| 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 Alan Bardett, Councillor John Bishop, 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: | John Robinson (Strategic Director of Customer Services), Liz Green (Head of Policy and Community Services), Andrew Mills (Service Manager - Grounds Maintenance), Stuart Izzard (Communities Manager) and Hilary Dineen (Committee and Member Services Officer). |
| ALSO PRESENT: | At the commencement of the meeting 11 members of the public. |
| Meeting attachment |
Agenda Front Pages |
| Item | Description/Resolution | Status | Action | |
| PART I | ||||
| 67 |
APOLOGIES FOR ABSENCE No apologies for absence were received. |
Noted | ||
| 68 |
MINUTES Minutes RESOLVED: That the Minutes of the Meeting held on 4 December 2014 be approved as a true record of the proceedings and be signed by the Chairman. |
Agreed | ||
| 69 |
NOTIFICATION OF OTHER BUSINESS There were no notifications of other business. |
Noted | ||
| 70 |
CHAIRMAN'S ANNOUNCEMENTS (1) The Chairman welcomed everyone to the meeting, particularly those giving a presentation; (2) The Chairman advised that as the Police needed to return to duty as soon as possible, he would be taking Item 6 - Hertfordshire Constabulary Update prior to Item 5 - Public Participation; (3) 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 | ||
| 71 |
PUBLIC PARTICIPATION - KINGS WALDEN PARISH COUNCIL Mr Tom Brindley thanked the Chairman for the opportunity to address the Committee and gave a verbal presentation in support of the grant application. Mr Brindley informed Members that Kings Walden Parish Council were seeking additional funding towards the costs of the Multi Use Games Area. Access to the area was very limited and it was hoped to put in a path suitable for people with disabilities and lighting. Section 106 funding was being sought and the Parish Council would be making a contribution, however they were seeking £870 in grant funding from this Committee. The Chairman thanked Mr Brindley for his presentation. |
Noted | ||
| 72 |
PUBLIC PARTICIPATION - JOHN CLEMENTS CENTRE Mr Jim Park thanked the Chairman for the opportunity to address the Committee and gave a verbal presentation regarding the application for grant funding. Mr Park gave an update on progress so far as follows: - Painting had been completed; - Electrics had been completed; - Light and heat now working; - Patio completed; - Final flooring and carpets would start next week; - In process of purchasing the kitchen; - Bar installation yet to be started; - Signs were being placed; - Phones, broadband, CCTV and alarms were being organised. He advised that they still needed £20,000 to complete the Centre and were looking for grant funding to do this. He also invited Councillors to attend an event for people who had provided funds which would take place on 8/9 April 2015. Members acknowledged the work done by the community to get the Centre built and complemented the standard of work done on it. The Chairman thanked Mr Park for his presentation. |
Noted | ||
| 73 |
PUBLIC PARTICIPATION - PIRTON SPORTS AND SOCIAL CLUB - PIRTON SUMMER FESTIVAL The Communities Manager advised that, due to unforeseen circumstances, Mr Smither was unable to attend this meeting. |
Noted | ||
| 74 |
PUBLIC PARTICIPATION - PRESTON PARISH COUNCIL - TREE WORKS Councillor David Keast and Mrs Margaret Trinder thanked the Chairman for the opportunity to address the Committee and gave a verbal presentation in support of the grant application. Councillor Keast advised Members that the Parish Council had carried out a tree safety survey, which had identified that some tree work was required in Preston Village. The cost of the tree work was expected to be approximately £5,000 with Princes College, Pilkington Trust and North Herts Homes making contributions the Parish Council contribution would be £1,300. The grant application was for £1,000 towards this. A Member congratulated the Parish Council on the tree survey, which had identified Eucalyptus trees growing in the Parish, and highlighted that ivy growing on the trees would cause a problem and needed clearing, although this wasn't part of the current costed work. The Chairman thanked Councillor Keast and Mrs Trinder for their presentation. |
Noted | ||
| 75 |
PUBLIC PARTICIPATION - PRESTON PARISH COUNCIL - DEFIBRILATOR The Communities Manager advised that Preston Parish Council had withdrawn their request for grant funding as they had received a Defibrillator from another source. |
