| Time: | 7.30pm | Place: | Committee Room 1, Council Offices, Gernon Road, Letchworth Garden City |
| PRESENT: | Councillor John Booth (Chairman), Councillor Julian Cunningham (Vice-Chairman), Councillor Clare Billing, Councillor David Kearns, Councillor Ian Mantle, Councillor Mrs L.A. Needham and Councillor Mike Rice. |
| IN ATTENDANCE: | Steve Crowley (Contracts and Projects Manager), Claire Morgan (Community Development Officer) and Hilary Dineen (Committee and Member Services Officer). |
| ALSO PRESENT: | At the start of the meeting 16 members of the public. |
| Item | Description/Resolution | Status | Action | |
| PART I | ||||
| 48 |
APOLOGIES FOR ABSENCE Apologies for absence were received from Councillors Dave Chambers, David Levett and Terry Hone. |
Noted | ||
| 49 |
MINUTES Minutes MINUTE 42 - SECTION 106 AND UNILATERAL UNDERTAKINGS Members were extremely concerned that, despite requesting the Development and Conservation Manager to consult Ward Members and the Letchworth Committee prior to allocation of S106 funding, a large amount intended for green spaces in Letchworth Garden City had been allocated to the Green Space Management Strategy. They asked that the Development and Control Manager attend the next meeting of the Committee to explain both the allocation of funds and why this had been done without reference to Ward Members or the Letchworth Committee. RESOLVED: (1) That the Development Control and Conservation Manager be requested to attend the next meeting of this Committee, due to be held on 8 January 2014, to explain why S106 funding for Letchworth Garden City has been allocated to the Green Space Strategy without reference to this Committee or Ward Members; (2) That the Minutes of the Meeting of the Committee held on 11 September 2013 be approved as a true record of the proceedings and be signed by the Chairman. |
Agreed | ||
| 50 |
NOTIFICATION OF OTHER BUSINESS There were no notifications of other business. |
Noted | ||
| 51 |
CHAIRMAN'S ANNOUNCEMENTS (1) The Chairman welcomed all those present at the meeting, particularly those due to give a presentation; (2) The Chairman reminded Members that the Joint meeting of the Letchworth Committee and Letchworth Garden City Heritage Foundation would take place on Monday 2 December 2013 at 7.30 pm in Committee Room 1; (3) The Chairman informed Members that, as there were 9 presentations this evening, the time limit of 5 minutes per presentation would be adhered to. He also requested that Members limit their questions to 5 minutes per presentation; (4) 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 | ||
| 52 |
PUBLIC PARTICIPATION - PETITION - NORTON WAY NORTH HIGHWAY SAFETY Mr Jon Dawson and Mrs Sally Dawson, thanked the Chairman for the opportunity to address the Committee and spoke in support of their petition to increase road safety on Norton Way North, Letchworth Garden City. Mrs Dawson advised that local residents had been collecting signatures on a petition, both in paper form and online, to increase road safety on Norton Way North, they continued to collect signatures and intended to go to Macfadyen House and St Nicholas School. Since they had moved to the area there had been two serious accidents and many "near misses" on the road and more development was planned on the Grange, which would increase the problems. They planned to take the completed petition to Hertfordshire Highways and were seeking support from the Letchworth Committee prior to doing so. She listed the main issues as: - Private houses on both sides, many with concealed access; - An entrance/exit to a retirement home car park which was in constant use and which was used by residents using mobility scooters. - A crossing, which was used by children from local schools on a regular basis as well as by families, dog walkers and users of the open air pool; - A large amount of pedestrian traffic going from the Grange to the Town Centre and back. Mr Dawson advised that many Councillors had expressed concern at the effect of the planned new development on roads in the area. Members asked several questions including whether any vehicle counts or speed measurements had been undertaken on the road; Mrs Dawson advised that they had not yet requested monitoring equipment, but had asked for calming measures. Members suggested that Mrs Dawson request Hertfordshire Highways to put measuring equipment on the road, particularly as this would be considered as the main artery for traffic in the area and that, as there was a school, this could be considered under the "Safer Routes For Schools" scheme. Members were supportive of the aims of the petition and agreed that the Committee would write to Hertfordshire Highways in support and recommended that, once completed, Mrs Dawson send the remainder of the petition to Hertfordshire Highways. The Chairman thanked Mr and Mrs Dawson for their presentation and the petition. RESOLVED: That the Committee and Members Services Officer be requested to forward the petition, with signatures collected so far, together with a letter expressing support of the Letchworth Committee. REASON FOR DECISION: To enable the Letchworth Committee to make representations regarding road safety matters on Norton Way North, Letchworth Garden City. |
