Ref: CS/CSagenda 16 th September 2020

TO: ALL MEMBERS OF THE COMMUNITY SERVICES COMMITTEE

Dear Councillor,

A meeting of the Community Services Committee will be held on:

MONDAY, 21 st SEPTEMBER 2020 TO BE HELD IN THE SALISBURY ROOM, HERTFORD CASTLE AND REMOTELY VIA VIDEO-CONFERENCE AT 7.30 PM Please contact [email protected] for access details

The Agenda is attached.

Yours sincerely

Joseph Whelan Town Clerk

Members of the Committee Councillors: Mrs S Barber, Mrs R Bolton, Mrs M Brady, R Cinnamon, Mrs A Daar, S Hunt, J Lynch MBE, Mrs S Newton, P Ruffles

Substitutions: Councillors: R Deering, Mrs J Goodeve, R Pinkham, A Porrer, Miss J Sartin, T Tarrega

TOWN CLERK – JOSEPH WHELAN MBA The Castle Ÿ Hertford Ÿ SG14 1HR Ÿ Tel: 01992 552885 Ÿ Fax: 01992 505876 Ÿ Email: [email protected] k AGENDA - MEETING OF THE COMMUNITY SERVICES COMMITTEE TO BE HELD ON MONDAY 21 SEPTEMBER 2020 AT 7.30PM IN THE CASTLE, HERTFORD AND REMOTELY, VIA VIDEO-CONFERENCE

1. RECORDING OF MEETING

To establish if it is the intention of any person present to record the meeting.

2. APOLOGIES FOR ABSENCE

To receive apologies for absence.

3. DECLARATIONS OF INTEREST

To receive Members’ declarations of Disclosable Pecuniary Interests (as defined by the Relevant Authorities (Disclosable Pecuniary Interests) Regulations 2012) where these Disclosable Pecuniary Interests:

a) Have not already been entered into the register and b) Relate to a matter to be considered

To note that such interests so declared must be formally notified to Town Clerk and the Monitoring Officer at East Hertfordshire District Council of the interest within 28 days.

To receive Members’ declarations of Declarable Interests in accordance with Hertford Town Council’s Code of Conduct (adopted 8 th April 2013).

4. THE MINUTES

To confirm as correct the minutes of the meeting held on 15 June 2020 and to authorise the Chairman to sign the same.

5. MATTERS ARISING FROM THE MINUTES NOT DEALT WITH ELSEWHERE ON THE AGENDA

The Action Sheet is in PAPER A (page 3)

6. QUESTIONS AND/OR STATEMENTS FROM MEMBERS OF THE PUBLIC

Members of the public may speak about specific items on this agenda which contain a recommendation, provided they have advised the Town Clerk of their wish to speak no later than midday on the Friday before the meeting (or midday of the last working day of the week before the meeting). A list giving details of the name(s) and relevant agenda item(s) will be circulated to Councillors before the meeting commences.

7. ALLOTMENTS

(a) Allotment Statistics and Maintenance

To receive a report on Allotment statistics, maintenance and planned improvements at the sites - PAPER B (page 5)

1 (b) Mudlarks To receive a report from Mudlarks Community Allotment Project – PAPER C (page 9)

(c) North Road Plotholders Group To receive a report from the North Road Plotholders Group – PAPER D (page 13)

(d) Sele Road Lovely Grub Garden To receive a report from the members of the Lovely Grub Garden. PAPER E (page 15)

(e) Allotment Rents To consider a proposal for an increase in allotment rents commencing 1 January 2022. PAPER F (page 17)

(f) Cromwell Road Allotment Access and Security To consider a report regarding options for allowing public access to Kings Meads and associated improvements boundary security. PAPER G (page 21)

8. CEMETERY AND CLOSED CHURCHYARDS

(a) Statistics for burials and interment of ashes and Cemetery and Closed Churchyard Maintenance To note the statistics for burials and interment of ashes and the maintenance work programme. – PAPER H (page 37)

9. PROGRESS ON OBJECTIVES 2019-23

To note the progress on the Objectives - PAPER I (Page 41)

10. FINANCE – FIRST QUARTER INCOME AND EXPENDITURE 2020/21

To receive a report on the first quarter income and expenditure for 2020/21 - PAPER J (page 45)

11. FINANCE – DRAFT BUDGET 2021/22

To consider items for inclusion in the Budget for 2021/22 - PAPER K (page 51)

2 PAPER A

Community Services Committee Action Plan from meeting of 15 th June 2020

Action Required By Lead Officer Status Signage on bridges When N. Kirby Signs installed except sign on the bridge crossing the Rib. programming of Plaque still to be installed at ‘Bengeo Hall Bridge’ HCC ref HCC allows 1132 over the River Rib. Bridge was awaiting work which is at the planning stage. It was hoped to incorporate the sign when the works are carried out.

September 2020 update: HCC Bridges & structures officer met on site and agreed a way forward to install sign on bridge in early October.

Iron Gates on A414 Part Completed N. Kirby This item was raised by Planning Sub Committee and passed opposite All Saints’ March 2019 to CS Committee to manage. Gates on Gascoyne Way were

3 Church – To seek completed March 2019. confirmation of The Church Street gates are in very poor condition and need ownership and to attention - ownership of these were discussed at meeting of seek refurbishment 16 th September 2019, but it has taken some time to clarify way forward with owner of adjacent properties at 35/37 Church Street. They have confirmed in writing would support the work. Further quotes have been obtained and this work could be carried out at a cost of around £14-16k and may be applicable for an EHC heritage grant to fund up to 50% of the cost.

September 2020: Application for heritage grant submitted – awaiting outcome. If successful the remaining 50% funding will be spent from budget code 5240 Closed Churchyard Repairs and Maintenance budget for 2020/21. PAPER A

Ashley Webb N. Kirby East Herts Council are keen to work with the Council in a Shelter collaborative way to implement the Greenspace Management Refurbishment and Plan that East Herts Council has produced. future Maintenance of Castle Grounds The refurbishment of the Castle Grounds was added as an Objective for the Community Services to oversee – Update provided in Paper I.

Woodland & Cycle N. Kirby Report to be presented when further information and detail is Path at Archers provided by partner agencies. Spring Civic Admin Manager and Chairman of Committee met with representatives from Network Homes regarding this potential project.

September 2020: No further updates. 4 PAPER B

REPORT TO COMMUNITY SERVICES COMMITTEE 21 SEPT 2020

AGENDA ITEM 7(a) – ALLOTMENTS STATISTICS AND ALLOTMENT MAINTENANCE REPORT

1. PURPOSE OF REPORT

1.1 To provide the Committee with information regarding plot availability, the number of potential tenants on the waiting lists and maintenance work carried out between 10 June 2020 and 10 Sept 2020.

