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Agenda, decisions and minutes

Venue: Council Chamber, Council Offices, Gernon Road, Letchworth Garden City

Contact: Amelia McInally (01462) 474514  Email: amelia.mcinally@north-herts.gov.uk

Items
No. Item

47.

APOLOGIES FOR ABSENCE

Decision:

Apologies for absence were received from Councillors Kate Aspinwall and Sue Ngwala.

Minutes:

Audio Recording – Start time of Item –  30 Seconds

 

Apologies for absence were received from Councillors Kate Aspinwall and Sue Ngwala.

48.

MINUTES - 6 JUNE 2018 pdf icon PDF 374 KB

To take as read and approve as a true record the minutes of the meeting of this Committee held on the 6 June 2018.

 

The Minutes will be published on 30 November 2018.

Decision:

RESOLVED:That the Minutes of the Meeting of the Committee held on 6 June 2018 be approved as a true record of the proceedings and be signed by the Chairman.

 

Minutes:

Audio Recording – Start time of Item – 1 minute 23 seconds

 

RESOLVED:That the Minutes of the Meeting of the Committee held on 6 June 2018 be approved as a true record of the proceedings and be signed by the Chairman.

 

49.

MINUTES - 19 SEPTEMBER 2018 pdf icon PDF 309 KB

To take as read and approve as a true record the minutes of the meeting of this Committee held on the 19 September 2018.

 

The Minutes will be published on 30 November 2018.

Decision:

RESOLVED:That the Minutes of the Meeting of the Committee held on 19 September 2018 be approved as a true record of the proceedings and be signed by the Chairman.

Minutes:

Audio Recording – Start time of Item – 1 minute 55 seconds

 

RESOLVED:That the Minutes of the Meeting of the Committee held on 19 September 2018 be approved as a true record of the proceedings and be signed by the Chairman.

50.

NOTIFICATION OF OTHER BUSINESS

Members should notify the Chairman of other business which they wish to be discussed by the Committee at the end of the business set out in the agenda. They must state the circumstances which they consider justify the business being considered as a matter of urgency.

 

The Chairman will decide whether any item(s) raised will be considered.

Decision:

There was no other business notified with the exception of the additional Agenda item which was an urgent request from The White Thorn Bowls Club; who had contacted the Council desperately seeking a Grant to assist with some work they urgently need to undertake.

 

A late grant application was received which needed to be determined before the next meeting.  In accordance with 100b 4 (b) of the Local Government Act 1972 and the urgent procedure rules, as contained with in the Council’s constitution, it had been agreed that an application from the White Thorn Lane Bowls Club would be considered at this meeting.  The application was received subsequent to the publication of the Agenda and should determination of the grant be considered at the next scheduled Area Committee, it would mean that the application would not be able to be considered for potential funding by the Area Committee. 

 

Officer Claire Morgan confirmed that Mr Choudhury from The White Thorn Bowls Club required the funding for ditch walls.  The project would need to commence prior to the next meeting in late Feb and really needed to be discussed at this meeting.  Any decision would be on the understanding that should all the paperwork be received, all be in order and be deemed compliant with the grant criteria, then funds could be received.  These were the conditions to be put on the grant.  It would be up to members to decide from the presentation and from any questions they had to see whether they would be willing to provide any funding to the project.

Minutes:

Audio Recording – Start time of Item – 2 minutes 22 seconds

 

There was no other business notified with the exception of the additional Agenda item which was an urgent request from The White Thorn Bowls Club; who had contacted the Council desperately seeking a Grant to assist with some work they urgently need to undertake.

 

 

Audio Recording – Start time of Item – 31 minutes 0 seconds

 

A late grant application was received which needed to be determined before the next meeting.  In accordance with 100b 4 (b) of the Local Government Act 1972 and the urgent procedure rules, as contained with in the Council’s constitution, it had been agreed that an application from the White Thorn Lane Bowls Club would be considered at this meeting.  The application was received subsequent to the publication of the Agenda and should determination of the grant be considered at the next scheduled Area Committee, it would mean that the application would not be able to be considered for potential funding by the Area Committee. 

