Meeting documents

Hitchin Committee
Tuesday, 14th September, 2010 7.30 pm


Time:	7.30 pm	Place:	Westmill Community Centre, John Barker Place, Hitchin

PRESENT:	Councillor Paul Clark (Vice-Chairman),Councillor Mrs A.G. Ashley, Councillor David Billing, Councillor Lisa Courts, Councillor Joan Kirby, Councillor Alan Millard, Councillor Deepak Sangha, Councillor R.L. Shakespeare - Smith, Councillor R.A.C. Thake
IN ATTENDANCE:	Mary Caldwell (Development and Conservation Officer), Mark Simmons (Conservation Officer), Sanjay Patel (Hertfordshire Highways), Margaret Bracey (Community Development Officer), Hilary Dineen (Committee and Member Services Officer)
ALSO PRESENT:	10 members of the public, including the 4 registered speakers

Item	Description/Resolution	Status	Action
PART I
39	APOLOGIES FOR ABSENCE Apologies for absence were received from Councillors: Judi Billing, Clare Body, Bernard Lovewell and Lawrence Oliver.	Noted
40	MINUTES Minutes RESOLVED: That the Minutes of the Meeting held on 13 July 2010 be approved as a true record of the proceedings and be signed by the Chairman.	Agreed
41	NOTIFICATION OF OTHER BUSINESS There were no other items of business.	Noted
42	CHAIRMAN'S ANNOUNCEMENTS (1) The Vice-Chairman welcomed everyone to the meeting and thanked those that had attended Town Talk. (2) The Vice-Chairman welcomed the speakers who would be heard during Public Participation, especially the young people from Hitchin School who had come along to give an overview of the recent business day held in Market Place on 7 August 2010. (3) The Vice-Chairman welcomed the Officer from Hertfordshire Highways and the Committee and Member Services Officer who was sitting in for the usual Hitchin Committee Administrator. (4) The Chairman reminded Members that any declarations of interest in respect of any business set out in the agenda, should be declared as either a prejudicial or personal interest and that they were required to notify the Chairman of the nature of any interest declared at the commencement of the item on the agenda. Members declaring a prejudicial interest should leave the room and not seek to influence the decision during that particular item.	Noted
43	PUBLIC PARTICIPATION - NORTH HERTS 50+ FORUM Mrs Hogan, the Secretary of the North Herts 50+ Forum, thanked the Vice-Chairman for the opportunity to address the Committee. She informed Members that the Forum was run by and for the Members with a mission to enable the over 50s to stay active and represent themselves. She advised that a constitution had been adopted at the first meeting of the Forum, held on 8 June 2010 and that Forum meetings were held monthly at which the views and concerns of Members were taken to a relevant Action Group with issues currently being addressed being transport provision, withdrawal of bank cheques, digital exclusion and use of the NHS and that relationships with other bodies were being developed to enable these issues to be taken forward. Mrs Hogan stated that publicity and the developing newsletter required funding for which the Primary Care Trust and Comic Relief had provided grant funding, however the geographical shape of North Herts presented challenges, particularly regarding inclusion of people throughout the area and that although meetings had so far been held to the NHDC offices, it was hoped to hold meetings in different locations, throughout the district in future and that the grant application in front of the Committee would to support the hire of rooms for meetings and recruitment events to enable expansion throughout the District. Mrs Hogan advised that the Forum would wish to place on record their thanks to Claire Morgan, NHDC Community Development Officer, for the support provided. Members asked several questions including How many Members were currently involved and why this Committee was being asked for funding; Mrs Hogan informed the Committee that the Forum currently had 50 Members, 10 of which formed the executive and that an approach was being made to all Area Committees for funding, as the aim was to include people from, and hold meetings in all areas of the district including Hitchin. The Vice-Chairman thanked Mrs Hogan for her informative presentation. RESOLVED: That Mrs Hogan be thanked for the presentation.	Roll-over
