Agenda and draft minutes

To receive apologies for absence.

Apologies for absence were received from Councillors Jyothi Arayambath and Alison Austin.

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

No declarations of interest were received.

To sign and confirm the minutes of the last meeting.

The Minutes of the previous meeting held 28^th November 2024 were agreed and signed by the Chairman.

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

The Lead Officer for the Committee – The Assistant Director for Leisure and Culture, noted updates from the previous meeting:

·         Benches Mapping Project: an update was provided on the community project to map the town’s benches. A member of the public had approached the Chairman before Christmas to undertake a community project to map the town’s benches with the aim of making it easier for anyone to find a bench through the use of an app. Asset colleagues had collated a ward-based spreadsheet which located and listed the benches. Following Members’ approval, the data would be shared in order to support this project.

·         Central Park Security Gate Locking:  Due to problems with gate locking, Asset colleagues had met with the contractor and PSPS procurement colleagues to agree that the contractor would continue to deliver the service in the short term, with increased scrutiny through pictorial evidence and monthly meetings. A report detailing future options for gate locking provision would be presented to members for consideration at the March meeting. A question was asked regarding potential charges or deductions for failures. The Assistant Director advised that there were no charges, but measures had been put in place to monitor performance closely.

·         Update on Police performance: potential dates of future BTAC meetings had been supplied to the Police, upon confirmation of a date, the item would be added to the work programme.

·         Green Flag Award:  Following a successful trip to Lincoln to discuss their achievements, officers had been working to identify key service areas to engage in order to write an effective management plan. This included detailed site locations and asset mapping, signage, park features, buildings, and infrastructure. Officers were also working to identify the necessary equipment and facilities, management information, and the policies needed for inclusion in the management plan. Colleagues had been assisting with engaging community volunteer groups to support the project. The Chairman emphasised the importance of the project and requested more volunteers to join the committee. Councillors Paul Gleeson, Lina Savickiene, Mike Gilbert, and Neil Drayton demonstrated their interest to participate.

·         Review of Services: The Chairman announced the launch of a review of the services overseen by the Committee. A draft programme was circulated, outlining the elements of the BTAC budgets and the months allocated for reviewing individual service areas. The Chairman and the Assistant Director would work closely over the next few months to scrutinise charges and services, with a report to be presented by the end of the municipal year. The Chairman highlighted the importance of understanding what the committee was being charged for and ensuring value for money.

A member inquired about the status of the refund from Anglian Water for a major water leak. The Group Manager - General Fund Assets explained that the process was ongoing and involved dealing with a large multinational company, which could be lengthy and complex. The Chairman expressed confidence in the Group Manager’s efforts and assured the Committee that an update would be provided in March.

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 27^th January 2025.

No questions were received.

To allow members of the public to address the Committee.

A member of the public addressed the meeting, raising concerns about the cancellation of the Fen Side bus route and its impact on elderly residents. They suggested alternative routes and improvements, such as reinstating the stop near the War Memorial and creating a new stop near Savers. They also highlighted the difficulties faced by elderly residents and residents with mobility issues. The Chairman and the Leader of the Council agreed to follow up the matter and for a meeting to be arranged with the resident to discuss the issues further.

A second member of the public addressed the meeting and inquired about a permanent structure in Central Park for community use, particularly for foreign visitors to integrate into Boston society. Additionally, they emphasised the need for investment in community facilities. The Chairman agreed to follow up on the matter.

(A presentation by Emergency Planning and Business Continuity Officer (LCC-F&R))

The Emergency Planning and Business Continuity Officer presented the report, which emphasised the importance of community emergency planning and the role of volunteers. The need for community groups in Boston Town and the benefits of early warning systems and emergency kits was discussed. The success of community emergency groups in other areas and the need to establish similar groups in Boston Town was highlighted. Councillors were encouraged to identify and engage with local community groups.

Members comments included the following:

Councillor Patsie Marson expressed concerns about the bungalows near the river in Fenside and the potential impact of flooding. She expressed an interest in volunteering and in helping to establish a community emergency group in Fenside.

Councillor Anne Dorrian suggested that at least one community group for each ward should be identified to work with the Emergency Planning and Business Continuity Officer. She emphasised the importance of preparing for floods and suggested involving children in creating family flood plans. Councillor Dorrian advised that Council resources, to support the initiative, could be committed. The Emergency Planning and Business Continuity Officer advised that the Scouts, Guides, Cadets and the Police could help with building community resilience.