 

Officer Claire Morgan confirmed that Mr Choudhury from The White Thorn Bowls Club required the funding for ditch walls.  The project would need to commence prior to the next meeting in late Feb and really needed to be discussed at this meeting.  Any decision would be on the understanding that should all the paperwork be received, all be in order and be deemed compliant with the grant criteria, then funds could be received.  These were the conditions to be put on the grant.  It would be up to members to decide from the presentation and from any questions they had to see whether they would be willing to provide any funding to the project.

51.

CHAIRMAN'S ANNOUNCEMENTS

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 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, wished to exercise a ‘Councillor Speaking Right’, must declare this at the same time as the interest, move to the public area before speaking to the item and then must leave the room before the debate and vote.

Decision:

(1)  The Chairman welcomed those present at the meeting, especially those who had attended to give a presentation;

 

(2)  The Chairman advised that, in accordance with Council Policy, the meeting would be audio recorded;

 

(3)  The Chairman drew attention to the item on the agenda front pages regarding Declarations of Interest and reminded Members that, in line with the Code of Conduct, any Declarations of Interest needed to be declared immediately prior to the item in question.

Minutes:

Audio Recording – Start time of Item – 3 minutes and 9 seconds

 

(1)  The Chairman welcomed those present at the meeting, especially those who had attended to give a presentation;

 

(2)  The Chairman advised that, in accordance with Council Policy, the meeting would be audio recorded;

 

(3)  The Chairman drew attention to the item on the agenda front pages regarding Declarations of Interest and reminded Members that, in line with the Code of Conduct, any Declarations of Interest needed to be declared immediately prior to the item in question.

52.

PUBLIC PRESENTATION

Decision:

The Committee received presentations from the following:

 

·                Crystalites Majorettes

·                Wilbury Community Forum

·                Best Before Café

·                Groundwork

·                White Thorn Bowls Club.

Minutes:

Audio Recording – Start time of Item – 4 minutes and 1 second

 

CRYSTALITES MAJORETTES

 

Ann Marriage and The Crystalites Majorettes thanked the Chairman for the opportunity to address the committee regarding their grant application.

 

·                     £750 was originally requested for new uniform, dresses and pom-poms.  £300 was very kindly donated for the pom poms which allowed them to spend more money on the dresses;

·                     The girls were using black pom poms for competitions;

·                     The new pom poms and new uniforms made a huge impact on their dancing and it made them feel much better with improvements in their routines;

·                     They attended the BMSA 3 weeks’ ago and won the National Championship Title;

·                     Prototype for new dresses was sparkly;

·                     As there was more money than expected, each member was able to have two dresses, red and blue and also planned to buy turquoise dresses.

·                     Councillor Terry Hone was the Councillor who presented the £300 funds and was delighted to see them in good use.

 

The Chairman thanked The Crystalites Majorettes for their presentation.

 

 

Audio Recording – Start time of Item – 9 minutes and 0 seconds

 

WILBURY COMMUNITY FORUM

 

Sue from the Wilbury Community Forum sent her apologies as she was unwell.

 

 

Audio Recording – Start time of Item – 9 minutes 10 seconds

 

BEST BEFORE CAFÉ

 

Susie Holding, thanked Councillor Sam Bloxham and Terry Hone for giving the funding in June.  The update was:

 

·                     Food was collected from Lidl, Tesco, Waitrose, Morrisons, Sainsburys (and hopefully Iceland soon) three times per week. 

