Meeting documents

Southern Rural Committee
Thursday, 20th January, 2011 7.30 pm


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

PRESENT:	Councillor D.J. Barnard (Chairman), Councillor John Bishop, Councillor Tom Brindley, Councillor Tricia Cowley, Councillor Jane Gray, Councillor Sal Jarvis, Councillor D. Miller, Councillor Mrs C.P.A. Strong. NB: Councillor John Bishop arrived at 8.25 p.m.
IN ATTENDANCE:	Andrew Cavanagh (Head of Finance, Performance and Asset Management), Howard Crompton (Head of Revenues and Benefits), Katie White (Corporate Legal Manager), David Miley (Democratic Services Manager), Julie Williams (Electoral Services Manager), Simon Young (Transport Policy Officer), Margaret Bracey (Community Development Officer) and Hilary Dineen (Committee and Member Services Officer).
ALSO PRESENT:	11 members of the public

Item	Description/Resolution	Status	Action
PART I
43	APOLOGIES FOR ABSENCE Apologies for absence were received from Councillors Alan Bardett and Lee Downie.	Noted
44	MINUTES Minutes RESOLVED: That the Minutes of the Meeting held on 25 November 2010 be approved as a true record of the proceedings and be signed by the Chairman.	Agreed
45	NOTIFICATION OF OTHER BUSINESS No other business was discussed at the meeting.	Noted
46	CHAIRMAN'S ANNOUNCEMENTS (1) The Chairman welcomed everyone to the meeting; (2) The Chairman thanked Margaret Bracey (Community Development Officer for attending the meeting on behalf of Garry Gover to whom the Committee sent best wishes; (3) The Chairman informed Members that Councillor Lee Downie and his band would be supporting to Roxy Music on their tour and offered his congratulations; (4) The Chairman reminded Members that the end of the financial year was approaching and therefore personal budgets should be allocated as soon as possible; (5) 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
47	PUBLIC PARTICIPATION - PETITION REGARDING PARKING CHARGES IN KNEBWORTH Mrs Mafham thanked the Chairman for the opportunity to address the Committee. She advised that she was presenting a petition against the proposed pay and display charges at the Co-op car park in Knebworth consisting of 436 signatures. She stated that if the proposed charges were to be introduced there would be a detrimental effect on shops in the area as people would not pay the charges whilst they are able to park in Tesco car park free of charge with the result that they would do their shipping there. She advised that she worked at Danesbury Charity shop, which is a very popular charity and that the proposed charges would affect their income dramatically, as was demonstrated when the car park was closed for 3 weeks and donations fell by 75 percent. She stated that without the donations received at the shop the hospice would suffer. She invited Members to visit the hospice where the funds raised had provided a new day room where patient and relatives could spend time together. She concluded by re-iterating that the car-park charges would affect the income of the shops and this could result in them going out of business. Members debated the petition including that Cabinet had already considered and made a decision regarding car park charges; that consultation had taken place with the Knebworth Parking Improvement Group (KPIG) prior to the decision being made; and whether or not referring the petition to Cabinet would have an effect on the decision made. They agreed that it was disappointing that the decision could not be affected, however receiving a report at the next meeting of the Committee would inform Members of the full facts and information regarding the decision and that, once the charges had been in operation for a period of time could request a review. The Transport Policy Officer advised that car park charges were due to commence in April 2011, although the request for this Committee to consider the issue at the next meeting may delay the process and that the TRO process would include a consultation period. The Chairman accepted the petition and advised that it would be passed to the relevant Officers who would be asked to provide a report for the next meeting of this Committee. RESOLVED: (1) That the Petition Against Car Park Charges consisting of 436 signatures be accepted; (2) That the Transport Policy Officer be requested to provide a report regarding car park charges in Knebworth, which will include details of reasoning and representations made, to the next meeting of this Committee due to be held on 24 March 2011.	Agreed	Transport Policy Officer
48	CHAMPION NEWS AND FINANCE REPORT Report Appendix 1 Appendix 2 Appendix 3 The Community Development Officer presented the report of the Head of Policy, Partnerships and Community Development regarding Champion News and Finance Report and drew attention to the following: MEMBER BUDGETS The Community Development Officer reminded Members that unspent Member budgets needed to be allocated by the end of the financial year and asked that Members email the Community Development Manager with details of proposed funding by the first week of March 2011. COUNCIL PRIORITIES Members sought clarity regarding the wording at Paragraph 5.1 of the report. The Community Development Officer confirmed that SLAs and MOUs should support NHDCs District Wide vision, the Council's mission or the three priorities. HIGHWAYS ISSUES It was confirmed that the funding allocated to Highways work for St Pauls Walden had been released. Members were asked to email Officers with details of any highways issues that should be referred to the North