David Walker declared an interest on agenda item 10, 24 Station Road

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1 Summary of Board of Management Meeting June 2013 In attendance were: Colin Chatfield (Chairman) William Armitage Heather Edwards-Hedley Lynda Needham Denise Poynter Michael Underwood David Walker John Lewis (Chief Executive) Ian Webb (Director of Finance and Secretary) Tim Roxburgh (Projects Director) Jas Kaur (Deputy Company Secretary) Glen Dawson (Head of Marketing and Comms) The following items were discussed, noted and/or agreed: 1 Apologies Ian Cotterill 2 Matters arising from 220 th meeting Sidney Melman Portrait The Board were advised it had been valued at 600. They discussed the request from the family at length and agreed that as a gesture a high quality print be made which could be given to the family with the original painting retained by the Foundation. 3 Declarations of interest David Walker declared an interest on agenda item 10, 24 Station Road 4 81 Baldock Road The Board were recommended to REFUSE the application for UPVC replacement windows on the front and side elevations and GRANT consent for the rear elevation replacement windows and rear door to this Later Garden City Home Broadway The Board were recommended to APPROVE single storey side and rear extension, raising of front parapet wall by 150mm and addition of side parapet wall to existing garage; plus addition of 2 rooflights to the existing garage flat roof of this Early Garden City Home. Summary of Board of Management 221 Meeting Page 1 of 5

2 6 63 Highfield T he Board were recommended to APPROVE the following works to this Later Garden City Character home: Installation of solar panels on the Southwest and Southeast elevation. New roof light on Southeast elevation and removal of roof light and window on the Northwest elevation. Retrospective consent for the removal of a chimney. The relocation of the previously approved chimney on the Southeast elevation. The Board APPROVED the recommendation and asked AB to write to the applicant advising that the locations of the windows can not be moved and are required to be in the position as per the currently agreed plans Pasture Road The Board were recommended to APPROVE PV panel installation to this Modern Garden City Home Station Road DW declared an interest and took no part in the discussions. The Board were recommended to REFUSE consent for the replacement windows on the front and side elevations and GRANT consent for the rear elevations for the installation of UPVC windows to this Early Garden City Home. The property is located within a Conservation area, designed by Parker & Unwin, were part of the 1905 Cheap Cottage Exhibition and are of significant architectural importance. 9 Alington House The Board were asked to APPROVE the transfer of land adjacent to Alington House under exceptional circumstances whereby the freehold is sold incorporating a strip of land adjacent to the property. The Board APPROVED the transfer. 10 Estate management The Board noted that between 9 April to 16 May 2013, with annual comparisons: From To 19/04/13 16/05/13 Running Total 01/10/12 Board 01/10/1216/05/1 3 AMC 01/10/1216 /05/13 Summary of Board of Management 221 Meeting Page 2 of 5

3 Residential Commercial Pre-application Advice Running Totals 16/05/ (4.12%) 1 Total Residential Annual Comparison No. of Board AMC /10/ /09/ /10/ /09/ have been issued with an Initial Approval Letter and 13 have had a formal Approval Notice issued. The Board NOTED the Schedule of agreed Estate Management Formal Application Approvals made and Estate Management activity in the period between 9 April to 16 May Health and safety Between 21 March 2013 and 17 April 2013 incidents have been reported involving one employee, one member of the public and one of the Foundation premises. The Board NOTED the report. Adrian Brace left the meeting 11 Garden City events The Board was provided with a schedule of current events planned to take place in the Garden City. The Letchworth Food and Garden festival was a success. A Collectors Fair has been arranged by two Arcade tenants. An estimated 90 people attended the town meeting. The Board was pleased with the presentations and running order of events which was received well by the audience. The Worlds End film would be released on 19 th July. 70 organisations have registered for the Funders Fair so far. JL advised that over 757 seats had been sold for the showing of the National Theatre s Audience. The Board NOTED the Schedule of Garden City Events. 12 Presentation by the Creative Producer Summary of Board of Management 221 Meeting Page 3 of 5

4 Mark Prescott joined the meeting and gave an update on arts facilities an programming. Inspired by and linked to the world s first Garden City, it will include a music project with the Arts Centre later this year, a sculpture exhibition in 2014 and there are opportunities to welcome touring companies and to add value to current activities such as cycling on the Greenway, Anglia in Bloom, the Food Festival and more. The Board would be provided with a Board paper in July 2013 detailing further information and detailed costings. The Board APPROVED and NOTED the activities presented and NOTED financial costs would be presented to the July 2013 Board. 13 Committees update The Board NOTED the current committee appointments and NOTED that an amended table showing two categories of committees would be provided at the next review in December Community Grants Committee The Board received the Minutes of the Community Grants Committee meeting held on 17 May 2013 at which grants of 5,594 were awarded. To date, grants totalling 66,764 have been awarded from the annual budget of 75,000. The Board NOTED the minutes. 15 Operating accounts The operating accounts were NOTED by the Board. 16 Ernest Gardiner Treatment Centre - Clinical Review Committee With the CQC Registration and Inspection, the Foundation is required to implement a robust clinical governance ensuring the maintenance of an environment and excellent clinical standards. The proposed membership of the new Committee is Heritage Foundation Governor (Chair) Chief Executive of the Foundation John Lewis (Deputy Chair) Treatment Centre Matron Lorraine Roberts Representatives from: A Letchworth GP Practice Community Matron Occupational Therapy Caroline Priestley Physiotherapy Michelle Oates Administrator (Minute Taker) The Board APPROVED the Terms of Reference for the Treatment Centre Clinical Review Committee and AGREED that Lynda Needham should continue as the Foundation Governor on the Committee and also be appointed as the Chair of that Committee. The Board thanked the Treatment Centre team for all they had done to date to register the Centre with the CQC. Summary of Board of Management 221 Meeting Page 4 of 5

5 17 Central Bedfordshire Gypsy and Traveller local plan This consultation identifies a single site, on the west of Stotfold Road, to the east of Lower Wilbury Farmhouse. There is some opposition locally. It is our view representations from local residents should be considered by Central Bedfordshire Council and the Planning Inspector as part of the statutory process associated with these plans. The proposed site does not have a direct impact on our Estate, it is considered that our review of the proposal should be restricted to any visual impact that this may have on our land to the east of Stotfold Road and as a gateway to Letchworth. Based on this, we consider that there is no objection in principle to the proposal, but that we would wish to seek to ensure that adequate landscaping is in place in order to protect the visual amenities of this part of Stotfold. The Board NOTED the report and AGREED a draft letter be issued to Bedfordshire County Council. 18 Any Other Business Norton Road The property is being marketed to generate informal tenders and establish the property value on the open market. Tenders for the property are due on Friday 14 th June. The bids received would be presented to the Board to make a decision. Summary of Board of Management 221 Meeting Page 5 of 5