| Time: | 7.30pm | Place: | Committee Room 1, Council Offices, Gernon Road, Letchworth Garden City |
| PRESENT: | Councillor John Booth (Chairman), Councillor Dave Chambers, Councillor Gary Grindal, Councillor T.W. Hone, Councillor David Kearns, Councillor Lorna Kercher, Councillor David Levett, Councillor Ian Mantle, Councillor Mrs L.A. Needham, Councillor Mike Rice and Councillor Deepak Sangha. N.B. Councillor David Kearns arrived at 7.55 p.m. |
| IN ATTENDANCE: | Liz Green (Head of Policy and Community Services), Mary Caldwell (Development and Conservation Manager), Claire Morgan (Community Development Manager) and Hilary Dineen (Committee and Member Services Officer). |
| ALSO PRESENT: | At the start of the meeting 7 members of the public. |
| Item | Description/Resolution | Status | Action | |
| PART I | ||||
| 35 |
APOLOGIES FOR ABSENCE Apologies for absence were received from Councillors Clare Billing and Julian Cunningham. |
Noted | ||
| 36 |
MINUTES Minutes RESOLVED: That the Minutes of the Meeting of the Committee held on 17 July 2013 be approved as a true record of the proceedings and be signed by the Chairman. |
Agreed | ||
| 37 |
NOTIFICATION OF OTHER BUSINESS Councillor Mantle requested permission to ask a question regarding buses. The Chairman agreed to take this at the end of the published agenda. |
Noted | ||
| 38 |
CHAIRMAN'S ANNOUNCEMENTS (1) The Chairman welcomed all those present at the meeting, particularly those due to give a presentation; (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. |
Noted | ||
| 39 |
PUBLIC PARTICIPATION- KNIT AND NATTER GROUP Elvina Atkinson, a member of the Knit and Natter Group, thanked the Chairman for the opportunity to address the Committee and gave a verbal presentation as follows: - The group started in October 2012; - There were currently 11 members many of whom were partially sighted; - The group met during the day and gave isolated people a chance to meet others; - The group planned to invite school children, during school holidays, to learn to knit; - The group produced the art work used in the "Yarn Bombing" of Paradise Is' near the Town Hall in Letchworth Garden City in July 2013; - The remnants from the "Yarn Bombing" would be given to older people to make into blankets; - The items produced were sold with the proceeds going to the Guide Dogs charity; - The group was requesting a grant to fund equipment and material. Members asked where did the group meet and how did they pay for hall hire. Mrs Atkinson advised that the Knit and Natter group met at Brotherhood Hall during the coffee morning and therefore there were no hall hire fees. Councillor Booth informed Members that he had visited the Knit and Natter group and that he had enjoyed his time with them. The Chairman thanked Mrs Atkinson for her presentation. |
Noted | ||
| 40 |
PUBLIC PARTICPATION - LETCHWORTH GARDEN CITY BUSINESS IMPROVEMENT DISTRICT (BID) Lee Boswell and Thomas Humphrey of Letchworth Garden City Town Centre Partnership thanked the Chairman for the opportunity to address the Committee and advised that they had provided a copy of the Draft Business Plan for the Letchworth Garden City BID, which was presented as Appendix A to Item 6 of the agenda (Minute 41 refers). They did not propose giving a formal presentation but were happy to answer any questions. Members asked several questions and commented on the Draft Business Plan as follows: - Members were pleased to see that the documents had been altered to ensure the correct name of Letchworth Garden City was used. - Members asked who would be included in the Letchworth Community section of the Board structure. Mr Humphrey advised that those seats would likely be allocated as 1 for the college student union and 1 for the general public. - Members asked how individuals would be chosen for the Community section of the Board structure. Mr Humphrey advised that those seats would be allocated with a vote. Mr Boswell stated that public involvement was crucial to a successful BID and that they would be doing everything possible to focus on the shopper. - Members asked why Morrisons were listed as a stakeholder rather than part of the BID. Mr Boswell advised that Morrisons were tenants and therefore did not hold the same status, however they had the largest rateable value in the area and it was good that they were taking an active role in the BID. Mr Humphrey informed Members that Morrisons had a wide range of experience that they would be bringing to the BID. - Members asked whether the previous strategy of holding street events had a positive effect on the businesses and what the BID would aim to provide to help businesses in the area. - Mr Boswell informed Members that events in the town did not improve business immediately, but they did encourage people to come back into the Town on another occasion to shop. If the Bid was successful it was aimed to hold 3 major events and further participatory events which would encourage people towards certain businesses. The Chairman thanked Mr Boswell and Mr Humphrey for their presentation. |
Noted | ||
| 41 |
