Meeting documents

Southern Rural Committee
Thursday, 7th June, 2012 7.30 pm


Time:	7.30pm	Place:	Committee Room 1, Council Offices, Gernon Road, Letchworth Garden City

PRESENT:	Councillor D.J. Barnard (Chairman), Councillor Cathryn Henry (Vice-Chairman), Councillor John Bishop, Councillor Tom Brindley, Councillor Tricia Cowley and Councillor Sal Jarvis.
IN ATTENDANCE:	Stuart Izzard (Community Development Manager), Margaret Bracey (Community Development Officer) and Hilary Dineen (Committee and Member Services Officer).
ALSO PRESENT:	At the commencement of the meeting 3 members of the public.

Item	Description/Resolution	Status	Action
PART I
4	APOLOGIES FOR ABSENCE Apologies for absence were received from Councillors Alan Bardett, Jane Gray, David Miller and Mrs C.P.A. Strong.	Noted
5	MINUTES Minutes The Chairman advised that Minute 67 should include thanks to Councillor Henry in enabling roads in Great Ashby to be adopted. RESOLVED: (1) That the second paragraph of Minutes 67 be amended to read: "The Chairman thanked County Councillor Tony Hunter for explaining the new Highways system. He also thanked Councillor Henry and County Councillor Hunter for their work in enabling roads in Great Ashby to be adopted." (2) That, subject to the above amendment to Minute 67, the Minutes of the Meeting held on 22 March 2012 be approved as a true record of the proceedings and be signed by the Chairman.	Agreed
6	MINUTES Minutes RESOLVED: That the Minutes of the Meeting held on 17 May 2012 be approved as a true record of the proceedings and be signed by the Chairman.	Agreed
7	NOTIFICATION OF OTHER BUSINESS The Chairman advised that an urgent application for grant funding had been received after the publication of the agenda and that this would be considered as the final item of business.	Noted
8	CHAIRMAN'S ANNOUNCEMENTS (1) The Chairman welcomed everyone to the meeting, particularly those giving a presentation; (2) The Chairman congratulated those recently elected or re-elected as Councillors (3) The Chairman reminded the Members that any declarations of interest in respect of any business set out in the agenda should be declared as either a prejudicial or personal 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 prejudicial interest should leave the room and not seek to influence the decision during that particular item.	Noted
9	PUBLIC PARTICIPATION - GRAVELEY PARISH COUNCIL Parish Councillor Peter Bracey, a member of Graveley Parish Council thanked the Chairman for the opportunity to address the Committee. He informed Members that the Parish Council was aiming to install a safety surface at the local playground at a cost of Â£8830. Grant funding of Â£2,500 from North Herts District Council Rural Grants Fund had already been approved and applications for further funding had been made to London Luton Airport as well as a request made to NHDC for Section 106 funding. A further Â£5,000 was required to meet the costs and he asked that the Committee consider supporting the Parish Council to meet this target. Members asked several questions including what type of surface would be installed; How long the new surface would last and how much would the Parish Council contribute to this project. Parish Councillor Bracey advised Members that the Parish Council was aiming to replace the current bark surface with a soft asphalt which would last approximately 10 years and that the Parish Council would contribute sufficient funds to enable the project to go ahead. The Community Development Manager informed Members that bark or grass surfaces were prone to wearing away, leaving a hard surface, whereas soft asphalt would be cleaner and longer lasting and make the play area accessible over the winter months. The Chairman thanked Parish Councillor Bracey for his presentation.	Noted
10	PUBLIC PARTICIPATION - ST FAITHS CENTRE, HEXTON Mr Tony Howells, a representative of St Faiths Centre, thanked the Chairman for the opportunity to address the Committee. He informed Members that historic St Faiths Church had been reordered to create the St Faiths Community Centre in 2004 and that the Quinquennial Inspection had identified more than Â£60,000 of work which was required on the building. English Heritage have offered support with a much wider programme which included a development stage and a repair stage. The costs for the first stage were estimated to be Â£35.260, of which English Heritage would pay Â£25,000 and the second stage was estimated to cost Â£244,273 of which English Heritage would pay Â£197,000. Approximately 27 grant giving organisations had been contacted so far, of which 6 were still under consideration, 6 had asked for resubmission after the work specification had been prepared, 7 had refused funding and 8 had not yet responded. Mr Howells advised that each year approximately 350 people used the building as a church and 1,500 used it as a community centre which included a playgroup, the schools, produce market festivals, seminars, rehearsals and private functions. Fund raising is underway and events such as a music festival and fete were planned. Members asked whether the Church of England would provide funds towards this project and whether an application had been made to the County Councillor for the area.; Mr Howells advised Members that the Church of England was not providing financial assistance and that he would apply to the local County Councillor for funds in the near future. The Chairman thanked Mr Howells for his presentation.	Noted
11	PUBLIC PARTICIPATION - ICKLEFORD PARISH COUNCIL The Community Development Manager informed Members that Ickleford had a Parish Meeting this evening and therefore apologies had been provided regarding the proposed presentation.	Noted
