Chesham Town Council
Bill Richards Town Clerk
Tel: 01494 774842 Fax: 01494 582908 www.chesham.gov.uk Email: [email protected]
29th November 2013
Dear Councillor
I hereby give you notice that a meeting of the POLICY AND RESOURCES COMMITTEE to be held in the Council Chamber, The Town Hall, Chesham, on
MONDAY 9th DECEMBER 2013 AT APPROXIMATELY 8.00pm (i.e. immediately following the close of the Development Control Committee meeting which is due to commence at 7.30pm)
when the business set out below is proposed to be transacted:
A G E N D A
1. Apologies for absence. 2. Declarations of Interests. 3. To receive and confirm the Minutes of the meeting of 28th October 2013. 4. To receive and consider the Minutes of: CHAP Management Committee meeting of the 1st October and AGM of the 22nd October 2013. Chesham & District Transport Users’ Group meeting of the 29th October 2013. Marketing Working Party Meeting of the 7th November 2013. 5. Devolved Services Update. 6. Update on Friends of Chesham Moor Gym and Swim Centre Business Plan and Gym Refurbishment. 7. Annual Subscriptions. 8. Projected Estimate 2013/14 and Estimates 2014/15. 9. Proposed Fees and Charges 2014/15. 10. Mayoral Awards. 11. First and Second Quarter Performance Indicators. 12. Buckinghamshire County Council Youth Services’ Questionnaire. 13. Codmore Pavilion Alarm Update. 14. Internal Auditor’s Report. 15. Use of Codmore Playing Field and Pavilion for Annual Donkey Derby.
Yours sincerely,
Bill Richards Town Clerk
Chesham Town Council, Town Hall, Chesham, Bucks HP5 1DS Twinned with Friedrichsdorf Germany; Houilles France; Archena Spain Chesham Town Council continued . . .
Circulation:
Councillor V. M. Abraham Councillor P. J. Hudson Councillor A. K. Bacon Councillor Mrs R. Juett Councillor Mrs C.I. Boxer Councillor Mrs C. M. Michael Councillor Mrs P. R. Cherrill Councillor M. W. Shaw Councillor M. Fayyaz Councillor F. S. Wilson Councillor T. Franks Councillor P. W. Yerrell
Publication Date 29.11.13
- 2 - Chesham Action Partnership Management Committee Meeting Tuesday 1st October 2013 at Chesham Town Hall
In attendance:
Martin Parkes (Chairman) Better Chesham Kathryn Graves (Secretary) Chesham Town Council (CTC) Ken Austin Chesham Environmental Group (CEG) Noel Brown CTC, CDC, BCC Emily Culverhouse Chesham Society David Gardner Chiltern District Council (CDC) Dan Gregor Christmas in Chesham Colette Littley CTC Barbara Richardson COPAG Chris Sprutyenburg Chesham Museum Fred Wilson CTC, CDC
Apologies:
David Carter (Treasurer), Mort Smith (Bucks Examiner), Mora Walker and Merrin Molesworth (Chiltern Voice).
1. Minutes of the 17th June 2013 The minutes were confirmed as a correct record.
2. Roundtable Everyone introduced themselves and provided a short piece of good news from their group.
3. Election of New Committee Member Dan Gregor, Chairman of Christmas in Chesham, was elected to the committee. Martin explained that we now have our full complement of 16 committee members and proposed that we change ChAP’s constitution to enable us to have a larger committee, so that it could be more representative of Chesham’s community. There was general agreement with this principle, although it was agreed that we should still have a maximum number to prevent the committee becoming unwieldy.
4. Community Hub The Community Hub team are looking at the possibility of using the old Clinton Cards premises. The hub will be taking up the offer of office space in East St free of charge for six months to enable the Media Hub to establish.
5. Christmas in Chesham Dan provided an update on progress with organising the 2013 Christmas in Chesham evening. Previously, the Christmas in Chesham group came under the auspices of the Chesham Chamber. However, now the Chamber is focusing exclusively on business
1 matters, it is proposed that the Christmas in Chesham group now operates underneath ChAP. However, the Chesham Chamber has offered to cover the costs of the event’s insurance.
Martin said that the focus of the event on commerce in the High Street, combined with supporting local arts and community groups fits well with ChAP’s objectives. Chiltern District Council, in its work to support community events across the district, has offered to provide matchfunding if ChAP agrees to contribute financially to the event. The committee agreed to fund Christmas in Chesham up to £500, subject to sight of a formal budget. Action: Dan
The committee discussed whether it would be possible to hold more activities in the run up to Christmas. This will require a greater number of volunteers than the Christmas in Chesham team currently has. The street market and local produce markets on the second and third Saturday of December, respectively, will be Christmas-themed events.
6. King and Country Emily explained that King and Country is proposed as a community opera that will be premiered in a local church during September 2014. The theme of the work is the impact of World War One on local families. Research is being carried out by Chesham Museum volunteers. The first workshop will be held on the 9-10 November 2013. It is intended to make it possible for the entire community to get involved, and this is likely to form part of a broader commemoration of the centenary of World War One.
7. Volunteer Brigades The committee discussed this concept and some concern was voiced as to whether there was too much overlap between this and ChAV. It was felt, however, that the main purpose of the volunteer brigades was to provide additional manpower to any community group or cause that needed additional assistance, rather than the winter emergency-focused activities of ChAV.
8. Chesham Community Projects Martin explained the concept of changing how ChAP runs, so that it raises revenue and is not solely reliant on the Chiltern District Council grant. This would enable ChaP to do more and undertake community–based projects. The treasurer has confirmed that ChAP is established in such a manner that the financial administration can be achieved. The committee agreed that this would be a desirable way forward providing all the governance is appropriately covered.
9. Networking Evening The second networking evening may be scheduled for April 2014. It is hoped that it can be linked in with the Chesham Well-Being project.
2 10. Any Other Business (i) Clock Tower Plans are afoot by Chesham Museum to hang the old Chesham bell in the clock tower at a cost of approximately £7,000. The Town Council is supportive of this idea. Chesham Museum is expected to apply to ChAP for a grant towards the cost.
(ii) The Big Heat Fund David will supply details of this fund to Kathryn for circulation to the ChAP email list. Action: David & Kathryn
The meeting closed at 4.07 pm.
3 Chesham Action Partnership Annual General Meeting Tuesday 22nd October 2013 at Chesham Town Hall
In attendance:
Martin Parkes (Chairman) Better Chesham Fred Wilson (Vice Chairman) Chesham Chamber David Carter (Treasurer) Chesham Society Kathryn Graves (Secretary) Chesham Town Council (CTC) Ken Austin Chesham Environmental Group (CEG) Elaine Begley Chiltern Public Relations Jane Bramwell King and Country Michael Brand King and Country Noel Brown BCC, CDC, CTC Patricia Cherrill Chesham Town Twinning Association Emily Culverhouse Chesham Street Market Jenny Crumpton Chesham Musical Theatre Company Mervyn Edwards Chesham Rotary Club Harriet Ellis Chesham Museum Phil Folly Transition Town Chesham/COPAG David Gardner Chiltern District Council (CDC) Merrin Molesworth Chiltern Voice Tony Molesworth Chesham Society Barbara Richardson COPAG Marinella Sinagoga Chesham Library Amanda Thompson Department of Work & Pensions Allen Tilbury Chesham Allotments Group Mora Walker Chesham Museum Fred Wilson Chesham Chamber
Apologies:
Management Committee: Cllr Colette Littley – CTC, Stuart Ottley – Caracol/Shed@ThePark, Bill Richards – CTC, Dan Gregor – Christmas in Chesham
Christine Boxer - CTC, Robin Chisholm – Amersham & Wycombe College, Charlotte Norris - Broadlands & Barnes Avenue Residents, Roy Abraham - Chiltern Commissioning Group
1. Minutes of AGM of 23rd October 2012 The minutes of the AGM of the 23rd October 2012 were agreed as a correct record.
2. Roundtable Update Attendees each provided some good news from their organisations.
ChAP AGM 22 October 2013 1 3. Chairman’s Report The Chairman’s report was distributed round the group.
4. Financial Report David Carter (DC) tabled the financial report for 2012-13.
5. Appointment of Auditor Mr Trevor Pilling was appointed as the auditor for 2013-14.
6. Election of Honorary Officers and Committee Members Martin Parkes (MP) read out a list of those honorary officers and committee members who were willing to continue to remain in their current roles.
All members were re-elected on block:
David Carter, Ken Austin, Niels Aalen, Noel Brown, Emily Culverhouse, Barbara Richardson, David Gardner, Fred Wilson, Kathryn Graves, Mora Walker, Colette Littley, Merrin Molesworth, Louise Hickman, Martin Parkes, Bill Richards and Dan Gregor.
Martin Parkes, Kathryn Graves, David Carter and Fred Wilson were re-elected as Chairman, Secretary, Treasurer and Vice-Chairman, respectively.
7. Change to the Constitution It was agreed that the limit on committee members would be raised from 16 to 26. The purpose of this is to enable wider representation from the community.
8. Christmas in Chesham The Management Committee had previously agreed that Christmas in Chesham should be brought under the auspices of ChAP, subject to an overview of the event budget. The budget was circulated to the group. Fred Wilson (FW) explained that the Chesham Chamber is keen to continue to support the event, including providing £750 of funding, but that it was sensible to transfer the event to ChAP as it is hoped in the longer term to expand Christmas in Chesham into a series of community events in the run up to Christmas. Noel Brown (NB) said it was important to keep local shops and businesses involved in the event. It was also noted that Christmas in Chesham has wide support from the local authorities.
The intention is that any financial surplus generated by this year’s event would be held in trust by ChAP for future Christmas in Chesham Events organised by ChAP.
It was agreed that Christmas in Chesham would be adopted by ChAP and that ChAP would provide an annual grant of £500 to Christmas in Chesham events.
ChAP AGM 22 October 2013 2 9. King and Country Jane Bramwell and Michael Brand explained the origins and purpose of the idea to develop a community opera on the theme of World War One. It is intended that the opera will involve Chesham’s community in a wide variety of roles, including administration, research, backstage, performance, etc. The outcome of the project will be more than the opera itself; it will also be a greater understanding of Chesham’s heritage in relation to World War One.
Workshops will be running in November, January and April. Rehearsals will take place from May to July. It is intended that the performance will take place at the end of July 2014.
King and Country will be submitting an application for seed-corn funding to ChAP.
10. Any Other Business (i) Role of ChAP A brief discussion was held on the role and future direction of ChAP. It was suggested that the 2013 networking evening should be regularly repeated, as it was so successful.
It was agreed that regular updates on the Community Hub are important. MP said that it is hoped that the hub with give ChAP a public face in the town. A premises has been offered for free for six months for the media centre and it is hoped that this can be set up in the next few weeks. It was acknowledged that whilst ChAP may need to pay for some set-up costs for the Community Hub, it is not intended to pay for any on-going costs as the hub should be self-sustaining.
The meeting closed at 3.25 pm.
ChAP AGM 22 October 2013 3 CHESHAM & DISTRICT TRANSPORT USERS’ GROUP Minutes of a Meeting held at Chesham Town Hall on Tuesday, 29th October, 2013 at 7.30pm
Present: In Attendance:
Chris Emery (Chairman) (CE) Martin Cooper (MC) Alan Wallwork (Secretary) (AW) Joann Judson (JJ) Cllr.Rod McCulloch (RM) Georgina Lomnitz (GL) Cllr.Tina Michael (TM) Andrea Polden (AP) Jenny Richardson (JR) Maureen Winders (MW)
Action 13/72 Apologies for Absence
Apologies were received from Ian Bartlett and Mark Brookes.
13/73 Minutes of the Meeting on 17th September 2013
The Minutes of the Meeting held on 17th September 2013 were approved, and signed.
