| Time: | 7.30pm | Place: | The Gurdwara, Wilbury Way, Hitchin |
| PRESENT: | Councillor R.A.C. Thake (Vice-Chairman in the Chair), Councillor Mrs A.G. Ashley, Councillor Judi Billing, Councillor Paul Clark, Councillor Joan Kirby, Councillor David Leal - Bennett, Councillor Alan Millard, Councillor Lawrence Oliver and Councillor Deborah Segalini. |
| IN ATTENDANCE: | John Robinson - Strategic Director of Customer Services Mary Caldwell - Development and Conservation Manager Margaret Bracey - Community Development Officer Susanne Gow - Committee and Member Services Officer |
| ALSO PRESENT: | At commencement, 20 members of the public, including five registered speakers. |
| Item | Description/Resolution | Status | Action | |
| PART I | ||||
| 33 |
APOLOGIES FOR ABSENCE Apologies for absence were received from Councillors Ray Shakespeare-Smith, Bernard Lovewell and Lisa Courts. |
Noted | ||
| 34 |
MINUTES Minutes RESOLVED: That the Minutes of the Meeting held on 16 July 2013 be approved as a true record of the proceedings and be signed by the Chairman. |
Agreed | ||
| 35 |
NOTIFICATION OF OTHER BUSINESS There were no items of other business. |
Noted | ||
| 36 |
CHAIRMAN'S ANNOUNCEMENTS (1) Councillor Richard Thake advised that having received an apology for absence from Councillor Ray Shakespeare-Smith, as he was Vice-Chairman he would chair this meeting. He welcomed officers, Members and the speakers at Public Participation to the meeting and also thanked those who attended Town Talk; (2) Members were reminded that any declarations of interest in respect of any business set out in the agenda, should be declared as either a Disclosable Pecuniary interest, Other Pecuniary interest or Non-Pecuniary 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 either an Other Pecuniary interest, or a Non-Pecuniary interest which requires they leave the room under paragraph 16.3 of the Code of Conduct, can speak on the item, but must leave the room before the debate and vote; (3) On behalf of the Committee, the Chairman wished good luck to all candidates in the forthcoming by elections for Hitchin North (County) and Hitchin Oughton (District). |
Noted | ||
| 37 |
PUBLIC PARTICIPATION - HITCHIN TOWN GROUP Mr Adrian Gurney thanked the Chairman for the opportunity to address the Committee and advised that he was speaking on behalf of Hitchin Forum, The Hitchin Society, Hitchin Historical Society and Hitchin Initiative, all of whom made up Hitchin Town Action Group (HTAG or #TAG) to reflect the idea that Hitchin people be involved, and that it was a Group that took action instead of just talking. Aims Mr Gurney declared that the aims of the Group were as follows: - To provide all Hitchin town users (both residents and businesses) to be kept up to date with what is happening, and to clarify their concerns and contribute ideas; - To give people the chance to contribute both strategically and creatively to the long term future of the town centre, taking into account the wide range of needs and opportunities; - To enable those with particular proposals or concerns (e.g. developers or market traders) to air these informally, so that they can be discussed in open session as soon as appropriate; - To report back regularly to the Hitchin Committee the range of views expressed on any particular topic in order to inform on the issues and opportunities being raised. He expected that in the early days the discussion would focus on Churchgate, but hoped that there would also be early discussion of any opportunity areas and priority issues identified in the Group's report on "Planning Hitchin's Future" (April 2013). HTAG expected to focus on strategic issues instead of detailed issues or the day-to-day management of Hitchin town centre. Organisation HTAG envisaged three open meetings a year, with an invitation for everybody to attend. In order to prepare for these meetings and ensure that any issues raised are followed up, it is proposed that six meetings a year are held of a Panel made up of members of the three societies plus Hitchin Initiative. District Councillors would also be invited to attend the three open meetings, and a report would be provided for the Hitchin Committee. The Hitchin Committee Chairman has stated that he hopes to attend the open meetings on a regular basis and report back to the Hitchin Committee, but the Panel would help with any written submissions to the Committee. Mr Gurney declared that HTAG proposed that this initiative be seen as the responsibility of the three groups and Hitchin Initiative working together, with each open meeting being chaired by a representative of one of the organisations in turn. First Open Meeting The Group proposed that the first open meeting should be held on Wednesday 16 October at 8pm in the Sun Hotel, Hitchin. Invitations would be sent to all members of the organisations plus those involved in the petition presented in January 2013 who had given their email address. Members of HTAG were currently considering how to advertise the meeting more widely, including use of posters and the Press. All age ranges should be involved. The Chairman of this first meeting would be the Hitchin Town Manager, Keith Hoskins. The agenda of the meeting would include: - General introductions of members and the work on "Planning