Noted | ||
| 76 |
PUBLIC PARTICIPATION - CODICOTE PLAYGROUND SUPPORT GROUP Mrs Sara Llewellyn and Mrs Lynn Renata thanked the Chairman for the opportunity to address the Committee and gave a verbal presentation in support of the grant application as follows: - The first meeting of the Codicote Playground Support Group had taken place in November 2014; - The Group had 9 members, 34 helpers and 150 other supporters; - The Group had been working hard; - Several charity events had been undertaken; - After undertaking consultations they had got some preliminary designs; - From further feedback, the initial designs had been amended; - The Group had been attending the Parish Council meetings on a regular basis; - The refurbishment of two playgrounds would cost £145,000; - An application for grant funding would be made to BIFFA, which needed matched funding to be in place; - The grant application was for £5,000 towards the costs and used as the third party element of the BIFFA application. Members asked several questions including whether the sports courts would continue to get used after completion of the new sports centre; who owned the playgrounds and installed the current equipment and how much of the work would be funded by the Parish Council. Mrs Llewellyn advised that the Sports Centre was at the other end of the village and therefore the courts would continue to be used; the Parish Council owned four playgrounds, the run down equipment needed to be replaced, after which it would be handed back to the Parish Council and that the Parish Council would potentially fund £9,000 of the work, but applications could not be made until October 2015. The Chairman thanked Mrs Llewellyn and Mrs Renata for their presentation. |
Noted | ||
| 77 |
PUBLIC PARTICIPATION - ST IPPOLYTS PARISH COUNCIL Mrs Susan Mears and Councillor Pam Skeggs thanked the Chairman for the opportunity to address the Committee and gave a verbal presentation in support of the grant application as follows: - A tree survey was undertaken on land owned or rented by the Parish Council; - Trees on paths and roads or near building were particularly considered; - The total cost of tree work required was £9,975, with urgent work being £1,805; - The Parish Council was seeking grant funding of £500 toward the cost of the urgent work. The Chairman thanked Mrs Mears and Councillor Skeggs for their presentation. |
Noted | ||
| 78 |
HERTFORDSHIRE CONSTABULARY - UPDATE Inspector Duncan Sales and Sergeant Stephen Oliphant thanked the Chairman for the opportunity to address the Committee and gave a verbal presentation regarding Policing and crime recording in the Southern Rural Area. Inspector Sales informed Members that he took up his post in May 2014 having previously been a detective in the Crime Reduction Unit and that Sergeant Oliphant had taken over the Neighbourhood Team covering Hitchin urban and rural areas. This team was based in Hitchin and consisted of 10 Police Officers and 7 PCSOs. Neighbourhood Watch was a great help and membership had increased The priorities for the Southern Rural Area were tackling Anti-Social Behaviour, use of motor vehicles such as off road use and speeding in villages, reduction of offences on dwellings and environmental crime. He drew attention to the crime statistics (Appendix A to these Minutes) and advised that, in respect of environmental crime, the Police were working closely with NHDC looking at both fly tipping and scrap metal dealing. A high risk in rural areas was burglary - other, which included garden sheds and outbuildings and criminal damage had increased throughout North Hertfordshire. Sergeant Oliphant thanked the Councillors and the Parishes for their support and advised that overall crime had reduced by two percent. Members asked several questions including why Knebworth had a higher incidence of crime; where were the fly-tipping hot-spots; what had caused the increase in crime in the Hitchwood Offa and Hoo Ward and what actions were being taken regarding non-licenced metal dealers. Sergeant Oliphant informed Members that Knebworth was slightly larger than other villages and it was located close to Stevenage, which meant more people travelled through the village and that the main increase in Hitchwood, Offa and Hoo had been criminal damage and theft from outbuildings, people had been arrested for a series of these offences. In respect