12	CHAMPION NEWS AND FINANCE REPORT Report Appendix 1 - Budget Appendix 2 - Work Programme Appendix 3 - Highways Work Programme Appendix 4 - Grant Application - St Faith's, Hexton Appendix 5 - Grant Application - Graveley Play Area Appendix 6 - Grant Application - Ickleford Burial Ground Appendix 7 - Grant Application - Gt Wymondley Village Hall Appendix 8 - Grant Application - Kimpton Village Choir The Community Development Manager presented the report of the Head of Policy and Community Services entitled Champion News and Finance Report and drew attention to the following: PARISH COUNCIL SUPPORT - PLANNING CONTRIBUTION FUNDING The Community Development Manager informed Members that the Community Development Officers were assisting Parish Councils with projects which may be eligible for Section 106/Unilateral Undertaking payments and drew attention to the list of projects receiving support as detailed at Paragraph 3.1 of the report. OTHER SUPPORT TO PARISH COUNCILS/RURAL BASED GROUPS AND INITIATIVES The Community Development Manager drew attention to Paragraph 3.2 of the report which detailed seven initiatives receiving support. PARISH CLERKS The Chairman informed Members that Emma Payne, Clerk to the Parishes of St Paul's Walden, Offley and Cockernhoe had left her long time position with these councils. He asked that the Southern Rural Committee offer their thanks for her work and support. AREA COMMITTEE WORK PROGRAMME The Community Development Manager advised that the Area Committee Work Programme detailed the support given to local events and Parishes and advised Members that they can contact him at any time if they had projects they wished to be added onto the programme. JMP HIGHWAYS SRAC WORK PROGRAMME The Community Development Manager advised that a more up to date report should be provided. Members expressed concern that the report due to be produced regarding a 20 mph speed limit at Round Diamond School, Great Ashby had not been considered and asked that this be requested from Hertfordshire Highways. They were also concerned that no progress had been made regarding junction protection schemes at Whitehorse Lane, Great Ashby. Members were informed that in future County Councillors would hold budgets for Highways schemes. They requested that all County Councillors covering the Southern Rural Area be requested to attend a meeting of this Committee to discuss Highways issues and advise the Committee of works they envisage undertaking. BUDGETS The Community Development Manager drew attention to the pre-allocated budgets which had not yet been spent and advised Members that these should be addressed before considering approval of grant awards from the Committee's 2012/2013 base budget. GRANT APPLICATIONS Members were concerned that grant application forms did not detail whether any grant funding had been sought from other sources and if they were successful. They felt that the application forms should direct applicants to their local County Councillor as a source of grant funding and the comments of the Ward Councillor should be included on the paperwork submitted to the Committee for consideration. PUBLICITY FOR SOUTHERN RURAL Members were keen that the work of the Southern Rural Committee was publicised whenever possible and to this end agreed that Councillor Henry should be responsible for liaising with the NHDC Communications Team on behalf of the Committee. RESOLVED: (1) That the actions taken by the Community Development Officer to promote greater community capacity and well being for rural communities be endorsed; (2) That the Committee's budgetary expenditure, balances and carry forwards from the Ward Development Budgets and the allocated Visioning Budgets be noted; (3) That the Southern Rural Committee offer their thanks to Emma Payne for her work for and support to the Parishes of St Paul's Walden, Offley and Cockernhoe; (4) That the Committee and Member Services Officer be requested to contact Hertfordshire Highways and request sight of the report regarding a proposed 20 MPH speed limit at Round Diamond School, Great Ashby and ask who would consider the results of this report; (5) That the Committee and Member Services Officer be requested to contact Hertfordshire Highways with a view to progressing the junction protection scheme at Whitehorse Lane, Great Ashby; (6) That the Committee and Member Services Officer be requested to invite County Councillors Brook, Hunter and Thake to attend a meeting of the Southern Rural Committee in order to discuss highways issues, advise on the programme of works they envisage undertaking and discuss how future liaising would take place. (7) That the Community Development Manager be requested to ensure that: (i) Grant application forms and supporting papers detailed whether grant funding had been sought from other sources and if they were successful; (ii) That the NHDC grant application forms direct applicants to their local County Councillor as a source of grant funding; (iii) That the comments of the Ward Councillor be included on the paperwork submitted to the Committee for consideration. (8) That Councillor Henry be requested to be responsible for liaising with the NHDC Communications Team on behalf of the Southern Rural Committee. REASON FOR DECISION: To ensure that the Committee is kept informed of the work of the Community Development Officer and to inform Members of the financial resources available to the Committee.	Agreed	Community Development Manager, Community Development Officer - MB