Hitchin's Future"; - Provision of a map of Hitchin town centre and inviting opinions on what the town centre covers and why; - A range of boards around the room outlining issues, with the opportunity for those present to add comments, to be raised for discussion later in the meeting; - A debate on one or two of the issues, leading to a summary of the views expressed, ready to be reported back to Hitchin Committee; - An opportunity for people to raise any issues they thought should be covered at future meetings. Mr Gurney concluded by advising the Committee that there had been a growing demand from local people for more information on what is happening in and to Hitchin town centre, and they wished to have the opportunity to exert their influence earlier in the process than had been possible in the past. It was hoped that HTAG would help them to provide that influence. The Chairman opened the floor for Committee questions and comments, such as: - What was seen as the role of the District Councillors? (This needs to be discussed at meetings and get a feel for what District Councillors do.) - Are people from outlying places also welcome to the meetings? (Yes, all those who use Hitchin town centre are welcome.) - What plans are there to involve local residents who care about Hitchin but are unable to attend the meetings? (It is hoped that publicising the meetings will draw interested parties in.) - What sort of actions are envisaged and how are they to be developed? (It is hoped to establish a working group to explore ideas.) - How is it planned to stimulate the interest of developers, leading to involvement? (Through areas of opportunity, which are very important.) - Will there be any potential overlap with existing groups? Early communication with elected Members is vital. (It will be made clear that HTAG will report back to Hitchin Committee. We want to enable this and commence the process as soon as possible.) - Is this a sort of visioning? (Yes, but it needs to be led by the range of views presented by members of the public.) - How is it planned to involve young people in the meetings - will members go into schools to speak to them or have a special involvement for them? (A large proportion of young people have already turned up to meetings. We should definitely go into schools to promote involvement and need to see if teachers would act as a conduit too. Time is of the essence.) - These initiatives were not to be funded by the local authority. (Mr Gurney confirmed that this was the case.) The Chairman thanked Mr Gurney and advised him, together with all the focus groups he represented, to be cognisant of the danger of raising expectations beyond the local authority's ability to deliver any, or a specific solution. RESOLVED: (1) That Adrian Gurney be thanked for presenting the proposal for forming the Hitchin Town Action Group; (2) That the aims, organisation and date of the first meeting be noted. |
Noted | ||
| 38 |
PUBLIC PARTICIPATION - THE POST OFFICE SITE, HERMITAGE ROAD Before the start of this presentation, the Chairman addressed the Committee. He advised those Members of the Hitchin Committee who were also on the Council's Planning Control Committee to be very careful that they show no predetermination on this planning application. He then invited Mr Mark Shadbolt to address the Hitchin Committee. Mr Shadbolt thanked the Chairman, introduced himself and confirmed that he was representing Whitebarn Developments in respect of the development of the Hitchin Post Office site. Using display boards showing artistic impressions of the proposed site, Mr Shadbolt informed the Hitchin Committee of: the retail units and the residential flats (rising to three storeys above the shops) proposed for Hermitage Road; and the 60-bedroom hotel, residential units and widened walkway proposed for Portmill Lane, with tree planting in the area. He had contacted the Environmental Agency regarding the proposed plans and he was happy to inform the Hitchin Committee that the planning application for the site had recently been submitted. A Member of the Committee commented that the proposal was a good opportunity for the town to develop this area and asked how many additional jobs would be generated (approximately 30). The Committee was also informed that there would be 4000 sq ft and 24 retail units, fronting both Hermitage Road and Portmill Lane. The Chairman thanked Mr Shadbolt for his informative presentation. RESOLVED: (1) That Mark Shadbolt of Whitebarn Developments be thanked for presenting the development proposals and giving a comprehensive explanation of the suggested composition of the Hitchin Post Office site; (2) That the Committee note the proposals put forward for the former Hitchin Post Office site; (3) That the Members of Hitchin Committee who are also on the Council's Planning Control Committee note the advice given by the Chairman. |
Noted | ||
| 39 |
