Public Document Pack
B O S T O N Municipal Buildings Boston B O R O U G H C O U N C I L Lincolnshire PE21 8QR Tel: 01205 314200 Chief Executive Fax: 01205 364604 Phil Drury MCIAT, ACIOB
28 August 2018
TO: ALL MEMBERS OF THE CABINET
NOTICE OF MEETING OF THE CABINET
Dear Councillor
You are invited to attend a meeting of the Cabinet on Wednesday, 5th September, 2018 at 10.00 am In the Committee Room, Municipal Buildings, West Street, Boston, PE21 8QR
PHIL DRURY Chief Executive
Membership:
Leader of the Council – Councillor Michael Cooper Deputy Leader – Councillor Aaron Spencer Councillors David Brown, Martin Griggs, Claire Rylott, Paul Skinner and Nigel Welton
A G E N D A
PART I - PRELIMINARIES
A MINUTES (Pages 1 - 12)
To sign and confirm the minutes of the last meeting, held on 27th June 2018.
B APOLOGIES
To receive apologies for absence.
C DECLARATIONS OF INTERESTS
To receive declarations of interests in respect of any item on the agenda.
D QUESTIONS FROM MEMBERS OF THE PUBLIC
To answer any written questions received from members of the public no later than 5 p.m. two clear working days prior to the meeting – for this meeting the deadline is 5 p.m. on 31st August 2018.
PART II - AGENDA ITEMS
1 RECOMMENDATIONS FROM OVERVIEW AND SCRUTINY (STANDING ITEM)*
2 RECOMMENDATIONS FROM THE BOSTON TOWN AREA COMMITTEE (BTAC) (STANDING ITEM)
3 QUARTER 1 REPORT - PERFORMANCE, RISK AND FINANCE (Pages 13 - 64)
(A report by Suzanne Rolfe, Transformation and Governance Manager, and Paul Julian, Chief Finance Officer)
Portfolio Holder: Councillor Aaron Spencer
4 TASK AND FINISH GROUP - MARKETS REVIEW (Pages 65 - 154)
(A report by Phil Perry, Head of Place and Space)
Portfolio Holder: Councillor Nigel Welton
5 LEISURE, GUILDHALL AND SPORT - FUTURE OPERATIONAL ARRANGEMENTS (Pages 155 - 158)
(A report by Phil Perry, Head of Place and Space)
Portfolio Holder: Councillor Claire Rylott
6 EXCLUSION OF THE PUBLIC AND PRESS
To consider resolving - That under Section 100(A)(iv) of the Local Government Act 1972, as amended by the Local Government (Access to Information)(Variation) Order 2006, the public and press be excluded from the meeting for the following items of business on the grounds that it involves the likely disclosure of exempt information as defined in paragraph 3 of Schedule 12A of the Order.
7 APPENDIX 1 - REVIEW OF OFFERS, AND POTENTIAL CONTINUING COUNCIL OPERATIONS (Pages 159 - 160)
Please note – this appendix to Item 5 contains confidential information and is attached as appropriate.
* In accordance with the Constitution, recommendations of Overview and Scrutiny Committees referred to Cabinet (if any) shall be included at this point in the agenda (unless they have been considered in the context of the Cabinet deliberations on a substantive item on the agenda) within six weeks of the Overview and Scrutiny Committee completing its report / recommendations.
Call-In –any decision taken by the Cabinet concerning an item on this agenda can be ‘called in’ in accordance with the Constitution, within 5 working days of the decision notice being published. It is expected that the decision notice will be published on 7th September 2018. Subject to this publication, the deadline for calling in a decision is 5 p.m. on Friday 14th September 2018.
This meeting may be subject to being recorded
Members of the public are welcome to attend this meeting as observers except during the consideration of exempt or confidential items.
Emergency Procedures In the event of a fire alarm sounding all attendees are asked to leave the building via the nearest emergency exit and make their way to the Fire Assembly Point located in the car park at the rear of the Municipal Buildings.
Alternative Versions - Should you wish to have the agenda or report in an alternative format such as larger text, Braille or a specific language, please contact Democratic Services on direct dial (01205) 314227
The person to contact about the agenda and documents for this meeting is Janette Collier, Senior Democratic Services Officer, Municipal Buildings, Boston Tel. no: 01205 314227 e- mail [email protected]
This page is intentionally left blank Agenda Item A
BOSTON BOROUGH COUNCIL
NOTICE OF DECISIONS TAKEN BY CABINET ON 27 JUNE 2018
DATE OF PUBLICATION: FRIDAY, 29 JUNE 2018
DEADLINE FOR CALL-IN: FRIDAY, 6 JULY 2018
NOTES:
A COPY OF THE CABINET AGENDA HAS BEEN PREVIOUSLY CIRCULATED TO ALL MEMBERS OF THE COUNCIL. IF YOU REQUIRE ANY FURTHER INFORMATION ON ANY ISSUE PLEASE CONTACT, IN THE FIRST INSTANCE, THE PORTFOLIO HOLDER OR OFFICER NAMED IN THE RIGHT HAND COLUMN.
MEETING OF THE CABINET 27 June 2018
Present: Councillor Michael Cooper, in the Chair Councillors Aaron Spencer, David Brown, Martin Griggs, Claire Rylott and Nigel Welton
Officers – Deputy Chief Executive (Corporate Director & Monitoring Officer), Head of Regulatory Services, Head of Environmental Operations, Head of Corporate Services, Head of Place and Space, Accountancy Manager Treasury and Capital, IT Manager, Transformation and Governance Manager, Communications Manager, Principal Housing Strategy Officer and Democratic Services Manager
Also attending – Councillor Paul Gleeson
11 MINUTES
The minutes of the meeting of the Cabinet held on 16 May 2018 were received and signed by the Chairman.
12 APOLOGIES
Apologies for absence were received from Councillor Paul Skinner and the Chief Executive.
13 DECLARATIONS OF INTERESTS
Councillor Nigel Welton declared an interest in the report of the Review of the Council’s Private Sector Housing Policy, on the grounds of there being a potential for a perception of conflict of interest with his employment. For clarity, the revised policy would have no impact on his role as he was not involved in the decision making process relative to the policy.
Page 1 14 RECOMMENDATIONS FROM OVERVIEW AND SCRUTINY (STANDING ITEM)*
Items on the agenda had been considered by the appropriate Overview and Scrutiny Committee and recommendations were contained within the reports or would be verbally reported during the presentation of those reports.
There was no recommendation from the scrutiny committee in respect of the Review of the Council’s Private Sector Housing Policy due to the meeting at which the report was to be considered being inquorate. All Members had been asked for comments on the policy, and those received had been circulated.
15 RECOMMENDATIONS FROM THE BOSTON TOWN AREA COMMITTEE (BTAC) (STANDING ITEM)
Portfolio DECISION Holder and That the request for expenditure of £22,410 (plus £1,000 for consumables) Officer for the purchase of 90 litter bins in the BTAC area be approved. Cllr Welton
CA
REASON FOR DECISION
At the meeting of the Boston Town Area Committee held on 20 June 2018 consideration had been given to a report by the Head of Operations regarding the replacement of litter bins in the BTAC area.
A survey had been undertaken to ascertain the location, number, type and condition of street litter bins in the main town centre pedestrian thoroughfares and throughout the BTAC area. The results showed that 90 new litter bins would be required to replace those which were no longer fit for purpose.
Quotes for replacements had been obtained from three companies and the preferred supplier identified as a company named Broxap due to its design incorporating a self closing ashtray which would address the problem of cigarette litter, at a cost of £22,410 (plus £1,000 for consumables).
In accordance with the Constitution any request for BTAC expenditure above £10,000 required Cabinet approval. A copy of the BTAC report and minute was circulated to the Cabinet for information.
Page 2 Cabinet 27 June 2018
16 DIGITAL STRATEGY
Portfolio DECISION Holder and That the Digital Strategy and associated business cases, as set out in the Officer appendix to the report, be adopted for the remaining period of the current Corporate Plan. Cllr Spencer
MC
REASON FOR DECISION
Councillor Aaron Spencer introduced a report by the IT Manager setting out a Digital Strategy which included initiatives being pursued over the remaining period of the current Corporate Plan and to seek views on digital service development.
The primary objectives of the strategy were to learn from past experiences of digital service delivery and to ensure that Members’ aspirations were fully understood and incorporated.
The development and adoption of a Digital Strategy would ensure the Council exploited the opportunities offered by modern technology, whilst also meeting the expectation of stakeholders, challenging budgetary conditions and ever-changing governance requirements.
A copy of the draft strategy was appended to the report which included five business cases that had been approved for completion within the 2018-2020 Corporate Plan lifecycle and would provide a sound footing for future transformation ambitions. The actions within the business cases may result in a positive impact on the revenue budget by producing cost savings.
Cabinet acknowledged it was important for the Council to have an all encompassing digital strategy to provide better services to the public and supported the document as produced.
OTHER OPTIONS OR ALTERNATIVES CONSIDERED
None.
RECORD OF ANY CONFLICT OF INTEREST
None.
RECORD OF ANY DISPENSATION GRANTED
Page 3 None.
17 CCTV ANNUAL POLICY UPDATE 2018
Portfolio DECISION Holder and That the CCTV Policy, as set out in the appendix to the report, be adopted Officer with effect from 9 July 2018. Cllr Skinner
PH
REASON FOR DECISION
The Head of Regulatory Services introduced a report providing the CCTV Annual Policy Update for 2018.
The report stated that the Council’s CCTV Policy had come into effect in December 2015 and covered the scope and operation of the public realm CCTV systems owned and managed by the Council, the CCTV systems operated within a number of the Council’s operational buildings and the CCTV system installed on the Council’s primary refuse fleet.
In accordance with agreed requirements, the policy had been reviewed by the Head of Regulatory Services with members of the Management Group and approved by the Portfolio Holder. The draft had been considered by the Environment and Performance Committee at its meeting on 5 June 2018 and recommended to Cabinet for adoption.
It was noted that the revisions to the policy were minor and inconsequential relating to legislative changes. A copy of the updated policy was appended to the report for information.
OTHER OPTIONS OR ALTERNATIVES CONSIDERED
None.
RECORD OF ANY CONFLICT OF INTEREST
None.
RECORD OF ANY DISPENSATION GRANTED
None.
Page 4 Cabinet 27 June 2018
18 REVIEW OF THE COUNCIL'S PRIVATE SECTOR HOUSING POLICY FRAMEWORK
Portfolio DECISION Holder and 1. That the Private Sector Housing Policy Framework, as set out in Officer Appendix 1 of the report, be adopted and take effect from 9 July 2018. Cllr Griggs 2. That delegated authority be granted to the Head of Regulatory Services (in consultation with the Portfolio Holder and s151 Officer) AF to update the HMO Application Fee based on the number of pre- registration responses received by the Council if appropriate. Published fees to take immediate effect.
REASON FOR DECISION
Councillor Martin Griggs introduced a report by the Head of Regulatory Services on the Council’s Private Sector Housing Policy which had been subject to a fundamental review following the unprecedented introduction of new legislation and new burdens for local housing authorities within the past eighteen months.
The report stated that the principal revisions were:-
Addition of a Civil Penalties Policy Addition of a Minimum Energy Efficiency Standards Policy Addition of a Rent Repayment Order Policy Update of the Council’s Disabled Facility Grant Policy Update of the Council’s Mandatory HMO Licensing Policy Removal of Boston Mayflower Private Sector Leasing Scheme
For Boston, the extension of Mandatory Houses in Multiple Occupation (HMO) licensing was the most pressing, but welcomed issue. The Licensing of Houses in Multiple Occupation (Prescribed Description) (England) Order 2018 had been made at the end of February 2018 and would come into force on 1 October 2018. The Order required landlords who operated HMOs to apply for a licence, failure to do so would be a criminal offence.
In addition, the Licensing of Houses in Multiple Occupation (Mandatory Conditions of Licences) (England) Regulations 2018 had been made on 23 May and were due to come into force on 1 October 2018. The housing sector had anticipated that the Prescribed Description Instrument would give councils six months from October 2018 to receive and process licence applications. However, it had been confirmed that the Regulations would take effect on 1 October, making it an offence to have not made a valid application or have a valid licence in place from that date.
In extending the Mandatory Licensing of Houses in Multiple Occupation, the Government had expected that each local authority would see a two or three fold increase in the number
Page 5 of mandatorily licensable HMOs. Boston currently had 24 licensed HMOs and data suggested that this would increase to 1,410 under the extension.
Contact had been made with landlords and letting agents requesting them to complete and a short form to pre-register their details and of properties owned and managed by them that would require a licence under the new arrangements. The response to date had identified 100 properties which would require a licence.
Paper based processing for any additional significant number of applications was not considered to be feasible nor sensible. Therefore a suitable and sufficient IT system which integrated with the current private sector housing software system and the Council’s payment system had been procured and implemented.
As a consequence of case law it had been recognised that the fees for HMO licences would need to be split into two parts to ensure that the initial application fee related solely to the cost of authorisation procedures, with successful applicants then being charged an additional fee relating to the cost of administering and enforcing the relevant licensing framework.
In setting the licence fee, the most critical figure to predict was the total number of applications that would be made over the licensing period. If the forecast number was too low, each application would bear an unreasonably high amount of fixed costs; conversely too high a prediction and the Council would not recover its fixed costs in full. The recommended denominator was 500 applications which returned a total fee of £948.
The prediction had been formulated on the basis that the BRE, who had undertaken the modelling on behalf of the Council, suggested that Boston had just over three times as many three storey mandatorily licensable HMOs than the Council currently had licensed. This gave a figure of c.400 licensable HMOs, which in officer’s view this was too low.
To meet the requirements introduced by the Government in a very short period of time a number of decisions had been made under the Council’s urgency provisions:-
Procurement of a suitable and sufficient IT solution to enable much of the application process to be carried out online, including paying online, by landlords and agents in accordance with the European Services Directive. Procurement was agreed by CMT and signed off by the Portfolio Holders for Finance and Housing. The resources necessary were identified from the approved but unallocated Housing Reserve. The procurement routes for the IT hardware and software accorded fully with the Council’s Contract and Procurement Procedure Rules 2016.
To agree a suitable and sufficient staffing structure that should provide an adequate level of service. Staff reorganisation was agreed by the Head of Paid Service in accordance with his delegation.
The policy had been scheduled for consideration by the Corporate and Community Committee on 21 June 2018. Unfortunately, the meeting had been inquorate and therefore no formal recommendations were referred to Cabinet. All Members had been contacted and given the opportunity to submit comments on the policy prior to the Cabinet meeting, and those received were circulated.
Page 6 Cabinet 27 June 2018
The Head of Regulatory Services confirmed that fines from civil penalties and from HMO licensing would be retained and used to resource the housing enforcement function.
It was noted that a Landlords Forum meeting was scheduled for 19 July at which the revised policy and implications for landlords would be discussed.
Cabinet welcomed the report and robust policy which would aid enforcement to ensure that properties would be safe, well managed and well maintained for tenants and thanked the Housing Team for all their work and efforts in dealing with significant changes in a short period of time.
OTHER OPTIONS OR ALTERNATIVES CONSIDERED
None.
RECORD OF ANY CONFLICT OF INTEREST
None.
RECORD OF ANY DISPENSATION GRANTED
None.
19 QUARTER 4 REPORT - PERFORMANCE, RISK AND FINANCE
Portfolio DECISION Holder and 1. That the quarterly monitoring information for Quarter 4 of 2017/18 Officer be noted. Cllr 2. That the wording for the Internal Drainage Board risk be agreed. Spencer
3. That the current risk framework be continued without change PJ / SR subject to naming conventions.
4. That the Transformation and Governance Manager be requested to work with service teams to look at operational and project risks, planned actions and target risk scores in 2018/19.
5. That the specific finance recommendations be agreed, summarised below:
F1 – That the reserve movements detailed in table 5 (section 5) be approved. F2 – That the capital outturn for 2017/18 be noted and slippage into
Page 7 2018/19 approved.
REASON FOR DECISION
Councillor Spencer introduced a report setting out the performance and financial monitoring information for quarter 4, covering January to March 2018.
Performance information was set out in Appendix A and the following key points were highlighted:
Planning performance measures were better than target.
Net housing completions and the number of affordable homes delivered was better than target for the year. The number of non-local authority owned empty properties returned into occupation was better than target for the year.
Benefit and Council Tax Support (CTS) processing times were consistently better than target.
98.3% of food businesses were broadly compliant with hygiene legislation against a target of 95%.
Swim sessions at the Geoff Moulder Leisure Centre (GMLC) were better than target at 162,963 against a target of 155,000.
The average time taken to respond to information requests (Freedom of Information (FOI) and Environmental Information Regulations (EIR)) were better than target with an average of 7 working days against a statutory deadline of 20 working days.
Time taken for the determination of major planning applications was slightly behind target overall for the year.
Improved housing standards were slightly worse than target, 94 against a target of 100, but this had not been a priority area of work in quarter 4.
Household waste reused, recycled and composted was worse than target at 41.52% against a target of 44.09% which was the actual at the same point in 2016. This was due to contamination of some recycling bins which had been addressed. There had also been an increase in residual waste which reflected the countywide trend currently being investigated by the Local Waste Partnership.
Long term sickness absence was slightly worse than target at 5.5 days per person compared to the target of 5 days. This was due to a small number of cases which were actively being managed and was improved performance on 2016/17.
There were no major changes in risk and no new strategic or operational risks to report in quarter 4. The Corporate Management Team was carrying out an in-depth review of the strategic risks in 2017/18 and full details were set out in Appendix B. It had been agreed to remove the Environmental Enforcement risk following the new approach to enforcement via
Page 8 Cabinet 27 June 2018
3GS. The population change risk was being reviewed by the Head of Service and would be updated for 2018/19.
The wording of the Internal Drainage Board risk had been reviewed to take account of Environment Agency activity and was recommended for addition to the strategic risk register from 2018/19.
It was noted the risk scores rarely changed through the year and the Transformation and Governance Manager was requested to work with service teams during 2018/19 to look at their operational and project risks, planned actions and target risks scores. The outcomes would be reported in the regular quarterly reports.
A request was made for the Town Centre Risk to be reviewed on completion of the Prosperous Boston Task and Finish Group report.
Finance information was set out in Appendix C including the outturn position for the 2017/18 current year for revenue and capital spending, and reserves plus other finance-related information. The following key points were highlighted:
Revenue – spend for the year was in line with the budget of 8.643m after transfers to earmarked reserves, adjusting for the additional finance elements and an increase in General Fund balance to mitigate against future risks, uncertainties and volatilities.
Detailed variances making up the outturn position were set out, the main areas of difference from the budget relating to devolution costs not being required, additional income from planning fees, and receipt of monies following the award from the Controlling Migration Fund.
Trading income overall was £214k above budget. The positive variation in planning income was offset by lower than projected sums from parking, rental income and leisure; work to address the areas of adverse variance was ongoing.
Reserves – there were some changes to the anticipated position at the year end, mainly relating to the capital programme underspend, business rate income and controlling migration fund monies with a recommendation to approve the movements set out in the table.
Despite the ongoing low bank base rate, Treasury Management returns were above the budget mainly due to the performance of the Property Funds where returns to date were very encouraging.
Capital outturn was £2.215m against the latest approved programme of £2.495m. The most significant variation was Disabled Facilities Grant spend with actual spend of £344K and a commitment of £66K against a budget of £522K which was revised during the year in line with agreed external funding from Lincolnshire County Council and the Government. Approval was sought for the slippage to be taken into 2018/19 programme.
Consultancy spend for the quarter was £12,000.
Page 9 Insurance – The number of claims was relatively small, with motor claims being lower than the previous year.
Localisation of Business Rates outturn showed a deficit against the base estimate of £636,877, of which £254,751 was Boston Borough Council’s element. The deficit would be carried over into 2018/19 retained business rates position and would be used to calculate retained business rates for the 2019/20 budget and Medium Term Financial Strategy. Funding would be taken from the Tax Reserve.
OTHER OPTIONS OR ALTERNATIVES CONSIDERED
As set out in the report.
RECORD OF ANY CONFLICT OF INTEREST
None.
RECORD OF ANY DISPENSATION GRANTED
None.
20 REVIEW OF THE SERVICE TO THE COMMUNITY AWARDS
Portfolio DECISION Holder and 1. That the awards be re-branded as Community Star Awards. Officer
2. That the nomination and selection process for the awards continue Cllr in its present format, but the Selection Panel to have delegated Cooper authority to select the recipients each year, without reference to full Council. LB
3. That the awards be produced in-house and the presentation be made at a reception with the Mayor at an appropriate venue e.g. Guildhall or Council Chamber.
4. That the Communications Manager be requested to promote the awards as widely as possible to encourage nominations from all sectors of the community and highlight that nominations could be made for individual events that had benefitted the community and for service over a long period of time.
REASON FOR DECISION
Page 10 Cabinet 27 June 2018
Councillor Michael Cooper introduced a report by the Deputy Chief Executive on proposals to review the format of the presentation of the Service to the Community Awards, which had arisen from the review of civic arrangements.
The report stated that its meeting held on 16 May 2018, Cabinet had considered a similar report setting out options for the review and it had been agreed to ask the Portfolio Holder for Tourism, Arts, Culture and Heritage, in consultation with appropriate officers, to produce an options paper for the next meeting of the Cabinet.
Having taken into account the comments made at the previous Cabinet meeting, the proposal put forward for discussion was that:-
The awards should be re-branded as Community Star Awards to recognise that nominations could be made for individual events that had benefitted local communities or acts of kindness, as well as for long service.
Parish Councils and Members of the Borough Council should be approached directly for nominations and the Communications Manager tasked with promoting the awards as widely as possible to attract nominations from all sectors of the community, highlighting that nominees would not necessarily have had to have carried out a particular function or role over a long period of time.
The composition of the Selection Panel should remain unchanged to consider the nominations on merit and agree recipients each year, without reference to full Council.
