Meeting documents

Royston and District Committee
Wednesday, 25th July, 2012 7.30 pm


Time:	7.30pm	Place:	Committee Room, Royston Town Hall, Melbourn Street, Royston

PRESENT:	Councillor Fiona Hill(Chairman), Councillor Bill Davidson(Vice-Chairman), Councillor P.C.W. Burt, Councillor Jean Green, Councillor A.F. Hunter, Councillor R.E. Inwood and Councillor Gerald Morris.
IN ATTENDANCE:	Mary Caldwell - Development and Conservation Manager David Charlton - Senior Estates Surveyor Alan Fleck - Community Development Officer Nigel Schofield - Committee and Member Services Officer
ALSO PRESENT:	Cllr Lindsay Davidson - Royston Town Council Honorary Alderman F.J. Smith Helen Turner - NHDC Childrens' Service Manager (Item 5) Gemma Mitchell - NHDC Play Services Team Leader (Item 5) Two members of the public (Item 5)

Item	Description/Resolution	Status	Action
PART I
13	APOLOGIES FOR ABSENCE There were no apologies for absence.	Noted
14	MINUTES Minutes RESOLVED: That the Minutes of the Meeting held on 13 June 2012 be approved as a true record of the proceedings and be signed by the Chairman.	Agreed
15	NOTIFICATION OF OTHER BUSINESS There was no other business raised at this meeting.	Noted
16	CHAIRMAN'S ANNOUNCEMENTS (1)The Chairman welcomed the Committee, Honorary Alderman F J Smith, Royston Town Councillor Lindsay Davidson, officers and the four individuals speaking at Public Participation; (2)The Chairman announced that there would be one additional grant application tabled at this meeting - Community Hub CIC and the reason for urgency was due to a shortage of funds and the statement of accounts was not available at the publication of the agenda; (3) 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, Other Pecuniary interest or Non-Pecuniary 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 either an Other Pecuniary interest, or a Non-Pecuniary interest which requires they leave the room under paragraph 16.3 of the Code of Conduct, can speak on the item, but must leave the room before the debate and vote; (4)The Chairman wished to place on record the congratulations of the Committee to all concerned with the Green Flag Award awarded to Priory Memorial Gardens, a national award for parks and gardens; (5)The railway underpass had been officially opened and was being well used by local residents; (6)The Chairman also wished to acknowledge the contribution to education in Royston by the retiring head teacher Sue Kennedy at Greneway Middle School and by the retiring head teacher Alison Thomas at Therfield First School.	Noted
17	PUBLIC PARTICIPATION - ROYSTON COMMUNITY HUB Mrs Cathy Curtis and Ms Rachel Lambie thanked the Chairman for the opportunity to address the Committee. The Community Hub had been providing a service to children and families in need for nearly twelve months. Unfortunately there was a lot of family breakdown in Royston, including domestic violence and alcohol abuse. The objective of the hub was to support children and their parents through counselling and mentoring, working closely with family doctors and 1 to 1 support at workshops. The nearest free service of a similar nature was at Stevenage and there was a waiting list at the Royston Community Hub. Cathy Curtis stated that funding was very difficult to achieve, nearly fifty per cent of funding had been achieved to date with a deadline of 31 July and she hoped that the Committee would be in favour of the grant application as the project could not continue without funding. The Chairman thanked the speakers for the presentation, the Committee were very supportive of the Community Hub and recognised the valuable service provided to vulnerable families in Royston. In response to a question the speakers confirmed that funds came from NHDC, Schools, private sources including Johnson Matthey and that it cost Â£8,000 to operate the Hub for 12 months. Ms Curtis confirmed that an approach had been made to Royston Bid for support but unfortunately Bid resources could not cover salaries and that all funds raised went to pay salary costs. RESOLVED: (1)That Cathy Curtis and Rachel Lambie of Royston Community Hub be thanked for the presentation; (2)That the Royston Community Hub be congratulated on the excellent support service they provided for the Royston Community; (3)That a decision on the grant application be made at Agenda Item 10 - Champion News and Finance Report.	Agreed	Community Development Officer - AF
18	PUBLIC PARTICIPATION - BURNS ROAD HANG OUT CLUB Ms Gemma Mitchell and Ms Helen Turner thanked the Chairman for the opportunity to address the Committee and advised that the Burns Road Hang Out Club was a drop in Youth Club at Coombes Community Centre for children between 8 and 13 years during term time and most of the â€˜customers' came from the Burns Road residential area. Ms Mitchell stated that there was no other project such as this in the Royston Area. Unfortunately the children would veer towards shops and street corners if this club was not available The main purpose of the Hang Out Club was to provide a safe venue for children to communicate with their peers and youngsters they had not met before. Another aim was to keep youngsters off the streets, deal with challenges and learn the best way to handle problems. Ms Helen Turner advised that the annual cost of running the Hang Out Club was some Â£3,330 and that applications for funding