| 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 Ben Lewis and Councillor Gerald Morris. |
| IN ATTENDANCE: | Steve Geach - Parks and Countryside Development Manager Stuart Izzard - Community Development Manager Ashley Hawkins - Community Development Officer Susanne Gow - Committee and Member Services Officer |
| ALSO PRESENT: | 7 members of the public, including Royston Town Cllr Lindsay Davidson and the speakers under Public Participation. |
| Meeting attachment |
Agenda |
| Item | Description/Resolution | Status | Action | |
| PART I | ||||
| 4 |
APOLOGIES FOR ABSENCE Cllr Tony Hunter sent his apologies for absence. |
Noted | ||
| 5 |
MINUTES Minutes RESOLVED: That the Minutes of the Meeting held on 5 March 2014 be approved as a true record of the proceedings and be signed by the Chairman, subject to the following amendment: - Minute 83, p.3: Under Royston Town Twinning Association, the second paragraph should read: "Families and children from Royston were seeking hosts for their stay in Spain from 17 to 19 May 2014." |
Agreed | ||
| 6 |
MINUTES Minutes RESOLVED: That the Minutes of the Meeting held on 5 June 2014 be approved as a true record of the proceedings and be signed by the Chairman. |
Agreed | ||
| 7 |
NOTIFICATION OF OTHER BUSINESS No additional business was notified to the Chairman for discussion at this meeting. |
Noted | ||
| 8 |
CHAIRMAN'S ANNOUNCEMENTS (1) The Chairman welcomed all Members and officers to the meeting, especially the new Member of the Royston and District Committee, Cllr Ben Lewis, the new Community Development Officer, Ashley Hawkins, whose first Royston and District Committee Meeting this was and Royston Town Councillor Lindsay Davison; (2) She also welcomed the members of the public, including those who would address the Committee under Public Participation, and the two NHDC managers; (3) She paid tribute to Cllr Robert Inwood who was no longer on the Royston and District Committee, and thanked him for his support and hard work for the people of Royston; (4) The Chairman thanked Alan Fleck for all his hard work over the years and his support for the Chairman, the Committee and the people of Royston; (5) She then thanked the Committee for their support and endorsement of her as Chairman during 2014/2015; (6) The Chairman declared that the Parks and Countryside Development Manager had attended the meeting to update the Committee on the Royston Fitness Trail, and as he was due to attend another meeting later that evening, she had agreed to his presenting his update before the item on Public Participation; (7) Finally, the Chairman read out the following: "Members are reminded that any declarations of interest in respect of any business set out in the agenda, should be declared as either a Disclosable Pecuniary Interest or 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 | ||
| 9 |
PUBLIC PARTICIPATION Speakers a) Royston Town Councillor Lindsay Davidson addressed the Committee on the school visits made. She informed the Committee that 2013 had been another successful year and she thanked the District Councillors who had taken part in the school visits, both in 2013 and in the Spring term of 2014. Reporting on the visits made between the end of February 2014 and beginning of April 2014, around 150 children in seven schools had been addressed. Cllr Davidson then ran through the format of the visits, including a description of the model of government in England, descriptions of the various councillors' roles at various levels of government. The children were encouraged to make comments about Royston as a whole and their likes and dislikes, by means of a question and answer session. Naturally, the schools with older pupils demonstrated a greater awareness of social issues. Those that had arisen at least twice were: Environmental Issues Litter, including discarded shopping trollies etc. More cigarette-butt bins were required Dog mess Antisocial behaviour Late-night noise Noisy neighbours Intimidation by larger children in the play areas of recreation grounds More leisure facilities for older children. Shops and Shopping There were too many charity shops Too many restaurants Too many hairdressers Tesco was too big They would like a joke shop Also a CEX games/video shop And a big shoe shop As well as smaller shops - they did not like chain stores. Play equipment More leisure facilities for larger children was required, e.g. slides and swings Wanted a bigger skate park More play equipment on The Heath Wanted a splash park. Car Parking Cars were very often badly parked in the wrong place, e.g. half on the pavement etc. The yellow lines outside schools appeared to have very little effect. In 2013 there had been six different litter issues, but 2014 had so far seen a marked decrease, partly due to the cleaning regime in place at the Royston Underpass and the lack of litter at The Cross toilets, although one student described them as "smelly". The Meridian students appeared to be content with Royston, but while they