The awards should be produced to a high quality in-house and presented at a reception with the Mayor of the day, rather than a full Council meeting, to which all recipients would be invited to be accompanied by a limited number of guests together with Members of the Council.
It was acknowledged that the proposal provided a process to recognise the valuable contribution made by volunteers in the community to helping others.
OTHER OPTIONS OR ALTERNATIVES CONSIDERED
None.
RECORD OF ANY CONFLICT OF INTEREST
None.
RECORD OF ANY DISPENSATION GRANTED
None.
Page 11 21 APPOINTMENTS TO EXTERNAL ORGANISATIONS
DECISION Portfolio Holder and That the appointments to the external organisations set out in the Officer Appendix to the report be approved; such appointments to hold good only whilst the appointees remain Members of the Borough Cllr Cooper Council, until the next Annual Meeting of the Council, or until the LB appointment of their successors.
REASON FOR DECISION
The Deputy Chief Executive presented a report, which set out details of appointments to external organisations that were the responsibility of Cabinet to make.
Several of the positions were those to which the relevant Portfolio Holder was appointed automatically (ex officio).
OTHER OPTIONS OR ALTERNATIVES CONSIDERED
Not to make appointments to the external organisations appended to the report.
RECORD OF ANY CONFLICT OF INTEREST
None.
RECORD OF ANY DISPENSATION GRANTED
None.
The Meeting ended at 11.05 am
Signed by the Deputy Chief Executive
29 June 2018
These decisions will come into force (and may then be implemented) on the expiry of five clear working days after the date of this notice UNLESS the decisions are subjected to the Call-In procedure or are starred minutes requiring Full Council approval.
Page 12 Agenda Item 3
B O S T O N B O R O U G H C O U N C I L
REPORT TO: CABINET
DATE: 5 SEPTEMBER 2018
SUBJECT: QUARTER 1 REPORT – PERFORMANCE, RISK AND FINANCE
PORTFOLIO HOLDER: COUNCILLOR SPENCER – FINANCE
REPORT AUTHOR: HEAD OF CORPORATE SERVICES / HEAD OF FINANCIAL SERVICES
EXEMPT REPORT? NO
SUMMARY This is the quarterly report covering performance, risk and finance monitoring information for Quarter 1 of 2018/19 (April to June 2018).
RECOMMENDATIONS 1. To note the quarterly monitoring information for Q1. 2. To agree the specific finance recommendations, summarised below: F1: To note the increase in plannng fees and the amendments to the Homeless Hostel weekly rent schedule (section 5) F2: To approve the reserve movements detailed in table 6 (section 6) F3: To approve the updated capital programme as detailed in table 8 (section 8) F4: to write off irrecoverable five Housing Benefit Overpayments totalling £41,317.58 (section 10) F5: to approve the supplementary estimates in respect of Flexible Homelessness Support Grant, new burdens payment and VEP funding (section 11)
REASONS FOR RECOMMENDATIONS Members are accountable for the delivery of the Council’s priorities and this monitoring information should be used as a tool to report on progress and highlight any key challenges forecast
ALTERNATIVES CONSIDERED Alternative reporting arrangements
Page 13 REPORT
Performance (Appendix A)
1. Areas of success / improvement
Number of businesses visited to support business growth (CP1) Empty homes (CP2) Benefit and Council Tax Support processing times (CP2) Compliant food businesses (CP2) Swim sessions at GMLC (CP2) Household waste reused, recycled, composted (CP3) Car parking income against monthly profile (CP3) Time taken to respond to FOI / EIR / Subject Access Requests (CP4) Sickness absence (CP4)
2. Areas of concern / watching brief
Planning performance (CP1) – action taken and improvement already made in July Food safety inspections (CP2) – already addressed in Q2 Residual household waste per household (CP3) – Lincolnshire Waste Strategy currently in development Market income (CP3) – impact of bad weather in Q1 Switchboard (CP4) – impact of staff shortages; already addressed and performance has improved in July
3. Other items of note
Housing Standards (CP2) – proactive work to begin in Q2 Commercial waste increase in income and number of customers (CP3) 936 fixed penalty notices have been issued since the service started in April 2017 to the end of Q1 (CP3) Inclusive Boston Project reporting (transformation projects)
Risk (Appendix B)
4. Update on risks in Quarter 1
4.1 Each quarter we monitor our strategic risks – those risks which could impact most on the achievement of our corporate priorities as set out in the Corporate Plan (www.boston.gov.uk/corporateplan) – Prosperity; People; Place; Public Service.
4.2 There are no new strategic risks to report in Quarter 1.
4.3 Corporate Management Team (CMT) have completed their in-depth review of the strategic risks. The outcome for each risk is set out in Appendix B.
Page 14
4.4 Summary of strategic risks (full details in Appendix B)
Management Corporate Risk name Risk owner Risk score Risk rating assurance Priority (RAG) Michelle Flood risk 8 Medium Amber Sacks Growth and Michelle 1: Prosperity 9 Medium Green local economy Sacks Michelle Local Plan 6 Medium Amber Sacks Housing Andy Fisher 12 High Red 2: People Welfare Paul Julian 4 Medium Green Health Phil Perry 6 Medium Green 3: Place Town Centre Phil Perry 6 Medium Green Population Andy Fisher 9 Medium Green change Budget Paul Julian 12 High Amber 4: Public Katharine Capacity 6 Medium Green Service Nundy Transformation Paul Julian 9 Medium Amber Programme Brexit Paul Julian 9 Medium Green Civil contingency Andy Fisher 8 Medium Green risks Overall Michelle Compliance 6 Medium Green Sacks Katharine Reputation 6 Medium Green Nundy
Financial management (Appendix C)
5. Finance headlines: At the Q1 point in the year the total net expenditure for the year to 31 March 2019 is forecast to be £9.571m, compared to the budget for the year of £9.492m; a projected net overspend of £79k (section 2). Table 1 details spend for the year against budget by service area, table 2 by portfolio holder and table 3 by corporate priority Variations to budget (section 3) Controlling Migration Fund (section 4, table 4) Trading income (section 5; table 5) – recommendation for Cabinet to note the increase in planning fees and the amendments to the Homeless Hostel weekly rent schedule Reserves (section 6; table 6) – recommendation for Cabinet to approve the reserve movements detailed in the table Treasury management (section 7; table 7)
Page 15 Capital (section 8; table 8) – recommendation for Cabinet to approve the updated capital programme as detailed in the table Consultancy costs (section 9; table 9) Debt collection (section 10; tables 10 and 11) – recommendation for Cabinet to write off irrecoverable five Housing Benefit Overpayments totalling £41,317.58 Supplementary estimates (section 11, table 12) – recommendation for Cabinet to approve the supplementary estimates in respect of Flexible Homelessness Support Grant, new burdens payment and VEP funding Insurance (section 12; table 13) Procurement exemptions (section 13) Localisation of Business Rates and Council Tax Support Scheme (section 14; table 14) Other financial matters (section 15)
CONCLUSION
Overall, performance in Quarter 1 of 2018/19 was in line with targets.
Strategic and operational risks continue to be managed in accordance with the Risk Management Framework.
FINANCIAL IMPLICATIONS
The financial implications are set out in the ‘Finance’ section of the report, with specific recommendations highlighted in the recommendations section at the beginning of this covering report
LEGAL & EQUALITY IMPLICATIONS
Local Government Act 1999
ANY OTHER IMPLICATIONS
The performance and risk implications are set out in the relevant sections of the report, with specific recommendations highlighted in the recommendations section at the beginning of this covering report
CONSULTATION Consultation has been undertaken with CMT and performance clinic.
Page 16
APPENDICES
Appendices are listed below and attached to the back of the report:-
APPENDIX A Q1 performance APPENDIX B Q1 risks APPENDIX C Q1 finance
BACKGROUND PAPERS
No background papers as defined in Section 100D of the Local Government Act 1972 were used in the production of this report
CHRONOLOGICAL HISTORY OF THIS REPORT
Name of body Date Performance Clinic 22/08/2018 Environment & Performance Committee 04/09/2018 Audit & Governance Committee – risk element only 17/09/2018
Page 17 This page is intentionally left blank Appendix A Performance Q1 2018/19
Performance measures: directly within the Council’s control; used to monitor how our services are performing against set targets
Corporate Priority 1: Prosperity
2017/18 2018/19
– full year – Q1
CP1: performance measures
Scrutiny
Portfolio
Actual Target Actual Target
Performance Performance
% of major planning applications L EP 73% 75% 64% 75% determined within 13 weeks % minor planning applications L EP 71% 65% 45% 65% decided within 8 weeks % of all other applications determined L EP 82% 80% 62% 80% within 8 weeks Comment: Performance dropped in the last two quarters due to a significant increase in complex major applications determined in 17/18 and staff absence requiring agency cover. Overall there was a 15% increase in the number of applications determined in the last two quarters compared to the previous two quarters. Looking forwards, changes to staffing, monitoring and the IT system have been agreed and performance for the month of July has significantly improved. In relation to Government figures, the Council is meeting all of its performance requirements and there is currently no risk to the Council of becoming a Standards Authority. Number of businesses visited to L EP 54 New 14 12 support business growth Number of events attended to L EP 5 New 1 1 promote the Borough
Corporate Priority 2: People
2017/18 2018/19
– full year – Q1
CP2: performance measures
Scrutiny
Portfolio
Actual Target Actual Target
Performance Performance
Housing completions H CC 394 390 126 126 Number of affordable homes H CC 106 75 23 23 delivered (gross) Number of non-local authority owned empty properties returned H CC 82 60 19 15 into occupation Improved Housing Standards H CC 94 100 13 TBC - Comment: New Housing Standards officers recruited during the period and preparing ready to start proactive work in August. A target for the rest of the year will be set at that point.
Page 19 Appendix A 2017/18 2018/19
– full year – Q1
CP2: performance measures
Scrutiny
Portfolio
Actual Target Actual Target
Performance Performance
Benefit processing time – new F CC 3.71 10 4.25 10 claims (days) Benefit processing time – change F CC 7.50 14 6.67 14 in circumstances Council Tax Support processing – F CC 5.47 10 7.49 10 new claims Council Tax Support processing F CC 11.65 14 7.72 14 time – change in circumstances % of broadly compliant food E CC 98.30% 95% 98.30% 95% businesses % of food safety inspections completed against those required E CC 100% 100% 96.6% 100% by the Food Law Code of Practice Comment: We didn’t achieve 100% because two of the businesses that we sent alternative enforcement questionnaires to did not complete and return them, despite us sending them a reminder. We will pick these up in Quarter 2. Swim sessions at GMLC TA EP 162,963 155,000 46,138 41,250
Corporate Priority 3: Place
2017/18 2018/19
– full year – Q1
CP3: performance
measures
Scrutiny
Portfolio
Actual Target Actual Target
Performance Performance
Household waste reused, recycled, E EP 41.52% 44.09% 50.00% 48.64%* composted Residual household E EP 540kg 525kg 129kg 125kg* waste per household Comment: Lincolnshire Waste Strategy currently in development % of fly tip reports responded to within 2 E EP 84.77% New 84.59% 84%* working days Comment: Of these, 30.83% were collected on the same day that they were reported Car parking income * TC EP £828,905 £900,000 £211,658 £202,870 against monthly profile Comment: Income is above budget, which may be due to the improved patrolling and enforcement by Lincolnshire County Council and the additional signage in two of our car parks. We have also held a couple of additional events to bring people into the town.
* Target is the actual from Q1 last year * This includes income from tickets purchased via the MiPermit app
Page 20 Appendix A 2017/18 2018/19
– full year – Q1
CP3: performance
measures
Scrutiny
Portfolio
Actual Target Actual Target
Performance Performance
Car Parking permit TC EP £80,711 £69,220 £19,134 £19,440 income vs budget Market Income TC EP £167,035 £180,000 £36,634 £44,290 Comment: The markets have been victim to dreadful weather for the first quarter of this year. Trading days were affected by this.
Corporate Priority 4: Public Service
2017/18 2018/19
– full year – Q1
CP4: performance measures
Scrutiny
Portfolio
Actual Target Actual Target
Performance Performance
Business Rates collection (% collected) F CC 98.19 98 31.79 31.79 Council Tax collection (% collected) F CC 96.12 96 27.64 28.12 Comment: Likely to stabilise in coming weeks as 30.06.18 fell over a weekend which affects collection Average time taken to respond to FOI/EIR F CC 7 20 6 20 requests (working days) Average time taken to respond to Subject 1 F CC 41 40 17 Access requests (calendar days) month Comment: Law changed allowing one calendar month for responses Sickness absence – overall (days) L CC 7.5 7.0 1.46 1.75 Sickness absence – long term L CC 5.5 5.0 1.03 1.25 Sickness absence – short term L CC 2.0 2.0 0.43 0.5 Switchboard - % of abandoned calls F CC 8% 10% 13% 10% Switchboard – average waiting time (in F CC 48 45 72 45 seconds) Comment: Targets not met due to staff shortages
Performance key : Performance better than target; : Performance on target; : Performance worse than target
Portfolio key E: Environment; F: Finance; H: Housing and Communities; L: Leader; R: Regulatory; TA: Tourism, Arts, Culture & Heritage; TC: Town Centre
Scrutiny key CC: Corporate and Community Committee; EP: Environment and Performance Committee
Page 21 Appendix A Trend measures: provide context and not directly within the Council’s control; used to inform decision making and policy.
Corporate Priority 1: Prosperity
Collectable business rates
30.000
25.000
20.000
15.000
10.000
5.000
- 16/17- 16/17- 16/17- 16/17- 17/18- 17/18- 17/18- 17/18- 18/19- Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Gross (£m) 23.973 24.609 24.255 24.550 24.567 24.129 24.322 24.261 25.532 Net (£m) 20.320 20.946 20.766 20.530 20.068 19.427 19.872 19.730 20.637
Major planning applications determined on time 120%
100%
80%
60%
40%
20%
0% 17/18:Q1 17/18:Q2 17/18:Q3 17/18:Q4 18/19:Q1 Major 86% 100% 63% 56% 64% Target 75% 75% 75% 75% 75%
Page 22 Appendix A
Minor planning applications determined on time 100%
90%
80%
70%
60%
50%
40%
30%
20%
10%
0% 17/18:Q1 17/18:Q2 17/18:Q3 17/18:Q4 18/19:Q1 Minor 76% 85% 71% 54% 45% Target 65% 65% 65% 65% 65%
Other planning applications determined on time 100%
90%
80%
70%
60%
50%
40%
30%
20%
10%
0% 17/18:Q1 17/18:Q2 17/18:Q3 17/18:Q4 18/19:Q1 Other 97% 93% 84% 60% 62% Target 80% 80% 80% 80% 80%
The Government tracks planning performance over a cumulative 2 year period. Boston’s performance is currently at 67% for majors (against a minimum standard of 60%) and 78% for minors and others (against a minimum standard of 70%).
Page 23 Appendix A
Number of registered planning applications
180
160
140
120
100
80
60
40
20
0 17/18:Q1 17/18:Q2 17/18:Q3 17/18:Q4 17/18:Q1 Number 147 152 171 160 145
Corporate Priority 2: People
New housing register applications
500 450 400 350 300 250 200 150 100 50 0 17/18: Q1 17/18: Q2 17/18: Q3 17/18: Q4 18/19: Q1 New apps 353 433 320 453 379
Page 24 Appendix A
2017/18 2018/19 Trend measures Q1 Q2 Q3 Q4 Q1 Number of taxi drivers suspended/revoked 3 38 39 39 0 Number of vehicles suspended/revoked 8 18 23 29 5 Number of taxi driver/vehicle hearings 1 1 3 8 3 Comment: One new driver hearing and 2 hearing to consider the status of the licence of existing drivers Number of premises licences revoked 0 1 5 2 0 Number of premises licence hearings 1 4 4 6 2 Comment: 2 hearings for new premises licences applications. One granted with additional conditions and reduced hours. The second application was rejected due to the application being inconsistent with the intended business operation.
Corporate Priority 3: Place
Contamination in Domestic Recycling
35%
30%
25%
20%
15%
10%
5%
0% 15/16 16/17 17/18 Apr-18 May-18 Jun-18 BBC 18% 27% 29% 31% 33% 33% Lincs average 19% 23% 27% 31% 31% 32%
Page 25 Appendix A Commercial waste:
2017/18 2018/19 Trend measures Trend Q1 Q1 % growth in commercial waste service compared to year end £177,927 £200,026 +12% 2017/18 Number of commercial waste customers compared to 2017/18 276 293 +6% baseline
Garden waste:
2017/18 2018/19 Trend measures Trend Q1 Q1 Garden waste bins 460 482 +5% Garden waste income £381,225 £397,231 +4% Garden waste subscribers 11,793 12,072 +2%
Number of fly tip incidents in Q1
350
300
250
200
150
100
50
0 15/16: Q1 16/17: Q1 17/18: Q1 18/19: Q1 Number 242 287 267 313
Page 26 Appendix A
Fly tip incidents by type
160 140 120 100 80 60 40 20 0
17/18-Q1 18/19-Q1
Examples of ‘other household’ are furniture, textiles, wood, garden items, toys and mattresses.
Fly tip incidents by volume
120
100
80
60
40
20
0 Single Item Car Boot Small Van Transit Van Tipper Significant 2017/18_Q1 35 23 114 77 15 3 2018/19_Q1 79 60 87 66 19 2
Volume appears to be reducing over time.
Page 27 Appendix A
Fixed Penalty Notices issued
250
200
150
100
50
0 17/18: Q1 17/18: Q2 17/18: Q3 17/18: Q4 18/19: Q1 Number 243 188 152 248 105
A total of 936 fixed penalty notices have been issued since the service started in April 2017 to the end of Q1.
Guildhall Door Count
6000
5000
4000
3000
2000
1000
0 Q1 17/18 Q2 17/18 Q3 17/18 Q4 17/18 Q1 18/19 Count 4881 5152 4563 3274 4766
Page 28 Appendix A
Income by car park
£40,000.00 £35,000.00 £30,000.00 £25,000.00 £20,000.00 £15,000.00 £10,000.00 £5,000.00
£0.00
Staniland
Buoy Yard Buoy West EndWest
MaudStreet
Artillery Row Artillery
Market Place Market
SouthSquare
SpayneRoad
Victoria Place Victoria
Cattle Market Cattle
Pump SquarePump
George George Street
Wide Bargate Wide
Doughty QuayDoughty
BargateGreen
BotolphStreet
TunnardStreet
St George's George's St Road
StationApproach
MunicipalBuildings Custom House House QuayCustom
17/18: Q1 18/19: Q1
Car Park 17/18: Q1 18/19: Q1 Difference Artillery Row £3,200.47 £2,734.21 -£466.26 Bargate Green £21,937.45 £22,986.49 £1,049.04 Botolph Street £4,423.21 £3,820.90 -£602.31 Buoy Yard £1,762.75 £1,970.74 £207.99 Cattle Market £37,382.59 £37,186.19 -£196.40 Custom House Quay £15,122.44 £14,198.31 -£924.13 Doughty Quay £6,214.99 £8,231.27 £2,016.28 George Street £1,026.08 £993.95 -£32.13 Market Place £17,092.55 £17,582.60 £490.05 Maud Street £5,527.91 £6,399.00 £871.09 Municipal Buildings £436.30 £531.29 £94.99 Pump Square £5,281.45 £11,755.30 £6,473.85 South Square £1,578.90 £5,137.52 £3,558.62 Spayne Road £1,976.19 £2,436.04 £459.85 Staniland £8,696.65 £8,902.78 £206.13 Station Approach £2,542.46 £3,060.15 £517.69 St George's Road £24,326.14 £24,529.47 £203.33 Tunnard Street £7,019.13 £7,830.48 £811.35 Victoria Place £2,183.71 £2,872.54 £688.83 West End £19,996.78 £23,417.56 £3,420.78 Wide Bargate £3,575.00 £5,081.05 £1,506.05 Total £191,303.15 £211,657.84 £20,354.69
Page 29 Appendix A
Average pedestrian footfall
2500
2000
1500
1000
500
0 17/18: Q1 17/18: Q2 17/18: Q3 17/18: Q4 18/19: Q1 Average footfall 1925 2008 2121 1680 1968
Number of CCTV directed/assisted arrests: Q1
160
140
120
100
80
60
40
20
0 2013/14 2014/15 2015/16 2016/17 2017/18 2018/19 Q1 154 106 114 98 73 70
Page 30 Appendix A
Number of CCTV evidential packages: Q1
70
60
50
40
30
20
10
0 2013/14 2014/15 2015/16 2016/17 2017/18 2018/19 Q1 43 52 70 70 60 51
Number of CCTV incidents recorded: Q1
400
350
300
250
200
150
100
50
0 2013/14 2014/15 2015/16 2016/17 2017/18 2018/19 Q1 354 228 324 215 287 184
Page 31 Appendix A
2017/18 2018/19 Trend measures Q1 Q2 Q3 Q4 Q1 Number of Stage 1 Antisocial Behaviour (ASB) letters 14 11 21 26 19 Number of Stage 2 Antisocial Behaviour (ASB) letters 7 7 5 7 3 Number of Acceptable Behaviour Contracts (ABCs) 1 5 6 0 1 Number of injunctions 0 1 1 1 3 Number of Community Protection Notice Warning letters (CPNWs) 0 0 0 0 0 relating to the PSPO Number of Community Protection Notices (CPN) relating to the 1 0 0 0 0 Public Spaces Protection Order (PSPO)
Corporate Priority 4: Public Service
Number of online payments
9000
8000
7000
6000
5000
4000
3000
2000
1000
0 16/17: 16/17: 16/17: 16/17: 17/18: 17/18: 17/18: 17/18: 18/19: Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Number 5839 5227 4829 8099 6384 5923 7696 8097 7527
Q1 complaints and compliments
Complaints:
Complaint Service area Justified? Outcome Bereavement Errors made regarding coffins were made Unprofessional burial No Services by the funeral directors not Council staff. Complaint regarding IT confirmed that on the day in question the switchboard system Customer we lost internet connection and as a result No and being placed on Services the call unfortunately got stuck on hold. hold for over an hour. Apology made. Broken windscreen on No evidence of negligence by grass tractor – seeking cutters who are fully trained and Operations No compensation for competent. There is established case law downtime which confirms that the Council is not
Page 32 Appendix A Complaint Service area Justified? Outcome liable for damage in these circumstances. We arranged and paid for the repair but have not offered compensation for downtime. The wildlife area at Burgess Pit is a strategic decision by BTAC and there was Grass at burgess pit – no evidence of rats on inspection. unsightly and Operations No Additional weed clearance near the fence encouraging vermin will be carried out in consideration of the nearby properties. Details provided on how to remove the Lack of provision for gate for access or seek assistance from wheelchair users in Operations No the kiosk. Also, the need for a radar key for Boston park. the swing, again available from the kiosk if required. Missed brown bin Bins not properly presented for collection. Operations No collection x3 Advised accordingly. The application was determined in accordance with Policy. A detailed report Complaint about a Planning No was prepared. No evidence has been planning decision provided to support the allegation within the complaint letter. Concerns about the planning process in No evidence of officers acting Planning No connection with a inappropriately as alleged. specific application No wrong doing on the part of the Council. Council Tax demand Revenues & No Further explanation provided and payment for payment Benefits made. Vehicle followed the correct approach in Allegation that driver of blocking the road for a short time to protect refuse vehicle blocked operatives. This is in line with Health and access unnecessarily Operations Partly Safety guidance. Action has been taken in and was using a mobile relation to the alleged use of a mobile phone while driving phone and all staff have been reminded of the guidelines. The toilets are cleaned regularly but there is no static attendant so sometimes a user of the toilet may leave the facility in an unacceptable state and this will impact on Public Dirty toilets Partly the next user if there is no maintenance conveniences visit from the attendant during that period. The flush mechanism at Lincoln Lane can be a bit stiff to operate and this has been referred to property services to resolve Mattress not collected through human Arranged collection of Operations Yes error. Apology issued and mattress mattress, not collected collected. Bins missed in error. Apologised and resolved. This is a very small proportion. Missed bins x7 Operations Yes Over 28,000 bins are collected every week. Work ongoing to look at policies and procedures.
