Agenda, decisions and minutes

Apologies for absence were received from Councillor Jean Green.

Audio Recording – Start of Item – 24 Seconds

Apologies for absence were received from Councillor Jean Green.

To take as read and approve as a true record the minutes of the meeting of this Committee held on the 12 September 2018.

Members discussed the Minutes of the meeting and felt that they were not as accurate as they would have liked.

RESOLVED:That the Minutes of the Meeting of the Committee held on 12 September 2018 be approved as a true record of the proceedings and be signed by the Chairman at the next Meeting of Royston and District Committee.

The Chairman was certain of inaccuracy within some of the items.  The Chairman agreed to consult with the Committee Clerk in order to correct the wording of the Minutes.

RESOLVED:  The Minutes of the Meeting of the Committee held on 12 September 2018 be approved as a true record of the proceedings and be signed by the Chairman at the next meeting of the Royston and District Committee.

To take as read and approve as a true record the minutes of the meeting of this Committee held on the 28 November 2018.

Members discussed the Minutes of the meeting and felt that they were not as accurate as they would have liked.

RESOLVED:That the Minutes of the Meeting of the Committee held on 28 November 2018 be approved as a true record of the proceedings and be signed by the Chairman at the next Meeting of Royston and District Committee.

The Chairman was certain of inaccuracy within some of the items.  The Chairman agreed to consult with the Committee Clerk in order to correct the wording of the Minutes.

RESOLVED:  The Minutes of the Meeting of the Committee held on 28 November 2018 be approved as a true record of the proceedings and be signed by the Chairman at the next meeting of the Royston and District Committee.

To take as read and approve as a true record the minutes of the meeting of this Committee held on the 13 March 2019.

Members discussed the Minutes of the meeting and felt that they were not as accurate as they would have liked.

RESOLVED:That the Minutes of the Meeting of the Committee held on 13 March 2019 be approved as a true record of the proceedings and be signed by the Chairman at the next Meeting of Royston and District Committee.

The Chairman was certain of inaccuracy within some of the items.  The Chairman agreed to consult with the Committee Clerk in order to correct the wording of the Minutes.

RESOLVED:  The Minutes of the Meeting of the Committee held on 13 March 2019 be approved as a true record of the proceedings and be signed by the Chairman at the next meeting of the Royston and District Committee.

To take as read and approve as a true record the minutes of the meeting of this Committee held on the 21 May 2019.

RESOLVED:That the Minutes of the Meeting of the Committee held on 21 May 2019 be approved as a true record of the proceedings and be signed by the Chairman.

RESOLVED:That the Minutes of the Meeting of the Committee held on 21 May 2019 be approved as a true record of the proceedings and be signed by the Chairman.

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.

There was no other business notified.

Audio Recording – Start of Item – 3 Minutes, 23 Seconds

There was no other business notified.

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.

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

(2)  The Chairman thanked those who were no longer Members of that Committee – Councillor Sarah Dingley;

(3)  The Chairman welcomed Councillor Carol Stanier who was new to the Committee

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

(5)  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.

Audio Recording – Start of Item – 3 Minutes, 33 Seconds

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

(2)  The Chairman thanked former Councillor Sarah Dingley, who was no longer a Member of the Committee, for all of her hard work;

(3)  The Chairman welcomed Councillor Carol Stanier who was new to the Committee;

(4)  The Chairman advised that, in accordance with Council Policy, the meeting was being audio recorded; and

(5)  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.

Amanda Hourmand thanked the Chairman for the opportunity to address the Committee and gave a verbal presentation regarding the grant funding application for Home-Start Royston.

Audio Recording – Start of Item – 5 Minutes, 18 Seconds

Ms Amanda Hourmand thanked the Chairman for the opportunity to address the Committee and gave a verbal presentation regarding the grant funding application for Home-Start Royston.

The following Members asked questions, which were answered by Amanda Hourmand:

·                Councillor Ruth Brown

The Chairman thanked Ms Hourmand for her presentation.

