| Time: | 7.30pm | Place: | Committee Room 1, Council Offices, Gernon Road, Letchworth Garden City |
| PRESENT: | Councillor Mike Rice (Chairman), Councillor Paul Marment (Vice-Chairman), Councillor Clare Billing, Councillor John Booth, Councillor T.W. Hone, Councillor Lorna Kercher, Councillor David Levett, Councillor Sandra Lunn, Councillor Ian Mantle, Councillor Mrs L.A. Needham and Councillor Deepak Sangha. |
| IN ATTENDANCE: | Louise Symes (Strategic Planning and Projects Manager), Naima Ihsan (Principal Transport Officer), Claire Morgan (Comunities Officer), Susan Hardy (Assistant Communities Officer) and Hilary Dineen (Committee and Member Services Officer). |
| ALSO PRESENT: | At the start of the meeting three members of the public. |
| Meeting attachment |
Agenda Front Page |
| Item | Description/Resolution | Status | Action | |
| PART I | ||||
| 4 |
APOLOGIES FOR ABSENCE Apologies for absence were received from Councillors Julian Cunningham and Gary Grindal. |
Noted | ||
| 5 |
MINUTES Minutes MINUTE 93 Councillor Kercher informed Members that she had personally visited the children of the Garden City Academy to thank them for their hard work. RESOLVED: That the Minutes of the Meeting of the Committee held on 11 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 The Chairman advised that he would, later in the meeting, like to discuss with the Committee the number of meetings to be held in future. |
Noted | ||
| 8 |
CHAIRMAN'S ANNOUNCEMENTS (1) The Chairman welcomed all who had attended the meeting, particularly those who had attended to give a presentation. (2) The Chairman congratulated Councillor Paul Marment on his election, after a short break, as a Letchworth Grange Ward Member and welcomed him back to the Letchworth Committee; (3) The Chairman congratulated Councillors Julian Cunningham and Lynda Needham on their re-election; (4) The Chairman proposed that a vote of thanks be given to David Kearns, former Letchworth Grange Ward Member, for his support to the residents of the Grange and the Letchworth Committee. David had given 36 years of service to the Council and the Community and would be sorely missed. (5) The Chairman drew attention to the item on the agenda front pages regarding Declarations of Interest and reminded Members that, in line with the Code of Conduct, any Declarations of Interest need to be declared immediately prior to the item in question. |
Noted | ||
| 9 |
PUBLIC PARTICIPATION - LETCHWORTH GARDEN CITY ROYAL BRITISH LEGION Mrs Joan Ellis, Letchworth Garden City Royal British Legion, thanked the Chairman for the opportunity to address the Committee and gave a verbal presentation regarding their grant funding application. Mrs Ellis thanked the Council for work they had undertaken in refurbishing the Letchworth Garden City war memorial. In respect of the grant application, Mrs Ellis informed Members that funding was needed toward the cost of the Armed Forces day. This year's event would be the third organised and each year it becomes a larger event involving more people and more organisations. A smaller stage would be hired at a cost of £1,100 and placed to one side of Broadway Gardens and a sound system was being purchased, which could be used not only for this event, but on other occasions including Remembrance Day. This sound system would be available for hire out to other armed forces groups. Many groups and bands would be involved in the Armed Forces Day event, including Luton Cadets and Biggleswade Sea Cadets and extending the event into Broadway Walk was being considered. Grant funding was also being sought from Community Covenant and Letchworth Garden City Heritage Foundation. Members noted that much of the costs of any stage hire is the time spent setting it up and they would need a sound engineer throughout the event. The Chairman thanked Mrs Ellis for her presentation. |
Noted | ||
| 10 |
PUBLIC PARTICIPATION - JACKIE'S DROP IN Mrs Jackie Nealon and Mrs Rosemary Bailey, Jackie's Drop In, thanked the Chairman for the opportunity to address the Committee and gave a verbal presentation regarding their grant funding application. Mrs Bailey informed Members that Jackie's Drop In was a centre for adults with learning disabilities which currently had 200 members. The Drop In was also working with the Police as a hub for the anti hate crime campaign. A fun day was being planned to take place on 27 June 2015. A stage and PA system would be required during the event and leaflets were being printed. Members acknowledged the work done by the drop in centre and one Member commented that the support offered over the Christmas period was renowned. The Chairman thanked Mrs Nealon and Mrs Bailey for their presentation. |
Noted | ||
| 11 |
