NEWPORT (Shropshire) TOWN COUNCIL

DRAFT UNTIL SIGNED AT SUBSEQUENT MEETING

MINUTES OF A MEETING OF

THE LEISURE & ENVIRONMENTAL SERVICES COMMITTEE held on

Wednesday 26th October 2016 at

The Guildhall, High Street, Newport

PRESENT: Cllrs: Lloyd - Chairman Borrett

Forrester Scott (In part)

Mr Elkes (History Society) Mr Cooper (Tree Warden) Mr Thomas (Allotment Society) IN ATTENDANCE: Cllr Fowler (Town Mayor)

Cllr Nelson David Otley – (Telford & Wrekin Council) John Myers – (Shrewsbury & Newport Canal Trust) Lee Jakeman Town Clerk Louise Tunks –Cemetery & Amenities Officer

L&ES/16/16-17 APOLOGIES FOR ABSENCE Cllr Scott – out of town Mrs Jane Stiles (Newport in Bloom) – personal engagement L&ES/17/16-17 DECLARATIONS OF INTEREST Nil L&ES/18/16-17 PUBLIC SESSION - Members RESOLVED to suspend the meeting to take comments from the Public.

There being no members of the public present wishing to raise questions, the meeting continued. L&ES/19/16-17 MINUTES Members RESOLVED that the minutes of the meeting held on Wednesday 22nd June 2016 be approved as a true record. (Note: Cllr Scott arrives)

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L&ES/20/16-17 TELFORD & WREKIN COUNCIL – Members welcomed Mr David Otley to discuss the possible funding by Newport Town Council of the planting in a number of the roundabouts (Forton Island/ Stafford Road/Mere Park on the edge of the Town, due to the service being cancelled by Telford & Wrekin Council. Members were asked to consider funding the activity to the value of circa £850. Members were of the opinion that they would not want the roundabouts referred to be returned to grass and would wish to consider options. Members RESOLVED to defer the decision on whether to and/ or how to fund the service (planting and maintenance of wild flowers) so that it could be part of a broader discussion on budgetary demands later in the meeting (see minute 28/16-17). (Note Cllr Nelson and Mr Otley depart) L&ES/21/16-17 FINANCE Members noted a copy of the L&ES income & expenditure report. L&ES/22/16-17 CANAL TRUST - Members welcomed John Myers from the Canal Trust to discuss the proposed winter works for the canal; a proposal to remove much of the hedgerow/ scrub that covered the south-side towpath and the embankment area of the Newport Town Council owned element of the Canal. Members RESOLVED that they were content in general terms with the significant amount of removal of trees and hedges proposed, as it was a necessary piece of work to contribute to the scheme looking to re-water the (Newport Town Council owned part of the) Canal and that the authorisation of the precise scope of works be delegated to the Town Clerk. L&ES/23/16-17 CEMETERY & AMENITIES OFFICER REPORTS a. Members noted reports on the Cemetery, St Nicholas churchyard, and the Amenity areas

(extracts at Appendix 1). b. In respect of the amenity areas, members RESOLVED to form a working group

comprising Cllrs Fowler and Borrett to identify layout, furniture and costings for improving the Wellington Road Seating Area and to submit a proposal for consideration at the 25th January 2017 Leisure & Environmental Services Committee Meeting in line with the terms of reference tabled (Appendix 2)

L&ES/24/16-17 NEWPORT IN BLOOM - Members noted a report attached from the Newport In Bloom Committee. L&ES/25/16-17 TOWN COUNCIL GARDEN FESTIVAL COMPETITION- Members noted a report on the topic (Appendix 3) and reviewed this year’s competition. Members RESOLVED to not run the competition next year.