13/74 Matters Arising
CE reminded the Meeting that the Chesham Market 'charity gazebo' had been booked but unfortunately it was destroyed in the bad weather before the planned date. The gazebo had now been replaced and it was therefore agreed to try and book it for Wednesday 4th December, ahead of the new Metropolitan Line timetable coming into operation. It was likely to be staffed by CE and AW. CE
It was noted that Bill Richards had sent a letter to Angela Back, General Manager of the Metropolitan Line, asking that LUL should swap over the Amersham and Chesham trains at weekends to save Chesham passengers 20 minutes on a return trip to London when changing at Chalfont & Latimer. However, now that Angela was no longer GM and in the absence of a reply, it was possible that it had gone astray. RM was confident that Bill would follow it up with Dave White, the Acting GM for the time being. In the meantime, CE indicated that he would contact Anthony Wood to see if a new GM had now been appointed. CE
CE reported that FOMLUC had again suggested that LU should cut-out the Wembley Park stop, which was only introduced in 2011, but given the expansion proposals for Wembley, particularly along Wembley Way, this was now unlikely to find favour with them.
13/75 Report From The Treasurer
In the absence of the Treasurer, there was no report.
13/76 Membership of The Town Partners’ Scheme
AW reported that at the invitation of The Mayor of Chesham, he had
Initials …… recently attended a Civic Reception with CE, as representatives of Chesham TUG, which together with a number of other local organisations had been invited to become official Town Partners of Chesham Town Council. This was in recognition of what the Group had achieved in what the Council described as “improving the quality of life of all the residents of Chesham”.
Chesham TUG was proud to have been recognised in this way and AW thanked RM and TM for their continuing help and support, without which it was unlikely to have been invited to become a Member of the Scheme.
13/77 Federation of Met Line User Committees Association (FOMLUC)
CE gave a short resume of the issues covered at the meeting with LU representatives on 25th September. Along with AW, he had also taken the opportunity to visit the Control Room at Baker Street which was currently responsible for the day to day operation of the Metropolitan Line. However, a new Control Room in Hammersmith would come into operation shortly, at which time, the Met Line would be controlled from that location along with the other sub-surface lines.
13/78 Ongoing Operational Issues
CE reported the failure of a train at the former Marlborough Road station recently, which delayed passengers for 2 hours. JJ highlighted instances recently of delays of over 1 hour to Chesham services, both in the morning and evening peaks. There was also a lack of announcements and the situation was exacerbated by the lack of refund claim forms, particularly as claims had to be submitted within 14 days. AW reminded the Meeting that claims could always be made online. Further instances of trains leaving early were highlighted. Comment was made that it seemed unnecessary to operate a leaf fall timetable again this year, as most of the trees along the line had now been felled. The NCP car park attendant at Chesham was singled out for praise for his action in appraising commuters of the operational delays to Met Line services before allowing them to pay for parking, thus giving them the opportunity to drive to other stations along the line, where Chiltern Line services were running almost normally. Praise was also given for the new garden displays at Chesham, reminiscent of the days when the station used to regularly win awards for its gardens. Strong rumours were circulating that London Underground was considering harmonising its refund policy with that of London Overground, which did not pay for delays until 30 minutes had elapsed, as compared with 15 minutes at present. CE pointed out however, that when refunds were paid by London Overground, they tended to be more generous than those paid by London Underground. MC reported continuing examples of on-board announcements by drivers which were inaudible. CE reassured him that FOMLUC had raised this with LU who recognised it was a deficiency in driver training rather than a hardware problem. Once again, there was strong condemnation of “Good Service” announcements, which not only were pointless, but also annoying, particularly when they were made at times when it was apparent that a good service was not running.
Initials …… 13/79 Possible Ticket Office Closures – Update
AW updated the Meeting of what was known so far and reassured everyone that the Unions were very much abreast of this issue given the implications for its members and they were therefore as keen as ourselves to keep ticket offices open. FOMLUC had raised this with Angela Back who had been non-committal other than to say the matter was under review as part of a series of potential operational changes to provide greater efficiencies across LU. When challenged that any closures would inevitably lead to stations being de-staffed and “open” stations created, she denied this would happen. At this stage, we remain unconvinced but will continue to monitor events.
13/80 Major Civil Engineering Works on Chesham Branch
CE understood that the major works which were being undertaken on the branch were primarily to stabilise the embankments. It was felt that if nothing else, it showed a commitment by LU to keep the branch open for the foreseeable future.
13/81 Croxley Link – possible Timetable / Service implications
It had been discovered via FOMLUC that Hertfordshire County Council was paying for one additional S stock train to enable the current level of service to be maintained on the Watford branch once the line was extended to Watford Junction.
AW reported that one of the new stations was now going to be named “Vicarage Road” instead of “Watford Hospital” following a local online petition organised by the Mayor of Watford and there was a suggestion that as a result, Watford FC might be making a contribution towards its cost.
13/82 Any Other Business
CE reported a little known fact that anyone renewing an annual Zone 1-9 Oyster card at the Chiltern Line ticket office at Marylebone Station rather than at the LU ticket office, then automatically became eligible to use all Chiltern Line services at weekends. CE also reported that LU was thinking of extending Jubilee Line services to Harrow on the Hill thus making Preston Road and Northwick Park Jubilee Line stations, leaving the Met Line trains free to use the fast lines, thereby by-passing those stations. Since the Meeting, it had been noted that Chiltern Railways is operating a service on Boxing Day for the first time in many years. The service is operating from Bicester North to Marylebone, but see its website for full details.
Initials …… 13/83 Future Meeting Dates
All meetings to be held at Chesham Town Hall, starting at 7.30pm:-
Tuesdays: 17th December 2013 7th January 2014 18th February 1st April 13th May 24th June 5th August 16th September 28th October 9th December
Signature
Chairman
Distribution Those Present + Apologies + Anthony Wood + Frances Kneller + Pauline Cuggy + Ray Delahunty + Steve Gentry + Kevin Bee + Timandra Slade + Bill Richards + Maria McGwynn + Jared Wood + Jonny Cheetham + Camilla Goodman + Merrin Molesworth + Andrew McCallum + Tony Smale + Andrew Bosi + Cllr. Mohammed Bhatti
Initials …… MARKETING AND CORPORATE PROMOTION REVIEW
Minutes of the Marketing Working Party meeting held on Thursday 7th November 2013 at Chesham Town Hall at 2 pm.
PRESENT: Cllr Patricia Cherrill (PC), Chesham Town Council Member (Chairing) Cllr Fred Wilson (FW), Chesham Town Council Member Cllr Peter Hudson (PH), Chesham Town Council Member Bill Richards (BR), Town Clerk Kathryn Graves (KG), Policy & Projects Officer (Minutes) Mark Barnes (MB), Elgiva Manager Danny Essex (DE), Chesham Moor Gym & Swim Manager Maria McGwynn (MM), Administration Manager Mick Carling (MC), Elgiva Board of Management
1. Apologies Apologies were received from Cllr Roy Abraham.
2. Minutes of the Meeting of the 13th June 2013 The minutes were agreed as a correct record.
3. Action Plan Update and Review The group agreed to run through the action plan from the Corporate Marketing Review document and provide updates on progress.
Elgiva (i) Web Site Redesign The volunteer who previously created the web site is no longer available, and there is no money in this year’s budget to fund a redesign. MC and MB will discuss this. Action: Mick & Mark
(ii) Delivery of What’s On and other literature All sites taking What’s On are replenished each Saturday. Music flyers are going to pubs in surrounding towns and villages on a monthly basis.
(iii) Installation of lighting for external banners Banners and the fly tower are now illuminated, which cost c. £600.
(iv) Monthly content for yourChesham This is on-going and monitoring shows that it is eliciting sales.
(v) Theatre & Restaurant Deals Restaurants will be approached as they open.
Marketing and Corporate Promotion Review Minutes 7 November 2013 1 (vi) ‘Elgiva Elite’ Loyalty Scheme A lot of advertising has been done over the last year. Most people are renewing their membership, but it is difficult to recruit further members at the moment. Promotion will be continued.
(vii) Promotion of the Elgiva as a filming location This will be discussed at a future Elgiva Board of Management Meeting.
MC suggested developing a weekly or monthly programme for Chesham’s new radio/TV network based at the hub, featuring forthcoming music and artists at The Elgiva. MB and MC will discuss this in more detail. Action: Mick & Mark
FW suggested that it would be helpful to look at the Elgiva’s business plans at the next marketing review meeting.
MB said that the recent BURYFields gig sold out and had record bar sales. It also brought lots of new customers to the Elgiva. Another concert will be held in January 2014. The new livestreaming shows are also selling very well.
Gym & Swim (i) Wi-fi installation There is poor reception in the Gym & Swim building, so DE will investigate the cost of booster boxes. Action: Danny
(ii) Marketing Kit A sub-committee of the Friends group is developing a more coherent marketing approach, with a corporate look. A new flyer has been produced which contains all the information that was published separately in a number of flyers.
(iii) Merchandise Merchandise is selling well. DE has tasked a staff member with establishing an online shop.
(iv) Survey DE is planning to develop an online survey. Action: Danny
(v) Social Media The followings on both Twitter and Facebook are increasing. It was agreed that the Gym & Swim, Town Hall and the Elgiva should cross-promote one another using social media.
Marketing and Corporate Promotion Review Minutes 7 November 2013 2 Town Hall (i) What’s On at the Town Hall This feature has been added to the Town Council web site. MM has also created a leaflet showing everything that is taking place at the Town Hall. MM will supply some of these to The Elgiva. Action: Maria
(ii) Where Did You Hear About Us? Feedback from the booking forms indicates that a lot of people use us repeatedly and others hear about us through word of mouth. MM has now created a guide to the Town Hall, which features regular bookers and details of the facilities, how to hire a room and how to book a wedding. This has been produced and printed in- house. KG will put a version of this up on the Town Council web site. Action: Kathryn
There has been an increase in the number of booking taken for children’s parties, suggesting that MM’s targeted marketing has been successful.
MC said that we should promote the fact that parking is free after 4pm in Catlings Car Park.
MM will provide a Town Hall banner to MB to put on The Elgiva web site. Action: Maria & Mark
(iii) Weddings MM has not received a document from Tina Reading to put on the Town Council web site. MM has been actively marketing weddings at the Town Hall and we now have a feature page in the Big Gay Wedding Directory as well as being listed on Google+ and having lots of free listings on web sites. MM placed adverts in “Celebrate in Bucks”, “yourChesham”, the “Elite” magazine and “Beautiful Brides”.
MM is also looking to market the Town Hall for funeral receptions.
FW commended MM on her efforts and said that it would be interesting to discover at the next meeting, which marketing techniques had been particularly successful.
(iv) Social Media KG makes daily posts on both Facebook and Twitter to promote activities at the Town Hall (916 Twitter followers and 106 Facebook likes). MM makes postings once a week to promote the Town Hall as a venue.
4. Town-Wide Marketing Strategy FW explained that he and PH had looked at what a town-wide marketing strategy would look to address, how this could tie in with the Town Council’s objectives and what the role of the Town Council could be. FW then outlined in more detail a “small scale supportive” approach in which the Council would support organisations and create opportunities for them to market themselves.
Marketing and Corporate Promotion Review Minutes 7 November 2013 3 The group were united in thinking this a good idea, but concerns were raised as to the level of cost and resources required to make it work. It was agreed that FW and PH would flesh out this approach in more detail with a view to presenting it to Policy & Resources committee on the 9th December and to a future meeting of the Chesham Action Partnership. Action: Fred & Peter
5. Any Other Business (i) Chittendens PC asked what is happening to improve the appearance of the old Chittendens store. MC said he believed that the Rotary club will be tidying up the building.
(ii) 89 High Street MC said that Better Chesham is investigating whether it will be possible to create a public garden on the site of 89 High Street.
(iii) Christmas in Chesham MC asked members of the group to promote the event taking place on the 29th November.