Agreed | ||
| 53 |
PUBLIC PARTICIPATION - NORTON ARCHAEOLOGICAL SOCIETY The Chairman advised that representatives from the Norton Archaeological Society were unable to attend this meeting of the Committee, but would be please to make a presentation to a future meeting. |
Noted | ||
| 54 |
PUBLIC PARTICIPATION - GRANGE YOUTH CLUB Clare Gormill thanked the Chairman for the opportunity to address the Committee regarding the Grange Youth Club and gave a verbal presentation. She advised that the Youth Club had a strong Bronze Duke of Edinburgh Award Scheme which was funded by Youth Connextion and thanked the Committee for previous grant funding which had supported young people to take the Silver Duke of Edinburgh Award. One of the recipients of the award explained that there were 4 main sections to the award which were: Skill - for which he leant to play the Double Bass; Physical - for which he took up sailing; Society - for which he started a debating society; Expedition - They carried all of their equipment, used map skills and managed outdoor cooking. The benefits of completing the award included building new friendships and being able to include this on applications for both University and jobs and that he was keen to complete the Gold Duke of Edinburgh Award. Members congratulated the participants on their awards and agreed that this had been a worthwhile use of Area Committee grant funding, which they would be happy to repeat. The Chairman thanked Ms Gormill and the Silver Duke of Edinburghs Award Scheme recipient for their presentation. |
Noted | ||
| 55 |
PUBLIC PARTICIPATION - NORTH HERTS YOUTH COUNCIL Gary Leask thanked the Chairman for the opportunity to address the Committee regarding the North Herts Youth Council and gave a verbal presentation. Mr Leask advised that he worked for Youth Connextion, which had been given the contract to run vocational citizenship awards, they planned to run 3 schemes, which would aim to engage with 3 schools and provide 105 places in Letchworth. Sophie and Sarah, members of the North Herts Youth Council, informed Members that the Youth Council met weekly and invited Members to attend the Youth Conference due to be held on 13 December 2013 at the District Council Offices, which would have domestic violence as a theme and would include workshops and a guest speaker. Mr Leask said that he hoped that each school would send representatives to the Youth Conference. Members asked several questions including whether the North Herts Youth Council had input into the Youth Manifesto. Mr Leask advised that the North Herts Youth Council had not had input into this year's manifesto, but had contributed to previous manifestos. The Chairman thanked Mr Leask and the members of the North Herts Youth Council for their presentation and invited them to attend a future meeting of the Committee to report on the Youth Conference. |
Noted | ||
| 56 |
PUBLIC PARTICIPATION - K ENTERTAINERS Sheila Barden thanked the Chairman for the opportunity to address the Committee regarding K Entertainers and gave a verbal presentation. Mrs Barden informed Members that K Entertainers was a group of retired people who get together to entertain people, free of charge in residential homes in Hitchin and Letchworth. They ask for contributions, run tea dances, bingo sessions and door to door collections to raise money to provide a Christmas diner and 4 hours of entertainment over 4 days, which would cost a total of £12,000. The group were seeking a grant of £500 towards the cost of specialist transport to get people to the diner, Hitchin Committee had already granted £500 for this purpose. Members suggested that they apply to the Letchworth Garden City Heritage Foundation, North Hertfordshire Homes and Howard Cottage Housing Association for further grant funding. Mrs Barden advised that they had applied to North Hertfordshire Homes, but had not yet had a response. The Chairman thanked Mrs Barden for her presentation. |
Noted | ||
| 57 |
PUBLIC PARTICIPATION - CHILD UK Jon Manitara thanked the Chairman for the opportunity to address the Committee regarding Child UK and gave a verbal presentation. Mr Manitara informed Members that Child UK had kept the youth project on Jackmans going for 6 years and had sustained the Wilbury Youth Club for 2 years. Numbers at Wilbury had dwindled as members of the club had left to join the Scouts and the aim was to re-launch it in January 2014. The club was held on a Wednesday, with approximately 15 children attending and discussions had already taken place with NHDC, Police and parents and the Grange Youth Club had offered support. It was planned to have fully trained staff for 1 year whilst the volunteer base was increased and activities would include sport, cooking, arts and visits from Fire Brigade and the Police. Members asked several questions