44	PUBLIC PARTICIPATION - HITCHIN BOYS SCHOOL BUSINESS DAY Josh Massey and Lewis Cooper, organisers of the Hitchin Boys School Business Day, thanked the Vice-Chairman for the opportunity to address the Committee. They informed the Committee that the event had been held on 7 August 2010 with the support of many businesses including The Advertiser which took photographs and Radcliffe Arms which cooked paella. Positive feedback had been received including that the event was well set out, that the organisation of the event was impressive and that the event had been a very useful networking opportunity. Messers Massey and Cooper then presented a PowerPoint montage of photographs of the Business Day set to music. Members asked several questions including how many organisations had attended the event; what was learnt by the young people organising the event and whether the effect on participant business would be monitored. Mr Massey informed the Committee that 23 organisations had taken part in the Business Day; that organising the event had been a Function and Skills project and that they had learnt and developed skills which enable them to write letters and organise events and that feedback forms had been sent to participating business, who had responded that the event had had a positive effect on their business, particularly those not based in the centre of Town, which had reported an increase in trade after the event. The Vice-Chairman thanked Messers Massey and Cooper for their excellent presentation and congratulated them, on behalf of the Committee, for a well run event. RESOLVED: (1) That Josh Massey and Lewis Cooper be thanked for their informative Presentation; (2) That the young people of Hitchin Boys School be congratulated for the organisation of a successful Business Day event.	Noted
45	NHDC OUTSIDE BODIES - HITCHIN UNITED CHARITIES Introduction Councillor Joan Kirby thanked the Vice-Chairman for the opportunity to address the Committee regarding Hitchin United Charities to which she was appointed as a representative of this authority. She informed the Committee that the first meeting of Hitchin United Charities took place in March 1837 and that in 1920 Wilfred Peacock took over as Chairman and that the Committee then met 3 times per year with the remit to look after the poor and needy of the town. She advised that there continued to be 3 meetings per year at which finances are considered and decisions made regarding the properties owned by the charity which included almshouses in Bancroft, where the central heating had recently been replaced, and properties in Pirton, Warners and the Biggin. Councillor Kirby stated that the Biggin was no longer suitable to house the elderly, due to the age of the building and modern requirements, however currently this was being rented to essential workers such as teachers and social workers, although future use of the building was being considered. She advised that any property sold required the purchase of another to replace it and were available to rent by people who live in Hitchin and have needs and that funds were also available to support the training of apprentices. The Vice-Chairman thanked Councillor Kirby for her presentation. RESOLVED: That Councillor Kirby be thanked for her presentation on the work of Hitchin United Charities.	Agreed
46	UPDATE ON REDEVELOPMENT OF CHURCHGATE AND ITS SURROUNDING AREA - INFORMATION NOTE Report Appendix 1 Appendix 2 The Vice-Chairman introduced the information note regarding the update on redevelopment of Churchgate and its surrounding area and advised that Martin Stears-Handscomb had been elected Chairman of the Churchgate Development Forum. Members debated the information note including that anecdotal evidence did not seem to support the statement made in the Churchgate Feedback: Report - 26 July 2010 that "the demolition of the Churchgate centre and replacement with a more sympathetic development is welcomed by the majority of all respondents", which may demonstrate that anecdotal evidence wasn't always the best evidence, although it was believed that people did not consider the existing buildings to be conducive to its environment, but also did not agree with the proposed replacement development. Members considered that it was imperative to ensure full public participation in the consultations regarding the development of Churchgate. RESOLVED: That the content of the Information Note updating the Hitchin Committee on the redevelopment of Churchgate and its surrounding area be noted. REASON FOR DECISION: To ensure that the Hitchin Committee is fully updated regarding the redevelopment of Churchgate.	Noted
47	HITCHIN CONSERVATION AREA REVIEW, DESIGNATION OF THREE NEW CONSERVATION AREAS AT BUTTS CLOSE, HITCHIN HILL PATH AND HITCHIN RAILWAY/RANSOMS RECREATION GROUND, ARTICLE 4(2) DIRECTION AND HITCHIN REGISTER OF BUILDINGS OF LOCAL INTEREST Item 8 Header page Report Appendices Header page Dr Tony Tollington thanked the Vice-Chairman for the opportunity to address the Committee and advised that he was a representative of local residents who opposed the inclusion of Wratten Road West within the Hitchin Conservation Area. He stated that the road included turn of the 19th century agricultural workers properties which had no link to a person or event and were of no architectural merit and that, although aesthetically pleasing, this did not warrant their inclusion in the conservation area. He stated that properties within the road had a variety of gutterings, windows, doors, fencing, walls