PUBLIC PARTICIPATION - LETCHWORTH GARDEN CITY TOWN CENTRE PARTNERSHIP Prior to the item being discussed Councillor David Levett declared an interest as he was a Director of Letchworth Garden City Town Centre Partnership. He advised that he would remain in the room for the presentation, but would leave the room whilst the grant application was being considered. Mr James Peachey, Letchworth Garden City Town Centre Manager, thanked the Chairman for the opportunity to address the Committee and gave a verbal presentation regarding their grant funding application. Mr Peachey reminded Members that, at the meeting held on 11 March 2015, they had awarded grant funding of £2,500 towards the cost of organising the Food and Garden Festival and that grant funding for the Christmas Lights Switch On events would be considered at this meeting. The Christmas Light Switch On would take place on 21 November 2015. This would be a large event with lots of different activities available including stalls and live music. Other events would take place each weekend over the Christmas period. These events encouraged many people into the Town Centre with 20,000 people attending in 2013 and 29,000 in 2014. The Food Festival was very successful and the lessons learnt from this event would help the Christmas events, which would hopefully encourage even more people to attend. Members were concerned that the request for a clear statement of roles of the Town Centre Partnership and BID had not yet been made, and, as NHDC was funding the BID, were concerned that further funding was being requested. Mr Peachey informed Members that the BID could only provide additionality and could not take over existing events. The Chairman thanked Mr Peachey for his presentation. |
Noted | ||
| 12 |
LETCHWORTH GARDEN CITY TOWN CENTRE/BID MANAGER Mr James Peachey, Letchworth Garden City BID Manager, thanked the Chairman for the opportunity to address the Committee and gave a presentation regarding the future activities of the Letchworth Garden City Town Centre Partnership and the Letchworth Garden City BID (Business Improvement District). Mr Peachey informed members that he had received positive feedback regarding the Food Festival, which had been spread over a larger area of the Town and achieved a 10 percent increase in footfall. The BID had now employed and events co-ordinator, who would organise future events in the Town. The BID was looking at signage needs in the Town and, once this study had been completed, would be looking to provide better signage next year. A new website was being developed, although this was taking longer than hoped. The BID had undertaken anonymous shopper exercises around the independent traders in the Town and provided each shopkeeper with a private report. Last year it was thought that the Town Centre Partnership would close, but, as the BID can only provide additionality rather than take over events, it was likely that it would remain operational which would enable grant funding to be sought. Members were very concerned about the status of the Town Centre Partnership and the Business Improvement District and observed that NHDC was funding the BID and queried whether they should also be funding the Town Centre Partnership. They asked that Members be kept appraised of how these organisations are linked and what the future holds for each, particularly in regard to funding. Members asked why had the anonymous shopper exercise not included big chains and whether shops further out from the centre of Town had commented on the footfall value of the Food Festival. Mr Peachey informed Members that National chains had their own programme of anonymous shoppers and would have limited ability to change any particular shop and that he had not received any comments regarding footfall in the outer areas of the Town Centre. The Chairman thanked Mr Peachey for his presentation. RESOLVED: That the Letchworth Garden City Business Improvement District Manager be requested to ensure that the Letchworth Committee is kept apprised of how the BID and Town Centre Partnership are linked and what the future holds for each, particularly in regard to funding. REASON FOR DECISION: To keep the Letchworth Committee apprised of the work and status of the Letchworth Town Centre Partnership and BID (Business Improvement District). |
Agreed | ||
| 13 |
INFORMATION NOTE: NORTH HERTFORDSHIRE MUSEUM AND COMMUNITY FACILITY AT HITCHIN TOWN HALL Report Photographs The Committee received an information note on North Hertfordshire Museum and Community Facility at Hitchin Town Hall. The Chairman drew attention to the updated table and expenditure details contained in the Information Note and asked Members to contact the Strategic Director of Customer services with any questions. RESOLVED: That the Information note on North Hertfordshire Museum and Community Facility at Hitchin Town Hall be noted. |
Agreed | ||
| 14 |
LETCHWORTH AREA PARKING REVIEW Report Appendix A - Letchworth parking Review Update The Strategic Planning and Projects Manager introduced Naima Ihsan (Principal Transport Officer). The Strategic Planning and Projects Manager presented the report of the Strategic Director of Planning, Housing and Enterprise entitled Letchworth Area Parking Review and drew attention to the following: RECOMMENDATIONS Recommendations 2.2 and 2.3 had been included in this report in error and should be deleted. HERTFORDSHIRE COUNTY COUNCILLOR LOCALITY BUDGETS Discussions had taken place with Hertfordshire County Council and the Police and a number of schemes, as detailed at Paragraph 8.2.2 would be funded by the County Councillor Locality Budgets. Two schemes were not considered to be an immediate issue and would be investigated and progressed as part of the wider scheme. WILBURY WARD AREA A pre-consultation event would be held on 25 June 2015 from 5pm to 9pm at the Ballroom in the Spirella Building. This event would be an opportunity for residents to discuss and provide views on parking issues in the area and consider the possible types of restrictions that could be implemented. Comments made at this event would be summarised then published on the NHDC website. PARKING UPDATE LIST OF POTENTIAL