including what would any grant funding be used for and how were needs identified. They asked how they decided where to organise clubs and activities and whether they operated in other areas of Letchworth. Mr Manitara advised that grant funding had also been sought from Howard Cottage Housing Association, that funding would be used for venue hire and staff costs and that they would keep in contact with local people to ensure that the club was being held on the right night and that the events and activities were appropriate. He informed Members that Child UK will go wherever they were needed and were happy to work in any area and that feedback and working in partnership was vital to support decisions about activities and where to operate. The Chairman thanked Mr Manitara for his presentation. |
Noted | ||
| 58 |
PUBLIC PARTICIPATION - NORTH HERTS ROAD RUNNERS Richard Harbon thanked the Chairman for the opportunity to address the Committee regarding the North Herts Roadrunners and gave a verbal presentation. Mr Harbon informed Members that the North Herts Road Runners had been in Letchworth for 22 years and organise 3 types of event being 10K, Cross Country and Mid Week. The group was based at North Herts Leisure Centre and aimed to make their races more attractive to a larger audience with new runners being invited to take part. All events required a clock and these were normally hired at a cost of £50 per event, the group now wished to purchase a clock at a cost of £3,000, which could then be lent or hired to other organisations such as the Baldock Beast Members asked several questions including how many events would the clock be used for, Whether the clock could monitor individual timings, how new membership was encouraged Mr Harbon advised that the clock would be used for 16 events each year, which would mean the group would start saving money after 4 years and that individual timings were monitored through chipped shoes. The club encouraged new membership and held beginners groups and offered training with coaches, with first time runners aiming towards a 3 mile run then gradually increasing. The Chairman thanked Mr Harbon for his presentation. |
Noted | ||
| 59 |
PUBLIC PARTICIPATION - FENNERS GROUP Prior to the item being discussed Councillor John Booth declared a declarable interest, as his daughter worked for the Arts Council. He stated that this would not affect his ability to take part in any debate and vote regarding the Fenners Group. Jane Glynn thanked the Chairman for the opportunity to address the Committee regarding the Fenners Group and gave a verbal presentation. Ms Glynn thanked the Committee for its previous grant support which had enabled artists to work with the community by providing workshops and an exhibition. One of the most memorable moments was enabling a mother to take part in art with her disabled child. The Fenners Group planned to offer the same experience, but would also be offering evening workshops. The same amount of grant funding was being requested as last year from both this Committee and the Letchworth Garden City Heritage Foundation, with the catalogue being supported by the Arts Council. Members asked several questions including whether the project was run during the school holidays and how many artists were involved in the project. Ms Glynn informed Members that the project did not run during the school holidays as they had used their links with schools to promote the event and the schools bought along both pupils and families to take part, although she would look at the possibility of a school holiday project. There were 16 artists in the Fenners building of which 8 took part last year offering skills including sculpture, still life and ceramics. A Member advised that he had attended the Fenners building and found it entertaining and fascinating, he felt it was a great benefit to the town. The Chairman thanked Ms Glynn for her presentation. |
Noted | ||
| 60 |
PUBLIC PARTICIPATION - DROP-IN DINER Prior to the item being discussed Councillor Julian Cunningham declared a declarable interest, as he was a trustee of the Howard Garden Social Centre, which was hired for this event. He stated that this would not affect his ability to take part in any debate and vote regarding the Drop-In Diner. Francesca Acaster, Brenda Reeve and Pauline Worland thanked the Chairman for the opportunity to address the Committee regarding the Drop-In Diner and gave a verbal presentation. Mrs Worland informed Members that the Christmas Day drop-in diner started 4 years ago as an evening buffet an this had developed as more help was offered and was now held at the Howard Garden Social Centre. The drop-in provided a Christmas Day dinner for approximately 60 people of all ages who were homeless, disabled or lonely. Ms Acaster advised that Cortex provided transport free of charge to and from the event and also offered volunteer waitresses. Ms Reeve informed Members that leaflets were distributed through housing associations and the Police Community Support Officers tell people about it. Grant funding was being requested to pay for rent and disposables for the event. Members asked what other funding had been granted. Ms Acaster advised that the Letchworth Garden City Heritage Foundation had given £250 in grant funding. The Chairman thanked Ms Acaster, Ms Reeve and Mrs Worland for their presentation. |
