| Time: | 7.30pm | Place: | Westmill Community Centre, John Barker Place, Hitchin |
| PRESENT: | Councillor David Leal - Bennett (Chairman), Councillor R.A.C. Thake (Vice-Chairman)c, Councillor Mrs A.G. Ashley, Councillor Judi Billing, Councillor Nicola Harris, Councillor Simon Harwood, Councillor Joan Kirby, Councillor Bernard Lovewell, Councillor Alan Millard, Councillor Frank Radcliffe and Councillor R.L. Shakespeare - Smith. |
| IN ATTENDANCE: | Liz Green (Head of Policy and Community Services), Steve Crowley (Contract and Projects Manager), Steve Geach (Parks and Countryside Development Manager), David Charlton (Senior Estates Surveyor), Claire Morgan (Communities Officer), Sue Hardy (Assistant Communities Officer), Hilary Dineen (Committee and Member Services Officer) and Nigel Schofield (Committee and Member Services Officer). |
| ALSO PRESENT: | At the start of the meeting 11 members of the public. |
| Meeting attachment |
Agenda Front Sheet |
| Item | Description/Resolution | Status | Action | |
| PART I | ||||
| 4 |
APOLOGIES FOR ABSENCE Apologies for absence were received from Councillor Deborah Segalini and Councillor Adrian Smith. Members offered their best wished to Councillor Segalini, who was recovering from an operation. |
Noted | ||
| 5 |
MINUTES Minutes MINUTE 123 - PUBLIC PARTICIPATION - WALSWORTH COMMUNITY CENTRE A Member sought confirmation that at the meeting held on 3 March 2015 Members had expressed their support for the retention of the building for community use for current users and future generations. Upon enquiry by the Chairman those present expressed their unanimous support for the retention and continuing use of Walsworth Community Centre. RESOLVED: That the Minutes of the Meeting of the Committee held on 3 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 of the Committee 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 WALSWORTH COMMUNITY CENTRE The Chairman invited Councillor Bernard Lovewell to give an oral update on the current status of Walsworth Community Centre. Councillor Lovewell advised that the Walsworth Councillors had made representations regarding the future of Walsworth Community Centre. The Leader of the Council, together with Officers, had visited the Centre and that, following this visit, a report would be presented to the Overview and Scrutiny Committee and Cabinet. |
Noted | ||
| 8 |
CHAIRMAN'S ANNOUNCEMENTS (1) The Chairman welcomed all who had attended Town Talk and this meeting, particularly those who had attended to give a presentation; (2) The Chairman congratulated Councillor Nicola Harris on her election as a Highbury Ward Member and welcomed her to the Hitchin Committee; (3) The Chairman congratulated Councillors Judi Billing and Bernard Lovewell on their re-election; (4) The Chairman proposed that a vote of thanks be given to Paul Clark, former Highbury Ward Member, for his support to the Highbury residents and the Hitchin Committee; (5) The Chairman informed Members that Hugo, a dog that picks up litter, had been brought to his attention and, following a brief vote of thanks, he presented a certificate of appreciation to Hugo and his owner Mrs Joy Bennett; (6) The Chairman informed Members that Nigel Schofield, Committee and Member Services Officer, would shortly be retiring and that this was his last Hitchin Committee meeting; He stated that Mr Schofield had supported the Chairmen and Vice-Chairmen and guided the Committee through many issues, keeping Members on the straight and narrow as well as producing comprehensive Minutes of the meetings. The Chairman asked that the Committee's thanks for his help, support and advice to the Hitchin Committee and good wishes for a long and happy retirement, over the last 14 years be placed on record. Councillor Judi Billing stated that, during her many years as Chairman of the Hitchin Committee, she had received constant support from Mr Schofield and wished to add her personal good wishes for a long and happy retirement. Mr Schofield made a short speech explaining the difficulties of the role of the Committee Clerk and thanking the Committee for their good wishes. (7) The Chairman read out the following: "Members are 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 b) Declarable Interest. The Member is 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) A Disclosable Pecuniary Interest, must leave the room for the duration of the item and not take part in the debate or vote; or or b) A Declarable Interest, may take part in the debate and vote. However if under Paragraph 7.3 of the Code of Conduct the interest is so significant that it is likely to prejudice your judgement then under Paragraph 7.4 of the Code of Conduct you must leave the room before the debate and vote." |