6. Date of Next Meeting It was agreed that the next meeting will be held on the 13th March at 2pm.
Marketing and Corporate Promotion Review Minutes 7 November 2013 4 Report of the Officers to a meeting of the POLICY & RESOURCES
Committee on Monday 9th December 2013
Agenda Item: 5 Devolved Services Update
G2C2 John Hemmings - Closer To Communites Worksheet Oct-13 1 BARRIER CHECK 1 MARKET SQUARE Banner removed. 2 BARRIER CHECK & TOWN AND BACKS 2 TOWN ROUTE Subway cleared and posters removed. 3 BARRIER CHECK 1.5 MARKET SQUARE 3 split sand bags - informed JD 4 BARRIER CHECK & END TO END WALK 2.5 END TO END WALK Removed Banners. 5 BARRIER CHECK - Saturday 1.5 MARKET SQUARE Signage removed. 6 BARRIER CHECK - Sunday 1 MARKET SQUARE 7 BARRIER CHECK & END TO END WALK 3 END TO END WALK Poster and graffiti removal from posts. 8 BARRIER CHECK 2 MARKET SQUARE Banners removed from park. 9 BARRIER CHECK & TOWN AND BACKS 2.5 TOWN ROUTE Removed circus flyers. 10 Annual Leave 11 BARRIER CHECK & TOWN AND BACKS 2.5 TOWN ROUTE Poster & Circus Poster Removal. 12 BARRIER CHECK - Saturday 1 MARKET SQUARE 13 BARRIER CHECK - Sunday 1 MARKET SQUARE 14 Annual Leave 15 BARRIER CHECK & END TO END WALK 3 END TO END WALK Removed signs and banners circus & fair . 16 BARRIER CHECK & TOWN AND BACKS 2 TOWN ROUTE cleared subway of rubbish and signage. 17 BARRIER CHECK 1 18 BARRIER CHECK & END TO END WALK 3 END TO END WALK Cleared graffiti - nothing else to report. 19 BARRIER CHECK - Saturday 1.5 MARKET SQUARE 20 BARRIER CHECK - Sunday 1 MARKET SQUARE 21 BARRIER CHECK & END TO END WALK 3 END TO END WALK Removed posters and branch from side of the road. 22 BARRIER CHECK & TOWN AND BACKS Checked subway and removed signs and posters. Also 2 traffic cones moved from 23 2.5 TOWN ROUTE Essex Road and taken down scrap for cars sign along Victoria Road. 24 BARRIER CHECK & TOWN AND BACKS 1.5 TOWN ROUTE Removed graffiti from fence. 25 BARRIER CHECK & END TO END WALK 3 END TO END WALK Removed posters and banners and removed graffiti from road sign. 26 BARRIER CHECK - Saturday 1.5 MARKET SQUARE 27 BARRIER CHECK - Sunday 1.5 MARKET SQUARE 28 BARRIER CHECK & END TO END WALK 2.5 END TO END WALK Poster removal . Branches near Star Yard Car Park overgrown onto pathway. 29 Annual Leave 30 BARRIER CHECK & TOWN AND BACKS 2.5 TOWN ROUTE Removed signs/flytipping around the town. 31 BARRIER CHECK & END TO END WALK 2.5 END TO END WALK Checked bbarriers and removed posters , also put up banner which had fallen down. Total 53.5 Report of the Officers to a meeting of the Policy and Resources Committee on Monday 9th December 2013
AGENDA ITEM NO : 6 – UPDATE ON FRIENDS OF CHESHAM MOOR GYM AND SWIM CENTRE BUSINESS PLAN AND GYM REFURBISHMENT
Reporting Officer: Bill Richards (01494 583824)
Summary
1. To consider the discussions between the Friends of Chesham Moor Gym and Swim Centre Finance sub group and the Finance Working Party held on the 27th November 2013 and further consideration of the gym refurbishment.
Background Information
2. The Friends of Chesham Moor Gym and Swim Centre Business Plan was presented to the Recreation and Arts Committee on the 4th March 2013 where it was resolved that ‘the Friends of Chesham Moor Gym and Swim Centre Business Plan be noted and welcomed and be referred to the Finance Working Party for further scrutiny’ (Min No. 64)
3. The Chesham Moor Gym and Swim Centre Manager gave a presentation to the Recreation and Arts Committee on the 30th September 2013 where it was resolved ‘that the purchase or leasing of new gym equipment be agreed in principle subject to a financial report at the next Recreation and Arts Committee’. (Minute No. 22)
4. At the inquorate meeting of the Recreation and Arts Committee held on the 25th November 2013, the Chesham Moor Gym and Swim Centre Manger gave an updated presentation with three quotations attached and ‘Members present stated that they believed the Centre Manager had made a persuasive case for replacing the equipment as he recommended.’ . Financial Implications
5. As outlined in the report.
Strategic Objectives
6. Accords with the Council’s strategic aim 1b ‘The Moor Gym & Swim, with its outdoor pool, ball courts and gym, is a unique facility which provides family friendly leisure and fitness opportunities in a rural setting. It will be maintained and enhanced wherever possible in an environmentally friendly way.’
Equality Act Implications
7. Non applicable. Detailed Consideration
8. Attached are the notes of the meeting of the Finance Working Party and the Friends of Chesham Moor Gym and Swim Centre Finance sub group held on the 37th November 2013.
9. The meeting was a very positive one with general agreement between the two parties that it was important that communication was improved to ensure the Business Plan was successfully progressed. With a Friends’ Finance Sub-Group scheduled for the 17th December, it was agreed that the Friends’ thoughts and observations on the fees and charges, 2014/15 budget and gym renovation be fed through to the Finance and Contracts Manager straight after the meeting so a final budget could be approved at the Precept setting Council meeting of the 6th January 2014.
Recommendation
That the Committee notes the Minutes of the Finance Working Party meeting of the 27th November and agrees that the Friends’ comments and observations on the fees and charges, budget and gym renovation be taken into consideration for the final Precept levy and budget for 2014/15 to be determined at the Council meeting of the 6th January 2014. GYM EQUIPMENT QUOTATIONS COMPANY A COMPANY B COMPANY C 4 treadmills 14918 4 treadmills 12396 4 treadmills 11380 2 Upright bikes 5602 2 Upright bikes 2998 2 Upright bikes 2590 2 recumbent bikes 6025 2 recumbent bikes 3598 2 recumbent bikes 2890 1 bike base 770 espinner 1999 Watt Bike Pro 2375 3 cross trainers 12168 3 body trainers 7497 3 cross trainers 8985 2 'Concept 2' Rowers 2470 2 'Concept 2' Rowers 2500 1 Smiths Machine 2500 shoulder/chest 2499 Multipower barbell 1568 1 leg raise equip 492 1 leg raise equip 499 Low pull machine 2793 2 adjustable benches 1373 2 adjustable benches 598 2 adjustable benches 1 arm curl bench 441 1 'SCOTT' bench 380 1 dual adjustable pulley 2839 1 dual adjustable pulley 2499 1 dual adjustable pulley 2887 1 leg press 2259 1 leg press 2499 1 leg press 2793 1 hip abductor 1741 arm crunch 2499 1 leg extension/curl 1741 pull/lift equip 2499 1 fly/rear deltoid equip 1617 1 fly/rear deltoid equip 2499 1 lat pulldown 1617 1 2-40kg dumbell set & rack 5277 Max Rack XL 2349 1 2-40kg dumbell set & rack 2050 1 42-50kg dumbell set & rack 2743 1 42-50kg dumbell set & rack 3440 1 curlbar 78 1 curlbar 1 curlbar Matting 1325 Matting Matting 1450 Extras 934 Extras Extras 485 (Gateway,collars and bike console) Technology - assessment IT 9550 Delivery & installation 4075 Delivery & installation 2410 Delivery & installation 3402 73005 51838 59018
Trade In 0 Trade In -7000 Trade In 0 Net Cost 73005 44838 60943 Physique - additional equipment 0 0 6,890 Maintenance Maintenance Maintenance First 3 years free then 2997 per year No quote per year over 5 years 2279 Leasing-48 months 1799 Leasing-36 months 1519 Leasing-48 months 1261 MINUTES OF A MEETING OF THE FINANCE WORKING PARTY HELD ON WEDNESDAY 27th NOVEMBER 2013
PRESENT Councillors Roy Abraham (RA), Alan Bacon (AB), Ruth Juett (RJ), Tina Michael (TM) & Fred Wilson (FW), Chesham Town Council Bill Richards (BR); Chesham Town Clerk Steve Pearson (SP); Finance and Contracts Manager Danny Essex (DE); Chesham Moor Gym and Swim Centre Manager. Roger Comer (RC), David Foulds (DF) and Trevor Davies (TD) – Friends of Chesham Moor Gym and Swim Centre.
An apology for absence was received from Mark Shaw (MS)
1. INTRODUCTIONS AND ELECTION OF CHAIRMAN
After those in attendance had introduced themselves and the Friends’ representatives had provided a little background on their professional experience, it was agreed TM should Chair the meeting.
2 FRIENDS’ BUSINESS PLAN AND RELATIONSHIP WITH COUNCIL
RC opened the discussion and explained that the main reason for the Friends’ Finance sub- group calling the meeting was to try and agree a process for the Council and Friends to work together to provide meaningful financial figures to progress the Business Plan. He opined that without these figures, the Business Plan became less relevant to the Centre’s development and therefore the Friends’ role much reduced. He added that there was general disappointment amongst the Friends that they had been given very little notice to comment on the proposed fees and charges for 2014/15.
DF commented that it was important that finances were generally examined in a slightly different way to the financial package figures overseen by SP. Instead there needed to be simple income against expenditure statistics that could be easily evaluated and reproduced. TD then gave the example of catering income and expenditure which, on the Council’s figures, had many different cost codes meaning it took him a long time just to produce a basic update. DF alluded to a simple finance spreadsheet the Friends’ Finance sub-group had produced which, he believed, would be very helpful if SP could provide the appropriate data. SP replied that the requested figures could be produced but probably not in the exact format. However he suggested it would be relatively easy for the Friends to extrapolate these figures and input themselves to the spreadsheet. DF confirmed he would be happy to trial this. SP also said that it might not be possible to necessarily get the figures out to the exact timetables requested by the Friends but would endeavour to do so.
The Members present all agreed that the Friends, as an advisory body like the Elgiva Board, had a big part to play in assisting with all aspects of the Centre and overseeing the finances, and the Council was grateful for their enthusiastic input. However the Finance Working Party was keen to emphasise final decisions must lie with the elected Members and that extra sustained workloads should not be put on officers, who included both the Chesham Moor Gym and Swim Centre staff and the Town Hall staff. A query was raised on the report expected from DE and whether it constituted more work but RC said it would be merely strategic rather than financial and the sort of report equally relevant for BR and the Council. RC, AF and TD were all adamant that they no intention of adding to officers’ responsibilities but just wanted to implement a simple system to allow for monitoring of the Business Plan and a clear timetable to give them an opportunity to comment on pricing and capital expenditure in good time.
There was general consensus that it would be highly desirable for both parties for communication to be improved. DE conceded that, with the exceptionally busy summer and his hands-on role as Centre Manager, he had not been able to spend as much time as he hoped explaining his gym leasing plans with Friends which would have been advantageous in light of the Business Plan’s proposals for a rolling replacement programme. In turn RC accepted that with the Friends being all busy professionals, it had not been easy to summon a full Friends’ meeting to hold the now overdue AGM and would do his best to rectify this.
The Finance Working Party re-iterated that the Council had welcomed the Business Plan when it was presented to the Recreation and Arts Committee in March. However AB reminded the meeting that it was also agreed that the Finance Working Party should sit down with the Friends’ Finance sub-group to scrutinise it in detail and this, to date, had not happened. TM concurred that this should happen and gave the example of the proposed expansion of the catering side in the Business Plan which, she opined, needed to be supported with more detailed figures before progression.
The meeting then focussed on DE’s proposal to lease a whole range of new gym equipment even though the Business Plan had suggested a rolling replacement programme. DF stated that there was no problem in diverting from the Business Plan but opined that it would be useful for the Friends to be involved in that decision-making. RC also said that such a large spend should be considered along other possible capital spends such as the replacing of the pool slabs or the pool lining. DE accepted this but nonetheless was firmly of the professional view as the Centre Manager that, without an upgrade of the gym equipment, the facility was likely to fall behind its competitors. In respect to the items RC had raised, SP highlighted they were in the Council’s Renewals and Repairs programme and he would welcome a conversation with the Friends as to appropriate scheduling of implementation. SP noted the Friends’ Finance sub-group had a meeting scheduled in for the 17th December and enquired whether thoughts from the group could be fed back ASAP after that as the precept was due to be set at the Council meeting on the 6th January. DF replied it might be possible but, with the inherent complexities, it may be more sensible to start afresh developing the Business Plan with the budget remaining unchanged in the forthcoming financial year. A meeting with SP next autumn could then be arranged for budgetary proposals for 2015/16.
