| Time: | 7.30pm | Place: | Committee Room 1, Council Offices, Gernon Road, Letchworth Garden City |
| PRESENT: | Councillor D.J. Barnard (Chairman), Councillor Tricia Cowley, Councillor Faye S Frost, Councillor Jane Gray, Councillor Steve Hemingway, Councillor Sal Jarvis and Councillor Mrs C.P.A. Strong. |
| IN ATTENDANCE: | Liz Green (Head of Policy and Community Services), Stuart Izzard (Community Development Manager) and Hilary Dineen (Committee and Member Services Officer). |
| ALSO PRESENT: | At the commencement of the meeting Sergeant Guy Westwood (Hertfordshire Constabulary) and 6 members of the public. |
| Meeting attachment |
Agenda Front Pages |
| Item | Description/Resolution | Status | Action | |
| PART I | ||||
| 22 |
APOLOGIES FOR ABSENCE Apologies for absence were received from Councillors Alan Bardett, John Bishop and Cathryn Henry. |
Noted | ||
| 23 |
MINUTES Minutes RESOLVED: That the Minutes of the Meeting held on 19 June 2014 be approved as a true record of the proceedings and be signed by the Chairman. |
Agreed | ||
| 24 |
NOTIFICATION OF OTHER BUSINESS There were no notifications of other business. |
Noted | ||
| 25 |
CHAIRMAN'S ANNOUNCEMENTS (1) The Chairman welcomed everyone to the meeting, particularly those giving a presentation; (2) The Chairman advised that, to allow the Police Officer to return to duty as soon as possible, He would take Item 6 - Hertfordshire Constabulary, prior to Item 5 - Public Participation. (3) The Chairman advised Members that the East and North Herts Clinical Commissioning Group had announces that some important service changes were underway at the QEll Hospital in Welwyn Garden City, including the closure of the A&E department. Members had been provided with the letter giving full details of the changes and further sources of information. (4) Members were 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 or Declarable 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 a Declarable Interest which requires they leave the room under Paragraph 7.4 of the Code of Conduct, can speak on the item, but must leave the room before the debate and vote. |
Noted | ||
| 26 |
PUBLIC PARTICIPATION - JOHN CLEMENTS CENTRE Jim Park and John West, Trustees of the John Clements Centre, thanked the Chairman for the opportunity to address the Committee and gave a verbal presentation regarding the application for grant funding. Mr Park started the presentation as follows: - John Clements was a teacher who died in April 1976 and was posthumously awarded the George Cross for saving children from a hotel fire in Italy; - Membership of the Codicote Sports Centre had grown from 100 to over 500 including: 6 youth football teams 2 women's football teams 180 tennis players; - There were 3 newly refurbished tennis courts; - Other sports included cricket and table tennis; - Currently members and visitors were using an unsuitable portacabin; - Planning permission had been granted; - Funding had been secured from NHDC although this was time limited and unfortunately the time limit expired; - The current scheme was for a larger, higher sports hall with changing areas and a coffee area; - A large amount of funding had already been secured; - The grant application was for funding support towards the kitchen, bar, patio etc. Mr West informed Members that Codicote was a great place to live due to the great schools and great sports club. He stated that he would be looking at sustainability of the project and to achieve this would need a business with good customer relations, good facilities and equipment and to achieve this, additional capital. Members expressed thanks to Mr Park and Mr Weeks for their hard work over the years to get the sports centre built. The Chairman thanked Mr Park and Mr West for their presentation. |
Noted | ||
| 27 |
PUBLIC PARTICIPATION - OFFLEY PARISH COUNCIL The representative of Offley Parish Council due to give a presentation did not attend the meeting. |
Noted | ||
| 28 |
PUBLIC PARTICIPATION - WYMONDLEY PARISH COUNCIL Gill Seller, Chairman of Wymondley Parish Council, thanked the Chairman for the opportunity to address the Committee and gave a verbal presentation regarding the application for grant funding. Mr Seller informed Members that the Parish of Wymondley included two villages and 3 hamlets and that funding was being sought towards the cost of providing a new village sign for Great Wymondley which would feature the unusual church and cottages in the village. The Chairman thanked Mr Seller for his presentation. |
Noted | ||
| 29 |
PUBLIC PARTICIPATION - GREAT ASHBY YOUTH CLUB Neil Williams, Administrator and Child Protection Officer for Great Ashby Youth Club, thanked the Chairman for the opportunity to address the Committee and gave a verbal presentation regarding the application for grant funding as follows: - The Youth Club operated every Friday during term time; - Young people paid £1 per session; - Great Ashby Community Council paid half of the cost of rent; - Mr Williams donated £440 per year; - This was a sustainable club which was originally supported by Pro Action; - The equipment was inherited from the previous youth club. Mr Williams concluded by advising that grant funding was being sought to help with the cost of additional netting to contain sports activities and activity books. The Chairman thanked Mr Williams for his presentation. |