2. ALLOTMENT STATISTICS TO SEPT 2020

Site Plots Nov 2019 Feb 2020 Jun 2020 Sept 2020 Let Vacant Let Vacant Let Vacant Let Vacant Bengeo 71 67 0 68 0 70 0 71 0 5 Pole 71 67 0 68 0 70 0 71 0 10 Pole 0 0 0 0 0 0 0 0 0 Cromwell Road (Ware end) 57 57 0 55 2 56 1 57 0 5 Pole 49 49 0 47 2 48 1 49 0 10 Pole 8 8 0 8 0 8 0 8 0 Cromwell Road (Hertford end) 198 194 2 188 9 196 2 196 2 5 Pole 171 164 2 160 9 169 2 169 2 10 Pole 27 30 0 28 0 27 0 27 0 The Folly 51 49 2 51 2 51 2 51 0 5 Pole 50 48 2 50 2 50 2 50 0 10 Pole 1 1 0 1 0 1 0 1 0

Hertingfordbury 93 92 2 85 7 91 2 93 0 5 Pole 93 92 2 85 7 91 2 93 0 10 Pole 0 0 0 0 0 0 0 0 0 North Road 103 103 0 103 0 103 0 103 0 5 Pole 79 79 0 79 0 79 0 79 0 10 Pole 24 24 0 24 0 24 0 24 0 Sele 16 13 3 13 3 16 0 16 0 5 Pole 16 13 3 13 3 16 0 16 0 10 Pole 0 0 0 0 0 0 0 0 0

TOTAL 589 575 9 563 21 583 5 587 2 5 Pole 529 512 9 502 21 523 5 527 2 10 Pole 60 63 0 61 0 60 0 60 0

5 PAPER B

3. ALLOTMENT STATISTICS – 4 YEAR COMPARISON

Site Plots Sept 2017 Sept 2018 Sept 2019 Sept 2020 Let Vacant Let Vacant Let Vacant Let Vacant Bengeo 71 65 0 66 0 67 0 71 0 5 Pole 71 65 0 66 0 67 0 71 0 10 Pole 0 0 0 0 0 0 0 0 0 Cromwell Road (Ware end) 57 56 0 55 1 57 0 57 0 5 Pole 49 48 0 47 1 49 0 49 0 10 Pole 8 8 0 8 0 8 0 8 0 Cromwell Road (Hertford end) 198 195 0 187 8 194 2 196 2 5 Pole 171 165 0 157 8 164 2 169 2 10 Pole 27 30 0 30 0 30 0 27 0 The Folly 51 49 0 49 0 50 0 51 0 5 Pole 50 48 0 48 0 49 0 50 0 10 Pole 1 1 0 1 0 1 0 1 0

Hertingfordbury 93 95 0 92 3 91 3 93 0 5 Pole 93 95 0 92 3 91 3 93 0 10 Pole 0 0 0 0 0 0 0 0 0 North Road 103 97 1 97 2 103 0 103 0 5 Pole 79 72 0 73 2 79 0 79 0 10 Pole 24 25 0 24 0 24 0 24 0 Sele 16 16 0 12 4 13 3 16 0 5 Pole 16 16 0 12 4 13 3 16 0 10 Pole 0 0 0 0 0 0 0 0 0

TOTAL 589 573 1 558 18 575 8 587 2 5 Pole 529 509 1 495 18 512 8 527 2 10 Pole 60 64 0 63 0 63 0 60 0

4. NUMBERS ON WAITING LISTS

Hertingfordbury 12 Sele Road 3 Bengeo 14 Folly 25 Cromwell Road 25 North Road 13

6 PAPER B

ALLOTMENT SITES VACATED LIST

PLOT SITE START END REASON 5c CROM MAR 2018 JUNE 2020 Relinquished tenancy 75a CROM JUNE 2017 AUG 2020 Relinquished tenancy 40b BENG FEB 2020 AUG 2020 No return of fee/agreement 36 BENG MAR 03 AUG 20 Moving out of area

5. ALLOTMENTS MAINTENANCE WORK COMPLETED SINCE JUNE 2020

Sele Road: Removed one load of rubbish Prune brambles at boundaries

Hertingfordbury: Repair of a broken water tank Strimming around plots where required

Bengeo: Located position for new water tanks

Cromwell Road : Infilled gaps in boundary hedges

All Sites: Strimming paths

6. UPDATE ON PLANNED IMPROVEMENT WORK 2020/21

Cromwell Road

6.1 A full report regarding review of public access arrangements to the site is detailed in PAPER G.

6.2 The large overgrown lilac tree and bush at the back of plots 13 & 15b has been partly pruned back with some further tidying work required.

6.3 A vacant area with trees behind it near to the car park was cleared in July. A new site toilet is planned to be installed by end of 2020.

6.4 The half water tank at the far end of the Ware end of the allotment site may be replaced for a full size tank as a new project for consideration for 2021/22.

7 PAPER B

Bengeo

6.5 Three new water tanks have been delivered and these will be installed in addition to the existing half tanks rather than replacing them. Officers are awaiting further quotes for installation planned in the autumn.

Folly Island

6.6 The replacement of the half size water tanks for three full size water tanks – to consider inclusion in the budget for 2021/22.

Hertingfordbur y

6.7 To propose a second notice board by right hand entrance gate for tenants entering the site at the right-hand side – to consider inclusion in the budget for 2021/22.

Cromwell Road, Hertingfordbury, Bengeo, Folly Island and Sele Allotments

6.8 Perspex boxes with lids still to be purchased to allotment holders to swap seeds. To be mounted on a post next to the notice boards. Cromwell Road will have 2 boxes, one in main car park and one at the Ware end of the site. These will be ready for the late autumn of 2020.

6.9 Allotment plot vacancies are still being let as there has been a continued demand for plots during the Covid-19 lock down, with only 2 vacant plots at present.

6.10 Skips were hired in June 2020 to clear the refuse from vacant plots to improve the sites and make these plots more attractive to new tenants.

6.11 The next plot holder’s forum at Cromwell Road is on hold and will be rescheduled when this can be organised safely.

7. RECOMMENDATIONS

It is RECOMMENDED that:

a) The Committee notes the report.

Report by Mrs S Viitmaa - Allotments Officer Stuart Baker – Grounds Supervisor

8 PAPER C

Mudlarks Community Garden Site Report Summer 2020

Mudlarks Allotments: This summer at the allotments has been completely different from other years, being quieter and very hot. Until the recent rain, it has proved a challenge keeping the vegetable plots watered.

We have stayed open as an essential service for the vast majority of our gardeners, providing much needed respite for families and a routine for all our gardeners who need daily activities. Many of our gardeners have challenging behaviour and therefore they could not be isolated at home.

We have some gardeners who are still unable to attend because of their health, or that they live in care homes. We harvested these gardeners’ onions, garlic & potatoes and provided a home delivery service. Some of our gardeners received a courgette plant or sunflower to grow and nurture at home during the lock down period, and this was greatly appreciated.

Mudlarks decided to run our summer scheme in July and August this year for younger adults with disabilities. This has proved a great success for those who have been out of school, isolated, and needing somewhere to feel part of a team, seeing other people and the freedom to be outside and enjoy Mother Nature.

Our vegetable harvest is going really well giving us enough produce to provide the café with their vegetables twice a week.

Unfortunately we have had many problems around the padlocks on the gates, with Mudlarks being accused of leaving them open. This has been quite stressful as there are over a 100 allotment holders who could have left the gates open, though it seems we are the target for blame.

We were advised in March that we could have a separate number to stop people from walking through. Initially we didn’t want to exclude people from using the gate as we want to be part of the allotment community, so went against his advice, but after so many accusations and other allotment holders having a go at us in front of our gardeners, we changed the number.

The aim of Mudlarks has always been to include people with learning disabilities into their community, and we made it clear from the outset of the gates being locked that we would not be held responsible for any misuse of the gates and padlocks. Sadly, the opposite has happened, and we have borne the brunt of the accusations of misuse, to the extent that it has actively interfered with our work.

After 4 months of harassment, verbally and via emails, ourselves and the Town Council have come to a decision to open up the gate to all allotment holders for 2 months and to prevent people from walking through Mudlarks. Signs will be erected to redirect allotment holders around our site while the virus risks mean that we need to keep at a distance from other members of the public. With our new meet and greet area and the new direction signs it will allow us to keep our vulnerable adults safe.

9 Thank you to all Councillors for your help and support at this difficult time, and for considering the welfare of our vulnerable community.

By September, Mudlarks will nearly be back to full capacity and the allotment will have its lovely much missed buzz.

To allow our gardeners to return and work safely we have coloured tabards so we can work in small bubbles, signed indoor seating areas, designated tea and lunch breaks so we can provide enough room in our shed for 14 people to sit and stringent hygiene regulations. The winter will be more of a challenge as it can get very cold at the allotments and there won’t be enough room to get everyone in our shed at a distance. We have plans for putting up some temporary gazebos for shelter over our potting area in order to maximise our covered areas.