of metal dealing the Police had been working closely with NHDC regarding registration and were planning joint visits. Inspector Sales advised that Sonisphere, held at Knebworth House, had an effect on crime statistics in Knebworth, particularly for theft. The Strategic Director of Customer Services informed Members that details regarding fly-tipping were available from Officers within NHDC. The Chairman thanked Inspector Sales and Sergeant Oliphant for their presentation. RESOLVED: (1) That Sergeant Oliphant be requested to organise quarterly meetings with Letchworth Councillors in order to discuss Police priorities; (2) That Sergeant Oliphant be requested to provide statistics regarding Anti-Social Behaviour by way of an email to the Community Services Manager, who will send the information to all Councillors; (3) That Members of the Southern Rural Committee interested in receiving OWL reports be requested to advise the Committee and Member services Officer of the email address that they would like registered with the Police REASON FOR DECISION: To keep the Southern Rural Committee and Councillors appraised of the work of the Hertfordshire Constabulary within the Southern Rural area. |
Agreed | ||
| 79 |
INFORMATION NOTE: NORTH HERTFORDSHIRE DISTRICT MUSEUM AND COMMUNITY FACILITY AT HITCHIN TOWN HALL Information Note The Strategic Director of Customer Services presented the Information note regarding North Hertfordshire District Museum and Community Facility at Hitchin Town Hall. The Strategic Director of Customer Services informed Members that the facility was near the end of the build stage and heading towards the fit out stage and that there were Flickr and Facebook pages dedicated to the project. He drew attention to Table 1 in the report which detailed the key tasks and completion dates and Pages 2/3 of the report which explained the decision making history including funding decisions. The museum fit out had been successfully re-tendered with the successful contractor tendering within the budgeted sum. Over 1,200 items had been chosen for display in the museum and staff were currently writing individual labels, which would be sent to relevant local, natural history and archaeological societies for fact checking. The project plan was detailed on Page 5 of the report, with the anticipated opening date being 5 October 2015. Members asked what what would happen to the items not chosen for display in the museum and when would Councillors be updated regarding the items discussed at the Overview and Scrutiny Committee meeting held in December 2014. The Strategic Director of Customer Services advised that the museum had a number of large collections and operated a store of non-displayed items with displays being rotated using items from this store. He acknowledged that the project was late, for reasons that had previously been explained and reminded Members that the costs and risks had been reported to Council. Questions that could not be answered at that meeting still could not be answered and a report would be made to the Overview and Scrutiny Committee once matters had been resolved. Members who had visited the facility during the build commented that, in common with most building projects, there was invariably time when the project looked worse before it starts to look better and that it now looked very attractive, which the photos did not reflect. The Committee received an information note on North Hertfordshire Museum and Community Facility at Hitchin Town Hall. |
Agreed | ||
| 80 |
GREAT ASHBY DISTRICT PARK AND WOODLANDS MANAGEMENT PLAN 2015 - 2020 Report Appendix 1 - Great Ashby District Park Action Plan 2015 - 2020 The Service Manager - Grounds Maintenance presented the report of the Strategic Director of Customer Services regarding the Great Ashby District Park and Woodlands Management Plan 2015 - 2020. The Service Manager - Grounds Maintenance informed Members that this report brought together what were historically two documents and sought the Committee's support for the proposed five year management plan. He advised that the management plan would be funded from external sources and Section 106 funding. Support from this Committee would enable external funding to be sought. Members praised the work of Officers in their efforts and success in accessing external funding and asked for clarification regarding litter and dog bin use. They noted that some of the grassland would