Meeting documents

Southern Rural Committee
Thursday, 24th March, 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 A. Bardett (Vice-Chairman), Councillor Tom Brindley, Councillor Tricia Cowley, Councillor Lee Downie, Councillor Sal Jarvis, Councillor D. Miller, Councillor Mrs C.P.A. Strong
 IN ATTENDANCE: Mary Caldwell (Development and Conservation Manager), Steven Cobb (Senior Licensing and Enforcement Officer), Mark Simmons (Conservation Officer), Stuart Izzard (Community Development Manager) and Hilary Dineen (Committee and Member Services Officer.
 ALSO PRESENT: 2 members of the public
Item Description/Resolution Status Action
PART I
63 APOLOGIES FOR ABSENCE

Apologies for absence were received from Councillors John Bishop and Jane Gray.
 Noted   
64 MINUTES
Minutes

RESOLVED: That the Minutes of the Meeting held on 20 January 2011 be approved as a true record of the proceedings and be signed by the Chairman.
 Agreed   
65 NOTIFICATION OF OTHER BUSINESS

No other business was discussed at the meeting.
 Noted   
66 CHAIRMAN'S ANNOUNCEMENTS

(1) The Chairman welcomed everyone to the meeting;

(2) The Chairman informed members that the meeting of this Committee standing as Graveley and Great Ashby Councils, due to take place on 12 April 2011 had been cancelled due to the envisaged business no longer being required. Community groups would be involved in discussions of any urgent business;

(3) The Chairman advised that he would take any public participation regarding the Old Knebworth Conservation Area Review immediately prior to the item on the agenda;

(4) 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   
67 PUBLIC PARTICIPATION - CARERS IN HERTS

Sue Reeves (Chief Executive of Carers in Herts) and Zoe Northam (a member of the Herts Young Carers Group) thanked the Chairman for the opportunity to address the Committee. Ms Reeves informed Members that the Herts Young Carers Group had been in Letchworth for 11 years, but due to a cut in the grant given by Central Government the group was about to close. There were about 600 known young carers in Hertfordshire aged between 9 and 19 years old of which 90 were in North Herts and there were many more not know about. Young carers were involved in caring in a number of ways including supporting siblings with an illness and supporting parents with a disability, mental health problems, ill health or drug/alcohol problems. Children were involved with caring on a day to day basis and often have tasks to complete before attending school. Often young carers found it difficult to socialise, can be bullied, worry whilst at school and about school and find it difficult to do their homework. It was really important that serviced did not take over from the young carer but offer support. In schools herts Carers help identify carers and set up support groups and systems which enable them to receive support and support each other.

The main work of Carers in Herts was to work with schools to make them aware of young carers, many schools have set up support groups. Carers in Herts would wish to continue to support rural groups and funds were required to continue this work with special activities for these children.

Miss Northam advised the Committee that members of the Herts Young Carers Group were extremely upset when they were informed about the closure of the group as it had been of great support to them an that she had decided to contact all Councillors to inform them of the work undertaken within the group and how it had helped and supported the members of the group. She stated that she was pleased however that the Rural Group may be able to continue.

Members asked several questions including how was Carers in Herts funded; whether other Area Committees would be approached for funding;

Ms Reeves advised Members that Carers in Herts was funded by a grant from Central Government; that other Area Committees would be approached for funding; that any funding received would support young carers from rural areas who can be disadvantaged not only by their caring role, but by the difficulty in travelling in and around rural areas.

The Chairman thanked Ms Reeves and Miss Northam for their informative presentation.
 Noted   
68 PUBLIC PARTICIPATION - OFFLEY PRE-SCHOOL

Ms Kim Fenn and Ms Rachel Milan thanked the Chairman for the opportunity to address the Committee. Ms Fenn informed Members that a grant application had been submitted which would be used to improve the outdoor area of the pre-school bringing a currently unusable piece of land back into use.. The pre-school served Lilley and Offley, was open 5 mornings and 2 afternoons per week and was full to capacity. The pre - school currently operated from a porta-cabin on ground leased from Offley School and the garden was of great concern and had been mentioned in the Ofsted report. Currently parents were concerned about the outdoor space as the drainage was insufficient and the surface bad, improving this would enable the children to have a healthier lifestyle. Fundraising had taken place and continued and local businesses had agreed to donate products.