Summing up, TM said there was a general recognition that the communication and information sharing needed to be improved between the parties and she was encouraged by the discussions that had taken place. She proposed that the Friends’ Finance sub-group firstly trial the system of receiving the figures from SP and inputting themselves and then relay these and any amendments to the Business Plan to the wider Friends of Chesham Moor Gym and Swim Centre Group for its ‘buy-in’. Once the system appeared to be operating smoothly, she suggested the Finance Working Party come to one of the Friends’ Finance sub-group meetings in the New Year to scrutinise the Business Plan as proposed. This was agreed by all.
Members thanked RC, TD and DF for their valued efforts to date and their attendance this evening and they left the meeting at 9.10pm.
2 3. DEPOSIT WITH CO-OPERATIVE BANK
The Finance Working Party was reminded that the Council had a £100,000 investment with the Co-operative Bank which due to mature in February 2014. FW had previously raised his concern with officers because of the well-documented recent difficulties the bank had experienced and opined that the Council ought to be seen to taking steps to try and ensure the monies was not lost in a worst case scenario. RA said he could see no possibility of the Government allowing such a major bank to fold. Other Members accepted it was extremely unlikely but agreed it would be prudent to write to a more senior staff member at the bank to ascertain whether early withdrawal was indeed possible and, if so, on what terms. FW agreed to draft a letter to this effect.
4. PURCHASE OF OLD COUNCIL VAN
BR reported that a Parks and Premises member had enquired about purchasing and repairing the old Council van which was currently off the road. It was agreed that BR and SP be authorised to progress in the manner agreed by the Finance Working Party.
5. DATE OF NEXT MEETING
The date of next meeting to be confirmed following the Policy and Resources Committee meeting on the 9th December 2013.
Bill Richards Town Clerk
3 Report of the Officers to a meeting of the Policy and Resources Committee on Monday 9th December 2013
AGENDA ITEM NO : 7 – ANNUAL SUBSCRIPTIONS
Reporting Officer: Steve Pearson (01494 583825)
Summary
1. To consider the annual subscriptions paid by the Council.
Background Information
2. To carry out the annual review of subscriptions.
Financial Implications
3. Included within the report.
Strategic Objectives
4. Accords with the Council’s strategic aims 1 ‘To enable residents to enjoy high‐quality social, recreational, and cultural facilities within the town and to seek the continuing improvement and development of these facilities in accordance with the desires expressed by the residents.’; 2 ‘To encourage and promote the economic and commercial vitality of the town’ and 3. ‘To preserve the unique identity of Chesham and promote its heritage.’
Equality Act Implications
5. Non applicable.
Detailed Consideration
6. To consider the continuation of payment of the following subscriptions and make provision for them within the 2014/15 budgets:
NAME OF ORGANISATION ANNUAL SUBSCRIPTION (Subject to any annual increase during the year)
£ p
Action for Market Towns 240.00 † (plus VAT)
Bucks Playing Fields Association 20.00*†
Chesham Chamber of Trade & Commerce see para 7†
Institute of Cemetery & Crematorium Management 90.00 Council for the Protection of Rural England 29.00*†
National Association of British Market Authorities 318.00 (plus VAT)
Society of Local Council Clerks 360.00
South East Employers 311.00 (plus VAT)
The Chesham Society 15.00†
The Chiltern Society 25.00*†
The Open Spaces Society 45.00†
The Woodland Trust 21.00*†
The Ancient-Honourable Guild of Town Criers 35.00†
† Paid using the Power of General Competence. * This amount is the minimum subscription payable to the organisation concerned. The Council may increase the subscription, by resolution.
7. The Chesham Chamber of Trade and Commerce has recently increased its annual subscription from £50 to £100 (this is the first increase since 2004) and the Committee is asked to confirm if it wishes to continue its membership.
Recommendation
That the payment of the annual membership subscriptions as listed be continued in 2014/15 including that of the Chesham Chamber of Trade and Commerce. Report of the Officers to a meeting of the Policy and Resources Committee on Monday 9th December 2013
AGENDA ITEM NO. 8 – PROJECTED ESTIMATE 2013/14 AND ESTIMATES 2014/15
Reporting Officer: Steve Pearson (01494 583825)
Summary
1. To consider the first draft projected estimates for 2013/14 and the first draft estimates for 2014/15 enclosed with this report. A summary version is enclosed but a full detailed version is available to any Member on request.
Background Information
2. The estimates were due to be considered at the Recreation & Arts Committee meeting held on the 26th November 2013 but the meeting was inquorate and no decisions could be made but the Members present were of the view that the matter of security at the Depot needed addressing and that it was important contributions continued to be made to the Renewals and Repairs budget. It was also agreed that the Codmore alarm should be upgraded.
3. The Council has to set a balanced budget each year and determine the precept to be levied on the District Council by early January. The precept is then included in the council tax charge to Chesham residents. The average band ‘D’ property paid £100.28 last year out of their total council tax bill of £1,557.06.
4. The enclosed detailed estimates show:
Agreed Budget - the 2013/14 budget as approved by the Council last year Fwd/Rev Budget - Items carried over from 2012/13 Projected Actual - the revised 2013/14 budget Next Year Budget - the proposed 2014/15 budget
Financial Implications
5. As outlined within this report
Strategic Objectives
6. Accords with the Council’s strategic aims1. ‘To enable residents to enjoy high‐quality social, recreational, and cultural facilities within the town and to seek the continuing improvement and development of these facilities in accordance with the desires expressed by the residents’ and 2 ‘To encourage and promote the economic and commercial vitality of the town’
Equality Act Implications
7. Non applicable. Detailed Consideration
8. The budgets show the cost of services as if the current status is maintained. Service costs have been trimmed in recent years so it is becoming increasingly difficult to find savings and maintain the standard of services.
9. The 2014/15 estimates include the normal annual increments where appropriate and a minor pay award provision of 1%. Following a recent presentation from the Actuary at County Hall, it looks as though this Council’s employers’ pension contribution will remain unchanged for the next three years and will remain at 21.2%. It was also mentioned that the Government was withdrawing the contracted out national insurance contribution rate from April 2016 and this could mean a rise in employers’ national contributions of 3.4%.
10. The Friends of Chesham Moor Gym & Swim Centre undertook a radical overall of the gym and swimming charges last year and earlier this year produced a business plan. The Friends’ Finance sub-group met with the Finance Working Party on the 27th November and the summary of these discussions are reported in agenda item 6.
11. It is only right that the ‘Friends’ should review the fees & charges and budgets in conjunction with their business plan so that the budgets can reflect their proposals. Until this review has been carried out, the draft budgets enclosed with this report assumes the original operational subsidy requirement of £120,530 will not change and a similar subsidy will be required next year. A full year’s impact of the new charges and change in hours has yet to be determined and next April sees the introduction of the auto-pension enrolment, the impact of which is unknown. The October figures showed an improvement of £16,000 when compared to the same time last year plus this year’s subsidy was increased by £17,000 giving a current £33,000 improvement against budget but, included within this, is the savings from leasing the gym equipment which is no longer payable as the equipment was purchased last year. This year’s gym equipment savings are estimated to be around £13,000 (annual leasing provision £16,500 - less this year’s estimated repairs £3,500). No additional provision has currently been made within the estimates for any new equipment, just the normal £16,500 per annum.
12. Detailed work on the Elgiva budgets has yet to be undertaken but the Elgiva’s financial position at the end of October was similar to that at the same time last year. If this can be maintained over the next five months it should see the Elgiva coming in well under this year’s budgeted subsidy requirement of £146,635 sufficient to more than cover the Elgiva Board of Management (E.B.o M.) request for the sum of £20,000 to be put in a ring fenced reserve for the Elgiva. The 2014/15 subsidy has provisionally been shown as £146,635, the same as this year’s original budget, although there may be scope to reduce this subject to consultation with the Manager and E.B.o.M., but again next April sees the introduction of the auto pension enrolment the impact of which is unknown.
13. No additional monies have been set aside for a Town wide marketing strategy or any improvements that may arise out of the parking review although there is a provision of £5,000 as a contribution towards the review cost.
14. Provision has been made for the emptying/collection of two additional dog bins in the Nashleigh Hill Recreation Area which was identified as needed by a recent survey (cost £250 per annum) and increased annual electricity and water charges at the Clock Tower, assuming these works are carried out.
15. The first draft estimates show at the bottom of page 7 that this year (2013/14) should see an under spend of £7,998 (£68,338 less £60,340).This is mainly due to savings on Parks & Premises wages, fuel and flower beds.
16. Next year’s first draft budget includes a precept of £861,720, an increase of 2%. This gives a surplus of £8,690 which could be used to fund some of the schemes not yet included shown below or conversely reduce the precept. The Government have not ruled out the future capping of town & parish councils and extending the council tax referendum principles to include town and parish councils in 2014-15. An assurance that a deminimis threshold would apply which would have the effect of excluding the majority of smaller councils from having to hold a referendum has been given. One possibility that has been suggested is to base the deminimis threshold on a level band D council tax which was above the level of the smallest district (approx £70) and/ or size of total precept. This would reflect the 2010 consultation (paragraph 12) which stated: 'This [threshold] would exclude authorities where either (a) the increase in the basic amount of council tax is below a defined amount or (b) the total income generated....is below a fixed level.' This Council’s band ‘D’ last year was £100.28.
17. In addition to the proposed budgets the Committee is also asked to consider the following:
2013/14 £ Codmore Pavilion- alarm upgrade 506 Depot-increase security 7,500
2014/15 A request from the Chesham Museum for financial support to install the old Market Hall bell into the Clock Tower in Market Square -estimated cost £6,000 3,000 The annual cutting and baling of the Nashleigh Hill wild flower area 750 (paid for this year out of the Parks and Premises Manager’s contractor’s budget) Lowndes Park-various wildfowl improvements (£1,000-£10,000) ? Skottowes Pond -silt reserve 5,000 Cemetery- additional grave area reserve 5,000 Moor Hardstanding –surface improvements 15,000 Market Square-installation of water supply to facilitate the watering of the raised flower beds ? Market Square/Clock Tower-electricity upgrade ? Repairs & Renewals – increase annual contribution to reserve 10,000
18. The Council in association with the Chiltern District Council has an interest in an easement near the Elgiva for car parking access but the legal documents have yet to be signed and so no provision for this has been made. 19. The Policy and Resources Committee is requested to take into account the long term impact of using any reserves when recommending the actual precept to be levied for ratification by the Council at its meeting in January.
20. Also attached is a programme of projects to be funded from the Renewal & Repairs Reserve. The Committee needs to consider increasing the annual Renewal and Repairs Reserve contribution to ensure future projects can be progressed and a reasonable safety net is maintained to cover any major unplanned events. Some projects, like the Christmas Lights, may have to be deferred until the fund is in a better position.
21. Also pertinent to the budget setting is the question of the Localisation of Council Tax (previously brought to Members attention). To date, Chiltern District Council (CDC) has yet to determine on the passing on of any government grant to assimilate the impact on Town & Parishes in 2014/15. However CDC’s Policy and Resource Overview Committee had a meeting on the 29th November, where it was considering three possible options:
Option 1- Make a payment of £148,000 – the same as last year Option 2-Scale back the payment to £112,000 (based on a similar reduction that central Government has cut the CDC Revenue Support Grant i.e. 24%) Option 3- Not pay any money to parishes.
22. The CDC Policy and Resources Committee favoured option 2 which now goes to the Cabinet for consideration.
23. The impact of the above options on this Council’s band ‘D’ charge (2013/14 £100.28) assuming no change in the precept for 2014/15 is shown on the attached schedule copied from the CDC report i.e.