Noted | ||
| 61 |
LETCHWORTH GARDEN CITY OPEN AIR POOL - EXTENDED OPENING HOURS Options 2014 The Contracts and Project Manager introduced Mr Lee Medlock, Stevenage Leisure Ltd, who would give a presentation regarding Letchworth Garden City Open Air Pool - Extended Hours. Mr Medlock thanked the Committee for their grant funding in previous years, which had enabled the open air pool to be available for use for longer periods. He summarised usage during the summer of 2013 and options for 2014 as follows: USAGE - SUMMER 2013 - Total usage 33,543 This record usage was attributable to a particularly hot July in 2013; - 19,145 Casual swims; - 2,555 Club usage The club usage was mainly Letchworth Amateur Swimming Club; - 5,555 School swims; - 6,288 Season ticket usage; - 25,477 during the previous summer; - 1,137 swims during extended hours (1,007 in 2012); - 888 Season ticket usages (393 adults, 249 concessions) and 249 paying customers (139 adults, 118 concessions) between 7-8 am. OPTIONS FOR 2014 - 3 Mornings a week all season = £1,746.03; - 5 Mornings a week all season = £4,064.45; - 5 Mornings a week for 7 weeks = £1,897.22; - These figures include an income factor associated with season ticket usages (£1-95 per usage), however this income was not physically received. Mr Medlock advises that, having tried different options regarding the timing of extended hours over the years, extending the morning opening hours had been more successful than extending the evening opening hours. Members asked several questions including which days would extended hours be operated, should 3 mornings a week be selected, how many additional swims could be attributed to the extended hours and whether the new Howard Park and Gardens with its splash pool had affected use of the outdoor pool. Mr Medlock advised that Mondays, Wednesdays and Fridays were the optimal days and that although he could not identify additional swims purchased specifically due to the extended hours, he was aware of several season tickets that were purchased only because the early morning swims were available. The Howard Park splash pool had reduced the number of toddlers using the outdoor pool, however older children continued to use it. It was proposed and seconded that grant funding of £1,746.03 be awarded to provide Option A - 3 mornings a week for 1 hour (7-8am) during the whole season (15 weeks). RESOLVED: That grant funding of £1,746.03 be awarded to Stevenage Leisure Ltd from the Discretionary Budget towards the cost of providing Option A, as detailed in the report being extended hours at Letchworth Garden City Open Air Pool 3 mornings a week for 1 hour (7-8am) during the whole season (15 weeks). REASON FOR DECISION: To provide extended opening hours at Letchworth Garden City Open Air Pool. |
Agreed | ||
| 62 |
CHAMPION NEWS AND FINANCE REPORT Report Appendix 1 - Budgets Appendix 2 - Grant Application - K Entertainers Appendix 3 - Grant Application - Child UK Appendix 4 - Grant Application - North Herts Road Runners Appendix 5 - Grant Application - Fenners Group Appendix 6 - Grant Application - Drop-In Diner Appendix 7 - Area Committee Summary 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: WILBURY YOUTH CLUB - CHILD UK The Community Development Officer advised that the Wilbury Youth Club was situated at the nearest suitable location to Westbury and that a Wilbury Residents Association was emerging, which it was hoped would provide support to the Youth Club as well as volunteers from the Duke of Edinburgh Award Scheme. BUDGETS The Community Development Officer advised that there was currently £1,680 of unallocated funds in the Memorandum of Understanding budget. Members asked that the merits of transferring the unallocated funds in the Memorandum of Understanding budget to another budget area be investigated. GRANT APPLICATIONS Members were concerned that different Area Committees received different levels of information regarding grant applications, particularly regarding finances. The Community Development Officer advised that she ensures that all financial information is received and that this information was available to any Member. HIGHWAYS MATTERS Members were concerned that no information had been provided at Paragraph 8.6 of the report regarding Highways Matters and that no information was available regarding potential works to be undertaken in Letchworth Garden City and no process was in place to put schemes forward. They asked that this subject be discussed at the next meeting of this Committee, when the County Councillors may be present. FUTURE MEETINGS It was noted that it had been agreed at Council that Area Committees would meet no fewer than 4 times a year and therefore this Committee would need to agree on the number of meetings to be held during the 2014/15 Civic Year. 