Page 33 Appendix A LGO decisions
The Ombudsman’s annual report for 2018 has been received. 10 complaints and enquiries were received by the Ombudsman between 1 April 2017 and the 31 March 2018 and 1 was still outstanding at the end of the previous annual report.
Of those: Upheld: 2 Not upheld: 1 Closed after initial enquiries: 6 Referred back for local resolution: 1 Incomplete/invalid: 1
The 2 upheld complaints were in relation to antisocial behaviour and a data protection breach in 2015 which was already resolved. The learning from both has already been shared in previous quarters.
Four complaints and enquiries have been made to the Ombudsman in Q1. A summary is set out below:
18000196: Mr X complained about the Council’s failure to adopt or maintain open spaces on his estate which were previously the responsibility of a developer who has gone into liquidation. The Ombudsman will not investigate this complaint. This is because there is insufficient evidence of fault by the Council which would warrant an investigation.
18002710: The Ombudsman will not investigate Mrs Y’s complaint that there was a lack of publicity around the new start date for garden waste collections. Mrs Y is not caused a level of personal injustice from her complaint that would warrant Ombudsman involvement.
18003638: Planning complaint currently with the Ombudsman for investigation.
18004362: The Ombudsman will not investigate Mr X’s complaint about the Council’s handling of his neighbour’s planning application. The complaint is late and the Council’s decision does not cause Mr X significant injustice.
Compliments:
Compliment Service area Thank you from the Lincolnshire Army Cadet Force Kirton detachment for help with promoting an event that they messaged the Council about on social Communications media. Customer Customer Services were amazing and went the extra mile to help me Services Customer Excellent service - Well done! Services Thank you so much for being so helpful! You have saved the deal and we Licensing & Land are now completing this afternoon. My client, the housing association, is very Charges grateful too. Compliment for the bin men for collecting his blue bin and going the extra mile to put it back where he left it. He has an assisted collection so really Operations appreciates the service they provide. He believes it is very helpful and efficient. I would like to commend the exemplary service to our community rendered by the street cleaning team. Their professionalism, hard work and cheerful Operations demeanour are a tribute to the council's image. Theirs is not the easiest or pleasantest of jobs but they perform their duties with rigour and exemplary
Page 34 Appendix A Compliment Service area efficiency. Thanks to them, the Boston landmark up at Pilgrim Father's memorial is now much cleaner than it used to be in years gone by. I would like to thank the bin men for being very helpful and going the extra Operations mile to ensure my garden waste bin was collected Just wanted to congratulate the Boston Waste operatives who collected the recyclables from Swineshead this morning. I had a skip delivered this morning, so was outside just as the bin collections were taking place. I watched the bin collector open one of my neighbours bins, and pull from it 1 x Operations Light, and 2 x metal saws. He took them out of the bin and placed them on the floor nearby. Good work all round. Perhaps I need to have a quiet word with the neighbour and educate him with the laws of recycling……no doubt those items will end up in my recent skip that was delivered! Thank you very much for dealing promptly with our problem. The bins have just been emptied. May I just say what a good set of teams the council has for Operations bin collection. They do a great job, clean, quiet and efficient. It is appreciated Thanks to the waste team for sorting out a problem with the refuse vehicle leaking dried residual liquid onto a residential road. Drainage pipes on the Operations vehicle checked and cleaned. Stains removed from road. There was a fridge dumped in Bladon Estate. Customer Services advised that Operations it could take up to 5 days, but it's gone now, so wanted to say big thanks Email to Development Manager – Thank you for the very professional and expedient way you have handled this application since picking it up. There had been no service from submission until you arrived and a dramatic change once you picked things up. It is refreshing working with someone who is quite rightly probing and questioning but equally courteous, professional and Planning efficient. Email to CX – I appreciate this is no more than you should expect of your senior officers but I can assure you that this isn’t usual from our experience across the country. Thank you to the planning case officer for her professional assessment and Planning determination. The data from the Speed Indicating Device along with the Article in the Regulatory Boston Target seems to be having an effect (reducing speeding on London Services Road). Once again thanks for your help and support on this matter Farming Festival: A Big big thank you for what your men (Town Centre ops) Town Centre did on Saturday, they were absolutely brilliant so please pass on my thanks. Operatives The owner of a local business sends his appreciation for the help he has received from one of our Town Centre Operatives who assisted him with the Town Centre removal of some small-scale graffiti from his shop front. He was very Operatives appreciative of the assistance.
RIPA
The Regulation of Investigatory Powers Act 2000 (RIPA) regulates the powers of public bodies to carry out surveillance and investigation. There were no RIPA applications in Q1.
Page 35 Appendix A Service performance reporting – Q1
Corporate Service RAG management Service area Portfolio lead lead assurance Richard GDPR Green Finance Steele Democratic Lorraine Green Services Bush Economic Clive Corporate Green Director Development Gibbon Amber – performance Leader Chris Planning Policy issues being addressed (see Holliday main report) Planning Services Lisa Hughes Green Business Support / Suzanne Business Green Rolfe Transformation Andrew Communications Green Head of Malkin Finance Corporate Michelle Customer Services Green Services King Matthew IT Green Clarke Becky People Services Green Leader Gardner Audits Paul Julian Green Credit Control Kelly Clarke Green Head of Financial Finance Colin Wyatt Green Finance Services Procurement Paul Julian Green Revenues & Gemma Green Benefits Creasey Environmental Matt Fisher Green Crime Refuse, Recycling and Waste Matt Fisher Green Environment Head of Management Operations Street Cleaning Matt Fisher Green Crematorium and Martin Potts Green Tourism, Arts, Cemeteries Culture & Grounds Matt Fisher Green Heritage Maintenance Property and Richard Facilities Green Tweddell Housing & Management Communities Public Health Ian Farmer Green Partnerships & Ian Farmer Green Regulatory Sustainability Head of Arts, Heritage & Place Luke Skerritt Green Tourism, Arts, Tourism Culture & Leisure Services David Horry Green Heritage Kristina Events Green Willoughby Town Centre Town Centre Kristina Green Services Willoughby
Page 36 Appendix A Environmental Tony Gray Green Environment Health Community Peter Hunn Green Services Head of Stuart Housing & Horton / Amber – implementation of Communities Regulatory Housing Services Stuart new legislation Hellon Building Control Paul Smith Green Licensing & Land Regulatory Fiona White Green Charges
Transformation projects
Boston explore and discover’ signage project - phase 2. Incorporating Pilgrim 2020 interpretation Development of project outline completed. Project Enquiry Form Submitted to the Heritage Lottery Fund. Awaiting outcome and advice within August to arrange meeting to scope Formal application.
Car parking review of fees and provision A review of Fees and charges is to be completed on all Town Centre Services areas
Commercial waste project Service now stabilised and improvements in place with more efficient processes. Growing the service now progressing with marketing and promotion.
Crematorium capital scheme Property Services have 1st site visit with a view to obtaining quotations.
Development Management review Improvement Plan in place. Pending case management work.
Development plan for cemetery heritage Friends group has renovated two flower beds at the old entrance to support Boston in Bloom. Events calendar published for the year.
Garden waste project Completed
GMLC project – online swimming lessons Phase 1 live. Works continue on phase 2 to link Scuba lesson module to ASA Grading system
Housing Services Review This will be progressed by the new Housing Solutions Manager from Q2 18/19.
Inclusive Boston Project: Doing What’s Important for Our Community (sponsored by Boston Borough Council)
Targets achieved in Q1: . Antisocial Behaviour Officer recruited . 2 Housing Enforcement Officers recruited
Progress as at the end of Q1: . Officers have been inducted and research on target areas undertaken ready to start proactive inspections in Q2 (annual target 500 proactive property visits).
Page 37 Appendix A . A service level agreement is being drafted for the provision of lights including a 3 year plan to access funding. This will incorporate fund raising, partnership working, sponsors etc. . Working with the Boston More in Common Group
Inclusive Boston Project: Adding Value to Learning English (sponsored by Bringing Learning into Communities (BLIC)
Targets achieved in Q1: . 2 part time tutors and 1 part time admin officer recruited in line with target; in addition, 1 part time social media admin has been recruited and 1 ad hoc paid tutor to cover for holidays and sickness . 27 classes held (against a target of 30; annual target 120) . 407 people have attended classes (against a target of 180; annual target 570)
Progress as at the end of Q1: . Recruitment process was open and transparent. . One student attending for extra 1-1 sessions has been accepted at Boston College partly due to his learning with BLIC. . Fewer classes held but larger numbers. Classes average out at approximately 15 students per class. . Partnerships developed with Vital Recruitment Agency, St Christopher’s Church Fenside and RVS. . The events include craft classes held in partnership with RVS and St Christopher’s church. Volunteer Tutor for the craft classes is Lithuanian and her English is improving as a result of this as is her confidence and interaction with others. Cultural groups attending the classes include local as well as Eastern European residents. One local lady has dementia and the class is proving a real boost for her and her ability to socialise. . Video and photographs on the website: https://www.blic.co.uk/
Inclusive Boston Project: Community Leadership, Advice and Integration (sponsored by Lincolnshire Community & Voluntary Service and Citizens Advice Mid-Lincolnshire)
Targets achieved in Q1: . 4 additional staff recruited by CAML (against a target of 2) . 49 clients have accessed advice services . 47% of these were non-UK national clients. There was an 80% increase from April to May. . 2 community development workers recruited as part of the Inclusive Boston project team
Progress as at the end of Q1: . A Project Operations Manager was appointed in June. . A Research and Campaign Co-ordinator was employed on 18 June and during Quarter 2 will present his research plan over the course of the project. . 4 part-time advisers have been recruited and are undergoing adviser training. Two are English, 1 Polish and 1 Lithuanian who speaks fluent Russian. . Benefit issues are by far the most prevalent issue requiring advice – 24 clients presented with 43 different issues relating to benefits, representing half of the issues dealt with in the quarter. The next most common issues were debt (14 issues), employment (7 issues) and housing (4 issues). There may be a lack of awareness of housing rights or reluctance to seek assistance. This will be investigated as the planned research and campaign activity. . Contact is being made with existing community leaders in the new leadership network. This includes initial meetings to raise awareness of the project and to discuss future involvement. . Data collection processes and systems have been set up in line with monitoring and evaluation requirements. . A communications and marketing plan is in place, including translation requirements and promotional materials.
Page 38 Appendix A Inclusive Boston Project: A Passion for People (sponsored by St Botolph’s Church)
Targets achieved in Q1: . 2 members of staff recruited . 13 coffee and chat events held; 91 attendees (against a target of 200) . 22 volunteers recruited (against a target of 10)
Progress as at the end of Q1: . Throughout the beginning of the project St Botolph’s opened its doors to the homeless and vulnerable of Boston. This was primarily due to weather conditions and trying to cover the lack of provision on a Sunday. We saw a great number use our service, in particular a number from the migrant community. Working with other partners, including P3, we began to link people up with the appropriate authorities to enable people to gain the help and support they required. . We started our weekly Coffee and Chat events, and although we were successful with issuing flyers in various languages to most partner organisations including advertising on our own social media, take up was low. We are reassessing the times and days we hold the events to try and encourage as many people as possible to join us. . We have attempted to host casual English lessons, however take up has been low. We are now looking to seek someone to come and hold training sessions with our volunteers to enable them to learn different languages so that we can better meet the needs of our community. . Our Coffee shop has seen a large increase in use, which includes a good number of our migrant communities. This has been great with the level of interaction casually through using the coffee shop between our various communities in Boston. . We have been successful in recruiting volunteers through the recruitment of a Volunteer Manager. Our volunteer manager is currently looking at issuing our posters and volunteer documents in different languages and we are seeking to build relationships with more partners to increase our level of volunteers from the migrant communities. . We have been able to recruit 1 Polish gentleman and also have 1 of our homeless community working at St Botolph’s in a volunteering capacity.
Joint Municipal Waste Management Strategy Public consultation completed. Lincolnshire Waste Partnership (LWP) are developing implementation plans and final version for partner approval
Leisure, Culture and Community Services Initial tender documentation drafted up. To be advertised early Q2.
Markets – moving towards a break even model The Task and Finish group reviewing the markets will be taking the final report to Cabinet on 5th Sept
Municipal Buildings – letting of surplus office accommodation to external agencies . Relocating LCVS into the building: Draft lease agreed and tenant in occupation . Relocating CAB into the building: Draft lease agreed
Parish Council project New rural isolation sub group started with two parish councils volunteering to take part in a pilot to identify rurally isolated and lonely people. Joint working with other agencies. Improvements to communications with PCs (monthly newsletter) and community groups. Gaps in training/support identified resulting in regular Parish council liaison meetings and clerks sessions. Improvements to PC websites and social media.
Resources restructure – environment & sustainability Potential savings identified
Page 39 Appendix A Street Scene project 3 meetings held, main project meeting held, sub group tasked with working on revised rota schedule and markets options
Structures on the Edge Sculpture Project Havenside Country Park/Pilgrim memorial site Have worked with Lincolnshire County Council (who will project manage and commission project), Transported and other partners to develop artist brief, shortlist, interview and select artist submission to form basis of bid to Arts Council England (ACE). Have received PFH and CEX approval to pursue with selection. Have met with members of Fishtoft parish council on site to explain scope and gain endorsement.
Townscape Heritage Project (THI) Project Officer recruited to Heritage Lincolnshire. Coastal Communities fund Phase 1 bid submitted (awaiting outcome).
Visit Boston website Ongoing development
Page 40 Appendix B Risk Q1 2018/19
Risk control: Existing Residual (net) risk score If Treat, Terminate; Action/s Management control Likelihood Impact Total target risk Risk name Description Tolerate; (monitored in assurance measures in score and 1 to 4 1 to 4 1 to 16 Transfer; P+) (RAG) Priority place explanation Corporate Risk owner Risk Treat Strategic Flood Risk Assessment; Lincolnshire Flood Risk Strategy; Tolerate; working closely continue to The risk of with the work with flooding may Environment partners to adversely Agency; joint manage flood Amber;
impact on the working with risk and its Reviewed by
Page 41 Page 4 8 Council's LCC and South 2 impact; deliver Submission of CMT on Flood risk MS Critical Medium N/A
CP1 ability to Holland on the Possible the Local Plan; the Local Plan 20/12/17; no impact risk achieve its Local Plan; the risk score changes corporate plans for the will only recommended priority of Boston Barrier reduce when prosperity (which will the Boston reduce risk of Barrier is in tidal flooding place from 2% to 0.3%); Lincolnshire Resilience Forum Growth is vital Aim to to the future Proactive Green; Implementation reduce the ability of the approach to Reviewed by 3 9 of the likelihood of Growth and Council to growth; 3 CMT on MS Major Medium Treat Economic lack of
CP1 local economy achieve its economic Probable 6/12/17; no impact risk Development growth to corporate development changes Plan possible due priority of plan recommended to ED Plan prosperity
Appendix B
Risk control: Existing Residual (net) risk score If Treat, Terminate; Action/s Management control Likelihood Impact Total target risk Risk name Description Tolerate; (monitored in assurance measures in score and 1 to 4 1 to 4 1 to 16 Transfer; P+) (RAG) Priority place explanation Corporate Risk owner Risk Treat Lack of delivery on the Local Plan Local Plan Tolerate; Amber; will have an delivery plan; continue to Reviewed by impact on the 3 6 plans for a local 2 work on Adoption of the CMT on Local Plan ability of the MS Major Medium N/A
CP1 plan board to Possible delivering the Local Plan 27/6/18 – Council to impact risk oversee actions Local Plan on changes to achieve its post-adoption schedule wording only corporate priority of prosperity Lack of
Page 42 Page housing delivery, across tenures that Development of means that a new Local the range of Plan. housing Delivery of needs that Submission of Housing Red; exist within Tolerate; local plan. Strategy Reviewed and the Borough continue to Monitoring of Actions. updated by cannot be 4 3 work with total housing Developing 12 CMT on Housing met. AF Almost Major partners to delivery. N/A
CP2 Transformation High risk 24/1/18; certain impact drive the Monitoring of Programme to increased from A lack of delivery of new affordable focus on wider medium to delivery will Housing housing housing high risk have delivery. enabling and overarching housing negative delivery. impacts that
affect the economy, business confidence and the ability
Appendix B
Risk control: Existing Residual (net) risk score If Treat, Terminate; Action/s Management control Likelihood Impact Total target risk Risk name Description Tolerate; (monitored in assurance measures in score and 1 to 4 1 to 4 1 to 16 Transfer; P+) (RAG) Priority place explanation Corporate Risk owner Risk Treat of the Council to achieve its corporate priority to support and protect vulnerable people and meet the wider housing needs of the community; There is a risk
Page 43 Page that ‘universal Green; support – 'Universal Reviewed by delivered support - Tolerate; CMT on locally’ will delivered continue to 16/5/18 – no impact on the locally' project work on the changes at ability of the work underway 2 4 Monitor impact 2 'universal this time – to Welfare Council to PJ with partners to Minor Medium of universal N/A
CP2 Possible support - be reviewed achieve its ensure support impact risk credit delivered again post corporate and training is locally' project Universal priority to in place for with partners Credit roll out support and staff and local in September protect people 2018 vulnerable people
Appendix B
Risk control: Existing Residual (net) risk score If Treat, Terminate; Action/s Management control Likelihood Impact Total target risk Risk name Description Tolerate; (monitored in assurance measures in score and 1 to 4 1 to 4 1 to 16 Transfer; P+) (RAG) Priority place explanation Corporate Risk owner Risk Treat There is a risk that health issues will impact on the ability of the Council to achieve its Tolerate; corporate continue to Partnership Green; priority to work with work on the Reviewed by support and Partnership 2 6 partners to 3 Boston Health CMT on Health protect PP working with Minor Medium deliver the N/A
CP2 Probable & Wellbeing 18/4/18 – people; long health impact risk Boston Health Strategy and changes to
Page 44 Page term health & Wellbeing Action Plan wording only issues, Strategy and deprivation, Action Plan local perceptions, apathy, unsustainable health services The future sustainability Aim to of the town reduce the centre in likelihood of Green; terms of retail, the town Reviewed and housing and Prosperous Prosperous centre updated by car parking Boston and 3 6 Boston and deteriorating 2 CMT on Town centre will have an PP Markets task Major Medium Treat Markets task to possible
CP3 Possible 10/1/18; risk impact on the and finish impact risk and finish and to take score reduced ability of the groups groups all available from 9 to 6 – Council to opportunities still medium achieve its to reshape a corporate vibrant town prosperity and centre place priority
Appendix B
Risk control: Existing Residual (net) risk score If Treat, Terminate; Action/s Management control Likelihood Impact Total target risk Risk name Description Tolerate; (monitored in assurance measures in score and 1 to 4 1 to 4 1 to 16 Transfer; P+) (RAG) Priority place explanation Corporate Risk owner Risk Treat There is a risk that population Green; Inclusive change will Reviewed by Inclusive Boston impact on the CMT on 2/5/18 Boston 3 9 projects – Population ability of the and 13/6/18; AF projects; 3 Probable Major Medium Treat progress N/A
CP4 change Council to wording Controlling impact risk monitored in achieve its changed and Migration Fund quarterly corporate likelihood reporting priorities of increased to 3 people & prosperity Tolerate;
Page 45 Page continue to There is a risk have a robust Medium Term around the budget setting Amber; Financial long term and MTFP Reviewed by Strategy; balancing of process in CMT on budgetary Delivery of the budget place; 18/10/17; no process; sound MTFP; with economic continue to changes level of quarterly and funding 4 drive the recommended; reserves; 3 12 reporting; Budget uncertainty PJ Critical delivery of the N/A specific
CP4 continued close Probable High risk implementation impacting on impact refreshed wording added monitoring; of the the ability of transformation in relation to refresh of transformation the Council to programme; Internal transformation programme achieve its be less risk Drainage programme; corporate averse when Board (IDB) maintenance of priority of making risk in Q4 the value list public service decisions about transformation
Appendix B
Risk control: Existing Residual (net) risk score If Treat, Terminate; Action/s Management control Likelihood Impact Total target risk Risk name Description Tolerate; (monitored in assurance measures in score and 1 to 4 1 to 4 1 to 16 Transfer; P+) (RAG) Priority place explanation Corporate Risk owner Risk Treat Recruitment and retention project completed; succession Tolerate; There is a risk planning continue to that capacity ongoing; HR train and Green; will impact on policies and develop staff Workforce Reviewed by the ability of 3 6 procedures; 2 and members planning; CMT on Capacity the Council to KN Major Medium N/A
CP4 good Possible and maximise succession 01/11/17 – no achieve its impact risk management resources by planning changes corporate practice; prioritising and recommended priority of
Page 46 Page member shared public service training and services development; there is capacity in priority areas Transformation There is a risk Programme; that the next project Delivery of the Amber; phase of the Tolerate; management transformation Reviewed by transformation continue to methodology; 3 9 programme; CMT on Transformation programme 3 drive the PJ governance in Major Medium review of the N/A 11/07/18 –
CP4 Programme will impact on Probable delivery of the place via impact risk project likelihood the ability of transformation Transformation management score the Council to programme Board and guidelines increased to 3 deliver public quarterly service reporting
Appendix B
Risk control: Existing Residual (net) risk score If Treat, Terminate; Action/s Management control Likelihood Impact Total target risk Risk name Description Tolerate; (monitored in assurance measures in score and 1 to 4 1 to 4 1 to 16 Transfer; P+) (RAG) Priority place explanation Corporate Risk owner Risk Treat The outcome of the referendum has resulted in economic uncertainty Medium Term and there may Tolerate; Financial be other continue to Green; Strategy; changes have robust Reviewed by budgetary 3 9 Quarterly around 3 financial plans CMT on Brexit PJ process; sound Major Medium financial N/A
CP4 migration, the Probable and monitoring 15/11/17 – no level of impact risk reporting local in place changes reserves; workforce, pending more recommended continued close
Page 47 Page and the legal clarity monitoring framework in which we operate that are also uncertain at this time There are community Community Working in Green;
risks which Risk Register Tolerate; partnership Reviewed by Civil 4 8 will impact on monitored by 2 continue to with the CMT on contingency AF Critical Medium N/A the ability of the Lincolnshire Possible work with the Lincolnshire 7/02/18 –
Overall risks impact risk the Council to Resilience LRF Resilience changes to operate Forum (LRF) Forum wording only effectively
Appendix B
Risk control: Existing Residual (net) risk score If Treat, Terminate; Action/s Management control Likelihood Impact Total target risk Risk name Description Tolerate; (monitored in assurance measures in score and 1 to 4 1 to 4 1 to 16 Transfer; P+) (RAG) Priority place explanation Corporate Risk owner Risk Treat Internal controls, policies and procedures in place; annual governance statement; internal audit; safeguarding There is a risk policy and Tolerate; that non- procedures; Internal audit continue to compliance ongoing work reporting; ensure
Page 48 Page with legal to improve review of compliance Green; requirements / contract contract with legal Reviewed by governance / management 3 6 register; 2 requirements, CMT on Compliance internal MS and to update Major Medium Member Code N/A Possible governance 30/05/18 –
Overall controls will the contract impact risk of Conduct to and internal changes to impact on the register; be finalised controls; wording only ability of the Member and adopted; improve Council to training procurement contract operate programme training register effectively and corporate training programme in place; revised scheme of delegation; effective complaints management process
Appendix B
Risk control: Existing Residual (net) risk score If Treat, Terminate; Action/s Management control Likelihood Impact Total target risk Risk name Description Tolerate; (monitored in assurance measures in score and 1 to 4 1 to 4 1 to 16 Transfer; P+) (RAG) Priority place explanation Corporate Risk owner Risk Treat Internal and Production of There is a external Tolerate; press releases, reputational communication, continue to bulletins; use Green; risk to the press releases, communicate of social Reviewed by Council which bulletins, 3 6 effectively and media; 2 CMT on Reputation could impact KN website, social Major Medium work with the development of N/A Possible 21/02/2018 –
Overall on the ability media; policy, impact risk press to Visit Boston, changes to of the Council protocol and portray the Think Boston wording only to operate training for Council etc; work with effectively speaking to the accurately the Youth press Council
Environmental enforcement risk reviewed by CMT on 7/3/18 and removed as a strategic risk. The contract has been in place for over a year so we now have data to
Page 49 Page inform the risk score and it has been agreed to downgrade it to an operational risk rather than a strategic risk.