We look forward to adapting to our new working ways and providing a meaningful, fun, safe environment to be in.

We have had to replace our decking at the front of our main shed as it had rotted. This was repaired by our wonderful volunteers over the summer. Balfour Beatty are kindly donating and constructing us new sinks as part of their community work following the rebuild of the domestic waste site at Wadesmill. We were hoping for a new tool shed, but unfortunately the waiting time for a new shed is 14 weeks, so they are going to replace the shed roof felting for us instead.

The Hertford Castle Fairy trail has provided us with much joy, bringing the inner child out in us all. We had so much fun making the mushrooms, teepee, fairies, unicorn, ribbons with bells and all the signs. The number of families visiting the gardens has been incredible, and we’ve enjoyed seeing children riding the unicorn and playing in the teepee. We would love to create this again next year and think it has been a wonderful idea.

The Rose Garden All through the summer we have been deadheading the roses and applied a pelleted rose feed. They have been hit by Black Spot and many have lost their leaves but we have been spraying with a Rose Tonic which we hope will perk them up! The Box hedging has had another application of biological control to ward off the Box Caterpillar and we are keeping a close eye on it. We have put up a pheromone trap to warn us when the moth is at its most abundant.

The Moat Garden The Irises looked great this year and many passers by have commented on the display. We have installed drip irrigation throughout the raised bed to aid watering. Due to the Covid situation we have planted up The Circle with an informal selection of herbaceous perennials this year as there was difficulty in purchasing from suppliers.

Wetherspoon Gate Project We have been watering the area under the Holme oak and removed much of the leaf mulch to see if we can get the planting to establish better. We were hoping to split the grasses in the spring but as Covid hit we missed that opportunity. As a temporary fix we have continued to undercut and tidy them to reveal the underplanting.

10 PAPER C St. Leonard’s Here we have been kept busy with watering throughout the dry summer and more recently with the weeds that followed. We have recycled one of the bins of compost using it as a mulch over the beds in the garden. A lot of cutting back has been done on the woody shrubs to give shape and reduce size. We interplanted the area by the Beech hedge with herbaceous perennials and hope they give a good display once established. Many smaller perennials have been dotted around the beds for summer colour and infill etc Penstemon, Aster, Erysimum, Armeria and Crocosmia.

Holy Trinity As with the Box hedging at the Castle we have re-treated the Box balls and topiary with a biological control and put up a pheromone trap and shall be keeping a close eye on them. The Box caterpillar is ‘a very hungry caterpillar’ defoliating a large plant within weeks and with two or three generations a year can be hard to control. We shall keep adding wildlife friendly plants to the Wildlife Area. Through the summer we have added herbaceous perennials and small shrubs eg. Penstemon, Dalia, Sedum, Philadelphus to bare areas and shaped the established shrubs to reduce size.

All in all with these strange times we have made the most of the glorious summer and revelled in the opportunity to be outside working in these lovely gardens. I think I can speak for the gardeners when I say that we have enjoyed every minute and feel very proud with what we have achieved.

Liz Hoye, Allotment Site Manager Julie Presland, Larking About team manager Vic Hobson Sept 2020

11 12 APPENDIX D North Road Plotholders Group

Report to Community Services Committee – September 2020

1. Activity on site

We are coming to that time of year of “mists and mellow fruitfulness”, where our members are able to harvest the crops that they have worked hard over the summer to grow. We have had good crops this year, due mainly to the amount of work that members have been able to put in while in lockdown.

A mammoth Turks head pumpkin

A bumper crop of apples

Sweetcorn

Runner beans

13 APPENDIX D

Our Easy Access plot

2. Major Projects

Our major project this year has been to install solar panels on our storage container, so that we can recharge batteries for cordless equipment, such as strimmers and mowers. This will allow us to rely less on petrol which we use for our existing machinery. This project has, necessarily, been delayed by the lockdown, but we expect to have finished the project quite soon.

3. Lettings

All of our plots are let and we currently have 13 people on the waiting list.

14 PAPER E

LOVELY GRUB GARDEN REPORT For the Hertford Town Council Community Services Committee 3rd September 2020

Community Engagement :

Good news, the regular Committee members have returned to the garden over recent weeks following the easing of lockdown.

We are anxious about holding a public event under the current circumstances .We have however discussed the possibility of holding an open garden Harvest event in October as people become more confident in venturing out. We feel the garden is big enough to accommodate a one-way system for visitors, face masks and social distancing advised. Any plans will be dependent on current government Covid guidelines and how many of the committee members would be available to help.

In the meantime we will continue to distribute the produce from the garden through the committee members and local residents.

Garden Activity:

Open hours at the garden for regular sessions remain as Fridays 3 to 5pm; also the first Sunday and third Saturday in the month from 3 to 5pm. The members meet for planning/update meetings from time to time if allowed under current Covid guidelines.

The crops currently growing: Tomatoes (several varieties), small cucumber, leeks, sweet corn, courgettes, cabbage, kale and broccoli, radish, chard, beetroot, carrot, French beans, runner beans, belotti beans, peas, potatoes, parsnips, turnips, celeriac, pak-choi, butternut squash. The fruit trees have produced pears, plums and apples.

And in the polytunnel: tomatoes, sweet pepper, chilli, cucumelon, and chilli.

The 1000 litre water store ran out of water due to watering pressures during the hot weather, however due to the installation of other water tanks, by volunteer Alan, several water-runs to the allotment supply down the road, and having access to a neighbour’s water supply, the crops survived.

The water tanks have since refilled and the large water store is more than half-full.

Maintenance of the Garden structures:

Planned Work: · Further repair the walls of the raised beds as needed. · As required paint the interior walls of the summer house · Installation of a sink next to the large water store · Annual repair to the cold frame

Community services committee lovely grub garden report 030920 v2

15 PAPER E

There is no change to the committed expenditure for 2020 see below, as previously quoted, approximately £400.50:

· Seed and multipurpose compost - £32 · Manure – £80 · Various seeds - £51.50 · Mulch for beds - £30 · Protection for crops replacement cloches (x2) -£32 · Public liability insurance - £160. · Replacement gardening gloves for children - £15

Plus Maintenance of garden structures £ TBC

Wish list remains: Composting/ camping toilet.

Administration :

A sad farewell to Christopher Coles and family, who moved aware from the area before the summer. We thank them for all their help at the garden and wish them well for the future. The Committee members are therefore revised since last report:

· Chair: Jenifer Williams · Treasurer: Isabelle Robinson · Secretary jointly: Jenifer Williams and Stephanie Edwards · Garden Coordinator and planner: Stephanie Edwards · General members Jane Chaplin, Alan Muhr, Evelyn Frank, Joy, Vicky Lloyd, Pauline and Anthony Collinson.

Finances :

A big thank you to friends of committee member Stephanie, who donated to the garden fund, a total amount of £246.36! The current balance on the LGG account to the end of August 2020 is therefore £711.03.

Plans for 2020 :

· Increase publicity via social media and local leaflet drops and at other local events. · Possibly hold a harvest event in October 2020.

Report prepared by Jenifer Williams, Joint Secretary: The Lovely Grub Community Garden, Sele Road, Hertford. 03/09/20

Community services committee lovely grub garden report 030920 v2

16 PAPER F

REPORT TO COMMUNITY SERVICES COMMITTEE – 21 SEPTEMBER 2020

AGENDA ITEM 7(e) – ALLOTMENT RENTS

1. PURPOSE OF REPORT

1.1 To ask the Committee to consider the level of allotment rents with effect from 1 January 2022.

2. BACKGROUND

2.1 Legislation requires that allotment tenants are given twelve months notice of increases in rent. This report proposes the rents that should be charged with effect from 1 January 2022, although allotment tenants will need to be advised of the amount by mailshot in November 2020.