in 2012-2013 were underway with an approach to the County Council Locality Budget for Â£300. Youngsters were raising funds through bake sales and other events. The National Big Lottery had turned down a grant application and it was always difficult to raise money for this type of service even though the need was great. A grant application had been made to the Committee for Â£1,400 and Ms Mitchell and Ms Turner requested that the Committee looked favourably on this request. RESOLVED: (1)That Helen Turner and Gemma Mitchell of NHDC Childrens' Services Team be thanked for the presentation; (2)That the NHDC Childrens' Services Team be congratulated on the excellent service provided to young people in Royston; (3)That a decision on the grant application be made at Agenda Item 10 - Champion News and Finance Report.	Agreed	Community Development Officer - AF
19	SECTION 106 AGREEMENTS AND UNILATERAL UNDERTAKINGS Report Appendix A The Development and Conservation Manager (DCM) presented the report of the Head of Planning and Building Control which addressed the S106 monies specifically allocated to schemes in Royston and surrounding area with monies allocated to NHDC and did not include any monies held by Hertfordshire County Council. The DCM referred the Committee to Appendix A which gave details of S106 monies (Planning Obligations and Unilateral Obligations) allocated to: Affordable Housing, Community Centres and Town and Village Halls, Highways, Leisure, Open Spaces, Sports Pitches, Sustainable Transport (Non Residential and Residential) and Waste Collection and Re-Cycling which had been spent or was specifically allocated to a scheme/project. The DCM confirmed that with reference to Royston and the surrounding area there was a balance of Â£594K S106 unspent monies and that part of this considerable sum had become available from the Ivy Farm Site C development. However, there could be no guarantees that S106 contributions against planning permissions would be amalgamated into larger amounts of money or could be re-allocated to other schemes. Particularly given the introduction of the Community Infrastructure Levy regulations. If schemes did not proceed NHDC would not receives any contributions from the Developers. The DCM reminded the Committee that NHDC S106 monies were committed to capital projects and there would be a rigorous test to be satisfied before any monies were committed against the needs of the general fund. Proposed schemes could not be considered as a wish list but must take note of the Council's stated priorities. The DCM advised the Committee that with effect from 2014 there would be new tariffs under the Community Infrastructure Levy that would in part replace the S106 Agreements. There would be a review of the S106 Supplementary Planning Document which in turn would be incorporated within the Council's Local Development Scheme. The Committee reviewed Appendix A and requested that S106 monies should be allocated to: Sustainable Transport; Youth Issues; Proposed new Royston Cemetery and Royston Skate Park. The DCM stated that the proposed schemes would be reviewed but the problem arose where it was difficult to amalgamate monies from a number of schemes but it had been possible in the case of Royston Town Hall, Royston Rail Underpass and works in Barkway and Barley to merge contributions. The DCM reiterated that S106 were capital funds, not revenue, and that monies should be allocated to more sectors of the local community and a balance was always needed in the apportionment. Following the review of Appendix A the Committee were minded to request that the DCM should proceed as soon as possible to allocate S106 monies to the above identified schemes. The DCM advised that sustainable transport would be taken as part of the Royston Urban Transport Plan, and consideration may be given to use some S106 monies for the new Royston Cemetery and proposed allotments nearby. The Chairman thanked the Development and Conservation Manager for the report and it was agreed that every effort should be made to allocate S106 monies for the identified schemes at (4) below. The DCM thanked the Community Development Officer for the support in working with the parishes. RESOLVED: (1)That the Development and Conservation Manager, The Royston Community Development Officer, the Community Development Manager and the other Community Development Officers be thanked for their work in identifying schemes in the Royston Area that might be funded from S106 Agreements or Unilateral Undertakings; (2)That the status of Section 106 Monies and Unilateral Undertakings with regard to schemes and projects in Royston and Surrounding Area be noted; (3)That the Development and Conservation Manager be requested to ensure that all allocated monies from Section 106 Agreements and Unilateral Undertakings are used as soon as possible, with projects covered by the Council's priorities and strategies being given precedence; (4)That the Development and Conservation Manager be requested to investigate the possibility of allocating monies from S106 Agreements and Unilateral Undertakings in Royston and surrounding area to: Sustainable transport; Youth Issues Proposed new Royston Cemetery Royston Skate Park. (5)That the Development and Conservation Manager be requested to arrange informal meetings with the Chairman and Vice - Chairman to provide updates on the use and allocation of S106 Agreements and Unilateral undertakings and that these updates be issued to the Royston Community Development Officer for inclusion in Champion News. (6)That the Development and Conservation Manager be requested to provide an updating report on S106 Agreements and Unilateral Undertakings to the Royston Committee at the meeting expected to take place in July 2013. REASON FOR DECISION: To ensure that there will be a robust system for negotiating and managing Section 106 Agreements and Unilateral Undertakings and maintain a regular review of the process and acknowledge the risks associated with this activity.	Agreed	Development & Conservation Manager
