| 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 Tony Hunter and Councillor Gerald Morris. |
| IN ATTENDANCE: | Steve Crowley - Contracts and Project Manager Ashley Hawkins - Community Development Officer Susanne Gow - Committee and Member Services Officer |
| ALSO PRESENT: | Sgt Guy Westwood, Hertfordshire Constabulary Cllr F J Smith, Leader of Royston Town Council 5 members of the public, including three speakers under Public Participation |
| Meeting attachment |
Agenda Front Pages |
| Item | Description/Resolution | Status | Action | |
| PART I | ||||
| 47 |
APOLOGIES FOR ABSENCE Cllrs Jean Green and Ben Lewis sent apologies for their absence. |
Noted | ||
| 48 |
MINUTES Minutes RESOLVED: That the Minutes of the Meeting held on 10 December 2014 be approved as a true record of the proceedings and be signed by the Chairman, subject to an amendment under Public Participation. |
Agreed | ||
| 49 |
NOTIFICATION OF OTHER BUSINESS No additional business was notified to the Chairman for discussion at this meeting. |
Noted | ||
| 50 |
CHAIRMAN'S ANNOUNCEMENTS 1) The Chairman welcomed all Members of the Committee and officers to the meeting. She also welcomed Steve Crowley, NHDC Contracts and Project Manager, who was to present an updated Information Note on the North Hertfordshire Museum and Community Facility, and also the Leader of Royston Town Council. Also welcomed to the Meeting were three Speakers for Public Participation, and all members of the public present; 2) The Chairman read out the following statement: "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 | ||
| 51 |
HERTFORDSHIRE POLICE UPDATE Oral presentation Sgt Guy Westwood of the Hertfordshire Constabulary addressed the Committee with regard to current policing in Royston and the surrounding area. He began by informing the Royston and District Committee that he had been a police officer for 14 years in Hertfordshire, and had recently swapped areas with Sgt Steve Oliphant. Sgt Westwood ran through the list of officers currently policing the Royston district, from Inspector Sales, through the PCs to the PCSOs. Sgt Westwood advised Members that since the National Crime Recording Standards had been introduced, all crimes must be recorded, however big or small. This meant that some crimes were recorded that in the past would not have been, so it looked as if all crime in the area had increased, while in reality some small crimes had previously been dealt with on the spot and had not needed to be formally recorded. This had resulted in a total of 53,347 crimes having been recorded in the past year, up from 47,000 the year before. He then ran through the figures, comparing these two years' statistics, with regard to: dwelling burglaries; other burglaries; criminal damage; damage to motor vehicles; assaults with injury; assaults without injury; theft from shops; theft from persons and anti-social behaviour. However, he assured Members that the statistics were nothing to worry about unless they increased for two years in a row. Residents of Royston now appeared to appreciate the Police, and despite some ANPR cameras having been removed, he understood that the Committee would like them to be replaced, as they understood that Inspector Wheatley was looking to put a case for their restoration. Members then commented as follows: - Were there any distraction burglaries in Royston? Not in Royston itself, but this would be looked into; - It was great to hear there was now a Rural Officer; - Vandalism in Priory Memorial Gardens was now being worked on by way of anti-social behaviour contracts; - Members expressed concern from the public following a spate of burglaries in Royston. There has been a call for the return of ANPR cameras which was endorsed by the whole Committee. They all requested an additional temporary camera in Priory Memorial Gardens; - Inconsiderate parking by lorries outside Tesco, Fish Hill was discussed, of which Tesco managers were aware, as was the funeral director nearby. The comment was made that the bays outside Tesco appear to be incorrectly marked. This issue is being addressed; - Obstructive parking in Melbourn Street appeared to be getting worse. Those present agreed that this must be stopped as it caused serious safety issues, despite this area having yellow lines. It was confirmed that lorries are parked in this area regularly during peak hours - perhaps a solution could be found if daily delivery times were changed?; - The Chairman informed the Committee that in John Street and High Street, vehicles were parking on the corner, which caused further safety issues. Sgt Westwood proposed the use of advisory letters, before further action was taken. The Contracts and Project Manager offered to send out enforcement letters if details of the vehicles in question could be obtained and passed to him; - A Member of the Committee remarked that Civil Enforcement Officers (CEOs) were in evidence at some times, but at other times random parking occurred. The Chairman and Cllr Hunter (as Hertfordshire County Councillors) offered to meet with Sgt Westwood and elaborate on all the parking issues, which he thought was a good idea. The Chairman then thanked Sgt Westwood, on behalf of the Royston and District Committee and the residents of Royston and the surrounding area, for his hard work and that of his Team, to ensure their safety and peace of mind. |
