Agenda and minutes

To receive apologies for absence.

Apologies for absence were tabled by Councillors Alison Austin and Alan Bell and by Portfolio Holder Tracey Abbott.

To sign and confirm the minutes of the last meeting.

With the agreement of the committee the Chairman signed the minutes of the previous meeting held on 20 September 2022.

To report progress on outstanding actions from the minutes of the last meeting, for information only.

The Lead Officer for the committee advised that the request for the update report on CCTV Cameras tabled at the last meeting had been taken forward to and would be included within the reporting for the next meeting in December, alongside the annual CCTV report.

Members were also advised that Superintendent Coates too will be in attendance alongside Inspector Clarkson at that meeting.

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

None

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 Monday 31 October 2022.

In accordance with the Procedure Rules, as Mr. Abbott was not present at this meeting the question could not be asked.  A copy of the question, together with the response had been circulated to Members for information with a hard copy on placements.

To allow members of the public to address the Committee.

None

A report by the Play and Physical Activity Officer.

The Play and Physical Activity Officer presented the report confirming it was the outcomes of the member working group, which had been convened following the 2022 tour of BTAC open spaces and play facilities.

The group had identified four play areas for improvement with indicative identified by various suppliers.  However, committee were reassured that should they agree the recommendations, all equipment and works would be subject to a full tendering process and standard procurement rules and a final report would be tabled back through committee.

Central Park Boston:

§  Remove all play equipment on toddler side play area as far as the Spider net,

§  Take up surfacing of that area, level area, lay turf to that area and install 4 picnic benches on grass area.

§  Re-instate the giraffe, car and donkey onto small grass area

§  Install new equipment of Water Lilies four way springer and a double horse springer or similar.

§  Install on opposite side of play area a Junior Fairy Tale unit on grass area or similar

§  Remove 5 benches running along pathway and concrete flags, make good ground and install 3 steel benches.

§  Install new outdoor gym equipment

Members were advised that the outdoor gym equipment had already been installed at Central Park and as such did not form part of the refurbishment noted above.

St Johns Boston:

• Install a 3 piece section ship comprising of Stern, Crow’s nest and Bow or similar.
• NB Boston Big Local have granted £25,000 towards this project

Garfit’s Lane Boston:

• Install two concrete table tennis tables onto new tarmac area

This facility being funded by Section 106 monies of £14,000.

Woodville Rd Boston:

• Replacement of Pirate Ship or similar

Total indicative costs for all refurbishments was £159,541 with funding from Boston Big Local and Section 106 confirmed at £39,000 resulting in a potential cost to BTAC of £120,541.  Members were advised that the Gym Equipment was not included in the costing as that budget had been previously agreed.  Examples of the various equipment were referenced with comparable system identified for the 3 piece section ship for St. Johns.

Members voiced their support of all the replacement facilities and works needed to improve the sites. 

Concern noted the possibility of a repetition of vandalism to the replacement of the Galleon at Woodville Road, but there was overall support and agreement of the need to replace the initial damaged facility as soon as possible.   Should further vandalism arise then consideration would need to be given to any further replacement.  CCTV coverage on the site was questioned and it was noted that night-time coverage was never to the quality of daytime coverage.  One suggestion raised which was agreed as a possible deterrent was to have either floodlights or timer lighting on the facility triggered by a presence on the site.

There was support of the proposals for Central Park and recognition of the reasons for leaving the site of the play area where it was, with an ease  ...  view the full minutes text for item 93.

A report by the Assistant Director – Finance

That Chairman welcomed the committee new Finance Manager to the meeting who presented the report. 

Members were referred to Appendix 1 which outlined details of the income and expenditure relating to BTAC for the financial year 2022/23, with the current projection indicating a surplus for the year of £11,407 with a full years’ expenditure forecasted at £721,457.

The main projected variances in the year being:

• The projected full year expenditure is forecasted to be £721,457; with a projected surplus of £11,407. That wouldl transfer to reserves at year end

• The balance of the “other projects” budget  forecasted at £51,514

• There was an underspend within the BTAC Town Centre Operatives Supplies and Services budget of £8480, whereas Employee Overtime budget had overspent £666.  There was also an underspend on BTAC Public Conveniences premises costs of £6088.

• There was an overspend within Open spaces and play areas of £2495.

The opening balance of the BTAC reserve at 1 April 2022 was £302,530

(comprising £70,000 as the minimum to be held to allow for contingencies –

as approved in the budget setting report - plus £51,514 for projects as listed

in Appendix 1. The forecasted total closing balance on BTAC’s reserve is

£161,389, at 31 March 2023.

Members voiced concern at the level of underspend stating they felt monies paid out by residents should be spent on those residents,  but they also recognised the decision made within the previous report and the costs that would be incurred and also other commitments moving forward which would spend a significant part of the current under spend.

The cost analysis which had been requested across all services areas for BTAC charging was presented but it was agreed by the Chairman and Members, that a greater level of detail within each service area was required in order to fully identify all costings for each service.   It was agreed that the respective Service Area Manager be requested to provide such a detailed breakdown which would be considered at the February meeting prior to the considering the budget setting.  The outcomes from the individual in-depth reporting for each service would then be included within the BTAC Terms of Reference for complete clarity of responsibility for the committee moving forward. 

The annual work programme to enable future scheduling of reports.

Members noted the work programme and the agreed service area reporting would be added to the February meeting.