| 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 Tony Hunter, Councillor Ben Lewis and Councillor Gerald Morris. |
| IN ATTENDANCE: | Mary Caldwell - Development and Conservation Manager Naima Ihsan - Principal Transport Policy Officer Ashley Hawkins - Communities Officer Susanne Gow - Committee and Member Services Officer |
| ALSO PRESENT: | District Councillor Julian Cunningham, NHDC Executive Member for Transport; Cllr F J Smith, Leader of Royston Town Council; 8 members of the public, including speakers under Public Participation one of which was Barkway Parish Parish Councillor Bob Davidson. |
| Meeting attachments |
Agenda Front Sheet Audio recording of Meeting |
| Item | Description/Resolution | Status | Action | |
| PART I | ||||
| 25 |
APOLOGIES FOR ABSENCE None. |
Noted | ||
| 26 |
MINUTES Minutes RESOLVED: That the Minutes of the Meeting held on 16 September 2015 be approved as a true record of the proceedings, subject to an update on Item 21 regarding the bandstand in Priory Park, and be signed by the Chairman. |
Agreed | ||
| 27 |
NOTIFICATION OF OTHER BUSINESS None. |
Noted | ||
| 28 |
CHAIRMAN'S ANNOUNCEMENTS 1) The Chairman welcomed those present, including: the NHDC Executive Member for Transport Cllr Julian Cunningham; the Leader of Royston Town Council, Cllr F J Smith; Cllr Bob Davidson of Barkway Parish Council; the NHDC Development and Conservation Manager; the NHDC Principal Transport Policy Officer, speakers at Public Participation and all NHDC officers; 2) She informed the Meeting that members of the public and the press may use their devices to film/photograph, or do a sound recording of the meeting, but asked them to raise their hand to let her know they are doing this, so that she can inform all present. She asked those present not to use flash and to disable any beeps or other sound notifications that may emit from their devices. In addition, she announced that she had arranged for the sound at this particular meeting to be recorded; 3) At the Chairman's discretion, the Principal Transport Policy Officer was attending this meeting, having been asked to give an urgent verbal update on the Royston Area-Wide Parking Review. This subject also would be an item on the Agenda for the next Royston and District Meeting on 2 March 2016; 4) The Chairman then 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." 5) It was emphasised that Members should clearly state their reason for declaring an interest and the nature of that interest, whether they will remain in the room, speak and vote and not just declare an interest per se. 6) She thanked the grants recipients who had attended the pre-Meeting at 6.30pm in Room 11, to advise the Committee on their organisations for which they had applied for grants throughout the year. |
Noted | ||
| 29 |
PUBLIC PARTICIPATION Mrs Lisa Thompson of Royston Means Business (RMB) addressed the Royston and District Committee and gave the background to the organisation. She explained that RMB had held a Christmas event in Royston High Street for the last three years, which included a craft market, Santa's grotto and Punch and Judy performance. It had proved to be extremely popular and those attending increased the footfall in the Town and shops benefited from their custom. Some roads had to be closed to all traffic, and the organisation wanted to purchase the necessary signs to ensure that the road closures worked effectively. These signs would cost £800 and would also be available to other community groups to use for their events in the future. The Chairman thanked Mrs Thompson for her presentation, and informed her that the Committee would consider and decide on the grant application for Royston Means Business later in the Meeting. Barkway Parish Councillor Bob Davidson introduced himself and advised the Committee that he was putting forward a grant application to the Committee for funding for Barkway Recreation Ground, as there was a great need for an updated children's play area close to the pavilion in Barkway. He explained that this grant would help to sustain the use of open spaces in the village and the many football teams who used the green space in Barkway significantly increased the footfall in the village and made great demands on the recreation ground. It was hoped that all users of the space would find it to be enhanced, the environment improved and littering and dog fouling reduced. The Parish Council now wanted to provide two picnic tables, a vandal-resistant litter bin together with a 50-litre dog bin as a result of many requests for these. The total funding for these amounted to £734.03, the sum which had been requested from the Royston and District Committee. Committee questions included whether the pavilion was in use at the present time, which it was - frequently for children's parties, a wedding (in conjunction with a marquee) and on Bonfire Night; another question was whether maintenance and emptying was factored into the provision of the dog