appreciated the increasing night-time economy, feelings of insecurity were voiced due to the street lights being extinguished late at night. Three students had mentioned this issue last year. Some children were happy with the development of Royston, whilst others were aware of the environmental and personal consequences. Cllr Davidson thanked the District and County Councillors involved for their commitment and hard work, and also commended those Royston Town Councillors who had supported her work on this project over the past six years. She then expressed her thanks to the former Community Development Officer (CDO) Alan Fleck, whose hard work and support had been invaluable. She looked forward to working with the new CDO, Ashley Hawkins. The Chairman thanked Councillor Davidson for her address and hard work for the schools of Royston. b) Mr Peter Worsey addressed the Royston and District Committee in support of a grant application for Royston Runners. He gave the background to the club, which had been formed in 1985. He explained that the club's aim was to encourage health, fitness and the social benefits of belonging to Royston Runners. Members ranged from beginners to those taking part in competitive events and fun runs for charity. Mr Worsey explained that the grant application submitted by Royston Runners was for funds to help towards provision of a lockable 20ft container to be situated on Royston Heath to securely hold equipment needed by members of the club. The total cost of the container was £2,600, which was the lowest of the five quotes obtained. Councillor Hill had contributed towards the cost through her Herts County Council Locality Budget, but more funds were required. Planning permission was also needed, at a cost of £385. The Club's Committee, marshals, helpers etc. were volunteers and the Club would contribute £1,500 towards the cost of the container from Club funds. The Community Development Manager (CDM) advised Mr Worsey that if the Royston and District Committee awarded funds to the Royston Runners Club for the container project, they would not be entitled to use such funds to pay for the fees associated in obtaining planning permission, but must only use it towards purchase of the container and preparation works at the chosen site. The Chairman thanked Mr Worsey for his presentation, and advised him that the grant application submitted by the Royston Runners would be considered later on the agenda at Item 14. c) Mr Graham Palmer, representing the Royston Arts Festival, introduced himself to the Royston and District Committee and gave an overview of the Royston Arts Festival, an annual event which was always welcomed by the residents of Royston and very successful. He explained that there was no professional arts organisation in the area, and read out positive feedback from members of the public. Mr Palmer informed the Committee that the organisation's Management Committee attempts to assist local groups by providing them with promotional opportunities, and last year 45% of people drawn into Royston for the Arts Festival had used other facilities in the Town. This year, the programme of events and attractions included a body workshop and a ukulele workshop. The Chairman thanked Mr Palmer for his address and declared that the organisation had grown a lot over the last few years. She advised him that the grant application submitted by the Royston Arts Festival would be considered by the Committee at Item 15 on the Agenda. d) Messrs Nick Sharp, Neil Hadman and Simon Bradfield, representing the Therfield and Kelshall Sports and Social Club addressed the Royston and District Committee. They explained that the pavilion was becoming rather dilapidated and required refurbishing or redevelopment. The Club Committee had recently negotiated a 25-year extension to the lease with the Conservators and this included a clause enabling the Club to formally sub-lease the pavilion at certain times during the year to Royston Cricket Club, as their home base for the foreseeable future. This partnership would, in turn, enable the Sports and Social Club to apply for external funds to help them obtain the capital required to redevelop/rebuild the pavilion. However, the Club would need to finance the legal costs associated with redrafting the lease, drawing up of plans for a new building and to fully cost out the project in order to fully understand the size and sums involved. At present the estimated immediate legal fees were £800 and the cost to hire somebody to draw up the plans for a new build was a further £700. The Royston and District Committee were informed that Royston Cricket Club had three senior teams and four junior teams which included approximately 40 children. Also urgently needed was a mower to cut the cricket table and outfield, as the final of the annual Keatley Cup would be held there in July, together with the Youth Cup. The CDM suggested that Members might be minded to agree the release of the pre-committed funds of £2,585 awarded to