MINUTES OF A MEETING OF THE LEISURE AND MAINTENANCE COMMITTEE, EASTWOOD TOWN COUNCIL, HELD ON MONDAY 24 SEPTEMBER 2007 IN THE COUNCIL CHAMBER, TOWN COUNCIL OFFICES, EASTWOOD, NOTTINGHAMSHIRE

Present:

Cllr Mrs S Bagshaw,

Cllr Hazel Charlesworth,

Cllr R Charlesworth (ex officio),

Cllr R Dodge (sub. For Cllr C Robb),

Cllr Mrs T Fiddyment,

Cllr Mrs J Forrest,

Cllr B Griffin,

Cllr K Longdon,

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

Cllr K Longdon in the Chair.

LM10/08   APOLOGIES FOR ABSENCE

                  Apologies for absence were received from Cllr D Bagshaw (work commitment), Cllr Peter Butler (church commitment), Cllr C Robb (holiday) and Cllr Mrs G Robb (holiday).

LM11/08            DECLARATIONS OF INTEREST

Cllr B Griffin declared a personal interest in agenda item 5 (Greasley Miners Welfare Bowls Club) – Club member.

LM12/08   GARDEN SERVICE 2007

The Town Clerk reported that 67 applications had been approved for the current years service, all 67 had received a 1st visit, 46 had so far received a 2nd visit and 19 had so far received a 3rd visit. The approved budget was £6,500 and costs so far incurred was £5,370

Cllr B Griffin then gave a detailed report upon his follow up visits to 35 of the approved clients (randomly selected), from which only one had expressed some dissatisfaction with the service (this was subsequently changed following observations from the gentleman’s wife). Cllr Griffin emphasised the importance of supplementary benefits provided by this service and gave some examples of additional incidents of support being provided (eg smoke alarms, security etc)
After discussion, the reports were received and NOTED.

LM13/08   EASTWOOD TOWN CRICKET CLUB

The Town Clerk reported that the Kimberley Institute Cricket Club had written asking whether any opportunity existed for the Club to play some of their matches on the Eastwood Town Cricket Club’s ground. The Kimberley Club were running a number of teams and were finding it difficult to play their matches on their ground at Newdigate St, Kimberley and other pitches at Stapleford and Hucknall.

Cllr R Charlesworth and Cllr R Dodge reminded the meeting that the Eastwood Ground is leased to the Eastwood Club from the Borough Council and he felt the final response needs to come from that club. The Town Clerk added that the maintenance of the cricket pitches are included in the Town Councils current maintenance contract with the County Council. Additional use of the pitch may affect the level of required maintenance. The Town Clerk reminded the meeting that this contract was due to expire on 31st March 2008 and that negotiations are currently being conducted upon the whole future of recreational ground maintenance. Cllr B Griffin also mentioned the Eastwood Cricket Clubs plans to extend their activities to include Eastwood schools.

After discussion it was agreed to refer the final question to the Eastwood Cricket Club for their response to Kimberley.

LM14/08            CORONATION PARK BOWLING GREEN

The Town Clerk circulated a letter received from the Greasley Miners Welfare Bowls Club, expressing the Club’s appreciation for the improved condition of the playing surface for the facility. Cllr B Griffin provided examples of complimentary comments received from visiting teams and players. The Town Clerk mentioned that he would ensure that the work carried out by the County Council Landscape Services last autumn is repeated for 2007. The reports were NOTED by the meeting.

LM15/08   TOWN FLORAL DISPLAYS

The Town Clerk reported that he had written to the Councils contractors passing on Cllr’s criticism of the quality of the displays during the current year. He circulated the response received from Plantscape Garden Services, which confirmed that a new representative had been appointed and that the company proposes to use larger display containers next year, provide a greater variety of flowers, and provide floral displays for the new Town boundary signs planters, all without additional charge to the Town Council. The company had also invited a representative of the Town Council to attend their nurseries early in the New Year to inspect the preparation work for the displays. Cllr R Charlesworth also commented upon the lateness of the displays being installed.

After discussion it was agreed to NOTE the responses of the contractor, particularly their proposals for 2008 and to take up the invitation for Cllrs to visit the nursery early in 2008.

LM16/08   TOWN COUNCIL OFFICES

                  The Town Clerk reported that during the last two years, he had been endeavouring to reduce expenditure upon maintenance of the Town Council offices to an absolute minimum, particularly in view of the possibility of the Town Council considering a projected move to different premises. However, he asked the meeting to reconsider this policy particularly in respect of the following two items:

• Internal electrical system inc fuse boards

• Internal plumbing system (no hot water)

The committee then inspected the Council offices kitchen and Cllr R Charlesworth (electrician) expressed the view that one of the fuse boxes required replacing at least and that a full survey of the office system was advisable. The Town Clerk reported that the water heating tank (some 30 years old) had been taken out of commission two years ago on advice from an electrician. The fuse cupboard had to be kept locked shut by padlock and chain for safety reasons. No hot water was available through the taps in the kitchen or toilets. During the ensuing discussion, Cllrs expressed additional concern over the costly heating system for the Council chamber, the almost total lack of insulation and double glazing, all of which combined to the Council offices requiring costly upgrading work.