bin - costs will be paid by the Parish Council. The Chairman thanked Cllr Davidson for his comprehensive presentation and informed him that the grant application for Barkway Recreation Ground would be considered and a decision made later in the Meeting. Mrs Joanne Meek of Young Enterprise Baldock and Letchworth distributed literature on the organisation. She informed the Committee of the areas which were covered by Young Enterprise and who their sponsors were. Mrs Meek thanked Cllrs Hill and Hunter for being so generous with their time and went on to speak on The Learning Journey, a programme for children aged between 4 years and university age. Amongst other things, there were Employability Skills Days, run by students and business volunteers. Pupils in Royston and Stevenage schools formed their own companies. Sponsors included Tesco, John Lewis, MBDA, Airbus and Johnson Matthey amongst others. The aim was to teach the students life skills and employability skills both in and outside school, emphasising that they are all relative. This helps with a young person's confidence and employability, while their dreams and aspirations also play a part. At the event taking place on Friday 4 November, 18 teams had taken part. Teams had also visited the Hertfordshire Police HQ, Airbus, North Herts Homes etc, and further workshops to promote employability were needed. All young people, including those with special needs, should be targeted and offered training and workshops. The Chairman thanked Mrs Meek for her comprehensive presentation and opened up the meeting to questions from Members of the Committee. One Member enquired whether Young Enterprise place young people in jobs, and was informed that companies attend workshops and events and enquire about specific attendees that they have ‘talent spotted'. Mrs Meek was asked how the success of Young Enterprise was quantified and replied that evaluation of skills and information was carried out at the end of the process. Another Member, on asking for the number of young people placed in employment, was told that the figures were not readily available, but would be passed to him in the near future. The Herts County Councillors informed Mrs Meek that they had been very impressed with the work and aims of Young Enterprise. Schools were putting money into this scheme and local volunteers were rallying round. Members of the Committee had found the events held at the University of Hertfordshire had made a good impression on them. The Chairman again thanked Mrs Meek for addressing the Royston and District Committee. Mrs Maggie Allen introduced herself as the Director of Royston Community Health (RCH), formerly CIC. She distributed postcards to the Committee and the public present, which contained the contact details of the organisation. She explained that a Community Perceptions Report had been produced, which represented the views of the public to develop health and social care for the area. Breakfast Meetings were held to "spread the word". The organisation required £400 to help fund the purchase of freestanding flags for the Christmas event to be held on 12 December 2015. This would attract people to the stand. Committee discussion took place regarding an assurance that funding would be allocated for Royston patients. The Chairman thanked Mrs Allen for her valuable presentation and informed her that the grant application for Royston Community Health would be discussed later in the Meeting. RESOLVED: 1) That Lisa Thompson of Royston Means Business be thanked for her present-ation to the Royston and District Committee; 2) That the grant application relating to Royston Means Business be considered later on the Agenda (see Minute 35 below); 3) That Barkway Parish Councillor Bob Davidson be thanked for his presentation to the Committee; 4) That the grant application relating to Barkway Parish Council be considered later on the Agenda (see Minute 36 below); 5) That Jo Meek of Youth Enterprise be thanked for her presentation to the Royston and District Committee; 6) That Maggie Allen, Director of Royston Community Health be thanked for her presentation to the Royston and District Committee; 7) That the late grant application relating to Royston Community Health be considered later on the Agenda (see Minute 37 below). |
Noted | ||
| 30 |