PUBLIC PARTICIPATION - CHILDREN AND YOUNG PEOPLE OF WESTMILL Grace Read, Carla Brooks and Romina Whitelock from CAYPOW (Children and Young People from Westmill) introduced themselves and explained that CAYPOW was a youth engagement project on the Westmill housing estate in Hitchin. The project aimed to get the voices of young people heard in their community and give them a positive profile. However, it was struggling to obtain funding to keep the project running. The group met at Westmill and had run for almost three years. More than 40 young people attended, from Reception age up to teenagers, and parents and carers were also encouraged to take part in any of the activities. Carla Brooks explained that the Coffee Mill in John Barker Place was used on Wednesdays and the Westmill Community Centre was used on Thursdays and Fridays, but the group had to pay for both venues. Youth workers even had to dip into their own pockets to put on activities for the young people, as any funding received could only be used on the running of the buildings. She explained that on the days the youth club is not open, the Police have reported minor anti-social behaviour in the area. They had even run throughout the six weeks of the Summer Holidays, to ensure the young people had somewhere to go and things to do. Another issue was the fact that John Barker Place was due to be refurbished over the next two years, which meant that the group might not be able to operate from the Community Centre due to Health and Safety regulations. The presenters informed the Hitchin Committee that they provided a clean and safe environment in which the young people and children could take part in activities, play games and to generally have fun, and this had made a visible difference to each child's demeanour and attitude. However, they had very little money and could not see how they would be able to run the service they provided for the young people in the future. They ran through the specifics of how the organisation was run and the accounts sheet distributed to the Committee and stated that they had tried fundraising, but the funds raised were not enough. The Chairman thanked the three presenters for their informative and eloquent address and also thanked them for what they do for the young people of Westmill. Councillor Joan Kirby of the Hitchin Committee declared an interest as she is Chairman of CAYPOW. She said that the group was struggling to keep open and needed as much support as possible, as they were a great asset to the Westmill area. They were rapidly running out of funds and it would be a massive loss if the group had to close. RESOLVED: (1) That Grace Read, Carla Brooks and Romina Whitelock of CAYPOW be thanked for their address, giving the background, organisation and workings of CAYPOW; (2) That the Committee consider their application for grant funding later on the Agenda at Item 11 - Champion News and Finance Report. |
Noted | ||
| 40 |
NORTH HERTFORDSHIRE DISTRICT MUSEUM AND COMMUNITY FACILITY Verbal update The Chairman addressed Councillor Leal-Bennett on the subject of his being a Director of Hitchin Town Hall Limited and the possibility of his having a conflict of interest. He said he had consulted the Corporate Legal Manager and had been advised that Councillor Leal-Bennett should leave the room for the debate and vote, but that in the end it was up to him. Councillor Leal-Bennett declared a Disclosable Pecuniary interest and then passed the following written declaration to the Chairman for the Minutes. It read: "I declared a Disclosable Interest as a Trustee working in partnership with NHDC. As on previous occasions with an oral report, I do not see any conflict and will remain. If at any time I consider there to be a conflict I will leave." The Strategic Director of Customer Services (SDCS) addressed the Hitchin Committee and declared that he was pleased to tell them that North Herts District Council had awarded the contract for development of Hitchin Town Hall into the North Herts District Museum and Community Facility to Borras Construction Limited on 9 September 2013. Nos. 14 and 15 Brand Street had also been purchased, and work was to start on site on the project in five weeks' time. A note would be issued on Friday 13 September to all District Councillors. The contract had been awarded following the approval of the revised price by the Chief Executive under delegated authority and would be managed by the Council. The SDCS gave the opening date of the new Museum and Community Facility as 16 March 2015, although the opening date could be up to four weeks later. A Press release would be issued to this effect. The Chairman thanked the Strategic Director of Customer Services for his presentation of the good news and offered congratulations from the Hitchin Committee for their excellent work to all NHDC officers involved with the recent signing of the contract. RESOLVED: (1) That the contents of the verbal update given by the Strategic Director of Customer Services be noted; (2) That all NHDC officers involved with the recent signing of the contract to enable work to start on the development of the North Herts District Museum and Community Facility, be thanked and congratulated for their excellent work. |
Noted | ||
| 41 |