Noted | ||
| 9 |
PUBLIC PARTICIPATION - HITCHIN TOWN TWINNING ASSOCIATION Mr Robert Lord (Chairman) and Mr Richard Cox (Patron) thanked the Chairman for the opportunity to address the Committee and gave a verbal presentation regarding the work of the Hitchin Town Twinning Association. Mr Lord informed Members that Town Twinning was a result of agreements made by Hitchin Urban Council and that these responsibilities had transferred to North Hertfordshire District Council. The Hitchin Town Twinning Association had supported the implementation of those agreements. The Council had supported the Association with provision of rooms and the attendance of the Chairman of the Council at events, however the financial support had diminished and was now no longer adequate to cover costs such as insurance, travel insurance and receptions. The Association would want rooms in the newly refurbished Hitchin Town Hall to be made available and, as their 50th anniversary was approaching would like rooms within the Town Hall named for the twinned towns. A Member asked how NHDC benefitted from Town Twinning activities. Mr Cox advised that Town Twinning helped prevent wars by ensuring people from different countries continued to talk to each other. Members noted that there were a dwindling number of people involved in Town Twinning and that the number of activities had decreased. There was a large number of groups in Hitchin needing financial support and the most effect way of requesting that support was to apply for grant funding for specific events. They suggested that school visits and activities would encourage more people to become involved and asked that Councillors be kept more fully informed, possibly via more regular updates at this Committee. Mr Cox acknowledged that events in the past had involved up to 600 people, but this was now no longer the case as they had to use smaller halls because they could not afford to rent places such as Hitchin Town Hall. The Association would welcome more involvement by schools, however this was difficult due to restrictions on how children can be involved. The Chairman asked that the Association's newsletter be sent to the Committee and Member Services Officer. The Chairman thanked Mr Lord and Mr Cox for their presentation. |
Noted | ||
| 10 |
PUBLIC PARTICIPATION - HITCHIN INITIATIVE It was agreed that Mr Hoskins would make a presentation that included his regular Town Centre Manager update (Minute 19 refers). Prior to the item being discussed Councillor Judi Billing declared a declarable interest as she was a Director of Hitchin Initiative. Prior to the item being discussed Councillor David Leal-Bennett declared a declarable interest as he sat on the Steering Committee of Hitchin Initiative. Mr Keith Hoskins thanked the Chairman for the opportunity to address the Committee and gave a verbal presentation regarding the activities of Hitchin Initiative. Mr Hoskins informed Members that, following the introduction of the BID (Business Improvement District) the name of the organisation had changed to Hitchin Initiative. Hitchin Initiative provided information, maintained a visitor centre and had expanded to fill a need in the town and has started working in the villages and surrounding areas, however resources were required to continue these activities. NHDC had helped with seed funding and in the first year turnover had been approximately £44,000, this had increased to £600,000 which was all invested back into the community. Mr Hoskins commented that NHDC should be praised for its work in this area. The Council now had 3 BIDS, with Hitchin being the first in the District. The remit of the BID was to provide additional services to those already provided by Hitchin Initiative. Grant funding applications would be made for specific projects which could include restoration of the cabbie's hut and the Christmas lights. Hitchin was a busy place with many events taking place including a Health and Wellbeing event, British Schools Fayre, Fashion Show and Hitchin Festival. Members asked where the H Samuel Clock was; how much funding was currently given by NHDC. Mr Hoskins advised that the H Samuel Clock was currently being stored in a garage. In respect of funding by NHDC, the BID levy was £4756 and Officer time was given free of charge. Hitchin Initiative had been in receipt of individual grant funding from Hitchin Committee for specific events amounting to £5,000. Both the grant funding and the Officer support was gratefully received and valued. Members noted that, in addition to the funding and Officer support given to Hitchin Initiative, other organisations and partner organisations also received grant funding. The Chairman thanked Mr Hoskins for his presentation. |