Councillor Mike Gilbert highlighted the challenges of engaging with diverse and transient communities in Boston Town and highlighted the need to work with various agencies to understand the flooding profile. Additionally, he raised concerns about the decision for the claxons to be decommissioned and the need for effective warning systems was stressed.

Councillor Neil Drayton expressed interest in volunteering to join the community resilience initiative and expressed interest in the "Ready for Anything" volunteer programme.

Councillor Anton Dani suggested using local radio stations and supermarkets to disseminate information and recruit volunteers. He highlighted the importance of community engagement and training. The Emergency Planning and Business Continuity Officer advised that a warning forming group as a Lincolnshire resilience partnership, which contained 29 different responding agencies, was in operation to distribute messages during times of crisis.

Councillor Sandeep Ghosh proposed using advanced technology solutions, such as automated alerts and notifications, to reach residents quickly. He emphasised the importance of having a primary solution for emergency alerts. The Emergency Planning and Business Continuity Officer advised that different Warning Systems were utilised, such as various government emergency alerts. He added that new systems were being developed.

Councillor Emma Cresswell suggested using the Council's new WhatsApp channel to send alerts and updates. She highlighted the effectiveness of the WhatsApp channel during recent flooding events.

(A report by Strategic Finance Manager)

The Strategic Finance Manager (PSPSL) presented the report, which provided an update to members on the BTAC financial position, showing the budget and forecast for 2024/25 Quarter 2. Details of the income and expenditure relating to BTAC for Quarter 2 2024/25, were outlined at Appendix A. A net cost of £49,516 was reflected as the current forecast position. £207,611 was reflected as the opening balance of the BTAC reserve on 1 April 2024. The BTAC’s reserve of £139,955 (recommended minimum was £70,000), was forecasted as the closing balance.

Members comments included the following:

Councillor Andy Izard queried the use and cost for mobile phones and suggested the use of advertising boards as an additional source of income. The Assistant Director advised that mobile phones were used by various staff members providing services in the BTAC area, including toilet attendants and events staff. The Head of Finance (Client) (PSPSL) advised that advertising boards could be considered considering they passed the feasibility test.

Councillor Mike Gilbert queried the source of the £18,000 savings and what level of longevity they held towards further years. The Strategic Finance Manager (PSPSL) advised that inaccurate past charges had been identified, savings found in 2024 would be reflected in Q3 and the budget would be realigned

The Chairman queried the employee cost for public conveniences. The Group Manager - General Fund Assets and the Assistant Director advised that the matter would be analysed to identify potential efficiencies in support of the budget. The Chairman emphasised the need to review those costs further.

Responding to a question raised by the Chairman questioning the water rates and whether the figures included any unresolved issues, the Group Manager - General Fund Assets confirmed that the figures were accurate and reflected the current rates without any outstanding problems.

Councillor Paul Gleeson commented on the small print size in the report and requested larger print for future reports. The Chairman acknowledged the issue and assured that future reports would have larger print.

Councillor Anton Dani noted the absence of maintenance costs for certain areas and questioned whether there had been any repairs or damages. The Strategic Finance Manager (PSPSL) advised that the figures reflected actual costs to date, and that there had been no maintenance expenses up to 30^th September 2024.

Councillor Anne Dorrian suggested that the Committee consider the efficiency savings identified in relation to employee cost for public conveniences and how they could be achieved. This request was noted by officers.

Councillor Dorrian praised the good work done by the employees in charge of looking after Council’s facilities, with a special mention to toilet attendants.

Councillor Sandeep Ghosh queried the plan to achieve efficiency targets. The Head of Finance (client) (PSPSL) advised that work was in progress and further details would be reflected in the Q3 report. He added that further elaboration would be provided in co-ordination with the Chairman and the Assistant Director.

The Chairman praised the work that officers had done in the report, providing savings and  ...  view the full minutes text for item 49.

(A report by Strategic Finance Manager)

The Strategic Finance Manager (PSPSL) presented the report which detailed the current position and the proposed levy for the Council to be approved for 2025/26.