and extensions and therefore inclusion of these properties was rather too late as they were no longer in their original state. He drew Members attention to the fact that these properties were surrounded by a petrol station, old people homes and detached houses built in the 1960s none of which were architecturally significant. He asked the Committee to consider moving the boundary of the proposed conservation area to the wall of the Baptist Church, which he believed represented a reasonable boundary. The Vice-Chairman thanked Dr Tollington for his presentation. Prior to the debate Councillor Thake declared a personal interest as he both owned a property and worked in an existing conservation area, however he stated that he would take part in the debate and vote as this report would not alter the existing status of his property and therefore the interest was not prejudicial. The Conservation Officer presented the report regarding the proposed conservation areas. He advised that the report included a review of the Hitchin Conservation Area, the proposed designation of 3 separate conservation areas at Butts Close, Hitchin Railway/Ransoms Recreation Ground and Hitchin Hill Path/Butchers Lane. The proposed imposition of an Article 4(2) Direction relating to dwelling houses in the north eastern part of the Hitchin Conservation area and a revised Register of Buildings of Local Interest for Hitchin Parish. He stated that the report represented a considerable amount of work which had been undertaken by The Conservation Studio which had been greatly assisted by the Hitchin Historical Society as well as Officers and was the result of 2 rounds of public consultation, representations, comments and questionnaires. The Conservation Officer informed Members that responses to the documentation had been broadly positive with many of the objections no longer remaining a concern following discussions with the objectors. He drew Members attention to 2 tabled papers which detailed Article 4 directions and amendments to the report, mainly typographic errors. Members asked several questions including what did the service of an Article 4 designation mean; whether the appraisal documents and Register of Buildings of Local Interest could be reviewed when needed and could the Conservation Officer comment on the proposed inclusion of Dr Tollington's property within a proposed extension to Hitchin Conservation Area. The Conservation Officer referred Members to the tabled paper regarding Article 4 designations and advised that Article 4(2) Designation could only be served on dwelling houses in a conservation area and not on commercial properties or residential properties in multiple occupation. He informed the Committee that an Article 4(2) Direction would serve to remove certain permitted development rights and that the permitted development classes and the properties affected, would need further work. Members were informed that where the Article 4(2) Direction applied, a planning application would be required to be submitted to the Local Planning Authority. The Conservation Officer informed the Committee that there were 40 conservation areas within the district and that they should be reviewed from â€˜time to time'. He stated that whilst it is generally regarded as good practice to review conservation areas on a 5 year basis, the number of conservation areas still to be appraised and rigorous public consultation meant that regular reviews were impractical. The Conservation Officer informed Members that the Register of Local listed Buildings could, however, be reviewed more regularly. In response to Dr Tollington's presentation, the Conservation Officer drew Members attention to the relevant section of the report and Appendix D. The Conservation Officer stated that the proposed conservation area boundaries would be resilient to scrutiny and that not all buildings in a conservation area were of significance in their own right. The Development and Conservation Manager advised the Committee that the list of Buildings of Local Interest would give guidance to Planning Control Officers when considering future development and that all Officers should pay attention to the document as well as other agencies such as Hertfordshire County Council and Hertfordshire Highways. RESOLVED: That Dr Tollington be thanked for his presentation. RECOMMENDED TO CABINET: That the Hitchin Committee unanimously support recommendations 1 to 6 and advice contained in the report entitled "Hitchin Conservation Area Review, Designation Of Three New Conservation Areas At Butts Close, Hitchin Hill Path And Hitchin Railway/Ransoms Recreation Ground, Article 4(2) Direction And Hitchin Register Of Buildings Of Local Interest". REASON FOR DECISION: To ensure that the Hitchin Committee was fully consulted on the proposed Conservation Areas and Revised Register of Buildings of Local Interest prior to consideration by Cabinet at the meeting due to be held on 7 December 2010.	Agreed	Development & Conservation Manager
