Agenda and minutes

There were no apologies received

Councillor J Geary declared a non-pecuniary interest in item 7 – Capital Projects Update as a regular supporter of Coalville Town Football Club, a founder member of Mantle Lane Arts and a Director for the Springboard Centre.

Councillor J Legrys declared a non-pecuniary interest in any reference to Hermitage FM due to his voluntary involvement with the organisation

Councillor M B Wyatt declared a non-pecuniary interest in any reference to Coalville Town Centre as a business owner.

Minutes of the meeting held on 11 June 2019

Consideration was given to the minutes of the meeting held on 11 June 2019.

The Cultural Services Team Manager noted that the dates of the proposed Music and Picnic in the Park events should read Saturday 20 June and Sunday 21 June 2020 in the recommendation for minute number 6.

It was moved by Councillor J Geary, seconded by Councillor E Allman and

RESOLVED THAT:

Subject to the minutes being amended as detailed above, the minutes of the meeting held on 11 June 2019 be approved and signed by the Chairman as a correct record.

Report of the Cultural Services Team Manager

The Cultural Services Team Manager presented the report to Members.

In relation to the 2019/20 event programme it was noted that there was only the Christmas event left to deliver with planning well under way and that through the donkey rides at Coalville by the sea, the income target for the event had been exceeded.. It was also acknowledged that the rides had gone down really well.

The proposed 2020/21 CSEWP events highlighted along with the additional events put forward by the events sub group. Members noted that an additional £5,000 had been included in the budget to support the implementation of the suggestions for the next financial year.

She advised that the Coalville Project had approved a request of up to £10,000 for the development of events in Coalville for 2020/21 this included a Steampunk Festival and the VE Day 75 celebrations and commemorations.

Members noted the additional Christmas Lights following the approval of the additional £2,000 allocation by Cabinet and additional sponsorship from a local business that had been secured by Councillor A Black.

The Cultural Services Team Manager advised Members of a new item on the report in relation to Coalville Specials Community Grant and the applications that had been received so far. She encouraged Members to promote the grant as much as possible as officers would prefer to have too many applications.

Councillor J Legrys advised that the had received two responses in relation to the Steampunk Festival both of which were keen to be a part of the event. The Cultural Services Manager asked for the details to be passed on so that she could ensure that they were engaged with.

In response to questions from Members, the Cultural Services Team Manager advised that officers did all that they could to reach residents with regard to the advertising of events including postcards, posters, social media however there would always be someone that was missed. She also informed Members that the cost of AA road signs against a one day event would be very high and not financially viable.

Councillor M B Wyatt thanked Councillor A Black for going out and securing £2,500 in sponsorship towards the additional Christmas Lights from Winvic Mount Park and urged other Members of the Working Party to approach businesses to do the same. The Cultural Services Team Manager advised that the Council’s Communication Team was in contact with Winvic to ensure that appropriate recognition would be given to them.

It was moved by Councillor J Geary, seconded by Councillor J Legrys and 

RESOLVED THAT:

1)    The progress update on 2019/20 Events be noted

2)    The 2020/21 proposed CSEWP event programme be noted

3)    The progress update on the Christmas Lights be noted

4)    The 2020/21 proposed Coalville Project Events Programme be noted

5)    The progress update on 2019/20 Grant Scheme be noted

Report of the Leisure Services Team Manager

The Leisure Services Manager updated Members on the progress of the 2019/20 Capital Projects as detailed in the report.

Coalville Park

In response to a question from Councillor J Geary in relation to the use of funding and the ongoing maintenance costs, the Leisure Services Team Manager advised that the S106 money must be used on the park but felt that the concern was valid as the amount to deliver the project was great. Councillor J Legrys advised that he had attended the meeting of the Friends of Coalville Park group and that they had put a lot of work in to become a charitable group and they were aware of the situation. He felt that there was a lot of enthusiasm to improve that park and that it should not be squashed. Members agreed to have a presentation from the group at the next meeting to gain a better understanding of the project and proposals.

Coalville in Bloom 2020

Councillor M B Wyatt noted that a report would be brought to the December meeting but advised that if Members wished to progress the project an application could be submitted to Bardon Aggregates, but it would require submitting in November. He advised Members that the current proposal was to work with the Coalville Community Action Group to create a pot of money to progress the idea.

Wild Flower Planting Areas

Councillors expressed concerns that wild flower planting was a lovely idea but felt that out of season the areas may look a mess. Councillor A Black felt that trees would be more suitable as they would hide new buildings and help with drainage. It was noted that proposals would come back to a future meeting.

CSE ASSETS

The Leisure Services Team Manager drew Members attention to paragraph 1.12 CSE Assets and advised that the three areas had day to day maintenance met from the revenue budget however there were no asset management plans in place to identify when major works would be required and the financial commitment needed. He reminded Councillors that as members of the Working Party they were responsible for ensuring that appropriate asset protection funds were available. It was noted that officers were developing Asset Management Plans so that Members could make informed decisions and recommendations to Cabinet. It was hoped to bring the plans to the December meeting.

The Leisure Services Manager also highlighted to the working party that at a previous meeting they had recommended to Cabinet that £15,000 of external funding be approved to upgrade the play equipment at the Oval Play Area in Bardon, however Cabinet could not support the recommendation and requested that the funding be allocated to a play area with higher priority needs. Following discussions with the Finance team and the development of the Asset Management Plan, it was suggested that Members looked at earmarking the external funding until such time that some play area equipment was in need of replacement and therefore helping to remove some financial pressure from  ...  view the full minutes text for item 13.

Report of the Head of Community Services

The Head of Community Services presented the report to Members. He reminded Members that they needed to be cautious of the budget until the outcome of the asset assessment was known. He drew attention to appendix 1 and highlighted that in the original budget it was predicted that £7,841 would be brought forward to the balance at the end of the year, however due to the reduce burial income and approved items to be funded from balances a figure of £20,324 was required. He informed Members that it would leave a balance of £61k and therefore it was recommended that no further funding be allocated until the 5 year planned maintenance programme be finalised.

Following a question from Councillor M B Wyatt, the Cultural Services Team Manager confirmed that the £2,000 was still required in addition to sponsorship.

By affirmation of the meeting it was

RESOLVED THAT:

1. The 19/20 period 5 position & forecast outturn be noted.

2. That no further funding is allocated from balances or asset protection funds until a 5 year planned maintenance programme for all of the Coalville Special Expense assets has been developed, with the exception of any health & safety issues.