Hertfordshire Highway Partnership - Joint Member Panel. Members were advised that a meeting had taken place at Farriers Close; that consultations were being undertaken with local people and that a report on the subject was expected to be presented to the next meeting of the Joint Member Panel. They were also advised that incorrect junction signage had been placed in Lilley and that this should be addressed before a serious incident occurred. Budgets Members requested that the Community Development Officer investigate why funding allocated to the Great Ashby Youth Club and Pirton Playgroup had not yet been released. RESOLVED: (1) That the budgetary expenditure, balances and carry forwards from the Development and Visioning Budgets be noted; (2) That the actions taken by the Community Development Officer to promote greater community capacity and well -being for the Southern Rural area be endorsed; (3) That the Community Development Officer be requested to investigate why funds allocated to Great Ashby Youth Club and Pirton Play Group had not yet been released and inform Members of her findings at the next meeting of the Committee due to be held on 24 March 2011 (4) That Councillor Brindley be requested to inform the North Hertfordshire Highways Partnership - Joint Member Panel about incorrect junction signage at Lilley which should be corrected. 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
49	POLLING DISTRICT REVIEW Report Appendix A Appendix B The Democratic Services Manager presented the report of the Chief Executive. He informed Members that this was the statutory 4 yearly review of Polling Districts, which are divisions of Wards and that at the same time a review of Polling Stations was being undertaken. The consultation period had started and Members, Voluntary Organisations concerned with access, Political Agents and the general public had been consulted which had resulted in one response which asked that Offley Village Hall continue to be used as a Polling Station. He informed Members that Cockernhoe Village Hall would be used as a Polling Station and apologised that Polling Stations in Knebworth had been omitted from the report. Members noted that the list of Polling Stations at Appendix B was incomplete and requested that a complete list be circulated to all Members of the Committee. RESOLVED: (1) That the Electoral Services Manager be requested to circulate the complete list of Polling Stations to all Members of the Committee as soon as is possible; (2) That the Polling Districts as described at Appendix A of the report be maintained for a further four year period; (3) That the Returning Officer be advised that the Southern Rural Committee confirm that the Polling Stations, as described at Appendix B of the report, with the addition of the Knebworth Polling Stations are acceptable. REASON FOR DECISION: To ensure that the Returning Officer is advised of the views of the Southern Rural Committee in respect of Polling Districts and Polling Stations.	Agreed	Democratic Services Manager
50	THE CREATION OF THE PARISH OF GRAVELEY AND THE PARISH OF GREAT ASHBY Report Appendix A Appendix B Appendix C Appendix D The Democratic Services Manager introduced members of Graveley Parish Council and prospective members of Great Ashby Community Council who were in the public gallery. The Chairman announced that he would relax the rules of public participation, which would allow those involved in the Parishes to contribute if necessary. The Democratic Services Manager introduced the report which detailed the timetable and requirements regarding abolition of the existing Parish of Graveley and the creation of two new Parishes being the Parish of Graveley and the Parish of Great Ashby, including interim arrangements. The report also detailed the proposed distribution of assets, draft budgets and financial regulations as well as the Local Government and Public Involvement in Health Act 2007 - North Hertfordshire (Reorganisation of Community Governance) Order 2011. He advised that this process had previously been in the remit of the Secretary of State, but had been devolved to District Councils and that this would be considered by Council on 10 February 2011. The Head of Finance, Performance and Asset Management informed Members that discussions had taken place with representatives of Graveley and Great Ashby and that they were in agreement with the proposed budgets. The Corporate Legal Manager advised that the Community Governance Order tabled at the meeting was a draft document, which continued to require technical adjustment. Members debated the report including that computer software should be included in the assets, whether or not Graveley Parish Council owned land or leases or managed contracts. They considered that sight of the audited accounts of the existing Parish of Graveley would be useful, they asked for a comparison between the proposed precepts and that set last year and noted that lengthy discussions between Officers and representatives of the Parishes had taken place prior to the proposed budgets and precepts being suggested. Members queried how any payments required between the date of abolition and creation would be made Members considered that it would be unusual for a parish not to own land and expressed concern that no land was listed within the list of assets to be transferred. The Corporate Legal Manager advised that she would investigate with the Head of Finance, Performance and Asset Management any other relevant land or property ownership or contracts or other liabilities. The