3. CURRENT RENT

3.1 As stated above, the Town Council will charge £5.40 per pole per year with effect from 1 January 2020, with a 50% reduction for those senior citizens over the age 65 who were in receipt of the concession prior to the decision of the Council to cease the concession in 2016.

3.2 Over recent years the rent per pole has increased as follows:

2012 £3.20 2013 £4.20 2014 £4.50 2015 £4.60 2016 £4.80 2017 £5.00 2018 No increase 2019 £5.20 2020 £5.40 2021 No increase

4. COMPARISON WITH NEIGHBOURING COUNCILS

4.1 Charges for allotments that are provided by neighbouring councils is shown in Table 1 below.

Table 1

ALLOTMENT PRICE COMPARISONS

Council Details 20 20 2021 Comments Hertford Resident – charges per pole 5.4 0 5.40

17 PAPER F

Council Details 2019/20 2020/21 Comments Ware Resident – charges per pole £5 £6 Bishops Resident – charges per pole £5.90 £6 Stortford OAP – for the 1 st 10 poles £2.95 £3 Non resident £11.80 £12 New tenant fee administration cost £28 £28.50 Key charge £7.60 £8 Broxbourne Resident – charges per pole £8.25 - No new OAP £5.75 - rates New tenant fee administration cost £32 - for 2020/21 Key charge £12 - Sawbridgeworth Resident – charges per pole £5 £6 OAP – for the 1 st 10 poles £4 - Water – 5 poles plot £2.50 - East Herts Resident – charges per 25.3 sq m £3.90 £4 Council (per pole)

5. RENT REVIEW

5.1 As can be seen in Table 1, allotment charges in neighbouring authorities vary. Hertford Town Council’s charges remain reasonable in relation to nearby Councils, especially in view of the fact that this Council provides toilet facilities.

5.2 The Council continues to make significant improvements to sites. Recommendations for improvements to be implemented during 2021/22 (and on the same Agenda as this report) are for

· replacement boundary fencing and gates along Carmelite Close from Mudlarks to vehicle entrance gate · new water tanks at the Folly allotment site

5.3 In terms of the provision of excellent customer services, this Council is the only Council in the area which offers a trimming service for new plotholders.

5.4 Neighbouring Councils have increased their rents to around £6-8.50 per pole. There have only been small increases in rents in Hertford over the last few years, however the Council has continued to significantly invest in the allotments.

5.5 The Committee may therefore wish to consider how much to invest in the allotments and how this will be funded. Amending the annual rent charge could potentially fund some additional investment. Further work could be undertaken to reflect comments made at this meeting.

6. RECOMMENDATION

It is RECOMMENDED that :

18 PAPER F

(a) Committee consider the levels of investment in the allotments and the level to which this could be funded through amending the rent charge from 1 January 2022. (b) Committee note the report.

Report by Nick Kirby, Civic Administration Manager

19 20 PAPER G

REPORT TO A MEETING OF COMMUNITY SERVICES COMMITTEE – 21 ST SEPTEMBER 2020

AGENDA ITEM 9 (f) – CROMWELL ROAD ALLOTMENTS ACCESS

1. PURPOSE OF THE REPORT 1.1 This report provides the Committee with an update on the access and security issues at Cromwell Road allotments and the options for allowing discretionary public access to the Kings Meads and associated improvements in boundary security. 2. BACKGROUND 2.1 Hertford Town Council has permitted public access through the allotment site, although there is no definitive right of way across any part of the allotment site shown on the Ordinance survey maps. 2.2 In 1994 Hertford Town Council contacted Hertfordshire County Council to put a deposit in the land in accordance with section 31(6) of the Highways Act 1980, with the statement that Hertford Town Council as owner of the allotment land had no intention to dedicate any rights of way over the land. In a letter by a former Town Clerk in 1994 it was stated that if the Ware end of the allotment site became fully cultivated, then the Town Council may decide to close the stiles. 2.3 The Ware end of the site was cultivated for allotments in 2008 and at the same time Mudlarks Charity entered into an agreement to use part of this area. Since then all the allotment plots in this area have been let. 2.4 Allotment plot holders at both ends of the site have reported problems with theft from allotment plots, dog fouling and other anti-social behaviour. 2.5 In March 2020 at the start of lockdown due to the Covid-19 Pandemic and due to Government restrictions on travel, there was an increase in the number of members of the public accessing the allotment site, to and from the Kings Meads. Plot holders and representatives from the Cromwell Road plot holders forum expressed concerns over the risks from the increased use of the paths and social distancing guidelines not being observed. 2.6 In response to these problems it was decided to temporary restrict access to the site for the general public by installing combination padlocks on all gates and closing off the two stiles to the Meads. 2.7 Clear signage was placed at all entrances explaining the Council’s position and the reasons why the access was closed. The codes for the combination padlocks were given to plot holders only and have generally worked in allowing access to the site for plot holders and Mudlarks gardeners. 2.8 At the Community Services Committee meeting of the 15 June 2020, draft proposals were submitted to the Committee to replace the 5 bar entrance gates with 6ft green coated steel security gates, and to permanently restrict public access to the site. There were mixed views with regards to the option of withdrawing consent for the continued use permissive path to the Meads across the site. It was requested that no decision to be taken regarding this issue

21 PAPER G

without proper consideration and a detailed report to the Committee was requested. 3. CURRENT ARRANGEMENT 3.1 Access to the site is currently restricted to allotment tenants only and all pedestrian and vehicle access gates are locked with combination locks. Both stiles to the meads are temporary closed to everyone (including allotment tenants). These arrangements have been subject to ongoing monitoring. 3.2 While closed local residents have to access the Kings Meads via Rowleys Road or across the railway line to the end of Mead Lane. However there have been a number of reports of members of the public climbing/jumping over the 5 bar gates, particularly at the Rowleys Road end, damaging and making holes in the perimeter hedges and removing the barriers placed on the sites to gain access through the site. 3.3 It should be noted that the Officers cannot find any evidence for permission from the adjacent landowner for the two stiles that were installed. The stile by Mudlarks (stile 1) has a steep drop from the allotments onto the Kings Meads, which makes it more difficult to use. 3.4 Correspondence was received from one organisation (Mudlarks) at the start of lockdown requesting the gate to be closed due to the increased number of people accessing the site. They now have a more neutral view on this, but have enjoyed the reassurance this has offered them. 3.5 Since lockdown the Council has received correspondence from three local residents requesting for this route to be reopened, specifically noting that the route along to Rowleys Road is too far to walk. 3.6 Tenants on site have expressed support for restricting general public access, particularly those whom have suffered from vandalism or theft of produce in recent years. Some tenants also complained at the start of lockdown about numbers of non allotment holders using the site and one email was received. 3.7 A petition (Appendix 1) requesting the access gates to be permanently locked was received on 24 th August 2020. A representative from the plot holders forum was able to contact 121 plot holders (representing 167 of the 254 total plots). Of the 121 plot holders questioned, 101 (84%) agreed to keeping the gates locked. 3.8 Issues regarding public access and problems with dog fouling were mentioned at the tenants forum in November 2019 and by closing the main gate off Rowleys Road this has helped reduce this. There were also general concerns about theft and vandalism although this hasn’t ceased with the access closed due the existing gates being low enough to climb and gaps created in the perimeter hedge. 3.9 On the 23 July 2020, there were a series of break-ins to houses along Cromwell Road with access obtained from the allotment site. Improving site security would therefore also benefits houses that back onto the allotment site. 3.10 A site pan showing the current access arrangements and the options detailed in section 4 are illustrated in Appendix 2.