ROYSTON AREA-WIDE PARKING REVIEW UPDATE Naima Ihsan, the Council's Principal Transport Policy Officer (PTPO) reported that NHDC officers had met with Royston and District and Herts County Councillors, the Police and Herts Highways in September 2015 in order to discuss key transport and parking priorities for Royston. Minutes of the workshop were circulated as a record of the meeting and NHDC officers were taking these as the Royston agreed extensive list of schemes to take forward and investigate whether they were feasible. Members of the Royston and District Committee were requested to bring any items they deemed missing from the list, to the PTPO's attention by the end of December 2015 for inclusion. Once the Minutes had been agreed, vehicle surveys would be commissioned in 2016 with a view to sharing the results as soon as possible with Members. The survey would be required to determine and identify issues in checking on speeding and whether it was residents or industrial workers/commuters parking in the area. This would clarify the problems for NHDC officers. The PTPO advised that officers would need to make site visits and hold further discussions to determine the issues, with the items listed in the Minutes. Officers would liaise with the Police and Herts Highways on some of the proposals. The Committee was informed that 20mph signs will be installed in Garden Walk, Royston, funded from the Hertfordshire County Councillors' Locality Budgets. The Chairman commented that there would be an Awareness Day in the Green Street area which has been highlighted for poor parking, affecting the Emergency Services. The Chairman thanked the Principal Transport Policy Officer for her update and stated that this would be discussed at the next Royston and District Committee Meeting. |
Noted | ||
| 31 |
SECTION 106 AND UNILATERAL UNDERTAKINGS Report Appendix 1 - Monitoring Report The Development and Conservation Manager (DCM) addressed the Royston and District Committee to give the annual report of the Head of Development and Building Control. She explained that her intention was to inform the Committee of the contributions received as a result of the implementation of the relevant planning permissions and following that, of the monies committed to specific projects. She explained that the Community Infrastructure Levy (CIL) regulations had come into effect in April 2015 and she had attended numerous parish council meetings in order to explain to the parishes how to seek contributions and give justifications (para 8.1.1. refers). This was appropriate for those parishes with development proposals within their parish boundary. She explained that for any project to be included in an agreement, work needs to have been undertaken to prepare a brief, costings and the justification against the tests set out. She cited Offley Parish as an example. Those contributions allocated to the Council's capital projects would be removed at year end where appropriate. The DCM pointed out that the income and expenditure was outlined in para 8.4.1 and the projects which had benefited from the contributions during last year and this year were shown at para 8.4.2. It was anticipated that more than £312,000 would be drawn down for projects under the Green Space Strategy in this financial year. There appeared to be a large sum of money of £3,285,627 available to spend when looking at the table in para 8.4, but the monies allocated but not spent were not taken into account in this sum. Some of the capital projects might not take place until 2018-2019, such as Green Space Management Plans. This also applied to parishes - one example is the works to Barkway Village Hall. Once a detailed project comes forward, the remaining monies of £2,827.20 is likely to be used to support the scheme. The Chairman advised the Committee that there are plans and aspirations for a community facility to be built on the Meridian School site. She had been asked to log this for Section 106 funding and the DCM was aware of this as she had already received information prior to the Meeting. It was noted that there is still funding for enhancements at Royston Town Hall. Concern was expressed that if no projects are identified, the money could be lost. A request was made that, if necessary, negotiations take place to allocate the money elsewhere. There was a specific requirement in S106 for highway works to improve the footpath on the Ivy Farm development at Royston. Various other questions were asked and the DCM clarified the process and procedure and where money could be allocated. She also reiterated the process regarding CIL and Section 106. The Chairman thanked the Development and Conservation Manager for her comprehensive report, and passed on the good wishes of the whole of the Royston Committee, as the DCM was to retire early in 2016. As a result, this would be the last time she would attend a Royston and District Committee Meeting to present the report on Section 106 and Unilateral Undertakings. She thanked the DCM for all her support to the Chairman personally and the Committee over the years. RESOLVED: 1) That the contents of the report be noted; 2) That a report shall continue to be presented on an annual basis to each of the Area Committees; 3) That, other than where a contribution has been negotiated for a specific purpose or project, the Committee of the area where Section 106 or Unilateral Undertaking funding is generated be consulted prior to allocation of funds to any project; 4) That, other than where a contribution has been negotiated for a specific purpose or project, all Area Committee Members of the area where Section 106 or Unilateral Undertaking funding is generated and the Area Committee be consulted prior to funding being allocated away from that area or from a village location to a town; 5) As this was the Development and Conservation Manager's last Royston and District Committee Meeting, that she be thanked for her hard work over the past years and the Committee wished her all the best for her forthcoming retirement. REASON FOR DECISION: 1) To ensure that there is a robust system for negotiating and managing Section 106 and Unilateral Undertakings; 2) To ensure that this is kept under constant review and that the risk associated with this activity is managed in an appropriate manner. |