Noted | ||
| 30 |
PUBLIC PARTICIPATION - FURNITURE LINK Ann Taylor of Furniture Link thanked the Chairman for the opportunity to address the Committee and gave a verbal presentation regarding the application for grant funding. Ms Taylor informed Members that Furniture Link was set up in 1992 to provide low cost furniture and operated across all of North Herts. Donations were collected by van and displayed in the Letchworth showroom, once purchase the items of furniture could then be delivered. During 2013/14 Furniture Link undertook 186 deliveries of which 46 percent were in Letchworth, 17 percent in Hitchin, 12 percent in Baldock 5 percent in Royston and 20 percent in other areas. Ninety five percent of these sales were to people on benefits who received discounted prices. Ms Taylor advised that Furniture Link's current van was 15 years old and nearing the end of its useful life and they wished to purchase a good quality low mileage second hand van with a tail lift for approximately £14,000. They had so far received £12,200 in funding from other organisations and were asking all NHDC Area Committees to contribute. The Chairman thanked Ms Taylor for her presentation. |
Noted | ||
| 31 |
HERTFORDSHIRE CONSTABULARY Sergeant Guy Westwood, Hertfordshire Constabulary, thanked the Chairman for the opportunity to address the Committee and gave a presentation which detailed crime statistics and changes within Hertfordshire Constabulary. PERSONNEL CHANGES Sergeant Westwood informed Members that there had been a number of personnel changes with Chief Inspector Julie Wheatley, Detective Inspector Linda Coates and Inspector Duncan Sales joining the team. The sergeants covering North Herts were Guy Westwood (Hitchin and Hitchin Rural), Steve Oliphant (Royston) and Simon Turner (Letchworth and Baldock). NATIONAL CRIME RECORDING STANDARDS (NCRS) Sergeant Turner advised that, under the National Crime Recording Standards, crime the method of recording outcomes had changed. In the past detections were recorded, there were now 18 stated outcomes which must be used as follows: i. Person charged; ii. Youth offender caution; iii. Adult caution; iv. Offences taken into consideration; v. Offender died; vi. Penalty notice issued; vii. Cannabis warning; viii. Community resolution for instance restorative justice; ix. Prosecution not in the public interest; x. Formal action not in the public interest; xi. Prosecution is prevented for instance the offender is below the age of criminal responsibility; xii. Prosecution is prevented due to physical or mental illness; xiii. Witness died or is too ill to give evidence; xiv. Witness not willing to support prosecution; xv. Named suspect identified, but evidence doesn't support action; xvi. Evidential difficulties - Victim based for instance the witness withdraws their statement; xvii. Prosecution time limit expired; xviii. Suspect not identified. As a result of this it would be difficult to compare crime figures for next year with those of this year. CRIME STATISTICS Sergeant Westwood presented crime statistics as follows: 2013/14 CRIME STATISTICS Theft from Shop - 173 All Burglary - 166 Robbery - 12 Criminal Damage - Vehicles - 99 Criminal Damage - Dwelling - 53 Criminal Damage - Non Dwelling - 42 Criminal Damage Other - 68 Theft from Car - 88 Making Off Without Payment - 64 2014/15 CRIME STATISTICS Theft from Shop - 166 All Burglary - 172 Robbery - 16 Criminal Damage - Vehicles - 14 Criminal Damage - Dwelling - 45 Criminal Damage - Non Dwelling - 29 Criminal Damage Other - 35 Theft from Car - 115 Making Off Without Payment - 58 Members queried action was taken regarding illegal traveller sites, which generally occurred in rural areas and the often associated crimes. There was some concern that crimes undertaken during big events such as Knebworth pop festivals were not separately identified Sergeant Westwood informed Members that there had been an increase in rural crime and burglary (other) however the team was working on this, including working with the NHDC Enforcement Team who took the lead on scrap metal theft and licensing. He advised that crimes would not be separated out when big events took place, but that, if Members wished this to happen they should contact the Police Crime Commissioner. Members suggested that the person reporting a crime should be contacted to tell them that the crime was being investigated. The Community Development Manager advised that the Police and Crime Commissioner would be attending the Parish and Town Councils Rural Conference on 22 October 2014 POLICING PRIORITIES Sergeant Westwood informed Members that the current Policing Priorities in the area were Burglary, Nuisance Youth and Rural Crime. Surveys had been undertaken in order to identify priorities and he would contact Members by email to ascertain their views. OTHER ISSUES Members were concerned that the statistics and priorities related to Hitchin and that this Committee covered rural areas across the District