Noted | ||
| 52 |
PUBLIC PARTICIPATION Mr John Heslam, Chairman of Reed Cricket Club, addressed the Royston and District Committee in support of their grant application. He explained that the Club was one of the largest in the area, enabling cricketers of all ages to partake of the sport, especially children and young people. Members were advised that 10 out of 11 players in the adult teams were drawn from Reed's own youngsters, who had worked their way "up the ladder". The Committee were informed that the cricket green was drained a few years ago, but in inclement weather regularly became waterlogged. With the new cricket season about to start, they would like to invest in some mobile pitch covers, to protect against the rain and ensure that all matches did not have to be abandoned in bad weather. The Committee questioned Mr Heslam as to Club numbers, and he explained that Reed Cricket Club had three Youth teams - U/13, U14 and U/15, together with approximately another 50 to 60 young people. In addition, there were four adult teams representing the Club. The Chairman thanked Mr Heslam for his interesting presentation and informed him that the grant application submitted by Reed Cricket Club would be considered later on in the Committee Meeting. Ms Cate Hall of Make Lunch Royston and Trinity Life Church, had addressed the Royston and District Committee at the last Meeting during December. She now updated the Committee regarding the recent February half term. She explained that there were now 300 children in Royston who received free school meals and would benefit from a cooked meal from Make Lunch, each day of the half term during February. They were now making plans for the Easter holidays. All the schools in Royston and the surrounding area were very supportive, through Home-Start Royston. She explained that Make Lunch Royston had submitted a grant application for funding support to assist with room hire costs for the school holiday free lunches. She invited questions from the Committee and the Chairman enquired whether the organisation was eligible for funds from a Hertfordshire County Council's Locality Budget. The Chairman then thanked Ms Hall for addressing the Committee and explained that the grant application submitted by Make Lunch Royston would be considered later on in the Committee Meeting. Mrs Margaret McCormack of Ignite Youth Group gave the background to their grant application. She advised the Committee that she had worked with young people for many years. They did not charge them an entry fee to the Ignite group, so funds were required to support the activities planned for the Easter break and over the Summer months, namely craft and art activities, games and Egg challenges. More than 200 people had taken part in 2014. The Easter Celebrations in 2015 would take place on Good Friday (3 April), and a further two events during the summer were a youth band event and a puppet theatre. All the events would take place in the Coombes Community Centre. The grant application was to assist with publicity and promotional material costs, printing and room hire costs and for the resources for the activities. Mrs McCormack informed Members that they hoped to get the Riverside Artists into Royston and pointed out that they gave interactive performances using social media. Ignite also supplied outreach to needy families, so financial support would be very much appreciated. They supplied a non-threatening atmosphere and this was a stepping stone towards helping those families who needed assistance the most. She thanked the Royston and District Committee for their support. The Chairman thanked Mrs McCormack for her thought-provoking address and informed her that the grant application submitted by Ignite Youth Group would be considered later on in the Committee Meeting. Mrs Maureen Brierley, Chairman of Trustees, Home-Start Royston and South Cambridgeshire informed the Royston and District Committee that she had come to the Meeting to request the Committee's support for the group. It consisted of trained volunteers who ran the group, a co-ordinator and leaders. Local health visitors liaised with the group and stated that they found it useful. The group ensured that all parents in stress or crisis learned how to be role models for their children, how to cook lunch and all about healthy eating. Mrs Brierley advised that the grant application was for volunteer costs, play materials and trips out for the group. They provided a non-threatening environment and a stepping stone towards helping families. She thanked the Royston and District Committee and declared that the group appreciated the support they received from the Committee. The Chairman thanked Mrs Brierley for her address to the Committee and advised her that Home-Start's grant application would be considered later during the Committee Meeting. RESOLVED: 1) That Mr John Heslam of Reed Cricket Club be thanked for addressing the Royston and District Committee with regard to funding support for the purchase of mobile pitch covers; 2) That the grant application relating to this be considered later on the Agenda (see Minute 61 below); 3) That Mrs Cate Hall of Make Lunch Royston be thanked for her presentation with regard to funding assistance in support of room hire costs for school holiday free lunches; 4) That the grant application relating to this be considered later on the Agenda (see Minute 59 below); 5) That Mrs Margaret McCormack of Ignite Youth Group be thanked for her presentation with regard to funding assistance with publicity costs for three events to be held at Easter and over the summer months at Coombes Community Centre; 6) That the grant application relating to this be considered later on the Agenda (see Minute 62 below); 7) Mrs Maureen Brierley of Home Start Royston and South Cambridgeshire be thanked for her presentation with regard to funding assistance with running a support group for families with young children experiencing stress or crisis; 8) That the grant application relating to this be considered later on the Agenda (see Minute 58 below). |