the Club at the Royston and District Committee's meeting of 15 January 2014 and split, i.e. £1,585, for a new cylinder mower and £1,000 to cover legal fees and the production of formal drawings and costings re. development of the pavilion. He explained to the representatives of the Therfield and Kelshall Sports and Social Club that there were Rural Grants available which were launched in June, and parish halls, clubs etc. were invited to apply for these. There might also be other sums available, including Section 106/Unilateral Undertaking contributions which could possibly be utilised. Councillor Morris proposed that he put the representatives from Therfield and Kelshall Sports and Social Club in contact with the ex-Chairman of Barkway Parish Council, who had been in a similar position and had resolved this to the satisfaction of all concerned. The Chairman thanked Messrs Sharp, Hadman and Bradfield for addressing the Royston and District Committee. RESOLVED: (1) That Royston Town Cllr Lindsay Davidson be thanked for her informative update on the visits to the seven Royston schools between January and April 2014; (2) That the Royston and District Committee assure her of their support and wish her all the best in her work for the children of Royston; (3) That Peter Worsey of Royston Runners be thanked for his interesting presentation on the Club, in support of the grant application submitted by the organisation; (4) That the grant application relating to the Royston Runners be considered later on the Agenda at Item 14, taking into account the fact that planning permission must be obtained before the funds can be released; (5) That Graham Palmer, representing Royston Arts Festival be thanked for his informative presentation in support of a grant application to assist with the costs of publicity, equipment and room hire; (6) That the grant application relating to the Royston Arts Festival be considered later on the Agenda at Item 15; (7) That Nick Sharp, Neil Hadman and Simon Bradfield of the Therfield and Kelshall Sports and Social Club be thanked for their presentation in support of their grant application for funds to assist in costs relating to redevelopment and rebuilding of the Club Pavilion and matters re. the procurement of a new cylinder mower to maintain the cricket table; (8) That the grant application relating to the Therfield and Kelshall Sports and Social Club be considered later on the Agenda at Item 17. |
Noted | ||
| 10 |
ROYSTON FITNESS TRAIL - INFORMATION NOTE The Parks and Countryside Development Manager (PCDM) presented an Information Note updating the Royston and District Committee on the progress of the acquisition of a fitness trail, first requested by Cllr Lindsay Davidson at the Royston and District Committee of 24 July 2013. Out of the options proposed for the park in which to site the fitness trail, York Way recreation ground had been chosen, as it is situated in a part of Royston with plenty of free space and a preponderance of young families. The PCDM quoted the resolutions from the Minutes of that meeting and informed the Committee that several quotations had been received for the fit trim trail, of which the most reasonable was £6,000 + VAT. The Royston and District Committee was asked to contribute up to £3,000 of this sum. The fit trim trail chosen was comprised of 9 separate items, which the Royston and District Committee agreed was very good value for money, as it had been chosen out of 6 quotations received. He confirmed that maintenance of the fit trim trail would be provided by NHDC under the Green Space Policy. The supplier had provisionally reserved a time slot for installation which ensured the fit trim trail would be available for use in the school summer holidays. The Chairman thanked the Parks and Countryside Development Manager for his presentation. After some discussion, the Royston and District Committee agreed that the fit trim trail chosen was ideal for its purpose, and that the York Way recreation was the ideal place in which to install it. With the Chairman's discretion, Royston Town Councillor Lindsay Davidson commented that this appeared to be an excellent fit trim trail, which would be very good for the people of Royston using it. RESOLVED: 1) That the Royston and District Committee agrees to part-fund in principle, given the urgency of the funding required, the supply and installation of the Bridge Timber Fitness Trail in York Way Recreation Ground, as advised by the Parks and Countryside Development Manager; 2) That the Community Development Officer (CDO) be requested to implement a grant of up to £3,000 under the Delegated Authority process, following approval by the Strategic Director of Finance, Policy and Governance, the Head of Policy and Community Services and the Portfolio Holder for Community Engagement and Rural Affairs. REASON FOR DECISION: To enable the Fitness Trail to be supplied and installed in the time slot provisionally allocated by the Trail provider, which was before the start of the 2014 school summer holidays. |