Noted | ||
| 11 |
PUBLIC PARTICIPATION - HITCHIN FESTIVAL Mr Tim Farr thanked the Chairman for the opportunity to address the Committee and gave a verbal presentation regarding the Hitchin Festival. Mr Farr thanked the Committee for the continued financial support given by the Committee and advised that the Festival had taken place annually during July for 23 years. This was a not for profit umbrella organisation that enabled groups to benefit from a single source of advertising as well as raise funds for themselves. Ticket sales amounted to £21,000 per annum and events included 92 activities, 134 performances and 40 organisations. These events included: Schools in Concert involving 13 schools, 600 pupils and 500 ticket sales; Anthony Slinn Art Lecture, which was in its 21st year; Picnic in the Park Ghost Walks; Comedy Shows; Craft Markets; Music and Book events; Film and Theatre Shows: This valued Festival was run by a not for profit organisation, that in 2014 received Memorandum of Understanding grant funding of £1,880, without which would have made a loss of £1,377. The Chairman thanked Mr Farr for his presentation. |
Noted | ||
| 12 |
PUBLIC PARTICIPATION - HITCHIN SENIOR CITIZENS WELFARE COMMITTEE Prior to the presentation Councillor Joan Kirby declared an interest as she was the NHDC Representative on Hitchin Senior Citizens Welfare Committee. She stated that she would listen to the presentation, but take no part in any vote. Prior to the presentation Councillor Alan Millard declared a Declarable Interest as he was a member of the Hitchin Senior Citizens Welfare Committee. He stated that he would listen to the presentation, but take no part in any vote. Prior to the presentation Councillor Richard Thake declared a Declarable Interest as he was a member of the Hitchin Senior Citizens Welfare Committee. He stated that he would listen to the presentation, but take no part in any vote. Ms Mick Furr thanked the Chairman for the opportunity to address the Committee and gave a verbal presentation regarding Hitchin Senior Citizens Welfare Committee. She informed Members that the Welfare Committee started in 1955 and all help and support for the various clubs, including lunch clubs all over Hitchin, was provided by volunteers. The Welfare Committee provided insurance, transport and rent for the clubs, which made a contribution. Loneliness for older people was a big problem in the modern world, which the lunch club helped to alleviate. In respect of finances, although expenses had increased over the years, a number of clubs previously supported had now closed meaning the Welfare Committee had managed, with the help of previous Memorandum of Understanding funding, to live within its means and had sufficient funds for its short term needs. The Welfare Committee would now consider what services it would provide going forward and, may wish to apply for grant funding from the Hitchin Committee in the future. Members acknowledged the valuable work of the Hitchin Senior Citizens Welfare Committee, and, although were unable to give any guarantee of outcome, asked them to apply for grant funding if and when they needed it. The Chairman thanked Ms Furr for her presentation. RESOLVED: That the Hitchin Committee supports the work of the Hitchin Senior Citizens Welfare Committee and would be happy to consider any future grant funding application. |
Noted | ||
| 13 |
PUBLIC PARTICIPATION - DAISYCHAINS Ms Hanna Salt thanked the Chairman for the opportunity to address the Committee and gave a verbal presentation regarding Daisychains. She informed Members that Daisychains was a small charity that supported children under 5 years of age with additional needs and their families. There were groups for children with specific needs and their carers, but there were no local groups supporting those children under 5 years old. Daisychains worked in partnership with the Bluebell Children's Centre by providing weekly structured activities with a high volunteer to child ratio as well as books and play bags for families to borrow and group outings whenever possible They also provided emotional support, signposting and benefits advice to carers. Currently seven families were being supported both at groups and in the home, which helped these people feel less isolated. Grant funding would help further develop the services offered by providing more sensory toys, a digital camera and training for volunteers. Members asked whether they had developed a connection with the NHS and how many families could be supported at a time. Ms Salt advised that they were connected with the Bluebell Children's Centre, but agreed that they should develop more connections and that they currently had capacity to support two more families. The Chairman thanked Ms Salt for her presentation. |
