Agenda and minutes

Grounds & Environmental Committee
Monday, 3rd December, 2018 7.30 pm

Venue: Council Chamber, The White House, Hockliffe Street, Leighton Buzzard, Bedfordshire, LU7 1HD

Contact: Committee Officer  01525 631920 & Email: info@leightonlinslade-tc.gov.uk

Items
No. Item

145/GE

APOLOGIES FOR ABSENCE

Minutes:

Apologies for absence had been received from Councillors C Perham, A Brandham and S Ward.

           

146/GE

DECLARATIONS OF INTEREST

(i) Under the Localism Act 2011 (sections 26-37 and Schedule 4) and in accordance with the Council’s Code of Conduct, Members are required to declare any interests which are not currently entered in the Member’s Register of Interests or if he/she has not notified the Monitoring Officer of it.

 

(ii) Should any Member have a Disclosable Pecuniary Interest in an item on the agenda, the Member may not participate in consideration of that item unless a Dispensation has first been requested (in writing) and granted by the Council (see Dispensation Procedure).

Minutes:

Members were asked to declare any interests, including the nature of those interests, which they had in any of the items under consideration at this meeting. No declarations were made and no dispensations had been requested.

147/GE

QUESTIONS FROM THE PUBLIC

To receive questions and statements from members of the public in respect of any item of business included in the agenda, as provided for in Standing Order No.s 1(f) and 1(h).

Minutes:

Two representatives from The Friends of Leighton-Linslade in Bloom attended the meeting and thanked Leighton-Linslade Town Council for their funding and support over the years.  The Friends of Leighton-Linslade in Bloom want to become a constituted group in their own right where they have more control of their own finances and decisions. 

 

Their aim would still be to benefit the town and try and improve a section each year starting with the North Street roundabout next year.  Discussions are on going with Central Bedfordshire Council regarding gaining a licence to carry out works.

 

The Committee thanked The Friends of Leighton Linslade in Bloom for their good work in and around the town in the past and in the future.

148/GE

MINUTES OF PREVIOUS MEETING pdf icon PDF 86 KB

To receive and approve as a correct record the minutes of the Grounds & Environmental Committee meeting held on 10 September 2018.

Minutes:

The Committee received the draft minutes of the Grounds and Environmental Services Committee meeting held on 4 June 2018.

 

RESOLVED that the minutes of the meeting of the Grounds and Environmental Services Committee held on 4 June 2018 be approved as a correct record and were signed accordingly.

149/GE

COMMITTEE OBJECTIVES AND WORK PLAN pdf icon PDF 54 KB

To receive and consider the Committee work plan for 2018-2019 (attached).

Minutes:

The Committee received the work plan for the municipal year 2018/2019.  It was noted that the response by the Task and Finish Group would be added to the Work Plan for the March 2019 meeting.

 

RESOLVED to note the work plan.

150/GE

REPORT FROM JUDGES OF THE 2018 ANGLIA IN BLOOM COMPETITION pdf icon PDF 108 KB

To receive a report regarding the Anglia in Bloom 2018 campaign (to follow).

Additional documents:

Minutes:

The Committee received a report reviewing Anglia in Bloom and a recommendation to formally thank the volunteers for their hard work and the high achievements in the Anglia in Bloom awards.  Twelve gold awards and two silver gilt were received with a Special Award given to TACTIC for the Best Young People’s Project and nominations received in the Best Community Project with the Linslade Community Garden and the Best Sustainable Garden with West Street Drought Garden.

 

RESOLVED to

 

1.1       note the report

1.2       formally thank all the local volunteers involved in this year’s Leighton-Linslade in Bloom campaign, Especially The Friends of Leighton-Linslade in Bloom.

1.3       Request that the Chair of the Grounds and Environmental Services Committee writes to all key members thanking them for this year’s achievements.

151/GE

REVIEW OF LEIGHTON LINSLADE IN BLOOM FUNDING pdf icon PDF 136 KB

To receive a report reviewing Leighton Linslade in Bloom funding (to follow).

Additional documents:

Minutes:

The Committee received and considered a report regarding a review of Leighton-Linslade in Bloom funding to support the development of this important community initiative for the next three financial years.

 

RESOLVED to

 

1.1       note the report

1.2       consider formalising the partnership relationship between the Town council and The Friends of Leighton-Linslade in Bloom by directly funding a Service Level Agreement (attached) to the maximum value of £5,000 per annum which is to be met form the Budget code 4413/220 ‘Leighton-Linslade in Bloom’.

1.3       Consider transferring monies held by the Town Council to The Friends of Leighton-Linslade in Bloom once they have become a fully constituted group as per break down in para 7.3.

1.4       Consider transferring the remaining money back to the Town Council’s General Reserves as per break down in para 7.3.

1.5       Endorse and approve that up to a maximum of £5,000 be spent from 9043/950 in improvements to the Community Gardens and the Leighton-Linslade in Bloom initiative.

 

152/GE

ASTRAL PARK pdf icon PDF 135 KB

To receive a general update report regarding the Astral Park Sports and Community   Centre and to consider any recommendation/s contained therein (to follow).

Minutes:

The Committee received an update report in respect of the Astral Park Sports and Community Centre, including events, catering, marketing, football and school holiday activities. Also to consider the creation of a Task and Finish Group to review matters relating to Astral Park, including setting of fees and charges.

 

The centre team continue to work closely with the Democratic and Central Services staff to increase marketing on the Astral Park website and Facebook site.  ‘One-off’ bookings totalling 116 from January to December include children’s parties, functions, business meetings, police community days, Best Bar None Awards, Wedding Fayre, Christmas Fayre and Mayoral events.  Reviews have been positive showing 4.5 out 5 stars for the facility.

