MINUTES of a MEETING of the AMENITIES COMMITTEE of BOURNE TOWN COUNCIL Held on Tuesday

MINUTES of a MEETING of the AMENITIES COMMITTEE of BOURNE TOWN COUNCIL held on Tuesday 10 September 2013 - 7.30pm, in the Corn Exchange Hall at the SK Community Point Bourne (Recorded by Town Clerk)

Present: Chairman Cllr Mrs J Smith Councillors P Fellows P Knowles C Pattison D Higgs D Mapp Mrs H Powell T Holmes R McKinney B Russell Ms J Kingman Mrs P Moisey JA Smith 11 members of the public

1143A APOLOGIES Proposed Cllr Mrs P Moisey, seconded Cllr Mrs H Powell and unanimously RESOLVED: To approve the reason for apology for absence from Councillors Mrs S Cliffe and Mrs B Johnson

1144A DECLARATION OF INTEREST Non-PECUNIARY Cllr C Pattison Item 4/Minute1146A Allotment tenant

1145A TO CONSIDER REQUESTS FOR DISPENSATIONS The Clerk reported that no applications had been received prior to the meeting

1146A PRESENTATION of prizes to Allotment Competition Winners Cllr Mrs J Smith thanked the impartial judges, Mrs S Hadfield, Mrs J Stubbs and husband/wife team Mr & Mrs Summers for their time and effort to ensure that this is a fair competition and stated that they work completely independent from each other. Certificates were being presented by the Chairmen of the Council and the Committee as follows: Novice Category (tenants since Jan 2011) Mr D Jackson plot 18 Overall Runner Up Mr J Parrish plot 54 Overall Winner Mr M Sleight plot 42a/43 Mayor’s Prize for Special Efforts Mrs A Free plot 48 The Overall Winner was also being presented with the Cliffe Cup. Cllr Mrs J Smith read out a summary statement of each candidate and in general about the history of the site and thanked the tenants for their hard work at the site and their attendance tonight.

1147A INDICATION BY MEMBERS OF THE PUBLIC WISHING TO SPEAK ON AGENDA ITEMS A local trader and resident expressed an interest to speak under Item 9

1148A TO APPROVE THE NOTES OF THE MEETING held on 28 May 2013 as a true record Proposed Cllr D Mapp, seconded Cllr R McKinney and RESOLVED: To approve the Notes of the above mentioned meeting as a true record and for the Chairman to sign them as the Minutes of the above meeting

1149A TO RECEIVE REPORTS BY DISTRICT/COUNTY CLLRS OR COUNCIL REPRESENTATIVES Cllr JA Smith – SKDC member - reported that new recycling communication is being produced; posters are already appearing in various places and the circular leaflets are being sent out; carrier bags are now being included – SKDC is trying to encourage people to recycle as much as possible. Rural Commission – fighting for fair share for support of councils from Central Government. Urban areas get 50% more; there is a petition which anyone can sign. Cllr P Fellows – Elsea Park Trust – an article about facilities on the site has recently been published; he further stated that planning permission for the new school had been granted, which Cllr Mrs H Powell also confirmed.

1150A TO ANSWER QUESTIONS FROM COUNCILLORS The Chairman read out the following question from Cllr P Fellows:

Amenities Committee Meeting held on 10.09.13 1 ‘Is the council sure as a caring council that it has a correct understanding of how open questions from the public are to be answered; - should not the best informed Councillor be expected to give specific information; - should not such a session be an informed and valuable experience for any person who has taken the trouble to attend a meeting to put forward a question?’ Cllr P Fellows then added ‘is it a forum or lets ask the Mayor a question?’ He felt if the council’s rules prevented having a ‘Forum’ then the council should try to give the best possible answer.