LETCHWORTH GARDEN CITY BUSINESS IMPROVEMENT DISTRICT (BID) Report Appendix 1 - Draft Business Plan Prior to the item being discussed Councillor Lorna Kercher made a declarable interest as she was one of the NHDC nominated representatives and the Centre was mentioned in the report. She stated that she would remain in the room and take part in any vote. Prior to the item being discussed Councillor David Levett made a declarable interest as he was on the Letchworth Garden City Town Centre Partnership Steering Group. He stated that he would remain in the room and take part in any vote. The Head of Policy and Community Services introduced the report entitled "Letchworth Garden City Business Improvement District (BID)" and reminded Members of the presentation given by Mr Boswell and Mr Humphrey and advised that NHDC officers had worked closely with the Letchworth Town Centre Partnership. The movement towards the development of the BID was seen as very positive and the Business Plan outlined the amount of work that would be undertaken together with businesses and the contribution they would be required to make towards sustainable business in the Town Centre. Members unanimously supported the proposals and principles for the Letchworth BID. RESOLVED: That the proposals and principles for the Letchworth Garden City BID be unanimously supported. REASON FOR DECISION: To ensure that NHDC, as the billing authority, can express its support, both in principle and in the allocation of officer time, toward the launch of the Letchworth Garden City BID. |
Agreed | ||
| 42 |
SECTION 106 AND UNILATERAL UNDERTAKINGS Report Appendix 1 The Development and Conservation Manager presented the report entitled "Section 106 and Unilateral Undertakings". She informed Members that County Council contributions had not been included in the report as NHDC had no control over how this was spent and drew attention to the current legislation regarding collection of contributions and use of existing funds and reminded Members that certain tests had to be satisfied when using funds to ensure that no challenges could be made. Contributions were increasingly difficult to obtain and involved constant negotiations in order to justify any contributions. She drew attention to Paragraph 8.11 of the report which detailed income, Paragraph 8.12 regarding projects that had received funding and Paragraph 8.13 which detailed expected expenditure for the current financial year. Members praised the layout of Appendix A and asked several questions including whether contributions collected for developments in Letchworth Garden City had any time limits imposed, would the funds be spent in the town and had any projects been identified on which to spend the funds The Development and Conservation Manager advised that only contributions that had a specific date in the agreement had to be spent within time limits and these were shown within Appendix A, that the aim was to spend contributions collected within the town and any projects already identified had been listed in the report, however any assistance from Councillors in identifying potential projects would be welcomed. Members discussed Community Centre and Village Hall contributions and expressed concern that monies may not be utilised, particularly those contributions that were time limited, as there may not be community centres in the area of the development. The Development and Conservation Manager advised that community centre funding was to be used to mitigate the effect of a development and would not necessarily be located in that area but could be in the town centre. RESOLVED: (1) That the contents of the report entitled "Section 106 and Unilateral Undertakings" be noted; (2) That the Development and Control Manager be requested to present an update regarding Section 106 and Unilateral Undertaking to this Committee on an annual basis; (3) That, other than where a contribution has been requested for a specific purpose or project, the Development and Control Manager be requested to consult with Ward Members of the area where Section 106 or Unilateral Undertaking funding is generated prior to allocation of funds to any project; (4) That, other than where a contribution has been requested for a specific purpose or project, the Development and Control Manager be requested to consult with Ward Members of the area where Section 106 or Unilateral Undertaking funding is generated and the relevant Area Committee prior to allocation of funds being allocated away from that area or from a village location to a town. REASON FOR DECISION: (1) To ensure that a robust system for negotiation and managing Section 106 and Unilateral Undertakings is in place; (2) To ensure that Section 106 and Unilateral Undertakings are kept under constant review and that the risk associated with this activity is managed in an appropriate manner. |
Agreed | ||
| 43 |
PROVISION OF EQUIPMENT FOR VOLUNTARY ORGANISATIONS Members were concerned at the complexities contained in the report entitled "Provision of Equipment for Voluntary Organisations" but recognised the requirement regarding council owned equipment and that this procedure would be used on a very occasional basis. The Head of Policy and Community Services advised that grant funding was currently undergoing an SIAS audit and that discussions were taking place considering alternative options. She also advised that there were several organisations who already loaned out equipment and the Council should consider directing groups to these organisations initially. RESOLVED: (1) That the report entitled "Provision of Equipment for Voluntary Organisations" be noted; (2) That the approach whereby items acquired, and subsequently owned, by external organisations utilising grant funding should be treated equivalently to being on loan to that organisation, following a proportionate approach depending on value and a clear audit trail. REASON FOR DECISION: To ensure that the Area Committee is advised of the financial reporting approach to be taken regarding grant funded purchases. |