be planted with trees and queried the value of losing open space to woodland. The Service Manager - Grounds Maintenance advised that there were almost 450 dog bins across the District costing £30,000 a year to empty. Ordinary bins could be increased and used for dog waste. Dog fouling was a prominent problem, which the enforcement colleagues try to enforce. In respect of tree planting, the original plan for the open spaces was to include sports pitches, introducing trees would make the space less formal. RESOLVED: (1) That the Great Ashby District Park and Woodlands Management Plan 2015 - 2020 be noted; (2) That the recommendations contained in the Great Ashby District Park and Woodlands Management Plan 2015 - 2020 be supported. REASON FOR DECISION: To preserve and enhance the community asset and provision including the flora and fauna that can be found at the Great Ashby District Park and Woodlands. |
Agreed | ||
| 81 |
COMMUNITY UPDATE AND GRANT APPLICATIONS Report Appendix 1 - Budget Sheets Appendix 2 - Work Programme Appendix 3 - Grant Application - Preston Parish Council - Tree Works Appendix 4 - Grant Application - John Celements Sports Community Trust Appendix 5 - Grant Application - Pirton Summer Fair Appendix 6 - Grant Application - Codicote Playground Support Group Appendix 7 - Grant Application - KWPC MUGA Access Appendix 8 - Grant Application - Preston Parish Council - Defib Appendix 9 - Grant Application - St Ippolyts PC - Tree Works Appendix 10 - Rural Grants Awards The Communities Manager presented the report of the Head of Policy and Community Services entitled Community Update and Grant Applications as follows: GRANT FUNDING Members were concerned that there was no longer any rural specific funding and agreed that more PACIF type funding was required and should be considered. BUDGETS The Communities Manager tabled an updated budget sheet showing the current balances available. Members agreed that any funds remaining in the 2014/15 Discretionary Budget after the award of grants at this meeting should be allocated to Community Projects to be utilised during 2015/16. FUTURE PROJECTS The Communities Manager advised that some of the projects for June included: - Lilley Junior Cricket Club; - Pirton Skate Park; - Whitwell Play Project; - Graveley Pre-School Play Area; - Rural Schools Ceramics Project. RESOLVED: (1) That the activities and schemes with which the Communities Manager 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 tabled, be noted; (3) That the Head of Policy and Community Services consider the importance and reintroduction of PACIF type funding to support rural areas; (4) That the remaining balance of £3,256 within the Committee's main 2014/15 Discretionary Budget be committed to Community Projects and carry forward for administering by the Committee in the new financial year. REASON FOR DECISION: To ensure that the Southern Rural Committee is kept informed of the work of the Communities Manager and to inform Members of the financial resources and current budgetary position. |
Agreed | ||
| 82 |
GRANT APPLICATION - PRESTON PARISH COUNCIL - TREE WORKS Members noted that both tree works and removal of ivy from the trees would need to be undertaken. RESOLVED: That grant funding of £1,000 be allocated to Preston Parish Council from the Discretionary Budget as a contribution towards the costs of work to trees within the Parish. REASON FOR DECISION: To allow the Southern Rural Committee to assist voluntary organisations and further the aims and priorities of the Council. |
Agreed | ||
| 83 |
GRANT APPLICATION - JOHN CLEMENTS SPORTS AND COMMUNTY TRUST Members applauded the work undertaken to get this project built and commented that this would be a great benefit for the area. After some discussion about the reducing level of funding available and the amount that should be allocated to this project it was proposed and seconded that grant funding of £8,000 be awarded and it was RESOLVED: That total grant funding of £8,000 be allocated to John Clements Sports and Community Trust from the budgets listed below as a contribution towards the cost of provision of a new sports and community facility for Codicote; £3,500 to be taken from Highways Budget; £1,717 to be taken from Youth and Sport Budget; £2,783 to be taken from Memorandum of Understandings Budget. REASON FOR DECISION: To allow the Southern Rural Committee to assist voluntary organisations and further the aims and priorities of the Council. |