including Great Ashby, which fell under the Stevenage Policing area. They asked for a more detailed breakdown of crime figures, which included statistics regarding Great Ashby in the next report and asked about the relationship between the Police and Neighbourhood Watch schemes. Sergeant Westwood advised that the Police were working to increase the number of Neighbourhood Watch Schemes and were trying to re-launch the text crime alerts through the OWL system. He informed Members that the Quad Bike, partially funded by the Southern Rural Committee had been officially accepted as part of the fleet of Police vehicles. The Chairman thanked Sergeant Westwood for his informative presentation. RESOLVED: (1) That Sergeant Westwood be thanked for his informative presentation; (2) That the Committee and Member Services Officer be requested to obtain a more detailed breakdown of where crimes occur from Sergeant Westwood prior to his next presentation to this Committee; (3) That the Committee and Member Services Officer be requested to obtain statistics regarding Great Ashby from Sergeant Westwood for this time period and for future reports to this Committee. REASON FOR DECISION: To ensure that the Southern Rural Committee is kept appraised of the work undertaken by Hertfordshire Constabulary. |
Agreed | ||
| 32 |
GRANTS POLICY REVIEW Report and Appendix The Head of Policy and Community Services presented the report entitled Grants Policy Review. She explained that there had been an Overview and Scrutiny Task and Finish Group on Grants that had made 6 recommendations to Cabinet, which were detailed in Section 6 of the report. There had also been a Shared Internal Audit Service (SIAS) review the outcomes of which were detailed in Section 7 of the report. The Head of Policy and Community Services drew attention to the following: PARAGRAPH 6.6.6 The recommendation regarding the role of NHDC appointees on outside organisation had been completed with a number of new arrangements in place and a new Councillors Guide which has been sent to relevant Members. PARAGRAPH 6.6.10 The recommendation regarding allocation of grants to Area Committees had been completed in April 2013 and would be reviewed on a five yearly basis. PARAGRAPH 6.6.12 The Rural Grant Fund would be reviewed and reported separately. RECOMMENDATION 2.2 (PARAGRAPH 7.2.1) The practices of the different Area Committees in respect of decision making and delegations were not reflected in the Constitution and it was important to find out what each Area Committee wanted and ensure that in future these practices were within the terms of the Constitution. RECOMMENDATION 2.4 The practice of allocating budgets to individual Members and fast track grants which are then approved by the Chairman had grown from the original Grants Policy adopted in 2002 and subsequent reviews, . However there were no formal delegated powers in either the Financial Regulations or the Constitution to allow this. It was important to have a sound governance process in place. The Head of Policy and Community Services asked Members to consider the contents of the report and discuss the Committee's preferences regarding budgets and delegations. Members debated the report and asked several questions as follows: DELEGATION OF BUDGETS TO INDIVIDUAL MEMBERS Members felt that the devolving of budgets to individual Members should be retained, although were not supportive of the whole of a Committee's Budget being split. FAST TRACK GRANTS Members felt that Fast Track Grants should be available and that the Chairman should continue to be able to authorise them. DISTRICT WIDE GRANTS/MAJOR MoUs The Head of Policy and Community Services informed Members that many Major MoUs should now be converted to a contract arrangement and that she was in the process of reviewing these separately. MULTIPLE GRANT APPLICATIONS BBY A SINGLE GROUP/ORGANISATION Members considered that groups should be encouraged to consider their grant needs over a longer period of time and make fewer individual applications, but, as membership of volunteer groups change, such groups shouldn't be prevented from applying for further funding. MINOR MoUs The Head of Policy and Community Services advised that there did not seem to be sufficient challenge as to what is being provided in return for Minor MoUs Members considered that the funding for current Minor MoUs should not be returned to the Area Committee Budgets when the time period ended, but should be returned to central funds. They noted that the Southern Rural Committee had stopped paying any MoUs as they felt that organisations began to expect this funding and therefore didn't consider other funding streams and discussed some of the Minor MoUs detailed in Paragraph 6.6.8. They agreed that some of them were so small as to not warrant being an MoU and others should not continue as the organisations received funding from other sources including by way of one off grant funding from NHDC. SECTION 106 AND UNILATERAL UNDERTAKINGS FUNDING Members recognised the work of the Development and Conservation Manager in visiting Parishes to inform them about funding available and to ascertain whether there