48	HITCHIN URBAN TRANSPORT PLAN - CONSULTATION DOCUMENT Report Appendix 1 Appendix 2 The Officer from Hertfordshire Highways presented the report regarding Hitchin Urban Transport Plan - Consultation Document. He informed Members that AECOM (formerly Faber Maunsell) had been appointed in October 2008 to undertake the development of the Hitchin Urban Transport Plan and that this was placed on hold pending a decision regarding the proposed East of Luton developments in order to assess any associated traffic issues within Hitchin, however Luton Borough Councils support for the "current" proposal to develop East of Luton was withdrawn in November 2009. He advised that the current Hitchin Urban Transport Plan was within the public consultation period which included 2 public exhibitions and a mail shot to all houses in Hitchin. Members debated the report including that the Industrial Estate included residential dwellings and this should be considered; that the link road be included within the Plan: that longer term proposed projects, which were not at present mentioned in the Plan should be; that weight limit restrictions should be considered on a Town wide basis; whether the report would be bought back to this Committee once the public Consultation period had ended The Hertfordshire Highways Officer stated that this document was a consultation document and therefore comments from this Committee would be included as part of that consultation. RESOLVED: (1) That the report entitled "Hitchin Urban Transport Plan - Consultation Document" be noted; (2) That the following comments from this Committee be considered as part of the public consultation and considered for inclusion in the final document: (i) That residential dwellings within the area designated as Industrial Area be considered; (ii) That the link road be included as part of the Plan; (iii) That long term schemes be mentioned in the Plan as aspirations for the future; (iv) That Town wide weight limit restrictions be considered. REASON FOR DECISION: To ensure that the Hitchin Committee is update on the progress of the Hitchin Urban Transport Plan.	Agreed	Transport Policy Officer
49	HITCHIN TOWN CENTRE MANAGER Information The Hitchin Town Centre manager thanked the Vice-Chairman for the opportunity to address the Committee. He informed Members of the following: - That he had recently attended a very useful course on Community Development - That an application had been made to English Heritage requesting that Hitchin Town Hall be considered for Listed Building status and a decision was expected in the near future; - That it was hoped to undertake some youth provision work in the near future; - That Capital funding was being sought to support work in the market; - That the market was a healthy enterprise and the Sunday market was a particular success; - That 13 tons of cardboard had been recycled from 84 businesses; - That the chewing gum removal teams were busy; - That efforts were being made to change the time for collection of commercial waste; - That the possibility of providing free car parking for limited periods as well as cycle racks was being investigated; - That the Brand Street mural had been completed with many positive comments being received; - That an audit of unnecessary street furniture should be undertaken; - That a seminar would take place regarding maintaining a vibrant town, whilst managing demand in retail space on 7 October 2010 to which all Councillors were invited; - That some interest was being registered in the empty retail space previously occupied by Woolworths. Members asked for clarification regarding the condition of the drains in Bridge Street. The Town Centre Manager advised that, although the drains in Bridge Street needed attention, it would appear that the speed at which the river rose in a sharp downpour of rain did not help the situation. The Vice-Chairman thanked Mr Hoskins for his presentation.	Noted
50	CHAMPION NEWS AND FINANCE REPORT Report Appendix A Appendix B Appendix C Appendix E Appendix F Appendix G Prior to commencement of the item Councillors Ray Shakespeare-Smith and Alan Millard declared a prejudicial interest in the grant application for Walsworth Festival as they were members of the Walworth Festival Committee. The Community Development Officer provided an update on her activities since the last meeting held on 13 July 2010. The CDO drew attention to Paragraph 3.4 of the report which gave details of the Democracy Week and 2 Youth Question Time events being held in October and Paragraph 3.15 which gave details of forthcoming Councillor Surgeries. She also advised that the grant application for the Afro-Caribbean Seniors and Carers Lunch Club had been withdrawn and that the Committee would be asked to consider endorsing the grant agreed in principal for Hitchin Boys School and an additional grant application to support repair of the Hitchin Flagpole. RESOLVED: (1) That the actions undertaken by the Community Development Officer to promote greater community capacity and well being be endorsed; (2) That the expenditure to date and balances carried forward from the Visioning, Development and Ward Budgets be noted. REASON FOR DECISION: To ensure that the Committee are kept informed of the work of the Community Development Officer and continue the use of discretionary spending in support of the local community and to further the aims and Strategic Objectives of the Council.	Agreed