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 the Community Development Officer be requested to investigate the merits of transferring the unallocated funds in the Memorandum of Understanding budget to another budget area; (4) That the Community Development Officer be requested to include Highways Matters - A Discussion in Champions News for the next meeting of this Committee due to be held on 8 January 2014; (5) That the Community Development Officer be requested to include a discussion on the number of meetings of the Letchworth Committee in the Civic Year 2014/15. REASON FOR DECISION: To keep Members of the Committee apprised of the latest developments in community activities in Letchworth Garden City. |
Agreed | ||
| 63 |
GRANT APPLICATION - K ENTERTAINERS It was proposed and seconded that grant funding of £750 be awarded to K Entertainers towards the cost of providing 4 celebratory festive evenings. Upon the vote the proposal was lost. It was proposed and seconded that grant funding of £500 be awarded to K Entertainers towards the cost of providing 4 celebratory evenings. RESOLVED: That grant funding of £500.00 be awarded to K Entertainers from the Discretionary Budget towards the cost of providing 4 celebratory evenings for older people. REASON FOR DECISION: To improve services provided by local organisations and groups which are accessed by the community. |
Agreed | ||
| 64 |
GRANT APPLICATION - WILBURY YOUTH CLUB (CHILD UK) RESOLVED: That grant funding of £1500.00 be awarded to Wilbury Youth Club (Child UK) from the Discretionary Budget towards the cost of provision of venue hire and staff. REASON FOR DECISION: To improve services provided by local organisations and groups which are accessed by the community. |
Agreed | ||
| 65 |
GRANT APPLICATION - NORTH HERTS ROAD RUNNERS RESOLVED: That grant funding of £1000.00 be awarded to North Herts Road Runners from the Capital Visioning Budget towards the cost of purchasing a race clock. REASON FOR DECISION: To improve services provided by local organisations and groups which are accessed by the community. |
Agreed | ||
| 66 |
GRANT APPLICATION - FENNERS GROUP Prior to the item being discussed Councillor John Booth declared a declarable interest, as his daughter worked for the Arts Council. He stated that this would not affect his ability to take part in any debate and vote regarding the Fenners Group. RESOLVED: That grant funding of £1500.00 be awarded to the Fenners Group from the Discretionary Budget towards the cost of providing a 2 week art project for the residents of Letchworth Garden City in summer 2014. REASON FOR DECISION: To improve services provided by local organisations and groups which are accessed by the community. |
Agreed | ||
| 67 |
GRANT APPLICATION - DROP-IN DINER Prior to the item being discussed Councillor Julian Cunningham declared a declarable interest, as he was a trustee of the Howard Garden Social Centre, which was hired for this event. He stated that this would not affect his ability to take part in any debate and vote regarding the Drop-In Diner. It was proposed and seconded that grant funding of £350 be awarded to the Drop-In Diner towards the cost of venue hire and disposables for a Christmas Day dinner for approximately 60 people of all ages who were homeless, disabled or lonely. RESOLVED: That grant funding of £350.00 be awarded to the Drop-In Diner from the Discretionary Budget towards the cost of venue hire and disposables for a Christmas Day dinner for approximately 60 people of all ages who were homeless, disabled or lonely. REASON FOR DECISION: To improve services provided by local organisations and groups which are accessed by the community. |
Agreed | ||
| 68 |
WARD AND OUTSIDE ORGANISATIONS - MEMBERS' REPORTS WAR MEMORIALS AND WORLD WAR I COMMEMORATION EVENTS Councillor Lynda Needham informed Members that the Letchworth War Memorial had been Grade II listed by the Government on 8 August 2013 and that the listing included the gardens it was located in. Members discussed some of the war memorials in the District and what events would be taking place to commemorate the 100th anniversary of World War I. They suggested that NHDC should draw together the events that would be taking place in Letchworth Garden City and publish them. Mr Manitara advised Members that he had his grandfather's World War I medals and diary, that he would be happy to loan these out for display. RESOLVED: (1) That the Community Development Officer be requested to find a suitable place/organisation that can display Mr Manitara's World War I medals and diary; (2) That the Head of Policy and Community Services be requested to co-ordinate and report back at an appropriate meeting on the list of events that would be taking place in Letchworth Garden City to commemorate the 100th anniversary of World War I. REASON FOR DECISION: To keep the Letchworth Committee apprised of Ward Matters and Outside Organisation representation. |
Agreed | ||