would be any eligible projects. The Community Development Manager advised that the Community Development team worked closely with the Development and Conservation Manager and Parishes to identify possible schemes as well as discussing collaborative working at the Town and Parish Councils Rural Conference each year. The Head of Policy and Community Services reminded Members that the Section 106 and Community Infrastructure Levy would be changing in the near future. PACIF Members noted that the successful PACIF scheme had now ended, but felt that another tranche of capital money should be made available for a similar scheme. Members asked that a follow up report including the comments from all Area Committees be presented to this Committee prior to consideration by Cabinet. RESOLVED: (1) That the comments of the Southern Rural Committee be forwarded to the Head of Policy and Community Services; (2) That the Head of Policy and Community Services be requested to include the comments of the Southern Rural Committee and all other Area Committees in a follow up report, to be presented to this Committee prior to consideration by Cabinet; REASON FOR DECISION: To enable the Southern Rural Committee to comment on the report entitled Grants Policy Review prior to consideration by Cabinet. |
Agreed | ||
| 33 |
JOHN CLEMENTS/CODICOTE SPORTS CENTRE - UPDATE AND GRANT APPLICATION Report Appendix 1 - Grant Application The Head of Policy and Community Services presented the report entitled John Clements Centre/Codicote Sports Centre - Update and Grant Application. She informed Members that due to the size of the application and the long history of seeking funding this grant application was accompanied by a report and drew attention to Paragraph 7.23 which detailed the previous input by the Parish Council, Sport England and NHDC. Paragraph 8.6 demonstrated how this project now lined up with the NHDC Strategy. The Community Development Manager advised that the Committee had £3,990 available in the MOU budget, £5,000 in the Youth Sport budget and £18,790 in the general budget. He reminded them that, historically, most grant applications were received for consideration at the December and January meetings. Members debated that one option could be to fund specific items such as the Kitchen. Members considered that £20,000 was too much for one project as the Committee needed to consider that further grant applications would be received from other organisations during the rest of the year. It was proposed and seconded that £5,000 be awarded, with the option for the applicant to request further funding at a later stage in the project. It was also proposed and seconded that £10,000 be awarded. Upon a vote it was RESOLVED: (1) That the progress to date toward the provision of a new sports and community facility for Codicote be noted; (2) That grant funding of £10,000 be allocated to John Clements Centre from the 2014-2015 Discretionary Budget, as a contribution towards the fitting out of a new sports and social centre in Codicote. REASON FOR DECISION: To allow the Southern Rural Committee to assist voluntary organisations and further the aims and priorities of the Council. |
Agreed | ||
| 34 |
COMMUNITY UPDATE AND GRANT APPLICATIONS Report Appendix 1 - Budget Sheet Appendix 2 - Work Programme Appendix 3 - Grant Application - Great Wymondley Village Sign Appendix 4 - Grant Application - Offley and Cockernhoe WW1 Initiatives Appendix 5 - Grant Appliocation - Great Ashby Youth Club Appendix 6 - Grant Application - Furniture Link Appendix 7 - Grant Application - Knebworth Parish Council Appendix 8 - Grant Apllication - Knebworth Town Twinning Association The Community Development Manager presented the report of the Head of Policy and Community Services entitles Community Update and Grant Applications and drew attention to the following: BUDGET SHEETS The Community Development Manager apologised for the errors on the Budget Sheets regarding the Ward Members budgets which had been either omitted or labelled incorrectly RURAL CONFERENCE The Community Development Manager reminded Members that the Parish and Town Councils Rural Conference would take place on 22 October 2014 and that he would remind Parish Clerks by email. RURAL GRANTS The Community Development Manager advised that The Application stage of the Rural Grants Programme ended on 27 September 2014 and that he would give an update at the Parish and Town Councils Rural Conference. SOUTHER RURAL COMMITTEE MEETING 4 DECEMBER 2014 The Chairman reminded Members that the meeting of this Committee due to be held on 4 December 2014 would focus on the achievements of Parishes and asked that the Community Development Manager invite Parish Chairmen and Clerks to attend. RESOLVED: (1) That the activities and schemes with which the Community Development Officer has been involved with, as set out in the report, be noted; (2) That the budgetary expenditure, balances and carry forwards within the Area Committee Development Budget spreadsheet, as attached at Appendix 1 to the report, be noted; (3) That the Community Development Manager be requested to invite Parish Chairmen and Clerks to attend the meeting of this Committee due to be held on 4 December 2014. REASON FOR DECISION: To ensure that the Southern Rural Committee is kept informed of the work of the Community Development Officer and to inform Members of the financial resources and current budgetary position. |
