| Time: | 7.30pm | Place: | Westmill Community Centre, John Barker Place, Hitchin |
| PRESENT: | Councillor R. Shakespeare-Smith (Chairman), Councillor R.A.C. Thake (Vice-Chairman), Councillor Mrs A.G. Ashley, Councillor Paul Clark, Councillor Joan Kirby, Councillor David Leal - Bennett, Councillor Bernard Lovewell, Councillor Alan Millard, Councillor Lawrence Oliver, Councillor Frank Radcliffe and Councillor Deborah Segalini. |
| IN ATTENDANCE: | David Miley - Democratic Services Manager Margaret Bracey - Community Development Officer Nigel Schofield - Committee and Member Services Officer |
| ALSO PRESENT: | Claire Morgan - Community Development Officer At commencement 15 members of the public including four registered speakers. |
| Item | Description/Resolution | Status | Action | |
| PART I | ||||
| 51 |
APOLOGIES FOR ABSENCE An apology for absence was received from Councillors: Judi Billing and Lisa Courts. |
Noted | ||
| 52 |
MINUTES Minutes RESOLVED: That the Minutes of the Meeting held on 12 November 2013 be approved as a true record of the proceedings and be signed by the Chairman. |
Agreed | ||
| 53 |
NOTIFICATION OF OTHER BUSINESS There were no items of other business. |
Noted | ||
| 54 |
CHAIRMAN'S ANNOUNCEMENTS (1)The Chairman welcomed everyone to the meeting, to those speaking at Public Participation and thanked those who attended Town Talk, and to Councillor Frank Radcliffe to his first meeting and The Democratic Services Manager. The Chairman also welcomed Claire Morgan the Letchworth Community Development Officer and the designate Hitchin and Letchworth Community Development Officer with effect 28 March 2014. (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 or Declarable Interest and 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; (3)The Chairman advised Members that Ms Suzy England of Letchworth Food Bank sought assistance from Hitchin Members regarding the distribution of food bank vouchers and that the Clerk would email all Members with the contact details for Ms England after this meeting. |
Noted | ||
| 55 |
PUBLIC PARTICIPATION - BOX CLEVA Mr Bob Williams thanked the Chairman for the opportunity to address the Committee. Mr Williams advised the Committee that Box Cleva was a non - contact boxing project for young people aged between 7 and 14 years who had been identified at risk from school exclusion or were known to the police and anti social behaviour officers as a risk of committing crime. This scheme had been effective in Letchworth Garden City for more than 12 months (supported by North Hertfordshire Homes and Letchworth Garden City Heritage Foundation) and had programmes in Stevenage, Borehamwood and Cheshunt. Other funding sources included £3,000 from the Vulnerable Young People Team and £1,000 from North Hertfordshire Joint Action Group to deliver another Box Cleva scheme in Hitchin in February 2014. Mr Williams confirmed that there would be 40 sessions in the 2014 calendar year costing £6,000 of which a grant of £1,500 was sought from the Hitchin Area Committee. Each session would be from 16.30 to 18.00 with a maximum of 20 spaces, and participants would be referred from various agencies. The project would be run by dedicated trainers and all young people attending the Box Cleva sessions would be encouraged to continue or be directed to other local sports groups, clubs and associations for such healthy and positive activities which it was hoped would prevent further involvement in anti social behaviour or possibly crime. Mr Williams stated that at the Borehamwood project there had been a 31 per cent drop in anti social behaviour and that each project saw a reduction in such behaviour. To recognise progress there were rewards and certificates evenings attended by ex professional boxers who were recognised as role models and emphasised the benefit of boxing training. The Chairman thanked Mr Williams for the presentation and invited comments and or questions from the Committee. In response to a question regarding equal opportunities Mr Williams confirmed that girls and boys were accepted onto the training programme with girls and boys kept apart and that age groups were maintained and for example 14 year olds did not train with eight year olds. The training was undertaken by ABA accredited boxing trainers all of whom had CRB checks and were trained in first aid. Mr Williams stated that the normal age group was the 10 to 11 year old group and that a first session may have 20 referred youngsters, down to 15 at the second meeting, down to 13 at the third session which usually remained constant. A Member advised Mr Williams that potential young people could be found congregating at or near the Coffee Mill on Westmill estate and Mr Williams replied that he was only involved with the training and not the referrals. In response to another question Mr Williams stated that each trainer received a fee of £50 for a one and a half hour session and the fee was for the group training and covered the hire of equipment and insurance. RESOLVED: (1)That Mr Bob Williams be thanked for the presentation; (2)That those involved with Box Cleva be thanked for the good work undertaken with children at risk in North Hertfordshire; (3)That a decision on the Grant Application be made at Agenda Item 10. |