Noted | ||
| 32 |
HIGHWAYS ISSUES The Chairman introduced this item, and listed issues as follows: - HLB schemes for 2016/2017 are being finalised; - A meeting has been held with the Police, County, District and Town Councillors, Highways officers and site agent regarding speeding along the Baldock Road (near the Ivy Farm Development); - Clarifying functions of Hertfordshire County Council (Highways) and North Hertfordshire District Council (street cleansing/clearing of leaves, hedge-cutting etc). Issues brought up by the Committee were: - Parking congestion in York Way; - Speeding in Baldock Road and Barkway Road. |
Noted | ||
| 33 |
OUTSIDE ORGANISATIONS Brief reports were given as follows: - The 25th Anniversary of the Royston Day Centre had been celebrated at the end of November 2015 in The Old Barn; - The formal lease for Coombes Community Centre was still under discussion; - There were brief reports on Royston and District Twinning Association and North Herts Homes. |
Noted | ||
| 34 |
GRANT APPLICATIONS AND COMMUNITY UPDATE Report Appendix 1 - Budget Sheet Appendix 2 - Royston Surgery Update Appendix 3 - Grant Application - Barkway Parish Council Appendix 4 - Grant Application - Barley Town House Appendix 5 - Grant Application - Royston Means Business The Communities Officer introduced the report of the Head of Policy and Community Services and updated the Committee on the activities with which he had been involved since the last meeting of the Royston and District Committee on 16 September 2015. Members were informed that: Town Centre Street Furniture Maintenance and painting work had been carried out during September, improving the look of Royston Town. Other projects completed recently included the Royston Deep Clean and Royston Fingerpost maintenance works. Land at the End of Green Drift The Communities Officer (CO) is still liaising with colleagues at Hertfordshire Highways about the unadopted land at the end of Green Drift. Members will continue to receive updates on developments. Royston Festival This event was held between 18 and 27 September and was a success. The CO supported Creative Royston with the event paperwork required by the North Herts Safety Advisory Group and also helped to publicise the Festival in the surrounding villages. He also provided marshal support at the Royston Rocks Music Festival at The Old Bull Inn. Royston Means Business Christmas Event The Royston CO is assisting Royston Means Business with preparations for their Christmas Market to be held on Royston High Street on 12 December between 12 noon and 5pm. A road closure will be in place along the High Street and the organisers have applied for a Temporary Event Notice (TEN) and a Town Police Clauses Act (TPCA). The CO will attend to offer his support. Barkway Parish Council This Parish Council is being supported with their planning for extension and kitchen works at Barkway Village Hall by the CO. The project will cost around £50,000 and the Royston CO is investigating the possibility of raising about £20,000 for the building works. He is liaising with colleagues in Planning to find out whether any relevant Section 106 and Unilateral Undertaking funds are available. He will also help the Parish Council with an application for an Awards for All grant. They may also come back to the Royston and District Committee in the future for additional funds. Royston Road Cycling Criterium Event The possibility of an event is being investigated, to be held in June or July 2016 and headed by Cllr Ben Lewis. It would be held in the Town centre and the route would be likely to include parts of Market Hill and Fish Hill. The planning committee will meet at regular intervals. Councillors' Surgery Updates The Royston CO has produced posters to promote the Councillors' Surgeries. These will be displayed on Royston Town Council Notice Boards around the Town and in shop windows. There is a list of issues and concerns at Appendix 2 that have been raised recently, together with the actions arising. Additional Salt Bin Provision Requests have been received for an additional salt bin in Echo Hill, Royston. A site has been identified but has not as yet been confirmed. The Committee was asked to approve funding in principle for when the site is agreed. The Committee endorsed