22 PAPER G

4. OPTIONS FOR PUBLIC ACCESS TO THE MEADS Option 1 - Prevent public access through the site and keep all gates locked

4.1 To continue the current arrangement. Both vehicle gates and all pedestrian gates from Carmelite Close would remain locked and all stiles into the Meads would be removed and infilled with fencing and hedge saplings. 4.2 The two 5 bar vehicle entrance gates at each end could be replaced with 6ft green coated steel security gates and padlocks to provide greater security and deterrence to restrict public access to the site (as per photo 1 below). Closing the two stiles permanently would also add as a deterrent to keep out vandalism and theft. Photo 1 – Example of 6ft vehicle access gate

4.3 This option would not provide any alternative access to members of the public so they would have to take the longer detour to access the Meads via Rowleys Road/ Stants View. 4.4 Cost – £4,000 Option 2 – Permit public access through the site and reopen all gates / stiles 4.5 This would reinstate the permissive routes through the allotment that were open before lockdown. 4.6 All gates and stiles would be reopened and unlocked, but this open wouldn’t address concerns regarding the safety of Stile 1 (near Mudlarks). There may be further work needed to improve the safety of this if it was to be reopened. 4.7 This option does not address the concerns raised by the allotment tenants or problems experienced with anti-social behaviour. 4.8 The public would be able to have permitted access to the Meads through the allotment site.

23 PAPER G

4.9 Cost – None Option 3 – Permit public access through site via one existing access route only 4.10 The two 5 bar entrance gates at the Rowleys Road and Ware Road end could be replaced with 6ft green coated steel security gates and padlocks to provide greater security and deterrence to restrict public access to the site. 4.11 Re-open the permissive public access through the pedestrian gates along Carmelite Close around the Mudlarks area and out through the stiles into the Meads. 4.12 Consideration would also be needed whether to allow access through all the pedestrian gates/stiles or just allow one route through with clear signage. 4.13 This option may prevent some public access access and associated problems at Rowleys Road end but not prevent access on to the allotments from people coming off the Meads or via Carmelite Close but does not fully address the concerns raised by the allotment tenants. 4.14 The route through would need to be clearly signposted. 4.15 Cost – £4,000 Option 4 – Permit public access through site via a new entrance at the Ware Road end and new access into the Meads 4.16 A new entrance via a kissing gate could be to be created onto the Meads with a 6ft fence separating this from the allotment plots. In addition, the two 5 bar entrance gates could be replaced with 6ft green coated steel security gates and padlocks to provide greater security and deterrence to restrict public access to the site. 4.17 Both vehicle gates and all other pedestrian gates from Carmelite Close would remain locked and the two existing stiles into the Meads would be removed and infilled with fencing and hedge saplings 4.18 This option would require permission from Thames Water as the landowner to create the new access, steps and some levelling on their land and is likely to take some time to resolve. 4.19 This route would provide a short cut to the Meads for the general public but still provide security for the allotment tenants. 4.20 Cost – £5,300+ Option 5 – Permit public access through site via secure route using the existing gate and stile 4.21 This option would include installation of 34m of 6ft mesh fence and a 6 ft mesh vehicle access gate across the far end of the site to allow the existing stile and pedestrian gate to be used for public access. In addition, 5 bar entrance gate at Rowleys Road end could be replaced with 6ft green coated steel security gates and padlocks to provide greater security and deterrence to restrict public access to the site.

24 PAPER G

4.22 There are two tenants with plots that would be outside of this new boundary fence. The tenants are aware of this and have been offered that they could move to an available vacant plot for next season if they wish. The existing vehicle gate at the Ware Road end would be left in place to give them the same amount of security as they had before lockdown. 4.23 This option would not require permission from Thames Water as the landowner of the Meads as there is no new access creation. 4.24 This route would provide a short cut to the Meads for the general public but still provide security for the allotment tenants. Cost – £4,700 5. SUMMARY 5.1 There is sufficient budget in the allotments maintenance and site improvement budget for all of the options included above. 5.2 Should the Committee consider option 3, 4 or 5, it is suggested additional signage is purchased to signpost members of the public to around the site. 5.3 With all options additional works could also be undertaken to improve the boundary hedging along the Meads and Rowley’s Road and the fencing along Carmelite Close. Proposals for this further work could be considered as part of the 2021/22 budget.

6. RECOMMENDATIONS

6.1 It is RECOMMENDED that:

a) The Committee considers which option they would like to proceed with for access across the allotment site. b) The Committee notes the report.

Report by Nick Kirby – Civic Administration Manager

25 26 27 28 29 30 31 32 33 34 Appendix 2

A site plan showing the current access arrangements

V = Vehicle Access Gate S = Stile P = Pedestrian Access Gate

35 Appendix 2

Options for access to the Kings Meads OPTION 4 – NEW KISSING GATE AND NEW ACCESS TO THE MEADS CREATED. NEW FENCE TO SEPERATE AREA FROM PLOTS.

EXISTING VEHICLE GATE

OPTION 5 – UTILISE EXISTING PEDESTRIAN STILE 2 GATE & STILE. NEW FENCE ALONG PLOT 146 AND NEW 6FT VEHICLE GATE. NEW VEHICLE GATE FOR FOR OPTION 5

EXISTING PEDESTRIAN GATE

OPTION 2 / OPTION 3 – REOPEN EXISTING PEDESTRIAN GATE & STILE STILE 1

36 PAPER H

REPORT TO COMMUNITY SERVICES COMMITTEE – 21 SEPTEMBER 2020

AGENDA ITEM 8(a) – BURIAL STATISTICS AND CEMETERY/CLOSED CHURCHYARD MAINTENANCE REPORT

1. PURPOSE OF THE REPORT

1.1 To provide the Committee with the statistics for the burial and interment of ashes in the Cemetery, along with details of the maintenance work that has taken place in the Cemetery and Closed Churchyards since June 2020.

2. BURIAL STATISTICS

A) Burials and Interment of Ashes

2.1 This table shows the total number of burials and ashes each month over the last three years:

Burials Burials Burials Ashes Ashes Ashes 2020 2019 2018 2020 2019 2018 Month January 3 5 5 2 2 4

February 6 4 5 2 3 3 March 2 1 3 2 1 3 April 5 2 3 0 2 1 May 8 4 3 1 2 1 June 1 1 4 2 4 0 July 4 1 3 2 6 0 August 3 4 3 3 3 2 September 1 1 0 4 October 2 1 1 2 November 3 7 5 7 December 4 1 1 3 Total 32 32 39 14 30 30

B) Burials - Resident and Non Resident

2.2 This table provides a breakdown between Hertford resident and non- resident burials for each month over a three year period.

Month Resident Resident Resident Non- Non Non 2020 2019 2018 Resident Resident Resident 2020 2019 2018 January 2 4 4 1 1 1 February 5 4 4 1 0 1 March 2 1 2 0 0 1

37 PAPER H

April 5 1 2 0 1 1 May 7 4 1 1 0 2 June 1 1 3 0 0 1 July 3 1 3 1 0 0 August 2 4 3 1 0 0 September 1 1 0 0 October 2 1 0 0 November 2 6 1 1 December 3 1 1 0 Total 27 28 31 5 4 8

C) Ashes - Resident and Non Resident

2.3 The following table provides a breakdown between Hertford resident and non-resident ashes interments for each month over a three year period

Month Resident Resident Resident Non- Non Non 2020 2019 2018 Resident Resident Resident 2020 2019 2018 January 2 1 4 0 1 0 February 1 2 3 1 1 0 March 2 1 3 0 0 0 April 0 2 1 0 0 0 May 1 2 0 0 0 1 June 2 4 0 0 0 0 July 2 6 0 0 0 0 August 3 3 1 0 0 1 September 0 2 0 2 October 1 2 0 0 November 4 6 1 1 December 1 3 0 0 Total 13 27 25 1 3 5

D) New and Re-opened Graves 2020

2.4 Table D provides a breakdown between new and re-opened graves/ashes plots for 2020

Month Burials New Burials Ashes Ashes Re- Re-open New open January 1 2 0 2 February 2 4 1 1 March 0 2 1 1 April 2 3 0 0 May 5 3 0 0 June 1 0 0 2 July 1 3 1 1 August 3 0 0 3