Guidance on scoring for information
Risk appetite categories:
Appendix B Page 50 Page
Finance Q1 2018/19 – appendix C
1 The National Picture – key financial events during Quarter 1 2018/19
The main issues affecting the Council in the first quarter of 2018/19 were:
RPI remained at 3.4% and CPI remained at 2.3% at June 2018; Bank base rate held at 0.5% (subsequently increased to 0.75% on 2 August 2018).
2 Revenue Budget
At the Q1 point in the year the total net expenditure for the year to 31 March 2019 is forecast to be £9.571m, compared to the budget for the year of £9.492m; a projected net overspend of £79k. The graph below profiles the budget and spending on a monthly basis for the year.
Graph 1 – Comparison of budget to spend to date
10,000,000
9,000,000
8,000,000
7,000,000
6,000,000
£ Value 5,000,000 Budget Actual 4,000,000
3,000,000
2,000,000
1,000,000
0 1 2 3 4 5 6 7 8 9 10 11 12 Period
Page 51 Table 1 details spend for the year against budget by Service Area; Table 2 details spend for the year by Portfolio Holder; and Table 3 details the spend for the year by Corporate Priority, as requested by Corporate and Community Scrutiny Committee. From this quarter, BTAC is now included and separately identified in the Tables, for completeness and transparency.
Table 1 – Net spend by Service Area:
Service Area Net Projected Variance Summary of Main Variances Budget Outturn (under 2018/19 spend)/ 2018/19 overspend
£000 £000 £000 Chief Executive 359 340 (19) Custom Build grant Deputy Chief Executive 812 852 40 Planning income Chief Finance Officer 830 848 18 Verify Earnings & Pension funding from DWP Head of Corporate Services 1,152 1,152 - Head of Regulatory Flexible Homelessness support Services 1,575 1,535 (40) grant Head of Operations 1,270 1,255 (15) Commercial Waste income Head of Place and Space 361 383 22 Leisure income BTAC 655 655 - Internal Drainage Board Levies 1,884 1,884 - Interest Payments 111 111 - Capital Charges Contra Entry (1,036) (1,036) - Capital Financing 931 1,017 86 Capital Programme –Section 8 Earmarked Reserve Movements 588 575 (13) Reserve Movement –Section 6 TOTAL 9,492 9,571 79
Page 52 Table 2 – Net spend by Portfolio Holder Area:
Portfolio Holder Area Net Projected Variance Summary of Main Variances Budget Outturn (under 2018/19 2018/19 spend)/ overspend £000 £000 £000 Town Centres (578) (578) - Environment 2,130 2,115 (15) Commercial Waste income Housing, Property & Flexible Homelessness support Community 710 670 (40) grant. Finance 1,928 1,927 (1) Verify Earnings & Pension funding & Custom Build grant Leader 1,225 1,265 40 Planning income, Members’ allowances & Civic report Tourism, Arts, Culture and Heritage 343 365 22 Leisure income Regulatory 601 601 - BTAC 655 655 - Internal Drainage Board Levies 1,884 1,884 - Interest Payments 111 111 - Capital Charges Contra Entry (1,036) (1,036) - Capital Financing 931 1,017 86 Capital Programme –Section 8 Earmarked Reserve Movements 588 575 (13) Reserve Movement –Section 6 TOTAL 9,492 9,571 79
Table 3 – Net spend by Corporate Priority:
Priority Net Projected Variance Summary of Main Variances Budget Outturn (under)/ 2018/19 2018/19 overspend £000 £000 £000 Prosperity 1,197 1,244 47 Planning income, Leisure income & Commercial waste People 956 934 (22) Homelessness support grant and Verify Earnings & Pension funding Place 2,156 2,156 - Public Service 2,050 2,031 (19) Custom Build grant BTAC 655 655 - Internal Drainage Board Levies 1,884 1,884 - Interest Payments 111 111 - Capital Charges Contra Entry (1,036) (1,036) - Capital Financing 931 1,017 86 Capital Programme –Section 8 Earmarked Reserve Movements 588 575 (13) Reserve Movement – Section 6 TOTAL 9,492 9,571 79
Page 53 3. Variations to budget
Budget Variance Outturn Comments 2018/19 2018/19 2018/19 £’000 £’000 £’000 Total Service Expenditure and Drainage board levies 7,973 Additional Costs Members’ allowances 30 Increase in Members’ allowances Other Movements 42 Various smaller variances 72 Reduced Costs Civic review (30) (30) Additional Income Commercial Waste (15) Estimated 8% increase on budget. Page 54 Page Flexible Homelessness support grant (40) To be used to support Housing strategy. Custom Build Grant (19) New burdens grant, to revenue in year Verify Earnings & Pensions Funding (24) Funding to combat income related fraud (98) Reduced Income Planning 40 Application fees below estimate Leisure Income Reduction in gym memberships, admission and 22 course fees 62 TOTAL SERVICE EXPENDITURE 7,979
Capital Financing and Reserve Appropriations 1,519 Increase in Capital Financing from Revenue 86 See section 8 Proposed Movement in Earmarked Reserves (13) See section 6 73 TOTAL RESERVE APPROPRIATIONS 1,592
TOTAL SPENDING 9,571 TOTAL FINANCING (9,492) Projected Over/(Underspend) 79
4 Controlling Migration Fund
This section has been introduced from this quarter, to enable the spending of the £1.4m Controlling Migration Funding to be reported.
Table 4 – Breakdown of Bid and Cumulative Spend to June 2018
Spend Category Breakdown Spend to of Bid 30 June 2018 £’000 £000 A Passion for People Project 80 19 Community Leadership, Advice 467 23 & Integration Adding Value to Learning 114 43 Doing what’s important for our community 726 7 Total 1,387 92
5 Trading Income
The Council has a number of demand led budget areas which are reliant on receiving income for services provided. Income from Commercial Waste is projected to be above the budget, however Planning and Leisure are estimated to be below budget, resulting in an anticipated net £47K overspend for the year from these services. These areas are included in the following table:
Table 5 – Trading Income Outturn:
Income Area Budget Projected Variance Outturn £000 £000 £000 Building Control (184) (184) - Planning (465) (425) 40 Land Charges (99) (99) - Licensing (121) (121) - Garden Waste (400) (400) - Bereavement (803) (803) - Commercial Waste (185) (200) (15) Parking (987) (987) - Markets (180) (180) - Leisure (833) (811) 22 Total (4,257) (4,210) 47
Fees and Charges
Planning & Development Charges The Town and Country Planning (Fees for Applications, Deemed Applications, Requests and Site Visits) (England) (Amendment) Regulations 2017, came into effect on the 17 January 2018 and increased all existing planning application fees by approximately 20%.
The following link to our website shows the fees that apply from 17 January 2018 onwards:
https://ecab.planningportal.co.uk/uploads/english_application_fees.pdf
Page 55 Homeless Hostel Rent and Charges Following a review, the fees and charges for Homeless Hostel weekly rents have been amended from £156.50 to £156.80, and the total charge (including service charges) amended from £177.50 to £177.80. The higher charges have been applied from the start of the financial year.
Recommendation:
F1 To note the increase in planning fees and the amendments to the Homeless Hostel weekly rent schedule.
6 Reserves
The following table shows the level of earmarked reserves held at the beginning of the year, movements in the year, and the projected position at 31 March 2019:
Table 6 – Reserves
Income Area Balance Previously Proposed Balance 1 April Approved Movement 31 March 2018 Movement 2019 £000 £000 £000 £000 Capital Funding 3,635 561 (182) 4,014 Transformation Reserve 874 (20) (26) 828 Repairs and Renewals 714 (79) 13 648 ICT Reserve 397 - - 397 Housing Reserve 1,153 (307) 141 987 Controlling Migration 489 - 41 530 Climate Change Reserve 150 15 - 165 Insurance Reserve 260 30 - 290 Community Cohesion 10 - - 10 Tax Reserve (Business Rates/VAT) 1,059 388 - 1,447 Total 8,741 588 (13) 9,316
Notes Capital Funding Reserve – the proposed movement in reserve reflects changes to in-year financing requirements associated with the revised capital programme as set out in section 8. Transformation Reserve – reflects changes in the timing of expected project spend. Housing Reserve – the proposed movement in reserve reflects changes in financing of the capital programme as set out in section 8 together with additional grant income received during quarter 1. Controlling Migration Reserve – the forecast year-end position reflects the level of grant held to meet the cost of projects as shown in table 4.
Recommendation:
F2 To approve the reserve movements detailed in Table 6.
Page 56 7 Treasury Management
At 30 June 2018 the Council held £16.405m in cash investments (£13.195m at 31 March 2018) and £1.122m in property funds (£1.111m at 31 March 2018). The graph below shows that investment income earned to 30 June totalled £30,156 comprising £21,600 from cash investments and £8,556 from property funds. The Council achieved an average rate of return for the quarter of 0.57% on its cash investments and an average 3.1% from its property funds.
Graph 2 – Comparison of investment income budget to actual
Budget v Projected Investment Income £140,000
£120,000 £117,000
£100,000
£80,000
receivable Budget £60,000 Actual
Interest Interest £40,000 £30,156 £20,000
£0 Apr May June July Aug Sep Oct Nov Dec Jan Feb Mar Month
Table 7 - Property Funds – Financial Performance Summary
Fund Sum Fair Value Fair Value Cum. Income Invested 31 March 30 June Increase rec’d 2018 2018 in value 2018/19 £’000 £’000 £’000 £’000 £’000 Black Rock 500 564 570 70 4 Schroders 250 283 286 36 2 Threadneedle 250 264 266 16 3 Total 1,000 1,111 1,122 122 9
The total (income plus capital uplift) return on the property funds since their purchase during 2016/17 is approximately 12.2% p.a.
Page 57 8 Capital
The following table shows the approved capital programme for 2018/19 as reported to Council on 30 April 2018 incorporating commercial capital property fund acquisition, slippage from 2017/18 as presented in the outturn report in June 2018, plus other known in-year changes together with actual spend to the end of quarter 1:
Table 8 –Capital Programme for 2018/19
Scheme 2018/19 2018/19 In Year Revised Actuals Approved Program. Changes Program. to Program. with 30 June Apr. 2018 slippage 2018 £’000 £’000 £’000 £’000 £’000 Scheme Commercial Property Funds* 20,000 20,000 - 20,000 - Disabled Facilities Grants** 517 695 - 695 13 Housing Strategy 290 290 (90) 200 - Homeless Hostels Refresh 15 15 - 15 - Municipal Buildings Alterations - 19 - 19 - Housing Scheme – Julian’s Yard/Ingelow Avenue 25 25 - 25 - Marginal Viability Fund*** 3,500 3,500 - 3,500 - Resurfacing and Footpath Improvements 8 8 - 8 - Estates Works 10 10 - 10 - Industrial Units Refresh 10 10 - 10 - Voluntary Centre Office Alterations 21 21 - 21 - PSICA (Shop Front Scheme) 242 242 (242) - - Haven Wharf - - 125 125 125 23 High Street, Boston - - 184 184 - 49 Market Place, Boston - - 68 68 - Town Centre Heritage Scheme 200 200 - 200 - PRSA Investment - 58 - 58 - PRSA Upgrading of Existing/New Facilities 80 80 - 80 - Enhanced Play Equipment and Recreational Facilities – Garfitts Lane 73 73 - 73 - GMLC Investment in Gym and Spa Area 123 123 - 123 23 Multi Use Games Area 269 269 - 269 - Chancel Restoration 28 28 - 28 - Information Technology Refresh 30 30 - 30 - Microsoft Licences 43 43 - 43 Vehicle Replacement Ford Transit Tipper Vans 86 86 - 86 - Replacement Mower 25 25 2 27 - Refuse Vehicle 157 157 - 157 - St John’s Depot Accommodation**** - - 18 18 - Upgrade to Bartec Collective***** - - 40 40 - Crematorium – Priority works to Chapel 30 30 (11) 19 - Crematorium – Provision of Parking and Resurfacing Works 65 65 - 65 - 25,847 26,102 94 26,196 161
Page 58 Capital Financing 2018/19 2018/19 In Year Revised Actuals Approved Program. Changes Program. to Program. with 30 June Apr. 2018 slippage 2018 £’000 £’000 £’000 £’000 £’000 External Grants and Contributions 4,916 5,094 85 5,179 88 Capital Reserve 527 604 62 666 23 Transformation Reserve - - 50 50 50 Repairs and Renewals Reserve 114 114 (13) 101 - Housing Reserve 290 290 (90) 200 - Borrowing 20,000 20,000 - 20,000 - 25,847 26,102 94 26,196 161
*Commercial Capital Property Funds Following approval by Council on 30 April, preparatory work was undertaken during the remainder of the quarter to progress this project. Subsequent to the end of the quarter, a meeting was held with Property Fund Managers on 5th July - Schroder's, Threadneedle, Black Rock, AEW and M&G. Support and advice was received from Link Asset Services and it is intended to allocate across all five funds subject to availability and pricing. The first placements are expected at the end of August, with the majority of the £20m being spent by the end of this calendar year.
**Disabled Facility Grants The annual budget for 2018/19 is £695K, which comprises of £517K Better Care Fund allocation for the year and £178K carried forward from 2017/18. The waiting list has now been cleared, although there is still a significant amount and value of cases being progressed. The speed of this is dependent on the clients’ agents and availability and capacity of contractors.
Spend as at the 30 June was £13K with commitments of £155K, and a further £212K in the progress of being specified and priced by the Lincolnshire Home Independence Agency.
The Council will continue to work to identify schemes to best utilise Disabled Facilities Grant funds to deliver better outcomes for clients, and increasing the efficiency and pace of spending.
***Marginal Viability Fund (MVF) The provisional approval of £3.5m under the MVF Fund remains subject to Homes England’s due diligence process. By the 31 July 2018, all information requested from the Council by Homes England was submitted. Homes England’s awards board meets most weeks and the Council awaits the final decision about its application which will determine the annual profiles of the spending of the award, and will be reported once available.
The Capital Working Group at its meeting on 1 August 2018 recommended that the following two schemes be incorporated into the Capital Programme for 2018/19 -
****St John’s Depot Accommodation Following a review of management arrangements, there is a need for the provision of additional office accommodation (in the form of a portakabin) to facilitate meetings, training and workplace reorganisation, at an estimated cost of £18k.
*****Upgrade to Bartec Collective The upgrade of the Bartec Collector to the Bartec Collective software system, to enable the integration of back office systems and also host trade waste quotations, garden waste and enviro-crimes modules, was reviewed. These will improve efficiency and increase service commercialisation and income. The cost of upgrade is estimated at £40K.
Page 59 Recommendation:
F3 To approve the updated capital programme as detailed in Table 8
9 Consultancy costs
Where specialist work is required, the Council seeks support from third parties when necessary.
Table 9 – Consultants
Consultant Q1 Activity £000 Link Asset Services 4 Treasury services & Property Fund Strategy Review Anderson and Glenn 12 Architectural consultant Elysian Associates 1 VAT Consultancy Services Haven Wharf Total 17
10 Debt Collection
A review of debts is undertaken every month and monitoring is reported against targets. Debts approved for write off by the Chief Finance Officer under the approved delegation, after all appropriate and proportionate recovery actions had been undertaken, were £37,043 for Council Tax and £20,236 for Housing Benefit Overpayments. No Business Rates or Sundry Debts were written off during Quarter 1.
Approval is sought to write off five Housing Benefit Overpayment debts over £5,000, totalling £41,317.58, as shown in Table 9, where all recovery methods available to the council have been exhausted (a provision already exists for these sums). If it becomes clear in the future that any of this debt can be collected, the council can “write the debt on” and recommence recovery action as appropriate.
Table 10 – Housing Benefits Overpayment write off
Balance Reason for Write Off £ 5,335.86 Individual Voluntary Arrangement (IVA) Approved February 2018 11,469.96 IVA Approved December 2017 8,112.47 IVA Approved April 2018 6,212.79 Irrecoverable - Information gathered from Experian, DWP, etc 10,186.50 Irrecoverable – Information obtained from HMRC 41,317.58
An analysis of the Council’s Sundry Debts held at 30 June 2018 is shown in the following table:
Table 11 – Sundry Debt analysis Quarter 1 Not yet 0-30 days 31-91 92-365 Over 365 Total due days days days Amount £ 135,683 12,906 23,660 16,676 31,478 220,403
Recommendation:
F4 To write off irrecoverable five Housing Benefit Overpayments totalling £41,317.58
Page 60 11 Supplementary Estimates
Supplementary estimates reflect instances where the Council has received additional income, notified since the formal budget was set and its use is for a specific purpose.
Table 12 – Supplementary Estimates
Supplementary Estimates requiring Cabinet approval Amount £ Flexible Homelessness Support Grant (40,000) Applied to Housing Reserve for use on the Homelessness Reduction Act 40,000 Government new burdens payment (19,272) To be taken to Revenue in year 19,272 Verify Earnings & Pensions (VEP) funding (23,818) Applied to Transformation Reserve 23,818
Recommendation:
F5 That the supplementary estimates in respect of Flexible Homelessness Support Grant, new burdens payment and VEP funding be approved, as set out in table 12.
12 Insurance
The number of insurance claims against the Council is relatively small with only 3 claims being received in quarter 1.
A summary of the number of claims received, comparing them to 2017/18, is given below.
