Agenda and minutes

To receive apologies for absence.

Apologies were tabled for Councillor Anne Dorrian

To sign and confirm the minutes of the last meeting.

The minutes were not signed due to omission of the resolution on one item.  That minute would be amended and signed off after the meeting by the Chairman. 

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

None tabled.

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

None tabled.

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 5pm on Monday 20^th March  2023

None tabled.

To allow members of the public to address the Committee.

No.

A report by the Local Communities Development Officer and BTAC Grant Administrator

The Local Communities Development Officer and BTAC Grant Administrator presented the report tabled In accordance with the Committee’s Small Grant Scheme, and presented the applications made to the Small Grants Working Group in Round 4 of the financial year 2022/2023 for both the BTAC Small Grant Scheme and Empowering Healthy Communities Grant Scheme.

9 eligible applications had been received in Round 4 of the Boston Town Area Committee Small Grant Scheme, and 1 application which had been rejected and 1 eligible application received in Round 4 of the Empowering Healthy Communities Grant Scheme and 1 application which had been rejected.

Committee comment included:

Members noted their reassurance that a large number of applications had been received from across a wide range of applicants and that BTAC was helping so many groups. .

However, a member questioned the recent Holi Festival which whilst having received support from BTAC in the hiring of the park and support of operatives, had been too late in submitting an application for funding and assurance was sought that the operators of the festival had been provided with information for submitting an application for future funding.

Members were advised that the operators had indeed been provided with all the relevant information for applying any funding for future events.

A member questioned the pre-requisite question within an application requesting confirmation that the funding would benefit BTAC residents, seeking confirmation if it was asked on all applications.  Members were advised that it was a significant criteria for all grants that the  ...  view the full minutes text for item 120.

A report by the Operations Manager

The Assistant Director – Leisure and Culture (and Lead Officer for the Committee) presented the report confirming that BTAC currently funded 2 X FTE Operatives who undertook work within the town centre areas providing an enhanced level of maintenance clearing and currying out other specific tasks.

The operatives work activity was planned weekly and focused on areas identified as a priority by the Committee as set out in the operatives work programme.  They included carrying out detailed responsive and proactive maintenance improvements to enhance the quality of the town centre.

The work programme set out the priorities for BTAC Operatives in their day to day work, which included all-year round activities along with seasonal items such as assisting with events and supporting community initiatives including Bog Boston Clean Up and Boston in Bloom.

BTAC tasks included painting railings and redecorating street furniture, installing new furniture, cleaning graffiti, undertaking play equipment repairs, providing enhanced cleaning including litter bin cleaning and sign cleaning.

The Operatives were employed for 37 hours over 5 days, between 07:30 and 15:30 with flexibility to work weekends and evenings as required. The Operatives worked as a team using equipment including a BTAC liveried van, hand tools and other specific cleaning equipment.

The operatives had access to a secure store unit at the Mayflower Units where seasonal work including painting and repairs was carried out.

Responsibility for the supervision of the team sits at the depot under the Streetscene Supervisor.

A generic BTAC email address, BTAC.enquiries@boston.gov.uk, was set-up to manage any specific BTAC enquiries or work requests.

Members noted their appreciation of the on-going work of the BTAC Operatives which they agreed provided continued support in keeping the town centre clean.  Appreciation was also noted at the prompt response provided by the Operatives when an issue was reported.

Committee noted the report tabled for information purposes.

A report by the Assistant Director - Finance

The Assistant Director – Leisure and Culture (and Lead Officer for the Committee) presented the report and as outlined at Appendix 1 identifying the details of the income and expenditure relating to BTAC for the financial year 2022/23.

Members were advised that current projections indicated a surplus for the year of £39,807 with full year’s expenditure is forecasted to be £693,057.

The main projected variances in the year were noted as follows: -

·         The projected full year expenditure is forecasted to be £693,057; with a projected surplus of £39,807. This will transfer to reserves at year end

·         The balance of the “other projects” budget is forecast at £502.

·         There is underspend within the town centre operatives of £5k, Events £6k, Central Park £1k and other projects £51k.

·         There is overspend within Open spaces and play areas of £5k and Public Conveniences of £19k.

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 £39,251 at 31 March 2023. 

This estimated closing balance takes into account the proposed spend for play equipment that was discussed during the BTAC committee meeting held on 3^rd November 2022.  The value included is £100,541 as per the quotation information provided at that time.  After taking account of the S151 Officer’s recommendation of a minimum reserve of £70,000, the Funds available (not allocated) are £39,251.

Members were advised that the data provided was draft and subject to change.

Members’ noted the report and requested a return to the report being tabled at all meetings to enable members to be fully aware of the financial postion moving throughout the year.  It had been the policy of the committee to have such reporting prior to the Partnership and members felt reporting to each meeting with a simple account of the financial position at that point, was very beneficial to them.

Committee were advised that the tenders for the refurbishment of Central Park Play Area had been received and a final reporting seeking agreement would be tabled at the first meeting of the new municipal year.

To note the work of the committee and to identify any reporting to be carried over to the new municipal year.

Committee noted the work programme over the previous year and the items being carried forward onto the new programme for the next Municipal Year.

At this point in the proceedings the Vice Chairman tabled a vote of thanks to the Chairman for all his work over the years and the achievements the Chairman had facilitated through his leadership, not least the successful audit which had been carried out on the Committee and the rating achieved.  Members echoed the sentiments and the Chairman stated that whilst he was not seeking re-election, he had been proud to Chair the committee and thanked officers for their support.