Lynne Misner thanked the Chairman for the opportunity to address the Committee and gave a verbal presentation regarding the grant funding application for Small Acts of Kindness.

Audio Recording – Start of Item – 15 Minutes, 4 Seconds

Ms Lynne Misner thanked the Chairman for the opportunity to address the Committee and gave a verbal presentation regarding the grant funding application for Small Acts of Kindness.

The following Members asked questions, which were answered by Lynne Misner:

·                Councillor Gerald Morris

·                Councillor Tony Hunter

·                Councillor Ruth Brown

The Chairman thanked Ms Misner for her presentation.

Brian Whittaker thanked the Chairman for the opportunity to address the Committee and gave a verbal presentation regarding the grant funding application for the Rotary Club of Royston.

Audio Recording – Start of Item – 25 Minutes, 3 Seconds

Mr Brian Whittaker thanked the Chairman for the opportunity to address the Committee and gave a verbal presentation regarding the grant funding application for the Rotary Club of Royston.

The following Members asked questions, which were answered by Mr Whittaker:

·                Councillor Gerald Morris

·                Councillor Ruth Brown

The Chairman thanked Mr Whittaker for his presentation.

REPORT OF THE POLICY AND COMMUNITY ENGAGEMENT MANAGER

To bring to the Committee’s attention details of recent requests received for Area Committee Grant Funding, made by community groups and local organisations, which conform to the Authority’s Grants Policy approved by Cabinet on 14 June 2016.

RESOLVED:

(1)       That any unspent funds from the 2018/19 financial year be allocated to community initiatives; and

(2)       That the actions taken by the Community Development Officer to promote greater community capacity and well-being for Royston and District be endorsed.

REASON FOR DECISION:To keep Members of the Committee apprised of the latest developments in community activities in the Royston and District area.

Audio Recording – Start of Item – 32 Minutes, 35 Seconds

The Community Engagement Officer presented the report entitled Grants and Community Update. 

The Community Engagement Officer drew the Members attention to allocated funding that had been granted by the Royston and District Committee at the November 2018 Meeting to Royston Bowls Club to purchase a de-thatching machine.  Royston Bowls Club had since informed that they had been unable to raise the necessary funds to purchase the desired machine, but, had instead purchased a verticutter machine.  Whilst their new machine was not of the same specification as the de-thatching machine it was not dissimilar and assisted greatly with the required maintenance of the green. 

Royston Bowls Club had advised the Community Engagement Officer of the purchase in March and hoped that the Committee acknowledged that it was a purchase in keeping with the grant funding award.  The Community Engagement Officer was seeking confirmation from the Committee that the funding had been spent in line with the original application.

The following Members sought clarification and asked questions:

·                Councillor Carol Stanier

·                Councillor Ruth Brown

·                Councillor Gerald Morris

It was

RESOLVED:

(1)       That any unspent funds from the 2018/19 financial year be allocated to community initiatives;

(2)       The Members endorsed the purchase of a verticutter in place of a de-thatcher  by Royston Bowls Club, and that the grant funding agreed at the November 2018 meeting had been spent in line with the original grant application which had contributed to the overall project; and

(3)       That the actions taken by the Community Development Officer to promote greater community capacity and well-being for Royston and District be endorsed.

REASON FOR DECISION:To keep Members of the Committee apprised of the latest developments in community activities in the Royston and District area.

RESOLVED:  That Grant Funding of £700 was awarded to Small Acts of Kindness to assist with the purchase and distribution of “Warm In Winter” bags to older vulnerable people within the community.

REASON FOR DECISION: To improve services provided by local organisations and groups which are accessed by the community.

Audio Recording – Start of Item – 38 Minutes, 28 Seconds

The Community Engagement Officer advised that matched funding of £1,050 was being provided to Small Acts of Kindness from Letchworth & District Committee.