Agreed | ||
| 11 |
HIGHWAYS ISSUES Issues for discussion The Chairman informed the Committee that the schemes for 2014/2015 were now going ahead. 1) A Member brought up the issue of a dip in the Old North Road, and the Chairman stated that she has been assured that this dip is not thought to be a sinkhole and is being constantly monitored. Measures are also in place to deal with this. 2) The Member for Barkway commented that there had been a hole in Barkway High Street for at least 9 months, caused by bad workmanship by a utilities company. The Chairman proposed and the Committee agreed, that a letter should be written to the local Member of Parliament, to attempt to bring about a change in the law on these unsatisfactory practices by utilities companies. |
Noted | ||
| 12 |
OUTSIDE ORGANISATIONS - MEMBERS' REPORTS Oral presentations to be given Councillor Davidson reported that the Royston Day Centre was doing well, and that the AGM would be held on 20 June 2014. An update would be given at the next Royston and District Committee Meeting. The meeting of the Coombes Community Centre Management Committee had been rescheduled to 22 July 2014. Councillor Green reported on the Royston and District Twinning Association (RDTA). She said there were now 32 members and that there had been a change of the Committee. One of the Royston Town Council representatives on the Committee was the new Mayor of Royston, Cllr Victoria Hulström-Allen and the new NHDC representative on the Committee was Cllr Ben Lewis. She informed the Committee that youth exchanges with Villanueva de la Cañada had begun and 4 members of the Association had visited Spain to celebrate the Festival of San Isidro. A return visit by the Spanish residents is planned for 2015. 35 members of RDTA visited La Loupe in France earlier this year and had a pleasant visit, culminating in a Civic Reception in the French town hall. The town twinning association of Grossalmerode, Germany, Royston's first ever twin town, are to visit Royston in October 2014 to jointly celebrate 40 years of links between the two towns. They have a full programme, including visits, a concert and civic reception in Royston Town Hall. Gifts are to be exchanged to mark the occasion. Cllr Green further advised the Committee of the RDTA's boules team and the tournament to be organised in the near future, of the stall at the recent Royston Open Secrets event which had brought in several new members and finally, that the Royston and District Twinning Association's Annual Dinner would be held in November 2014. |
Noted | ||
| 13 |
GRANT APPLICATIONS AND COMMUNITY UPDATE Report Appendix 1 Appendix 2 Appendix 3 Appendix 4 Appendix 5 The Community Development Officer (CDO) presented the report of the Head of Policy and Community Services. He went through the Development Budget Spreadsheet at Appendix 1 and then gave a brief summary of the activities with which he had been involved since the last meeting on 5 March 2014 and updated the Royston and District Committee, where appropriate, as follows: - During the consultation period for the youth shelter at Serby Avenue, several letters of complaint citing anti-social behaviour were received by the CDO. He suggested several other sites for the youth shelter, including Newmarket Road, Parry Gardens and York Way and the Committee proposed that York Way was looked at with a view to being the site for the youth shelter. The CDO was requested to bring this matter back to the next Royston and District Committee Meeting on 17 September 2014. - The Committee were informed that as part of the 8th Royston Arts Festival, a permanent mosaic was due to be created and sited at Priory Memorial Gardens. The Committee applauded the project, but after discussion agreed that a more appropriate place for the mosaic to be mounted would be on a wall outside Royston Museum, to avoid the vandalism aid maintenance. - The report contained brief updates on the development of a Parish Plan for Barley, the Barkway Pavilion project, the Royston BMX Club and detailed the list of Memoranda of Understanding 2014/2015 awards which had recently been released. RESOLVED: (1) That the activities and schemes with which the Community Development Officer (CDO) has been involved, be noted; (2) That the actions he has taken to promote greater community capacity and well-being and thank him for his work on behalf of the people of Royston and the surrounding area be endorsed; (3) That the budgetary expenditure, balances and carry-forwards from the Development Budgets be noted; (6) That the recent release of this year's MoU awards to Royston-based groups, as detailed in para. 9.6 of the officer's report, be acknowledged. 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) Production of this report is a requirement of the ‘Priorities for the District', in which the Community Development Officer is required to produce a formal report to the Royston and District Committee on four occasions per annum, in line with the Civic calendar. |
