Meeting documents

Southern Rural Committee
Thursday, 7th February, 2013 7.30 pm


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

PRESENT:	Councillor D.J. Barnard (Chairman), Councillor Alan Bardett, Councillor Faye Barnard, Councillor John Bishop, Councillor Tom Brindley, Councillor Jane Gray and Councillor Mrs C.P.A. Strong.
IN ATTENDANCE:	Stuart Izzard - Community Development Manager Margaret Bracey - Community Development Officer Nigel Schofield - Committee and Member Services Officer.
ALSO PRESENT:	At the commencement of the meeting seven members of the public.

Item	Description/Resolution	Status	Action
PART I
56	APOLOGIES FOR ABSENCE Apologies for absence were received from Councillors: Tricia Cowley, Cathryn Henry and Sal Jarvis.	Noted
57	MINUTES Minutes RESOLVED: That the Minutes of the Meeting held on 29 November 2012 be approved as a true record of the proceedings and be signed by the Chairman.	Agreed
58	NOTIFICATION OF OTHER BUSINESS There were no items of other business.	Noted
59	CHAIRMAN'S ANNOUNCEMENTS (1)The Chairman welcomed everyone to the meeting and to those speaking at Public Participation; (2)Members are reminded 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
60	PUBLIC PARTICIPATION - CIRCLES COMMUNITY CAFE Owen Smith, Linda Elberts and Andy Brockhurst thanked the Chairman for the opportunity to address the Committee on this important issue for the residents of Great Ashby and advised that there would be a PowerPoint presentation. As part of the final completion of the Great Ashby Community Centre the Circles CafÃ© Bar was ready for operation and was expected to be an integral part of the Great Ashby Community Centre and of benefit to local residents and visitors. Mr Smith advised the Committee that the Circles CafÃ© would provide a professional, welcoming and friendly continental style cafÃ© bar. Mr Smith confirmed that should there be any operational surplus it would used for the benefit of Great Ashby and the wider community and/or reinvested in the enhancement of the cafÃ©. The Committee noted that all the cafÃ© equipment and furniture would be owned by the Great Ashby Community Centre Management Association but branded as â€˜Circles', supplies and consumables would be bought by Circles and staff would be employed by Circles with opening hours of 7.30 a.m. to between 4 p.m. and 5 p.m. Monday to Friday and Saturday mornings. It was hoped that North Herts College might be involved with the day to day operation of the cafÃ©. The Circles CafÃ© would also be available for hire by private party using the Community Centre. Mr Smith then outlined the expected income and expenditure for Circles in the next four years with a projected profit in 2014- 2015 and that grant funding would allow the cafÃ© to open. The set up costs were estimated at approximately Â£24,000 with grants amounting to Â£18,000 leaving a shortfall of Â£6,000 plus Herts County Councillor Locality budget grants of Â£800 towards capital items (total of Â£2,800). Mr Smith concluded the presentation with a request that the Southern Rural Committee would give due consideration to a grant funding of Â£5,000 to match the application made to the Rural Grants Fund. In response to a question Mr Smith advised that with regard to staffing of the cafÃ© there would be one experienced manager with assistance from two volunteers and Mr Smith would be pleased to invite the Southern Rural Committee to the opening of the Circles CafÃ©. The Chairman thanked the three presenters and on behalf of the Committee wished every success to the Circles CafÃ©. RESOLVED: (1)That Owen Smith, Linda Elberts and Andy Brockhurst be thanked for the presentation; (2)That a decision on the Grant Application be made at Agenda Item 6.	Noted
61	PUBLIC PARTICIPATION - KNEBWORTH PARK CRICKET CLUB Mr Paul Mather and Mr Kevin Orchard thanked the Chairman for the opportunity to address the Committee and Mr Mather confirmed that he was the current Chairman of Knebworth Park Cricket Club. Mr Mather advised that the Cricket club was founded in 1871 and since 1920 had played cricket at the front of Knebworth House. The Club had the largest junior section in Hertfordshire with 16 qualified coaches and the club was beginning to be too large for the site. Due to the need for Knebworth House to expand its commercial activities the Cricket club were given notice to move to another location in Knebworth Park covering some 17 acres of land. Mr Mather confirmed that Knebworth House had been very helpful in all matters concerning the move to a new site and that leases had been signed and a pre - application had been submitted to the Local Planning Authority. The layout of groundworks and land surveys had been funded and that the English Cricket Board and Hertfordshire Cricket Board and other sporting bodies and charities such as the Lords Taverners had expressed very strong support for the project but these many offers of financial support would only come to fruition once the planning application had been granted permission for the clubhouse and three pitches on the new cricket square. Mr Mather stated that there was no county ground in Hertfordshire and that the new square would be able to host senior games to minor counties standard. All costs to date had been funded by the Cricket Club and Mr Mather confirmed that Hertfordshire Cricket Board would provide an interest free loan to the Cricket Club if all the costs were not covered. Mr Mather stated that the Cricket Club would