The Chairman, on behalf of Royston and District Committed, commended all of the work carried out by Small Acts of Kindness

It was proposed by Councillor Tony Hunter, seconded by Councillor Gerald Morris and

RESOLVED:  That Grant Funding of £700 was awarded to Small Acts of Kindness to assist with the purchase and distribution of “Warm In Winter” bags to older vulnerable people within the community.

REASON FOR DECISION: To improve services provided by local organisations and groups which are accessed by the community.

RESOLVED:  That Grant Funding of £1,000 was awarded to The Rotary Club of Royston to assist with publicity, transport and room hire costs in connection with running the annual Youth Makes Music Concert and the monthly Royston Rotary Memory Café.

REASON FOR DECISION: To improve services provided by local organisations and groups which are accessed by the community.

Audio Recording – Start of Item – 39 Minutes, 55 Seconds

The Community Engagement Officer reminded Members that the Rotary Club of Royston were seeking funding support to assist with costs for running the annual Youth Makes Music Concert and the monthly Royston Rotary Memory Café.

The Chairman, on behalf of the Royston and District Committee, commended all of the work carried out by the Rotary Club of Royston.

It was proposed by Councillor Tony Hunter, seconded by Councillor Bill Davidson and

RESOLVED:  That Grant Funding of £1,000 was awarded to The Rotary Club of Royston to assist with publicity, transport and room hire costs in connection with running the annual Youth Makes Music Concert and the monthly Royston Rotary Memory Café.

REASON FOR DECISION: To improve services provided by local organisations and groups which are accessed by the community.

RESOLVED:  That Grant Funding of £1,050 was awarded to Home-Start Royston & South Cambridge to provide support through the home visiting service to one vulnerable family in the Royston area for the duration of a year.

REASON FOR DECISION: To improve services provided by local organisations and groups which are accessed by the community.

Audio Recording – Start of Item – 41 Minutes, 28 Seconds

It was proposed, seconded and

RESOLVED:  That Grant Funding of £1,050 was awarded to Home-Start Royston & South Cambridge to provide support through the home visiting service to one vulnerable family in the Royston area for the duration of a year.

REASON FOR DECISION: To improve services provided by local organisations and groups which are accessed by the community.

REPORT OF THE DEVELOPMENT AND CONSERVATION MANAGER

Annual update on S106 Obligations for Royston and District.

RESOLVED:

(1)       That the contents of the report titled Section 106 and Unilateral Undertakings be noted;

(2)       That a report shall continue to be presented to this Committee on an annual basis; and

(3)       That, other than where a contribution had been negotiated for a specific purpose or project, Ward Members of the area where the Section 106 Obligation or Unilateral Undertaking funding was generated and the Area Committee be consulted prior to funding being allocated away from that area or a village location to a town.  Members noted that the discretionary funds were rapidly diminishing and would not be replaced under current legislation and practice, as was set out in the report.

REASON FOR DECISION: To ensure that there is a robust system for negotiating and managing Section 106 and Unilateral Undertakings, and to ensure that this was kept under constant review in order that this activity is managed in an appropriate manner.

Audio Recording – Start of Item – 49 Minutes, 45 Seconds

The Development and Conservation Manager thanked the opportunity to address the Committee.  Before he provided the Royston and District Committee with the annual update on the details of progress made on all Section 106 Obligations within Royston District during the last financial year 2018/19. The Development and Conservation Manager informed the Committee that the S106 Monitoring System was audited last year, and had been very thoroughly audited twice in the last 5 years.  He reported that there had been an extremely positive outcome and from this an Action Plan had been achieved and “Decisions” were on the website which would be  would be regularly updated.

The Development and Conservation Manager explained that unlike previous reports the format of the information presented had been changed to more accurately reflect the diminishing role of discretionary Section 106 funds, and the changing restrictions around the collection and distribution of funds.

The Development and Conservation Manager drew the attention of Members to the tables provided within the report highlighting the change of emphasis as follows:

·         Tables 1 and 1a Set out the details of all of the new Section 106 Obligations entered into between developers and the Council.

·         Table 2 Set out details of all payments received from developers relating to developments and earlier agreements and identified projects the money had been received for.