38 PAPER H

September October November December Total 15 17 3 10

E) Foetal Remains 2020

2.5 Table E shows the number of foetal remains in 2020.

January 0 February 0 March 0 April 0 May 0 June 0 July 0 Aug 0

3. CEMETERY AND CLOSED CHURCHYARD MAINTENANCE

3.1 The below work is in addition to the daily mowing, strimming, litter picking and burial tasks.

3.2 Extra time was spent as a result for Covid 19 such as sanitising and graveside services.

Cemetery Maintenance

· Pruning low lime trees · Water and weed beds · Machinery maintenance · Watering trees · Spotweeding · Prune & deadhead roses · Prune shrubs ( forsythia etc ) · Weed flagstones garden of rest · Remove self-sets from privet hedges · Trim privet hedges · Prune catmint · Tidying graves · Annual maintenance report

CLOSED CHURCHYARDS MAINTENANCE

All Saints

· Prune low limes All Saints

39 PAPER H

· Pick up deadwood All Saints · Weed under Pearson yew hedge

Saint Leonards

· Weed round Yew hedge

Holy Trinity

· Prune low limes and pick up dead twigs

4. RECOMMENDATIONS

4.1 It is RECOMMENDED that:

The Committee notes the report.

Report by: Mrs P Chappell – Cemeteries Officer Stuart Baker - Grounds Supervisor

40 PAPER I

Community Services Objectives 2019-23

OBJECTIVE: Support the town centre and business community, to ensure its ongoing viability Responsible Action Required Success Criteria Committee In the Castle Grounds, planting Appropriate improvements CS improvements will be made. made in keeping with the Assisted by Mudlarks. grounds of a listed building. Positive customer and public feedback. Progress at September 2020

This objective is being met. Update of Mudlarks works carried so far is included in their separate report to this Committee.

OBJECTIVE: Positively Influence Spatial and Economic Development

Responsible Action Required Success Criteria Committee Collaborate with East Herts District CS Council to enhance and maximise the utilisation and public amenity of Hertford Castle Grounds Progress at September 2020

Report detailing the draft Hertford Grounds Green Space Action Plan (HCGAP) commented on by this Committee at meeting of 10 February 2020.

A public consultation in conjunction with EHDC took place 22 February at the Castle.

A working group has been established and are due to meet in the Autumn to discuss the final version of the HCGAP.

OBJECTIVE: Effective Management of the Property, Facilities and Land Owned or Maintained by the Council Action Required Responsible Success Criteria Committee Continue to manage Hertford Positive customer and CS Cemetery and closed churchyards, public feedback; effective carry out necessary repairs and maintenance undertaken. maintenance. Progress as of September 2020:

Ongoing works being undertaken. Greenspace Management Plans for All Saints Churchyard and Hertford Cemetery to be undertaken in late 2020.

41 PAPER I

OBJECTIVE: Effective Management of the Property, Facilities and Land Owned or Maintained by the Council This objective is being met and is evidenced through the reporting to Committee on a quarterly basis of detailed data and information.

Carry out an assessment of the Assessment provides CS long term need for the provision of timing, number and potential further burial spaces /new location of future provision. cemetery.

Progress as of September 2020:

On 28 November 2016 Community Services Committee considered a report detailing the current capacity of Hertford Cemetery for burial spaces and plots for the interment of ashes. Using data from the previous 15 years on the number of plots purchased per annum, the remaining capacity for burial plots is calculated at around 70 years and for internment of ashes it is 60 years.

The action is complete and the objective has been met.

Continue the effective provision Positive plotholder CS and maintenance of 6 allotment feedback; effective and sites within and around the Town. timely maintenance Make ready unused plots and keep undertaken; low levels of free of overgrowth vacancies (KPI). Progress as of September 2020

This objective is being met and is evidenced through the reporting to Committee on a quarterly basis of detailed data and information.

Carry out regular and planned Positive customer and CS maintenance of the Castle public feedback; effective grounds; the Skatepark at Hartham maintenance undertaken. Common and Pinehurst Playing Field. Progress as of September 2020.

This objective is being met.

The Skate park is managed by East Herts Council and the Council is invoiced for work carried out. Pinehurst playing field is cut once per month and litter picking and inspections of play equipment carried out on Monday, Wednesday and Friday, as well as Saturday and Sunday. Pinehurst play area was closed between March to July following Government instructions. On 9 July it was reopened with additional signage in line with Government guidance.

42 PAPER I

OBJECTIVE: Facilitate the Positive Development of Young People Responsible Action Required Success Criteria Committee Evaluate the feasibility and Active and successful Youth CS potential benefits of re-constituting Engagement in place the Hertford Youth Council Progress at September 2020

Contacts were established with the YC Hertfordshire agency in 2018 (previously Youth Connexions) in regards to a set of improvements for young people in Hertford, for which HTC and YC Hertfordshire could work collaboratively. Hertford Town Council could support these improvements through its Community Grants and the New Homes Bonus fund.

Further work is being undertaken to consider youth development and engagement opportunities and the potential of re- commencing the Youth Council. Scouts have been asked to be involved with the Kingsmead Community Steering Group to aid the Neighbourhood plan. Youth connexions and the schools have also been involved in the Bengeo and Sele NH Plans.

Project Officer has contacted Epping Forest District Council and waiting for further detail regarding their successful Youth Council.

Scouts has been asked to be involved with the Kingsmead Community Steering Group to aid the Neighbourhood plan. Youth connexions and the schools have been involved in the Bengeo and Sele NH Plans.

43 44 PAPER J REPORT TO THE COMMUNITY SERVICES COMMITTEE – 21 SEPTEMBER

AGENDA ITEM 10 – INCOME & EXPENDITURE 2020/21

1. PURPOSE OF THE REPORT

1.1 To provide the Committee with a commentary on income and expenditure for the 1 st quarter of 2020/21 and highlight any variances against budget.

2. COMMUNITY SERVICES - SIGNIFICANT ITEMS

2.1 The Committee finished the 1 st quarter of the Financial Year 2020/21 with a net expenditure of £35,995 compared to the same period in the Financial Year 2019/20 of £14,325 . The details of the income and expenditure for the 1 st quarter are listed in Appendix A.

3. Allotment, Public Amenities & Closed Churchyards budget 3.1 The net expenditure on Allotment, Public Amenities and Closed Churchyards in the 1 st quarter of 2020/21 is £14,285 compared to £1,937 for the same period in 2019/20.

3.2 The 1 st quarter net expenditure in 2019/20 was lower because some works scheduled were completed after the first quarter of the year 2019/20.

4. Cemetery Budget

4.1 The Net expenditure in 1 st quarter of the Financial Year 2020/21 is £21,710 compared to £12,388 for the 1 st quarter of 2019/20.

4.2 Net Expenditure is within the budgeted figures for the financial year 2020/21 and the increase is due to more scheduled work carried out in the cemetery in this period compared to the last financial year.

5. SUMMARY

5.1 At this stage of the current year, the projected figure is £250,792 compared to the budget of £251,733 . There is not much difference between the projected outcome and the budget figure. The projected figure is likely to change at the end of the year.