SCHEMES Scheme numbers 5, 7 and 8a were subject to County and District Member consultation and agreement. PEDESTRIAN CROSSING TO MORRISONS Councillor Hone advised that a Pelican Crossing would be installed near Morrisons during 2015/16. PARKING ISSUES IN THE GRANGE Members commented on the parking issues in the Grange and it was suggested that Members contact the Principal Transport Policy Officer with any specific parking related issues. RESOLVED: (1) That the report entitled Letchworth Area Parking Review and the update at Appendix A be noted; (2) That the Strategic Planning and Projects Manager be requested to keep this Committee updated regarding the Letchworth Area Parking Review through the Community Update Report; (3) That the Strategic Planning and Projects Manager be requested to provide an in detail report at the meeting of this Committee due to be held on 9 December 2015. REASON FOR DECISION: To enable the Letchworth Committee to comment on progress made regarding the Letchworth Area Parking Review in order to progress towards implementation. |
Agreed | ||
| 15 |
GRANTS, GRANT APPLICATIONS AND COMMUNITY UPDATE Report Appendix 1 - Budgets 2015 - 15 Appendix 2 - Budgets 2015 - 16 Appendix 3 - Grant Application - Howard Garden Social Centre Appendix 4 - Grant Application - Wednesday Drop In Appendix 5 - Grant Application - Yvonne Savage Club for the Partially Sighted Appendix 6 - Grant Application - Letchworth Town Centre Partnership Appendix 7 - Grant Application - Jackie's Drop In Appendix 8 - Grant Application - Royal British Legion The Communities Officer presented the report of the Head of Policy and Community Services entitled Community Update and Grant Applications and drew attention to the following: DISTRICT WIDE GRANT FUNDING Recommendation 2.2 of the report should read "That the Committee notes and agrees the deduction of £1,600 from the area committee's budget to enable sufficient budget to fund District Wide organisations for financial year 2015 only (see para 7.6) pending the outcome of the authority's Grants review later in 2015." Members were concerned that the Area Committees would have no input into the decision making process of District Wide grants and suggested that notice of any grants be placed in Members Information Service and reported on in the Community Update Report. MEMORANDUMS OF UNDERSTANDING The Grant Policy Review was still underway and, pending the outcome of this review, each former recipient of Memorandum of Understanding Funding had submitted a grant application. Members remained concerned that the process regarding former MOUs had not been clarified for 2015/16 as the report intimated that funding would be "rolled over" for 12 months, whereas in reality grant applications had been received. HIGHWAYS FUNDING Members noted that it had not been the policy of this Committee to fund Highways works and it was proposed and seconded that it be put on record that this Committee would not set aside funding to enhance potential unidentified Highways projects funded by County Councillors from their Locality Budgets. FUNDING FOR STAGING Members were concerned at the amount of grant funding requested for the purchase or hire of staging for various events and groups. They asked that the Communities Officer investigate how much this Committee had awarded for staging over the last 5 years. 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, pending the outcome of the Grants Policy Review, £1,600 be deducted from the Letchworth Committee Budget to enable sufficient budget to fund District wide organisations for the financial year 2015/16 only; (4) That it be put on record that this Committee would not set aside funding to enhance potential unidentified Highways projects funded by County Councillors from their Locality Budgets; (5) That the Communities Officer be requested to investigate how much this Committee has awarded for staging over the last 5 years. REASON FOR DECISION: To keep Members of the Committee apprised of the latest developments in community activities in Letchworth Garden City. |
Agreed | ||
| 16 |
GRANT APPLICATION - HOWARD GARDEN SOCIAL AND DAYCARE CENTRE Prior to the item being discussed Councillor Lorna Kercher declared a Disclosable Interest as she was the Chairman of Howard Garden Social and Daycare Centre. She stated the for the sake of transparency she would leave the room whilst the grant application was being considered. Prior to the item being discussed Councillor Sandra Lunn declared a Declarable Interest as she was the NHDC representative to Howard Garden Social and Daycare Centre and volunteered at the Centre, She stated that she would remain in the room during the debate and take part in any vote. Prior to the item being discussed Councillor John Booth declared a Declarable Interest as he was the NHDC representative to Howard Garden Social and Daycare Centre, He stated that she would remain in the room during the debate and take part in any vote. RESOLVED: That, in lieu of funding via Memorandums of Understanding, grant funding of £5,000 be awarded to Howard Garden Social and Daycare Centre from the 2014/15 Discretionary Budget towards operational costs of the Centre. REASON FOR DECISION: To improve services provided by local organisations and groups which are accessed by the community. Councillor Kercher returned to the room. |
Agreed | ||
| 17 |