Agreed | ||
| 44 |
CHAMPION NEWS AND FINANCE REPORT Report Appendix 1 - Budget Appendix 2 - Grant Application - Letchworth Knit and Natter Group Appendix 3 - Grant Application - Reynolds Social Club Appendix 4 - Grant Application - Grange Youth Club Appendix 5 - Summary Update Prior to the item being discussed Councillor Gary Grindal made a declarable interest as he was a personal friend of one of the organisers. He stated that he would abstain from any vote on this subject. The Community Development Officer presented the report of the Head of Policy and Community Services entitled "Champion News and Finance Report" and drew attention to the following: HALLOWEEN EVENT AT HOWARD PARK Halloween events would be held at Howard Park on 31 October between 2.30 p.m. and 4.30 p.m. The events would be supported by Groundwork Hertfordshire and will include fancy dress, pumpkin carving and a hay maze. REYNOLDS SOCIAL CLUB The Community Development advised Members that the Reynolds Social Club had organised a coach trip for elderly people to Southend and, as this took place prior to the meeting £480 had been awarded through the fast track process. GRANGE YOUTH CLUB - DUKE OF EDINBURGH'S AWARD SCHEME The Community Development Officer advised that the Grange Youth Club had brought the Duke of Edinburgh's Award Scheme trip forward and therefore £500 had been awarded through the fast track process with the Letchworth Civic Trust providing £375 and the County Councillor a further £500. The young people would give a presentation to the next meeting of this Committee. BUDGETS The Community Development Officer advised that there was currently £19,000 of unallocated funds available and suggested that the £870 marked as "Pre-allocated funds brought forward from 2012/13" be transferred to the base budget. Members supported this. FUTURE GRANT FUNDING The Community Development Officer reminded Members of the decision of Council to change the minimum number of area committee meetings to 4 per civic year. She advised that any alteration to the number of meetings could have an effect on the way that grant funding is managed. Members asked that this subject be considered at the next meeting of the Committee. RESOLVED: (1) That the budgetary expenditure, balances and carry forwards from the Development and Visioning Budgets be noted; (2) That the actions taken by the Community Development Officer to promote greater community capacity and well-being for Letchworth Garden City be endorsed; (3) That £870 marked as "Pre-allocated funds brought forward from 2012/13" be transferred to the Base Budget for 2013/14; (4) That the amount of £480 allocated to Reynolds Social Club through the "Fast Track" process towards the cost of a summer outing be noted; (5) That the amount of £500 allocated to Grange Youth Club through the "Fast Track" process towards the cost of Duke of Edinburgh Award residential activity weekend be noted; (6) That the Community Development Officer be requested to include "Future Grant Funding" as an item for discussion in the Champions News and Finance Report due to be presented to this Committee on 13 November 2013. REASON FOR DECISION: To keep Members of the Committee apprised of the latest developments in community activities in Letchworth Garden City. |
Agreed | ||
| 45 |
GRANT APPLICATION - KNIT AND NATTER GROUP Members were keen to support this group. RESOLVED: That grant funding of £250.00 be awarded to Knit and Natter Group from the Discretionary Budget towards the cost of equipment and promotional leaflet printing and delivery. REASON FOR DECISION: To improve services provided by local organisations and groups which are accessed by the community. |
Agreed | ||
| 46 |
WARD AND OUTSIDE ORGANISATIONS - MEMBERS' REPORTS HOWARD GARDEN SOCIAL AND DAY CARE CENTRE Councillor Kercher informed Members that the centre had held its 60th anniversary events and raised £335 at a fayre and £320 at a tea party. She stated that the week of celebrations had been very successful. |
Noted | ||
| 47 |
CONSULTATION ON BUS ROUTES AND TIMETABLES The Chairman had previously agreed that Councillor Mantle could ask a question regarding consultation regarding bus routes and timetables. Councillor Mantle informed Members that all commercial and contract bus services had changed on Sunday 7 September 2013 and asked whether NHDC was either consulted or informed of major changes to bus services. The Community Development Officer advised that the Transport Officer had been unaware of these changes, although would have expected the County Council Joint Transport Committee to keep us informed. Some Members had seen a notice in the local papers, but this had not indicated whether services had increased or decreased. They felt that it would be useful to be able to give feedback and that communication regarding this subject was required by Members for affected Wards in advance of the changes. Whilst discussing information and communication Members expressed concern at the lack of these in regard to the downgrading of the Ambulance Service, which had a direct impact in regard to the operation of and response from the Letchworth Ambulance Station. The Head of Policy and Community Services advised that she would look into the issues raised. |
Noted | ||