Head of Finance, Performance and Asset Management advised that he was unaware of any contracts and that he would contact Graveley Parish Council in regard to obtaining sight of audited accounts, however the new budgets were consistent with existing accounts. He stated that the proposed precepts were considerably greater than last year and asked Members to note that an additional item was to be included in the list of assets being a bus shelter, which was the property of Graveley Parish Council. The Corporate Legal Manager confirmed that the Regulations recited at paragraph 4.1 of the Report should read the Local Government Finance (New Parishes) Regulations 2008 (number 626). The Corporate Legal Manager also confirmed that paragraph 4.6 of the Report in relation to the style of Great Ashby Parish Council, should read that an appropriate recommendation be made to the District Council rather than to the Parish Council. The Democratic Services Manager advised that the first meetings of the two new Parishes would take place on 12 April 2011, with the Members of the Southern Rural Committee acting as the Members of the Parish Councils. He further advised that a key principal of the first meeting must be not to make decisions that would bind the Council to be elected on 5 May and that new parishes had until 1 October of their first year to adjust precepts. In regard to the proposed Financial Regulations the Democratic Services Manager stated that these were the regulations, which were already in place for Graveley Parish Council and that during the interim period any payments would be made through NHDC, although it was not envisaged that any payments would be required. To add clarity he advised that the Parish of Graveley would be known as Graveley Parish Council, with Members being known as Parish Councillors and that the Parish of Great Ashby would be know as Great Ashby Community Council with the Members being known as Community Councillors. The Head of Revenues and Benefits advised that an additional recommendation was required to determine that the 2011/12 Council Tax Base for Graveley should be 176.8 and the Council Tax Base for Great Ashby should be 2,116.3. At the invitation of the Chairman, the Chairman of Graveley Parish Council, advised that the proposed precept, although representing an increase from previous years, was realistic and still very low compared to parishes of a similar size. RECOMMENDED TO COUNCIL: (1) That the proposed distribution of the assets of the existing Graveley Parish, set out at Appendix A, as amended to include a bus shelter and computer software, be approved; (2) That the first budgets for the Parishes (2011/12), set out at Appendix B be approved; (3) That the financial regulations set out at Appendix C, be recommended to the Parishes at the first meetings to be held on 12 April 2011; (4) That the Great Ashby Parish Council be styled as the Great Ashby Community Council and its councillors be known as Community Councillors; (5) That the rules pertaining to NHDC Area Committees, be recommended for adoption by the parishes, at the meetings to be held on 12 April 2011; (6) That the Draft North Hertfordshire (Reorganisation of Community Governance) Order 2011 set out at Appendix D be approved; (7) That for 2011/12 the Council Tax Base for Graveley be 176.8 and that the Council Tax Base for Great Ashby be 2,116.3. RESOLVED: That the Corporate Legal Manager be delegated to ensure that resolutions (1) and (4) are contained, together with all other necessary legal provisions within the North Hertfordshire (Reorganisation of Community Governance) Order 2011, prior to submission to Council on 10 February 2011 and publication. REASON FOR DECISIONS: To enable the Council to confirm the abolition of the existing Parish of Graveley and the creation of a new Parish of Graveley and the Parish of Great Ashby at its meeting on 10 February 2011.	Agreed	Corporate Legal Manager
51	CORPORATE BUSINESS PLANNING - 2011 - 2012 BUDGET SETTING: COVERING NOTE Report Appendix A Appendix B Appendix C The Head of Finance Performance and Asset Management presented the report regarding Corporate Budget Setting 2011 - 2012 - Budget Setting. He informed Members that comments had already been received from Member workshops and that Area Committees were being asked for comments, which would be presented to Cabinet. In respect of E6 - Continue to Provide Plastic Bring Banks on major sites only - Members acknowledge that currently the collection of plastics costs the Council money and that the energy recovered from recycling was less than the energy use to collect it. They also noted that this saving was intended to start in 2012/13 which left sufficient time for consultation and research to be undertaken. They were however concerned that the usage of each plastic bring bank was considered before a decision was made to remove it. They were also keen that any6 removal of bring banks did not damage the Councils green issues priority and noted that this was one of the few issues which would affect rural areas more than Town Centres. RESOLVED: That the Head of Finance, Performance and Asset Management be requested to advise Cabinet of the comments above in respect of Corporate Business Planning 2011 - 2012 Budget Setting at the meeting due to be held on 25 January 2011 REASON FOR DECISION: To ensure that Cabinet are appraised of the views of the Southern Rural Committee in respect of Corporate Business Planning 2011 - 2012 Budget Setting.	Agreed	Head of Finance/Performance and Asset Management