GRANT APPLICATION - WEDNESDAY DROP-IN CLUB (LETCHWORTH) RESOLVED: That, in lieu of funding via Memorandums of Understanding, grant funding of £1,000 be awarded to the Wednesday Drop-In (Letchworth) from the 2015/16 Discretionary Budget towards operational costs. REASON FOR DECISION: To improve services provided by local organisations and groups which are accessed by the community. |
Agreed | ||
| 18 |
GRANT APPLICATION - YVONNE SAVAGE CLUB FOR THE VISUALLY IMPAIRED RESOLVED: That, in lieu of funding via Memorandums of Understanding, grant funding of £430 be awarded to Yvonne Savage Club for the Visually Impaired from the 2014/15 Discretionary Budget towards the costs of hall hire. REASON FOR DECISION: To improve services provided by local organisations and groups which are accessed by the community. |
Agreed | ||
| 19 |
GRANT APPLICATION - LETCHWORTH GARDEN CITY TOWN CENTRE PARTNERSHIP Prior to the item being discussed Councillor David Levett declared an interest as he was a Director of Letchworth Garden City Town Centre Partnership. He advised that he would leave the room whilst the grant application was being considered. Members expressed concern that funding for this and other events event was being sought every year, it was felt that the shops, which benefitted from these events, should make more of a contribution towards them. They were also concerned that NHDC was funding the BID and was still expected to fund the Town Centre Partnership. Members remained confused about the roles and funding abilities of the Town Centre Partnership and the BID and suggested that any grant funding should be contingent on receiving a full report explaining the finances of these two organisations RESOLVED: That, contingent on the Town Centre Manager presenting a full and detailed report of the roles, responsibilities and funding abilities of the Town Centre Partnership and the BID, grant funding of £2,500 be awarded to Letchworth Garden City Town Centre Partnership from the 2015/16 Discretionary Budget towards the costs of organising the Christmas 2015 programme of events, including the Christmas light switch on. REASON FOR DECISION: To improve services provided by local organisations and groups which are accessed by the community. Councillor Levett returned to the room. |
Agreed | ||
| 20 |
GRANT APPLICATION - JACKIE'S DROP IN CENTRE RESOLVED: That grant funding of £1,000 be awarded to Jackie's Drop-In Centre from the 2015/16 Discretionary Budget towards the costs of hiring a stage and sound system for use at the Community Fun Day due to be held on 27 June 2015. REASON FOR DECISION: To improve services provided by local organisations and groups which are accessed by the community. |
Agreed | ||
| 21 |
GRANT APPLICATION - LETCHWORTH GARDEN CITY ROYAL BRITISH LEGION RESOLVED: That grant funding of £1,000 be awarded to Letchworth Garden City Royal British Legion from the 2015/16 Discretionary Budget towards the costs of organising the Armed Forces Day Event due to be held in June 2015. REASON FOR DECISION: To improve services provided by local organisations and groups which are accessed by the community. |
Agreed | ||
| 22 |
WARD AND OUTSIDE ORGANISATIONS - MEMBERS' REPORTS TOWN TWINNING Councillor John Booth advised that the recent Town Twinning events had gone well and been enjoyed. GARDEN HOUSE HOSPICE Councillor Lorna Kercher again advised that the Committee regarding Garden House Hospice no longer met, but she remained involved with the charity and was happy to keep this Committee updated. CUNCILOR SURGERIES Councillor Hone asked that a discussion regarding Councillor Surgeries take place at the next meeting and that statistics regarding previous surgeries be available at the meeting; RESOLVED: (1) That the Communities Officer be requested to provide statistics regarding previous Letchworth Councillor Surgeries to the next meeting of this Committee due to be held on 29 July 2015; (2) That the value of and future of Councillor Surgeries be discussed at the next meeting of this Committee due to be held on 29 July 2015. REASON FOR DECISION: To ensure that value of and future of Councillor Surgeries in Letchworth Garden City is fully considered. |
Agreed | ||
| 23 |
DISCUSSION REGARDING THE NUMBER OF MEETINGS OF THE LETCHWORTH COMMITTEE The Chairman led a discussion regarding the number of regular meetings of the Letchworth Committee to be held each Civic Year. He suggested that consideration be given to reducing the number of regular meetings from 6 to 4 each Civic Year. Members considered the following: - Area Committee meetings were about more than giving out grant funding; - Area Committees wished to spend time recognising the work of local people and groups by hearing their presentations; - Presentations given by organisations such as Hertfordshire Constabulary and East of England Ambulance service were valued; - Presentations had a time limit of 5 minutes, but questioning by Members extended this time dramatically; - The Chairman should consider changing the order of the agenda so that the grant applications immediately followed public participation; - Part of the reason for public participation was to enable those who do good things to be recognised. RESOLVED: (1) That, for future meetings of this Committee, grant applications be considered immediately following public participation; (2) That, for the year 2015/16 the Letchworth Committee meet on six occasions as advertised. REASON FOR DECISION: To enable the Letchworth Committee to review the number of regular meetings required. |
Agreed | ||