Agreed | ||
| 56 |
PUBLIC PARTICIPATION - WALSWORTH FESTIVAL 2014 Adrian, Tom and Chris, students from North Herts College thanked the Chairman for the opportunity to address the Committee and confirmed that they were Business Studies students who were representing the Walsworth Festival Committee with the objective of securing sponsorship, advertising and increased footfall at the festival. The students spoke in turn and reminded Members that Walsworth Festival was held every year (since 1974) and the 2014 event would be on Sunday 18 May. In addition to the many stalls there would be performances by Letchworth Morris, North Herts Community Choir and Hitchin Youth Band. The Festival costs amounted to approximately £3,500 to stage and in the last two years there had been very little cash carry forward. There would be additional expense in 2014 namely the application fee for the granting of a new three year premises licence and that event insurance and the hiring in of essential support equipment increased the costs year on year. The speakers confirmed that the Festival was very popular not just with Walsworth residents but residents of North Hertfordshire, but was weather dependent and a few bad weather days could jeopardise the Festival in following years if the costs incurred were not met by income. Should the Committee be minded to grant the application the sum requested would go a long way to secure the success of the 2014 Festival and it was accepted that under the Council's grants policy any such grant could not be used for the Premises Licence application. The Chairman thanked the speakers for the presentation and he and the Committee welcomed this initiative to develop the Walsworth Festival for 2014 and in future years. RESOLVED: (1)That the North Herts College Business Studies students be thanked for the presentation; (2)That the Walsworth Festival Committee be wished every success in 2014; (3)That a decision on the Grant Application be made at Agenda Item 10. |
Agreed | ||
| 57 |
REVIEW OF POLLING DISTRICTS AND POLLING PLACES Report Item 7 - Appendix A - BAA list Item 7 - Appendix A - BAA map Item 7 - Appendix A - BBA list Item 7 - Appendix A - BBA map Item 7 - Appendix A - BBB list Item 7 - Appendix A - BBB map Item 7 - Appendix A - BBC list Item 7 - Appendix A - BBC map Item 7 - Appendix A - BBD list Item 7 - Appendix A - BBD map Item 7 - Appendix A - BCA list Item 7 - Appendix A - BCA map Item 7 - Appendix A - BCB list Item 7 - Appendix A - BCB map Item 7 - Appendix A - BDA list Item 7 - Appendix A - BDA map Item 7 - Appendix A - BDB list Item 7 - Appendix A - BDB map Item 7- Appendix A - BDC list Item 7 - Appendix A - BDC map Item 7 - Appendix A - BDD list Item 7 - Appendix A - BDD map Item 7 - Appendix A - BEA list Item 7 - Appendix A - BEA map Item 7 - Appendix A - BEB list Item 7 - Appendix A - BEB map Item 7 - Appendix A - BEC list Item 7 - Appendix A - BEC Map Item 7 - Appendix A - BED list Item 7 - Appendix A - BED Map Appendix B The Democratic Services Manager (DSM) presented the report of the Chief Executive which sought the views of the Hitchin Committee regarding the re-establishment of polling districts and polling places in Hitchin for a further four years. Also, for the Committee to review and consider the polling stations in Hitchin as listed at Appendix B. The DSM advised the Committee that the boundaries of the proposed Polling Districts for Hitchin were indicated in red on the street maps presented at Appendix A. The DSM confirmed that each ward was divided into Polling Districts and should be a suitable size for the administration of an election. A Polling Place was a convenient area within a Polling District in which to site a polling station and the DSM confirmed that NHDC Area Committees were responsible for defining Polling Districts and Polling Places which were co-terminus. The DSM advised that there had been no need for a change to the boundaries over many years and the division into Polling Districts sought to assist election campaigns. For clarification the DSM stated that the maps in Appendix A could not be considered to be 100 per cent accurate as Ordnance Survey Polygon data did not match Polling District