be pleased to receive support from the Committee and a Grant Application was presented at Appendix 4 to Agenda Item 6. In response to a question Mr Mather confirmed that membership came from the local area including Letchworth Garden City and Stevenage. A Member enquired if any support had been provided by Knebworth Parish Council and that there should be an opportunity to access under planning decisions funds from Unilateral Undertakings and Section 106 Agreements and whether Herts County Councillors had been approached as a source of funding from Locality Budgets. Another member enquired about car parking provision and Mr Orchard advised that there would be 60 spaces for players and supporters. It was also confirmed that sports development was allowed within the Green Belt. The Chairman thanked Mr Mather and Mr Orchard for the presentation and it was clear that the Committee were in full support of this project and wished every success to Knebworth Park Cricket Club in their move to a new site in Knebworth Park. RESOLVED: (1)That Messrs Paul Mather and Kevin Orchard be thanked for the presentation; (2)That a decision on the Grant Application be made at Agenda Item 6.	Noted
62	PUBLIC PARTICIPATION - HERTFORDSHIRE POLICE Inspector Daniel Lawrence of Hertfordshire Police thanked the Chairman for the opportunity to address the Committee and advised that he was the newly appointed rural police inspector that matched most of the area covered by the Southern Rural Area Committee. Inspector Lawrence advised the Committee that in order to provide improved and effective policing in this rural area the need for an All Terrain Vehicle (ATV) had become very apparent and that the use of such a vehicle in East Hertfordshire had been very effective. The proposed vehicle was not a quad bike as such but had four wheels and could carry two persons if necessary, much time was saved, the search for missing persons was vastly improved by using such a vehicle and apprehending scrap metal thieves had net with considerable success. The vehicle would not be used as an emergency vehicle but would have blue flashing lights and was for the protection as well as protection for the Community. Inspector Lawrence stated that four policemen would be trained to use the ATV before 1 April 2013 which would be licensed as an on road vehicle at the DVLA. The capital cost would be met by Hertfordshire Police and the training, equipment and operating costs had to be met from other sources which was reflected in the grant application presented at Appendix 5 at Agenda Item 6. In response to several questions Inspector Lawrence advised that revenue from policing pop festivals and concerts would be used towards the operational costs, that the ATV would be used in monitoring hare coursing but would only use farm track and permitted routes and not move directly across fields to avoid damage to the crop or seed beds. Inspector Lawrence confirmed that contact with gamekeepers was via NHDC Enforcement Officers. The Committee noted that if the ATV was purchased it would be based in Hitchin and either driven to an incident or taken on a trailer and that if an ATV was bought then one of the eight vehicles would be allocated elsewhere in Hertfordshire. The Inspector also advised the Committee that if the identified costs in the Grant Application were not met then the ATV would be allocated to the Buntingford Area. The Chairman thanked Inspector Lawrence for the presentation and that the Committee would discus the grant application at Agenda Item 6. RESOLVED: (1)That Inspector Daniel Lawrence be thanked for the presentation; (2)That a decision on the Grant Application be made at Agenda Item 6.	Noted
63	CHAMPION NEWS AND FINANCE REPORT Report Appendix 1 - Budgets Appendix 2 - Work Programme Appendix 3 - Grant Application - Circles Community Cafe Appendix 4 - Grant Application - Knebworth Park Cricket Club Appendix 5 - Grant Application - Herts Police Appendix 6 - Grant Application - Pirton Village Hall Appendix 7 - Grant Application - Great Ashby Community Council Appendix 8 - Grant Application - Lilley Parish Council Appendix 9 - Grant Application - Lilley Parish Council The Community Development Manager (CDM) presented the report of the Head of Policy and Community Services entitled Champion News and Finance Report. The CDM advised the Committee of the current status of unallocated budgets (Paragraphs 7.3, 7.4 and 7.5) as: Development Budget - Â£7,634; Memorandum of Understanding Budget - Â£5,790 and Ward Member Budget of Â£4,150. The CDM next referred the Committee to Appendix 1 which gave more precise detail of the sums within each budget heading. The CDM next referred the Committee to Paragraph 8.9 and confirmed that 27 separate grants had been awarded on 22 January 2013 and that the awards in the Southern Rural Area would be advised to Members as soon as possible. The Chairman proposed and it was agreed that some form of publicity concerning the grants was desirable, including presentations by recipients to the Committee and a photo opportunity with Councillors. A Member queried why rural grants were not allocated by rural Councillors and the CDM advised that this proposition had been discussed at the Overview and Scrutiny Task and Finish Group - Grants who met on 7 February 2013 and this point and other points raised would be discussed soon. A Member advised the Committee that he had received a categorical assurance from Hertfordshire Highways that monies