The Chairman thanked Ms Fenn and Ms Milan for their presentation.
 Noted   
69 PUBLIC PARTICIPATION - OLD KNEBWORTH CONSERVATION AREA REVIEW

The Chairman had previously announced that public participation would be heard immediately prior to the item (Minute 72 refers).
 Noted   
70 EXTENDED CONSULTATION REGARDING NEW PROPOSALS FOR INCORPORATION INTO A STREET TRADING POLICY
Report
Appendix A
Appendix B
Appendix C
Appendix D
Appendix E
Appendix F
Appendix G
Appendix H.1
Appendix H.2

The Senior Licensing and Enforcement Manager presented the report of the Head of Housing and Public Protection regarding the extended consultation regarding new proposals for incorporation into a Street Trading Policy. He informed Members that the process started in 2005 with consultation taking place in 2010 which had received limited response. The aim was to encourage business within town centres and to this end were considering issuing a permit to the Town centre Manager (or equivalent), covering a specific area of land. The Town Centre Manager would then be authorise to issue licenses for people to trade on the street in that area. The purpose of this report was to ask for feedback on this principal.

Members asked several questions including whether the amount of the fee for Town Centre licences was known and were concerned that any fee charged reflected the true costs to NHDC of operating the system. They also expressed concern that Town Centre Mangers not charge charities who wished to set up stalls.

The Senior Licensing and Enforcement Officer advised that the fees had not yet been fixed as a fully costed exercise would be undertaken before determining this. The Town Centre Manager would have the opportunity to waive fees if he so wished to and would be responsible for reporting an unlicensed trader to NHDC. He informed members that consideration was being given to redesignating some of the streets after which the report would be considered by the Licensing and Appeals Committee then would be presented to Cabinet

RESOLVED: That the principals detailed in the report entitled "Extended Consultation regarding New Proposals for Incorporation into a Street Trading policy" be supported.

REASON FOR DECISION: To ensure that the Southern Rural Committee has the opportunity to comment of the new proposal for a street trading policy.
 Agreed   
71 SECTION 106 AGREEMENTS AND UNILATERAL UNDERTAKINGS
Report

The Development and Conservation Manager presented the report of the Head of Development and Building Control regarding Section 106 Agreements and Unilateral Undertakings. She drew attention to paragraph 3.2 which detailed the tests which must be satisfied in order for planning obligations to be required and that the current economic situation had resulted in more challenges and that Officers were working with Service Managers to ensure that the evidence base was thorough. In respect of existing funds she was working closely with the Community Development Officers and visiting Parishes in order to identify possible projects. Regular meetings were being held with Hitchin and Royston Members to discuss project ideas, with an invitation for this having been made to Southern Rural Members and advised the Committee that some £200,000 had been allocated to projects since December 2010.

Members asked several questions including why were some spent figures higher than the amount due and whether provision of housing or play areas are monitorised;

The Development and Conservation Manager advised that most figures were index linked; that a figure will be included in the agreement regarding housing or play area provided; that she was working with developers to get draft agreements available by the time a planning application is considered by the Planning and Control Committee and that some of the long outstanding issues were due to planning permission not being instigated.

Members thanked the Development and Conservation manager for her hard work in this area.

RESOLVED:
(1) That the report entitled "Section 106 Agreements an Unilateral Undertakings" be noted;

(2) That the Development and Conservation Manager be requested to provide an update report regarding Section 106 Agreements and Unilateral Undertakings on an annual basis.

