MINUTES OF A MEETING OF THE LEISURE AND MAINTENANCE COMMITTEE, EASTWOOD TOWN COUNCIL, HELD ON MONDAY 18 FEBRUARY 2008 IN THE COUNCIL CHAMBER, TOWN COUNCIL OFFICES, EASTWOOD, NOTTINGHAMSHIRE

Present:         

Cllr D Bagshaw,

Cllr Mrs S Bagshaw,

Cllr P Butler,

Cllr Hazel Charlesworth,

Cllr Tara Fiddyment, 

Cllr Mrs J Forrest,

Cllr K Longdon,

Cllr C Robb

Cllr Mrs R Robb (sub. for Cllr G Robb).

Also present: Cllr R Dodge (observing)

Cllr K Longdon in the Chair.

LM29/08   APOLOGIES FOR ABSENCE

                  Apologies for absence were received from Cllr R Charlesworth (attending Borough Council meeting), Cllr J Kenny (attending Borough Council meeting), Cllr B Griffin (supporting sick friend), and Cllr Mrs G Robb (disability).

LM30/08   DECLARATIONS OF INTEREST  

No declarations of interest were made by attending Councillors in respect of the items of business specified on the agenda.

LM31/08   CHRISTMAS LIGHTS 2007/8

The Town Clerk reported that the Broxtowe Borough Council’s technical officers had offered to meet Councillors to review the provision of Christmas lights during the 2007/8 season.   During the ensuing discussion comment was made upon the following: -

• The number of lights failures

• Apparent reduction in brightness and colour

• Lack of contributions from traders

• Need for more single illuminated display features

• Shop window display competitions;  Greater emphasis on illuminated displays (internal)

It was AGREED to take up the invitation of the technical officers to meet Town Councillors to discuss these issues and any further ideas from Town Councillors.

LM32/08   MAINTENANCE OF TOWN COUNCIL EXTERNAL SITES

The Town Clerk reported that after the termination of the maintenance contract with County Landscapes on 31 March 2008, the Town Council still had maintenance responsibilities for the following: -

• Town Council Offices.  Side gardens.

• War Memorial – Nottingham Rd.   Side planters.

• Road side welcome signs. (3).   Planters.

• Allotment gardens (2).  Grass paths, hedges/trees.

• Summer floral displays.

Budgetary provision of £1,000 was available for the allotment gardens and £5,000 for the summer floral displays along Nottingham Road.   No specific budget is currently identified for the side garden and the planters.   After discussion it was AGREED to use the office buildings maintenance budget for this purpose.

The Town Clerk asked the meeting for directions upon who to invite to carry out this work (excluding the summer floral displays which will be done by Plantscape).   After discussion it was AGREED to invite Notts County Landscapes, Mr N Lamb (garden services gardener) and Mr W Shilllam (currently Park Attendant), to submit costed proposals for the following: -

1. Provision of bark chippings for Council Offices side garden.

2. Pruning, as necessary, of shrubs etc.   Council Offices garden.

3. Summer and winter flowers for all planters (specified above).

4. Grass cutting (four visits annually) and hedge trimming (one visit annually) for both allotment gardens.

It was further AGREED to offer to maintain the Cadets Cross gardens on a contractual basis on behalf of the Borough Council (subject to prior approval by town Council committee).

LM33/08   GARDEN SERVICES FOR THE ELDERLY/DISABLED 2008

The Town Clerk reported that it was now time to commence preparation work for the 2008 service for the elderly, and asked the meeting if any changes to last year’s arrangements were required.  

After discussion it was AGREED to repeat the same arrangements as 2007 for 2008.

LM34/08   COUNCIL OFFICES.   POSSIBLE CONNECTION TO MAINS GAS SUPPLY GRID

In order to investigate ways of providing more environmentally friendly energy supplies  the Town Clerk had sought a quotation to provide gas supply to the Council Offices from the nearby gas mains.   (Councillors had previously expressed concern at the high cost and inefficiency of the offices’ current heating systems).   The Town Clerk circulated a quotation received from Fulcrum Services Ltd (Rotherham) to provide a new gas supply to the offices.   The total cost was £10,133 (ex VAT) which excluded the provision of a gas meter.   Internal connections to a new boiler and pipe work to water taps or and/or a central heating system would be essential additional expenditure in order to obtain full environmental and economical benefit from the new supply.

The meeting AGREED that these prices were well beyond current budgetary provisions but should be born in mind in future policy reviews upon the Town Council resource.   However, the meeting also AGREED for these kinds of investigations to continue, by asking Fulcrum for an explanation of the high cost of their quotation and by seeking competitive quotes form other contractors for a new gas supply.

LM35/08   TRANSFER OF RECREATIONAL SITE MAINTENANCE

            The Town Clerk gave the following report upon practical arrangements to implement the Council’s new policy.   A summary of this report was as follows: -

• Work was proceeding to implement TUPE regulations in order to fully protect the interests of employees affected by the transfer.   (A more detailed report was provided verbally to the meeting).

• Because of work needing to be done relating to movement of Council records/resources and in relation to hand over arrangements for Coronation Park Pavilion, it will be necessary to retain Mr W Shillam (park attendant) in Town Council’s employment during the month of April 2008.   The meeting NOTED this requirement.

• The question of storage room for Town Council records had not yet been resolved.   The meeting was not happy with the prospect of storage in the Council’s Chamber or the Town Mayor’s Parlour and it was AGREED to investigate the renting of outside storage, or the use of Durban House, Eastwood.  

• The Coronation Park Pavilion contains internal resources (Formica tables, chairs, cupboards, kitchen materials etc) and the Town Clerk suggested that all these items may be left in the pavilion for continued use by the public.   The meeting so AGREED.

• The Town Council’s insurance company had been asked to provide a quotation for an amended insurance policy to reflect the Town Council’s reduced level of risk.   A response was awaited.   Notices of the changeover had been sent to the Phone Company, electricity supplier and water supplier.   The meeting NOTED this report.

There being no further business, the Chair closed the meeting.

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