totalling Â£7,000 allocated to highway schemes were not required as a contribution from the Southern Rural Committee. Consequently the Member proposed and it was agreed that this Â£7,000 should be re-allocated to other highway schemes in the Southern Rural Area. The Member proposed that a scheme for attention could be the request for restricted parking bays outside the Cost Cutters retail outlet in Codicote High Street and that Hertfordshire highways had confirmed a total cost of Â£3,000 including the Traffic Regulation Order and that the Cost Cutter manager had confirmed a contribution of Â£500. Following a short discussion the Committee agreed to this proposal. The Chairman thanked the Community Development Manager for the clarification of the Grants disbursement and remaining balances and the Committee moved to determine the eight grant applications (Minutes 64 to 71 refer). The CDM advised the Committee that the grant application from the Great Ashby Community Council had been withdrawn to allow further discussions between officers and the applicant. 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 previously allocated funds towards the Joint Member Panel Highway schemes totalling Â£7,000 be re - allocated for assignment by the Committee to other highway schemes in the Southern Rural Area; (4)That the Community Development Manager be requested to make the necessary arrangements to assign the sum of Â£2,500 towards the costs of providing restricted parking bays at Cost Cutters in Codicote High Street with the proviso that Cost Cutters provide an additional Â£500 towards the costs; (5)That the Community Development Manager be requested to contact Hertfordshire Highways to arrange for the restricted parking bays to be implemented as soon as possible at Cost Cutters in Codicote High Street; (6)That the sum of Â£48,000 awarded to 27 separate grant applications under the 2012-2013 Rural Grants Programme approved by the Member Panel on 22 January 2013 be noted and that the Community Development Manager be requested to advise the Committee of the grants made in the Southern Rural Area following the formal sign off under delegated powers by the Portfolio Holder for Community Engagement and Rural Affairs, Cllr Mrs Tricia Cowley. 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
64	GRANT APPLICATION - CIRCLES COMMUNITY CAFE RESOLVED: That grant funding of Â£5,000 be awarded from the Memorandum of Understanding Budget to Circles Community Cafe as a contribution towards the costs of fitting out the CafÃ© and initial operation costs. REASON FOR DECISION: To improve services provided by local organisations and groups which are accessed by the community.	Agreed	Community Development Manager
65	GRANT APPLICATION - KNEBWORTH PARK CRICKET CLUB RESOLVED: That grant funding of Â£5,000 be awarded from the Discretionary Budget to Knebworth Park Cricket Club as a contribution towards the costs of undertaking feasibility studies regarding the proposed new venue and clubhouse. REASON FOR DECISION: To improve services provided by local organisations and groups which are accessed by the community.	Agreed	Community Development Manager
66	GRANT APPLICATION - HERTFORDSHIRE POLICE RESOLVED: That grant funding of Â£1,500 be awarded from the Discretionary Budget to Hertfordshire Police as a contribution towards training, equipment and operational costs for an all terrain vehicle for use in the Southern Rural area. REASON FOR DECISION: To improve services provided by Hertfordshire Police to the community in the Southern Rural Area.	Agreed	Community Development Manager
67	GRANT APPLICATION - PIRTON VILLAGE HALL RESOLVED: That grant funding of Â£1,000 be awarded from the Parish & Community Projects Uncommitted Budget and Â£500 from the Hitchwood, Offa and Hoo Ward Member Budget (Cllr Mrs C.P.A. Strong) to Pirton Village Hall as a contribution towards the costs of renewing perimeter fencing. REASON FOR DECISION: To improve services provided by local organisations and groups which are accessed by the community.	Agreed	Community Development Manager
68	GRANT APPLICATION - GREAT ASHBY COMMUNITY COUNCIL The Chairman advised that this grant application had been withdrawn to allow further discussions between officers and the applicant.	Noted	Community Development Manager
69	GRANT APPLICATION - LILLEY PARISH COUNCIL RESOLVED: That grant funding of Â£500 be awarded from the Youth Activities - Uncommitted Budget and Â£340 from the Hitchwood, Offa and Hoo Ward Member Budget (Cllr Ms F Barnard) to Lilley Parish Council as a contribution towards the costs of renovating the outdoor Children's Play Area. REASON FOR DECISION: To improve services provided by local organisations and groups which are accessed by the community.	Agreed	Community Development Manager
70	GRANT APPLICATION - LILLEY PARISH COUNCIL RESOLVED: That grant funding of Â£295 be awarded from the Hitchwood, Offa and Hoo Ward Budget (Cllr D.J. Barnard) to Lilley Parish Council as a contribution towards the costs of creating a Jubilee Hedge and a Tree Planting Scheme adjacent to the outdoor Children's Play Area. REASON FOR DECISION: To improve services provided by local organisations and groups which are accessed by the community.	Agreed	Community Development Manager
71	GRANT APPLICATION - OFFLEY PARISH COUNCIL RESOLVED: That a decision on this grant application be deferred to allow further discussions between the applicant and the Community Development Manager.	Agreed	Community Development Manager