Agenda and minutes

Grants & Awards Sub Committee - Monday, 1st November, 2021 7.30 pm

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

Contact: Committee Officer  01525 631920 or: Email: mellony.jahn@leightonlinslade-tc.gov.uk

Items
No. Item

24/GA

APPOINTMENT OF CHAIR

Minutes:

It was proposed and seconded that Councillor S Hemmings be appointed Chair of the Grants and Awards Sub-Committee for the municipal year 2021-2022.  There were no further nominations.  On being put to the vote, the motion was carried.

 

RESOLVED to appoint Councillor S Hemmings Chair of the Grants and Awards Sub-Committee for the municipal year 2021-2022.

 

Councillor Hemmings took the Chair.

 

 

25/GA

APPOINTMENT OF VICE CHAIR

Minutes:

It was proposed and seconded that Councillor C Palmer be appointed Vice Chair of the Grants and Awards Sub-Committee for the municipal year 2021-2022.  There were no further nominations.  On being put to the vote, the motion was carried.

 

RESOLVED to appoint Councillor C Palmer Vice Chair of the Grants and Awards Sub-Committee for the municipal year 2021-2022.

 

26/GA

APOLOGIES FOR ABSENCE

Schedule 12 of the Local Government Act 1972 requires a record be kept of the Members present and that this record form part of the minutes of the meeting. Members who cannot attend a meeting should tender apologies to the Town Clerk.

Minutes:

Apologies for absence were received from Councillors M Freeman and K Cursons (substituted by Councillor T Morris).

27/GA

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:

28/GA

QUESTIONS FROM THE PUBLIC (3 minutes per person; maximum 15 minutes)

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 3(e), (f) (g)  and 3(h).

 

Text Box: Members of the public are very welcome to attend the meeting but are asked to note that attendance numbers are limited. Please contact us to advise if you wish to attend before 4pm on the day of the meeting. Written representations may also be submitted before 4pm on the day of the meeting.
 

Minutes:

A member of the public and representative of the Leighton-Linslade branch of the National Childbirth Trust (NCT) spoke in support of their application for a General Grant. Activities to support new parents and fundraising activities had been severely curtailed by the Covid-19 pandemic and the grant funding would be used to resume activities including nearly new sales, sling library, bumps and babies groups and seasonal activities.

 

29/GA

MINUTES OF PREVIOUS MEETING pdf icon PDF 310 KB

(a)   To receive and approve as a correct record the minutes of the Grants Sub-Committee meeting held on 2 November 2020 (attached), in accordance with Standing Order 12.

 

(b)   To receive any matters arising from the minutes (if applicable).

 

Minutes:

The Sub-Committee received the draft minutes of the meeting held on 2 November 2020.

 

RESOLVED that the minutes of the meeting held on 2 November 2020 be approved as a correct record and were signed accordingly.

 

30/GA

LEIGHTON-LINSLADE MUSIC CENTRE pdf icon PDF 938 KB

(a)             By invitation, Charlotte Payne of Inspiring Music will attend the meeting to provide information in respect of the Service Level Agreement for the Leighton-Linslade Music Centre.

 

(b)             To consider a recommendation to Policy and Finance Committee in respect of the Service Level Agreement beyond 2021-22 (report attached).

 

Additional documents:

Minutes:

By invitation, Charlotte Payne of Inspiring Music attended the meeting to talk about the service level agreement between the Town Council, Central Bedfordshire Council and the Music Centre Trust in respect of the Leighton-Linslade Music Centre. This agreement had been for a number of years and in November 2020 had been extended for a further year to allow time for matters to settle following the Covid-19 pandemic. The arrangement was monitored by a termly meeting with appointed Members.

 

The Sub-Committee was advised that following a year of online provision, the Centre had now resumed on a face-to-face basis with a new programme of activities available to adults and children, including those with additional needs. Whilst initial attendance numbers were low in comparison to pre-pandemic levels, enrolments were gradually increasing and marketing activity was being developed to help raise awareness of the service.

 

Estimated financial predictions for the next five year period were given based on an estimation of student enrolments, venue hire costs and staff costs to run the Music Centre. The Town Council was thanked for its ongoing financial support which enabled the Centre to continue providing access to high quality musical opportunities in the local area.

 

The Committee asked a number of questions and expressed support for the continued provision of the Music Centre in Leighton-Linslade.

 

RECOMMENDED to the Policy and Finance Committee:

 

(i)               To endorse that the Leighton-Linslade Music Centre Service Level Agreement be renewed for a further four years (2022-23 until 2025-26) on the same terms, i.e. a termly monitoring meeting and an annual review.

(ii)             That funding for 2022-23 start at the current level of £8,921 with an annual increase based on the September RPI.

 

31/GA

GENERAL GRANT APPLICATIONS (2ND ROUND FOR 2021-2022) pdf icon PDF 140 KB

(a)  To note that the General Grant budget for the financial year 2021-2022 provides £6,488 of available funds (£3,512 of the total £10,000 budget having already been allocated earlier this year).

 

(b)  To consider 2nd round applications for General Grants for 2021-2022 as per the attached schedule, in accordance with the General Grant guidelines (copy attached).