REASON FOR DECISION:
(1) To ensure that there is a robust system for negotiating and managing Section 106 Agreements and Unilateral Undertakings;

(2) To ensure that Section 106 Agreements and Unilateral Undertakings are kept under constant review and that the associated risk is managed in appropriate manner.
 Agreed  Development & Conservation Manager
72 OLD KNEBWORTH CONSERVATION AREA REVIEW
Report
Appendices A-C
Appendix D.1
Appendix D.2

The Honourable Henry Lytton-Cobbold thanked the Chairman for the opportunity to address the Committee. He advised that Knebworth Estates appreciated the time and consideration that offers had given to the review of the Old Knebworth Conservation Area and that, whilst not 100 percent in agreement was content to support the Officer recommendations in the report.

The Conservation Officer presented the report of the Head of Development and Building Control regarding the Old Knebworth Conservation Area Review. He advised that St Mary's Churchyard and surrounding area was deemed to contribute positively to the setting of the Church and Knebworth House. He drew attention to Appendix A - the existing boundary, Appendix B the Consultation Plan and Appendix C the boundary proposed by Officers.

The Development and Conservation manager informed Members that the review process had taken a very long time with many discussions having taken place with interested parties.

RESOLVED: That the Southern Rural Committee supports the boundary of the Old Knebworth Conservation Area as detailed at Appendix C of the report entitled "Old Knebworth Conservation Area Review.

REASON FOR DECISION: To ensure that the Southern Rural Committee can comment on the report entitled "Old Knebworth Conservation Area" prior to consideration by Council.
 Agreed   
73 CHAMPION NEWS AND FINANCE REPORT
Report
Appendix 1 - Budgets
Appendix 2 - Highways Work Programme

The Community Development Manager presented the report of the Head of Policy, Partnerships and Community Development regarding Champion News and Finance Report and drew attention to the following:

RURAL GRANTS FUND
The Rural Grants Panel had met on 1 March and received officer recommendations regarding grant applications. A formal press release would be prepared for the end of the month.

PARISH COUNCIL SUPPORT
That the Community Development Officers were assisting Parish Councils with potential projects that may be eligible for funds from Section 106 Agreements and Unilateral Undertakings.

WARD MEMBER DISCRETIONARY BUDGETS
Appendix 1 of the report included the details of grants awarded from Member Discretionary Grant Budgets .

Councillor Miller agreed that the £40 unallocated funding from his Member Discretionary Budget be transferred to the Southern Rural Discretionary Budget;

HIGHWAYS ISSUES
Members considered that possible allocation of funding to Highways Issues as a priority for 2011/12 should be discussed at the first meeting of the Civic Year.

Members considered that the estimated costs of some projects were exaggerated, but agreed to match fund many projects.

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 unallocated Member Discretionary Budget for Councillor David Miller of £40 be allocated to the Southern Rural Discretionary Budget;

(4) That the remaining unallocated Discretionary Budget for 2010/11 amounting to £4,306 be allocated to Community Projects.

REFERRED TO NORTH HERTFORDSHIRE HIGHWAYS PARTNERSHIP - JOINT MEMBER PANEL:

(1) That the North Hertfordshire Highways Partnership - Joint Member Panel be informed that the following schemes have been approved for matched funding as detailed in Minutes 74 to 78 below:
(xi) Farriers Close, Codicote
Parking Issues
(Implementation) £4,000
(xxii) Whitehorse Lane
(in the vicinity of Round Diamond School)
Great Ashby
20mph speed limit investigation £1,575
(iii) Great Ashby Way j/w
Whitehorse Lane, Great Ashby
Improving Awareness of Crossing Points £1,000
(xxxv) Whitehorse Lane, Great Ashby
Junction protection £3,675
(xxiii) Hill Road and Meadow Way, Codicote
Verge Parking and Protection £7,125

Total £17,375

(2) That, in respect of (xxxv) Whitehorse Lane, Great Ashby - Junction protection, this Committee would prefer that costs are reduced by progressing all five junction protection scheme candidates in North Herts with the resulting reduction in matched funding by this 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   
74 GRANT APPLICATION - HIGHWAYS - FARRIERS CLOSE, CODICOTE - PARKING ISSUES - IMPLEMENTATION

Members were advised that scheme (xi) Farriers Close, Codicote was now expected to cost £8,000 and therefore matched funding requested from this Committee would be £4,000.