20	YOUTH ISSUES Royston Town Councillor Lindsay Davidson thanked the Chairman for the opportunity to address the Committee on current youth issues in Royston and the surrounding area. Councillor Davidson reported that school visits had gone well and thanked all District, County and Town Councillors who attended the school visits and specifically thanked Councillors Hill and Hunter for their support and also Royston Town Councillors R. Inwood and F.J. Smith for their support and thanked the Royston Community Development Officer for his support. Councillor Davidson was pleased to advise that the promotion of a 2012 scrap book was well underway, schools or individual students would prepare material to make 12 scrap books, and advised that this was not a competition. Once the deadline of 23 November 2012 had passed there would be a Royston Volunteers Day to edit all the material for publication, with press cuttings and the scrap books would be kept for posterity. The possibility of making a DVD about youth projects in Royston had not progressed very well but filming and photography would continue to make a DVD of 2102 with adult input for the final production. Councillor Davidson stated that the possibility of a mural in the new rail underpass was under consideration and the local PCSO had been very supportive. There had been suggestions for a separate graffiti wall as graffiti could be expected at the underpass, a request for lights at the Multi Use Games Area and a larger skate park in Royston. In conclusion Councillor Davidson thanked the Community Development Officer for his continued support and it was important to note that the 2012 celebrations would not have taken place without pro-active support from many Royston residents. The Chairman thanked Town Councillor Davidson for the update on youth activities in Royston and the Committee congratulated her on the success with youth activities in Royston and the surrounding area. RESOLVED: (1)That the Chairman of Royston Town Council Councillor Mrs Lindsay Davidson be thanked for the update on youth issues and projects in Royston; (2)That the progress with school visits, the proposed 2012 scrap book project, DVD project, graffiti wall and community mural be noted; (3)That Councillor Mrs Lindsay Davidson be thanked and congratulated on her support to young people in Royston.	Noted
21	BURNS ROAD RECREATION GROUND AND BMX TRACK Report Appendix A The Senior Estates Surveyor (SES) presented the report of the Head of Finance, Performance and Asset Management which sought the views of the Royston Committee on proposals to grant a long term lease of Burns Road Recreation Ground to Royston BMX Club, prior to consideration by Cabinet at the meeting to be held on 31 July 2012. The Committee noted that any granting of a long term lease would be considered as a disposal of an NHDC asset which would require notice in the local media inviting comments or objections to the proposal. The SES reminded the Committee that although Burns Road Recreation Ground was owned by this Council it was classified as a public open space and if the BMX club wished to lease the whole area of the Recreation Ground then arrangements would be made to allow public access at all times. The SES advised the Committee that the BMX club had used this open space for several years and in order to bring the track up to the requirements and standards of the sport the track needed re-building. The possession of a lease by the BMX club had been requested by potential funders. The SES advised the Committee that the lease would put in place the need for grounds maintenance, insurance and hours of use. The Chairman thanked the Senior Estates Officer for the presentation and invited comments and/or questions from the Committee. In response to a question the SES confirmed that if the BMX Club were assigned a lease they would as part of the lease be responsible for grass cutting, litter collection and removal of fly tipped rubbish. The SES also confirmed that the award of a lease would allow the BMX Club to apply for grants currently not available to the Club. In response to another question the SES confirmed that if the project did not prove to be successful there would be a seven year break clause in the lease and the site would revert back to NHDC if the lease was terminated. After a short discussion it was very evident that the Committee were unanimous in their support for this venture and recognised the large amount of time and organisation in the development of the Royston BMX club. It was agreed that the Chairman of the Royston Committee would attend the meeting of Cabinet on 31 July to present the strong and unanimous support of this Committee to grant a lease to the Royston BMX Club to develop further the Burns Road Recreation Ground and BMX track. RESOLVED: (1)That the proposal to consider a granting of a long term lease on Burns Road Recreation Ground to Royston BMX club be noted; (2)That the Royston Committee unanimously and strongly supported the proposal at (1) above. RECOMMENDED TO CABINET: That Cabinet be advised that the Royston and District Committee unanimously and strongly supported the proposal to grant a long term lease on Burns Road Recreation Ground to Royston BMX Club. REASON FOR DECISION: For the Royston Committee to continue its support to the youth of Royston and the surrounding area.	Agreed