Option 1-£99.61 Option 2-£102.13 Option 3-£109.99
24. As a guide, should the Council agree a 2% precept increase, it would add £2.20 to each of the above figures.
Recommendation
1. The Committee's further consideration of the estimates and renewal & repairs programme is requested.
2. That a precept figure to be levied on the Chiltern District Council for 2014/15 be determined at the Council meeting of the 6th January 2014 following further recommendations from the Friends of Chesham Moor Gym and Swim Centre Finance sub group. CHESHAM TOWN COUNCIL
ESTIMATED FUND BALANCES
FUND ACTUAL REVISED ESTIMATE ESTIMATE 31.03.2013 31.03.2014 31.03.2015 £ £ £ CAPITAL Grave maintenance 2,672 2,672 2,672
REVENUE Election 3,000 3,832 6,832 Marston Fees 17,000 17,000 17,000 Renewal and Repairs 211,140 57,820 8,045 General Reserve 369,761 309,421 309,421* Long Term Staff Absences 14,000 14,000* 14,000** Asset Valuation Reserve 3,200 3,200 3,200 Elgiva 8,013 20,000** 20,000*** Green Flag Reserve 770 470 170 Pool Hanging Baskets 1,005 497 nil Local Produce Market -Joint Account 4,525 6,025 7,525
TOTAL 635,086 434,937 388,865
* Assumes a balanced budget will be set ** Subject to any long term sickness ** *Transfer from the Elgiva 2013/14 budget but subject to the end of year results Policy& Resources 9.12.13.
RENEWAL AND REPAIRS PROGRAMME
2013/14 * 2013/14 2014/15 2015/16 ESTIMATE REVISED ESTIMATE ESTIMATE £ £ £ £
BALANCES BROUGHT FORWARD: Capital –Marston Pavilion 17,000 17,000 17,000 17,000 Renewal & Repairs 211,140 211,140 57,820 ( 8,955) INCOME: Precept contributions 104,030 104,030 106,630 109,300 Christmas Lighting –Town Centre - - - - Consortium Contribution towards Play Area - 15,000** - - Contributions (Church/Grant) - - - - Filming in Lowndes Park - 900 - - Transfer from General Reserve - 30,000 - - Transfer from Elgiva Reserve - 8,013 - - TOTAL 332,170 386,083 181,450 117,345 LESS EXPENDITURE Allotments -fence - - - 12,000 Allotments-paths/water main 1,000 1,500 2,000 1,500 Computer/Office Equipment 1,500 1,500 7,000 1,500 Elgiva 23,673 15,000 35,000 20,000 Elgiva -Projector 65,000 62,930 - - Town Hall 25,431 25,431 10,000 10,000 Paths – Lowndes Park 15,500 12,500 5,500 - Play Equipment - General - - 20,000 20,000 Marston –return to grass 3,600 2,000 - - Skate Park Resurface 60,000 70,000 - - Seats 2,250 2,250 2,250 2,250 Litter Bins 1,125 1,145 1,155 1,165 Paths– Red Lion Street Gardens 2,000 - 3,000 - Moor Hard Standing 1,000 1,000 15,500 - Information Boards – 5,000 5,000 - - Allots/Cemetery/Station Rd/Roads Depot - buildings/drives 9,351 9,430 5,500 3,000 Tractor/Trailers/Vehicles - 17,870 21,000 25,000 Codmore Pavilion – redecoration,etc 4,260 4,260 1,000 - Football Pitches-vertidrain - - - 3,200 Cemetery Chapel –renovation - 4,675 5,500 - Cemetery Hearse House-roof 5,000 5,000 - - Cemetery- paths 10,000 10,000 - - St. Mary's –Paths/Walls/Trees 10,000 10,000 2,000 5,000 Christmas Lights 18,000 - 20,000 - Swimming Pool 46,842 46,842 15,000 35,000 War Memorial –refurbishment & new 2,000 2,930 2,000 3,000 ornamental wall
TOTAL EXPENDITURE 312,532 311,263 173,405 142,615 BALANCE CARRIED FORWARD 19,638 74,820 8,045 (25,270)
*Includes schemes and balances carried over from 2012/13 Policy & Resources 9.12.13 ** Potential for £25,000 additional grant
Report of the Officers to a meeting of the Policy and Resources Committee on Monday 9th December 2013
AGENDA ITEM NO 9: – PROPOSED FEES AND CHARGES 2014/15
Reporting Officer: Steve Pearson (01494 583825)
Summary
1. To consider the fees and charges for 2014/2015.
Background Information
2. The Council is required to review its fees and charges on a regular basis and full details are given below for Members’ information.
Financial Implications
3. As detailed within the report.
Strategic Objectives
4. Accords with the Council’s strategic aim 1: ‘ To enable residents to enjoy high‐quality social, recreational, and cultural facilities within the town and to seek the continuing improvement and development of these facilities in accordance with the desires expressed by the residents’.
Equality Act Implications
5. Non applicable.
Detailed Consideration
6. At the time of doing this report the Consumer Price Index for September is showing an annual increase of 2.7% and the Retail Price Index 3.2%.
7. The Elgiva Board of Management and Friends of Chesham Moor Gym and Swim have both been consulted on the fees and charges and their recommendations form the basis of the recommended increases for the respective services. The Allotments Group Chairman has been informed on a proposed inflationary increase. It is not proposed to consult with any other groups associated with the Council.
Concessions
8. The Policy and Resources Committee agreed at its meeting held on the 29th March 2009 (Minute No. 79) that discounts should be offered to those categories usually deemed eligible but not means tested; namely young people under sixteen years, full-time students and those claiming disability allowance, plus those on income support, claiming job seekers’ allowance and persons over sixty. A 30% reduction rate was agreed. Carers Allowance was added to the eligible list (Recreation & Arts Committee 21.11.11 Minute 52).
9. It was agreed that the Elgiva Manager continues to be granted discretion on concessionary prices in consultation with promoters and hirers, but the eligibility criteria be amended to those above. It was agreed that a 30% reduction be applied to all eligible allotment holders and users of the swimming pool and tennis court, but no concession be offered at the gym save for the discounts already detailed within the report.
Allotments
10. Following the 2000 Best Value Service Review, the rent due date was changed from 1st April to 1st October to allow new tenants time to clear plots which may be overgrown and prepare the ground before the growing season.
11. The allotments underwent a further Best Value Service Review in 2008. Due to the change in the concessions policy, persons previously receiving a 50% discount saw their overall rent rise by 48% on 1st October 2009 but this only affected less than 20% of tenants. There are currently 54 persons on the allotments waiting list.
12. The current and proposed scales of charges (all exempt from VAT) are detailed below - note one pole is equivalent to 25.3 m2:
Location Rent Per Rent Rent Rent Per Rent Per Rent Per Rent Per Cost of Pole Per Pole Per Pole Pole Pole Pole Pole Average 5 Pole Plot 1.10.08 1.10.09 1.10.10 1.10.11 1.10.12 1.10.13 1.10.14 1.10.14 £ £ £ £ £ £ £ £
Amersham 3.10 3.25 3.30 3.45 3.55 3.65 3.75 18.75 Road Asheridge 3.10 3.25 3.30 3.45 3.55 3.65 3.75 18.75 Road Cameron 2.60 2.75 2.80 2.95 3.05 3.15 3.25 16.25 Road (two sites) Amersham Town Council’s current charge for a 5 pole plot is £20.00.
Recommendation
That all rents be increased by 10 pence (around 2.7%) per pole from 1st October 2014. Cemetery
13. Details of the current and proposed scale of charges allowing for around a 2.7% increase:
CURRENT PROPOSED CHARGE CHARGE Interments £ p £ p
Scattering of Ashes 22.50 23.00 Cremated Remains 105.25 108.00 The following excludes grave digging but includes levelling and returning to grass: Stillborn – up to 7 years 126.00 129.50 Over 7 years 220.00 226.00
CURRENT PROPOSED CHARGE CHARGE Deed of Exclusive Right of Burial £ p £ p
Single plot (9ft x 4ft) (2.8m x 1.2m) 222.00 228.00 Single plot (3ft x 2ft) (1m x 0.6m) Stillborn Child 82.00 84.00 Cremated remains (2ft x 2ft) (0.6m x 0.6m) 82.00 84.00 Plot which contains remains which the purchaser wishes to secure in that grave: Single plot (9ft x 4ft) (2.8m x 1.2m) 222.00 228.00 Single plot (3ft x 2ft) (1m x 0.6m) 82.00 84.00 Vaults or Walled Graves (9ft x 4ft)* (2.8m x 1.2m) 222.00 228.00 Vaults or Walled Graves (9ft x 8ft) * (2.8m x 2.5m) 444.00 456.00 Transfer of exclusive right 25.50 26.00
*Very rarely issued. Any burial is charged the interment fee, plus additional costs of bricking, etc.
Garden of Remembrance/Avenue of Remembrance
Deed of Exclusive Right of Burial (2ft x 2ft) (0.6m x 0.6m) 82.00 84.00 Interment 105.25 108.00 Memorial Right 157.50 161.75 Each Inscription after the first 43.00 44.00
Headstones, Tablets and Inscriptions on Monuments
Headstone not exceeding 3ft 6in (1.1m) in height above the ground (1ft ( 0.3m) below in concrete shoe) 157.50 161.75 Recumbent tablet not exceeding 21in x 21 in (0.5m x 0.5m) 157.50 161.75 Each additional inscription 43.00 44.00 Kerbstones at the discretion of the Town Council 157.50 161.75 Memorial Permit-5 year renewal 5.50 5.50 Other Charges
Hire of Chapel 68.50 70.50 Burial Records search fees 11.75# 12.00# per half hour or part thereof
# (Reserve the right to charge)
Notes : (i) The fees set out above apply to persons permanently residing in the town of Chesham or who were permanently residing in the town at the time the relevant Deed of Grant was purchased or where a Chesham resident has passed away in a nursing home or hospice outside the town, having moved away in the previous twenty-four months.
(ii) In all other cases double rates will be charged (except on searches).
(iii) Interments booked with less than three days notice or for an interment to take place on a non-working day, will incur additional charges.
All charges are exempt from VAT except those marked # which are standard rated which is included in the charge.
Recommendation
That the proposed scale of charges be approved from 1st April 2014.
Housing
14. The Council owns two cemetery lodges which are on lease to the Paradigm Housing Group Ltd. (Chiltern Hundreds Housing Association). Rents are reviewed annually by the association in line with their own dwellings. Rents are exempt from VAT and the current weekly rents are shown below excluding water rates and Council Tax:
Cemetery Lodge - 174A Berkhampstead Road - £120.54 Cemetery Lodge - 185 Bellingdon Road - £117.12
Following major internal repairs by the housing association in 2006 the Council extended the lease to September 2011 and the Policy & Resources Committee decided at its meeting held on the 31st October 2011 to continue with this arrangement until such time as one or more of the properties become vacant when the arrangement will be considered anew.
Office Services – Annual Review Date 1.4.2014
15. There is little or no use of these facilities and therefore no change to the charge is recommended. Current Proposed Inc. VAT Inc. VAT £ £ Photocopying - 0.10 0.10 Facsimile transmission services: Receiving – per page 0.75 0.75 Sending - Handling Charge 1.00 1.00 - United Kingdom (per page) 1.00 1.00 - Western Europe (per page) 2.00 2.00 - North America (per page) 3.00 3.00 - Rest of the World (per page) 5.00 5.00
Recommendation
That no increase be applied as there is little or no use of the above facilities and that the charges cover any cost.
The Elgiva
16. After consulting with the Elgiva Manager and the Elgiva Board of Management, the proposal is to increase the hire charges by around 2.7% and leave the additional services unchanged again. The hire charges were increased by 2.5% last year but the additional services were not increased. The Elite Membership scheme only started in July 2012 and no increase is proposed at this time in order to attract more members.
17. The figures laid out below are for a basic hire fee, they do not include any extras. A basic hire includes the venue, one Technical Assistant (for a maximum of eight hours each day) and one Duty Manager.