·                     Food was weighed and sorted as part of the Food Junk Project and all the data went onto a national food database;

·                     80-100 people attended each Wednesdays between 10am-2pm;

·                     Many food stuffs rescued, no wastage;

·                     Diverse range of people, including volunteers from all walks of life;

·                     3.6 tons of food rescued from September to November and £1,437 was donated.  Garden and allotment produce was donated in the summer;

·                     Majority of customers donated their time and their energy and spent time talking to one another;

·                     Generosity from community was amazing;

·                     Once expenses covered, any surplus cash donations over £70 and anything over that was donated to local charities;

·                     Supper club kept them sustainable as they did not want to ask for further grants;

·                     Collaboration with St Christopher’s School where the head and head chef cooked and the Garden City Brewery gave them the venue for free and £437 donated;

·                     Food safety rating of 5 for hot and cold food;

·                     North Herts College students did their 30 hour placement with the café.  This built their independent skills by travelling to and from the café and they were allocated a supporter.  Positive effect passed to customers.

 

In response to questions from Councillor Helen Oliver, Susie Holding advised that:

 

·                     They were not in need of any new equipment at present.

 

Counsellor Daniel Allen raised the following:

 

·                     There were numerous other groups who were using the Best Before Café as a meeting point and was therefore also helping other Charities.

 

The Chairman thanked  ...  view the full minutes text for item 52.

53.

LETCHWORTH BID MANAGER

To receive a presentation from the Letchworth BID Manager.

Decision:

Patricia Saunders, thanked the Chairman for the opportunity to address the Committee and updated the Committee regarding the work and activities of the Letchworth BID..

Minutes:

Audio Recording – Start time of Item – 53 minutes

 

Patricia Saunders, thanked the Chairman for the opportunity to address the Committee and updated the Committee regarding the work and activities of the Letchworth BID as follows:

 

Update

·                     Halloween Activities during October half-term with free activities for children - Trick or Treat trail was particularly popular and shops had to buy further supplies of sweets. 

·                     Annual light switch was on Saturday 24th November 2018.  Successful event with 1000’s of people in attendance.

·                     Christmas lights paid for by Letchworth Garden City Heritage Foundation.  All other activities, stage entertainment, parade, fun fair and fireworks were put on by the bid and were a mix of local community groups offering services free of charge and some more professional jazz bands;

·                     After entertainment ended at 7:30pm, some then went on to eat and drink which would have boosted the town’s economy.

·                     Thanked Ian Couper, Steve Crowley, the legal team and NHDC for working with the BID and the fireworks company to make the firework display from the top of the car park possible and took into consideration all the safety requirements. 

·                     The Bid had produced a Christmas guide which was available in the Tourist Information Centre and town centre shops.  This summarised community activities which were taking place in the town centre area and the free activities available.

 

 

BID Re-ballot:

·                     Businesses were given the opportunity to vote on whether to continue with the BID for another five years.  Ballot managed by NHDC and UK engage.  Announcement of result was due the next day.  It was hoped that BID would continue for 2nd term.  Details of plans were found in prospectus with business plan.

·                     Issue of vermin in town centre raised.  Meeting was due to take place that week with Peter Carey, Head of Environmental Health to discuss the matter as part of town strategy meeting;

·                     As part of BID’s support of the plastic-free Letchworth campaign, chairman Chris Gerrard had met with the environmental company, ACM, and explored the opportunity for this business to supply a reverse vending machine as part of a pilot scheme in Letchworth town centre.  The intent of the programme would be to reward environmental behaviours, capture consumers into Letchworth retail and reduce town litter.  Machine would take consumer plastic bottles and aluminium cans, crush and bale them.  It would then supply a retail voucher for use in the in the town centre.  For NHDC, this could reduce volumes of waste already collected from street waste bins and homes.  ACM were keen to meet the most appropriate person within the council to discuss machine collections.  They would also like to look at the possibility of using a local recycling centre to store the clean plastic with a future hope of recycling in to new bottles.  Cost of the machine £11,000.  company is willing to provide up to 50% of these costs as it is a pilot scheme.  Having recently received information on available section 106 monies, Stephanie blunt for  ...  view the full minutes text for item 53.