22	HIGHWAYS ISSUES The Chairman tabled a Sustrans map of proposed cycle routes in Royston and requested Members to pass on any comments to the Community Development Officer. The Chairman referred the Committee to the tabled report that would be presented to the meeting of the North Hertfordshire Highways Partnership - Joint Member Panel on the Highways Locality Budgets for Phase 1 and Phase 2 which detailed highway schemes that were completed or programmed for completion in 2012-2013. A Member commented that there were many requests for financial support to highways schemes - especially in villages and that there was a limited Locality Budget per County Councillor for such works. A Member advised the Committee that the recent introduction of no street lighting between midnight and 06.00 each night was of concern to residents in Coombelands where dwellings were on a tight bend and car headlights on main beam were a problem. The Member asked that the shutting off of street lights in this section of Coombelands could be re - considered and that at least one street light should be illuminated as a CCTV was mounted on the lighting column. The Chairman in her role as a County Councillor agreed to take this issue up with Hertfordshire Highways. RESOLVED: (1)That the information provided on Sustrans new cycle routes in Royston be noted and any comments by Members on the routes be forwarded to the Royston Community Development Officer within seven days of this meeting; (2)That the information provided on Phase 1 and Phase 2 highway schemes in North Hertfordshire for 2012 - 2013 funded through the Highways Locality Budgets be noted; (3)That the night time road lighting issues in Coombelands raised by Councillor R. Inwood be noted and that County Councillor Fiona Hill be requested to follow up this issue with Hertfordshire Highways. REASON FOR DECISION: For the Royston Committee to be aware of highway issues in Royston and Surrounding Area and notify Hertfordshire Highways accordingly.	Agreed
23	CHAMPION NEWS AND FINANCE REPORT Report Appendix A Appendix B Appendix C Appendix D Appendix E The Community Development Officer (CDO) presented the report of the Head of Policy and Community Services and provided some oral updates on the following: Graffiti Wall, Murals and The Railway Underpass. The CDO provided the Committee with details and experiences of the artwork in an underpass in Southfields, Letchworth Garden City. The CDO remarked that ownership of the graphics was very important and that it was near nigh impossible to prevent graffiti. It would take time and a careful approach to any mural in the new rail underpass and perhaps a time period should be given to a school group for ownership of the art scheme. A Member suggested that a graffiti wall had worked well in many locations and that competitions were very popular, even office walls had been used. The CDO advised the Committee that he attended a quarterly meeting of the Royston Youth Network on 5 July which discussed current issues and projects concerning young people in Royston, including a proposal for an additional Community Forum to follow on from the 2012 celebrations. The Committee noted that recent changes in police staffing had meant less police involvement than before which was regrettable. The CDO confirmed that letters of thanks had been received from Royston Methodist Church and Barkway Community Group following grant awards for the Jubilee Celebrations. The Committee reviewed the spend to date of the Area Committee Development Budget and discussed and approved four grant applications (Minutes 24,25,26 and 27 below refer). Declarations of Interest: Prior to Councillors making a decision on declarations of interest the Committee Clerk for clarification read out the definitions of Disclosable Pecuniary Interest, Other Pecuniary Interest or Non-Pecuniary Interest from the Code of Conduct for Councillors as set out in s.28(1) of The Localism Act 2011. Grant Application - Royal British Legion - Royston Branch Councillors F. Hill, R. Inwood and J. Green each declared a Disclosable Pecuniary Interest (NHDC Code of Conduct Part 2, Paragraphs 10.1 and 10.2 refer) and advised that they would leave the room. Grant Application - Home Start Royston and South Cambridgeshire Councillor F. Hill declared a Non Pecuniary Interest (NHDC Code of Conduct Part 2, Paragraphs 13 and 16.3 refer) and advised that she would leave the room. Grant Application - NHDC Childrens' Services - Burns Road Hang Out Club Councillor R. Inwood declared a Non Pecuniary Interest (NHDC Code of Conduct Part 2, Paragraphs 13 and 16.3 refer) and advised that he would leave the room. RESOLVED: (1)The