Agreed | ||
| 14 |
GRANT APPLICATION - ROYSTON RUNNERS Councillor Fiona Hill stated a Declarable Interest as Royston Runners had been allocated funds from her Herts County Council Locality Budget 2014/2015. Royston Runners required somewhere to keep their equipment and a container of their own, similar to that of the Archery Club, seemed the best and most reasonably-priced solution. It was agreed to contribute towards the cost as requested, with the money being released to the Club once the planning permission, which is required for the container, has been obtained. RESOLVED: That the sum of £1,000 be granted to Royston Runners to assist with the purchase of a container for the storage of equipment, to be situated at The Heath Sports and Social Club. The funds are to be released to the Club once planning permission for the container has been obtained. REASON FOR DECISION: (1) 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; (2) 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 | ||
| 15 |
GRANT APPLICATION - ROYSTON ARTS FESTIVAL The grant application for Royston Arts Festival, to assist with funding publicity, room hire and equipment costs was considered and agreed. RESOLVED: That the sum of £1,400 be granted to Royston Arts Festival to assist with the costs of publicity, equipment and room hire. REASON FOR DECISION: (1) 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; (2) 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 | ||
| 16 |
GRANT APPLICATION - NORTH HERTS SAMARITANS North Herts Samaritans had requested funds to help cover the cost of CCTV equipment for their headquarters in Hitchin. This was required to monitor face-to-face interviews for safety reasons, although confidentiality would be maintained, and also to cover the entrance and exit doors to the exterior of the building. The Committee agreed to award the sum requested and it was proposed that there be a general committee for grant applications such as this one. RESOLVED: That the a grant of £250 be awarded to North Herts Samaritans to assist with funding support for CCTV equipment to monitor interviews and screen the exits for safety purposes. REASON FOR DECISION: (1) 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; (2) 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 | ||
| 17 |
GRANT APPLICATION - THERFIELD AND KELSHALL SPORTS AND SOCIAL CLUB Members discussed the matter of allocating funds to the Therfield and Kelshall Sports and Social Club (TKSSC), to whom they had pre-allocated the sum of £2,585 on 15 January 2014. A presentation had been made at this meeting by members of their Committee under Public Participation and the Community Development Manager (CDM) informed the Royston and District Committee that although the pavilion had been maintained, it was now near the end of its life. He confirmed that the lease on the building had been extended to the TKSSC by the Conservators, so that they could now manage it and arrange a sub-lease to the Royston Cricket Club, in order to help generate funds to redevelop and sustain the facility for future years. He stated that the building was also ideal for family and social events. He proposed that the Committee awards £1,000 to cover legal fees and money for the building's operation, plus the balance of the funds (£1,585) to purchase a cylinder mower for upkeep of the cricket table and outfield. The Chairman reminded the Club's representatives that they were welcome to apply to her and Cllr Hunter for funds from their Herts County Council Locality Budgets. RESOLVED: (1) That the sum of £1,000 be granted to the Therfield and Kelshall Sports and Social Club in relation to the legal, design and costing fees associated with the redevelopment of the pavilion; and (2) That the sum of £1,585 be granted to the Therfield and Kelshall Sports Club in relation to the procurement of a new cylinder mower to tend the cricket table. REASON FOR DECISION: (1) 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; (2) 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 | ||
| 18 |
OTHER BUSINESS Following the completion of business as per the public Agenda, the Portfolio Holder offered a suggestion, as additional business, to solve the problem of the readiness of the cricket table for the imminent Finals of the Royston Cricket Club's Keatley Cricket Cup and Youth Cup. The Chairman proposed, and it was agreed by the Committee, to receive this suggestion as additional business. |
Agreed | ||
| 19 |
THERFIELD AND KELSHALL SPORTS AND SOCIAL CLUB RESOLVED: That the Committee supports the suggestion to request the Community Development Officer (CDO) to make the necessary arrangements in conjunction with the Parks and Countryside Manager to see if John O'Connor, North Herts District Council's main contractor, would be willing to assist in the maintenance and preparation works required to the main cricket square at Therfield Sports and Social Club on a one-off basis as soon as possible. |
Agreed | ||