 

The Task and Finish Group would be set up to re-evaluate the business plan for the facility and would need to be a balanced group taking into account the needs of the community as well as the business needs.  Councillor Dodwell, Councillor Berry and Councillor Jones would form part of this Task and Finish Group with an invitation being sent out to Councillors for up to a further three members with meetings being held during the working day.

 

RESOLVED to

 

1.1       note the report

1.2        (i)  establish a Task and Finish Group whose purpose is to review the performance of the Astral Park Facility

(ii)   appoint a maximum of 6 councillors to form the Task and Finish Group with the expectation that its recommendations be presented to the Grounds and Environmental Services Committee at its meeting to be held 4 March 2019.

153/GE

PROJECTS UPDATE

To receive a verbal update from the Head of Grounds and Environmental Services regarding recent achievements and projects.

 

Minutes:

The Committee received a verbal update on the progress of various projects.

 

The adult outdoor gym equipment for Astral Park had been ordered and work would be due to begin early January 2019.

 

Approaches have been made to external organisations e.g. schools to carry out grass cutting on a contractual basis next year.

 

A meeting is being held 4 December 2018 to discuss the partial refurbishment of Pages Park play area.

 

Linslade Recreation Ground – the fencing should be completed on the Station Approach, Waterloo Road area before March 2019.

 

RESOLVED to note the information

154/GE

SIX MONTH BUDGET MONITORING REPORT pdf icon PDF 255 KB

To receive and note a six-month budget monitoring report (attached).

Additional documents:

Minutes:

The Committee received the sixth month budget monitoring report for April – September 2019.

 

RESOLVED to note the report.

155/GE

2019/2020 DRAFT BUDGET pdf icon PDF 298 KB

To receive and consider recommendations to the Policy and Finance Committee in respect of the draft Committee budget for the financial year 2019-2020 (attached)

Minutes:

The Committee received and considered a draft budget report for 2019/2020.  

 

RECOMMENDED to the Policy and Finance Committee to approve the proposed budget for Grounds and Environmental Services (including Astral Park) for the financial year 2019-2020.

156/GE

TOWN COUNCIL'S FIVE YEAR PLAN pdf icon PDF 21 KB

Further to the feedback obtained during the recent residents’ survey, to consider future objectives for inclusion in the Town Council’s next Five Year Plan (attached).

Minutes:

The Committee received the future objectives for inclusion in the Town Council’s next Five-Year Plan.  These included the provision of great open spaces providing varied opportunities for sport and leisure within the town and to exceed expectations in delivering cemetery and allotment services. 

 

The Committee were informed that visits would be made to local schools to ascertain what sort of activities or events young people want in Leighton-Linslade.

 

RESOLVED to note the report.

 

157/GE

CEMETERIES pdf icon PDF 144 KB

To receive an update report regarding the Cemetery Service Project (to follow).

 

Minutes:

The Committee received an update on the Cemetery Service project.  With the increase in the population within the town the demand for burials would be likely to increase and alternative uses of the existing cemeteries would have to be implemented. 

 

It was suggested to members a public consultation take place on the matter of grave re-use to seek the view of local residents.  These consultations would take place at various times of the day to maximise the opportunity for residents to attend.

 

RESOLVED to

 

1.1       note the report

1.2       endorse that a full review be conducted of the income gained through the sale of burial rights, costs of internment, memorials etc to ensure that revenue goes as far as possible in meeting the on-going maintenance costs of existing plots with a projection on future budgets due to the large budget shortfall of circa £80,000 worth of income per annum within the next 5-10 years.

1.3       approve and endorse a public consultation on the matter of grave re-use and using the available space within a used grave and allocate up to £10,000 from Earmarked Reserve 9007/950 with available funds of £61,324.

1.4       approve and endorse that up to £8,500 is allocated to the creation of digital maps for both Vandyke Road and Old Linslade Cemeteries and that all Burial Registers and Grant Books be scanned to create an electronic record.

158/GE

EXCLUSION TO THE PUBLIC

 

The Committee may consider it appropriate to consider the following resolution should they consider that any discussion would be prejudicial to the public interests: that, under the Public Bodies (Admissions to Meetings) Act 1960, the public be excluded on the grounds of the confidential nature of the business about to be transacted which involves the likely disclosure of exempt information. The public and press to withdraw from the meeting during consideration of detailed discussion regarding Pages Park Pavilion.

Minutes:

RESOLVED that, under the Public Bodies (Admissions to Meetings) Act 1960, the public be excluded on the grounds of the confidential nature of the business about to be transacted which involves the likely disclosure of exempt information.  The public and press to withdraw from the meeting during consideration of detailed discussion regarding Pages Park Pavilion.

159/GE

PAGES PARK PAVILION

Additional documents:

Minutes:

The Committee received a report regarding the future of Pages Park Pavilion.  Members strongly considered the merits of four proposals following a condition survey to ascertain how to progress with the project.

 

RESOLVED to recommend to the Policy and Finance committee that the following costs are allocated for the full refurbishment of the Pages Park Pavilion –

 

i)          Preliminary                                                               £15,000.00

ii)         Internal alterations                                                 £131,290.00

iii)        External alterations                                               £43,740.00

iv)        Drainage                                                                   £30,600.00

v)         Mechanical and Electrical                                    £107,200.00

vi)        Decorations                                                             £11,400.00

vii)       Ancillary                                                                    £11,450.00

viii)      Contingency                                                            £10,000.00

ix)        Minus External Funding secured already       £30,000.00

           

            TOTAL                                                                      £330,680.00