Noted | ||
| 14 |
PUBLIC PARTICIPATION - PHASE Ms Donna Wade thanked the Chairman for the opportunity to address the Committee and gave a verbal presentation regarding Phase. Ms Wade informed Members that Phase supported the wellbeing of young people in Hitchin by offering support services including running lessons, 1:1 mentoring and drop-in sessions. They supported schools to attain their targets in spiritual moral social cultural development. Recent work had been in developing support for mental wellbeing, particularly self-harm, which according to national statistics has been increasing over the last 10 years and now affected 10 percent of young people. Grant funding would help to provide three self-harm support groups in local schools over three terms consisting of an eight week course, which had been clinically appraised and delivered previously in two schools with positive results, followed by fortnightly arts based drop-in sessions. The complete programme would cost £6,000 and other grant applications have been made to help with the costs to Garfield Weston Foundation, Children in Need and the Public Health District Offer, all of which are yet to be confirmed. Local Mental Health Services were over burdened and there was currently a lack of this type of service in the area. A video and awareness pack had been developed which was being shared with other professionals. In conclusion Ms Wade stated that the proposed service would be accessible to young people and was much needed to equip young people with the skills to thrive in their community. Members asked whether the schools would be contributing and how many young people would be supported by the programme. Ms Wade advised that the schools were not contributing however the programme would be most accessible if started in schools, but would continue outside and that 18 young people could be supported for one year. The Chairman thanked Ms Wade for her presentation. |
Noted | ||
| 15 |
INFORMATION NOTE: NORTH HERTFORDSHIRE DISTRICT MUSEUM AND COMMUNITY FACILITY AT HITCHIN TOWN HALL Information Note The Committee received an Information Note regarding the North Hertfordshire Museum and Community Facility at Hitchin Town Hall. The Contracts and Projects Manager informed Members that Table 1 of the Information Note detailed the work undertaken and that the construction phase of the development had been completed. He directed Members attention to the photographs, tabled at the meeting, of the development so far and advised that the fit out of the Museum was underway with contractors appointed for the museum show cases and audio-visual equipment. Web links had been included in the Information Note to places where further detail could be accessed. Members expressed their thanks for the hard work in producing a magnificent development and asked if there would be a grand opening. The Contracts and Projects Manager advised that the proposed opening date was 5th October 2015 and that work was being undertaken with the Communications Department to advertise this. RESOLVED: That the Information Note regarding the North Hertfordshire District Museum and Community Facility at Hitchin Town Hall be noted. REASON FOR DECISION: To ensure that the Hitchin Committee is kept appraised of the progress of and issues relating to the development of the North Hertfordshire District Museum and Community Facility at Hitchin Town Hall. |
Agreed | ||
| 16 |
INFORMATION NOTE: BANCROFT RECREATION GROUND Information Note Appendix A - Master Plan Appendix B - Summary Consultation Results The Committee received an Information Note regarding Bancroft Recreation Ground. The Parks and Countryside Development Manager drew attention to section 3 of the Information Note, which details progress regarding the Water Splash Park and appendix B which showed the responses to consultations. Contractors had been appointed and key tasks identified with a provisional opening date of May 2016. A Multi-Use Games Area was being considered and funding opportunities to provide this were being looked at. Members asked several questions including why the toilet was only planned to be open from May to October; whether the existing toilet was regarded as in or out of Bancroft Recreation Ground The Parks and Countryside Manager advised that it was Council policy to direct people towards the Town Centres and therefore the toilet would only be open whilst the Splash Park is in operation; the existing toilet was outside of the area covered by this scheme. Members were concerned that the plans for the existing toilets by Hack Space were being delayed due to issues with the covenant on the land and asked that this be addressed as soon as possible. RESOLVED: (1) That the Information Note regarding Bancroft Recreation Ground be noted; (2) That the Portfolio Holder for Leisure be requested to address investigations of the legal issues, including covenants, on this land in order for plans regarding the existing toilets to be taken forward. REASON FOR DECISION: To ensure that the Hitchin Committee is kept appraised of the progress of and issues relating to Bancroft Recreation Ground. |