Noted | ||
| 53 |
INFORMATION NOTE - NORTH HERTFORDSHIRE MUSEUM AND COMMUNITY FACILITY AT HITCHIN TOWN HALL Update Cllr Peter Burt stated a Declarable Interest in this Agenda Item, as he is on the Royston Museum Advisory Committee and is a Trustee of Hitchin Town Hall. He would neither leave the room nor take part in any relevant vote. The Contracts and Project Manager (CPM) presented this update to a previous Information Note on the North Hertfordshire Museum and Community Facility in Hitchin, focusing on the main changes that had taken place since January 2015. He stated that the facility was starting to take shape as the building phase was almost completed and the fit-out was now commencing. The CPM went through Table 1, the overview of key tasks and the work that had been done, and referred to the colour photographs that had been provided. Members were advised that the main focus had been on the secondary fix of the mechanical and electrical items in the new museum, and in the new build, containing Reception, the café and the first floor of the museum, the secondary fix of the electrical items had taken place, the tiling had been done, the timber floors had been laid and the terrace was near completion. In the town hall, the secondary fix of the carpentry, door finishes, the majority of the lighting and painting and decorating was taking place. He stated that the up-to-date photographs of the interior of Hitchin Town Hall demonstrated the good work done and the progress made. The Committee were informed that at the Cabinet Meeting on 27 January 2015, Cabinet Members agreed to recommend to Council that the capital spend be increased by an additional £223,292. The Chief Executive also authorised an additional £68,539 spend under the Special Urgency procedures to allow an 8-week extension to the construction element of the project. This was circulated in the Members' Information Service on 29 January 2015. Full Council did not hear the report, as it was withdrawn from the Agenda of the meeting of 12 February, so a Special Meeting of Council had been arranged to take place on 10 March to seek approval for the additional capital required for this project. The CPM ran through the general updates, pointing out the key items: - Based on the 8 weeks extension of the construction period, the current projected opening date was 5 October 2015; - The Museum Exhibition fit-out tender had been successfully re-tendered within budget and the Council was due to meet the awarded contractors shortly for a start-up meeting; - The museum staff had now selected every object to be displayed in the new museum and the list would soon be shared with relevant specialists for fact-checking; - The exhibits came from all over North Hertfordshire. The project plan shown in Table 2 provided an overview of the entire project and had been updated to take into account the extension granted for the construction work. The public has been updated on progress through social media. Cllr Burt enquired why this was coming to the Committee, and emphasised that the project must be completed as quickly as possible. He confirmed that the Museum is for the whole of the North Hertfordshire District, not for one specific area. This project was also the responsibility of Cllr Hunter, as he was the Portfolio Holder for Community Engagement and Rural Affairs. The CPM advised the Committee that the front windows had been put in, and the rear windows would be inserted shortly. He declared that when working on an old building there would always be some sort of hold up, therefore the project has taken slightly longer. An observation was made about it being three years since the start of the procurement for the main consultant and the CPM confirmed that this was correct. A number of links had been provided under Further Information at the end of the Information Note update, with regular updates of the project. The Committee congratulated the CPM, stating that: this was a first class project, and the photographs showed how good the facility would look when it was completed. The Committee expressed an interest in looking around the facility when appropriate, and the CPM stated that he would suggest this to the Project Executive, as other Councillors had also expressed an interest in a tour of the facility. He commented that the transformation was remarkable. The Chairman thanked the CPM for his update on the North Hertfordshire Museum and Community Facility at Hitchin Town Hall. RESOLVED: 1) That the contents of the updated Information Note on the North Hertfordshire Museum and Community Facility at Hitchin Town Hall and the associated photographs of the interior, be noted; 2) That the Contracts and Project Manager be thanked for presenting the Information Note to update the Royston and District on the progress of the building work in the North Hertfordshire Museum and for the photographs demonstrating the extent of the good work already done in the building; 3) That the Contracts and Project Manager agrees to arrange for the Royston and District Committee to view the North Hertfordshire Museum and Community Facility at Hitchin Town Hall when appropriate. |