Points were raised by many members such as: Cllr T Holmes - The council cannot come to a decision at the time of questioning but all chairs are in a position to make comment and to put it onto an agenda for further discussion. This item should be placed onto an agenda of the Finance & General Purposes Committee. Cllr Mrs H Powell - At the moment we either give an answer at the time or we go back to SKDC or LCC or relevant authority and provide the answer at a later date. Cllr B Russell - It is sometimes difficult to give an answer off the cuff. Proposed Cllr T Holmes, seconded Cllr P Fellows and unanimously RESOLVED: To place this item for discussion onto an Agenda of the Finance & General Purposes Committee and current rules to accompany the agenda

1151A CHRISTMAS 2013 – to discuss date for lights switch-on and type of event Trader/Resident (GC) - stated that he had hoped that somebody else had by now been willing to take on the Christmas event. He stated that he had gone to all of the shops and they all had expressed that something should be organised but do not wish to take on the work or donate any money. He asked how an event could be organised in Bourne without it being done by a very small group, this event used to be organised by the Chamber of Trade. He was hoping that an Interest Group could be formed of people who are interested in the town. He felt the only date could be Saturday 30 November; he had provisionally booked a fun fair. What is everyone wanting; traders want to get money out of such an event; traders are opposing the idea of having a stall placed in front of their shop. The Chairman proposed to suspend Standing Orders to allow this item to be discussed with the Trader, this was seconded and unanimously agreed With Standing Orders Suspended During the discussions many members stated that they personally did not feel a Fun Fair to be an appropriate item to be used for a Christmas event; the only person benefitting from such equipment is the fun fair provider; they wished to see an event with more Christmas feel to it. When asked, GC confirmed that he was currently working on his own. A member stated that every individual would be bringing his/her own perspective to the event and everybody would do it differently that is why it can be difficult to agree on a format. A number of members offered to give their personal time towards this project and they felt that a meeting should be called as soon as possible. Maximum financial benefit is to the retailers of Bourne and there should be a traders association to run this. GC stated that his colleagues were claiming that they did not make any money out of such an event; they want everything but are not willing to be involved. He further stated that people are not aware of whose responsibility such an event is; traders or Bourne Town Council? One member felt that there might be enough volunteers at this meeting and the council might be able to assist but that there had to be a contribution from traders. Another member felt that it needed to be a dedicated group including interested traders and such an event would be perfect for a Winter wonderland theme; schools could be invited to be involved. We should encourage people to come into Bourne. It was reported that last year the schools worked together really well and it was hoped that this would continue into the future. GC was asked what funding was required; he stated the Road Closure Management Company and Insurance were the only items that required funding through the traders, the rest was self- funding. Last year ca 10-15 stall holders never showed up. The Business Club is not interested. It was generally felt that without traders this could not move forward. It was stated that the council was already putting a reasonable portion from its budget into Christmas with the equipment, setting up, maintenance and electricity cost and the switch-on. Traders cannot have everything provided for them they need to put some work into such an event themselves, for the prosperity of the town. It was felt that Bourne Town Council should not take this on. Members of the council interested in getting involved would be doing this as individuals rather than councillors. It was suggested that a meeting is called, but NOT one of Bourne Town Council, and people, traders, schools etc. should be invited and encouraged to attend. What format the event takes should be decided at that meeting. The Chairman reported that she had heard from certain traders that they wanted craft fairs and exhibitions around the town. Amenities Committee Meeting held on 10.09.13 2 GC was thanked for his attendance and the Chairman re-instated Standing Orders

With Standing Orders Re-instated Proposed Cllr T Holmes, seconded Cllr P Knowles and unanimously RESOLVED: That GC arranges a meeting with traders and other members of the public to work out format of event. Switch-on to take place on Saturday 30 November 2013 at a time to be agreed by the above mentioned meeting.