6. PERFORMANCE INDICATORS

6.1 The bottom line of each of the below Tables provides an example of Key Performance Indicators.

ACTUAL Base ACTUAL Base Projected Base TO Budget TO Budget Outcome Budget ALLOTMENTS 30.06.19 2020/21 30.06.20 2020/21 2020/21 2021/22

TOTAL ALLOTMENT INCOME (2,668) (11,074) (2,921) (11,074) (11,074) (11,196)

ALLOTMENT & PAMS (SALARIES) 15,464 68,642 16,483 69,189 68,642 69,095

45 PAPER J

ALLOTMENT & PAMS EXPENDITURE (10,860) 62,476 724 69,476 67,505 63,163 ALLOTMENT TOTAL EXPENDITURE 4,604 131,118 17,207 138,665 136,147 132,258 ALLOTMENT NET EXPENDITURE 1,937 120,044 14,285 127,591 125,072 121,061

ACTUAL Base ACTUAL Base Projected Base TO Budget TO Budget Outcome Budget CEMETERY 30.06.19 2020/21 30.06.20 2020/21 2020/21 2021/22

TOTAL CEMETERY INCOME (14,297) (59,415) (13,370) (59,415) (52,564) (59,886)

CEMETERY EXPENDITURE (SALARIES) 25,100 105,917 25,322 106,774 105,917 106,623

TOTAL CEMETERY EXPENDITURE 1,586 68,783 9,757 76,783 72,367 69,540

CEMETERY TOTAL EXPENDITURE 26,685 174,701 35,080 183,558 178,284 176,163

CEMETERY NET EXPENDITURE 12,388 115,286 21,710 124,142 125,720 116,277

COMMUNITY SERVICES CS Total Income (16,965) (70,490) (16,291) (70,490) (63,639) (71,083) CS Total Expenditure 31,290 305,819 52,286 322,223 314,431 308,421 CS Total Net Expenditure 14,325 235,329 35,995 251,733 250,792 237,338

Community Services Income Apr -Jun 2020 (80,000) (70,000) (60,000) (50,000) (40,000) (30,000) (20,000) THOUSANDS (10,000) 0 TOTAL TOTAL CEMETERY ALLOTMENT CS Total Income INCOME INCOME ACTUAL TO 30.06.19 (2,668) (14,297) (16,965) ACTUAL TO 30.06.20 (2,921) (13,370) (16,291) Base Budget 2020/21 (11,074) (59,415) (70,490) Projected Outcome 2020/21 (11,074) (52,564) (63,639)

46 PAPER J Community Services Expenditure Apr -Jun 2020

4,604 17,207 ALLOTMENT TOTAL EXPENDITURE 138,665 136,147

26,685 35,080 CEMETERY TOTAL EXPENDITURE 183,558 178,284

31,290 52,286 CS Total Expenditure 322,223 314,431

400,000 300,000 200,000 100,000 0

ACTUAL TO 30.06.19 ACTUAL TO 30.06.20 Base Budget 2020/21 Projected Outcome 2020/21

7. RECOMMENDATION

It is RECOMMENDED that:

a) The Committee notes the income and expenditure to the 30th June 2020.

Report by: Muibat Babayemi, Finance Manager

47 NOMINAL Projected ACTUAL Projected ACTUAL TO ACTUAL TO Base Budget Base Budget Base Budget LEDGER DESCRIPTION Outcome TO Outcome BASE BUDGET 2020/21 30.06.19 31.03.20 2020/21 2020/21 2021/22 CODE 2019/20 30.06.20 2020/21

NOMINAL Projected ACTUAL Projected ACTUAL TO ACTUAL TO Base Budget Base Budget Base Budget LEDGER DESCRIPTION Outcome TO Outcome BASE BUDGET 2020/21 30.06.19 31.03.20 2020/21 2020/21 2021/22 CODE 2019/20 30.06.20 2020/21 Apportionment of staff salary costs is based on NALC 2020/21 spinal point 5000 ALLOT Admin Salaries 4,176 19,240 19,240 19,312 4,739 19,466 19,312 19,685 & includes a 2.75% uplift for 2020/21. Apportionment of staff salary costs is based on NALC 2020/21 spinal point 5010 ALLOT Groundstaff Salaries 1,280 5,126 5,126 5,227 1,257 5,270 5,227 5,329 & includes a 2.75% uplift for 2020/21. ALLOTMENT EXPENDITURE (SALARIES) 5,456 24,366 24,366 24,539 5,996 24,736 24,539 25,014 Provision for pest control, toilet emptying, skip hire and maintenance items. 5030 ALLOT Maint/ Site Improvements -12,266 13,199 13,199 16,039 976 21,039 21,039 16,216 Approved roll forward £5000 . 5040 ALLOT Water Rates Provision for water supply charges to allotment sites. 127 3,155 3,155 4,327 356 4,327 4,327 4,374 One off grant to support the community group that maintain Sele Rd Lovely 5086 ALLOT Grant to Sele Rd Lovely Grub Garden 206 210 210 210 212 Grub Garden. Annual grant paid for the devolved management of the North Road 5085 ALLOT North Road Plotholders Grant 0 2,000 2,000 2,000 0 2,000 2,000 2,022 allotment site by the North Road Plotholders Group. ALLOTMENT EXPENDITURE (OTHER) -12,139 18,355 18,560 22,576 1,332 27,576 27,576 22,824 Apportionment of staff salary costs is based on NALC 2020/21 spinal point 5100 PAMS Admin Costs 3,092 12,376 12,376 12,620 3,064 12,719 12,620 12,860 & includes a 2.75% uplift for 2020/21. 5101 PAMS Pinehurst site inspection

PUBLIC AMENITIES EXPENDITURE (SALARIES) 3,092 12,376 12,376 12,620 3,064 12,719 12,620 12,860 48 Provision for the annual servicing of the Shire Hall and All Saints clocks 5110 PAMS Public clocks 0 459 459 1,611 0 1,611 1,611 1,629 which takes place in late November

5120 PAMS War Memorial Provision for annual floodlighting charges and sundry repairs. 297 7,287 7,287 6,443 297 6,443 6,443 6,514 5170 PAMS Bins & Benches & Adopt litter picking Provision for repainting town centre bins and benches & Adopt litter picking 448 1,169 1,192 0 1,192 1,192 1,205 5140 PAMS - Youth Town Council 0 0 0 5199 PAMS - Capital Expenditure 0 0 0 5175 PAMS - Pinehurst Play Area maintenance Provision for grounds maintenance at Pinehurst- 1,065 5,910 6,168 5,067 905 5,067 5,067 5,123 Provision for replacement of play equipment with any unspent balance 5176 PAMS - Pinehurst Play Area Capital Expenditure 1,056 1,078 1,078 1,056 1,089 transferred to the Pinehurst Reserve account at year end. The Town Council's contribution to the revenue costs of the skatepark at 7500 PAMS Skate Park 0 5,174 5,257 5,208 0 5,208 5,257 5,265 Hartham Common. PUBLIC AMENITIES EXPENDITURE (OTHER) 1,362 19,278 21,396 20,599 1,202 20,599 20,628 20,825 Apportionment of staff salary costs is based on NALC 2020/21 spinal point 5200 CCY Admin Costs 2,564 12,790 12,790 12,861 3,149 12,960 12,861 13,104 & includes a 2.75% uplift for 2020/21. Apportionment of staff salary costs is based on NALC 2020/21 spinal point 5210 CCY Groundstaff Salaries 4,352 17,429 17,616 17,773 4,274 17,918 17,773 18,118 & includes a 2.75% uplift for 2020/21. CLOSED CHURCHYARDS EXPENDITURE (SALARIES) 6,916 30,218 30,406 30,634 7,423 30,878 30,634 31,221 Contingency for footpath resurfacing, railing repairs and other maintenance 5240 CCY Repairs & Maintenance 157 5,374 5,374 11,493 0 13,493 11,493 11,619 items. Approved roll forward £2,000 for railings repairs Provision for contracted gardener to maintain St Leonards & Holy Trinity 5245 CCY Contract Gardening -240 1,740 3,610 2,528 960 2,528 2,528 2,556 gardens. Contingency for the maintenance, removal and replacement of trees as 5250 CCY Trees 0 5,100 5,100 5,280 -2,770 5,280 5,280 5,338 necessary. NOMINAL Projected ACTUAL Projected ACTUAL TO ACTUAL TO Base Budget Base Budget Base Budget LEDGER DESCRIPTION Outcome TO Outcome BASE BUDGET 2020/21 30.06.19 31.03.20 2020/21 2020/21 2021/22 CODE 2019/20 30.06.20 2020/21

CLOSED CHURCHYARD EXPENDITURE (OTHER) -83 12,214 14,084 19,301 -1,810 21,301 19,301 19,514 Apportionment of staff salary costs is based on NALC 2020/21 spinal point 5300 CEM Admin costs 7,947 34,324 34,948 34,550 8,477 34,828 34,550 35,219 & includes a 2.75% uplift for 2020/21. Apportionment of staff salary costs is based on NALC 2020/21 spinal point 5305 CEM Groundstaff Salaries 17,153 68,790 68,790 70,048 16,846 70,618 70,048 71,404 & includes a 2.75% uplift for 2020/21.

