Extraordinary Community Services Committee Meeting

Extra Ordinary_CS_Remote_Agenda_12.01.2021

Agenda & meeting papers can be accessed in the PDF pack above.

Members of the public can view the meeting on YouTube at: https://youtu.be/kj7meTYiGBA

MINUTES of a REMOTE Meeting of the Community Services Committee held on Tuesday 12 January 2021 at 7.00pm

Present:

Councillor Baptiste Velan (Chairman)

Councillor Matt Boles – ex officio

Councillor Liz Clews

Councillor Dennis Dannatt

Councillor Chris Lambie

Councillor Keith Panter

In Attendance:                      

Tom Clay                                Town Clerk

Rachel Allbones                     Deputy Clerk / RFO

Sean Alcock                           Operations Manager

1. APOLOGIES FOR ABSENCE

Councillor James Plastow

Councillor James Ward

2. TO RECEIVE MEMBERS’ DECLARATIONS OF INTEREST IN ACCORDANCE WITH THE LOCALISM ACT 2011 AND TO RECEIVE ANY APPLICATIONS FOR DISPENSATION

 None received.

 3. MINUTES OF THE PREVOUS MEETING (Paper A)

Minutes of the meeting of Community Services Committee held on Tuesday 8 December 2020

RESOLVED that the minutes of the Community Services Committee held on Tuesday 8 December 2020 be confirmed and signed as a correct record.

Note: Councillor Lambie abstained from voting on the above resolution.

 4. LEVELLINGS IMPROVEMENTS (Standing Item) (Paper B)

Members NOTED a report detailing the results of a recent consultation exercise.

5. ARMED FORCES AND COMMUNITY DAY (Standing Item)

Committee felt a decision was needed with regards to the 2021 event.

RESOLVED that due to the ongoing pandemic the 2021 event be cancelled and with a view to focusing on organise an event for 2022.

 6. CLOSURE OF FACILITIES (Paper C)

 RESOLVED to NOTE the contents of the report and approve the actions taken.

7. REQUEST TO INSTALL A BARRIER IN THE GENERAL CEMETERY (Paper D)

 Committee considered a request by a member of the public to install a barrier in the General Cemetery.

RESOLVED to agree to the request on the basis that the following is made clear that:

• The Operations Manager has site of the final specifications before installation;
• The barrier will need to be in keeping with the surroundings;
• The barrier will not be covered by the Town Council’s insurance;
• The Town Council will not be responsible for upkeep or maintenance of the barrier, and;
• Should the barrier not be maintained to a good standard or if it becomes a hazard it may be removed at the Town Council’s discretion.

 8. LOVE LANE ALLOTMENT GARAGES 232 & 270 (Paper E)

Committee considered a report relating to the condition of Love Lane Allotment Garages.

RESOLVED to agree to option 1 and instruct that the garages identified in the report are removed.

The quote received from Rilmac of £3,090.00 be approved for the removal of the double garage and the one to rear of 270 Ropery Road. There is no budget currently assigned for the removal works, but Management and Finance Committee to approve proposed spend within the revised budget.

The third garage at the rear of 232 Ropery Road will be removed in house, assuming there are no issues with asbestos. A skip might be required at a cost of £175 per skip.

 9. EXCLUSION OF THE PUBLIC AND PRESS

Due to the confidential nature, members RESOLVED to exclude the press and public from the meeting during consideration of the next item in accordance with the Public Bodies (Admission to Meetings) Act 1960.

The items treated as confidential because of the potential for legal action and court proceedings.

 10. LOVE LANE ALLOTMENT GARDEN FENCE – PLOTS 20 & 24 (Paper F)

 Committee received and considered an update and any matters arising.

RESOLVED to NOTE the report and grant permission for the wire mesh fence structure.

The following conditions are attached to the permission:

i. Any poles, posts or supports for the fence that have recently been installed must be the same height as the wire mesh;
ii. The wire mesh fence must not be increased in height;
iii. The plot holder must seek further written permission if they wish to alter or modify the fence in any way;
iv. The plot holder must plant the fruiting crop (blackberries and raspberries) for which the wire mesh was installed;
v. The fruiting crop cannot be allowed to grow higher than the wire fence, and;
vi. The plot holder must keep at all times to the signed Tenancy Agreement and the Allotment Terms and Conditions.

 11. CEMETERY BURIAL SOFTWARE (Paper G)

Committee considered options for cemetery burial software and considered an option for allotment software.

RESOLVED: Committee provisionally accepted the quotes from Edge for Epitaph Cemetery and Allotment management software, which includes:

i. Cemetery Software £3,981.30
ii. Cemetery Mapping £5,940.00

Committee notes that the total amount of £9,921.30 exceeds the £6,859.03 budget currently available for cemetery software.

Committee RESOLVED TO REFER TO THE MANAGEMENT AND FINANCE COMMITTEE to consider increasing the budget available as part of the revised budget.

RESOLVED: Committee provisionally accepted the quotes from Edge for Allotment management software and mapping at a cost of £785.50. Committee notes that the matter will be considered as part of a revised budget.

Committee RESOLVED TO REFER TO THE MANAGEMENT AND FINANCE COMMITTEE to consider establishing a line as part of the revised budget.

Note: Councillors Boles and Velan abstained from voting on the above resolution.

The meeting closed at 8.12pm