13	GRANT APPLICATION - ST FAITHS CENTRE, HEXTON Members acknowledged the value of the St Faiths Community Centre to the community and the innovative way that a church building had been used for the benefit of the community. In respect of the grant application Members noted that a reasonable small grant from this Committee could help unlock over Â£120,000 of funding by English Heritage. It was proposed and seconded that grant funding of Â£5,000 be awarded. It was proposed and seconded that grant funding of Â£3,500 be awarded Upon the vote it was: RESOLVED: (1) That total grant funding of Â£5000 be awarded to St Faiths Centre towards the cost of repair and restoration work, to be taken from the following budgets: (i) Â£1000 Youth Activities allocated 22.01.09 (ii) Â£2500 Community Projects allocated 24.03.11 (iii) Â£1500 Discretionary Budget 2012-13; (2) That the Community Development Officer be requested to support St Faiths Centre in applying for grant funding from their local County Councillor; (3) That the Community Development Officer be requested to discuss with NHDC communications Manager publicity regarding this grant and fund raising for the organisation. REASON FOR DECISION: To improve services provided by local organisations and groups which are accessed by the community.	Agreed	Community Development Manager, Community Development Officer - MB
14	GRANT APPLICATION - ICKLEFORD PARISH COUNCIL The Community Development Manager informed Members that the Parish Council aimed to improve signage directing people to the burial ground. Members were concerned that the Parish Council had not considered including this cost in their precept, however agreed to support this application on this occasion. RESOLVED: That grant funding of Â£475 be awarded from Discretionary Budget 2012 - 13 to Ickleford Parish Council towards the costs of signage to burial ground. REASON FOR DECISION: To improve services provided by local organisations and groups which are accessed by the community.	Agreed
15	GRANT APPLICATION - GREAT WYMONDLEY VILLAGE HALL The Community Development Manager advised Members that an application for grant funding had been made to Great Wymondley Parish Council, although not decision had yet been made. The refurbishment cost was Â£9,000 and Â£2,000 had been requested from Section 106 monies and Â£1,000 had been given by County Councillor Thake. Members noted that this was the only village hall in Wymondley and that a community asset could be lost if this work was not undertaken and it was proposed and seconded that grant funding of Â£2,000 be awarded. RESOLVED: That grant funding of Â£2000 be awarded to Great Wymondley Village Hall towards the cost of refurbishment costs from the following budgets: (i) Â£891 from Community Projects allocated 24.09.11 (ii) Â£1109 from Discretionary Budget 2012 - 13. REASON FOR DECISION: To improve services provided by local organisations and groups which are accessed by the community.	Agreed	Community Development Manager, Community Development Officer - MB
16	GRANT APPLICATION - KIMPTON VILLAGE CHOIR RESOLVED: That grant funding of Â£192 be awarded to Kimpton Village Choir from the 2012 - 2013 Discretionary Budget towards the cost of Choir Folders and an advertising board. REASON FOR DECISION: To improve services provided by local organisations and groups which are accessed by the community.	Agreed	Community Development Manager, Community Development Officer - MB
17	GRANT APPLICATION - GRAVELEY PARISH COUNCIL The Community Development Manager advised Members that the total project cost for the resurfacing of the play ground would be Â£8,830 and that Graveley Parish Council would be funding approximately 50 percent of the cost. Members supported the application and it was proposed and seconded that grant funding of Â£1,250 be awarded. RESOLVED: That grant funding of Â£1,250 be awarded to Graveley Parish Council towards the cost of resurfacing the play ground from the following budgets: (i) Â£1,044 from Parish and Community Projects (ii) Â£206 from Community Projects allocated 24.03.11. REASON FOR DECISION: To improve services provided by local organisations and groups which are accessed by the community.	Agreed	Community Development Manager, Community Development Officer - MB
18	GRANT APPLICATION - CODICOTE VILLAGE DAY The Chairman had previously announced that he had agreed for this grant application to be considered as a matter of urgency as it had been received after the publication of the agenda, with the event being held prior to the next meeting of this Committee. The Community Development Manager informed Members that Codicote Village Day was held on an annual basis and bought community groups together. The group were hoping to replace some of their gazebos. The group had Â£1,200 to put towards gazebos and the Parish Council would be providing Â£700 for road closure costs. This grant is urgent as the event would be held before the next meeting of this Committee. Members were concerned that this event had received grant funding for three years and that it had been made clear to them that they should become self-funding. They acknowledged that this application was for equipment rather than running costs. Cllr Brindley advised that, should the Committee agree to award Â£500 he would then offer the group a further Â£250 from his Ward Member Discretionary Budget. RESOLVED: That grant funding of Â£500 be awarded to Codicote Village Day from the 2012 - 13 Discretionary Budget towards the purchase of gazebos. REASON FOR DECISION: To improve services provided by local organisations and groups which are accessed by the community.	Agreed	Community Development Manager, Community Development Officer - MB
19	LAND ALLOCATIONS MEMBER WORKSHOP The Chairman reminded Members that there would be a Land Allocations Member Workshop on 20 June 2012 at 7.30 p.m. and that any Member that could not attend this workshop was asked to advise Officers of their comments before that date.	Noted