| Time: | 7.30pm | Place: | Baldock Community Centre, Simpson Drive, Baldock |
| PRESENT: | Councillor John Harris (Chairman), Councillor Jim McNally (Vice-Chairman), Councillor S.K. Jarvis, Councillor M.R.M. Muir, Councillor Janine Paterson and Councillor M.E. Weeks. |
| IN ATTENDANCE: | Ashley Hawkins (Communities Officer) Susanne Gow (Committee and Member Services) |
| ALSO PRESENT: | At commencement of the meeting, approximately 3 members of the public, including the speaker at Public Participation, were present. |
| Meeting attachment |
Baldock Agenda Front Page |
| Item | Description/Resolution | Status | Action | |
| PART I | ||||
| 4 |
APOLOGIES FOR ABSENCE There were no apologies for absence, as all Members of the Baldock and District Committee were present. |
Noted | ||
| 5 |
MINUTES Minutes RESOLVED: That the Minutes of the Meeting held on 2 March 2015 be approved as a true record of the proceedings and be signed by the Chairman. |
Agreed | ||
| 6 |
MINUTES Minutes RESOLVED: That the Minutes of the Meeting held on 21 May 2015 be approved as a true record of the proceedings and be signed by the Chairman. |
Agreed | ||
| 7 |
NOTIFICATION OF OTHER BUSINESS There was no additional business raised at this Meeting of the Baldock and District Committee. |
Noted | ||
| 8 |
CHAIRMAN'S ANNOUNCEMENTS (1) The Chairman welcomed everyone to the meeting including the Members of the Committee, members of the public and NHDC officers; (2) He then reminded Members that any declarations of interest in respect of any business set out in the agenda should be declared as either a Disclosable Pecuniary Interest or Declarable Interest and they are required to notify the Chairman of the nature of any interest declared at the commencement of the relevant item on the agenda. Members declaring a Disclosable Pecuniary Interest must withdraw from the meeting for the duration of the item. Members declaring a Declarable Interest which requires they leave the room under Paragraph 7.4 of the Code of Conduct, can speak on the item, but must leave the room before the debate and vote. |
Noted | ||
| 9 |
PUBLIC PARTICIPATION Nicola Gough introduced herself as the Chair of Friends of Hartsfield School (FHS). She explained that the community fireworks event held annually in the grounds of Hartsfield JMI School was extremely popular and in past years had been a great success, and after some discussion the Committee of FHS had decided to approach the Baldock and District Committee to find out whether the event could change from being run as a business event to a community event and to submit a grant to assist with publicity, printing and to have St John Ambulance cover the event for First Aid. She explained that Tapps Garden Centre covered the cost of the fireworks used, and it was planned to invite other Baldock schools, Scouts, Guides, Brownies and various other community groups, to have stalls at the event. After recouping their expenses, any profit made was to be donated to the Rotary Club for a new Santa's sleigh. After some Committee discussion, Members agreed that running the Annual Baldock Firework Display as a community event would benefit more organisations, groups and individuals than it had in past years. The Chairman thanked Ms Gough for addressing the Baldock and District Committee and informed her that the grant application relating to the Firework Display would be considered by the Committee later on the Agenda. RESOLVED: (1) That Nicola Gough, Chair of Friends of Hartsfield School be thanked for giving a presentation to the Committee in support of the grant application submitted by the organisation; (2) That the grant application relating to Friends of Hartsfield School be considered later on the Agenda at Item 14. |
Noted | ||
| 10 |
INFORMATION NOTE - NORTH HERTFORDSHIRE MUSEUM AND COMMUNITY FACILITY AT HITCHIN TOWN HALL Information Note The Information note published with the Agenda contained a written update on the progress being made towards completion of the Hitchin Museum and Community Facility at Hitchin Town Hall. It was therefore considered unnecessary for a NHDC officer to attend the Baldock and District Committee Meeting to present it, as any queries could be relayed back to the Contracts and Project Manager by an officer or via the Minutes, and he could then provide any clarification required. However, on this occasion the Committee had no queries and unanimously noted the progress being made on Hitchin Town Hall. RESOLVED: That the Baldock and District Committee note the Information Note on the North Hertfordshire Museum and Community Facility. |
Noted | ||
| 11 |
GRANT APPLICATIONS AND COMMUNITY UPDATE Report Appendix 1 Appendix 2 Appendix 3 Appendix 4 Appendix 5 The Communities Officer (CO) presented the revised report of the Head of Policy and Community Services. He updated the Baldock and District Committee on the following items: Baldock Town Partnerships Memberships The group currently has a membership of 50 businesses, each of which pays between £20 and £155 per month, the total contributions bringing in up to £1,000 per month. Forthcoming events - Baldock Big Lunch (Sunday 7 June) - variety of food includes fish & chips from a restaurant outside Baldock - Baldock Cycle Challenge (Sunday 21 June) - 70 riders have been registered - Baldock Day (Saturday 11 July) Baldock Community Firework Event It was decided after discussion, that this event, to be held on 24 October 2015, should become less commercial and continue as a community event (Public Participation at Minute 9 above refers). Highways Matters Cllr Muir offered to support various schemes with his Herts County Council Locality Budget. The remainder of the items in the Community Update were as originally detailed and required no updating. During Committee discussion of the CO's report, the Committee examined para 7.7 which detailed the proposed ‘district-wide pot' and the amount that was proposed as a contribution from each Area Committee. As Baldock and District are the smallest Area Committee and each Member operates his/her own Ward funds, all Members were very concerned, stating that they should have an input to local projects and make the final decision as to how their contribution is used, thus promoting financial transparency. Members were unhappy with the proposal that allocations were to be determined by existing delegation of NHDC officers and the Portfolio Holder for Community Engagement and Rural Affairs, although this is only an interim measure at the moment until the Grants Review is finalised. MoUs were separate, but were currently in the central "pot", to be drawn down. The CO was requested to investigate the reason for this, clarify