18. The Manager feels that he must be allowed some flexibility within certain hire charge rates and have the authorisation to make suitable charges, if and when only part of the theatre is required by a hirer and to use his discretion so as not to lose possible hires because of a totally rigid scale of fees and charges.
CHESHAM BASED AMATEUR DRAMATIC COMPANIES HIRE PERIOD CURRENT PROPOSED CHARGE CHARGE 1st April 2014 FULL WEEK (SUNDAY TO £2,785 inc VAT £2,860 inc VAT SATURDAY 9am – 11pm MON or TUES £390 inc VAT £400 inc VAT 9am – 11pm WEDS or THURS £420 inc VAT £430 inc VAT 9am – 11pm FRI or SAT £475 inc VAT £490 inc VAT 9am – 11pm SUN or BANK £495 inc VAT £510 inc VAT HOLIDAYS 6pm – 11pm MON or TUES £375 inc VAT £385 inc VAT 6pm – 11pm WEDS or THURS £390 inc VAT £400 inc VAT 6pm – 11pm FRI or SAT £405 inc VAT £415 inc VAT 6pm – 11pm SUN or BANK £440 inc VAT £450 inc VAT HOLIDAYS RATES FOR CHESHAM-BASED ORGANISATIONS HIRE PERIOD CURRENT PROPOSED CHARGE CHARGE 1st April 2014 FULL WEEK (SUNDAY TO £3,520 inc VAT £3,615 inc VAT SATURDAY) 9am – 11pm MON or TUES £455 inc VAT £470 inc VAT 9am – 11pm WEDS or THURS £500 inc VAT £515 inc VAT 9am – 11pm FRI or SAT £635 inc VAT £655 inc VAT 9am – 11pm SUN or BANK HOLIDAY £725 inc VAT £745 inc VAT 6pm – 11pm MON or TUES £440 inc VAT £450 inc VAT 6pm – 11pm WEDS or THURS £480 inc VAT £495 inc VAT 6pm – 11pm FRI or SAT £595 inc VAT £610 inc VAT 6pm – 11pm SUN or BANK HOLIDAY £675 inc VAT £695 inc VAT
RATES FOR DINNER/DANCES, PRESENTATIONS, CONFERENCES, CONCERTS AND NON-CHESHAM BASED PROFESSIONAL AND AMATEUR COMPANIES HIRE PERIOD CURRENT CHARGES PROPOSED CHARGES 1st April 2014 FULL WEEK (SUNDAY TO £5,600 inc VAT See Note £5,750 inc VAT See Note SATURDAY) (i) (i) 9am – 11pm MON or TUES £645 inc VAT £665 inc VAT 9am – 11pm WEDS or £735 inc VAT £755 inc VAT THURS 9am – 11pm FRI or SAT £930 inc VAT £955 inc VAT 9am – 11pm SUN or BANK £1,015 inc VAT £1,045 inc VAT HOLIDAY Note: (i) Amateur companies outside Chesham receive a 10% discount on the full week charge.
RATES FOR ADDITIONAL SERVICES SERVICE CURRENT PROPOSED CHARGE CHARGE Additional staff per hour £17.25 + VAT £17.25 + VAT Hire of Technician after midnight £34.50 + VAT £34.50 + VAT Hire of Duty Manager after midnight £34.50 + VAT £34.50 + VAT Piano Hire – Yamaha C7 (not tuned) £35.75 + VAT £35.75 + VAT Stage electricity used £74.00 + VAT £74.00 + VAT Ticket Administration per £31.50 +VAT £31.50 +VAT performance Ticket Commission 6% of Gross + VAT 6% of Gross + VAT Radio microphone hire per unit / per £8.00 + VAT £8.00 + VAT day Smoke machine per unit / per day £14.75 +VAT £14.75 +VAT Smoke Fluid-per litre £4.20 + VAT £4.20 + VAT Follow spots per unit / per day £8.00 + VAT £8.00 + VAT Data / Video projector per day £72.00 +VAT £72.00 +VAT Hazer £18.00 +VAT £18.00 +VAT Haze Fluid –per litre £8.50 + VAT £8.50 + VAT 6 Miniscans –per week £252.50 + VAT £252.50 + VAT 6 Robe Scans- per week £378.75 + VAT £378.75 + VAT 6 Robe Scans – per day £73.50 + VAT £73.50 + VAT 8 Chroma Q Colour Scrollers-per £158.00 + VAT £158.00 + VAT week 8 Chroma Q Colour Scrollers -per day £26.30 + VAT £26.30 + VAT Power Supply for Scrollers –per week £21.00 + VAT £21.00 + VAT Drum Microphone Set £26.30 + VAT £26.30 + VAT Gauze-per day £10.50 + VAT £10.50 + VAT Scenic Cloths –per day £15.75 + VAT £15.75 + VAT Mirrorball & Motors-per day £6.30 + VAT £6.30 + VAT Flame Retardant Spray-per litre £16.85 + VAT £16.85 + VAT Display of publicity material £64.70 + VAT £64.70 + VAT Gaffer Tape –per roll £10.50 + VAT £10.50 + VAT LX Tape –per roll £1.60 + VAT £1.60 + VAT Advertisement in What’s On £40.00 + VAT £40.00 + VAT (excluding amateur groups) E-mail £20.00 +VAT £20.00 +VAT Elite Supports Club Annual Membership-see note ii below: - Single £20.00 INC VAT £20.00 INC VAT -Family & couples over 60 years of £35.00 INC VAT £35.00 INC VAT age
Note: (ii) Elite Membership benefits include:
1. No administration fee on card transactions at the Box Office. (Not online) 2. Free Pantomime Souvenir programme and poster. 3. 50 pence off film prices. 4. Priority What’s On delivery. 5. Free use of cloakroom. 6. Exclusive bi-monthly newsletter. 7. 5% discounts at selective local restaurants and 10% discount on food only at Café Encore. 8. Special events to be announced. E.g. Guided backstage tours.
Apart from the ‘fixed’ benefits above, there are currently more offers/discounts available, such as 2 free swims at Chesham’s fabulous open air pool (during the pool opening season) and 5% off stock at Blue Haze (not on already discounted items).
Elgiva Catering
19. The current fixed three year agreement is due to end on the 16th June 2014 and is on an annual rent fixed rent of £8,638.68 plus VAT.
The current concessionaire has been the trading at the Elgiva for around four and a half years and has indicated her willingness to enter into a new three year agreement. The Elgiva Manager and Elgiva Board of Management are fully supportive of this as she has provided a valuable service with little or no problem whilst trading in difficult economic times. There is a break clause in the agreement which says ‘the agreement may be cancelled at any time by either party subject to the giving of six months' advance notice’.
It is proposed to offer the current concessionaire a three year extension but with a new fixed rent of £9,070 plus VAT per annum; a 5% increase due to the economic climate.
Recommendation
1. That the proposed scale of charges be agreed for new hirings from the 1st April 2014 but not to confirmed bookings already received and booked at the current hire rates.
2. That the Manager continues to be allowed flexibility and discretion in determining any charge where he believes it to be in the interest of the Theatre.
3. That the caterer be offered a three year extension to the current contract at a new three year fixed rent of £9,070 plus VAT per annum.
Town Hall
20. The current scale of charges, including VAT, is detailed below together with the proposed charges to be introduced from the 1st April 2014 based around a 2.7% The hire charges were not increased last year due to the current economic climate and the effect any increase may have on current and attracting new regular hirers. The equipment charges were increased by around 2.2. We currently offer 25% discount on all new regular bookings, apart from those bookings that were already in place before the discount was reduced who receive a 50% discount.
Current Proposed Charge 1.4.14 inc. VAT inc. VAT £ p £ p
Community Hall 33.60 34.40 Lowndes Room 16.80 17.20 Council Chamber 50.40 51.60 Small Meeting Room 8.40 8.60 Wedding Ceremony 100.80 103.50
Maximum daily charge per room £201.60 £206.40 Teas, coffees and biscuits (per head) 1.00 1.00
21. New hirers making regular weekly or monthly bookings receive a 25% discount. The Performance Review Committee recommended that this be reviewed and this is now considered at each fees and charges review. This discount was reduced in January 2011 from 50% to 25% for any new hirer and your officers feel that no further change is required at this time. 22. Charges are per hour or pro rata thereof and include the use of the kitchen, crockery, cutlery, overhead projector, screen and flipchart.
23. On occasions, the following equipment has been hired out and the Committee is asked to agree the proposed increases from the 1st April 2014:
Current Charge Proposed Charge 1.4.14 including VAT including VAT £ p £ p Microphones Full layout (board room style) 28.50 29.25 Top table only 17.50 18.00 Data projector 28.50 29.25 Laptop 17.50 18.00 Internet connection 11.50 11.80
24. The Chairman of the Policy & Resources Committee, in conjunction with the Town Clerk, is authorised to determine complimentary use of the Council’s facilities and any new determination to be reported back to the following Policy & Resources Committee (Policy & Resources Committee 15.11.04 Min. 41 (3).
25. The Town Clerk is delegated to determine any ad-hoc charges not covered by the above such as occasional requests for washing up, etc.
Recommendation
1. That the proposed scale of charges from 1st April 2014 be agreed.
2. That the Town Clerk continues to be delegated the determination of any ad hoc charges.
Sports Pitches
26. Currently all the football pitches at Marston and Codmore are let on a ‘pay and play’ basis.
27. Codmore Field pavilion is normally cleaned by a contract cleaner.
28. There have been no cricket matches (teams prefer grass to artificial wickets), or pavilion bookings for meetings or parties for some time.
29. The current charges for the use of the Council’s sports facilities at Marston and Codmore playing fields are set out hereunder. These charges are usually increased from the 1st August each year to coincide with the new football season. No increase was applied last year due to the economic climate and past comments from the clubs regarding the charges when compared against the larger multi pitch sites at Wycombe & Aylesbury. The following charges are proposed for next season from the 1st August 2014: DESCRIPTION CURRENT PROPOSED CHARGE CHARGE INC. VAT 01.8.14 INC. VAT
SOCCER £ p £ p
(a) for each game of football including line marking :
(i) Codmore (excluding cleaning) 56.80 58.00 (ii) Codmore (including cleaning) 68.90 70.00
(b) charge per season (hire of pitch; line 1,610.00* 1,630.00* marking; use of pavilion; changing rooms; and cleaning costs)
(c) Marston Junior Football Pitch – No 49.20 50.00 Pavilion CRICKET (Codmore Playing Field)
(a) mid-week afternoon/evening matches 36.00 37.00
(b) weekend and bank holiday club 53.65 55.00 fixtures Negotiable Negotiable Normally Normally £5.75* per hour £6.00* per hour Hire of Pavilion only (min. charge (min. charge £17.25) £18.00)
*VAT EXEMPT
Fairs and Circuses
30. The Council rents the Moor and Nashleigh Hill Recreation Ground for travelling fairs and circuses. The Policy and Resources Committee (15th December 2008 Minute No. 43) agreed to a charge of between £100*- £135* per operating day (actual charge to be determined by the Clerk) and £50 per non-operating day plus any veterinary inspection fees. This year there have been two fairs and a circus which resulted in £1,155 and £650 respectively.
31. In view of the continuing economic situation it is proposed that no increase be applied to the current scale of charges and that the Town Clerk be allowed to negotiate within the range as stated above. Film Fees
32. The Clerk is empowered to negotiate charges for the use of Lowndes Park and other Council facilities by film companies. One company have used the park this year paying £900 plus VAT for parking.
Shelter – Chesham Moor
33. This is let on a free use basis to the local Environmental Group and no change is proposed.
Hire of Open Spaces
34. The Committee decided at its meeting on 19th February 2001, Minute Nos. 50 & 52, to introduce charges for these events and invite organisations to make an application for donations towards this cost. The Council has to pay an annual licence fee of £70 per site.