Noted | ||
| 54 |
HIGHWAYS ISSUES The Chairman presented this item. She advised the Committee that following strong representation from the Royston and District Committee, Sir Oliver Heald MP is continuing to pursue the issue of holding utility companies to account for their actions in leaving roads they had worked on in a very bad state after they had completed their projects. Highways Locality Budget Schemes were discussed and final agreement will be confirmed at the next Royston and District Committee Meeting on 3 June 2015. |
Noted | ||
| 55 |
OUTSIDE ORGANISATIONS - MEMBERS REPORTS Oral presentations Brief reports were given on the Royston Day Centre and Coombes Community Centre, but there were no resolutions passed for this item on the Agenda. It was hoped that there would be a report on the Royston Town Twinning Association at the next Royston and District Committee on 3 June 2015. |
Noted | ||
| 56 |
COMMUNITY UPDATE AND GRANT APPLICATIONS Report Appendix 1 Appendix 2 Appendix 3 Appendix 4 Appendix 5 Appendix 6 Appendix 7 The Community Development Officer (CDO) updated the Committee on the activities with which he had been involved since the last meeting of the Royston and District Committee on 10 December 2014. Members were asked to consider: - Possible future funding support to the Rural Schools Ceramics and Pottery Project. Proposed sessions are to be held in Reed, Therfield and Barley Schools. Grant Funding The spreadsheet at Appendix A showed the detailed spend to date of the Royston Area Committee Budgets 2014/2015. Members were asked to note that the Royston and District's unallocated funds totalled £12,794. The CDO then ran through the details of the activities with which he had been involved, none of which required an update from his report in the Agenda. The Committee considered the grant applications submitted, as recorded below at Minutes 57 to 62 below. The Chairman then thanked the Community Development Officer for presenting the report and for his continued work for the people of Royston and the surrounding areas. RESOLVED: 1) That the activities and schemes with which the Community Development Officer (CDO) has been involved, be noted; 2) That the Royston and District Committee endorses 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; 3) That the budgetary expenditure, balances and carry-forwards from the Development Budgets be noted; 4) That the Committee allocates any unspent funds from the 2014/2015 budget to community projects within Royston and the villages for the forthcoming 2015/2016 financial year; 5) That the Royston and District Committee receives further information/update presentations from each of the Memorandum of Understanding grant recipient groups, as formal feedback at the Committee's next meeting scheduled for 3 June 2015, prior to any funds being awarded; 6) That the Committee considers awarding a sum of £1,000 to Royston Means Business as funding assistance for costs associated with putting on their summer event, such as insurance, road closures and entertainment. This is detailed in Minute 57 below; 7) That the Committee considers awarding a sum of £1,000 to Home-Start Royston and South Cambridgeshire to assist with costs for equipment and group outings, such as trips to Standalone Farm and picnics in the park. This is detailed in Minute 58 below; 8) That the Committee considers awarding a sum of £960 to Make Lunch, Royston to assist with costs for room hire and running the Lunch Club during the school holidays, at Royston Town Hall. This is detailed in Minute 59 below; 9) That the Committee considers awarding a sum of £700 to Kelshall Village Hall to assist with the cost of resurfacing the car park area. This is detailed in Minute 60 below; 10) That the Committee considers awarding a sum of £1,000 to Reed Cricket Club, to assist with the cost of mobile pitch covers for inclement weather. This is detailed in Minute 61 below; 11) That the Committee considers awarding a sum of £500 to Ignite Youth Group, to assist with the cost of promotional material, printing, room hire and resources, for three youth and family events to be held at Easter and over the summer at Coombes Community Centre. This is detailed in Minute 62 below; 12) That the Committee agrees to release £1,500 from Royston and District Committee funds in support of the Free After 3pm Parking Initiative Scheme in Royston. This annual funding is combined with funds from the Herts County Council Locality Budgets of Cllr Hill and Cllr Hunter, both of whom stated a Declarable Interest and £6,000 from Royston First. The Committee was not quorate (only 3 Councillors present were able to vote), so although this was agreed in principle, it has to go to the Head of Policy