SECTION 106 AND UNILATERAL UNDERTAKINGS Report Appendix 1 The Development and Conservation Manager (DCM) introduced the report of the Head of Planning and Building Control and explained the background and purpose of Section 106 agreements and Unilateral Undertakings. She explained that the process of collection of monies consisted of strict tests and restrictions under the relevant legislation and as set out in the Council's Supplementary Planning Document. Comparing previous years and the current economic situation, it has become much more difficult to collect monies, as developers demand more detailed justification as to the reasons for requesting the monies and the spend for both Section 106 and Unilateral Undertakings. In addition to which Planning Inspectors have not always accepted the Council's justification. Any monies collected are to be used for capital infrastructure projects and, in particular, the priority is Council's own capital projects which can be fully justified. The Appendix is limited to the monies collected and shows where it has been allocated but does not show potential monies which may be received from developments which commence over the next three years or those that have gone to Hertfordshire County Council of which there is approximately £3 million to be spent across North Hertfordshire. In response to Committee questions, the DCM advised that the Supplementary Planning Document sets out the categories of infrastructure projects to which contributions are requested, the monies are index-linked back to November 2006. The collection and spend of the contributions are fully audited, should any challenge be received as to the allocation of the funds. The Chairman thanked the DCM for her clear and comprehensive update on Section 106 and Unilateral Undertakings. RESOLVED: (1) That the contents of the report be noted; (2) That a report continues to be presented on an annual basis to each of the Area Committees; (3) That, other than where a contribution has been negotiated for a specific purpose or project, Ward Members of the area where Section 106 or Unilateral Undertaking funding is generated, be consulted prior to allocation of funds to any project; (4) That, other than where a contribution has been negotiated for a specific purpose or project, Ward Members of the area where Section 106 or Unilateral Undertaking funding is generated and the Area Committee be consulted, prior to funding being allocated away from that area or from a village location to a town. REASONS FOR DECISIONS: (1) To ensure that there is a robust system for negotiating and managing Section 106 and Unilateral Undertakings; (2) To ensure that this is kept under constant review and that the risk associated with this activity is managed in an appropriate manner. |
Noted | ||
| 42 |
PROVISION OF EQUIPMENT FOR VOLUNTARY ORGANISATIONS Report This report of the Head of Finance, Performance and Asset Management was the result of a request from a Member of the Letchworth Committee at their Meeting. An explanation of the issues of grant funding to voluntary organisations for capital had been sought and the Committee wanted to establish a method of ensuring that equipment was not sold off if a voluntary organisation ceased to function, but that it was passed to another organisation for community use. All Area Committees were to receive the report and would be informed that the Head of Policy and Community Services was currently undertaking an internal review of the grants process, which would include such issues. The Chairman declared that he did not agree with this stance and the Hitchin Committee agreed with him. However, one Member raised the question of what happens to equipment when an organisation ceases to exist. The Chairman suggested that the status quo is kept until the results of the internal review are published, and the Committee agreed with him. RESOLVED: (1) That the report be noted; (2) That although they do not support the approach proposed, the Hitchin Committee recommend that the status quo is kept until the results of an internal review of the grants process are published, at which time a better option may be available. |
Noted | ||
| 43 |
THE HITCHIN TOWN CENTRE MANAGER The Hitchin Town Centre Manager (TCM) thanked the Chairman for giving him the opportunity to address the Hitchin Committee to update them on events and activities planned between now and the end of 2013. The Committee were informed that: - Business Networking will take place at Osinskys on 11 September; - The Hitchin BID Renewal Ballot Exhibition would be held at Hitchin Priory on 17 September, between 8am and 7pm; - There was a Counter Skills Competition underway, with an Awards Evening to be held at Hitchin Priory on 26 September, 7pm for 7.30pm; - The Hitchin BID chewing gum clearance and deep clean is due to commence on 22 September for 10 days (Sunday to Thursday), with particular care being given to residential areas, so that disturbance is minimised. Just under 16,000 sq ft is to be cleaned. Properties would be notified by the weekend of 14/15 September; - The Hertfordshire Vibrant Towns Meeting is to be held at Hatfield on 20 September; - A Business Ratepayers Meeting will be held on 25 September; - Also a North Herts Town Centre Managers; meeting on the same day - 25 September; - The Hertfordshire Vibrant Towns Meeting is to be held at Hatfield on 20 September; - A Business Ratepayers Meeting will be held on 25 September; - Also a North Herts Town Centre Managers; meeting on the same day - 25 September; - Installation of the Christmas lights will begin on 11 November; - There will be a Christmas Lights Fundraiser at Hermitage Road on 18 November; - The