correct paperwork and licences being provided.

 

The vote for this resolution was 6 votes in favour and 2 abstentions.

 

32.

DECISIONS TAKEN BY THE TOWN CLERK

Minutes:

The Community Services Committee met for an informal virtual meeting to limit the risks associated with Covid-19. The Council has previously resolved that where a Committee, Sub-Committees and Working Parties meets informally in an advisory capacity, the Town Clerk will have delegated responsibility for taking decisions at those meetings and in doing so will have regard to the recommendations taken at the virtual informal meeting.

 

The Town Clerk (or in his absence his nominated deputy) decision will have the same force and effect as if made by the relevant Committee, Sub-Committee or Working Party.

 

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.

 

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 decision

31.1

Forward Planner and Resolution Tracker

(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.

 

31.2

Budgetary Control 2021/22

(i)              Note the report.

(ii)            Approve the release of the reserves set out in section 4.

31.3

HTC Tree Policy – Review

Approve the Tree Policy subject to the amendment that ‘Play areas/recreation grounds with low numbers of large trees’ is moved from zone 2 into zone 1 in the ‘Risk Zones & Frequency and Method of Inspection’ section of the Tree Policy.

 

31.4

Green Spaces Byelaws -Update

(i)              Note the update provided.

(ii)            Agree that the five new assets (Rothamsted Park, Wood End Open Space, Roundwood Lane, Parva Close and Oakley Road), once transferred from St Albans City & District Council, should be added to the locations which are subject to the HTC Byelaws.

 

31.5

Variations to HTC’s Tree Planting Plan

(i)              Note and approve the proposed alterations and addition to the approved Tree Planting Plan for Marquis Meadow, Southdown Ponds and Lydekker Park.

(ii)            Note the planting progress to date (paragraphs 3.1.1 and 3.1.2).

(iii)          Approve the release of up to £5k from the Tree Planting Earmarked Reserve to be used to deliver the HTC Tree Planting Plan (paragraph 4.1).

(iv)          Approve the release up to £50k of the capital that is allocated to tree planting, to be used in delivering the approved Tree Planting Plan (paragraph 4.1).

 

31.6

Harpenden Common Golf Club Development Plan

Approve the Harpenden Common Golf Club Course Development Plan in principle subject to the following:

 

a)            clarity on the rerouting of the footpath point at hole 4;

b)            clarifying what type of drainage they intend to use at many holes and whether there are opportunities to create small water habitats;

c)            confirming if there is currently an irrigation system in place and could the drainage plans create an opportunity to create a sustainable source for irrigation in respect  ...  view the full minutes text for item 32.