boundaries, however the lists of streets in Appendix A were accurate for each Polling District. The DSM next advised the Committee that the Acting Returning Officer (ARO) was unrestricted in the selection of Polling Station locations (Appendix B) and that the ARO must review the location of Polling Stations at the same time that NHDC reviewed Polling Districts and Polling Places. The Chairman thanked the Democratic Services Manager for the presentation and invited comments and or questions from the Committee. There were several questions concerning polling station locations and the size of wards as in the number of electors. The DSM welcomed the comments on the location of Polling Stations as follows: 1.That consideration be given to re- locating those electors within Priory Ward whose designated Polling Station was St Ippolyts Parish Hall , to St John's Community Centre, St. John's Road. Hitchin; 2.That consideration be given to re-locating those electors within Highbury Ward whose designated Polling Station was Hitchin Christian Centre, Bedford Road, to The Methodist Church Hall, Upper Tilehouse Street, Hitchin. In response to a question on Electoral Equality the DSM advised that each Councillor would represent about 2000 electors. In order to investigate a possible change in boundaries the Boundary Commission would undertake a review, and that the last review at NHDC was in 2007 for the Great Ashby area and this had resulted in the re-alignment of many ward boundaries. With 360 District Councils in England the DSM advised that the Boundary Commission could only undertake about 15 reviews each year. In response to a question about postal votes the DSM advised that of 98,000 possible voters in North Hertfordshire some 15,000 had registered for postal voting. This was mainly due an ‘on demand' request for a postal vote whereas previously an elector needed a very good reason to be given a postal vote. A Member enquired about the possibility of voting electronically at any polling station and the DSM advised that this would eventually happen but not for many years yet. Following on from this question the DSM advised that individual elector electronic registration would be implemented soon. RESOLVED: (1)That the Democratic Services Manager be thanked for clarifying the details of Polling Districts, Polling Places and Polling Stations in Hitchin; (2)That the Polling Districts and Polling Places in Hitchin as set out in Appendix A be re-established for a further four year period commencing forthwith; (3)That the locations of the Polling Stations as presented at Appendix B be noted; (4)That the Acting Returning Officer be advised of the comments made regarding the following Polling Stations : St Ippolyts Parish Hall, St John's Community Centre, Hitchin Christian Centre and The Methodist Church Hall as described above. REASON FOR DECISION: To fulfil the requirement to review Polling Districts, Polling Places and assist the Acting Returning Officer with comments on Polling Stations in Hitchin. |
Agreed | ||
| 58 |
THE HITCHIN TOWN CENTRE MANAGER The Chairman advised the Committee that the Hitchin Town Centre Manager was unable to attend the meeting. A Member proposed and it was agreed to send a ‘vote of thanks' to the Town Centre Manager for all the excellent events that took place over Christmas in Hitchin. |
Agreed | ||
| 59 |
MEMBERS OF THE HITCHIN COMMITTEE APPOINTED AS NHDC REPRESENTATIVES TO OUTSIDE BODIES The Chairman invited updates or comments from Members on outside bodies. There were no updates. |
Noted | ||
| 60 |
CHAMPION NEWS AND FINANCE REPORT Report Appendix A Appendix B Appendix C Appendix D Appendix E 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 on 12 November 2013. The CDO advised the Committee that the Primary schools ‘Fair in the Square' would take place this year on Saturday 10 May with the vast majority of infant and primary schools in Hitchin taking part. The next North Herts Minority Ethnic Forum Councillors surgery would take place on Friday 10 January and Members were requested to advise the CDO as to their availability. Formal consultation had commenced on the re-generation of the Westmill Community Centre and John Barker Place at a public meeting with architects on 20 November 2013, and many of the visitors were very supportive of the proposals. The Councillor Surgery at Hitchin Girls School was attended by two Hitchin Councillors who were impressed by the questions asked. The Bike Rack for Woodside Car Park would be installed soon and as the funds for the purchase of the bike rack had been provided by this Committee the CDO would keep Members informed on progress. A Health and Wellbeing day was planned for Saturday 7 June 2014 and the ever popular Walsworth Festival will take place on Sunday 18 May on Walsworth Common. A Member requested clarification on the following items as listed at Appendix B - Hitchin Area Update 2013-2014. Hitchin Urban Transport Plan: The Vice - Chairman advised the Committee that there had not been a meeting at County Hall to date but some schemes within the plan were being worked up. Churchgate: There were no updating reports. 