Agenda and minutes

Grounds & Environmental Committee
Monday, 4th March, 2019 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

160/GE

APOLOGIES FOR ABSENCE

Minutes:

Apologies for absence had been received from Councillor S Cursons substituted by Councillor G Perham. 

161/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.

162/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 South Bedfordshire Friends of the Earth attended the meeting and asked what the Town Council would be doing about plastic pollution and how the Town Council plan to reduce their use within the town.

 

The Head of Grounds confirmed the Town Council would be looking at ways to reduce the impact of plastic pollution and  increase recycling.  The Committee agreed a joint working relationship  between the Town Council and other groups in Leighton Buzzard to share ideas and develop initiatives for reducing plastic pollution would be a positive outcome,  to be brought back to Committee in June 2019.

163/GE

MINUTES OF PREVIOUS MEETING pdf icon PDF 82 KB

To receive and approve as a correct record the minutes of the Grounds & Environmental Committee meeting held on 3 December 2018.

Minutes:

The Committee received the draft minutes of the Grounds and Environmental Services Committee meeting held on 3 December 2018.

 

Item ref 156/GE ( Town Council’s Five Year Plan) – it was confirmed that the visits to schools would be taking place and Councillor A Dodwell agreed to attend with officers.

 

RESOLVED that the minutes of the meeting of the Grounds and Environmental Services Committee held on 3 December 2018 be approved as a correct record and were signed accordingly.

164/GE

COMMITTEE OBJECTIVES AND WORK PLAN pdf icon PDF 55 KB

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

 

 (b)  To receive and consider a draft Committee work plan for 2019-2020 with embedded Objectives (attached).

 

Additional documents:

Minutes:

The Committee received the work plan for the municipal year 2018/2019.  It was noted the Review of Cemeteries Rules and Regulations would be deferred to the June 2019 meeting. 

 

The Draft Work Plan 2019-2020 was noted with the objectives from the Council’s Five Year Plan embeded for members information. 

 

RESOLVED to note the work plans.

165/GE

BUDGET pdf icon PDF 256 KB

To receive a nine-month budget monitoring report and the Grounds and Environmental Services Earmarked Reserves for the period April-December 2018 (attached).

Minutes:

The Committee received a report for April – December 2018.  It was confirmed all was on plan to finish with a balanced budget at the end of the financial year.

 

RESOLVED to note the report.

166/GE

ASTRAL PARK pdf icon PDF 108 KB

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

 

(b)  To receive a verbal updated regarding the four Task and Finish group meetings held to date.

 

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.  Only one weekend of football had to be cancelled this season due to resting snow on the pitches otherwise, remaining playable and well used.

 

Scheduled maintenance would be taking place over the coming weeks including floor repairs, shutter repairs, mirror replacement and light and vent replacements.  These repairs were all due to normal wear and tear and completed from the existing Astral Park budget.

 

The Committee was informed that the Task and Finish Group formed to review performance at Astral Park had been looking at the booking system for all town council buildings and especially the fee structure used for these bookings.  Marketing for all sites was also a priority and how to raise the profile of all the facilities to increase bookings and use for both commercial and community groups.  The Task and Finish Group was still on-going and would continue discussions on these topics.

 

RESOLVED to note the report.

167/GE

PROJECT UPDATES

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 the Linslade Recreation Ground.  The project was nearing completion with the installation of the entrance arches by the end of March 2019. 

 

A question was raised regarding the refurbishment of the Henry Finch Memorial Fountain but members were informed an application to the Heritage Lottery Fund had not been favourable although other types of funding were being considered.

 

RESOLVED to note the information.

168/GE

REVIEW OF THE UNDERWRITING OF THE ANNUAL FIREWORKS DISPLAY pdf icon PDF 93 KB

To receive a report regarding the annual town firework display (attached) and to consider the recommendations contained therein.

Minutes:

The Committee received and considered a report to underwrite the Annual Firework display to a maximum of £4,000 per annum.  This charitable event is run by the Rotary Club of Leighton Linslade as a non-profit making community event with any profits being distributed to charities. 

 

RESOLVED that the Town Council underwrite the above event for the next three years to a maximum of £4,000 each year and this be met from Budget Code 4110/230 Grounds and Environmental Services with an annual budget of £46,000.