Members comments included the following:

Councillor Mike Gilbert emphasised the importance of identifying efficiency savings to determine decision making over subjects like Council Tax percentages.

Councillor Paul Gleeson supported the 0.9% increase, highlighting the need to keep up with inflation. He queried the need to maintain the £70,000 threshold in reserves. The Head of Finance (Client) (PSPSL) advised that the £70,000 had been decided locally by the Section 151 Officer as the minimum for the BTAC funds considering government policies; and as such could be scrutinised if alternatives were requested.

Councillor Sandeep Ghosh queried the reasons behind the decrease in the tax base rate and the implications for the budget. The Head of Finance (Client) (PSPSL) advised that the decrease was due to an increase in discretionary discounts and properties eligible for those discounts.

The recommendation was proposed by Councillor Paul Gleeson and seconded by Councillor Neil Drayton.

RESOLVED:

That the level of Special Expense precept for 2025/26 at £769,058 and the Council Tax charge of £81.09 at Band D be recommended to Cabinet and Council.

(A report by Group Manager (Property and Technical Services))

(Revised report attached.)

The Portfolio Holder – Communities presented the report which focused on the funding and upgrading of footway lighting within the BTAC wards. The report included details on the number of lights, their locations, and the proposed upgrade to 18-watt LED light fittings. The estimated cost for the upgrade was £7,350 plus VAT, with potential savings and a payback period of approximately 9.69 years.

Responding to a question by the Chairman, the Group Manager - General Fund Assets advised that the lights’ physical infrastructure belonged to the Council, but the responsibility for the lighting costs sat within the BTAC remit.

Councillor Paul Gleeson found the payback period of nearly 10 years to be marginal but supported the upgrades due to the significant reduction in carbon footprint and long-term cost savings.

Councillor Sandeep Ghosh queried the cost of £350 per light and the inclusion of VAT. The Group Manager - General Fund Assets advised that the cost included not only the lighting head but also the machinery hire, temporary road closures, and labour.

Councillor Mike Gilbert queried the lifespan of the new LED heads and their impact on cost savings. The Group Manager - General Fund Assets confirmed that the average lifespan was 15 years, making them more reliable and cost-effective in the long run.

Councillor Anton Dani supported the upgrades as a wise investment to save money and improve safety.

Councillor Andy Izard queried the brightness and coverage of the new LED lights. The Group Manager - General Fund Assets assured that the new lights would provide slightly brighter coverage without causing a disturbance.

The Committee approved the recommendation to proceed with the upgrades, the importance of safety and security for residents was emphasised.

The recommendation was proposed by Councillor Anton Dani and seconded by Councillor Mike Gilbert.

RESOLVED:

That the Footway Lighting upgrades be resourced, as set out within the report.

(A verbal update by Assistant Director – Leisure and Culture)

The Assistant Director - Leisure and Culture provided an update on the BTAC Review Programme, highlighting the Chairman's initiative to review the services overseen by the Committee. A draft programme was circulated, detailing the elements of the BTAC budgets and the plan to meet relevant officers to determine budget breakdowns and visit facilities.

The Chairman emphasised the need to review the budgets due to dissatisfaction with some charges and services. He mentioned that he and the Assistant Director would be working closely over the next few months to review all areas and would report back to the Committee with their findings.

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

The Assistant Director – Leisure and Culture outlined the agenda for the next meeting scheduled for 27^th March 2025. The agenda included BTAC small grants, Central Park security update, an update from the events team regarding the PRIDE events, and the Quarter 3 Finance Report.

Members comments included the following:

Councillor Anne Dorrian suggested adding a placeholder for the Community Governance Review to the March meeting agenda. Additionally, she emphasised the importance of discussing the review and its impact on the Committee.

Councillor Mike Gilbert proposed inviting a representative from the County Council to discuss highways and maintenance issues, highlighting the need for collaboration to improve the appearance and maintenance of the town. Councillor Anton Dani supported the idea of inviting the County Council representative and suggested contacting Councillor Richard Davies, the highways portfolio holder. He also requested an inventory of BTAC assets and their values to be presented at the March meeting.

Councillor Emma Cresswell suggested using the Council's new WhatsApp channel to communicate flood alerts and other important information to residents. She emphasised the importance of leveraging technology for effective communication.

The Chairman requested that a meeting of the Green Flag Group be organised as soon as possible.