Agreed | ||
| 17 |
INFORMATION NOTE: CHURCHGATE AREA Information Note The Committee received an Information Note regarding the Churchgate Area. The Chairman informed Members that again there was no Officer to present the Information Note. Some Members expressed concern that Officers had not attended this Committee for some time regarding this subject and that the Information Note provided lacked detail. These Members were further concerned that the Minutes of the Project Board meetings and Project Schedule had not been published to the public. The Committee and Members Services Officer (NS) advised that the Strategic Director of Finance, Policy and Governance had advised that this Information Note was the only thing to be presented and that Information Notes did not require an Officer to present them. He further advised that the Committee could, if they so desired, request a full report and give guidance as to what should be included in that report. It was proposed and seconded that the Churchgate Area Project Executive be requested to provide this Committee with a full and detailed report and attend the next meeting to present it to Members. A Member acknowledged that some of the reasons for that lack of information may be the Council's requirement to tender, seek legal advice and consider the value of the land against any proposals. He stated that he believed the matter to be progressing and therefore would not support the proposal, but urged Officers to provide more detail and attend this Committee to present. RESOLVED: (1) That the Information Note regarding the Churchgate Area be noted; (2) That the Churchgate Area Project Executive be requested to publish the Minutes of the Project Board meetings' (3) That the Churchgate Area Project Executive be requested to publish the Project Schedule; (4) That the Churchgate Area Project Executive be requested to provide this Committee with a full and detailed report and attend the next meeting to present it to Members. REASON FOR DECISION: To ensure that the Hitchin Committee is kept appraised of the progress of and issues relating to the Churchgate Area. |
Agreed | ||
| 18 |
GARAGES AND ACCESS WAY, GARRISON COURT, HITCHIN Report Appendix A - Plan Prior to the item being discussed Councillor Richard Thake declared a Disclosable Interest as he was a Director of the Company that had ownership of the land adjoining this site. There would be no gain for either himself or the Company, therefore he would remain in the room for the item, but would take no part in any discussion or vote. The Senior Estates Surveyor presented the report of the Head of Finance, Performance and Asset Management entitled Garages and Access Way, Garrison Court, Hitchin. He informed Members that, at the meeting held on 24 March 2015, subject to the Hitchin Committee raising no substantive objections, Cabinet had approved the disposal of the garages and access way in Garrison Way. It was proposed and seconded that a "no comment from this Committee" resolution be recorded RESOLVED: That the Hitchin Committee make no comment regarding the report entitled Garages and Access Way, Garrison Court, Hitchin. REASON FOR DECISION: To enable the Hitchin Committee to be consulted regarding the Garages and Access Way, Garrison Court, Hitchin, prior to disposal. |
Agreed | ||
| 19 |
HITCHIN TOWN CENTRE MANAGER It had previously been agreed that Mr Hoskins would make a presentation that combined his regular Town Centre Manager update and Hitchin Initiative Issues (Minute 10 refers). |
Noted | ||
| 20 |