169/GE

REVIEW OF THE PLAY AREA IMPROVEMENT AND SAFER SURFACING PROGRAMMES pdf icon PDF 114 KB

To receive a report regarding the 5-Year play area improvement and safer surfacing replacements programmes (to follow) and to consider the recommendation/s contained therein.

 

Additional documents:

Minutes:

The Committee received an update on the play area improvement and safer surfacing replacement programmes which were progressing well and have been well received by the community.

 

RESOLVED to

 

(i)         note the report

(ii)        endorse the updated wider play area improvement and safer surfacing replacement programmes as per the Gantt chart attached to the report.

 

170/GE

EQUIPMENT FOR GROUNDS AND ENVIRONMENTAL SERVICES pdf icon PDF 104 KB

To receive a report regarding equipment for Grounds and Environmental Services (to follow) and to consider the recommendations contained therein.

Minutes:

The Committee received and considered a report regarding the purchase of like for like new equipment from local suppliers that would be fit for purpose for use by the Grounds & Environmental Service team.                                   

           

RESOLVED to:

 

(i)         note the report.

(ii)        endorse the purchase of 1 x Ex demo Kubota Zero-Turn Mower ZD1211 for £12,000.

(iii)       endorse the purchase 1 x New trailed Water Bowser for a maximum value of £5,000.

(iv)      total expenditure of £17,000 to be met from 950/9000 with available funds of £18,795.

171/GE

CEMETERY PUBLIC CONSULTATION pdf icon PDF 116 KB

To receive a report regarding the timescale and procedure for the Cemetery Public Consultation (to follow) and to consider the recommendations contained therein.

Additional documents:

Minutes:

The Committee received and considered a report providing the timescale and procedure for the Cemetery Public Consultation of grave re-use and using the available space within a used grave.  The Consultation would be a 90-day consultation commencing the week beginning 3 June 2019.  A multi-channelled approach would be taken to reach as many people as possible combining modern digital methods and traditional face to face events to be held in the daytime, weekend and evenings. 

 

RESOLVED to:

 

(i)         note the report

(ii)        approve and endorse the timescale of the public consultation on the matter of grave re-use and using the available space within a used grave and the process as set out in the Gantt chart attached to the report.

172/GE

CAR PARKING pdf icon PDF 92 KB

To receive a report regarding Mentmore Park car park (to follow) and to consider the recommendations contained therein.

Minutes:

The Committee received and considered a report to explore the potential of introducing car parking enforcement measures within certain town council owned car parks.

 

RESOLVED that the Town Council works in partnership with Central Bedfordshire Council in scoping out the potential of introducing parking enforcement measures within certain town council owned parks.                              

173/GE

EXCLUSION OF 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:-

 

(i)            Review Earmark Reserves (to follow)

(ii)          Parson’s Close Recreation Ground ice cream concession (to follow)

(iii)         Shenley Hill Road – Lease (to follow)

Additional documents:

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 review Earmark Reserves, Parson’s Close Recreation Ground ice-cream concession and Shenley Hill Road – Lease.

174/GE

REVIEW EARMARK RESERVES

Minutes:

  The Committee received and considered a report to review earmarked reserves held by this Committee.

 

It was noted that recommendation 1.4 be withdrawn as additional work was required before presenting to a future meeting.

 

RESOLVED to:

 

(i)     note the report

(ii)   approve the consolidation of earmarked reserves as set out below:

 

950

Grounds & Environmental

Value

9000

Plant & Vehicle Replacement

£18,795

9007

Cemetery

£54,089

9024

Grounds and Environmental

£187,948

9043

Leighton-Linslade in Bloom

£10,452

9105

Pavilions

£14,645

9106

Allotments

£5,744

9110

The Beach/Splash and Play

£22,722

 

 

 

 

175/GE

PARSON'S CLOSE RECREATION GROUND ICE CREAM CONCESSION

Minutes:

The Committee received a report to seek endorsement to award a tender for the standalone concession for the right to sell ice-cream for a period of 5 years.

 

RESOLVED to endorse that Company (a) be awarded the competitive tender for the standalone concession for the right to sell ice-cream in Parson’s Close Recreation Ground for a period of 5 years.

 

176/GE

SHENLEY HILL ROAD - LEASE

Minutes:

The Committee received an update regarding the lease held between Arnold White Estates Ltd and the Town Council.  

 

RESOLVED to note the report.

 

RECOMMENDED to Council that the attached lease is signed by two authorised signatories Councillor S Jones and Councillor R Berry.