Table 13 – Insurance claims received
Cover Q1 Q2 Q3 Q4 Total Public Liability 2 (0) 0 (1) 0 (0) 0 (1) 2 (2) Employer’s Liability 0 (1) 0 (0) 0 (0) 0 (0) 0 (1) Motor 1 (0) 0 (0) 0 (3) 0 (2) 1 (5) Property 0 (0) 0 (0) 0 (0) 0 (0) 0 (0) Total 3 (1) 0 (1) 0 (3) 0 (3) 3 (8)
(Previous year comparison in brackets)
13 Procurement Exemptions
Following the review of the Contract Procedure Rules (CPR) agreed by Council on 10 October 2016, any proposed exemptions over £25,000 now require prior approval before acceptance.
There are no exemptions to be approved in quarter 1.
Page 61 14 Localisation of Business Rates and Council Tax Support Scheme
Table 14 – Localisation of Business Rates
Base Projected Deficit/ These figures represent the position for Estimate Outturn (Surplus) in the current year due to the Council’s Included in participation in the successful Lincolnshire 2018/19 2018/19 2018/19 100% localisation Business Rates Pilot £ £ £ Business Rates income for the year 19,524,122 19,394,803 129,319 Less: Lincolnshire County Council share (40%) (7,809,649) (7,757,921) (51,728) Boston Borough Council’s Share (60%) 11,714,473 11,636,882 77,591 Renewable Energy Schemes 205,000 205,000 - Business Rates - Tariff adjustment (7,959,251) (7,959,251) - Business Rate Income credited to General Fund 3,960,222 3,882,631 77,591
The projected outturn for the year to 31 March 2019 shows an overall deficit against the base estimate of £129,319 of which £77,591 is Boston BC’s element. This deficit will carry over into 2019/20 retained business rates position, and will be used to calculate retained business rates for the 2019/20 budget and Medium Term Financial Strategy (MTFS). Funding to cover this amount will come from the Tax Reserve.
Business Rates Assurance
This report covers results for the fifteen months from 1 April 2017, when the new 2017 Rating List was introduced, up to 30 June 2018. As a result of the revaluation, new counts have been started from 1 April 2017 for some of the usual performance measures.
Of the 262 new cases finalised since 1 April 2017, a further 43 business rate assessments have been identified for the 2010 Rating List (making 239 extra ones from the start) and 55 extra ones have been identified for the 2017 Rating List. The positive impact on rates payable across both Lists has been £0.76m (3.69%). Boston’s net share is £0.42m and this is worth an extra £0.39m to this Council annually.
The Valuation Office Agency (the body responsible for maintaining the Rating Lists) still has 77 rating appeals outstanding for the 2010 Rating List (equating to 3.2% of Boston’s total rating assessments in that List), and there is an appropriate provision in the Council’s Accounts for the potential losses associated with any successful appeals. No meaningful data is yet available on outstanding appeals on the 2017 Rating List although the outcome of successful appeals is monitored as the appeals are determined.
Council Tax Support Scheme
2018/19 is the sixth year of the localised Council Tax Support (CTS) scheme. Following the statutory annual review during 2017/18, the decision was made to go forward into this year with a largely unchanged scheme, but allowing for national up-ratings to be applied. This scheme continues to support the Government’s Welfare Reform agenda to bring further reductions to the national benefits bill. The continuation of the scheme sustains the required protection of those of pension age, protects vulnerable customers and encourages people into employment. A more fundamental review of the Council’s CTS scheme will not take place until the local impacts of Universal Credit (UC) are known, which is unlikely to be for at least two years given the pace and extent of introduction of UC in Boston. The first UC cases here are due to commence in September 2018.
Page 62 Whilst Collection of Council tax remains steady and on track against forecasts, there is still some uncertainty of the overall ongoing impact of CTS. In recognition, we continue to remain prudent in setting the bad debt provision in this area.
The number recipients of CTS in 2018/19 continues to show a roughly even split between working age claimants and pensioners.
15 Other Financial Matters
Audit and Governance Committee
A number of reports were presented to Audit and Governance Committee on the 23 April 2018:
Capital and Treasury Strategy Revisions to the Member Code of Conduct Work Programme
A number of reports were presented to Audit and Governance Committee on the 30 May 2018:
Annual Audit Fee 2018/19 Annual Fraud Performance Report and Policy Updates Quarter 4 2017/18 Risk report Pre-Audit Financial Report 2017/18 Annual Treasury Management Report 2017/18 Internal Audit Annual Report 2017/18 Internal Audit Progress Report 2018/19 Work Programme
Page 63 This page is intentionally left blank Agenda Item 4
B O S T O N B O R O U G H C O U N C I L
REPORT TO: CABINET
DATE: 5 SEPTEMBER 2018
SUBJECT: TASK AND FINISH GROUP - MARKETS REVIEW
PORTFOLIO HOLDER COUNCILLOR NIGEL WELTON
REPORT AUTHOR: HEAD OF PLACE
EXEMPT REPORT? NO
SUMMARY
A review has been carried out to look at improving the offer of Boston’s Markets by a Task and Finish group convened from the Environment and Performance Committee. The groups’ remit was to look at ways to maintain Boston’s historical market and its unique selling offer, in an ever changing world of consumer buying.
The review was carried out over a period of 8 months whereby 5 meetings of the group took place with an additional meeting being held to receive reporting from the local students who had taken part in the consultation process.
RECOMMENDATIONS:
That Cabinet
1. Adopt the amended Markets Policy at Appendix E. 2. Agree investigations into the possibility of implementing a Welcome Archway at the entrance to the market place from Narrow Bargate with a report being returned once the investigations are completed. 3. Agree the introduction of a ‘Cultural’ offer supporting the markets 4. Support the consideration of providing stalls for students to trade on during school holidays to encourage potential future Traders. 5. Agree an increase to the size of the existing signage to provide larger scale signs, in particular showing direction from the Market Place to Bargate Green Market and vice versa. 6. Recognise and agree the importance of the contribution of the four schools within the consultation process and the quality of their reporting at Appendicies A,B,C and D.
Page 65
REASONS FOR RECOMMENDATIONS
To seek to improve the viability and vitality of Boston’s Markets both as a visitor attraction and for the benefit of local people and to recognise the importance of consultation with school pupils within the review.
1. BACKGROUND OF THE REVIEW
1.1 On conclusion of a substantial task and finish review which had scrutinised many service areas across Boston with a view to improving the offer of Boston as both a tourist destination and for the benefit of local people, one area was identified as requiring a more in-depth level of scrutiny and the group agreed to re-visit the current provision of Markets within Boston.
1.2 The reason for the re-visit was supported by feedback from the initial consultation process, and a decline in the number of traders and in income, resulting in potential loss of visitors and local people supporting the markets.
1.3 The review of the markets provision originally considered as a part of the parent review, had itself carried out significant research and investigations which included a review on comparative markets; consideration of youth markets; changes to the layout of the stalls and the livery of canopies at that time. Furthermore promotion via various media streams with rolling outcomes within the duration of the review had resulted with direct liaison with coach operators and increased advertising of the markets locally and with neighbouring counties. The members of the Markets Review group were those from the parent review and as such had all that existing information to hand when they began their review.
2. CONSULTATION:
The group agreed to replicate the consultation practice used within the parent review which had proved so successful and consultation was scheduled over an eight week period (to included production of consultation papers and one to one consultation events with members of the public) with the following:
. All Market Traders (Wednesday and Saturday)
. Local businesses in and around the town including accommodation providers; local visitor attractions and retailers and refreshment providers.
. Members of the Public. Local and Visitor
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3. On conclusion of the consultation exercises the results were collated with the following headline outcomes:
A. LOCAL BUSINESSES: 85% RESPONSE TO CONSULTATION PAPERS ISSUED (52 issued):
. 100% of respondents felt that Boston market was an asset to local businesses in the town.
. 83% of respondents felt that visitors to the town came specifically to visit the market.
. 100% of respondents felt that there needs to be a better mix on the market with more variety
. 83% of respondents felt the market did have an impact on their business and their business would be affected should the markets cease trading.
Key comments for improvement included:
. Better promotion of Boston as a whole with promotion of the markets further afield with promotion with bus / coach companies in Norfolk, Cambridgeshire, Nottinghamshire, Yorkshire, Leicestershire. Also contact with travel tour operators who may visit Lincoln / Stamford.
. Link up with Lincoln Cathedral for 2 centre day visits with Boston Stump.
. People like a traditional look to a market, Boston looked straggly with stalls randomly set out and in no order. Lots of littering made the market appear to be dirty and unkempt.
. Compact the market into one part of the market place. It would look busy and if it encouraged more traders then there would be capacity to expand further in the market place.
. More choice of goods and no restriction on stalls selling the same products. Competition was good for all businesses.
. Better signage. Larger signage.
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B. PUBLIC – LOCAL AND VISITOR
86 responses:
. 100% of those who responded agreed that Boston market was an asset to the town and the Council should do whatever necessary to keep it.
Key Headline outcomes:
. The Market looked tired and rundown.
. Larger signs were needed for direction around the town to the market where the auctions were held.
. The Council need to promote the market better. Years ago the buses packed the bus station in the summer and the market was full.
. The market place with empty shops was run down and too big for the market. The market should be in one part of the market place.
. The new signs were nice but too small. Bigger signs for the markets were needed.
. New canopies were needed to brighten the stalls and make them all the same as in other markets in the country.
. The Council needed to bring the Farmers Market back and promote it better. It could be sited alongside the auction of the green to provide a ‘rural’ market with a traditional feel.
. New products were needed on the market – a lot of what was sold was cheap and made the market look like a car boot. Quality goods would encourage new customers and also bring further quality traders to come onto the markets.
. Make the market pedestrianised. Stop the buses.
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C. MARKET TRADERS
. The survey was distributed to market traders on both Saturday and Wednesday during the end of November 2017. 23 responses were received; there were at that time 47 regular traders on the market.
Key Headline outcomes:
. 87% of respondents traded on both Wednesday and Saturday Markets.
. 35% of respondents had traded for 20+ years
. 87% of respondents stated that trade had decreased over the last 2 years.
. 95% of respondents felt that footfall had decreased over the last 2 years.
. 80% of respondents stated that trade was from a mix of locals and visitors.
. 90% of respondents intend to keep trading for the foreseeable future.
. 91% of respondents felt they would like to see the market place pedestrianised on market days if possible.
. 90% stated that they felt the market needed better promotion.
On conclusion of the three streams of consultation the group decided that a fourth consultation exercise needed to be undertaken.
To progress an overall review the group realised the importance of consultation with the people who would very likely become the future residents of Boston – the students. It became obvious that another perspective, a younger perspective, on the markets provision would allow the group to agree the outcomes having received representation from a full scale of age groups within the Borough.
Furthermore it was recognised that the involvement of the students may also assist in their own timetable to support their own studies.
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4. CONSULTATION WITH LOCAL SCHOOLS AND ACADEMIES.
3.1 Seven local senior schools were contact with a view to undertaking their own personal review of the markets.
3.2 Four local senior schools responded and noted their wish to be involded:
. Boston Grammar School . Boston High School . Giles Academy . Haven High Academy.
3.3 An invitation was issued by the Chairman of the Review Councillor Judith Skinner to all of the four schools to attend Boston’s Guildhall (in the original Council Chamber) at 1000 hours on the morning of Friday 27th April 2018 to receive the official challenge to participate in the review.
3.4 Students and Teachers from all four schools attended the Guildhall where the Chairman of the group welcomed them and the Markets Manager provided a brief presentation of the history of the markets.
Students were then officially challenged by the Chairman to:
1. be in attendance at Boston Market on Wednesday 16 May 2018 to undertake their own review of the markets by completing the questionnaire produced. Students would be accompanied by an Officer of the Council who would be in attendance to answer specific questions if needed. Students could complete the questionnaires individually or collectively – it was their choice.
2. on completion of their review students to then collate the information and produce their own report based on their findings.
3. attend an official meeting of the review group on the evening of Monday 18th June and to present their report to members of the group along with the Leader of the Council, the Monitoring Officer and the Portfolio Holder for the markets and to answer questions they may have. (it is noted that the teachers would also be invited to address the meeting and comment on the challenge and how it impacted on their students). An invitation was issued to students, teachers and their guests to join the Mayor in the Council Chamber to meet the officers and view the Civic Regalia.
3.5 All four schools carried out their reviews on Wednesday 27th April considering both the markets on Bargate Green and also in the actual market place.
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3.6 Students attended the meeting of the group on Monday 18th June and presented their reports and took questions from the Councillors and Officers in attendance. The respective teachers from each establishment noted the benefits of the exercise for their students.
Recognition and congratulations were offered to all schools on the quality of their reports and on their professionalism of reporting to the meeting.
The reports are attached as follows:
Appendix A. Boston Grammar School
Appendix B. Boston High School
Appendix C. Giles Academy
Appendix D. Haven High Academy.
3.7 On collation of the information from the schools the group identified the following recommendations (any activity on a specific item at this time of this report is noted) some of which are included within the recommendations of this report and all of which would be kept in abeyance for further consideration when time
. A ‘Welcome’ sign needed to be implemented at the entrance to the market place from Wide Bargate. . New bigger signs were needed. . There is no sign from Wide Bargate showing where the Market Place is. . Street performers should be encouraged to create an atmosphere as the market place lacked any atmosphere at all and was dull and drab. . Local theatre groups and dance groups should be allowed to perform alongside the stalls. Musicians of all types should be encouraged and offered free sites within the market to play. Specific Cultural events should be put on in the summer time. . A dedicated Artisan Food area should be provided ideally outside Lloyds Bank with the Stump as a back drop. The Council should actively promote and source Artisan traders to a specific Artisan market. . Competition of products was good and it offered greater choice for customers. . The Market should be zoned. Specific areas for ease of customers with possibly colour co-ordinated canopies. Some areas in the market were claustrophobic with stalls too close together whilst others were wide apart making it look a mess. . The Market Place needs to be cleaner. Rubbish was over-flowing from bins and was dangerous and made the market feel dirty and look unhealthy. Furthermore some stalls with fresh food had litter around them. (New Public Rubbish Bins are being installed and the Trader Bins are being looked into) . The Tourist Information Centre should be re-located onto the market especially in the busy months.
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. The market place should be pedestrianised as the buses are dangerous and the market could then fill the whole of the market place. . More public seating was required. (New seats are being installed) . The canopies needed to be updated all in the same striped theme. . A large public notice board should be put in the market place. (This is being implemented) . The Farmers Market should be re-introduced and could support the Auction on Bargate Green making that area very specific. . A youth market or stalls for students should be introduced during the summer holidays alongside the established markets or on Bargate Green. It would allow students who do create things, to try selling them and could also encourage future traders. It would also bring new customers onto the markets. . Pop-Up Foodstalls would be a good draw especially in the summer months, offering foodstuffs not currently on the markets. It would encourage students to use the markets during lunch breaks and in the holidays. . The cleanliness of the markets needed improving. Some stalls looked unhygienic. Pet foods stalls should not be located next to fresh food stalls. Smoking and Vaping should not be allowed on the markets.
4.0 MARKETS POLICY
4.1 Referring to the consultations in details to look at improving the Markets Policy to encourage traders and improve the market’s overall the group agreed on three amendments as noted below:
. That no smoking or vaping by traders be permitted on the markets.
. That the Tennant Mix be simplified.
. That casual traders to be allocated available pitches on the day of the market.
5.0 ENVIRONMENT AND PERFORMANCE COMMITTEE
The report was taken through the Scrutiny on the 17 July where the majority of Members agreed the recommendations for cabinet – see minutes attached at Appendix F.
5.0 CONCLUSION:
The Markets Review had produced quality consultation responses which confirmed support for the continuation of Boston’s Markets from both members of the public including students, and from the many businesses in and around the town. Furthermore the responses provided options on a number of new ways of facilitating the markets in taking them forward and improving their offer.
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FINANCIAL IMPLICATIONS: there are no funds included in the current budget to introduce elements of the recommendations with costs attached, and if they’re to be taken forward then funding will need to be identified in the report that will be presented at the time they are considered.
ANY OTHER IMPLICATIONS None specific to this report.
APPENDICES
Appendices are listed below and attached to the back of the report: -
APPENDIX A Report by Boston Grammar School
APPENDIX B Report by Boston High School
APPENDIX C Report by Giles Academy
APPENDIX D Report by Haven High Academy
APPENDIX E Markets Policy
APPENDIX F Draft Minutes for the Environment and Performance Committee meeting 17 July 2018.
BACKGROUND PAPERS
No background papers as defined in Section 100D of the Local Government Act 1972 were used in the production of this report.
CHRONOLOGICAL HISTORY OF THIS REPORT
Environment and Performance Committee 17 July 2018
Page 73 This page is intentionally left blank Appendix A Introduction
Aims:
Page 75 Page Bring traditional aspects to market Cater to the younger generations Declutter certain stalls Increase council involvement within the market community Current Positive Aspects
Large amount of local produce
• Represents agriculture within the area
• Most popular area of the market Page 76 Page Evidence of some local food
Wide range of international produce
• Gives large range of food instead of just local types
Some good use of advertising
• Butcher is very popular among locals
Auction
• Attracts people due to prospect of a good bargain
Areas of Improvement
Layout of stalls Types of products Page 77 Page Hygiene and cleanliness Amount of parking Visual attraction of individual stalls Advertising
Our Proposals for Improvement: Attraction
Attractions to cater towards children such as a bouncy Page 78 Page castle – also brings additional revenue More signs should be put up to clearly show market and parking locations Encourage street performers with music to create a more appealing atmosphere – people spend more time as a result
More street performers in the footpath areas
Page 79 Page to attract customers Our Proposals for Improvement: Products
Bring a wider range of traditional, local cuisine e.g. Lincolnshire sausage, plum bread, stuffed chine, cheese, sweets, farmers’ produce like eggs
Subsidise local businesses to include more high-quality products Page 80 Page
Need to update clothing to appeal to a wider range of customers (especially the younger generation)
Impose stricter hygiene regulations – inspections and not just food
Would like to see more seasonal foods for variety e.g. ice tea and slush in summer
Increase public involvement e.g. Food competitions such as bakery awards to increase awareness towards the market
Encourage local schools to set up stalls e.g. as part of business studies (Young Enterprise)
Our Proposals for Improvement: Layout
Introduce stalls that have matching tarpaulin Inspections, ensuring that stalls are aesthetically pleasing and meet health and safety
Page 81 Page requirements Need spacious layout, leave a larger amount of room for pedestrians Organise the stalls to face the square Zones could be introduced to help people find what they are looking for faster, could increase Example of a good layout of market: customer satisfaction aesthetically pleasing, organised and in full view of the customers. This is a market from France, Marseille.
Page 82 Page Appendix B Page 83 Page BOSTON MARKET REVIEW
BOSTON HIGH SCHOOL HOLLIE & PIP ON BEHALF OF GEOGRAPHY 12E OUR EXPERIENCE AT THE MARKET
• When we arrived at the market, we were greeted and lead to Bargate Green where we already began making notes on the questionnaires we had received previously at the Guildhall meeting.
Page 84 Page • This is where we started to collect ideas and thoughts on the market. From this point we became rather enthusiastic about the review.
• From this we began to get creative and think of some new ideas for the market. OUR OPINIONS OF THE MARKET
Positive Negative • Types of stalls- • Appearance- • Fresh fruit and vegetable stalls • Very little colour around the appear to be a success, along market and the stalls, making it with flower stalls.
Page 85 Page less attractive. • Plenty of pitches for the stalls allowing the market to hold • Types of stalls- many stalls. • Reviewing different reports • Atmosphere- from peers, there was a • Little but some interaction frequent opinion that there was between stall holders and so many stalls selling the same customers, showing products. enthusiasm. E.g. shouting offers and deals. NEW IDEAS/RECOMMENDATIONS
• Our first idea- • To make the market place more noticeable and attractive we came up with the idea of a welcome arch. Page 86 Page • We also favour the idea of buses being stopped driving through the market. RECOMMENDATIONS: PRODUCTS ON THE MARKET
• Many of the stalls on the market are selling the same thing and there is little range of products.
• local businesses ‘pop up’ shops. Page 87 Page
• More snack food stalls and less of the same food types.
• More structure and organisation to the stalls. RECOMMENDATIONS: ADDING COLOUR AND ATMOSPHERE
• Stalls are very dull and lack a lot of colour. • Additionally there is little atmosphere. • Another way a local business could get involved is through Page 88 Page performances to add life to the market.
• For safety in the market place we would like to see security on duty like there is in Pescod Square.
• Adding greenery and flowers to the 5 recently installed lamps and the market in general, would benefit the market place by making it more attractive. Appendix C
BOSTON MARKET Page 89 Page REVIEW
By Giles Academy OUR FIRST IMPRESSION
Our first impression was that the market looked tired and in need of some energy.