this. Highways Matters This heading will be included in the Community Update report to promote discussion and to enable feedback on any of the proposed or listed schemes. This is to promote effective communication since the Joint Member Panel ceased to exist some time ago. New proposals or revised schemes will be forwarded to the relevant Hertfordshire County Councillor for consideration and he/she will report back and advise the Committee accordingly. Grant Funding The spreadsheet at Appendix A showed the detailed spend to date of the Royston and District Committee Budget 2015/2016. There were slight amendments in the Development Budget: the allocation to Coombes Community Centre of £500 and St John's Parish Churchyard lighting of £400, £1,000 to Royston and District and £24 for Royston and District Town Twinning Association. These outstanding funds were to be added to the Royston Community Projects "pot", which was set up at the start of the 2015/16 financial year. The outstanding £180 total had been spent, so the total for that column was £0. The following projects were noted by the Committee, as they are in the pipeline but not yet ready for funding: - Potential funding support re. Rural Schools Ceramics and Pottery Project - possible sessions with Reed, Barley and Therfield Schools; - Funding support to assist with costs for staging a Royston Town Centre Cycle Criterium Race in 2016; - Funding support to assist with costs for holding the Barkway 10k run in 2016; - Funding support to assist with the cost of extension and kitchen refurbishment works proposed at Barkway Village Hall; - Funding support to Royston Town Youth FC to assist with the cost of equipment and publicity for a new youth team for 4-6 year olds; - Funding support to the Royston Volunteer Centre to assist with the costs associated with running a series of volunteering workshops in 2016 for the elderly and those reaching retirement age. RESOLVED: 1) That the activities and schemes with which the Communities Officer (CO) has been involved, be noted; 2) That the actions he has taken to promote greater community capacity and well-being be endorsed, and he be thanked 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, together with the amendment made to the spreadsheets; 4) That the release of Memorandum of Understanding (MoU) grants for one year only to Royston Cave (in the sum of £750), be acknowledged. They gave a presentation to the Committee at the September Committee Meeting. REASON FOR DECISION: 1) To ensure that the Committee is kept informed of the work of the Communities 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 Policy; 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 Communities 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 | ||
| 35 |
GRANT APPLICATION - ROYSTON MEANS BUSINESS The Chairman declared an interest in this item as she has already given this organisation funds from her Herts County Council Locality Budget. RESOLVED: That the sum of £800 be granted to Royston Means Business to support funding traffic management for their Christmas event in Royston High Street on Saturday 12 December 2015. 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 | ||
| 36 |
GRANT APPLICATION - BARKWAY PARISH COUNCIL Councillor Tony Hunter declared an interest as he had contributed to this project from his Hertfordshire County Council Locality Budget. RESOLVED: That the sum of £734 be granted to Barkway Parish Council to contribute towards the purchase of two new picnic benches, a new litter bin and a dog waste bin at the recreation ground. 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 | ||
| 37 |
GRANT APPLICATION - ROYSTON COMMUNITY HEALTH The Chairman and Cllr Hunter declared an interest in this item as they had already given this organisation funds from their Herts County Council Locality Budgets. RESOLVED: That the sum of £400 be granted in principle to Royston Community Health to contribute towards advertising banners, printing, training costs etc. for a business meeting on 12 December 2015. A problem had arisen with the paperwork, in as much as the applicant had confirmed that an application had been sent but the CO had not, at that time, received it in time to be checked and verified by the Communities Officer, a condition of funding release. The Committee agreed in principle that once this was done, the sum of £400 would be released under delegated decision of the Executive Member for Community Engagement and Rural Affairs (or the appropriate Executive Member, as Cllr Hunter had declared an interest) and the Head of Policy and Community Services. 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. |
Noted | ||
| 38 |
GRANT APPLICATION - BARLEY TOWN HOUSE RESOLVED: That the sum of £1,183 be granted to Barley Town House to assist with the cost of renewing all the curtains on both floors of the building with flame retardant lined and interlinked curtains. 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 | ||