1152A BOURNE IN BLOOM a) To resolve attendance at the East Midlands in Bloom Awards Presentation 2013 Proposed Cllr Mrs P Moisey, seconded Cllr T Holmes and unanimously RESOLVED: For Clerk and Chairman of the Committee to attend

b) To receive notification that Bourne in Bloom is being awarded £195 from the ‘Waitrose Community Fund’ Proposed Cllr Mrs P Moisey, seconded Cllr Mrs H Powell and unanimously RESOLVED: To formally thank them for the donation

1153A CEMETERY – to ratify the Clerk’s actions re damaged garden lights from a fallen tree branch The Clerk reported that it was not worth going through Insurance so she had replaced the lights in question; excess was roughly the same cost. Proposed Cllr Mrs P Moisey, seconded Cllr B Russell and unanimously RESOLVED: To approve the Clerk’s actions

1154A TO DISCUSS WHETHER BOURNE TOWN COUNCIL SHOULD TAKE ON GROUNDS MAINTENANCE ON ROAD VERGES AND PUBLIC SPACES (requested by Cllr Mrs H Powell) Cllr Mrs H Powell reported that over the last couple of years she had been approached about grass cutting etc. and had been constantly in touch with SKDC. The officer apparently is continuously reminding contractors that standards were not acceptable. She further stated that other Parish Councils had taken on this service and she believed that a local contractor would take more pride in the work and the District Council would pass on the money that they are currently spending on the job. She asked whether Bourne Town Council would consider taking this on? Some members liked the idea in principle others stated that they would not support it but the majority was sceptical for the following reasons: - looking to cover a smaller area would become more costly - if SKDC is struggling to manage such a contract how could BTC improve it; why can they not manage to monitor the contractor - why should BTC take the flack that SKDC has been taken in the last few years - at a recent meeting at LALC it was mentioned that the most difficult service to take over from the District Council would be the grass cutting - concerns over underfunding and long term funding for the service - many spaces are still being maintained by developers and these would come into the equation at a later date; would funding be adjusted? - Drawing up specifications would be huge job; would require more staff - Concerns over litigation against BTC if something went wrong The Clerk – pointed out that such a contract would have to cover the whole of the Parish, inclusive of Cawthorpe, Dyke and Twenty Proposed Cllr R McKinney, seconded Cllr P Knowles and by majority vote RESOLVED: To defer this item for further discussion when the council has information on level of funding from SKDC

1155A CORRESPONDENCE - to discuss the following items: a) Evergreen Care Trust – notification of the Trust’s work and services being provided Proposed Cllr T Holmes, seconded Cllr Ms J Kingman and unanimously RESOLVED: To receive the above

b) Visitor to the Town - Bourne old railway bridge near station ruins off Sandown Drive – the visitor believes that this could form a unique visitor attraction if a little work was done to create a path over the top and under it. (copy forwarded to Bourne Preservation Society & Elsea Park Trust) Proposed Cllr T Holmes, seconded Cllr D Mapp and unanimously RESOLVED: To approve the clerk’s actions of forwarding the information Amenities Committee Meeting held on 10.09.13 3 c) Green Acre Innovations - new system addressing shortage of burial spaces in the country; suitable for areas with a high water table etc; - to discuss whether Bourne Town Council should investigate this option for the extension The Clerk explained that this new system could possibly be used in the extension and could extend the life of the cemetery. Proposed Cllr T Holmes, seconded Cllr B Russell and unanimously RESOLVED: To pursue this

1156A TO DISCUSS ANY SUCH BUSINESS WHICH THE CHAIRMAN MAY LEGALLY BRING TO THE COMMITTEE’S ATTENTION The Chairman – read an invitation to a Champagne Reception in Honour of Margaret Thatcher on 11.10.13 @ £50 – interested parties to contact the Clerk She also extended a thank you to the Clerk and her husband for all their work when the boiler flooded the office. Cllr P Knowles – requested permission to formally thank the Bourne in Bloom movers.

There being no further items for discussion the Chairman declared the meeting closed at 9.14pm

Amenities Committee Meeting held on 10.09.13 4