Agenda item

(The work programme for BTAC for consideration and discussion).

Prior to addressing the schedule of meetings, the Lead Officer referenced a letter addressed to the Chairman (copies were provide on all placements for member and officer reference), received from Christmas in Boston within which, the group advised that they needed to turn down the offer of the £5k which had been offered to support their annual provision of Christmas Lights within the town.  Members were advised that the letter had been due to have been scheduled at the previous meeting which had been inquorate.

The Chairman then invited the Deputy Chief Executive – Growth to address the meeting in respect of the letter received.

The Deputy Chief Executive advised committee that the letter clearly stated that Christmas in Boston did not wish to take the allocation of £5k this year, but had indicated they hoped to submit their own tender for the installation of a Christmas lighting displays, should the opportunity arise.  As such, she wished to offer assurance that something was happening to address the loss of the Christmas lighting displays, confirming that both she and the Portfolio Holder Councilor Welton were looking at alternative funding for the provision of Christmas lighting displays and exploring possible funding through the UK Shared Prosperity Funding stream.  A transparent tendering process would then take place for interested parties wishing to installthe Christmas lighting displays. Boston had been allocated £2.2million for 2022/23 (it was an allocation and not competitive funding) with draw down potentially in October / November or possibly December.  Some match funding would be required to support any draw down. There was a good argument to utilise the UK Shared Prosperity Funding (UKSPF) stream with alignment to pride in place and a civic swell of goodwill for the wider borough, supporting the criteria.  For reassurance members were advised that an allocation of the funding was an executive decision through scrutiny. Referencing the Empowering Community funding allocated to BTAC, the Deputy Chief Executive suggested that if BTAC were mindful, that would be one way of making a contribution to the match funding, akin to a Parish Council being allocated UKSPF funds who too would be required to offer match funding for a Parish initiative.

A number of comments were tabled by members, including recognition of their support of the Christmas in Boston group and its constant provision of the Christmas lighting displaysover previous years and acknowledgment of the quality provided and, of the commitment of all the volunteers who enabled the installation of the Christmas lighting displays to take place. 

Other questions and suggestions included having a back-up plan should the £2.2million not be granted, supporting the Christmas in Boston group in any tender submitted and clarification on who would put the lights up.  Concern at future year’s lighting displays was also tabled and clarification sought on the procurement process.

Responding, the Chairman stated that there was no back-up plan as BTAC did not have funding for a £20/£30k tender.  The Deputy Chief Executive reiterated her earlier advice that the UK SPF was an allocation and not a competitive bid for funding, so the funding would be provided. Christmas in Boston had not asked for a direct award of the lighting displays, they had stated they would tender as per the strict requirement for an open and transparent tendering exercise and an external body would be commissioned to put up the lights, as the Council did not have the capacity in house to deliver it.   The action being taken with the UK SPF was for the current year’s Christmas lighting displaysonly.  Future Christmas lighting displayswould be addressed once the current one was established.  Referencing the procurement process members were advised that whilst the funding was Government money, it would be the Council who undertook the procurement process.

Councillor Welton the Portfolio Holder addressed the meeting and reaffirmed the situation, stating that Christmas in Boston had turned down the £5k as it was not enough to fund the Christmas lighting displays in the current year. The only option the Council had was to look at sourcing funding to enable a tendering exercise and thereby have a Christmas lights display.  As such, BTAC were being asked to consider putting the £5k already allocated within its budget for Christmas in Boston, which has been refused, towards the match funding to allow the Council to start the tendering process.

RESOLVED:

THAT BTAC AGREE TO CONTRIBUTE THE £5K THAT WAS ALREADY ALLOCATED WITHIN ITS BUDGET FOR CHRISTMAS IN BOSTON’S LIGHTS TO MATCH FUND THE UK SPF TO ENABLE THE TENDERING PROGRESS TO BEGIN.

In conclusion members noted the work programme for the next meeting scheduled for the 8 September 2022.