Page 90 Page It doesn't have a lot of colour and excitement Not appealing to a younger customer Dull, not a lot of vibrancy In need of a revamp Litter Not an overly friendly atmosphere
FEEDBACK FROM WALKING ROUND : Page 91 Page
Boston Markets Review- Giles Academy
Layout of stalls Seemed Crammed together In no particular order
Page 92 Page Ease of access around stalls Very close to one another Not a lot of wheelchair access Certain areas felt very claustrophobic and cramped
Visual attraction of individual stalls The pick & mix stall looked visually attractive Other stalls seemed to have dull & dirty covers around them Boston Markets Review- Giles Academy
Cleanliness of the market Didn’t seem overly clean A lot of bins with lids open
Page 93 Page Felt unhygienic
Other comments The general feel of the market from our perspective was a bit sombre. It all seemed tired and dull, there wasn’t much life to it. Improving the access between stalls and the bin situation would be a good starting point to make it feel more appealing Boston Markets Review- Giles Academy Range of Goods Available
Fresh Products Wide range of fresh products, particularly fruit and veg If anything we thought there was too much choice with this
Page 94 Page The one butchers stall that we saw seemed very clean and professional One small bakery stall- would’ve liked to have seen more of this variety
Clothing Nothing aimed at a younger audience Quality of clothing seemed poor
Accessories Not a wide range More jewellery and cosmetics may bring in younger consumer Boston Markets Review- Giles Academy Range of Goods Available
Electronic Goods Not a lot of choice Wasn’t much organisation to the stalls Didn’t feel inclined to buy for fear of products being unreliable
Page 95 Page Bespoke/Artisan Goods Very little choice in terms of art and bespoke goods Having a wider range of this kind of product might intrigue people to visit the stalls more often
Pet/Wildlife Goods A lot of dog related pet goods but not a lot aimed at other household animals Unusual layout of stalls with food and treats out on the floor Boston Markets Review- Giles Academy Range of Goods Available
Homewares Not a large number of homeware products Lots of antiques in Bargate Green aware- potential
Page 96 Page Displayed chaotically
Craft Could really be expanded on Cards, decorations and stationary all handy
Refreshments We liked the American style food van with tables and chairs outside it- looked clean Creates a good atmosphere More refreshment stalls may bring people in Boston Markets Review- Giles Academy
Products we would like to see
Products in trend with younger consumers
Page 97 Page More relevant clothing Good quality cosmetics Trends like ‘slime’ etc Handy ‘bits and bobs’ batteries etv Sports equipment and clothing Art stall showcasing local artists work Art supplies Products that would attract visitors
Cultural foods stall- could potentially change weekly Page 98 Page or monthly Cheese stalls Tourist information / things to do in the area Candles Home products / interior design / crafts Nice cosmetics More refreshments Products we would like to see Page 99 Page Restriction of produce
Page 100 Page We do feel like there should be a restriction on the number of stalls selling the same product
A lot of stalls selling the same type of thing High competition Decreases people’s interest Nothing different or exciting being sold Summary Needs a revamp Needs to look more neatly organised Page 101 Page Use vibrant colours Music created friendly atmosphere Liked the atmosphere more at Bargate Green Improve general cleanliness Wider range of products needed Advertise on social media Page 102 Page
Thank you for listening to our presentation and asking us to be part of this review.
Giles Academy- Student Voice Team Appendix D Page 103 Page BOSTON MARKET REVIEW We have completed a survey of our market on May 16th 2018 and are here this evening to present our findings.
We walked to the auction market in Bargate
Page 104 Page Green and then walked to the Market Place.
In our survey we considered • the first impressions of the market • the layout • the variety of stalls • accessibility for pedestrians • surrounding shops and what Boston has to offer • tourist information, signs and maps for the market BOSTON MARKET REVIEW
• Boston has been an important market town in England for centuries. • We were the biggest traders of wool and other products to Europe from our port, that is the reason we have a lamb and mermaids on Page 105 Page our coat of arms. • We think this is a good opportunity for the market to reflect our long trading history. • When we have thought about what we want to have in our market we have considered tourists and our town’s occupants.
BOSTON MARKET REVIEW • The area that has the auction market is a mix of different types of stalls, fresh fish, clothes, pet foods, fruit and vegetables, antiques and the auctioneers.
• It was difficult for us to get around to look at the items for sale. If we Page 106 Page were using a wheelchair or walking sticks, or were pushing a pushchair we would have found it impossible and possibly dangerous to get between the items laid out on the floor.
• The stalls were all different colours and some had canopies, others no canopies at all and there did not seem to be any theme, this made it look more like a car boot sale and not a part of the town market
• We could not see any signs directing us to the market in the main town square, or advertising the other types of goods for sale. BOSTON MARKET REVIEW
Looking at the canopies over the stalls we think that we could use the colours of the Lincolnshire flag to make
Page 107 Page everything more attractive.
Tourists to our town would get the first impression that we are proud of our market and our county and they would know that we value our market because we have invested money in it to make it look fantastic
BOSTON MARKET REVIEW
• The main market has loads of large rubbish bins for the traders and these are dirty and are placed near the food stalls. We know that these stalls need to dispose of their rubbish and we are pleased that they do, but the bins do Page 108 Page not look hygienic near the food.
• The pavement is quite even but we think that the curbs are not easy enough to see and people might find this a danger. There are only a few ‘drop curbs’ so wheelchairs and pushchairs would find this a problem. Also people with shopping trolleys would have difficulties.
• With the buses and cars going through the town there is a danger to members of the public. If you are deaf then you would not hear the buses and you might think that the market is pedestrianised. BOSTON MARKET REVIEW • To get from the Bargate Auction Market to the Market Place the roads are busy. If you can’t move very quickly there is a high risk that you might have an accident.
• If the market were pedestrianised then everyone would be safer and there would be room for more stalls and entertainment.
Page 109 Page • We did see some bins for the public to use but these are also tatty and dirty. We think that there could be more bins around the town to encourage people to not drop litter.
• Increasing the seating areas in town would be good for everyone. There are only seats near the Boston Stump and the catering stall but this does not encourage market users to spend much time in the market and does not promote the town as a visitor attraction.
BOSTON MARKET REVIEW • If you are visiting our town, how would you know that there is a market every Wednesday and Saturday? We feel that there is not enough advertising for our market and there are also not enough signs directing you to the two parts of the market.
Page 110 Page • We have several historic buildings in our town and we were not able to see any advertising for these buildings apart from the Boston Stump.
• We have little side streets and pathways full of shops but these are also not well advertised so visitors to our town could miss out on the range of shopping opportunities we have.
• When you get to the main market square there are several empty shops and this is not a good first impression of the town. There are tatty posters on the windows and the buildings need to be redecorated and made to look smart. BOSTON MARKET REVIEW We live in a multicultural town and we could show this in our market by having the advertising in several languages. It can be difficult for some shoppers to know what items are called if they are just learning English, this would help them and make them feel more welcome.
We have a well advertised Christmas market each year but our many local
Page 111 Page nationalities are not showing us traditions and customs from their countries. Many people travel to Europe for a ‘Traditional Christmas Market’ but we should encourage our local townspeople from different countries to bring their traditions and foods to us all.
To generate more visitors and shoppers to our market we could expand the farmers market, encouraging local people selling their own products and produce. Having half stalls for rental is also an opportunity to reduce the cost of a stall, this would be attractive to a small trader.
BOSTON MARKET REVIEW • The facilities in the town are run down. There are toilets in Oldrids and the local restaurants but we do not feel that is enough. How would a visitor to our town know where to find the toilets?
• With the historic buildings in our town we should encourage visitors to see the Boston Stump, The Guild Hall and Fydell House. Also inviting the Sibsey Trader Mill
Page 112 Page and Heckington Eight Sail windmill to have stalls at our themed market days to sell their produce.
• Our town theatre is also historic and we could make our town a venue to visit on Market days by joining with these organisations.
• Some of the stalls are not a good advertisement for our town. The VAPE advertising could encourage children to smoke and it is the first advert you see as you walk into the main town market
• Craft stalls are very popular and many local people are very creative, another event in the market calendar could be craft stalls with groups like the W.I. and Rotary. BOSTON MARKET REVIEW • Having seen the market on a school day we feel it was not very busy. There were not many stalls and there was a lot of wasted space in the market place. To encourage the growth of the market you could have theme events on particular dates in the year, for example, a children’s market inviting schools in the area to get involved.
Page 113 Page • Music events and entertainment in the market would encourage visitors to come into the town. Lincolnshire Music Service and The Sam Newsom centre could be invited into the market.
• Asking Boston College Catering department to have a ‘masterclass’ demonstration run by their students would help the students in their course and get people into the market. This would need to be advertised and could be a regular event in the town at the same time as the farmers market so that ‘foodie’ people are in the market. BOSTON MARKET REVIEW What do we want to see in our market?
Families are able to get everything they want from the market.
Page 114 Page Toys, fashionable clothes for young people, books and equipment for school, technology and gaming, sports equipment, a variety of different foods and sweets.
We need to get the whole community involved and include all age groups.
We also want our town as a tourist place to show how fantastic our community is. We must include all nationalities and get everyone to make Boston the best town to live in.
BOSTON MARKET REVIEW IN CONCLUSION Be proud of our market and show clear signage for Boston and its history and other retail opportunities. Offer more seating for the shoppers to make this more of a tourist town. Safety in the market, pedestrianisation and more space for stalls. Turn Boston Market into a place for learning with a ‘masterclass’ cookery demonstration run by the students. Offer half stalls for rental to reduce the cost of a stall to attract smaller traders and
Page 115 Page families. No more multi-coloured canopies, Lincolnshire flag, be proud of our County
Makeover the empty shops and redecorate the fascia's. Advertising in several languages in the market but control the bad advertising from VAPE. Retail opportunities for a farmers market and other shops in the town. Keep Boston litter free with more rubbish bins for the public and relocate the rubbish bins away from food stalls. Entertainment and music for the enjoyment of the public. Target new stall holders and hold a children’s market inviting all the local schools. BOSTON MARKET REVIEW Thank you for the opportunity to participate in this consultation. We look forward to seeing our market develop and become the heart of our town
Page 116 Page
Page 117 This page is intentionally left blank Appendix E
Formatted: Left Formatted: Right: 1.5 cm
MARKETS POLICY & TERMS AND CONDITIONS OF LETTING
BOSTON BOROUGH COUNCIL MUNICIPAL BUILDINGS WEST STREET BOSTON LINCOLNSHIRE PE21 8QR
April 2017 – next review due September 2018 if not before
Page 119 Index
1. AIMS AND OBJECTIVES 2. GOVERNANCE 3. PERFORMANCE MONITORING 4. FREQUENCY 5. MARKETS ON BANK HOLIDAYS 6. CAR BOOT SALES 7. SPECIALITY MARKETS 8. TENANT MIX 9. TRADING ON BOSTON MARKET 10. CHARITIES AND NON-COMMERCIAL ORGANISATIONS 11. FEES 12. INDEMNITY AND INSURANCES 13. TRANSFER OR SUB-LETTING OF STALLS/PITCHES 14. ABSENCE FROM THE MARKETS 15. TERMINATION OF LETTING 16. GOODS TRADED 17. CHANGES IN GOODS TRADED 18. LAYOUT 19. STALL & PITCH BOUNDARIES 20. CONDUCT 21. HEALTH & SAFETY 22. STALLS – ERECTION, DISMANTLING, USE AND DAMAGE 23. COMPLIANCE WITH FOOD SAFETY REGS 1990 24. SALE OF ILLEGAL OR INAPPROPRIATE GOODS 25. CORE TRADING TIMES 26. ALLOCATED PITCHES 27. VEHICLES 28. REFUSE REMOVAL 29. EXTREME WEATHER CONDITIONS 30. COMPLAINTS 31. CHANGES TO THIS POLICY
1. AIMS AND OBJECTIVES
1.1 To maintain the operation of a Saturday and Wednesday market originally granted by Charter in 1545.
1.2 To preserve the market’s joint function as an economic entity and visitor attraction by offering a diverse and attractive range of goods and services to shoppers and visitors.
1.3 To seek to manage the market on a cost neutral basis whilst providing the wider benefits to the town from having a vibrant town centre market.
2. GOVERNANCE
2.1 The market is part of the Council’s Town Centre Services section and is directly operated and managed by officers within Town Centre Services. The following personnel have responsibility for operating and managing the market: April 2017 – next review due September 2018 if not before
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The Market’s Officer is responsible for day to day market operations.
The Town Centre Services Manager will act as line manager for all market operations.
The Head of Built Environment & Development Place & Space will act as Head of Service for all market operations.
The market will be subject to the Council’s audit process.
3. PERFORMANCE MONITORING
3.1 The performance of the market will be monitored in terms of: a) Market occupancy rates b) Income & costs in the context of the objective to operate on a cost neutral basis c) The Council’s Annual Satisfaction Survey
4. FREQUENCY
4.1 The Council will hold Markets every Wednesday and Saturday throughout the year.
4.2 There will be a maximum of 3 days where markets will not be held to allow for the annual May Fair. The May Fair will run for 8 days in total.
4.3 There will be a maximum of 2 days where markets will not be held to allow for the annual Christmas market and Christmas period.
4.4 Details of all markets to be held will be published at the start of each year (January) on the Boston Borough Council website.
5. MARKETS ON BANK HOLIDAYS
5.1 When Christmas Day, Boxing Day or New Years Day (public holidays) fall on a Boston market day, no market shall be held. Any markets lost from the annual allotted number, and paid for in advance through annual, quarterly or monthly payments will be credited to those traders affected.
5.2 Where circumstances arise as in 5.1, the Council shall endeavour, where possible, to offer an alternative, specified trading day. This provision shall be made subject to demand and as deemed appropriate by the Council. Attendance at any such alternative market is not obligatory for market traders.
6. CAR BOOT SALES
6.1 A copy of the Council’s car boot policy is attached as Appendix 1.
April 2017 – next review due September 2018 if not before
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7. SPECIALITY MARKETS
7.1 The Council may, where it considers it appropriate, encourage and support certain speciality markets providing they do not negatively impact upon the regular Wednesday and Saturday Markets. Such markets might include, but are not restricted to, farmers’ markets, Christmas markets, continental markets, and antiques and craft fairs.
8. TENANT MIX
8.1 In order to ensure the viability of Boston Market the Council will ensure that the market offers an extensive range of goods but does not have an excess of regular traders selling any particular type of goods. A list detailing the preferred number of traders selling a particular type of goods will be maintained for regular traders. A copy of the Tenant Mix is attached as Appendix 2. Market applications will be determined through Officer delegation.
9. TRADING ON BOSTON MARKET
9.1 Traders at Boston Market are categorised as either Regular or Casual Traders.
a) Regular Traders. Traders are deemed to be regular traders when they have stood at Boston Market for 4 consecutive trading days (this can be consecutive Wednesdays, Saturdays or a mix of Wednesday and Saturdays) and have met all of the criteria below. Traders categorised as regular traders will be offered where possible, the same stall/pitch for each market they attend; however locations may differ from Wednesday to Saturday.
b) Casual Traders. Traders are deemed to be casual traders when they attend Boston Market intermittently and meet the criteria below. Casual traders will only be offered a stall/pitch subject to availability and will not be entitled to stand at the same location each time they attend. Casual traders will only be able to occupy a market stall/pitch when directed to do so by the Council’s Market’s Officer.
9.2 Permission to commence trading on Boston’s markets, whether as a regular or casual trader, is subject to compliance, by the trader, with all the following conditions:
a) Receipt of a fully completed and signed application form accepting compliance with the Market Terms and Conditions.
b) Receipt of a copy certificate demonstrating valid Public Liability Insurance against an amount of not less that £5,000,000 (5 Million Pounds).
c) Receipt of a copy of current Electrical and Gas safety certificates for any equipment that is to be used on Boston market. All electrical equipment is also to be PAT tested and appropriately labelled.
9.3 Where any of the above documentation has not been received by the Council in advance, or is not passed to the Markets Officer upon arrival at the market, then the trader will not be permitted to trade and will be asked to leave immediately. April 2017 – next review due September 2018 if not before
Page 122 9.4 Written notice must be provided where a regular trader wishes to change their trading state. This must be sent to the Town Centre Services Manager.
9.5 Traders at Boston Market are not permitted to smoke or vape within the vicinity of the market. Formatted: Indent: Left: 0 cm, First line: 0 cm 10. CHARITIES AND NON-COMMERCIAL ORGANISATIONS
10.1 Where the market can be let to capacity to commercial traders, no charities or non-commercial organisations shall be permitted to stand.
10.2 All applications from charities and non-commercial organisations shall be treated in the same way as applications from commercial traders. However, each of these organisations shall be permitted to stand, free of charge, for the first market attendance in each financial year. Attendance at subsequent markets, up to a maximum of four per financial year, shall be chargeable at the full rate.
10.3 Each and every market appearance by a charity or non-commercial organisation must be supported by a separate application. Any and all such applications are to be referred to the Market’s Officer for approval. In the absence of the Market’s Officer, all such applications should be referred to the Town Centre Services Officer or Manager. The approving officer must sign and date the application stating the decision and the reasons supporting that decision. These applications remain at the absolute discretion of the Council.
10.4 Boston Borough Council reserves the right to stand at any time to promote awareness of its own services where appropriate.
10.4 No organisation should be able to stand to promote and/or influence the public in a political manner.
11. FEES
11.1 The fees payable for the hire of the market stalls or pitches shall be reviewed and set annually by the Council. Fees shall be set in each case relating to the size and/or number of stalls or pitches occupied by the trader and any additional trading area occupied by the trader. A table of current market fees is attached at Appendix 23 to this policy.
11.2 Fees payable by traders shall be paid by one of the following means:
a) Cheque, made payable to Boston Borough Council, presented to the Markets Officer on market days (daily or monthly).
b) Standing Order.
c) Cash, paid to the Markets Officer on market days (daily or monthly).
d) Card payment via reception at Boston Borough Council offices
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Page 123 e) Card payment via telephone to Boston Borough Council
Although the Council accepts all methods of payment for goods and services provided (cash, Cheque, debit/credit payments, BACS, standing order, direct debit) we prefer that cash transactions are avoided, electronic methods are the Council’s preferred payment methods.
11.3 Regular traders who elect to pay monthly or quarterly in advance will be eligible to take advantage of any discounted rates that the Council may decide to offer when reviewing and setting the annual charges. Where a trader elects to pay monthly in order to take advantage of any discounted rates, payment is to be made on, or as close as possible to, the first trading day of the month. Failure to make payment after a trader’s first trading day of the month will remove the right to the discount.
11.4 Where a regular trader is trading on both market days in each week, arrangements may be made for a single cheque to cover two market attendances, payable on the first day of attendance.
11.5 Where a trader pays rent in advance the amount due will be adjusted to take account of any forthcoming holidays that the Council has been notified of. If a trader pays rent in advance and has justifiable reason to miss a market the rent for the market missed will be credited to the next month. Refunds will only be offered to traders if they have paid in advance and have justifiable reason to leave Boston Market during the period they have paid for.
11.6 All fees are subject to at least an annual review and changes are reported as part of the Council’s ongoing budgetary process.
11.7 All fees must be paid up front or in full on the day, no debt accrual will be allowed.
12. INDEMNITY AND INSURANCES
12.1 Traders shall indemnify the Council from and against all claims, damages, loss, expenses and costs in respect of any explosion, fire, accident or injury to any persons or property which may have arisen as a result of or in connection with the occupation or use of any stall or pitch on any part of Boston’s market.
12.2 Proof of indemnity against an amount of no less than £5,000,000 (five million pounds) shall be presented upon initial application for the holding of a market stall and annually upon renewal of such insurance.
12.3 Insurance documents will be requested fourteen days prior to the expiry date held on record. Failure to provide valid insurance for either casual or regular traders will mean immediate dismissal from the market.
13. TRANSFER OR SUB-LETTING OF STALLS/PITCHES
13.1 The transfer or sub-letting of stalls and pitches, or any part thereof, is strictly prohibited.
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Page 124 13.2 In the event of a trader disposing of his or her business to another trader, a new application for permission to stand on Boston’s market shall be completed by the purchasing trader and submitted to the Council for consideration. The Council, for its part, shall not unreasonably withhold permission and shall, where possible, allocate the same stalls or pitches as previously used by the vendor trader. The purchasing trader shall not stand prior to receiving the necessary consents.
14. ABSENCE FROM THE MARKETS
14.1 Regular traders are permitted absence from the market, without payment, for up to four markets if trading once per week, or up to eight markets if trading twice per week. The absence period will run from 1st September-31st August. If BBC are not notified of the leave, full payment will be required for the market.
14.2 Fees remain payable during any additional periods of absence if the trader wishes to resume trading under designated “regular trader” status. Where fees are not received for additional periods of absence; the trader shall assume designated “casual trader” status upon their return. A quarterly absence report shall be run to monitor leave; any outstanding rents will be billed as required.
14.3 The Council reserves the right to let vacant stalls and/or pitches to casual traders during periods of absence regardless of the category of goods traded by that casual trader. However, The Council will aim to ensure a casual trader does not sell the same goods as where a regular trader would stand.
14.4 In the event of unavoidable absence by a trader through illness, or delay by vehicle breakdown or other reasonable cause, the Council will guarantee the stall or pitch until 08.15 hours only, provided that the trader concerned has reported the anticipated delay to the Market Officer on his mobile telephone number by 08.00 hours on the market day concerned. A later time may be agreed at the absolute discretion of the Markets Officer and in exceptional circumstances only. The Council reserves the right to re-let the stall/pitch after 08.30 hours or after such other time as may have been agreed at the discretion of the Markets Officer.
14.5 Following absence by a trader of four consecutive markets, without proper notification of the cause of absence, the agreement for that trader shall be terminated and the stall/pitch re-let. All letting fees are due to the Council up to and including the date of termination.
15. TERMINATION OF LETTING
15.1 The Borough Council has the absolute right to terminate the letting of a stall or pitch, with immediate effect in the event of:
a) Breach, by any trader, of the Markets Policy
b) Breach, by any trader, of any legislation pertaining to the operation of the market
15.2 Where immediate termination is deemed appropriate, the trader will be ordered, by the Council, to leave the market and shall, within 10 days, be notified, in writing as to the reason or reasons for termination.
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Page 125 15.3 Where the breach is deemed not serious enough to warrant immediate termination the breach will be dealt with as follows:
a) First Breach. Trader issued with a written warning which is recorded by the Formatted: Space After: 0 pt Council on the trader’s file.
b) Second Breach. Trader issued with a further written warning which is recorded by Formatted: Space After: 0 pt the Council on the trader’s file.
c) A third breach shall result in either suspension from the market, for a term to be determined by the Council or termination of the letting. The trader shall, within 7 days, be notified, in writing as to the reason or reasons for the suspension or termination.
16. GOODS TRADED
16.1 All goods sold must comply with the Sale of Goods Act 1979 (as amended) in that they must be: as described (either verbally or on the label or packaging or otherwise) of satisfactory quality fit for purpose unless, prior to sale, any defects are brought to the attention of the buyer or where any such defects would be obvious to a prudent buyer
16.2 All goods sold must also be lawfully in the possession of and lawfully offered for sale by the seller.
16.3 All traders shall ensure that they are in a position to issue a written receipt showing the trader details, where this is requested by the purchaser.