Agreed | ||
| 35 |
GRANT APPLICATION - WYMONDLEY PARISH COUNCIL The Community Development Manager informed Members that the grant would be put towards the costs of providing the sign, planning application and installation which amounted to £2,917.28 A member stated that this was a great example of a community driven project, which was being supported by the Parish Council. RESOLVED: That grant funding of £417 be allocated to Wymondley Parish Council from the Committee Budget as a contribution towards the provision of a village sign for Great Wymondley. REASON FOR DECISION: To allow the Southern Rural Committee to assist voluntary organisations and further the aims and priorities of the Council. |
Agreed | ||
| 36 |
GRANT APPLICATION - OFFLEY AND COCKERNHOE PARISH COUNCIL The Community Development Manager informed Members that the Parish Council had plans for a number of initiatives to commemorate WW1 including refurbishing the war memorial, which had been funded by the Parish Council and Hertfordshire County Council. This grant request was for funding to assist with initiatives involving the creation of Poppy Planters, a new flag and respective signage. Members were generally supportive of the project, although expressed concern that this Parish Council regularly requests grant funding and yet rarely attended to give a presentation. RESOLVED: That grant funding of £460 be allocated to Offley and Cockernhoe Parish Council from the Discretionary Budget as a contribution towards the provision of a number of WW1 commemorative projects. REASON FOR DECISION: To allow the Southern Rural Committee to assist voluntary organisations and further the aims and priorities of the Council. |
Agreed | ||
| 37 |
GRANT APPLICATION - GREAT ASHBY YOUTH CLUB A Member commended Mr Williams, the Administrator and Child Protection Officer for the Great Ashby Youth Club, for donating his time and money and urged the Committee to support this relatively small grant. RESOLVED: That grant funding of £115 be allocated to Great Ashby Youth Club from the 2013/14 Youth and Sport Budget, as a contribution towards the cost of teambuilding, games activity books and an additional section of safety netting. REASON FOR DECISION: To allow the Southern Rural Committee to assist voluntary organisations and further the aims and priorities of the Council. |
Agreed | ||
| 38 |
GRANT APPLICATION - FURNITURE LINK It was proposed and seconded that Furniture Link be awarded £363 towards a replacement van and associated signwriting. RESOLVED: That grant funding of £363 be allocated to Furniture Link from the Discretionary Budget, as a contribution towards the cost of provision of a good quality second hand van and associated signwriting. REASON FOR DECISION: To allow the Southern Rural Committee to assist voluntary organisations and further the aims and priorities of the Council. |
Agreed | ||
| 39 |
GRANT APPLICATION - KNEBWORTH PARISH COUNCIL Prior to the item being discussed Councillor Steve Hemingway stated a Declarable Interest as he was a member of Knebworth Parish Council. He stated that he would take no part in the debate or vote. The Community Development Manager informed Members that this Ward Member application was presented to the meeting of this Committee held on 19 June 2014 however, due to declarations of interest this item was inquorate. He advised that an updated application form had been tabled which detailed that the grant was to put towards the costs of a multi functional device (printer) for general use in the Parish Office. RESOLVED: That the grant funding of £700 allocated to Knebworth Parish Council from Councillor Bardett's 2013/14 Members Budget, as a contribution towards the provision of a Multi Functional Device be supported REASON FOR DECISION: To allow the Southern Rural Committee to assist voluntary organisations and further the aims and priorities of the Council. |
Agreed | ||
| 40 |
GRANT APPLICATION - KNEBWORTH TOWN TWINNING ASSOCIATION Prior to the item being discussed Councillor Steve Hemingway stated a Declarable Interest as he was a member of Knebworth Town Twinning Association. He stated that he would take no part in the debate or vote. The Community Development Manager informed Members that this Ward Member application was presented to the meeting of this Committee held on 19 June 2014 however, due to declarations of interest this item was inquorate. RESOLVED: That grant funding of £300 be allocated to Knebworth Town Twinning Association from Councillor Bardett's 2014/15 Members Budget, as a contribution towards the costs associated with annual liability insurance be supported. REASON FOR DECISION: To allow the Southern Rural Committee to assist voluntary organisations and further the aims and priorities of the Council. |
Agreed | ||
| 41 |
WARD AND OUTSIDE ORGANISATIONS - MEMBERS' REPORTS No Ward Members or Outside Organisation reports were made. |
Noted | ||