and Community Services or The Strategic Director of Finance, Policy and Governance and the Portfolio Holder of Community Engagement and Rural Affairs, for approval under Delegated Authority; 13) That the Committee agrees to the release of £2,000 from the Royston and District Development Budget for Environmental, Highways and Waste Issues to assist with a deep clean of Royston High Street and maintenance of street furniture. The Chairman and Cllr Burt, who is a Member of Royston Town Council, declared an interest in this item. 14) That the Committee agrees to release £300 from the Royston and District Development Budget for Environmental, Highways and Waste Issues to cover the cost of three additional salt bins requested by residents at the November Royston Councillor's Surgery. The three salt bins are located at Shaftesbury Way, Hunters Way and The Shires; 15) That the Committee considers awarding support funding in relation to any potential Highways schemes, as proposed and discussed under paragraph 9.8 of the report. That the Committee considers awarding support funding in relation to any potential Highways schemes, as proposed and discussed under paragraph 9.8 of the report. 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; 5) 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 six occasions per annum, in line with the Civic calendar. |
Noted | ||
| 57 |
GRANT APPLICATION - ROYSTON MEANS BUSINESS The Chairman stated a Declarable Interest as she has been in discussions with the organisation regarding her Hertfordshire County Council Locality Budget. She stated that she would neither leave the room nor take part in the vote. RESOLVED: That the sum of £1,000 be granted to Royston Means Business to assist with costs for putting on an event in Royston High Street this summer. 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 | ||
| 58 |
GRANT APPLICATION - HOME-START ROYSTON AND SOUTH CAMBRIDGESHIRE The Chairman stated a Declarable Interest as she is a member of Home-Start and has promised the organisation funds from her Hertfordshire County Council Locality Budget. Cllr Hunter declared an Interest as he also will contribute to Home-Start from his Herts County Council Locality Budget. They stated that they would neither leave the room nor take part in the vote. The Committee was not quorate (only 3 Councillors present were able to vote), so although this was agreed in principle, it would have to go to the Head of Policy and Community Services or The Strategic Director of Finance, Policy and Governance and the Portfolio Holder for Community Engagement and Rural Affairs for approval under Delegated Authority. RESOLVED: That the sum of £1,000 be granted to Home-Start Royston and South Cambridgeshire to assist with costs for the purchase of play and activities equipment and outings for the group during the year. 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 | ||
| 59 |
GRANT APPLICATION - MAKE LUNCH ROYSTON Cllr Davidson stated a Declarable Interest, as his wife Royston Town Cllr Lindsay Davidson is involved in fundraising for this organisation. RESOLVED: That the sum of £960 be granted to Make Lunch Royston to assist with the cost of providing hot meals during the school holidays at Royston Town Hall for children who would normally have free school meals during term-time. 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 | ||
| 60 |
GRANT APPLICATION - KELSHALL VILLAGE HALL RESOLVED: That the sum of £700 be granted to Kelshall Village Hall to assist with the cost of resurfacing the village hall car park. 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 | ||
| 61 |
GRANT APPLICATION - REED CRICKET CLUB RESOLVED: That the sum of £1,000 be granted to Reed Cricket Club to assist with the cost of purchasing mobile pitch covers to be used in inclement weather. 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 | ||
| 62 |
GRANT APPLICATION - IGNITE RESOLVED: That the sum of £700 be granted to Ignite to assist with the funding of three events run by the Ignite Youth Group at Coombes Community Centre over Easter and the summer months. 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. The Chairman informed Members of the Mother's Day - Afternoon Tea event being held at 2pm on Wednesday 11 March at Barley School. All Members of the Royston and District Committee, as well as NHDC officers, were invited to view the children's finished clay tiles and to support the "Get Creative" BBC Arts initiative. Members were advised that 21 March 2015 is National Awareness Day for Clean Town Centres, which linked in with the recent deep clean of Royston High Street and forthcoming maintenance of street furniture. The Chairman reminded Members of the Annual Town Meeting to be held on Thursday 26 March 2015. The Royston and District Committee and Royston Town Council would hold a joint public meeting to report on the last Civic Year. This would be held at 7.30pm in Royston Town Hall. She also reminded the Royston and District Committee that the consultation for the Royston Splash Park was still in progress and encouraged Members and residents to respond. Finally, she thanked all Members, NHDC officers and Royston Town Councillors, where appropriate, for their support for her as Chairman of the Royston and District Committee over the past Civic Year 2014/2015. |
Agreed | ||