Meeting documents

Southern Rural Committee
Thursday, 26th July, 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 Sal Jarvis and Councillor Mrs C.P.A. Strong. NB Councillor Tom Brindley arrived at 7.50 p.m.
IN ATTENDANCE:	Mary Caldwell (Development and Conservation Manager), Margaret Bracey (Community Development Officer) and Hilary Dineen (Committee and Member Services Officer).
ALSO PRESENT:	County Councillor Nigel Brook, County Councillor A.F. Hunter, County Councillor Richard Thake and 1 member of the public.

Item	Description/Resolution	Status	Action
PART I
21	APOLOGIES FOR ABSENCE Apologies for absence were received from Councillors Alan Bardett, Tricia Cowley, Jane Gray and David Miller . Councillor Tom Brindley had given apologies that he would arrive late to the meeting.	Noted
22	MINUTES Minutes RESOLVED: That the Minutes of the Meeting held on 7 June 2012 be approved as a true record of the proceedings and be signed by the Chairman.	Agreed
23	NOTIFICATION OF OTHER BUSINESS The Chairman advised that County Councillors Brook, Hunter and Thake were at the meeting and therefore, as part of Public Participation, he would lead a debate regarding the future of referrals and funding for Highways Issues.	Agreed
24	CHAIRMAN'S ANNOUNCEMENTS (1) The Chairman welcomed everyone to the meeting, particularly County Councillors Nigel Brook, A.F. Hunter and Richard Thake whom he thanked for attending; (2) The Chairman advised that he had agreed that a grant request from Waste Not Want Not could be considered and that the urgency for this was that the project needed to commence before the next meeting of this Committee; (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 Disclosable Pecuniary interest, Other Pecuniary interest or Non-Pecuniary 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 either an Other Pecuniary interest, or a Non-Pecuniary interest which requires they leave the room under Paragraph 16.3 of the Code of Conduct, can speak on the item, but must leave the room before the debate and vote.	Noted
25	PUBLIC PARTICIPATION - PETITION REGARDING VEHICLE CROSSOVER AT 98 GRIMSTONE ROAD, LITTLE WYMONDLEY Councillor Sal Jarvis, acting as Councillor Advocate, presented a petition containing 42 signatures regarding the refusal of a vehicle crossover by Hertfordshire Highways at 98 Grimstone Road, Little Wymondley. She advised that, to her knowledge, North Herts Homes and Adult Care Services had agreed to support a parking bay at the address. Hertfordshire Highways appear to have originally agreed to the proposal, but then changed their decision and were now refusing a vehicle crossover to allow use of the parking bay. She asked that the Committee support a representation to Hertfordshire Highways requesting that they further consider and grant the request for a vehicle crossover. Members asked County Councillor Thake to investigate the matter and take it forward to Herts Highways. County Councillor Richard Thake agreed, on receipt of a formal request from the Committee, to look into the matter, providing he was furnished with sight of all relevant documents and records of any phone conversations that had taken place. RESOLVED: (1) That the petition containing 42 signatures regarding the refusal of a vehicle crossover at 98 Grimstone Road, Little Wymondley be received; (2) That the Committee and Member Services Officer be requested to write, on behalf of the Southern Rural Committee, to County Councillor Richard Thake to request that he investigate the circumstances regarding the refusal of a vehicle crossover at 98 Grimstone Road, Little Wymondley and advise the Committee of his findings. REASON FOR DECISION: To ensure that issues contained in the petition are investigated.	Agreed
26	PUBLIC PARTICIPATION - THE FUTURE OF REFERALS AND FUNDING REGARDING HIGHWAYS ISSUES The Chairman informed the Committee that the aim of the discussion would be to find a common way forward regarding referrals and funding for Highways issues and advised that the Southern Rural may match fund certain projects. County Councillor Brook advised that the amount of Locality Budgets was quite small and that he was currently in the process of liaising with Parish Councils to see what projects they would wish to be considered. County Councillor Thake informed the Committee that he would put Â£15,000 aside to fund proposals from the Southern Rural Committee. County Councillor Hunter advised that he would accept suggestions for schemes from Parish Councils, however noted the value of Southern Rural Member input and the potential for matched funding. Members acknowledged that the process for getting a highways scheme approved and funded took between 9 and 12 months and considered that it would be helpful to have a timeline in order to be clear about when projects should be submitted. They expressed concern that unless there was a cohesive methodology potential schemes may not be considered. An annual timetable was proposed as follows: March County Councillors are invited to attend the Southern Rural Committee. Potential schemes suggested by Parish Councils and Members are submitted to the Southern Rural Committee. April/May Potential schemes supported by County Councillors are submitted to Herts Highways for assessment of viability and cost. June/July Potential schemes, together with information from Hertfordshire Highways are considered by the Southern Rural Committee for support and possible matched funding. Sept/Oct County Councillors approve or reject schemes and advise the Southern Rural Committee of their decision. March Implementation list is circulated to the Southern Rural Committee. The Chairman thanked County Councillors Brook, Hunter and Thake for attending the meeting and taking part in the discussion. RESOLVED: (1) County Councillor Thake be thanked for the opportunity for the Southern Rural Committee to suggest schemes which could be funded from his 2013/14 Locality Budget up to Â£15,000 phase two funding; (2) That Members of the Committee be requested to advise of any potential Highways Schemes to the next meeting of this Committee due to be held on 27 September 2012; (3) That County Councillors be invited to attend the Southern Rural Committee in March annually, at which time potential Highways Schemes and matched funding for the following financial year can be considered; (4) That the Committee and Member Services Officer be requested to prepare a document outlining the proposed annual timetable regarding Highways Schemes and circulate it to all Members of the Southern Rural Committee and County Councillor Brook, Hunter and Thake. REASON FOR DECISION: To ensure regular and effective communication between the Southern Rural Committee and Hertfordshire County Councillors regarding Highways Issues.	Agreed	Community Development Manager