CEMETERY EXPENDITURE (SALARIES) 25,100 103,113 103,738 104,599 25,322 105,446 104,599 106,623 Provision for the annual servicing, taxing and running costs of the Council's 5220 CCY Van servicing, fuel & repairs 674 1,760 1,760 2,275 323 2,275 2,275 2,300 van. Provision for the monthly charges and top-up fees for the mobile phones 5310 CEM Mobile phone 127 345 345 567 66 567 567 574 used by the ground staff. Contingency for programming fees for the bespoke burials database 5315 CEM Burial Records 240 490 490 1,944 520 1,944 1,944 1,965 system Business rates payable for North Road Cemetery 5320 CEM Rates 5,102 5,102 5,102 4,534 5,962 4,534 5,102 4,584 Provision for staff training and the replacement of work clothes, safety 5335 CEM Train/Clothing & Health & Safety Equipment 0 517 517 839 1,715 839 839 848 boots and other safety items. Contingency for footpath resurfacing and other maintenance items. 5340 CEM Repairs & Maintenance -7,801 318 318 4,683 0 9,683 9,683 4,735 Approved roll forward £5,000 for management survey 5343 CEM Unbudgeted Cemetery Works 0 0 0 Contingency for repair of memorials which fail stability testing (where the 5342 CEM Repairs to Memorials 0 5,140 5,140 5,140 5,197 owners of graves cannot be traced). Provision for the repair of gates and railings at North Road Cemetery.

49 Additional £3,000 for repainting gates & Railings. 5345 CEM Repairs to Railings 0 2,500 2,500 4,678 0 7,678 2,500 4,729 Provision for mess room expenses and the water supply to the site. 5350 CEM Mess Room Utilities (incl site water) 103 381 381 730 219 730 730 738 Contingency for the maintenance, removal and replacement of trees as necessary. Approved roll forward £3,000 but not likely to be needed. 5355 CEM Trees -650 1,647 1,647 9,179 0 9,179 9,179 9,280 Provision for skip hire and soil heap removal. 5360 CEM Refuse 420 2,675 2,675 3,213 0 3,213 2,675 3,248 Provision for monthly charges for gravedigging. 5365 CEM Gravedigging 1,860 8,495 8,495 8,231 4,050 8,231 8,495 8,322 Provision for fuel used in mowers and other equipment. 5380 CEM Machinery fuel 260 1,049 1,049 0 1,049 1,049 1,061 Provision for servicing costs on leased equipment & Minor replacement 5385 CEM Mach repairs/minor replace 924 2,205 3,131 3,131 0 3,131 3,131 3,166 Quarterly lease charges for all the larger items of equipment (3 year lease). 5395 CEM Mach new equip/lease 597 2,637 2,637 2,169 -4,913 2,169 2,637 2,193 Provision for establishing a Cemetery Reserve to be devloped over coming 5398 CEM Land acquisition 10,000 10,000 10,000 10,000 10,110 years for the future purchase of new Cemetery land. Provision for a new van on lease £5,000 for leasing a new van. 5399 CEM Capital Expenditure -10 3,436 3,436 6,420 1,815 6,420 6,420 6,491

CEMETERY EXPENDITURE (OTHER) 1,586 32,768 44,483 68,783 9,757 76,783 72,367 69,540

TOTAL EXPENDITURE 31,290 252,687 269,408 303,652 52,286 320,039 312,264 308,421

SUMMARY

TOTAL INCOME -16,965 -63,691 -63,639 -70,490 -16,291 -70,490 -63,639 -71,083

TOTAL EXPENDITURE 31,290 252,687 269,408 303,652 5 2,286 320,039 312,264 308,421 NOMINAL Projected ACTUAL Projected ACTUAL TO ACTUAL TO Base Budget Base Budget Base Budget LEDGER DESCRIPTION Outcome TO Outcome BASE BUDGET 2020/21 30.06.19 31.03.20 2020/21 2020/21 2021/22 CODE 2019/20 30.06.20 2020/21

NET EXPENDITURE 14,325 188,996 205,769 233,162 3 5,995 249,549 248,625 237,338 50 PAPER K

REPORT TO COMMUNITY SERVICES COMMITTEE – 21 SEPTEMBER 2020

AGENDA ITEM 11 – DRAFT BUDGET FOR 2020/2021

1. PURPOSE OF THE REPORT

1.1 To present Members with the first draft of the proposed budget for the Community Services Committee for the 2021/22 financial year and to ask them to consider which, if any, projects they wish to undertake in the forthcoming year.

2. FINANCIAL IMPLICATIONS

2.1 In calculating the level of Precept that forms the majority part of the Council’s budget, the Council must establish a budget sufficient to cover the four following classes of items:

a) Next year’s expenditure, including an allowance for contingencies. b) Outstanding expenditure incurred in previous years; c) Expenditure likely to be incurred before the precepted sum becomes available; and d) Payments to a capital fund or building maintenance reserve.

3. BUDGET ASSUMPTIONS

3.1 Staffing Budget:

3.2 The Current salaries model is based on the existing staff and their working patterns. Staff that are not at the top of their scale in 2021/22 are assumed to move up one salary point.

3.3 Employer’s contributions into the pension scheme are currently included at 22.15% of pensionable pay for 2021/22, the employer’s national insurance contribution at 13.8%. Under the new Local Government Pension Scheme overtime payments are now included as pensionable pay, which has contributed to the growth in staffing costs.

3.4 The Salary pay scale draft for 2020/21 is set at 1.01% for HTC staff, but this might still change depending on what has been submitted by the National Joint Council for Local Government for 2021/22 pay scales. Other increases will include staff qualifying for the next salary spine scale and those staff qualifying for the long service bonus.

3.5 Other Budget Items:

3.6 An inflationary increase of 1.1% CPI has been included on most other budgets based on the current rate used by National Statistics. The Consumer Prices Index (CPI) 12- month rate was 1.1% in July 2020, increasing from 0.8% in June 2020.

3.7 Most of the goods purchased by the Council are consumable goods, therefore CPI is used to set the budget. Last year Financial budget was inflated by 2.0% RPI.

51 PAPER K

4. ONGOING AND POTENTIAL FUTURE PROJECTS

A potential budget item for 2021/22.

4.1 Continuation Project:

5398 Cemetery Land Acquisition – Continuation of the provision of funding to examine the feasibility for establishing a Cemetery Reserve. This work will be developed over the coming years for the future purchase of new Cemetery land.

4.2 Possible New Projects:

4.3 Replacement boundary fencing and gates along Carmelite Close from Mudlarks to vehicle entrance gate and this will cost £18,000. The site has experienced some problems with anti-social behaviour, theft and unauthorised access and the current fencing along this section is not secure and could be upgraded to improve the security of the site.

4.4 A programme of replacing wooden notice boards with metal lockable ones. To replace four to begin with where most needed including Cromwell Road and an additional one at Hertingfordbury Road will cost £2,400

4.5 All new projects for 2021/2022 will be discussed at the next meeting of this Committee on 30th November 2020.

4.6 The draft budget for the financial year 2021/22 is £237,338 compared to £235,329 in the financial year 2020/21 and the RPI used is 1.1%.

5. RECOMMENDATIONS

It is recommended that:

a) The Committee note the draft budget;

Report by: Muibat Babayemi, Finance Manager

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