the figures and report back to the Baldock and District Committee. Grant Funding The spreadsheet at Appendix A showed the detailed spend to date of the Baldock Area Committee Budget 2015/2016. Members were asked to note the funding applications being considered for payment by the relevant Wards, as follows: - Baldock Community Centre, to assist with the costs of enhancement works and DDA improvements to the Youth Wing building; - St Mary's Church, to assist with the costs of new publicity material to promote the Church, including a new Church History booklet and a Discovery Trail for schoolchildren; - Howard Cottage Housing Association, to assist with costs of running a dementia support group in the Baldock area. RESOLVED: (1) That the activities and schemes with which the Communities Officer has been involved to promote greater community capacity and well-being for the Baldock and District area, be endorsed; (2) That the Baldock and District Committee thank the Communities Officer for his continued support; (3) That the budgetary expenditure, balances and carry forwards within the Area Committee Development Budget spreadsheet attached as Appendix 1, be noted. (4) That the Baldock and District Committee considers a grant award of £500 to the Baldock Town Partnership as detailed at Minute 12 below; (5) That the Baldock and District Committee considers a grant award of £500 to Balstock Music Festival as detailed at Minute 13 below; (6) That the Baldock and District Committee considers awarding the sum of £500 to Friends of Hartsfield School Association as detailed at Minute 14 below; (7) That the Committee debates and approves the release of the Memorandum of Understanding grants for 2015 only, to the seven groups detailed in paras 2.4 and 7.7 of the Grant Applications and Community Update Revised Report, in the sums stated; (8) That from 1 June 2015, all grant applications should be presented to the Baldock and District Committee and brief background details given, by a member of the relevant organisation or community group submitting the application for funding; (9) That from 1 June 2015, the Baldock and District Committee will agree grant awards in principle, subject to having sight of the accounts for the preceding year for the specific event for which a grant application is made; (10) That the Baldock and District Committee be updated, either in person or by letter, on how the money was spent, where appropriate; (11) That organisations and community groups who are awarded a grant be requested to publicise that they have been supported financially by the Baldock and District Committee, North Hertfordshire District Council; (12) That the Baldock and District Committee agrees that the sum of £700 be contributed from their budget to fund district-wide organisations for the Financial Year 2015 only, pending the outcome of the NHDC Grants Review. Para 7.7 of the Grant Applications and Community Update Revised Report refers. (13) That the Baldock and District Committee notes with concern the proposal to amalgamate locally-determined budgets into a District-wide pot, whose allocation is to be determined by delegated decisions of NHDC officers and the relevant Portfolio Holder. However, the Committee strongly believes that local funding should be decided by local Ward Councillors. REASON FOR DECISION: (1) To ensure that the Committee are kept informed of the work of the Community Development Officer; (2) This report is intended to inform Members of the financial resources available to the Committee. It draws attention to the current budgetary situation, assists in the effective financial management of the Baldock and District Committee's budget and ensures actions are performed within the Authority's Financial Regulations and the guidance in the Grants Policy; (3) The awarding of financial assistance to voluntary organisations and the use of discretionary spending allows the Committee to further the aims and strategic priorities of the Council; (4) Production of this report is a requirement of the ‘Priorities for the District' in which the Community Development Officer is required to produce a formal report to the Area Committee in line with the Civic Calendar. |
Agreed | ||
| 12 |
GRANT APPLICATION - BALDOCK TOWN PARTNERSHIP RESOLVED: That the sum of £500 be granted to Baldock Town Partnership to assist with the cost of publicity material, signage and first aid equipment for the marshals at the checkpoint locations for the Baldock Cycle Challenge. The funding would be contributed by all Wards and split in the usual way. REASON FOR DECISION: (1) The awarding of financial assistance to voluntary organisations and the use of discretionary spending allows the Committee to further the aims and strategic priorities of the Council; (2) The allocation of funds will improve the services provided by local organisations and groups that are available and accessed by members of the community. |
Agreed | ||
| 13 |
GRANT APPLICATION - BALSTOCK MUSIC FESTIVAL RESOLVED: That the sum of £1,000 be awarded to the Balstock Music Festival to assist with costs for publicity, equipment and insurance and for St John Ambulance to provide First Aid for the event. The sum awarded will be split between Baldock and Baldock East wards 76%:24%. REASON FOR DECISION: (1) The awarding of financial assistance to voluntary organisations and the use of discretionary spending allows the Committee to further the aims and strategic priorities of the Council; (2) The allocation of funds will improve the services provided by local organisations and groups that are available and accessed by members of the community. |
Agreed | ||
| 14 |
GRANT APPLICATION - FRIENDS OF HARTSFIELD SCHOOL ASSOCIATION Councillors Harris and Muir both declared an interest regarding this grant application, as both are Governors of Hartsfield JMI School. They stated that they would join in the debate but would not take part in the vote. The Vice-Chairman, Cllr McNally, would chair the meeting for discussion of this grant application. RESOLVED: That the sum of £500 be awarded to Friends of Hartsfield School Association to assist with the costs of publicity/printing and for St John Ambulance to provide First Aid for the event. The sum awarded will be split between Baldock and Baldock East wards 76%:24%. REASON FOR DECISION: (1) The awarding of financial assistance to voluntary organisations and the use of discretionary spending allows the Committee to further the aims and strategic priorities of the Council; (2) The allocation of funds will improve the services provided by local organisations and groups that are available and accessed by members of the community. |
Agreed | ||