16.4 A letter shall be issued to traders to confirm the goods they can trade as described in their application form.
17. CHANGES IN GOODS TRADED
17.1 In the event of a trader wishing to make a material change in the type or range of goods traded, then a new application to trade on Boston’s market shall be completed by the trader. The Council, for its part shall not unreasonably withhold permission, but shall determine the application having due regard to the currently adopted tenant mix. The trader shall not make any material changes in the type or range of goods traded prior to receiving the necessary consents.
18. LAYOUT
18.1 The Council reserves the right to alter the layout of the market from time to time in order to accommodate any works or other activities that are beyond the Council’s control in the Market Place, Wide Bargate or Bargate Green. Wherever possible, such changes will be notified to the traders affected by the changes in advance of market days.
18.2 The Council reserves the right to permanently alter the layout of the market in the Market Place, Wide Bargate or Bargate Green, subject to prior consultation with
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Page 126 the market traders and/or their representatives. The Council’s decision in this matter shall be final.
19. STALL & PITCH BOUNDARIES
19.1 Traders shall not, without specific approval from the Council, place goods or refuse or in any way occupy any area beyond the boundaries of the stall or pitch rented to them. This applies to all such goods or refuse whether placed on the ground, on tables, boxes or rails or suspended from the frame of the stall. The boundary of the stall is defined as an area enclosed by the frame of the stall as supplied by the Council and for which the trader has agreed to pay a fee at the prevailing rates set by the Council. The boundary of a pitch is defined as an area agreed between the trader and the Council.
19.2 The Council shall permit extensions to stalls or pitches, at its discretion, where to do so would not impede the operation or safety of the market or the pedestrian flow nor prejudice the safety of the users of the market. Erection of extensions to stalls will be in agreement with the Markets Officer and subject to the extension not causing any obstruction to the market. The Council reserves the right to charge for any additional space occupied outside the usual stall or pitch boundary and shall be based on the prevailing rates for the letting fee of pitch space, (based on width per foot), as set by the Council.
20. CONDUCT
20.1 Traders shall at all times conduct their business in an orderly manner without causing obstruction of the market or interfering in any way with the business of another trader and in compliance with instructions given from time to time by the Council.
20.2 Traders shall conduct their business in a lawful manner meeting all legislative requirements relevant to the operation of their business.
20.3 Traders shall at all times exercise courtesy towards other traders and members of the public passing through the market.
20.4 The Council will not tolerate any form of abuse or violent behaviour.
20.5 Failure to adhere to these requirements shall result in those traders found to have broken these rules being subject to the “termination of letting” procedures at Clause 15.
21. HEALTH & SAFETY
21.1 All traders have a legal responsibility to safeguard their staff, members of the public and any other person who has cause to use their stall. Traders are required to comply with all health and safety legislation and must report to the Council any reasonably foreseeable hazards that they do not have control over. Traders must comply with any reasonable requests made by the Council in respect of health and safety.
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Page 127 21.2 A health and safety inspection shall be carried out, by the Council, during each market. All observations and action taken shall be recorded. A copy of the report shall be held on file and made available for inspection if required. The inspection shall take into account, but shall not be restricted to:
a) stall frames b) stall frame safety pins c) cables d) electrical supplies and equipment e) stall holders’ trading practices f) obstructions g) vehicular movement
21.3 A copy of the Health and Safety inspection sheet is at Appendix 34 to this Policy.
22. STALLS – ERECTION, DISMANTLING, USE AND DAMAGE
22.1 The erection and dismantling of Council market stalls is the responsibility of the Council and its’ employees. No other persons are to erect or dismantle Council market stalls.
22.2 Once erected, no stall supplied by the Council shall be removed, disconnected, dismantled by any trader. If there are any concerns about this, traders should liaise with the Market’s Officer.
22.3 Stalls will be erected on the evening/night before the market takes place i.e. Tuesday and Friday. Stalls will be erected between 5pm and 7pm; however these times may change to suit Boston Borough Council operational needs.
22.4 Where covers have been provided to traders for stalls, these covers remain the property of Boston Borough Council and are not to be used on other Markets away from the Borough.
22.5 Traders are to supply their own pins for their stall/stalls; the Markets Officer will complete ad-hoc checks as part of the health and safety inspection for the Market. Failure to supply the pins will result in immediate dismissal from the market. Pins may be purchased, when in stock, at the price of £1.50 for a set of four from the Borough, for the trader to keep. A receipt will be provided to the trader for this purchase.
22.6 Traders are to ensure they have sufficient weights and fastenings to support the stall/stalls in inclement weather conditions.
23. COMPLIANCE WITH FOOD SAFETY REGS 1990
23.1 All traders of hot or cold food will be required to comply with all relevant legislation and must have registered their business with the local authority. Standards to which traders must adhere are attached as Appendix 45. Traders are required to provide evidence of the registration to the Markets Officer.
23.2 All traders of hot or cold food must have a food hygiene rating of 4 or 5 in order to be able to stand on the market. April 2017 – next review due September 2018 if not before
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23.3 Council Environmental Health officers will routinely inspect food trailers. Any serious or persistent non-compliance with current legislation will result in the termination of lettings procedure being enacted.
23.4 Any action taken under the termination of lettings procedure does not preclude the Council from taking formal action for non-compliance of food safety legislation.
24. SALE OF ILLEGAL OR INAPPROPRIATE GOODS
24.1 The Council reserves the right to terminate any letting or to refuse any application on the grounds of illegality or inappropriateness of goods traded. Such goods include, but are not limited to: pornography, knives used for non culinary purposes, BB guns, replica guns, ornamental weapons, drugs of any class, items displaying profane text or images.
24.2 No trader shall sell any item that contravenes any of the following, or similar associated legislation:
a) Trade Descriptions Act 1968
b) Video Recordings Act 1984 c) Copyright Designs & Patents Act 1988
d) Trademarks Act 1994
25. CORE TRADING TIMES
25.1 Core trading times are those hours during which Stalls and pitches must be occupied and trading. Core trading times on Boston Market are:
08.30am to 3.30pm
25.2 Regular traders must take occupation of their pitch by 8.00 a.m. Casual traders shall be allocated a pitch as early as possible after 8.00 a.m., subject to availability.
25.3 In cases of extreme weather, trading times may be altered. See Section 29.
26. ALLOCATED PITCHES
26.1 All regular traders should, wherever possible, be allocated the same pitch each Wednesday, or each Saturday.
26.2 Traders who regularly attend each Wednesday and Saturday should, wherever possible, occupy the same position on both days. Where this is not possible, the Council will allocate a pitch as near as possible to the regular position, according to availability.
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Page 129 26.3 In all cases, the allocation of stalls remains at the absolute discretion of the Council.
26.4 Casual traders will be allocated available pitches on the day of the market.
27. VEHICLES
27.1 All traders’ vehicles and trailers must be unloaded immediately after the trader has taken occupation of the stall. When unloaded, traders must remove their vehicles from the market before commencement of trading and in any event, no later than 08.30 a.m. unless permission has been granted by the Market’s Officer.
27.2 Where it can be demonstrated that it is essential to a trader’s commercial operations that a vehicle remains on the market, this shall be permitted, where possible, with the prior agreement of the Council. Parking fees will be payable for such vehicles.
27.3 All traders’ vehicles which are parked off-site and in Council operated car parks shall display a valid parking permit, issued by Boston Borough Council or a valid pay and display ticket. The Council will make known to traders those car parks where traders’ vehicles can be parked.
27.4 Traders shall not return their off-site vehicles to the market during core trading times (as detailed in clause 25), nor shall on site vehicles be removed from the market during core trading times. In the case of emergency, as declared by the Council, or in the case of adverse weather conditions, as declared by the Council, these regulations may be relaxed either in individual cases, or collectively according to the circumstances. At the close of the market, traders must cease trading no later than 5.00 pm and the Market Place be vacated by 5.30 pm at the latest.
27.5 Vehicles driven by traders shall access the Market Place by means of the Town Bridge only and shall exit the Market Place via South Street. Vehicles shall not, except in the case of an emergency, as deemed by the emergency services, enter or exit the Market Place via Strait Bargate, or any other route. Traders in breach of this regulation shall be subject to the “termination of letting” procedure as described at Clause 15 of this document.
28. REFUSE REMOVAL
28.1 Traders are required to keep their stalls and pitches and associated areas free from litter/refuse and in a condition to the satisfaction of the Council.
28.2 Traders may pay for additional wheeled refuse containers or bags to dispose of trade waste generated as a result of trading on Boston Market only. These refuse containers must be sited in a position agreed with the Markets Officer. Traders are not permitted to transport refuse from other sites for disposal at Boston market. Free recycling will be available will wheeled refuse containers.
28.3 On no account shall traders dispose of commercial market waste in public bins. April 2017 – next review due September 2018 if not before
Page 130 28.4 Traders found to be leaving waste and not using the correct receptacles could be subject to investigation and clause 15 of the Markets Policy.
29. EXTREME WEATHER CONDITIONS
29.1 In the event of extreme weather conditions where it is considered by the Council or a market trader that a serious risk of injury to the public and/or traders and/or damage to goods exists, the Council reserves the right either to permit the trader to leave the market immediately, to cancel the holding of the market on that day or to call an early cessation to trading.
29.2 Where trading has already commenced and the Council considers it appropriate to require the cessation of trading activity, they shall notify the traders accordingly and supervise the removal of all goods, equipment and vehicles from the Market Place/Bargate Green.
29.3 Where a market is cancelled by the Borough during a market day or a trader is permitted to leave the market early in accordance with 29.1 above, no letting fee shall be payable by the trader concerned if trading ceases before 12 noon on that day. If no such action is taken before this time, then a full day’s rent shall be payable.
29.4 Where a market is cancelled, due to adverse weather, the Council’s decision will be deemed final and all traders will be required to vacate the Market Place/Bargate Green immediately.
29.5 Traders are permitted to take one inclement weather day per trading market to use in weather conditions they deem not fit to trade in.
29.6 Where a trader wishes to no longer trade due to adverse, inclement or extreme weather ‘in their opinion’ they may leave the market after seeking permission from the Market’s Officer. Traders who choose to leave the market early due to inclement weather of their own decision will be charged a full day’s rent.
30. COMPLAINTS
30.1 Any complaint by a market trader shall be directed in the first instance, either verbally, via email or in writing, to the Markets Officer. If the trader considers that the matter has not been dealt with satisfactorily or if the Markets Officer is unavailable, the complaint shall be directed, in writing, to the Council’s Town Centre Service’s Manager.
30.2 If, after referral to the Town Centre Service’s Manager the trader still considers that the issue has not been dealt with satisfactorily, then the Council’s formal complaints procedure should be followed.
30.3 Where there is a dispute between a customer and a trader over goods purchased the Council will advise the customer to try and resolve the dispute directly with the trader concerned. Where it is not possible the customer should refer the matter to the Trading Standards Authority. If the dispute is still not resolved satisfactorily the Council may take action to resolve the matter. In taking any action to resolve a dispute the Council will take into account the Sale of Goods Act 1979 and the conduct of the trader and customer. April 2017 – next review due September 2018 if not before
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31. CHANGES TO THIS POLICY
31.1 This policy will be reviewed every three years or sooner and changes will be made where deemed necessary. Structural changes may be implemented without formal committee approval, but only after consultation with the relevant Head of Service.
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APPENDIX 1 CAR BOOT SALES
SPECIAL CONDITIONS LAID DOWN BY BOSTON BOROUGH COUNCIL ON THE HOLDING OF CAR BOOT SALES FOR CHARITABLE PURPOSES.
The Borough Council, as the Markets Authority, have considered the position of charities and other recognised voluntary organisations seeking to raise funds for good causes by the holding of car boot sales (including indoor "car boot sales") and have agreed to consider granting permission for such sales under the following conditions:-
(1) Any space letting fee goes wholly to charity or other recognised voluntary organisations;
(2) Sales can only be from cars and if stalls or tables are used they must have been carried in the boot of that car to the sale;
(3) Not more than four car boot sales shall be held at a particular site in any one year;
(4) Only private individuals shall be permitted to sell surplus household articles. No commercial traders will be allowed; and
(5) No car boot sales shall be held on a Wednesday or Saturday within 62/3 miles of Boston town centre.
GUIDANCE NOTES
1. The object of this system is to preserve the rights of the Council under their Market Charter and to stop the growing practice of professional stallholders attending car boot sales and setting up what can be in effect a market.
2. Sales will be monitored to ensure that the conditions are being complied with. Contravention of the conditions may result in any future application being jeopardised.
3. Please note that Condition 2 prohibits the use of vehicles other than cars (e.g. vans, trailers, transit vans, caravans and buses).
4. The Council have granted delegated powers to officers to approve, but not refuse car boot sale applications. In order to avoid disappointment, it is recommended that applications be submitted at least 6 weeks in advance of the proposed date of sale to enable the application to be considered by the Committee if necessary.
5. If car boot sales are held on Sundays then the legislation with regard to Sunday Trading must be observed.
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Boston Market Tenant Mix APPENDIX 2
The list below details the current Tenant Mix for Boston Market.
The agreed optimum number of stalls on the main market is:-
Market Place Goods Traded Remarks 5 Ladies clothing and fashions 3 Men’s Clothing 2 Nightwear 2 Sports Wear 5 Fruit and veg 4 Cut flowers, plants, shrubs 2 Sweets, crisps, drinks 2 Hair care, perfume and cosmetics 3 Underwear 2 Net curtains 2 Knitwear 3 Hats, Caps and Socks 2 Shoes, footwear 2 Children’s clothing 2 Greeting cards 2 Meat & game 2 Pet foods 3 Snack bars 2 Doughnuts 2 Tools 2 Books / magazines 2 Cakes, pies, pastries 2 Eggs, chicken, poultry 2 Bags, suitcases 2 Stationery 2 Entertainment goods tapes, CD’s, DVD’s, Vinyl etc 2 PC & Console games 2 Haberdashery 2 PC hardware / software 2 Cycle spares 2 Fishing tackle 2 Fresh fish 2 Household textiles, soft furnishings, material. 2 Crockery 2 Cutlery 2 Pictures, frames, portraits 2 Toys and models 2 Vax, Hoover spares and parts 2 Watches, batteries 2 Window blinds April 2017 – next review due September 2018 if not before
Page 134 2 Workwear, overalls etc. 2 Carpets and rugs 2 Coins, badges and memorabilia 2 Cheeses 2 Crafts 2 General household goods 2 Double Glazing 2 Army Surplus 2 Jewellery 2 Key Cutting, Locks 2 Reading Glasses 2 Sunglasses 2 Mobile phones and accessories 2 Fresh Olives 2 First Aid Equipment 2 Engraving (Not key-cutting) 2 Smoking Accessories 2 Car Products 2 Baby Clothes 2 Aromatherapy Products 2 Electrical Household Products 2 Garden Accessories/Furniture 2 Prams/Pushchairs 2 Antiques/Collectable items 2 Dance Wear 2 Ice Cream 2 Wool/Knitting Patterns 2 Hand Made Candles 2 Hand Made Soaps 2 Face and Body creams and lotions 2 Costume jewellery Notes
1. Bargate Green will have a maximum of 25 stalls in addition to the Auction Site with only one stall selling any particular line of goods. In the event of there being a strong demand for any line of goods traded, the council reserves the right to increase the number of stalls selling that line to 2.
The above list provides guidance on the maximum number of stalls permitted to sell particular lines on Boston Market. Whilst the numbers of stalls selling each line should not be exceeded, Boston Borough Council reserves the right to limit any line to less than the permitted maximum in order to protect the buoyancy of the market.
No trader should opt to sell a mix or more than 4 of the above categories. Traders should advise Boston Borough Council if they would like to alter their trading mix
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APPENDIX 23
Table of Fees and Charges to Trade at Boston Market 2017/2018
The following fees are payable by traders to trade on Boston Market
Charging Item Current Charge (£)
Regular Traders
Market Place & Bargate Green Per Council Stall (10ft) Per Market £23.00 Per Market (monthly in advance) £21.00 Per Market (quarterly in advance) £20.00 Per Market (annually in advance) £19.00 Pitches (per 1ft frontage) Per Market £1.70 Per Market (monthly in advance) £1.50 Per Market (quarterly in advance) £1.40 Market Place Sundries (daily charge) Vehicle Space (Bargate only) £6.20 Electricity (other than for lights in winter) £2.00 Trade Waste bin 1000l £12.90 Trade Waste Bags – sold in rolls of 10 £1.20 each bags Parking Permits Purchasing a 3 hour ticket enables all day Permit free parking when displayed with your market trader permit – limited car parks only Parking cost - £2.50 Payable in car park machine
Casual Traders
Market Place & Bargate Green Per Council Stall (10ft) Per market £26.00 Pitches (per 1ft frontage) £2.10
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BBC Health and Safety Inspection APPENDIX 3 4
Date - ______Market -
The following checks are to be made by the Markets Officer during every Wednesday and Saturday Market:
Observation Comments, Action taken Further Action Required 1. Market Stalls. All market stalls are to be checked to ensure that they are in a safe condition. In the event of any stall being found in an unsafe condition the Markets Officer is to prevent use of this stall. If the stall is a Council stall contact the Stall Erection Team Supervisor to arrange for a replacement stall to be provided. 2. Stall frame safety pins. Ensure pins are in traders stalls, make a note of location of which stalls reviewed. 3. Electric Cables. All electric cables are to be checked to ensure that they do not pose a trip hazard. Any cables found that are considered to be a trip hazard should be removed or covered with appropriate matting, if sufficient available. Where April 2017 – next review due September 2018 if not before
Page 137 matting not available make a note. 4. Electrical Supply Boxes. All electrical supply boxes are to be checked to ensure that they are locked during market operations. At the end of each market the Markets Officer is to ensure that all electrical supply box doors are correctly located and secured.
5. Stall holders’ trading practices. When completing check of market ensure you cannot see any items that should not be sold, i.e. firearms, knives, inappropriate adult content. 6. Gangways/Obstructions. All gangways through the Market and between stalls are to be checked to ensure that they are not obstructed. Any obstructions are to be removed immediately when they are found. 7. Vehicles. Vehicles are to be checked to ensure that only those vehicles that have permission are parked behind market stalls. Vehicles are to be parked in a manner that does not cause an obstruction. Where unauthorised vehicles are parked in the market place the Markets Officer is to summon assistance from Lincolnshire County Council to deal with the vehicle.
Any further comments:
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At the end of the market the Markets Officer is to liaise with the Supervisor of the Street Cleansing team and the Supervisor of the Stall Erection team to ensure that they have completed their operations.
Name……………………………… Signature………………………..……. Date……/……/……….. APPENDIX 45 Boston Market Standard Conditions for food business operators
The Council recognises the need for stringent food safety procedures in the prevention of food borne illness. The following conditions have been devised to ensure food businesses trading on Boston Market have appropriate food safety procedures. The conditions neither replace nor override existing or future food safety/labeling legislation but must be complied with. Failure to do so may result in the business being prohibited from trading on Boston Market and/or formal legal action being instigated which may include prosecution and the seizure of any unsafe food.
1 All food businesses must; A) Provide evidence (letter from registering authority) that the food business is registered in accordance with the requirements of Regulation EC 852/2004 Article 6 (2) B) Ensure all suppliers are reputable and details of suppliers are available for inspection on Market days C) Have a food safety management system compliant with the requirements of Regulation EC 852/2004 Article 5. The procedures need not be complex but must accurately describe food activities carried out and food safety controls. D) Keep all high risk foods (ready to eat cooked meat, dairy and fishery products) at safe temperatures. Food must be kept at or below 80C during storage and transport. During display practical measures must be taken to ensure safe temperatures are maintained especially when the ambient temperature is above 80C. Such measures may involve the use of refrigerated display cabinets and ice/ice blocks but such facilities must be capable of maintaining temperature during the whole time the products are on display. The temperature of such foods must be checked at set up and regularly (every two hours when the ambient temperature is above 15oC) during display and records kept for inspection. E) All high risk foods (ready to eat cooked meat, dairy and fishery products) must be protected so as to minimise the risk of contamination during transport and display F) Provide the following evidence for all high risk foods (ready to eat cooked meat, dairy and fishery products); Name/type of the product contact details of the producer including if relevant a ‘health mark’ (This is a unique number which confirms the producers is approved to produce products of animal origin i.e. meat, fishery, egg and dairy) April 2017 – next review due September 2018 if not before
Page 139 ‘Use By’ date. this can only be determined by the producer and must not be changed Storage instructions. This can only be determined by the producer
2 Food businesses handling unwrapped high risk foods and/or cooking foods (in addition to A to F above) must; G) Comply with the Food Standards Agency guidance - E Coli 0157 Control of Cross Contamination. This can be downloaded at www.food.gov.uk H) Have food handlers who are trained and/or supervised and instructed in food hygiene matters I) Provide a suitable and sufficient structure which permits good food hygiene practice. The structure of the food unit must protect food and equipment against environmental elements and other sources of contamination. It must be capable of being kept clean J) Ensure all equipment is maintained in good repair and must be capable of being cleaned and where necessary disinfected K) Provide a separate hand wash basin with separate hot and cold or suitably mixed warm constant water supply. Liquid antibacterial soap and paper towels for hand drying must be available at all times the unit is in operation. The use of non-hand- operable taps is recommended. Hand washing procedures are critical to food safety and strict procedures must be implemented. L) Provide suitable equipment washing sink with an adequate supply of hot water. M) Provide appropriate cleaning chemicals and equipment (including single use wiping cloths). Any disinfectant or sanitiser used must at least meet the official standards of BS EN1276:1997 or BS EN 13697:2001. You can check with your supplier that chemicals meet these requirements. N) Monitor and record cooking temperatures. This will necessitate the use of a digital probe thermometer and disinfectant probe wipes. Cooked foods must reach a safe centre temperature of at least 750C and checks must take place daily and be representative of the different types of high risk foods cooked. Records of temperature monitoring must be available for inspection.
Please note that in order to stand on Boston Market, a food trader must have a food hygiene rating of 4 or 5.