Agreed | ||
| 84 |
GRANT APPLICATION - PIRTON SPORTS AND SOCIAL CLUB - PIRTON SUMMER FAIR The Communities Manager informed Members that this was the first grant application from this group. The Summer Fair was run by the Sports and Social Club with approximately 1,000 people attending each year. RESOLVED: That grant funding of £500 be allocated to Pirton Sports and Social Club from the former Memorandums of Understanding Budget, as a contribution towards the costs associated with Pirton Summer Fair. REASON FOR DECISION: To allow the Southern Rural Committee to assist voluntary organisations and further the aims and priorities of the Council. |
Noted | ||
| 85 |
GRANT APPLICATION - CODICOTE PLAYGROUND SUPPORT GROUP The Communities Manager advised that the aims of this group were achievable and they had community support. The group would be applying for funding of £45,000 from BIFFA, but this was reliant on third party funding, hence the group's request for grant funding of £5,000 Members discussed that the Parish Council's had the ability to precept and should be more willing to do so. They did however recognise the potential for gaining a large amount of other funding through this application. It was proposed and seconded that grant funding of £3,000 be awarded following a vote the proposal was lost. It was proposed and seconded that grant funding of £5,000 be awarded and It was RESOLVED: That total grant funding of £5,000 be allocated to Codicote Playground Support Group from the budgets listed below, as a contribution towards renovation of the playground at St Albans Road, Codicote; £2,218 to be taken from Revenue Visioning Budget; £803 to be taken from Community Projects Budget £1,979 to be taken from Discretionary Budget. REASON FOR DECISION: To allow the Southern Rural Committee to assist voluntary organisations and further the aims and priorities of the Council. |
Agreed | ||
| 86 |
GRANT APPLICATION - KINGS WALDEN PARISH COUNCIL RESOLVED: That total grant funding of £870 be allocated to Kings Walden Parish Council from the budgets listed below, as a contribution towards enhancements to the access route to the Multi Use Games Area at Breachwood Green; £207 to be taken from Memorandum of Understanding Budget; £663 to be taken from Community Projects Budget. REASON FOR DECISION: To allow the Southern Rural Committee to assist voluntary organisations and further the aims and priorities of the Council. |
Agreed | ||
| 87 |
GRANT APPLICATION - PRESTON PARISH COUNCIL - DEFIBRILATOR The Communities Manager advised that Preston Parish Council had sourced a Defibrillator from another source and therefore this grant request had been withdrawn. |
Noted | ||
| 88 |
GRANT APPLICATION - ST IPPOLYTS PARISH COUNCIL RESOLVED: That total grant funding of £500 be allocated to St Ippolyts Parish Council from the Community Projects Budget as a contribution towards the cost of tree work within the Parish REASON FOR DECISION: To allow the Southern Rural Committee to assist voluntary organisations and further the aims and priorities of the Council. |
Agreed | ||
| 89 |
WARD MEMBER BUDGETS Councillor Mrs C.P.A.Strong advised that she wished £300 of her Ward Budget be allocated to Preston Parish Council as additional funding towards the tree work required. RESOLVED: That the following Ward Grant funding be allocated: Preston Parish Council Tree Works £300 Codicote Playground Playground Renovation £200 Support Group Holwell Parish Council Mower Blades £250 Holwell Parish Council Provision of 2 litter bins £295 John Clements Sports & New Sports & Community Centre £500 Community Trust Kimpton Parish Council Village Notice Board £700 Kings Walden PC New Bench at Breachwood Green £150 Knebworth Link-Up Club Running Costs £400 Knebworth Parish Council New Bench £249 Lilley Parish Council Village Hall Window £200 Lilley Parish Council Highways Sign £150 Offley Parish Council Marquees £350 Offley Parish Council New Bench £300 Pirton Parish Council Planting Scheme £100 St Ippolyts Village Hall Kitchen equipment £200 St Pauls Walden Nursery Equipment £200 Wymondley Parish Council Pavilion Project £150 REASON FOR DECISION: To allow the Southern Rural Committee to assist voluntary organisations and further the aims and priorities of the Council. |
Agreed | ||
| 90 |
WARD AND OUTSIDE ORGANISATIONS - MEMBERS' REPORTS No Ward Members or Outside Organisation reports were made. |
Noted | ||