Agenda and minutes

Agenda and minutes

Venue: Board Room, Council Offices, Coalville

Contact: Democratic Services  01530 454512

No. Item


Apologies For Absence


There were apologies for absence from Councillor R Adams.


The Chairman welcomed the Interim Cultural Services Team Manager to her first meeting.



Declarations of Interest


Councillor J Geary declared a non pecuniary interest in item 4 – Capital Projects update as a regular supporter of Coalville Town FC and a founder member of Mantle Lane Arts.


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




Minutes of the Previous Meeting pdf icon PDF 161 KB

To consider the minutes of the meeting held on 7 July 2016


Consideration was given to the minutes of the meeting held on 7 July 2016.


Councillor J Geary asked whether the Picnic/Proms in the Park had come in under budget.


The Head of Community Services advised Members that indications were that the event would come in £2,500 over the budget however there were still some invoices and income outstanding so it was not a final figure and that officers were working on mitigations to reduce the overspend.


Councillor J Legrys thanked all parties that were involved with the work on the Phoenix Green Bridge Mural.


By affirmation of the meeting it was




The minutes of the meeting held on 7 July 2016 be approved and signed by the chairman as a correct record.



Capital Projects Update pdf icon PDF 152 KB

Report of the Leisure Services Team Manager


The Leisure Services Team Manager presented the report to Members and provided an update on each of the ongoing projects.


Owen Street Recreation Ground – Changing Room Development

Building work had now been completed and that the club hoped to have an official opening with a marquee game against a professional club, but due to unavailability of local clubs it had been agreed to move the official opening to the end of the season. Officers had arranged for a visit for Members of the working party and the date was Thursday, 27 October at 4.00pm.


Thringstone Miners Social Centre

Planning approval had been given for the fence but the footpath diversion was still awaited before the funding application could be submitted to complete the project.


In response questions from Councillor D Everitt, officers advised Members that the height of the fence had been approved at 2ms, that it was required that there was a gap between the fence and the footpath and that the fence would be a green chain link fence which would ensure that the footpath would not be in complete darkness


Cropston Drive Recreation Ground

Work had started with the entrance drive levelled and work on improving the surrounding hedges.


Urban Forest Park, Coalville

Officers were looking into costs to improve the boundary including the car park fence using the remaining S106 funding. Officers had approached the National Forest in relation to the management of the site, however the National Forest were focusing on the creation of new woodland and they had also advised that they would not put public toilets in such areas due to high costs and revenue sustainability, the risk of vandalism and anti social behaviour.


Consultation would begin on the potential renaming with officers working with schools in the area of the park.


In response to a question from Councillor J Geary, officers advised Members that it was intended to take the names to the schools for consideration and add any new ones that the pupils may come up with and it may be possible to bring the proposed names back to the next meeting.


Councillor J Geary expressed that it would be a shame if the new signage would not be in place until next summer at the earliest.


Thringstone Bowls Club Toilet Block

The project was now complete.


Bench in Thringstone

The project was now complete.


Councillor D Everitt stated that he had received positive feedback in relation to the new bench and residents had raised the possibility of having another bench on the other side of the village.


Memorial Trees

Members had visited the site to see the proposal and would now be progressed. Options would be brought to a future meeting for the centre piece. The £2,000 would cover the cost of the trees and therefore Members may wish to consider, subject to the Section 106, reallocating some of the money to progress the centre piece.


Phoenix Green Bridge Mural

The project has been completed.


Green Gym at Melrose  ...  view the full minutes text for item 13.


2016/17 Events Update pdf icon PDF 182 KB

Report of the Cultural Services Team Manager


The Cultural Services Team Manager presented the report to Members and provided an update on each event.


December – Christmas Lights Switch On Event

The event ‘Christmas in Coalville’ will be held on Saturday, 3 December and will be a joint event with the Coalville Town Team. The food and drink event will take place in the shopping centre and entertainment would be held on the upper car park.


The Head of Community Services advised Members that the fireworks would start at 5pm and that officers would ensure that there would be as much publicity as possible to ensure that local residents were aware of the timing.


Coalville Christmas Decorations

The installation of the Christmas lights has started and the tree for Memorial Square had been ordered along with a more attractive fence that would then be stored away for use each year. Inspection and testing had started and to date the Council had been made aware that nine lamp column timers were faulty and therefore additional expenditure was anticipated.


Coalville Events

The flyer advertising events for the town was attached and December’s was currently being worked on.


2017/18 Proposed Events Programme

It was proposed that the events sub group would meet in the New Year to consider the events, it was proposed to review Coalville by the Sea to see if the Council was able to offer more for the budget and provide a greater impact.


The Cultural Services Team Manager stated that credit needed to be given to the team for delivering the event considering the weather and it had been well attended.


Councillor D Everitt stated that Coalville by the Sea was a good day’s entertainment and congratulated officers for delivering the event despite the poor weather conditions as that may have put many people off attending.


Councillor J Legrys stated that he had spent time at Coalville by the Sea as a volunteer for Hermitage FM and felt that it was a good event but felt that for the next year consideration needed to be given to the location of the marquees as the event was too spread out.


The Head of Community Services advised Members that there was a £16k budget for the Christmas Lights and £15,000 of that was tied up in the contract with Field and Lawn and therefore there was £1,000 kept back for maintenance however this year had been an unusual year as the Council had not experienced such high levels of maintenance and replacements required and therefore a further reserve was required. He also advised Members that as requested at the last meeting officers had looked at lighting on the Clock Tower but as Members were aware there was not the resource to move forward and it was therefore proposed to look at that in next year’s budget.


Councillor J Geary expressed concerns over the cost of the timers and asked officers to ensure that the best quote was found.


In response to a question from Councillor P Purver in  ...  view the full minutes text for item 14.


Finance Update pdf icon PDF 198 KB

Report of the Head of Community Services

Additional documents:


The Head of Community Services presented the report to Members. He advised that it was a very early forecast to end of year but the position was currently showing an   overspend and informed Members that this was due to the events expenditure showing an overspend and reduced burial income. He advised that officers were hoping to mitigate the variances. In terms of the balances the forecasted outturn was £56,000 however the Members had just recommended that an additional £3,000 be put towards the maintenance of the Christmas lights and an update would be brought to the December meeting.


Councillor P Purver thanked the Head of Community Services for arranging the additional grass cutting at the ends of Owen Street and Margaret Street


It was moved by Councillor J Legrys, seconded by Councillor N Clarke and




The 2016/17 period 5 position be noted.




Dates of Future Meetings

Thursday, 15 December 2016

Tuesday, 25 April 2017


The Chairman reminded Members that the next meeting would take place on Thursday, 15 December 2016 at 6.30pm.