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L&ES/26/16-17 CHRISTMAS LIGHTS

a. Members considered a report & recommendations (Appendix 4) regarding Christmas light infrastructure, and RESOLVED to approve an additional spend of £1,417.50 on minor alterations to this year’s display (to be funded thru’ nominal ledger 4385). b. Members RESOLVED to invite tenders to erect, dismantle, store and Service the current Christmas lighting infrastructure beyond the current year’s display. c. Cllr Lloyd appraised members of the revised presentation ceremony for the competition prize winners. Notable changes include the Royal Navy Club to host the event from 5pm to 5:45 pm and to widen the invitation to others such as Town award winners. The overall prize winner would need to make their way from the Royal Navy Club to the Guildhall where the procession would begin. d. Members noted receipt of the itinerary for Christmas light switch on event (Fri 25th November). e. Members noted that there was likely to be an overspend on the budget for the switch-on event of perhaps a few hundred pounds, with some of the fixed costs having risen significantly. f. Members agreed that they would wish to discuss and decide the format for the 2017 switch-on event at the next L&ES meeting.

L&ES/27/16-17 ALLOTMENTS

a. Mr Thomas provided a verbal update on the use of the allotments including:

i. An overview of the new structure of their committee. ii. An overview of their recent successful open day. iii. Concerns over insurance. iv. A request that the Council consider incorporating the allotment society

allotment fees with the Town Council rental invoices. v. Questioning the appropriateness of a skip hire being procured for the Boughey

Road site.

b. Members asked that the Clerk investigate the Council’s liability in relation to personal injury for tenant holders.

c. Members noted an application to erect a shed on Meadow View Road allotment society and RESOLVED that the application be refused. d. Members noted a report on the allotments (extract at Appendix 4).

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L&ES/28/16-17 BUDGET RECOMMENDATIONS 2017/18

a. Members considered priorities for the L&ES committee and made the following

recommendations:

i. Increase nominal ledger 4340 to £7,880 to allow scope to enhance the

roundabouts at the entrances to the Town (following on from the discussion at

minute 20/16-17 above).

ii. Nominal ledger 4388 Continue with a budget line for the Nocturne cycle race

and increase it by £1,000 to £10,000.

iii. Nominal Ledger 4350 Pavement Cleaning to £5,000.

iv. That depending on the outcome of the planning application for the new

cemetery there might be a requirement for some significant expenditure.

v. Consideration that fees might be increased in the region of 2% subject to a

benchmarking exercise, with allotment fees remaining unchanged.

vi. All other budget items to be generally in line with historical norms or

consistent with inflationary pressures.

b. Members also considered the level of the fees for both Allotments & Cemetery and

made the following comments:

i. that the current cemetery fees were about right or that a small inflationary

increase would be appropriate,

ii. that the level of fees for allotments remains the same (Clerk’s note: other than

the concessionary rate for the ¾ plots be increased to £26.25 to correct

erroneous entry from the current year).

L&ES/29/16-17 EXCLUSION OF THE PRESS AND PUBLIC

Members RESOLVED that, in view of the special nature of the business about to be conducted, grounds maintenance contract it is advisable in the public interest that the press and public be temporarily excluded and they are instructed to withdraw”.

L&ES/30/16-17 GROUNDS MAINTENANCE CONTRACTS

Members noted a request for an increase in next year’s costs for the cemetery and St Nicholas Churchyard grounds maintenance contracts and RESOLVED that the Clerk negotiate a small inflationary increase in line with the request received. Signed…………………………..

Date …………………………….

________________end____________

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Appendix 1 to L&ES Minutes

dated 26th October 2016 Cemetery Report Cemetery Extension The 1st three rows in the cemetery extension have been marked out ready for use. Environment Agency (EA) Monitoring The three new boreholes installed in March and regular analysis of the water levels and quality are being undertaken and we are expecting the next quarterly report by beginning October. Maintenance Mole control is being monitored and works carried out as and when required. Telford & Wrekin Council have also agreed to carry out mole control on the adjacent land to try and minimise the increase which has been identified in the cemetery. Cemetery Trees Tree Works are scheduled for October 2016 once the nesting season had finished, to considerably reduce the height of the conifer screening by a 1/3, alongside lawns A, B, C, D, DA, E. In addition to remove 2 large conifers on B & C lawn in the centre of the graves and 1 large conifer by the cemetery lodge to improve the visual on the bend for traffic and pedestrians has commenced. Recommendations - Nil St Nicholas Churchyard Report Churchyard Maintenance The Churchyard is considered to be in a good general condition as a result of the standard maintenance and upkeep. Tree of light The PCC Has requested additional information on the ground socket before they comment on the proposal. Professional drawings and dimensions have been requested from the contractor to fulfil the PCC Request, unfortunately, I have recently been informed due to unforeseen circumstances the contractor has been delayed in producing the documents required however, once the documents are received these will be forwarded onto the PCC. Recommendations - Nil