20 mph limits: The Committee were mindful of the delays at County Hall due to the amendments required to the HCC Speed Management Strategy but requested clarification as to the identified costs presented in Appendix B to this report. The CDO next referred the Committee to the grant applications listed in the report at Appendices C. D and E from Box Cleva and Walsworth Festival supported by presentations (Minutes 55 and 56 above refer) and from Torque Tambor who made a presentation on 12 November 2013 (Minute 37 refers). Members were concerned that there was little or no feedback from the local community groups who received grants from this Committee and it was agreed that the Community Development Officer should invite such recipients to present the outcomes of the grant one year after the award. The Committee proceeded to review and determine the grant applications as detailed at Minutes 61, 62 and 63 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 12 November 2013 be noted; (2)That the budgetary expenditure, balances and carry forwards from the Visioning, Development and Ward 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 Community Development Officer be requested to take the necessary action to invite grant recipients to present to this Committee the outcomes of grant funding 12 months after the award. REASON FOR DECISION: (1)To ensure that the Committee are kept informed of the work of the Community Development Officer, confirm allocation of funds and acknowledge the status of budgets; (2)To ensure that the procedure for receiving and monitoring highway schemes and highway issues was maintained. |
Agreed | ||
| 61 |
GRANT APPLICATION - BOX CLEVA Declaration of Interest: Councillor R. Thake advised the Chairman that he had a Declarable Interest regarding this grant application as he was Executive Member for Community Safety at Hertfordshire County Council and Chairman of the HCC Community Safety Unit Board Committee. Accordingly he would reserve the right to speak and remain but would not vote. A paper providing details of financial matters for Box Cleva was tabled. RESOLVED: (1)That the sum of £1,500 be awarded as a contribution towards the costs incurred by Box Cleva in the provision of a non contact boxing project in Hitchin for young people aged 7 to 14 years who were at risk. (2)That the Community Development Officer be requested to ensure that a representative of Box Cleva be invited to a meeting of the Hitchin Committee to be held on 3 March 2015 with a report on the previous years progress and the use of the Discretionary Budget award REASON FOR DECISION: To support the physical development and well being of young people at risk in Hitchin and Letchworth. |
Agreed | ||
| 62 |
GRANT APPLICATION - WALSWORTH FESTIVAL ASSOCIATION Declarations of Interest: Councillors R. Shakespeare - Smith, B. Lovewell and A. Millard advised that they had a Declarable Interest as they were NHDC appointed representatives to the Walsworth Community Association and would leave the room for the determination of this grant application. Councillor R. Thake advised that he would be the Chairman for this item. A paper giving financial details for the Walsworth Festival was tabled. RESOLVED: (1)That the sum of £1,500 be awarded as a contribution towards the costs of the Walsworth Festival in 2014. (2)That the Community Development Officer be requested to ensure that a representative of Walsworth Festival Committee be invited to a meeting of the Hitchin Committee to be held on 3 March 2015 with a report on 2014 Festival and the use of the Discretionary Budget award. REASON FOR DECISION: To support the Walsworth Festival in 2014. |
Agreed | ||
| 63 |
GRANT APPLICATION - TORQUE TAMBOR The Community Development Officer reminded the Committee that there had been a presentation by Torque Tambour at the meeting held on 12 November 2013 (Minutes 37 and 48 refer). Supporting financial information had been provided and was tabled at this meeting. The grant application totalled £3,500 and was divided as follows: Publicity = £250, Performance with a professional musician = £1,250, Costume creation = £1,000 and Additional instruments = £1,000 The Committee debated the grant application anew and upon enquiry by the Chairman there was no support from the Committee for this grant application. |
Agreed | ||