Agenda and draft minutes

To appoint a Chairman for the Committee for the remainder of the Municipal Year 2020/21.

Councillor Paul Goodale was appointed Vice-Chairman for the remainder of the Municipal Year 2020/21.

To appoint a Vice-Chairman for the Committee for the remainder of the Municipal Year 2020/21.

Councillor Stephen Woodliffe was appointed Vice-Chairman for the remainder of the Municipal Year 2020/21.

To receive apologies for absence.

There were apologies for absence from Councillor Viven Edge and Yvonne Stevens.

To sign and confirm the minutes of the meeting held on 7^th October 2020.

The minutes of the meeting held on 7^th October 2020 were agreed as a correct record, to be signed by the Chairman.

To report progress on outstanding actions from the previous meetings, for information only.

Committee Members confirmed they had received an update from the Assistant Director - Regulation regarding illegal encampments.

To receive declarations of interests in respect of any item on the agenda.

Councillor Stephen Woodliffe declared an interest in the Small Grant Application, as an ordinary member of Blackfriars Arts Centre and refrained from taking part and the debate on this item (Minute 92 refers).

To answer any written questions received from members of the public no later than 5 p.m. two clear working days prior to the meeting – for this meeting the deadline is 5 p.m. on Friday 11^th December 2020.

None.

(A report for information by Tim Sampson, Accountancy Manager - Revenues & Systems)

The Committee noted a report by the Accountancy Manager - Revenue and Systems, which provided an update of BTAC’s financial position as at the end of October 2020 with the projected outturn (full-year spend) for the 2020/21 year, and the projected BTAC reserve at the year-end 31 March 2021.

The Chairman expressed satisfaction with the Committee’s expenditure, representing a large part of the budget, which it had used to carry out significant work. 

(A report by Maddy Eyre, Local Communities Development Officer and BTAC Grant Administrator)

The Committee considered a report by the Local Communities Development Officer & BTAC Grant Administrator, which concerned an application made to the Small Grants Working Group.

The application was from Blackfriars Theatre Academy for an amount of £1,000 to organise and perform a socially distanced pantomime in January 2021.  Funds would contribute towards the script and performance rights; costumes; sheet music and backing tracks, and set hire (3 back cloths).  The project was time dependent and was to be delivered before the review of Round 1 applications, which was not due until February 2021.

In accordance with BTAC’s Small Grants Scheme, the Committee’s Small Grants Working Group had agreed the application was eligible for consideration and had decided to award the full amount, as shown in Table 2, which had been circulated to Members separately. 

Councillor Stephen Woodliffe explained that, as a Member of the Working Group, he had abstained from the vote of the Working Group due to a potential conflict of interest, as he was an ordinary member of Blackfriars Arts Centre.

The funding would be allocated from the remaining 2019/20 grants budget of £1,694.33 with the balance being brought forward to the grants budget for 2020/21 or put back into BTAC’s reserves.

Members supported the application, with views expressed in favour of helping businesses and organisations in the town to recover from the impact of the pandemic.  The theatre was commended for its efforts to provide much needed entertainment for young people in the current circumstances. 

Concerns were expressed about Covid-19 in terms of people attending a performance in a small theatre, though it was acknowledged that the centre would take the necessary precautions for the safety of the cast and audience.  In response, it was explained that the pantomime was going to be filmed in various locations and transmitted to the homes of those who purchased tickets, an idea commended by Members.

Councillor Woodliffe abstained from the vote.

(A report by Matt Fisher, Operations Manager)

[Councillor Dorrian joined the meeting at 6.55 pm.  Councillor Alison Austin left the meeting at 7 pm.]

The Operations Manager presented an annual update on improvements made to BTAC’s open spaces.

Members had attended a tour of BTAC open spaces and play facilities on 21 August 2019.  Due to the coronavirus pandemic, no tour was undertaken in the current year; however, the improvements previously identified, had continued to be delivered and the details were set out in the report. 

Following the illegal encampment at Woodville Road in August 2020, the Committee met in September and Members requested details of how other vulnerable public open spaces could be protected from any future illegal encampment. An assessment had since been carried out on all BTAC open spaces to identify those that had a vulnerability to illegal encampments. These were identified at Garfit’s Lane, Burgess Pit, Shelton’s Field and Broadfield Lane, as shown in Appendix A, and the report set out a costed solution to improve security.  The Committee was asked to approve a total of £14,947 funding for these improvements. 

The report also provided information with respect to the ‘wish list’ for the remainder of 2020/21 and plans for the coming year 2021/22. 

BTAC had supported the practice of considering environmental impacts in recent years through planting projects across its open spaces and support for groups such as Boston in Bloom.  Further community orchards across the BTAC open spaces would continue to support the town in its endeavours to capture and reduce its carbon footprint.  Members were asked to consider reallocating the £3,000 saved from the Woodville Road security-fencing project to enable an external grant application to Trees for Cities for match funding for the establishment of new community orchards.

The Open Space Consultation 2020 had been limited due to COVID-19 restrictions, but had provided valuable information to help make informed decisions on future development opportunities within open spaces.  Details were set out at Appendix B.  Members were asked to consider the approval of funding for one improvement in 2020/21, which was for £16,000 for the delivery of new outdoor gym equipment in Central Park, and to refer the future ‘wish list’ improvements to the BTAC Working Group for Open Spaces to cost up options for a future report.

There was a view that security fencing should have been provided long before now, particularly to ensure children were safe from traffic, and there was concern as to whether the fencing was fit for purpose, as it had been installed in soil with only 300mm concrete bases.

The Operations Manager explained that pedestrian guardrail fencing had been used, the same type was installed at Pelican crossings.  It acted as a deterrent and afforded reasonable prevention of illegal encampments.  A procurement exercise had been undertaken, with those participating offering the same specification, and a recommended installer had carried out the work.  The fencing would be routinely inspected and its condition would be monitored so that any damage would be quickly repaired. 

There was a  ...  view the full minutes text for item 93.

(A review of the workload covered by the Committee in the year 2019/20, to be presented by the Chairman)

The Committee considered the draft BTAC Annual Report for 2019/20 before its submission to Full Council for approval and publication. 

The Assistant Director - Support Services & Partnerships commented that BTAC had had a very successful year and could be proud of its achievements, which included match funding of almost £300,000 for events and new facilities in Central Park. 

The Chairman congratulated Members and officers for these achievements and commended them for their hard work. 

(The Committee’s work programme for the current year for discussion and/or updating)

The Committee considered the work programme and it was agreed:

·         Members would hold informal discussions with respect to meeting with the Lincolnshire Housing Partnership (LHP) on its plans for improvements in Fenside possibly at the Committee’s meeting in March.

·         To consider the Guildhall as a more appropriate venue for a committee for the town centre once Covid-19 restrictions were lifted. 

·         To consider a future agenda item on the market, to look at its structure and ideas for revitalising it in liaison with the Portfolio Holder.

·         To consider supporting Haven High Academy in its efforts to make Marion Road a school street, permitting only vehicles belonging to residents, staff and emergency services to use the road during dropping off and picking up times, in order to encourage highway safety and social distancing.  Representatives from the school could be invited to address the Committee.  It was noted that the school had contacted the relevant County Councillor without response.  This was a national initiative and it would be the first in the borough. 

·         To consider an update on fly-tipping, including use of the tip.  It was noted that sickness absence due to the pandemic had impacted on performance.

The Chairman thanked Members and officers for their work throughout the year and wished them all a safe and happy Christmas.