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Amenity Areas Report The amenity areas are considered to be in a good general condition as a result of the standard maintenance and upkeep. The committee is reminded we have a new contractor RMF with effect from 1st April 2016. I am pleased to report that the standard of service is of a high standard however, there were understandably, a few settling in issues which have been rectified promptly and effectively.

Wellington Road seating area Members may wish to consider how the area might be improved following the last report. Attached are some ideas and costs of planters and benches for the area. There will also be an additional cost for installation of items. Funds currently available as of 10 October 2016 (2016-17 budget) for streetscape are as follows;

£1k in (4351 New Benches / bins)

Circa £800 (4341 Misc Grounds Maintenance)

Circa £990 (4342 Floral property maintenance) Alternatively you may wish to consider the project as a budget proposal for 2017/18 Recommendation Form a working group to identify layout, furniture and costings for improving the Wellington Road Seating Area and to submit a proposal for consideration at the 25th January 2017 Leisure & Environmental Services Committee Meeting.

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Appendix 2 to L&ES Minutes

dated 26th October 2016

Newport Town Council Leisure & Environmental Services Sub Committee – Wellington Road Seating

Area Terms of Reference

1. Authority: L&ES minute …………….dated .

2. The sub-committee will comprise x members:

a. …… b. ……

3. Aim: To produce a report that identifies proposed enhancements to the

Wellington Road Seating area maintained by the Town Council that can be considered by the Leisure & Environmental Service Committee meeting on 25 January 2017.

4. Tasks:

a. Assess the current provision. b. Identify any changes to layout. c. Identify options, including cost, for any new furniture. d. Identify any on-going revenue costs. e. Submit a formal proposal that documents the above for consideration.

5. Method: The Working Group should meet on 3 occasions:

a. Early November – to confirm terms of reference and allocate roles b. Early December – to discuss options and prepare an outline report. c. Early January – to agree the report to be submitted to the 25th January 2017

L&ES committee meeting

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Appendix 3 to L&ES Minutes

dated 26th October 2016

Newport Garden Festival End of Competition Report for 2016 BACKGROUND Judging Dates & Categories 21 June Town Council Allotments – Boughey Road & Meadow View Road 18 July Maintained Gardens . 19 July Residential Finals (Front only) 20 July Schools & Nurseries Civic Pride Cup (overall impression) - CANCELLED 21 July Group Dwellings (Front only) 12 July Schools - Children’s Tallest Sunflowers 3 August Residential Sunflowers - CANCELLED “ “ 13 August Presentation Event The presentation of the awards was held at Newport Rugby Club on 13th August. The Rugby Club provided the refreshments and the speaker was Zdenek Valkoun-Walker, Head Gardener from Dorothy Clive Garden who gave a very interesting slide presentation. Maggie Duggan, Newport in Bloom spoke on the work of their committee and volunteers. Cllr Alan Lloyd C/m Leisure & Environmental Services Committee, compared the event and the Mayor Cllr Lyn Fowler presented the prizes. All who attended enjoyed the proceedings. DISCUSSION The competition was revised 2 years ago in the hope that this would inspire and encourage more residents to take part. However, the entries for this year were still disappointingly low, to the point where some of the categories had to be cancelled due to lack of support e.g., Schools & Nurseries and Children’s Tallest Sunflowers – Residential Section. (Commercial had already been removed in 2015 due to lack of interest). We have a small number of regular residents each year who enter the event with great enthusiasm and put on a wonderful show. However, the lack of new and dwindling interest over the last few years is making this competition difficult to maintain. SUMMARY Members are asked to consider the appropriateness of continuing with the annual event.