27	SECTION 106 AGREEMENT AND UNILATERAL UNDERTAKINGS Report Appendix 1 Appendix 1.1 The Development and Conservation Manager presented the report regarding Section 106 Agreements and Unilateral Undertakings and advised that the report consisted of District Council Contributions which was laid out parish by parish. She informed Members that it had been a successful year for some parishes and gave examples of Kimpton, where Â£2,000 had been spent on play equipment and Codicote where Â£2,500 had been spent on an external fitness trail. She continued to work hard with parishes to identify potential schemes that could receive funding through Section 106/Unilateral Undertakings. The Development and Conservation Manager reminded Members that any potential scheme had to be a capital project which benefited residents of a new development, was consistent with the Council's priorities and met the statutory tests as laid out at Paragraph 3.2 of the report also any agreed funding could only be released on production of an invoice. She suggested that one project that met these requirements was improvement of facilities Hitchin Swim Centre and that contributions from any development within 20 minutes drive be put towards this. She drew attention to Paragraph 3.5 of the report which detailed the transition to Community Infrastructure Levy (CIL) and the pooling arrangements that would apply. County Contributions had not been presented in the report as this Council had no control regarding how this was spent, however she would be happy to provide this to any Member who requested it. Members expressed concern that Section 106 funding generated from development in villages and intended for mitigation of those developments would be spent in a town when there were projects within the villages that the money could be used for. They were also disturbed that any funding could be allocated by Service Managers without consultation with the Parish Councils or the Ward Member(s) for the area where that funding was generated. The Development and Conservation Manager advised that Ward Member(s) would be consulted in future regarding spending of this money, although it should be noted that relevant Parishes had not identified any project on which this money could be spent and that any project which would be completed before the Swim Centre would be considered. Members acknowledged the work undertaken by the Development and Conservation Manager in visiting Parishes and explaining the funding available and felt that Members needed to be more proactive in advising Parish Councils and other groups of the funding available. RESOLVED: (1) That the report regarding Section 106 Agreements and Unilateral Undertakings be noted; (2) That a report regarding Section 106 Agreements and Unilateral Undertakings be presented on an annual basis; (3) That the Head of Policy and Community Services be requested to place Section 106 and Unilateral Undertaking Funding on the agenda for the Town and Parish Councils Conference; (4) That Ward Members of the area where Section 106 or Unilateral Undertaking funding is generated be consulted prior to allocation of funds to any project; (5) That Ward 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; (6) That the Development and Conservation Manager be thanked for her hard work regarding the collection and spending of Section 106 Agreement and Unilateral Undertaking contributions; (7) That the great strides made in identifying projects to receive funding through Section 106 or Unilateral Undertakings be recognised; (8) That the Development and Conservation Manager be requested to further consult with Ward Members of the area where funding was generated and the Southern Rural Committee regarding the proposal to allocated funds to Hitchin Swim Centre. REASON FOR DECISION: (1) To ensure a robust system for negotiating and managing Section 106/Unilateral Undertakings; (2) To ensure that Section 106 and Unilateral Undertakings are kept under constant review and the associated risk are managed in an appropriate manner.	Agreed	Community Development Manager, Development & Conservation Manager
28	CHAMPION NEWS AND FINANCE REPORT Report Appendix 1 - Budgets Appendix 2 - Work Programme The Community Development Officer presented the report of the Head of Policy and Community Services entitled Champion News and Finance Report and drew attention to the following: OTHER SUPPORT TO PARISH COUNCILS/RURAL BASED GROUPS AND INITIATIVES Members expressed concern that Ward Members were not aware of projects in Pirton and Wymondley and that there was appropriate local advertising regarding events. BUDGETS The Chairman reminded Members that Â£850 had previously been allocated to Anti Fly-Tipping Measures and proposed that Â£250 of this be spent on purchasing dummy cameras. 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 grant funding of Â£250 be awarded from the Anti Fly-Tipping Budget towards the purchase of dummy cameras. 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
29	GRANT APPLICATION - WASTE NOT WANT NOT Councillor Tom Brindley informed Members that Waste Not Want Not was a charitable organisation which worked with a variety of people to grow plants and sell them on markets stalls. They currently operated from a field in Rabley Heath but had to move from this location. A piece of derelict land had been identified a potential place to move however an access path was required to enable the land to be surveyed for it's suitability. The group was seeking Â£250 to help pay for the access path. RESOLVED: That grant funding of Â£250 be awarded from the 2012 - 13 Discretionary Budget to Waste No Want Not towards the costs of providing an access path an area of land to assess it's suitability for future use by the group. REASON FOR DECISION: To improve services provided by local organisations and groups which are accessed by the community.	Agreed	Community Development Manager
30	GRANT APPLICATION - WHEELS MOBILE YOUTH PROJECT RESOLVED: That grant funding of Â£1,075 be awarded from the 2012 - 13 Discretionary Budget to Wheels Mobile Youth Project towards the cost of visiting Codicote and Wymondley during the Summer 2012 school holidays. REASON FOR DECISION: To improve services provided by local organisations and groups which are accessed by the community.	Agreed	Community Development Manager
31	GRANT APPLICATION - POTENTIAL CAR PARKING AREA - KNEBWORTH RESOLVED: (1) That grant funding of Â£2,000 be awarded from the 2012 - 13 Discretionary Budget towards the costs of a feasibility study to consider provision of a car parking area outside of the Redemption House Church Offices, Knebworth; (2) That the feasibility study detailed in (1) above be considered by this Committee. REASON FOR DECISION: To improve services provided to the community.	Agreed	Community Development Manager