·         Table 3 Detailed all of the S106 funds allocated, but where projects had not been implemented.

·         Tables 4 and 5 Set out details of the funds that remained and not yet allocated for both Royston Town and Royston Rural Parishes.

The Development and Conservation Manager stated that the report set out the current position with respect to changing legislation, how future planning policy would perhaps reflect that, and outlined progress of a revised strategy to seek wider community and ward Member involvement in identifying relevant projects.

The Development and Conservation Manager also drew the Members attention to the table within the report a list of the remaining discretionary funds which had not been allocated under each category for Royston and Royston Rural Parishes.

The following Members asked questions and took part in discussions with The Development and Conservation Manager:

·         Councillor Ruth Brown

·         Councillor Tony Hunter

·         Councillor Gerald Morris

·         Councillor Carol Stanier

The Chairman thanked The Development and Conservation Manager for his very informative presentation and

RESOLVED:

(1)       That the contents of the report titled Section 106 and Unilateral Undertakings be noted;

(2)       That a report shall continue to be presented to this Committee on an annual basis;

(3)       That any Member of the Royston and District Committee with specific requirement of S106 detail contact The Development and Conservation Manager directly; and

(4)       That, other than where a contribution had been negotiated for a specific purpose or project, Ward Members of the area where the Section 106 Obligation or Unilateral Undertaking funding was generated and the Area Committee be consulted prior to funding being allocated away from that area or  ...  view the full minutes text for item 18.

The Chairman to lead a discussion regarding any issues raised, including current and proposed highways schemes.

The Chairman welcomed County Councillor Fiona Hill who updated the Committee on several Highways Issues.

Audio Recording – Start of Item – 1 Hour, 20 Minutes, 22 Seconds

The Chairman welcomed County Councillor Fiona Hill who updated the Committee on several Highways Issues.

·         Various resurfacing schemes across the towns and villages

·         Update on Speed Indicator Devices

·         Working on Safety Issues in Garden Walk

·         Addressing Speeding Issues in Royston Town

·         A number of speed surveys had been carried out

·         Safer crossing on the A505

The Chairman thanked County Councillor Fiona Hill for bringing The Melbourn Greenway Consultation to the Committee’s attention.

To be tabled

Chairman to introduce.

The Committee collectively completed a questionnaire in respect of The Melbourn Greenway Consultation – Greater Cambridge Partnership.

Audio Recording – Start of Item – 1 Hour, 22 Minutes, 44 Seconds

The Royston and District Committee collectively completed a questionnaire in respect of The Melbourn Greenway Consultation – Greater Cambridge Partnership.

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

A number of ward matters were raised by Members, including:

Planning Application – Reporting to Councillors

Town Twinning

Royston’s Christmas Tree

The Chairman stated that the next Royston and District Committee Meeting would be held on Wednesday 9 October 2019.

The Chairman informed the Committee that he next Royston Surgery would be held at Angel Pavement on Saturday 6 July 2019.

The meeting closed at 9.16pm.

Audio Recording – Start of Item – 1 Hour, 41 Minutes, 58 Seconds

Councillor Ruth Brown informed the Committee that since she had been an elected Councillor she had not been routinely contacted when Parish or Town Councillors had objected to a Planning Application in order to call it in.  She assured the Members that Planning Officers would, from now on, as a matter of course keep Members informed.

The Chairman stated that this had always been standard practice.

Councillor Ruth Brown informed that she was waiting to be provided with a meeting date from Royston First.

Town Twinning

·                53 French had visited at the end of May 2019

·                A successful Civic Reception had been enjoyed by all attendees

·                AGM had taken place

The Chairman reported on Royston’s Christmas Tree and confirmed that the tree would remain in the same situation as in previous years, being the main focal point.

The Chairman stated that the next Royston and District Committee Meeting would be held on Wednesday 9 October 2019.

The Chairman informed the Committee that the next Royston Surgery would be held at Angel Pavement on Saturday 6 July 2019.

The meeting closed at 9.16pm.