Meeting documents

Southern Rural Committee
Thursday, 29th September, 2011 7.30 pm


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

PRESENT:	Councillor D.J. Barnard (Chairman), Councillor A. Bardett (Vice-Chairman), Councillor John Bishop, Councillor Tom Brindley, Councillor Tricia Cowley, Councillor Jane Gray, Councillor Cathryn Henry, Councillor D. Miller, Councillor Mrs C.P.A. Strong.
IN ATTENDANCE:	Stuart Izzard (Community Development Manager) Simon Young (Transport Policy 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
26	APOLOGIES FOR ABSENCE Apologies for absence were received from Councillor Lee Downie.	Noted
27	MINUTES Minutes RESOLVED: That the Minutes of the Meeting held on 28 July 2011 be approved as a true record of the proceedings and be signed by the Chairman.	Agreed
28	NOTIFICATION OF OTHER BUSINESS No other business was discussed at the meeting.	Noted
29	CHAIRMAN'S ANNOUNCEMENTS 1) The Chairman welcomed everyone to the meeting; (2) 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
30	PUBLIC PARTICIPATION - CODICOTE VILLAGE DAY Representatives from Codicote Village Day were unable to attend this meeting.	Noted
31	PUBLIC PARTICIPATION - KNEBWORTH TOWN TWINNING ASSOCIATION Councillor Alan Bardett informed Members that the Knebworth Town Twinning Association had been in operation for many years. That members of the Association were getting older and this was making it more difficult to raise funds. He asked that the Committee consider an increase in the Memorandum of Understanding to Â£300 per year.	Noted
32	PUBLIC PARTICIPATION - RURAL NEWSLETTER The Community Development Manager informed Members that the Rural Newsletter did not wish to renew its request for funding under the Memorandums of Understanding and therefore would not make a presentation to the Committee at this meeting.	Noted
33	PUBLIC PARTICIPATION - SCOOTS The Community Development Manager informed Members that the ScOOts AGM was being held this evening and therefore they had apologised and requested that they make a presentation to the next meeting of this Committee due to be held on 24 November 2011.	Noted
34	PUBLIC PARTICIPATION - CODICOTE TENNIS CLUB Peter Collins, a representative of the Codicote Tennis Club, thanked the Chairman for the opportunity to address the Committee. He gave a PowerPoint presentation which included the following: - Codicote Tennis Club had 3 courts; - Following an independent report commissioned advised that two courts would need resurfacing and partially reconstructing before the end of 2011; - The total cost to do this is Â£32,750.00; - The club provided sporting opportunities for all ages from 5 years old to over 70 years old; - Codicote Tennis Club was one of the most inclusive and accessed tennis clubs in Hertfordshire; - Junior membership had nearly doubled with over 60 under 18's; - All age groups and abilities were catered for; - Free weekly taster sessions were offered; - More than one hundred people had been involved in various activities and schemes to raise money, with over Â£6,000 being raised in the last 6 months; - Â£5,000 had been allocated from club savings; - Funding had already been secured from Codicote Parish Council and County Councillor Richard Thake; - Grant support would enable completion of the works in 2011 and ensure safe, top class, tennis facilities for the 175 village members. Members asked several questions including whether other organisations or activities had contributed to the fundraising and what would happen if the club were unable to achieve the target required to undertake the work. Mr Collins informed the Committee that the Sports and Social Club donated profits to the fundraising efforts and that, if the amount raised was insufficient to carry complete the work, then the Club would go to the Members for loans. The Chairman thanked Mr Collins for his presentation.	Noted
35	CHAMPION NEWS AND FINANCE REPORT Report Appendix 1 - Budget Sheets Appendix 2.1 - Highways Appendix 2.2 - Highways Contributions Appendix 3 - Work Programme Appendix 4 - Codicote Tennis Club Grant Application Appendix 5 - MOU Review Prior to the item being discussed Councillor Mrs C.P.A. Strong declared a personal interest in issues regarding Town Twinning Associations as she was a Member of the Hitchin Town Twinning Association. The Community Development Manager presented the report entitled Champion News and Finance Report and drew attention to the following: COMMUNITY DEVELOPMENT OFFICER - SOUTHERN RURAL He informed Members that Garry Gover (Community Development Officer - Southern Rural) had ceased working for NHDC on 1 August 2011. Other Members of the Community Development Team had successfully taken on his role and would continue to do so whilst vacancy control was in operation. Members agreed that the Committee formally thank Garry Gover for all of the work he had undertaken on behalf of the Committee and for the communities in the Southern Rural Area and wish him good luck for the future. They also agreed that the Community Development Manager and his team should be thanked for their work in covering the Southern Rural Area. PARISH & TOWN COUNCIL NETWORKING MEETING The Community Development Manager advised that applications for funding from the Rural Community Fund would be considered. Grant applications of up to Â£1,000 which linked in with the Sustainable Community Strategy and NHDC's priorities would be considered. PARISH COUNCIL SUPPORT - PLANNING CONTRIBUTION FUNDING The Community Development Manager advised that the Community Development Officers were assisting Parish Councils with potential projects that may be eligible for funds via received Planning Section 106/Unilateral Undertakings payments including: Codicote - Street Scene Project Graveley - Proposed works to bus shelter Wymondley - Proposed Bench Pirton - Projects (TBC) St Ippolyts - Projects (TBC) JMP HIGHWAYS SRAC WORK PROGRAMME The Community Development Manager advised that Hertfordshire Highways were requesting that agreed matched funding be released prior to work being undertaken. Members expressed concern that match funded projects may not be completed in accordance with the wishes