After a full discussion, it was AGREED to seek reports and recommendations and quotation for full insulation work, a full electrical survey and re-plumbing for the Town Council offices to bring them up to today’s standards. The lack of gas supply to the building was also NOTED as an additional problem.

LM17/08   CHURCH STREET RECREATION GROUND – NEW PLAY AREA

                  The Town Clerk reported that following the outline approval of the Borough Councils lottery grant, he had obtained five quotations for the supply and installation of the new play equipment/ area. A summary of the quotes were as follows:

Sutcliffe Play                  £32,285
Monster Play                  £41,567
Record RSB                 £35,000
Wicksteed Leisure            £32,000
Park Leisure             £31,356

All quotations and supported drawings/ illustrations had been forwarded to the Borough Council Coordinating officer for detailed examination. An attempt had been made to confer with children taking part in the Eastwood Arts Festival to obtain their reactions to the illustrations submitted. However, a postal strike had resulted in this opportunity being missed.

The Town Clerk then reported that it had become necessary to proceed with the contract selection quickly, in order to ensure compliance with the condition of the Lottery Grant and also to aim at the equipment being installed before mid-winter weather conditions prevailed. After consultation with the Chair, the Town Clerk and the Borough Council Coordinating Officer had made a joint assessment to identify the best quotation. The Town Clerk described the evaluation and reason for recommending the quotation from Sutcliffe Play to the Lotteries Commission. If approved, the Lottery grant would contribute £30,000, leaving the Town Council £2,285 to find from its own resources.

After a full discussion it was resolved to approve the action taken.

LM18/08   TOWN COUNCIL WEBSITE

The Chair, Cllr K Longdon, reported upon the need to update the Town Councils website. He had reviewed the present contents and suggested the following improvements:

• Additions to include – information of current plans for Eastwood – to keep the public informed of what is happening.

• Achievements of Council work – the public need to know what we at the Council are aiming to achieve

• Available current Council services – the Garden service is a wonderful service and as an example needs more publicity as do others

• Tick boxes/ comments box for public opinions/suggestions/feedback – encourage public participation by giving them a chance to air their views rather than or as well as attending Council meetings.

• Quarterly newsletter – to either add a newsletter with the relevant updates of Council work. Improvements (A4 double sided) on the website or publish a printed version for distribution in the local free papers – again costs to be considered.

• Informing the public of the Councils responsibilities, our work and plans and the importance we place on our work as Councillors.

Since the new Town Council had taken office, maintenance of the website had been allocated a low priority because of other work demands. Now that the Town Councils Finance and PR Assistant (Claire Gilby) had returned from maternity leave, these areas will progressively be improved and brought up to date. The Town Clerk reminded the meeting that the Town Council website manager could implement most of the improvements needed and Claire would be monitoring the developments. The Town Clerk further advised that any pictures of Eastwood events, with explanatory captions and dates are always useful for this kind of public relations work. Finally, in answer to a question, the Town Clerk also confirmed that work is now being undertaken for the Council’s first newsletter.

After a full discussion, all the above suggestions were endorsed and the reports NOTED. A further updated report will be presented to the next meeting of the committee.

LM19/08   A TASTE OF CHINA _ INTRODUCTION PROGRAMME TO SCHOOLS

                  The Town Clerk reported that the Broxtowe Borough Council Arts Development Officer had discussed with him a project for National Lottery funding. The project involved a programme of day long visits to schools by a Chinese classical musician, Ling Peng. Ling would decorate an area of each school hall with Chinese objects and art, provide a slide show, play Chinese instruments and tell stories from China. Also included in the visit would be a percussion workshop, calligraphy, paper folding and opera masks. Parents would be invited to see the work and enjoy a musical performance.

The estimated total cost was £14,900 and Eastwood Town Council would be asked to contribute up to £500. Other income would come from a grant of £1,350 from the Borough Council and some £3,100 from other sources. The remaining £9,950 would be the grant applied for from the National Lottery ‘Awards for All’. The application for grant would come from the Eastwood Town Council, who would also act as ‘Banker’ to manage the funds. However, Clare Janes, the Arts Development Officer will take responsibility for writing Artists Contracts, letters to schools and dealing with all administration.

The Town Clerk commended the project for the committee’s approval for the following reasons:

• School children in Eastwood (and surrounding areas) would derive much benefit from having a better understanding of different cultures.

• This kind of activity contributes to the fight against racist attitudes

• The cost to the Town Council is minimal and brings more funding into the community from lottery grant sources.

After a full discussion, the meeting unanimously approved the project as defined above.

LM20/08            COUNCILLORS ID CARDS

                  The Town Clerk reported that work was proceeding on the provision of new identity cards for all Town Councillors and Council staff. He hoped the total cost would be within his limit of £500 and if so, he proposed to proceed. It was hoped that passport sized photographs would be suitable. The style and layout of the cards would be improved from the last card.

The meeting NOTED and approved this report.

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

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