April 2017 – next review due September 2018 if not before
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BOSTON BOROUGH COUNCIL
WEDNESDAY AND SATURDAY MARKETS
APPLICATION TO TRADE ON BOSTON MARKETS April 2016
Full Name(s):
Trading Name (if different from above):
Address: Postcode:
National Insurance Number: Date of birth:
Telephone Number:
Mobile telephone number:
Email address: (Where possible please provide an email address)
Trading Day(s): Wed Sat Wed & Sat
Are you applying for stall(s) or pitch(es)?
Stall(s) Pitch(es)
No. of stalls or Pitch Area required: April 2017 – next review due September 2018 if not before
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Preferred location of stall or pitch: MARKET PLACE (West side)
MARKET PLACE (East side)
BARGATE GREEN
Rent terms: Daily Weekly* Monthly* *in advance
Third Party Insurance: Insurer:
Certificate number:
Extent of liability cover: £:
Expires:
Power requirements:
List of goods to be traded (using the categories provided in Appendix 2):
1.
2.
3.
4.
Any disability or special needs of the trader:
If you are a food trader, please provide documentation to evidence your registration as a food business* *Your food hygiene rating must be 4 or 5
By signing this form I confirm that I have read and understood Boston Borough Council’s Markets Policy and Terms and Conditions of Letting and agree to abide by all of the conditions contained therein.
April 2017 – next review due September 2018 if not before
Page 142 Signed: (Trader)
Date:
For Office Use Only
Insurance Checked & Valid: Yes No
Date First Traded on Boston Markets: ……………………..
April 2017 – next review due September 2018 if not before
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OVERVIEW & SCRUTINY ENVIRONMENT 17 July 2018 & PERFORMANCE COMMITTEE
Present: Councillor Judith Skinner (Chairman), Councillor Yvonne Stevens (Vice- Chairman), Councillors Anton Dani, Paul Gleeson, Jonathan Noble, Sue Ransome and Stephen Woodliffe Councillor Nigel Welton Portfolio Holder
In Attendance: Head of Environmental Operations, Head of Place and Space, Town Centre Services Manager, Democratic Services Officer and Chief Executive observing
95 APOLOGIES
Apologies for absence were tabled from Councillor Peter Bedford with Councillor Paul Gleeson substituting and from Councillors Tom Ashton, Barrie Pierpoint and Stephen Raven with no substitute members.
96 MINUTES
With the agreement of the committee the Chairman signed the minutes of the previous meeting held on the 5 June 2018
97 DECLARATIONS OF INTEREST
No declarations of interest were tabled.
98 PUBLIC QUESTIONS No public questions were tabled.
Addressing the agenda for the meeting the Chairman stated that whilst it was a one item tabled, it was the report from the Task and Finish Markets Review. Although the report was compact in its conclusions, committee members would be required to consider all the proposed changes to the markets policy and also agree or not agree the list of recommendations to take through to Cabinet.
99 TASK AND FINISH GROUP MARKETS REVIEW
The Head of Place presented the report to the committee advising that the review had been agreed to look at improving the offer of Boston Markets. The groups remit was to maintain Boston’s historic market and its unique selling offer, in the ever changing world of consumer buying and to seek to improve the viability and vitality of Boston’s markets, both as a visitor attraction and for the local people.
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The group agreed to replicate the consultation process used in the multi service area parent review ‘Prosperous Boston’, which had been very informative in its findings.
(the Head of Place noted that the markets provision had originally been considered as a part of the parent review: research and investigations had taken place which included a review on comparative markets; consideration of youth markets; changes to the layout of the stalls and the livery of canopies at that time and promotion via various media streams. When the parent group identified the need for a concentrated individual markets review it had already amassed significant supporting information)
The consultation for the Markets Review was initially scheduled over an 8 week period and included liaison with the market traders, local business and members of the public.
On conclusion of the consultations there was an obvious unity from all local businesses and all members of the public in that they wanted the markets to be retained and felt they were a ‘part of Boston’ and provided the town with a key tourist attraction along with a much needed local retail offer used regularly by residents.
1. Local Businesses noted they wanted better promotion of the markets, with many of them referencing the historic large numbers of coach visitors to the town on market days. Many suggested further contact with the tour operators with ideas tabled for split day tours with Lincoln Cathedral and Boston Stump on Wednesdays, and market day specials incorporating local visitor attractions alongside the markets. Many businesses though the idea to change the layout to be a way forward with support for a condensed market area giving the illusion it was full and busy, with the option to expand. Most agreed the need to increase products both in range and quality to entice a wider customer base. Furthermore the majority agreed that there should be no restriction on the number of stalls selling the same products as competition was good for all businesses. Negative comments noted the increased littering within the market place; the tired look and lack of atmosphere and the worn and dull market canopies. Concern was also noted at the lack of obvious signage which was readable: the new signs being noted as attractive but not very easy to spot or read. Finally a number of hospitality providers stated their visitors appeared to appreciate the time honoured look of the market and the individuality of the traditional auction on the green but recent comment from guests also included comments about the volume of litter, dirty looking stalls and the market place looking generally unkempt.
2. The responses from members of the public (both local and visitor) agreed that the market looked run down and tired and they too felt larger signs would be an improvement for direction around the town and to the market where the auctions were held. They further noted that the Council should promote the market better; that the market would be better if in one part of the market place and that improved canopies would smarten the market up. Better quality goods were required and there was overwhelming support that the markets (particularly the Wednesday market) should be pedestrianised on market days.
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3. The third consultation was with the market traders who also felt it would improve the market if it could be pedestrianised on market days to allow a better layout of stalls and access around the market. There was concern noted at the lack of promotion which they felt needed to be improved and include expanding promotion further afield to attract customers.
On conclusion of the initial consultation process the group agreed that when considering the dynamic of shoppers alongside ever changing trends in retail, it was evident a fourth stream of consultation was needed: the views of students (who would likely become the future residents of the town and more importantly, the future customers on the markets), would be required to provide an alternative perspective for their consideration.
Seven local senior schools were contacted with a view to their students undertaking their own review of the markets: four schools responded noting their wish to take part and they were Boston Grammar School; Boston High School; The Giles Academy and Haven High Academy.
An invitation was issued by the Chairman of the group to all four schools to attend a meeting at the Boston Guildhall where the students were officially challenged to undertake their own review and then on completion, to collate the information and produce their own report on their findings including recommendation to improve the markets. The students’ final challenge was to attend a full meeting of the review group and present their report and the take questions from the members of the group along with the Leader of the Council, Monitoring Officer and Portfolio Holder.
The students duly constructed their reports; attended the meeting and presented the reports answering questions from both Councillors and Officers.
The Chairman then invited the respective teachers from each school to speak to the meeting to allow them to advise how the review had assisted in their various studies: it was noted that all four teachers were very positive in that all their students had taken the challenge very seriously and had considered their recommendations in great detail, whilst constructing their final reports.
Key areas for concern across the four reports noted the markets looked tired and dirty. There was no atmosphere when walking around and the stalls were a mix of tatty and rundown alongside a few which looked clean and inviting. It was dangerous in parts when walking around due to ropes; large amounts of litter – the buses and the traffic, and the closeness of some stalls made it feel claustrophobic. The signage was poor with no directional signage from Bargate Green into the main market and the market place looked run down with gaps in the stalls and no cohesion in the structure of the layout.
Key suggestions for improvement included re-zoning of the market place along with the cessation of the bus service to allow the market place to be pedestrianised and safe with improved layout and better access and movement for customers. Improved larger signage; reductions on the amount of litter with better cleaning of the markets throughout the day and improved signage in larger print across the town.
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A ‘welcome arch’ to be installed at the entrance to the market from Narrow Bargate similar to the existing archways to the various lanes in the town to welcome visitors into the market place. Students to be allowed to trade on the markets during school holidays to encourage future traders and new customers. Cultural events, along with street artists’ and musicians to be encouraged to provide a warmer, friendly atmosphere in the market place. A large notice board to be sited in the market place advertising events and promoting the town.
On conclusion of the final consultation exercise with the school, the group met one last time to identify and agree their final recommendations and the amendments to the markets policy. The recommendations were based on the outcomes from all the consultation exercises and supported by the initial research undertaken from the parent review. The group agreed that specific individual recommendations made through the schools review were agreed to be taken forward to Cabinet:
1. a ‘welcome archway’ at the entrance to Wide Bargate from Narrow Bargate which students noted would be courteous to visitors and link up existing archways already in situ within the market place at the entrance to the various lanes
2. Cultural events to add atmosphere to the markets along with musicians and street artistes to create a more vibrant ambience.
3. Students being allowed to trade alongside existing traders in the school holidays to encourage potential future traders and to encourage a new range of customers onto the market.
4. Zoning of the Market Place.
The Head of Place further confirmed that two suggestions from the consultations had already been taken forward: information from the Tourist Information Centre would be available on the Council’s own occasional event stall and a notice board would be installed in due course.
Committee were advised that the remaining recommendations were agreed following suggestions from all consultation streams supported by the initial investigations during the initial parent review.
Prior to moving to debate the Head of Place referred committee to the copy of the Markets Policy on their placement and sought their agreement to the changes the group had agreed, therein:
1. Under 2.2 of the policy a change in name to the Head of Place. Committee noted the change of name,
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2. Under point 8.1 of the policy the paragraph stating ‘A list detailing the preferred number of traders selling a particular type of goods will be maintained for regular traders; - would be removed. What was being proposed was market applications would be determined through officer delegation: they would initially be determined by the Town Centre Services Manager with the Head of Service hearing any appeals. The copy of the Tennant Mix attached as Appendix 2’ would also be removed. Committee agreed removal of the paragraph and of the list at appendix 2.
3. An additional point would be added at point 9.5 stating ‘Traders at Boston Market are not permitted to smoke of vape within the vicinity of the stall. This change came about from the review by the students. Committee agreed the additional condition.
4. An additional point would be added at 26.4 stating ‘Casual traders will be allocated available pitches on the day of the market where spaces are available”. Committee agreed the additional point.
5. The final line under point 28.3 which stated ‘Free recycling will be available with wheeled refuse containers’ – would be removed. Committee were advised that the reason for this was due to ongoing issues where traders used the Council recycling for trade waste they had made previously. Officers’ would be looking at how to take the issue of waste disposal forward. Committee agreed removal of the sentence.
6. The Head of Environment made a point of information in respect of section 23 in the policy stating that the Food Safety Regulation 1990 was obsolete and suggested the heading should be ‘Compliance with Food Safety’ only. It is noted that following the meeting officers were advised that the regulation in question was still applicable and relevant to the policy.
In response to members’ various questions and comments the officers advised:
1. That a casual trader could apply to stand on the market up to 8.30 a.m. on the day of the market, providing their paperwork was in order. Casual traders usually called the previous day to check availability and when they stood the casual traders filled in the spaces not being used by the regular traders. Should a deadline be implemented for application it would deter casual who turned up on the day.
2. There was no age limit in respect of standing on the market. Should the possibility of students wishing to stand be taken forward then insurance would need to be explored.
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3. The change to officer delegation for applicants had been agreed at the tenant mix was too complicated and stifled the opportunity for more traders to come in who may sell elements of items already sold. The list was old and restrictive for the markets team so such a degree that the markets officer could have a waiting list of traders wanting to stand the market to fill the vacancies on the market, but the policy did not permit it.
4. The prohibition of smoking or vaping applied only to the traders and was in respect of doing so in the direct vicinity of their goods. New rubbish bins being positioned within the market place provided cigarette bins and the traders could simply move from their stall to have the cigarette.
5. The monitoring of cash handling was cross checked by a number of officers. The markets officer collected the cash / cheques using a tablet which printed out a receipt for each customer. Once all rents had been collected he totalled the income on the tablet which in turn printed out a receipt of the total collected. The monies were then banked and another officer would then cross check what the system from the tablet said against what had been banked, from the bank statement. The cash breakdown then went to finance who then corresponded the money to the budget codes. Finally the system was checked by audit where it had been found to be working well.
6. Comparison’s had been considered in respect of other market towns with declining markets, during the parent review which had been re-considered during the review. However, Boston still continued to be one of the most prosperous markets in the country and many other towns contacted us seeking assistance and advice on how Boston managed to sustain its position.
7. The market had been previously advertised in the Market Traders Magazine which was directed at active traders but this review had allowed the opportunity for alternative media to encourage brand new traders, future younger traders onto the markets to help to bring a vibrant new element onto the market: the school students having already shown an interest and their entrepreneurial enthusiasm should be supported.
8. Communication with all of the traders took place with the Markets Officer each week who duly fed back their comments and quarterly newsletters were produced for the traders to keep them updated on forthcoming events and relevant information. Historically meetings had been scheduled quarterly with traders but they had been badly attended: the traders were only in Boston on the two market days with many trading over six days across a variety of markets. At the parent review a meeting had been scheduled which had been very badly attended, but the traders had been very open with those members who undertook the one on one consultation exercise with them during market days. Officers were actively encouraging the traders to go on to social media.
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9. Pedestrianisation of the market place was still high on the agenda in Cabinet with meetings being held with LCC to see what was and was not possible. All consultation streams had noted that a pedestrianised market place would be preferable.
10. Whilst Boston was not a member of the ‘National Association of Market Authorities’ it had entered itself into the National Best Markets Competition, via the NBMA by taking part in the ‘Love your Market’ event. The Facebook page for the market was now on the visitbostouk website and the parent review had considered markets across the country to look at their offer. Following the parent review coach operators had been contacted outside of Lincolnshire and when a coach arrived in Boston it was met and both the passengers and the driver received welcome packs. Markets leaflets were issued on request and again following the parent review, were automatically issued to the Tourist Information Centres around Lincolnshire and its neighbouring counties.
11. A report was scheduled to BTAC in respect of the future of Public Conveniences with a recommendation that a working group be convened by BTAC and if agreed, that liaison between this committee in respect of the outcomes of the consultations within this review should be taken up.
Addressing the recommendations the Chairman sought committee’s agreement or not to those proposed, along with any comments or observations by members:
To agree the adoption of the amendments to the Markets Policy. Committee agreed the amendments.
To agree the investigations into the possibility of implementing a Welcome Archway at the entrance to the Market Place from Narrow Bargate.
Two members commented that they thought the idea to be tacky, bonkers and a complete waste of the Council’s money. However, the remainder of the committee supported the idea and the concept that it would provide a ‘warm’ welcome for visitors and also a piece of statement art for the town, and thought the idea was worth exploring. It was acknowledged that such a piece of statement art could enhance the market and the Head of Place stressed it would not necessarily mean use of the Council’s money as grant funding would be researched for such a project. Committee agreed the recommendation to further explore the possibility of implementing a statement piece of art to welcome visitors in to the market place.
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To support the consideration of future ‘zoning’ of the market place. Due to a number of concerns raised including the issue of casual traders and restrictions of changing layout due to buses and cars, the recommendation fell.
Agree the introduction of a ‘Cultural’ offer supporting the markets. Members all agreed the urgent need to improve the ambience of the markets and that local musical / theatrical and dance establishment needed to be contacted initially to seek their agreement to become involved. Committee agreed the recommendation:
Support the consideration of providing stalls for students to take on during school holidays to encourage potential future traders. Committee acknowledged the benefits of having a new demographic of trader onto the market and agreed it would provide the students with the chance to try their hand at becoming a trader: they would introduce new customers onto the market and bring in potential new / bespoke products to support the more traditional. Concerns in respect of insurance would be researched and whilst it would not be an official full ‘Youth Market’ as had been researched in the parent review – it would allow the students to trade alongside more experienced traders and provide an opportunity for students to experience the markets first hand as against holding a dedicated event solely for students to train. Committee agreed the recommendation:
Agree an increase to the size of the existing signage to provide large scale signs, in particular showing direction from the Market Place to Bargate Green and vice verse. Concern was noted at this point that some of the existing signs within the town were pointing the wrong way. Officers noted they would be corrected. Officers also advised that if the recommendation should be agreed, they would re visit with the students to seek greater clarification of what they actually meant in respect of the information on the signs and also the size. Committee agreed the recommendation:
Recognise and agree the importance of the contribution of the four schools with the consultation process and the quality of their reporting. Although two members criticised the students’ suggestion for a ‘Welcome Archway’, members did recognise the quality of the reporting from all of the four schools and acknowledged the importance of their input into the review.
At this point in the proceedings the Chairman sought committee’s agreement to table a further recommendation seeking a review of the staffing structure of all the elements of the markets by the portfolio holder. On discussion with the members it was agreed that as the review was primarily to look at increasing the markets’ vibrancy to take it forward, a staffing review would not be relevant at this time.
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RECOMMENDATION(S):
That the Environment and Performance Committee recommend that Cabinet:
1. Agree the amended Market Policy.
2. Agree investigations into the possibility of implementing a ‘Welcome Archway’ at the entrance to the Market Place from Narrow Bargate with a report being returned to the committee once the investigations are completed.
3. Agree the introduction of a ‘Cultural’ offer supporting the markets.
4. Support the consideration of providing stalls for students to trade on during school holidays to encourage potential future Traders.
5. Agree an increase in the size of the existing signage to provide larger scale signs, in particular showing directions to the Market Place from Bargate Green and vice versa.
6. Recognise and agree the importance of the contribution of the four schools within the consultation process and the quality of their reporting.
100 WORK PROGRAMME
Committee noted the work programme and no additional reporting was scheduled.
A member questioned when the county we strategy for ‘A’ Boards would be tabled through the committee and the Lead Officer advised he had already made contact with the report author in Lincoln and would make further contact to try to expedite the deadline for reporting.
The Lead Officer referred to members to the quarter performance monitoring information they received and suggested it may assist them when considering this, to identify any area which may benefit from future scrutiny.
The Meeting Closed at 8.25 pm
Page 153 This page is intentionally left blank Agenda Item 5
B O S T O N B O R O U G H C O U N C I L
REPORT TO: CABINET
DATE: 5TH SEPTEMBER 2018
SUBJECT: LEISURE, GUILDHALL AND SPORT – FUTURE OPERATIONAL ARRANGEMENTS
PORTFOLIO HOLDER: COUNCILLOR CLAIRE RYLOTT
REPORT AUTHOR: HEAD OF PLACE AND SPACE
EXEMPT REPORT? NO APPENDIX 1: YES – NOT TO BE PUBLISHED BY VIRTUE OF PARAGRAPH 3 OF PART 1 OF SCHEDULE 12A OF THE LOCAL GOVERNMENT ACT 1972, AS AMENDED BY THE LOCAL GOVERNMENT (ACCESS TO INFORMATION) (VARIATION) ORDER 2006
SUMMARY:
Further to previous reports to members on the future operational arrangements for the running of its Leisure, Guildhall and Sport services, a tender exercise seeking Expressions of Interest (EoI) was conducted during July and August.
The exercise asked potential providers to indicate which services they would be prepared to work with the Council on, and sought information on possible service changes and reductions to the net cost of the services.
A number of expressions were received, and the Committee is asked to comment on the process and provide its observations on the responses to the formal request for EoI.
RECOMMENDATIONS
To consider the recommendations of the Corporate and Community Committee on the way forward for the operation of the Leisure, Guildhall and Sport services.
REASONS FOR RECOMMENDATIONS
To consider the way forward for the operation of the Leisure, Guildhall and Sport services.
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REPORT:
1.0 INTRODUCTION:
1.1 The continuing reductions in Government funding to support the Council’s services mean that the Transformation Programme (agreed in June 2016) and Medium Term Financial Strategy agreed in February 2018 include a savings target for leisure and associated services, of £250K in 2019/20. Officers have already identified approximately £50K through reorganisation, which will be progressed through the budget process, leaving in the region of £200K still to find.
1.2 A report was presented to Cabinet on 16 May 2018 at which members agreed to seek expressions of interest from companies wishing to work with the Council to help meet the target.
1.3 A Prior Information Notice (PIN) was published on the 5th July with a deadline for completed selection questionnaires and initial proposals being set for the 6th August, covering:
Lot 1 – The Geoff Moulder Leisure Centre Lot 2 – The Guildhall Lot 3 – Sport & Play Development Services
The PIN has been used as a call to competition as allowed for in the light touch regime, through the Public Contracts Regulations 2015. A PIN notice enables an authority to seek market information to support a prospective procurement process, and it provides suppliers with as much information as possible at an early stage.
2.0 EXPRESSIONS RECEIVED
2.1 Support for the tendering process was provided by officers from the Borough Council of Kings Lynn and West Norfolk, using the Delta e-sourcing procurement portal.
2.2 At the deadline for the return of EoI, several organisations, with not for profit distributing organisational status, have submitted documentation to express their interest.
2.3 At this point to preserve the integrity of any future procurement process, details of the expressions of interest will not be made public. Officers will be able to respond to Member questions regarding the procurement process to date, formal documentation and process.
2.4 Details of the individual EoI’s are set out in Appendix 1. As this Appendix contains exempt information, the Committee will need to resolve to move into private session if they wish to discuss the information contained in the Appendix.
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3.0 CONCLUSION
3.1 Members are asked to review the information and put forward their views on the appropriate route for the Council to progress.
FINANCIAL IMPLICATIONS
None as a result of this report. The Council’s Transformation Programme and 2019/20 draft budget within the Medium Term Financial Strategy include the requirement to make savings from the Leisure budget to ensure that annual balanced budgets can be maintained.
LEGAL & EQUALITY IMPLICATIONS
The Council provides these services under Public Health Act 1936, Local Government (Miscellaneous Provisions) Act 1976, Public Libraries & Museums act 1964 and Local Government Act 1972.
A full Equality Impact Assessment will be undertaken once the proposed way forward is clear.
ANY OTHER IMPLICATIONS
None
APPENDICES
Appendix 1 – Exempt – Review of offers, and potential continuing Council operations
CONSULTATION
Portfolio Holder for Tourism, Arts, Culture and Heritage
A report on this subject was previously considered by the Cabinet at its meeting on 16 May 2018. It can be found at - http://moderngov.boston.gov.uk/documents/s4769/Alternative%20Delivery%20Arran gements%20Leisure%20and%20Cultural%20Services.pdf
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Document is Restricted
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