RESOLVED: That a grant of £4,000 be awarded to Hertfordshire Highways from the 2010 - 2011 Capital Visioning Budget, as support funding towards the costs of remedial work and a PTRO to address parking issues at Farriers Close, Codicote.

REASON FOR DECISION: To ensure that highways issues in the Southern Rural Areas are addressed effectively.
 Agreed   
75 GRANT APPLICATION - HIGHWAYS - ROUND DIAMOND SCHOOL, WHITEHORSE LANE, GREAT ASHBY

RESOLVED: That a grant of £1,575 be awarded to Hertfordshire Highways from the 2010 - 2011 Discretionary Budget, as support funding towards the costs of investigating the provision of a 20mph speed limit in the vicinity of Round Diamond School, White Horse Lane. Great Ashby.

REASON FOR DECISION: To ensure that highways issues in the Southern Rural Areas are addressed effectively.
 Agreed   
76 GRANT APPLICATION - HIGHWAYS - GREAT ASHBY WAY J/W WHITEHORSE LANE, GREAT ASHBY - AWARENESS OF CROSSING FEASIBILITY STUDY

RESOLVED: That a grant of £1,000 be awarded to Hertfordshire Highways from the 2010 - 2011 Discretionary Budget, as support funding towards the costs of the provision of a feasibility study to consider improving awareness of crossing points at Great Ashby Way j/w Whitehorse Lane, Great Ashby.

REASON FOR DECISION: To ensure that highways issues in the Southern Rural Areas are addressed effectively.
 Agreed   
77 GRANT APPLICATION - HIGHWAYS - GREAT ASHBY WAY J/W WHITEHORSE LANE, GREAT ASHBY - JUNCTION PROTECTION

RESOLVED:
That a grant of £3,675 be awarded to Hertfordshire Highways from the 2010 - 2011 Capital Visioning Budget, as support funding towards the costs of design/consultation and implementation of junction protection at Whitehorse Lane, Great Ashby.

REASON FOR DECISION: To ensure that highways issues in the Southern Rural Areas are addressed effectively.
 Agreed   
78 GRANT APPLICATION - HIGHWAYS - HILL ROAD AND MEADOW WAY, CODICOTE

RESOLVED:
That a grant of £7,125 be awarded to Hertfordshire Highways from the 2010 - 2011 Capital Visioning Budget, as support funding towards the costs of design and implementation of verge protection measures at Hill Road and Meadow Way, Codicote;

REASON FOR DECISION: To ensure that highways issues in the Southern Rural Areas are addressed effectively.
 Agreed   
79 GRANT APPLICATION - OFFLEY PRE-SCHOOL GROUP
Grant Application

RESOLVED: That a grant of £2,100 be awarded to Offley Pre-School Group from the 2010 - 2011 Discretionary Budget, as support funding towards the costs of enhancement of the Outside Garden Area.

REASON FOR DECISION: To improve services provided by local organisations and groups which are accessed by the community.
 Agreed   
80 GRANT APPLICATION - HERTS YOUNG CARERS GROUP

RESOLVED:

(1) That, pending the receipt of a satisfactory grant application, a grant of £500 be awarded, in principal, to the Herts Young Carers Group from the 2010 - 2011 Discretionary Budget, as support funding towards activities and events for the group;

(2) That the Herts Young Carers Group be advised that this Committee would be prepared to consider further applications for funding.

REASON FOR DECISION: To improve services provided by local organisations and groups which are accessed by the community.
 Agreed   
81 GRANT APPLICATION - WHITWELL ATHLETIC FOOTBALL CLUB
Grant Application

RESOLVED: That a grant of £250 be awarded to Whitwell Athletic Football Club from the 2010 - 2011 Discretionary Budget. As support funding towards refurbishment of the football pitch.

REASON FOR DECISION: To improve services provided by local organisations and groups which are accessed by the community.
 Agreed