35. The Committee set a charge of £100 from 1st April 2002 and The Parks and Premises Service Review in 2011 recommended that this charge should possibly uplifted to reflect officer time committed to preparation of these events and this Committee raised it to £200 from 1st April 2012. Following a further review at this time last year it was decided to reduce this fee back down to £100 as the doubling of fees had caused certain ill-feeling with groups raising monies predominantly for charities and that a fee of £100 covered Council staff costs. This fee is charged for the Donkey Derby, Schools of Chesham Carnival and any other similar ad hoc events. Your officers feel that local groups should be supported and encouraged to put on these types of events and the charge of £100 should remain unchanged.
36. Lowndes Park Ice Cream Concession
A new three year ice cream concession was agreed earlier this year at a fixed payment of £2,850 and is not due to be reviewed again until November 2015
37. Lowndes Park Catering Concession
For the last three years the Council has tried to encourage a caterer to provide teas, coffees, etc. in the park to complement the Sunday afternoon bands in park. Last year the Council agreed a fee of 10% of any gross sales and this produced an income to the Council of £101.The caterer has indicated that she is willing to provide a similar service next summer on the same terms.
Wayleaves
38. A charge of £5 per annum for pedestrian access only and £50 per annum for vehicular/pedestrian access was agreed at the Recreation & Arts Committee in November 2011 and no increase is proposed as your officers are still progressing agreement with the small number of properties concerned.
Chesham District Model Boat Club
39. The Sport & Leisure Committee, 19.2.01, Minute No. 51, allowed the Chesham & District Model Boat Club, its members, guests or visitors, use of Skottowes Pond for sailing model boats. A small annual licence fee of £60 from 1st April 2001, rising to £100 from 1st April 2002, was agreed to be reviewed thereafter every three years. The current three year agreement provides for a licence fee of £130 per annum and expires on 31st March 2014. It is recommended that a new three year agreement at a fixed fee of £143 per annum be offered to the Chesham District Model Boat Club subject to their agreement.
Moor Hardstanding
40. Your officers agreed that a local company could park up to four commercial vehicles on the Moor Hardstanding for a year ending 31st January 2014 for a payment of £204. It is proposed that any renewal of this agreement be delegated to the Town Clerk.
Recommendation
(i) That the proposed Sports Pitches charges effective from the 1st August 2014 be agreed.
(ii) That the range of fees for fun fairs and circuses remain unchanged for 2014/2015 and that the Town Clerk be allowed to negotiate the charge within the range set.
(iii) That the Clerk continues to be empowered to negotiate charges for the use of Lowndes Park and other Council facilities by film companies.
(iv) That the Shelter continues to be let at no charge to the Environmental Group.
(v) That the fee of £100 for each use of the Council’s Open Spaces be continued.
(vi) That the summer caterer be re-engaged for Lowndes Park in 2014 and on the same terms as 2013 i.e. a fee of 10% of gross sales.
(vi) That a wayleave charge of £5 per annum for pedestrian access only and £50 per annum for vehicular/pedestrian access be progressed at the earliest opportunity and the charges remain unchanged for 2014/15.
(vii) That the Chesham District Model Boat Club be offered a new three year agreement from 1st April 2014 at a fixed annual rent of £143 subject to agreement by the Model Boat Club.
(viii) That the Clerk be empowered to negotiate charges for use of the Moor Hardstanding for car parking.
Chesham Moor Gym and Swim Centre
41. A radical overhaul was undertaken of all the fees and charges last year by the Friends of the Moor Gym & Swim and a new business plan was done earlier this year. The ‘Friends’ are currently reviewing the fees and charges including that of the Health Club and Chiltern Harriers and these will be reported to the Council once this has been undertaken. The Council’s Finance Working Party met with Friends’ Finance sub group on the 27th November - see agenda item 6 and it is hoped that the new charges will be reported to the Council meeting in January.
Moor Football Pitches and Pavilion
42. The Moor is let to the Chesham Athletic Football Club on similar terms it previously enjoyed with the Chess Valley Sports & Leisure Association Limited. The current rent for the 2013/14 season is £2,038 (VAT exempt) and would normally be increased in line with the annual consumer price index as at 1st August 2014.
43. The Club are responsible for all pitch marking & general maintenance and all costs relating to the Pavilion. A major joint refurbishment to the exterior was carried out two years ago costing £5,100 with the club making a contribution of £2,250. The Club have indicated they may not require the facilities after the 2014/15 season if the new facilities at their college site are ready.
44. The income from this arrangement is historically included within the Moor Gym & Swim as the clubs used to use the changing facilities at Moor Gym & Swim. Although not currently using the changing facilities, it may be that this arrangement should be referred to the Friends of the Moor Gym & Swim for consideration.
Recommendation
It is proposed that any decision be deferred until more is known about the Club’s exact requirements as the new charges would not come into effect until August next year and it would also give the Friends of the Moor Gym & Swim an opportunity to consider it in conjunction with their business plan. Report of the Officers to a meeting of the Policy and Resources Committee on Monday 9th December 2013
AGENDA ITEM NO: 10 – MAYORAL AWARDS
Reporting Officer: Kathryn Graves (01494 583798)
Summary
1. To consider changes to the Mayoral Awards scheme to encourage greater community participation.
Background Information
2. The Mayoral Awards scheme was established in 2005 with the creation of the People’s Award. In 2006, the Business Award was launched in conjunction with the Chesham Chamber of Trade and Commerce and the Young Persons’ Award was established in memory of Rafe Chiles, with support from his family.
3. The purpose of the three awards is to recognise and celebrate volunteering and citizenship within Chesham’s community.
Financial Implications
4. The People’s Award and Young Persons’ Award each have a prize of £150 to be donated to a cause or charity of the winner’s choice. For the People’s Award, £100 is donated by the Town Mayor from his/her allowance and £50 is provided by a sponsor. For the Young Persons’ Award, £100 is provided by the Chiles family and £50 by a sponsor. The Buckinghamshire Examiner has been the long-term sponsor for both awards. The cost of the engraved trophy for the Business Award is met each year by the Chesham Chamber.
Strategic Objectives
5. The Mayoral Awards scheme meets with Objective No. 5, ‘To help create a socially inclusive and caring community, which embraces all its residents equally, seeking to develop their well being, knowledge, understanding, and mutual co operation’.
Equality Act Implications‐ ‐
6. The proposals to revise the Mayoral Awards scheme include simplification of the application forms and process. It is hoped that this will make the scheme more accessible to all.
Detailed Consideration
7. It has been consistently difficult to attract nominations for the Business and Young Persons’ Awards. This has necessitated a lot of time and effort on the part of Council Officers, Town Mayors and our media partner and sponsor, the Bucks Examiner, to attract nominations with greater and lesser degrees of success over the years. In 2011 we received no nominations for the Young Persons’ Award. This led to a broadening of the criteria, in consultation with the Chiles family, with the aim of attracting more nominations. The success of this approach has been limited. The People’s Award has previously attracted a good number of nominations, but this declined substantially in 2013. The number of nominees per award over time can be seen in the below chart.
8. The lack of nominations may be the result of a number of factors: the annual occurrence of the awards may be too frequent to sustain a reasonable level of interest over time the application forms may be too lengthy and onerous there are numerous awards schemes in existence to which possible nominators may be attracted instead
9. A number of possible changes to the scheme could be considered to increase participation. Members may wish to reduce the frequency of the awards, for example running the scheme only once or twice in a four-year council cycle. Alternatively, Chiltern District Council operates its Young People’s awards and Community awards on alternate years and this rotational approach could be considered.
10. The application forms could be simplified and shortened, e.g. by eliminating the need for a seconder of the nomination. Members may wish to consider removing the rule which stipulates that someone cannot be nominated by their partner, relative or members of their household. At present, this rule may particularly be preventing nominations for the Young Persons’ Award. Members may also wish to consider removing the rule for the Business Award which stipulates that a business must have two or more employees. Yours officers suggest that community/charitable work by sole traders in the name of their business should be encouraged and is quite distinct from the type of nominations made to the People’s Award.
11. Your officers believe that the launch of the Pride of Bucks Award by the Buckinghamshire Examiner significantly impacted on the number of nominations received by the Council’s Mayoral Awards scheme this year. From speaking to members of the public, your officers know that some people are not aware that the two schemes are different and in some cases believed that they had made a nomination to the Mayoral Awards, when they had not. In part, the confusion is likely to stem from the fact that the Buckinghamshire Examiner is also the sponsor of the Mayoral Awards, promotes our scheme through its pages, and because the nomination period for the two awards overlap. Our relationship with the Buckinghamshire Examiner and its staff has been hugely beneficial to our awards scheme and your officers suggest that the Council works more closely in partnership with them in the future to help overcome this problem. Any Mayoral Awards nominations are automatically fed through to the Pride of Bucks. The Buckinghamshire Examiner Editor, Ms Suzy Talbot, has said that this could be reciprocated in future, so that any Chesham-related nominees for the Pride of Bucks could be fed automatically into the Mayoral Awards.
12. Now that the awards have been in operation for approaching a decade, Members may wish to consider whether the prizes offered are still appropriate.
Recommendations
(i) That the Council decides the frequency with which the Mayoral Awards scheme is run (ii) That the Council agrees to the simplification and shortening of the application forms (iii)That the Council agrees to removing the current restriction on partners, family or household members making nominations (iv)That the Council agrees to removing the stipulation that businesses must employee at least two people (v) That the Council agrees to the development of a closer relationship between the Pride of Bucks and Mayoral Awards. (vi)That the Council considers whether to review the awards prizes. Report of the Officers to a meeting of the Policy and Resources Committee on Monday 9th December 2013
AGENDA ITEM NO: 11 – FIRST AND SECOND QUARTER PERFORMANCE INDICATORS
Reporting Officer: Kathryn Graves (01494 583798)
Summary
1. To consider the first and second quarter performance indicators for 2013/14.
Background Information
2. At the Council meeting of the 26th September 2011, it was resolved that ‘the Performance Review Committee be abolished and its functions be subsumed within the Policy and Resources Committee’ (Min no. 42).
Financial Implications
3. None pertaining to this report.
Strategic Objectives
4. None pertaining to this report.
Equality Act Implications
5. None pertaining to this report.
Detailed Consideration
6. All data is presented up to the end of the second quarter of the financial year for 2013/14. If Members have any queries in respect of the figures, they are asked to contact officers in advance of the meeting so this can be investigated and explained, if necessary, at the meeting.