Christmas tree lights switch-on will take place on 22 November; - A Christmas Markets Gala will be held on 8 December; - Hitchin Rotary Club will hold their annual Charity Carols on 18 December; - Father Christmas will arrive on 20 December and another Buskers' Day will be held on 21 December. The TCM further advised that Hitchin BID will pay NHDC £5,000 for Free After Three car parking in Portmill Lane West, as well as the former Royal Mail Sorting Office for December. Economically, things were looking up in Hitchin. Morrisons supermarket had put in a licence application for the old M&Co store in Bancroft, Vinegar Hill were opening in Bancroft in October and the former Doughty's Restaurant was to reopen as an Italian restaurant, also in October. Two units in Hermitage Road were currently under offer. The recent Creative Kitchen food event in Hitchin Market Place had been very popular and well attended. Finally, the TCM declared that the main problem was with remote landlords, in particular the section from Next to Dorothy Perkins, which is owned by the Shell Pension Trust and managed through London agents. The Chairman thanked the Hitchin Town Centre Manager for his comprehensive and informative update to the Committee. RESOLVED: (1) That the Hitchin Town Centre Manager be thanked for the presentation; (2) That the details of the BID Renewal Ballot Exhibition at Hitchin Priory and the other events in Hitchin during 2013 be noted. |
Noted | ||
| 44 |
MEMBERS OF THE HITCHIN COMMITTEE APPOINTED AS NHDC REPRESENTATIVES TO OUTSIDE BODIES The Chairman invited updates or comments from Members on outside bodies. However, none were available at this Meeting. |
Noted | ||
| 45 |
CHAMPION NEWS AND FINANCE REPORT Report Appendix A Appendix A.1 Appendix B Appendix C The Community Development Officer (CDO) presented the report of the Head of Policy and Community Services and gave a brief summary of the activities and future events in the report with which she had been involved since the last meeting held on 16 July 2013. The CDO went through the budget spreadsheet at Appendix A, the Hitchin Area Update at Appendix A.1 and the Hitchin Area Committee Work Programme at Appendix B, which included Highways Issues. She went through the projects and activities in Hitchin and reminded the Committee that as the Chairman had stated, paragraphs 2.4, 8.11 and 15.5 were no longer applied as the Hitchin Bid was not on the Agenda. The Head of Policy and Community Services had confirmed that there would be no Hitchin BID application as all works under the banner of completion by the BID company must be funded in full by the BID levy. The CDO also advised that the North Place Community Garden continues to flourish with the raised beds now in place. A volunteer organiser is engaging with the local community and local groups, including a young mums' group, wishing to use one of the beds. Triangle Community Gardens have been very supportive with this project. The CDO pointed out that paragraph 8.5 regarding the King George V skate Park no longer applied. The CDO then referred the Committee to the grant application listed in the report at Appendix C, and before the Committee discussed the grant application, Cllr Kirby declared a Declarable Interest in this item as she is Chairman of the Children and Young People of Westmill (CAYPOW). She stated that she would remain in the room, but would not take part in the Committee debate or the vote. The Committee proceeded to review and determine the grant application as detailed at Minute 46 below. RESOLVED: (1) That the actions taken by the Community Development Officer to promote greater community capacity and well being since the last meeting of the Hitchin Committee held on 16 July 2013 be noted; (2) That the budgetary expenditure, balances and carry forwards from the Development Budgets and Visioning Budgets as presented at Appendix A be noted. (3) That the details of the Hitchin Area Committee Work Programme and Highways Schemes as presented at Appendix B be noted. (4) That the Committee considers awarding support funding support to Children and Young People of Westmill (CAYPOW) as set out in paragraph 8.7 of the report; (5) That the Committee note that Walsworth Ward Members have funded litter pickers for Friends of Walsworth Common; (6) That the Committee note that the Oughton Ward Member has funded Hitchin Sea Cadets and Children and Young People of Westmill (CAYPOW). 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 Area Committee's budget and ensures actions are performed within the Authority's Financial Regulations and the guidance in the Grants Procedure; (3) The awarding of financial assistance to voluntary organisations and the use of discretionary spending allows the Committee to further the aims and 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 on six occasions per annum in line with the Civic Calendar. |
Noted | ||
| 46 |
GRANT APPLICATION - CHILDREN AND YOUNG PEOPLE OF WESTMILL (CAYPOW) RESOLVED: That the sum of £750 be awarded as a matched funding contribution towards the costs of running the Coffee Mill at Westmill, to enable CAYPOW to continue operating. REASON FOR DECISION: To support the work undertaken by the volunteers and youth workers of Children and Young People of Westmill. |
Agreed | ||