Committee thanked the Community Development Officer (CDO) and endorsed the actions he had taken to promote greater community capacity and well-being; (2)That the update on a proposed graphic presentation in the newly opened railway underpass be noted; (3)That the Community Development Officer be requested to proceed with the necessary administration to set up a Memorandum of Understanding between NHDC and Royston Town Twinning Association; (4)That the four grant applications be agreed and resolved as per Minutes 24,25,26 and 27 below. REASON FOR DECISION: (1)To ensure that the Committee is kept informed of the work of the Community Development Officer; (2)To inform Members of the financial resources available to the Committee. The report draws attention to the current budgetary situation, assists in the effective financial management of the Royston and District Committee's budget and ensures actions are performed within the Authority's Financial Regulations and the guidance in the Grants procedure; (3)The awarding of financial assistance to voluntary organisations and the use of discretionary spending allows the Committee to further the aims and strategic priorities of the Council; (4)The allocation of funds will improve the services provided by local organisations and groups that are available and accessed by members of the community.	Agreed	Community Development Officer - AF
24	GRANT APPLICATION - ROYAL BRITISH LEGION (ROYSTON BRANCH) Application Form (Appendix B) RESOLVED: That a grant of Â£1,500 be awarded to the Royal British Legion (Royston Branch) as contribution towards the costs of providing a new kitchen at the hall in order to meet Health and Safety and Food Hygiene regulations.	Agreed	Community Development Officer - AF
25	GRANT APPLICATION - HOME START ROYSTON AND SOUTH CAMBRIDGESHIRE Application form (Appendix C) RESOLVED: That a grant of Â£1,000 be awarded to Home Start Royston and South Cambridgeshire as a contribution to the costs of hall rentals, materials and outing costs supporting families in the times of crisis and stress.	Agreed	Community Development Officer - AF
26	GRANT APPLICATION - NHDC CHILDRENS SERVICES TEAM Application form (Appendix D) RESOLVED: That a grant of Â£1,000 be awarded to NHDC Children's Services Team as a contribution to the costs of providing a Drop In Youth Club in Burns Road, Royston during term time for the school year September 2012 to July 2013.	Agreed	Community Development Officer - AF
27	GRANT APPLICATION - COMMUNITY HUB CIC Application Form (Appendix E) RESOLVED: That a grant of Â£1,000 be awarded â€˜in principle' to The Community Hub CIC as a contribution to the costs of supporting young people and families in Royston and the surrounding area. This grant application approval would be confirmed at the meeting scheduled for 26 September 2012.	Agreed	Community Development Officer - AF
28	OUTSIDE ORGANISATIONS - MEMBERS' REPORTS Coombes Community Centre Cllr Bill Davidson reported that the Community Centre was running well. Repairs to the Nursery School Canopy were complete. A new lease would be discussed with NHDC. Royston Day Centre Cllr Bill Davidson reported that the Day Centre was operating well and the recent AGM had re - appointed the Management Committee. Sport Council Cllr P.W.B. Burt reported that the installation of flood lights at Priory Memorial Multi Use Games Area would now be at a club standard. Although there was a strong need for night time sporting activities it was noted that any strong objection to the lights would probably mean no installation. Councillor P.W.C. Burt advised the Committee that support for the lighting would be forwarded to the NHDC Planning Control Committee. Royston Town Twinning Association The Chairman and Councillors Jean Green and Tony Hunter reported that a meeting had now been held with the Twinning Association where all the relevant requested financial material had been provided. Following this meeting it had been agreed to proceed with a Memorandum of Understanding. Also, that the Twinning Association would meet regularly with the County, District and Town Councillors with updates to Royston and District Committee and Royston Town Council.	Agreed
29	NEXT MEETING OF THE ROYSTON AND DISTRICT COMMITTEE The next meeting of the Royston and District Committee will be held on 26 September 2012. The date of the next Royston Surgery is 28 July 2012 and it will be held at Angel Pavement, Royston from 10.00am to 11.30am. The following surgery will be held on 8 September 2012 at the same location. At the conclusion of the meeting the Chairman placed on record her thanks to Members and Officers for their support at the meeting and especially to the Committee Clerk for guidance on administrative procedures and protocol for the new Code of Conduct including Declarations of Interest. Members expressed concern that the new Code of Conduct as set out in s.28(1) of the Localism Act 2011 was difficult to comprehend, especially the definitions of declarations of interest. Although Councillor training on The Localism Act had been arranged for the afternoon of Wednesday 5 September 2012 and the evening of 24 September 2012 Members considered that the management of the Code of Conduct and Declarations of Interest at Committee meetings required thought and development before the next cycle of Area Committee Meetings in September 2012.	Noted