51	GRANT APPLICATION - HITCHIN BOYS SCHOOL The Community Development Officer advised that a funding request relating to Â£1,000 for Hitchin Boys School - Local Business Day Promotion which had been provisionally agreed at the last Hitchin Committee Meeting on 13 July 2010 required endorsement. RESOLVED: That an award of Â£1,000 form the Discretionary Budget for Hitchin Boys School - Local Business Day, agreed in principle by this Committee on 13 July 2010 be endorsed.	Agreed	Community Development Officer - MB
52	GRANT APPLICATION (CONFIRMATION) HITCHIN COMMUNITY RADIO MILL FM The Committee also agreed a grant application from Community Radio Initiative Mill fm, for Â£18,000 agreed in principle on 13 July 2010 be endorsed. RESOLVED: That the award of a grant of Â£18,000 from the Capital Visioning Budget 2010 -2011 to Mill Media fm, agreed in principle on 13 July 2010, be endorsed.	Agreed	Community Development Officer - MB
53	GRANT APPLICATION - NORTH HERTS 50 + FORUM RESOLVED: That a grant of Â£250.00 be awarded to the North Herts 50+ Forum as a contribution towards the costs of recruiting more members to the Forum and the development of further initiatives throughout North Hertfordshire.	Agreed	Community Development Officer - MB
54	GRANT APPLICATION - AFRO-CARIBBEAN SENIORS AND CARERS LUNCH CLUB The Community Development Officer advised that the grant application for the Afro-Caribbean Seniors and Carers Lunch Club had been withdrawn.	Noted
55	GRANT APPLICATION - WALSWORTH FESTIVAL 2011 Prior to consideration of this item Councillor Ray Shakespeare - Smith declared a prejudicial interest as he was Treasurer of the Walsworth Festival 2011 and Councillor Millard declared a prejudicial interest as a member of the Walsworth Festival Committee they stated that they would withdraw from the room for the duration of this item. RESOLVED: That a grant of Â£1,000 be awarded to the Walsworth Festival Association as a contribution towards the operating costs of the 2011 Walsworth Festival. Councillors Alan Millard and Ray Shakespeare-Smith returned to the room.	Agreed	Community Development Officer - MB
56	GRANT APPLICATION (CONFIRMATION FROM CAPITAL VISIONING BUDGET) - HITCHIN INITIATIVE - IMPROVEMENT TO MARKET STALLS AND MARKET AREA RESOLVED: That, subject to a full report on the Hitchin Market being presented at the next scheduled meeting of the Hitchin Committee, a grant of Â£20,000 for Hitchin Initiative be agreed in principle from the Capital Visioning Budget 2010 - 2011 as a contribution towards the costs of improvements to Hitchin Market Stalls and the Market Area.	Agreed	Community Development Officer - MB
57	GRANT APPLICATION - REPAIRS TO HITCHIN FLAGPOLE The Community Development Officer presented a grant application to fund repairs to the Hitchin Flagpole. She advised that the mechanism used to raise flags was broken and that the cost of repairs were estimated to be in the region of Â£500. RESOLVED: That a grant of Â£500 be awarded as a contribution towards the costs of repairing the Hitchin Flagpole mechanism.	Agreed	Community Development Officer - MB
58	ALLOCATION OF CAPITAL VISIONING BUDGETS - TO A SPECIAL PROJECT OR A NUMBER OF INITIATIVES Members considered that community initiatives within the Town Centre particularly in regard to Hitchin Town Hall would need support. They also agreed that the Chairman and Vice-Chairman be tasked with ensuring that any particular scheme was within the criteria of Capital Visioning Grants and be authorised to allocate up to Â£16,000 from the Capital Visioning budget to that scheme. RESOLVED: (1) That the sum of Â£16,000 be allocated from the Capital Visioning Budget as a contribution towards community initiatives within Hitchin Town Hall; (2) That the Chairman and Vice Chairman be authorised to investigate whether a particular scheme met the criteria for Capital Visioning Grants; (3) That, should a particular scheme be deemed to meet the criteria of the Capital Visioning grants, the Chairman and Vice Chairman be authorised to allocate the sum mentioned in (1) above to that scheme.	Agreed	Community Development Officer - MB

Meeting documents

Hitchin CommitteeTuesday, 14th September, 2010 7.30 pm

Hitchin Committee
Tuesday, 14th September, 2010 7.30 pm