Agenda and draft minutes

Community Services Committee - Wednesday, 16th March, 2022 7.30 pm

Venue: Council Chamber

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

Items
No. Item

33.

APOLOGIES

Minutes:

None.

34.

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 Scriven declared a non-pecuniary interest in item 7.3 as a member of PARC.

35.

CHAIRMAN'S REPORT AND URGENT ITEMS

Minutes:

None.

36.

PUBLIC QUESTIONS IN ACCORDANCE WITH STANDING ORDER 22

Minutes:

None.

37.

MINUTES pdf icon PDF 297 KB

To confirm the Minutes of the Community Services Committee meeting held on 12 January 2022 – circulated herewith.

Minutes:

The Minutes of the Community Services Committee meeting held on 12 January 2022 were confirmed as a correct record.

 

38.

FARMERS' MARKET LOCATION REVIEW pdf icon PDF 100 KB

Report attached.

Additional documents:

Minutes:

As there were three members of the public present for this item, it was bought forward to earlier in the agenda compared to what was set out in the Summons.

 

The Committee suspended Standing Orders to allow the residents to provide a presentation of their thoughts on the subject at the start of the meeting. The Standing Orders were also effectively suspended throughout the item to allow residents to interject in the Committee discussion.

 

The Committee noted early in the item that there had been a complaint made to the Highways Authority on that day by the residents attending the meeting. The Committee noted that in order to discuss any of the operational matters relating to the complaint they may need to move into Exempt Business due to the potential for the need for legal advice.

 

The Committee RESOLVED to:

 

(i)           Change the location of the Sustainability Market so that it does not impact on residential access on Bowers Parade. This will be put in place after the scheduled Sustainability Market on Sunday 20 March 2022.

(ii)          Further consider the item later under Exempt Business.

39.

MINUTES OF OTHER MEETINGS REFERRED TO COMMUNITY SERVICES COMMITTEE pdf icon PDF 162 KB

To receive the Minutes of the Rothamsted Park Sub-Committee meetings held on 5 January 2022 and 2 February 2022 – circulated herewith.

 

 

 

 

 

 

Additional documents:

Minutes:

The Minutes of the Rothamsted Park Sub-Committee meetings held on 5 January 2022 and 2 February 2022 were received.

 

 

40.

OFFICERS' REPORTS

40.1

FORWARD PLANNER AND RESOLUTION TRACKER pdf icon PDF 200 KB

Report attached.

Minutes:

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

 

40.2

BUDGETARY CONTROL 2021/22 pdf icon PDF 162 KB

Report attached.

Minutes:

The Committee considered a report by the Finance Manager.

 

The Committee RESOLVED to:

 

(i)           Note the report.

(ii)          Note and approve the virements shown in Appendix A.

40.3

CONSIDERATION OF DRAFT ROTHAMSTED PARK MANAGEMENT PLAN pdf icon PDF 128 KB

Report attached.

Additional documents:

Minutes:

The Committee considered a report by the Town Clerk.

 

The Committee RESOLVED to:

 

Approve the Draft Rothamsted Park Management Plan attached at Appendix A.

 

40.4

DRAFT BYELAWS FOR HARPENDEN TOWN COUNCIL GREEN SPACES pdf icon PDF 99 KB

Report attached.

Additional documents:

Minutes:

The Committee considered a report by the Community Services Manager.

 

The Committee RESOLVED to:

 

Note the draft byelaws (Appendix A), note how they were arrived at (as per the background information), and approve them for use during the formal consultation process.

 

40.5

BATFORD LIGHTS UP EVENT DATE pdf icon PDF 92 KB

Report attached.

Minutes:

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

 

The Committee RESOLVED to:

 

Approve the change of day and time of the annual Batford Lights Up Event to take place on a Thursday evening between 5.30pm and 7pm to bring the event in line with the format of the Southdown Lights Up.

 

40.6

EVENTS PROGRAMME pdf icon PDF 124 KB

Report attached.

Additional documents:

Minutes:

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

 

The Committee RESOLVED to:

 

Note the Harpenden Events Calendar 2022 attached in appendix A.

 

It was acknowledged that the Calendar will need updating following the resolution to relocate the Sustainable Market.

 

40.7

REQUEST FOR MEMORIAL pdf icon PDF 91 KB

Report attached.

Additional documents:

Minutes:

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

 

The Committee RESOLVED to:

 

Approve the request for a memorial seat detailed at Appendix A.

 

 

40.8

BATFORD SPRINGS MANAGEMENT PLAN YEAR 2 TENDER SPECIFICATION pdf icon PDF 96 KB

Report attached.

Additional documents:

Minutes:

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

 

The Committee RESOLVED to:

 

Approve the Tender Specification (Appendix A) , for core improvement works at Batford Springs Local Nature Reserve.

 

40.9

HEALTH AND SAFETY TREE SURVEYS pdf icon PDF 98 KB

Report attached.

Additional documents:

Minutes:

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

 

The Committee RESOLVED to:

 

(i)           Approve that all HTC trees that require surveying in line with the HTC Tree Policy are surveyed entirely in 2022 by TMA (paragraphs 3.1 – 3.9).

(ii)          Approve that HTC switch from using TreeMinder to using MyTrees to manage the safety maintenance of our tree stock (paragraphs 3.1 – 3.9).

 

41.

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:  

Minutes:

The Committee RESOLVED to:

 

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:    Farmers’ Market Location Review

 

41.1

FARMERS' MARKET LOCATION REVIEW

Minutes:

The Committee RESOLVED that Council Officers would do the following:

 

(i)           For the next Farmers’ Market and those after, relocate the two trading stalls (marked blue on the map contained on page 77 of the report pack) to an alternative location to widen the immediate access point from the A1081

(ii)          Engage with the Highways Authority to understand the potential for relocating part of the Market to Church Green on the Highway and/or on the grassed area

(iii)        Engage with Market traders to gain their initial feedback on the potential for relocating part of the Market to Church Green

(iv)        Engage with the High Street Methodist Church to gain their initial feedback on the option of relocating part of the Market to the Highway outside of their building.

(v)          Provide a report to the June meeting of the Community Services Committee with an update on the feedback gained from the three points above.