54.

GRANTS & COMMUNITY UPDATE pdf icon PDF 246 KB

REPORT OF THE COMMUNITIES MANAGER

 

To update  the Committee on the activities and actions of the Communities Officer, to advise on the current expenditure and balances of the delegated budgets and to consider applications for grant funding.

Additional documents:

Decision:

RESOLVED: That grant funding of £1,500 be awarded to White Thorn Bowls Club to contribute towards the costs of rebuilding the ditch gully and ditch wall.

 

REASON FOR DECISION: To support community groups and activities in Letchworth.

Minutes:

Audio Recording – Start time of Item – 1 hours, 15 minutes and 35 seconds

 

The Communities Officer presented the report entitled Grants and Community Update and drew attention to the following:

 

Grants in the pipeline:

 

·                     Ongoing discussions were taking place between local community groups and local faith groups to do some kind of multicultural event in the summer which would hopefully take part around the time of the Letchworth festival fortnight. 

·                     The food poverty group had tightened up on the way they received referrals so that the people who needed food got it.  Some people last year were getting lots of parcels from different agencies.  This was now being dealt with via a central point to ensure everyone in need received something rather than too much or too little. 

 

Chairman’s Volunteer Achievement Awards

 

·                     Nominations were available on the Council website for all categories of Volunteers. 

·                     Deadline for nominations was 21st December 2018.

·                     The judging panel was due to meet on 9/10 January 2019 to judge the final categories and then those concerned would be notified, invited and awarded their awards at the Chairman’s Civic Reception in February.

 

BID Ballot

 

BID count was going to be the following day so the result was due to be available sometime that afternoon and would be made public on the Friday. 

 

BUDGET

 

2017/2018 discretionary grant budget was still being used.  £9,932 available to spend from last year’s budget with the 2018/2019 budget still intact.  In total £25,432 available.

 

In response to a question from Councillor Cunningham

 

The part of the report referred to in Section 8.3 was provided by Simon Ellis; so when Section 106 funding was collected for the new developments, it went towards new waste contract.

 

In response to a question from Councillor Needham

 

8.1.2.  The Food Poverty Network Group.  A really comprehensive list of who was invited to attend was provided.  The food bank did not attend despite saying they would.

 

Feed up Warm up

 

Worked with Shane Cole who had his own street food concession and he was very keen to provide free food for homeless people and rough sleepers somewhere in North Herts.  He came from Letchworth and was homeless as a teenager after coming out of the care system and felt very strongly that he wanted to help people especially leading up to Christmas.  He had been inundated with offers of help.  Letchworth businesses had been extremely generous donating sleeping bags, clothes, etc.  The pilot was starting this evening and throughout December.  He would like to carry on throughout the winter months and take it from there.  Councillor Billing had linked him in with Susie from Best Before Café because he could also use some of that waste food.  She also had a very good ethos having built things up gradually.  He would run the project from Hitchin initially. 

 

Councillor Needham knew that it was Shane’s intention to offer more than a warm meal from his van and many of the shops had been collecting toiletries  ...  view the full minutes text for item 54.

55.

WARD MATTERS AND OUTSIDE ORGANISATIONS - MEMBERS' REPORTS

To receive any oral reports from Members regarding Ward matters and Outside Organisations.

Decision:

Members discussed the following issues:

 

·                Howard Gardens Social Club.

Minutes:

Audio Recording – Start time of Item – 1 hour, 48 minutes, 41 seconds

 

Howard Gardens Social Club

 

Councillor Levett reported last time that Howard Gardens Social Club had received a substantial legacy.  They received what was thought to be another £13,000 when the estate was finalised.  Some of the money was spent replacing all the lights with LED lights which not only improved the lighting but also saved them a lot of money on electricity.  They were now looking to replace a lot of the tired furniture and put up a memorial to the gentleman who left them the money. 

Audio Recording of Meeting MP3 101 MB