CORPORATE Actual Target Actual 2nd Actual 2nd Performance Indicator 2012/13 2013/14 Quarter Quarter 2012/13 2013/14 Cost of all Town Council services per elector per annum £48.80 £52.33 £20.80 £20.27 Percentage attendance by Councillors at meetings of the 78.5% 80.0% 78.0% 67.3% Council, including standing committees ALLOTMENTS Actual Target Actual 2nd Actual 2nd Performance Indicator 2012/13 2013/14 Quarter Quarter 2012/13 2013/14 Cost to the Council per elector £0.50 £0.48 £0.19 £0.38 Income to the Council per hectare of workable allotment land £1,162.02 £1,133.53 £568.93 £698.22 Percentage of uncultivated allotment land 0.0% 0.0% 0.0% 0.0%
PARKS, OPEN SPACES & Actual Target Actual 2nd Actual 2nd PLAYGROUNDS 2012/13 2013/14 Quarter Quarter Performance Indicator 2012/13 2013/14 Cost to the Council per elector £10.83 £11.40 £5.06 £4.77 Percentage of play equipment inspected and made safe within 24 100% 100% 100% 100% hours of reported defect Percentage of sites visited and inspected weekly 100% 100% 100% 100%
THE ELGIVA Actual Target Actual 2nd Actual 2nd Performance Indicator 2012/13 2013/14 Quarter Quarter 2012/13 2013/14 Cost to the Council per elector £7.14 £8.85 £4.15 £5.43 Income as a proportion of operating costs 78.6% 74.0% 70.5% 62.4% Number of patrons attending cinema performances 9,749 6,500 3,941 4,531 Number of patrons attending theatre performances 33,750 35,000 10,996 10,405 Average attendance – cinema (matinee) 22% 20% 19% 25% Average attendance – cinema (evening) 41% 40% 34% 53% Average attendance – theatre 59% 60% 49% 51% TOWN HALL Actual Target Actual 2nd Actual 2nd Performance Indicator 2012/13 2013/14 Quarter Quarter 2012/13 2013/14 Cost to the Council per elector £1.34 £1.65 £1.53 £1.44 Income from lettings as a proportion of operating costs 69.1% 63.2% 48.09% 48.88% Number of lettings for the Town Hall 1,332 1,344 616 646 Number of free-of-charge sessions granted 9 10 3 5 Number of civil marriage/partnership ceremonies 6 7 4 2 Little Theatre – number of theatre lettings 165 N/A 56 85 Little Theatre – number of class lettings 303 N/A 139 182 Little Theatre – number of private bookings 27 N/A 22 7
SPORTS PAVILIONS & PLAYING Actual Target Actual 2nd Actual 2nd FIELDS 2012/13 2013/14 Quarter Quarter Performance Indicator 2012/13 2013/14
Cost to the Council per elector £0.24 £0.24 £0.20 £0.20 Income from lettings as a proportion of operating costs. 44.3% 50.0% 24.01% 45.5% Number of lettings for football matches. 60 65 21 46 Number of regular football teams in total using these facilities. 7 7 7 8 Number of non-football, ad-hoc chargeable users hiring these 7 6 5 8 facilities CHESHAM MOOR GYM & SWIM Actual Target Actual 2nd Actual 2nd Performance Indicator 2012/13 2013/14 Quarter Quarter 2012/13 2013/14 Cost to the Council per elector £6.31 £7.28 £1.33 £0.83 Income as a proportion of operating costs 61.8% 56.0% 85.1% 92.3% Number of swims 20,569 23,000 20,219 24,003 Number of lettings for tennis court (in h) 919 1,200 550 845 Number of lettings for multi-court (includes netball, football, 380 400 180 356 basketball, in h) Number of gym visits 11,376 8,000 6,469 7,916
Performance Indicator Actual Target Actual 2nd Actual 2nd Chesham Cemetery & Churchyard 2012/13 2013/14 Quarter Quarter 2012/13 2013/14 Cost to the Council per elector £2.49 £2.35 £0.97 £1.12
DEMOCRATIC SERVICES Actual Target Actual 2nd Actual 2nd Performance Indicator 2012/13 2013/14 Quarter Quarter 2012/13 2013/14 Cost to the Council per elector £10.83 £10.81 £5.17 £5.05
Recommendation
That the report be noted subject to any comments Members may wish to make. Report of the Officers to a meeting of the Policy and Resources Committee on Monday 9th December 2013
AGENDA ITEM NO : 12 – BUCKINGHAMSHIRE COUNTY COUNCIL YOUTH SERVICES QUESTIONNAIRE
Reporting Officer: Bill Richards (01494 583824)
Summary
1. To consider a response to the Buckinghamshire County Council’s questionnaire on enhanced town and parish council’s involvement with youth services.
Background Information
2. Buckinghamshire County Council used to run directly youth provision but now supports independently managed youth organisations and clubs in the form of a grant.
Financial Implications
3. None at the present time.
Strategic Objectives
4. Accords with the Council’s strategic aims 4b ‘Consult with and respond to District Council, County Council and other Authorities on current services and planned changes, to ensure continuing improvement in services consistent with local needs’ and 5b ‘Engage and work with COPAG, the CAB, youth groups and other voluntary organisations to provide for the needs of more vulnerable or isolated groups in Chesham’.
Equality Act Implications
5. The Equality Act 2010 includes provisions that ban age discrimination in the provision of services and public functions but this only applies to adults.
Detailed Consideration
6. Attached is a questionnaire prepared by Buckinghamshire County Council as part of a new project from its Youth Service. The project called Young Civic Futures, delivered in a partnership between local groups and the County Council. It is seeking to increase the inclusion and long term involvement of young people in local democracy and planning community projects. The project is focused around getting young people more involved in decision making in Buckinghamshire. The County Council is aware that many parish and town councils across Buckinghamshire have identified youth activities/provision and involving young people within their key priorities and are initiating new projects.
7. As a starting point the County Council is attempting to get a clear picture of what is already happening in parishes. Further it is interested in whether parishes have started getting young people involved in decision making; if they would consider this in the future and whether any councils would like some help in doing more of this.
8. With the current situation of Chesham Youth Council not being active, the Committee may feel that this may an appropriate time to work with the County Council to re-energise this or indeed to be more proactive in assisting the Youth Club in Bellingdon Road.
9. Members will also have noted that the questionnaire asks whether any particular Member would wish to be involved with youth provision and therefore the Committee may also want to consider nominating a Member for any future liaison.
Recommendation
That the Committee decides upon, what, if any, response to the Youth Services questionnaire. Children & Young People Buckinghamshire County Council Learning, Skills & Prevention Service Director County Hall Learning, Skills & Prevention Aylesbury Chris Munday Buckinghamshire HP20 1UZ
Telephone 08453 708090 www.buckscc.gov.uk
Date: 1 November 2013
I am writing to you as part of a new project from Bucks County Council’s Youth Service. The project is focused around getting young people more involved in decision making in Buckinghamshire. We are writing to you as we know that many Parish and Town Councils across Buckinghamshire have identified youth activities/provision and involving young people within their key priorities and are initiating new and exciting projects.
As a starting point it would be helpful to get a clear picture of what is already happening in Parishes. Further we are really interested in whether you have started getting young people involved in decision making; if you would consider this in the future and whether your council would like some help in doing more of this?
The project called Young Civic Futures, delivered in a partnership between local groups and Bucks County Council’s Youth Service, is seeking to increase the inclusion and long term involvement of young people in local democracy and planning community projects. The Service would like to work in partnership with Parish and Town Councils to do this.
I would grateful if Clerks to Parish/Town Councils could bring this survey to the attention of their Councillors. Someone from the team would be pleased to meet with you and/or your Councillors or to attend a meeting if this would be helpful.
Completion and return of the survey below will give us a clearer picture of activity across Buckinghamshire and let us know if you would like our support with starting or continuing this work.
Thank you very much
Yours faithfully
Alison Derrick Young Civic Future Officer BUCKINGHAMSHIRE COUNTY COUNCIL YOUTH SERVICE Young Civic Futures Parish/Town Councils questionnaire
Name of Parish/Town Council
Are youth activities/provision and involving young people a priority for your council?
Current levels of involvement of young people in local democracy or planning of community projects? For instance asking their opinions on key parish issues related to youth issues or wider parish matters; inviting them to parish meetings
Would like to start? If so what were you thinking of doing? e.g. youth projects; youth council; consulting young people
Would you like some help in developing youth involvement? If so, what help would you need?
Is there a particular Parish/Town councillor who would be prepared to work with us?
Issues / ideas?
Thank you very much for your time, if you have questions with regard to this survey please email Alison Derrick [email protected] or telephone 07769642921 Report of the Officers to a meeting of the Policy and Resources Committee on Monday 9th December 2013
AGENDA ITEM NO: 13 – CODMORE PAVILION ALARM UPGRADE.
Reporting Officer: Steve Pearson (01494 583825)
Summary
1. To consider an upgrade to the alarm system at Codmore Pavilion.
Background Information
2. The pavilion has a monitored alarmed which if activated the alarm company notify the Council’s nominated key holder and police. Due to a number of false activations, the police have withdrawn their cover unless an upgrade is carried out. The Council has no caretaker for the pavilion and the football clubs are responsible for securing the pavilion after each use. A staff call out fee of £20 is paid to the Council employee called out to check the pavilion and reset the alarm.
3. At the inquorate Recreation and Arts Committee meeting of the 25th November, Members present ‘were of the view that the proposed alarm update be carried out at the earliest opportunity.’
Strategic Objectives
4 Non applicable.
Equality Act Implications
5. Non applicable.
Financial Implications
6. As detailed in the report
Detailed Consideration
7. The proposed upgrade would mean two sensors would have to be triggered before the police are called as two confirmed movements are needed within the building. If only one sensor is triggered the Council’s key holder is notified.
8. There have been five activations over the last two years:
Two -side door found not secure Two- user error One - due to no obvious reason
9. The upgrade would cost £506 to install.
10. The police have to be advised before 22nd January 2014 or the URN and record will be deleted and to regain police response a new URN application will have to be made at a cost of £52.
11. The member of staff called out is told to assess the situation upon arrival and if necessary call for police attendance or another person before entering the building if it is found insecure.
12. The present alarm system costs £460 per annum (includes alarm system, line rental and monitoring). The alarm could be removed but this would mean the pavilion would be vulnerable for a number of days if it has not been secured properly.
Recommendation
That the upgrade be carried out at the earliest opportunity. Report of the Officers to a meeting of the Policy and Resources Committee on Monday 9th December 2013
AGENDA ITEM NO: 14 - INTERNAL AUDITOR’S REPORT
Reporting Officer: Steve Pearson (01494 583825)
Summary
1. To consider the internal auditor’s report.
Background Information
2. The Accounts and Audit Regulations 2003 state that ‘a relevant body shall maintain an adequate and effective system of internal audit of its accounting records and of its systems of internal control in accordance with the proper internal audit practices’.
Financial Implications
3. The budgeted internal audit costs for 2013/14 are £1,640.
Strategic Objectives
4. None pertaining to this report.
Equality Act Implications
5. None pertaining to this report.
Detailed Consideration
6. A copy of the internal auditor’s (First Interim) report on the 2013/14 financial year is attached and officers are pleased to report that no major issues have been identified warranting formal comment.
Recommendation
That the internal audit report and programme be noted.
Report of the Officers to a meeting of the Policy and Resources Committee on Monday 9th December 2013
AGENDA ITEM NO: 14 - USE OF CODMORE PLAYING FIELD AND PAVILION FOR ANNUAL DONKEY DERBY .
Reporting Officer: Steve Pearson (01494 583825)
Summary
1. To consider an application on behalf of the 3rd Chesham Scout Group for use of the Codmore Playing Field and Pavilion for their annual Donkey Derby 2014.
Background Information
2. Previous applications for the use of the Playing Field for this event have been allowed by the Council, notwithstanding numerous objections over the years raised by a local resident in Codmore Crescent, and despite these objections the Council was granted a Premises Licence in 2005 by the District Council which specifically permitted the use on a Sunday for this event.
3. At the Council meeting held on the 13th October 2003, it was agreed “that officers be given delegated authority to approve the use of Codmore Field by the Amersham and Chesham Lions and Tylers Hill Scout Group for their annual Donkey Derby for the next five years”. (Minute No. 61). A further five years was granted at the Recreation & Arts Committee at its meeting held on the 1st September 2008 (Minute No.25)
4. At the inquorate Recreation and Arts Committee meeting of the 25th November 2013, Members present ‘were of the view that officers be given delegated authority to approve use of Codmore Field for the annual Donkey Derby for the next five years.’
Strategic Objectives
5. Accords with the Council’s strategic aims 1.‘To enable residents to enjoy high‐quality social, recreational, and cultural facilities within the town and to seek the continuing improvement and development of these facilities in accordance with the desires expressed by the residents’
Equality Act Implications
6 Non applicable. Financial Implications
7. The organisers currently pay the Council a £100 hire fee
Detailed Consideration
8. An application on behalf of the 3rd Chesham Scout Group for use of the Codmore Playing Field and Pavilion, Botley Road, for a further five years has been received. The event is normally held in June.
9. This annual event has been held since 1990. The event attracts many families from the Hilltop and Botley area. The Council is well within its powers to allow the field to be used for this purpose, including the use of part of the land for a car park. The District Council's Environmental Health Officer monitored the event in 2001 and could find no fault with it. The use of amplified music and a PA system to announce the races is part and parcel of the occasion, although the organisers have taken heed of this point and do everything possible for limit amplified music on the day. It should be noted no letters of objection or complaint have been received for the last seven years.
Recommendation
That officers be given delegated authority to approve the use of Codmore Field by 3rd Chesham Scout Group for the annual Donkey Derby for the next five years subject to payment of the appropriate annual charge.
Bill Richards Town Clerk