of the Committee and felt that a meeting to discuss the situation would be useful. ST PAUL'S WALDEN - LAY-BY/PARKING ARRANGEMENTS FOR THE VILLAGE SCHOOL A meeting had been organised between the Parish Council, County Councillor, Hertfordshire Highways Officers and Community Development Manager to take place on 3 October 2011. FINANCE REPORT The Community Development Manager advised that the committee had Â£13,790 unallocated funds available in the discretionary Budget with a further Â£800 available in the Capital Visioning Budget. MEMORANDUMS OF UNDERSTANDING The Community Development Manager advised that payments under Memorandums of Understanding would be reduced by 7.1 percent each year. Members discussed the principals of granting Memorandums of Understanding and all felt that the sums involved were relatively small and therefore would not have a major effect on the organisations receiving funding in this way. They believed that it would be more beneficial for clubs and organisations to apply for grant funding for specific events. They agreed that all proposed funding for future Memorandums of Understanding should be ceased and the clubs and organisations affected be encouraged to apply for grant funding for specific projects or events. 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 formally thank Garry Gover (Community Development Officer) for all of the work he has undertaken on behalf of the Committee and for the communities in the Southern Rural Area and wish him good luck for the future; (4) That the Southern Rural Committee formally thank the Community Development Manager and his team for their work undertaken in the Southern Rural Area; (5) That the Transport Policy officer be requested to arrange a meeting with the Portfolio Holder for Planning, Transport and Enterprise, the Chairman of this Committee, the Vice-Chairman of this Committee, the County Councillor and Community Development Manager to discuss the timing of release of match funding monies for Highways projects; (6) That the Community Development Manager be requested to delay payment of matched funding for Highways projects until after the meeting described in (5) above; (7) That all proposed funding for future Memorandums of Understanding be ceased; (8) That the Community Development Manager be requested to contact organisations previously in receipt of funding under Memorandums of Understanding to advise that grant applications for specific projects would be welcomed. 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, Transport Policy Officer
36	GRANT APPLICATION - CODICOTE TENNIS CLUB Members considered that the grant of Â£1,250 be granted, but that, as a condition of the funding, the club be requested to display a "Supported by NHDC" plaque RESOLVED: (1) That grant funding of Â£1,250 be awarded to Codicote Tennis Club from the 2011 - 2012 Discretionary Budget towards the cost of resurfacing of tennis courts; (2) That the funding detailed in (1) above be conditional on the Codicote Tennis Club displaying a "supported by NHDC" plaque. REASON FOR DECISION: To improve services provided by local organisations and groups which are accessed by the community.	Agreed	Community Development Manager
37	KNEBWORTH PARKING REVIEW Report Appendix 1 The Transport Policy Officer presented the report of the Strategic Director of Planning, Housing and Enterprise regarding the Knebworth Parking Review. He informed Members that consideration of parking in Knebworth had been in two areas these being St Martins Road Car Park and wider Village parking. He advised that it was hoped that the ticket machines would be installed in the car park in the near future and drew attention to Appendix 1 of the report which detailed the results of the consultation. Members noted the support and time given to trying to solve the problems of parking in Knebworth by the Knebworth Parking Improvement Group (KPIG) and Mr Mike Moult. They acknowledged that the measures were needed in order to help resolve the parking issues, but were concerned that adequate enforcement would take place. They were concerned that retailers and staff working in local shops would be catered for, questioned the use of the land owned by Network Rail and asked whether NHDC could encourage Network Rail to take action regarding this area of land. The Portfolio Holder for Planning, Transport and Enterprise informed Members that Knebworth would be patrolled for enforcement issues, that the increased turnover in the car park should lead to increased vitality in the village and that it was proposed to sell some long stay permits to business. The Transport Policy Officer informed Members that he had met with Network Rail and would keep in contact with them. It had been identified that it was difficult to inform people of the results options and he suggested that an open day with an exhibition in the village would help inform people of the schemes and the effect on the whole village. It would also highlight problems that may occur if no action was taken, particularly in areas not presently affected by parking issues. The Chairman invited Mr Moult to contribute to the discussion. Mr Moult informed Members that Network Rail provided 53 spaces at the station, however the Network Rail car park at Stevenage was being refurbished and would be closed for one year which had caused increased pressure on the parking situation at Knebworth, although the car park was not full every day as people parked on the roads in the area. RESOLVED: (1) That the Southern Rural Committee thanks Knebworth Parking Improvement Group (KPIG) and Mr Mike Moult for the work undertaken and time given to the issues regarding parking in Knebworth; (2) That the proposed way forward as detailed in the report entitled Knebworth Parking Review be agreed; (3) That the proposed public exhibition to demonstrate options on a wider area basis be supported; (4) That the Transport Policy officer be requested to provide regular updates to this Committee regarding the Knebworth Parking Review. REASON FOR DECISION: To enable the Southern Rural Committee to contribute towards the Knebworth Parking Review.	Agreed	Transport Policy Officer