 

(c)  To consider remaining General Grants budget for 2021-2022.

 

Additional documents:

Minutes:

(a)   The Sub-Committee was advised that the budget allocated for General Grants in 2020-2021 totalled £10,000.  A total of £6,488 remained available following the approval of grants totalling £3,512 earlier in the year.  

 

RESOLVED to note the information.

 

(b)       The Sub-Committee received a summary of the four applications received for a General Grant in 2021-2022, along with a summary of the documents submitted with the applications.   It was noted that a fifth application had been received since the agenda was issued but that the supporting documentation was still awaited.

 

RESOLVED to approve General Grant funding amounting to £2,200 as follows, subject to all applicants having met the required criteria by providing the required documentation:

 

Organisation

Purpose of General Grant

Amount

KidsOut

To provide disadvantaged children with a ticket to Santa’s Grotto over the Christmas Festival weekend

£500

Hospice at Home Volunteers

Post-covid PPE, volunteer training & publicity so that fact to face support can be recommenced in L-L area

£500

Leighton Buzzard Trefoil Guild

Post Covid support with venue hire costs plus purchase of first aid kit and craft materials

£200

NCT – LB & District branch

Post-Covid support with costs to relaunch local support and fundraising events

£500

First Responders

 

To fund additional equipment and training to allow the provision of vital care to patients in the community

£500

 

(c)    The Sub-Committee noted that £4,288 would be remaining in the 2021-22 General Grants budget and it was further noted that many voluntary organisations had yet to properly resume pre-pandemic practices such as fundraising and being able to meet in person. It was suggested that as a one-off, a third round of grants could be offered to include more flexibility than under normal circumstances, to help support groups following the pandemic.

 

RECOMMENDED to the Policy and Finance Committee:

 

(i)     That a one-off third round of General Grant applications take place for the financial year 2021-22, to be considered at an additional meeting of the Grants & Awards Sub-Committee on Monday 21 February 2022.

(ii)    That the General Grant Guidelines be relaxed only for this specific round of applications to allow for more general uses (e.g. operating costs), in order to support local charity and voluntary organisations following the Covid-19 pandemic. All other terms and conditions to continue to apply and all applications to demonstrate clear need and community benefit.

 

32/GA

AWARDS SCHEMES

To received a verbal update regarding the Young People awards.

Minutes:

The Sub-Committee received a verbal update regarding the 2021 Young Persons awards.  One award was due to be presented in the near future. In 2022, it was envisaged that the awards would take place earlier in the year with nominations being invited in May-June 2022.

 

RESOLVED to note the information.

 

33/GA

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: award nominations.

 

Minutes:

The Committee may consider it appropriatte to consider the following resolution should they consier 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: nominations for the 2021 Community Volunteer Awards.

 

34/GA

NOMINATIONS FOR 2022 COMMUNITY VOLUNTEER AWARDS

To consider nominations submitted to date for the 2022 Community Volunteer Awards (information attached).

 

(as the closing date for nominations is 31 October 2021, additional nominations may be tabled at the meeting).

 

 

 

 

 

 

 

Terms of Reference

1.     To approve or refuse grant applications, in accordance with Council policy.

2.     To consider other requests for funding from the Town Council and where appropriate, make recommendations to Policy & Finance accordingly.

3.     To consider and make recommendations in respect of the annual community award schemes, in accordance with Council policy.

4.     To consider options in respect of nominations for other award schemes, as appropriate.

 

*Phones and other equipment may be used to film, audio record, tweet or blog from this meeting by an individual Council member, officer or member of the public. No part of the meeting room is exempt from public filming unless the meeting resolves to go into exempt session. The use of images or recordings arising from this is not within the Council’s control.

 

 

Minutes:

The Sub-Committee received and discussed the nominations of two individuals and one voluntary group for the 2022 Community Volunteer Awards. 

 

It was agreed that the two nominations for individuals met the criteria and the nominee’s consent should be sought to proceed further with the process.

 

Discussion took place about greater marketing activity in 2022 to try to generate more nominations.

 

The Sub-Committee noted that this was the first time a nomination had been received for a group. The scheme, having replaced the previous Honorary Burgess scheme, was intended to recognise individual contributions to the community through longstanding volunteering activities. The Sub-Committee felt that the marketing and publicity for the awards had been clear in seeking nominations for individuals but it was agreed that the procedure should be updated to make this absolutely clear.

 

The Sub-Committee agreed that there were many valuable volunteer groups within the parish and that all were equally beneficial to the community in different ways. It would be extremely difficult to compare charity and voluntary groups when all offered such different services and all were dependent upon the contributions of individual volunteers.

 

The Sub-Committee agreed that the Community Volunteer Scheme could only be for individuals and that the organisation nominated should be approached to see whether any individual involved in its running could be put forward. Should such a nomination come forward and meet the criteria, this could also be progressed in accordance with the process.

 

RECOMMENDED to the Policy and Finance Committee to update the Communuty Volunteer Award procedure to make it clear that the award is for individuals only.

 

RECOMMENDED to the Policy and Finance Committee to consider recommending to Council approval of up to three nominations for the 2022 Community Volunteer Awards, subject to  consent  being obtained from nominees (to be confirmed at the January 2022 meeting).