GRANT APPLICATIONS AND COMMUNITY UPDATE Report Appendix A - Budget Sheet 2014/2015 Appendix B - Budget Sheet 2015/16 Appendix C - Grant Application - Daisychains Appendix D - Grant Application - PHASE The Communities Officer introduced Sue Hardy (Assistant Communities Officer). She presented the report of the Head of Policy and Community Services entitled Grant Applications and Community Update and drew attention to the following: BUDGETS Appendix A of the report consisted of the 2014/15 end of year position and Appendix B the current position. Recommendation 2.2 asked the Committee to agree to a sum of £1,600 to be deducted from the Hitchin Committee budget to fund District wide organisations for the 2015 Financial Year only. MEMORANDUMS OF UNDERSTANDING The Communities Officer had contacted previous recipients of Minor Memorandum of Understanding funding. Hitchin Senior Citizens Welfare Committee had advised that they did not require MOU funding this year, some organisations had not responded and other organisations were no longer in existence. It was recommended at 2.3 that, pending the outcome of the Grants Policy Review, the remaining two recipients, Hitchin Town Twinning Association and Hitchin Festival, be funded at the same level as 2014 for 2015 only. The Head of Policy and Community Services informed Members that the Grant Policy Review and review of Memorandums of Understanding was still underway. She suggested that Memorandums of Understanding that had come to the end of the three year period in April 2015 could be rolled over for one further year. HITCHIN COUNCILLOR SURGERIES Members thanked the Communities Officer for her support at the Councillor Surgeries and asked that the notes from these be distributed to Members via their weekly dispatch. TOWN TALK The Communities Officer informed Members that notes taken during Town Talk would be circulated to those on the distribution list as well as all Hitchin Councillors. She would also ensure that a few copies were available at the following Town Talk. RESOLVED: (1) That the budgetary expenditure, balances and carry forwards from the Development, Visioning and Ward Budgets, as set out at Appendices A and B be noted; (2) That the actions taken by the Communities Officer to promote greater community capacity and wellbeing for Hitchin be noted; (3) That, pending the outcome of the Grants Policy Review, £1,600 be deducted from the Hitchin Committee Budget to enable sufficient budget to fund District wide organisations for the financial year 2015 only; (4) That £260 be awarded to Hitchin Town Twinning Associate as Memorandum of Understanding funding for one year only; (5) That £1,880 be awarded to Hitchin Festival as Memorandum of Understanding funding for one year only; (6) That the Council's policy position regarding the funding of Town Centre Partnerships across the District be noted. REASON FOR DECISION: To keep Members of the Committee apprised of the latest developments in community activities in Hitchin. |
Agreed | ||
| 21 |
GRANT APPLICATION - DAISYCHAINS RESOLVED: That grant funding of £1,080 be awarded to Daisychains from the Discretionary Budget as start up funding towards the cost of equipment and trips out. REASON FOR DECISION: To improve services provided by local organisations and groups which are accessed by the community. |
Agreed | ||
| 22 |
GRANT APPLICATION - PHASE (PROVIDING HELP AND SUPPORT IN EDUCATION) The Head of Policy and Community Services informed Members that the Public Health Board were aware of the issues regarding young people and self harm. A District wide project was proposed with funding of £50,000. She suggested that any funding awarded be "in principle". It was proposed and seconded that, subject to the PHASE project being linked to the District wide project, grant funding of £1,500 be awarded. RESOLVED: That, subject to the PHASE project being linked to the District wide project funded by the Public Health Board, grant funding of £1,500 be awarded to PHASE (Providing Help and Support in Education) from the Discretionary Budget towards the costs of providing support groups for young people who self harm. REASON FOR DECISION: To improve services provided by local organisations and groups which are accessed by the community. |
Agreed | ||
| 23 |
WARD AND OUTSIDE ORGANISATIONS - MEMBERS' REPORTS WALSWORTH FESTIVAL Councillor Shakespeare-Smith reported that he had, as Vice-Chairman of the Council, opened the Walsworth Festival, which had been well attended and enjoyed by all. BUS SERVICE Councillor Bernard Lovewell informed Members that a new bus service had started on Sundays and Bank Holidays from 1 April 2014. He paid tribute to the work of Mr Colin Dunham in publicising this service. KING GEORGE V / HITCHIN RUGBY CLUB Councilor Richard Thake informed Members that, following and immense amount of work an agreement had been signed to expand the facilities on the site. HITCHIN TOWN TWINNING ASSOCIATION Councillor Joan Kirby informed Members that thanks to the Town Twinning Association, visitors on a twinning visit had spent time and money in Hitchin, thus benefitting the Town. WALSWORTH PLAY AREA Councillor Alan Millard informed Members that the Walsworth Play Area was now open and being enjoyed. |
Noted | ||