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Appendix 4 to L&ES Minutes

dated 26th October 2016

Christmas lighting infrastructure Aim

1) To seek approval of expenditure of £1417.50 to improve this year’s display 2) To consider a contract review due to the expiration in February 2017

2016/2017 new infrastructure Proposal Newport Town Council’s Festive lighting contractor approached officers in September to discuss this year’s display including a few small changes (listed below) to the lighting infrastructure for 2016.

Move the Merry Christmas sign from the front of the Market Hall to the end wall of the computer shop (101 High Street) - £324.50 (Permission has been obtained from owners of 101 High Street (computer shop) and the Conservation Officer / Planning Dept has been consulted and they are content).

Fit Icicles to canopy of the Market Hall - £344

Add a 10 Snowfall set to large tree to the Church - £268

Wellington Rd crossing - £289

New crossing in Stafford Road - £729

Flashers 2 per crossing x 37 crossings which includes St Marys Street (but not the 2

icicle crossings at lower Bar) - £481

Total £ 2435.50

Shortage of time is an issue to give instruction to the contractors before the installation period in November therefore, members were informed/ briefed, of proposals out of meeting during September. The additional infrastructure could be funded from Nominal ledger 4385 which currently holds £4K. However, following a recent conversation with the contractor they felt that there was insufficient time to undertake all of the elements above before November’s installation. I am minded, that the L&ES Committee aim, for some time to be to improve the lighting at the bottom end of the town (Lower Bar), therefore it was proposed to the contractor that the following is undertaken;

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2016 Festive lighting proposal

Move the Merry Christmas sign from the front of the Market Hall to the end wall of the computer shop (101 High Street) - £324.50

Fit Icicles to canopy of the Market Hall - £344

Add a 10 Snowfall set to large tree to the Church - £268

Flashers 2 per crossing x 37 crossings which includes St Marys Street (but not the 2

icicle crossings at lower Bar) - £481

Total £1,417.50

2017 Festive lighting proposal

Wellington Rd crossing - £289

New crossing in Stafford Road - £729

Total £1018.00

Contract Members are advised that the current festive lighting contract expires in February 2017, Members will need to consider if they wish to retender for the entire contract or undertake modifications to the current display Recommendations

A) It is recommended that members resolve if they wish to retender for the entire contract in February 2017 or undertake modifications to the current display

B) It is recommended that the approval be given for expenditure of £1,417.50 above the standard contract to enhance the Christmas Light Display in 2016 and be funded from Nominal ledger 4385.

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Appendix 5 to L&ES Minutes

dated 26th October 2016 NEWPORT TOWN COUNCIL ALLOTMENTS AIM To provide a general overview of the management of the allotments and issues addressed BACKGROUND The Town Council has 104 allotment plots over 2 sites. Boughey Road has 22 half plots and Meadow View Road has 82 plots of varying sizes (quarter, half, three-quarter and full plots). Current fees are:

The dedicated allotment officer retired in April 2016 and the Town Council agreed for the time being not to replace the post and have the tasks picked up by other council staff. The tenancy agreements are renewed on 1st October each year. Invoices for this year were sent out on the 25th August, requesting payment be made by 26th September. A number of tenants advised that they would no longer wish to occupy their plots, creating a number of vacant plots. A few of Meadow View Road allotment holders have taken on additional plots either adjacent to or in close vicinity to their current plots as there were not enough applicants on the waiting list to fill the available plots. As at 1 October there were 4 vacant plots at Meadow View Road and 2 vacant plots at Boughey Road. The waiting list currently only has people who wish to occupy plots at on Boughey Road and discussions are currently taking place to fill the 2 vacant plots at Boughey Road. The vacant Meadow View Road plots will be covered while not being let. Routine grounds maintenance e.g. cutting of grass pathways, hedge trimming is undertaken by a contractor, following a tender process conducted last year, at a cost of £780 per annum. Additional work is sometimes required e.g. returning unmaintained plots to some reasonable condition. A skip was provided in September for the Boughey Road site following a request from a number of allotment holders at a cost of £170 (net); invoice yet to be paid. A few tenants have advised that they would wish to give up their plots during the late Autumn / early winter so that they can harvest their late crops. All such tenants have been advised to pay the full amount for the year’s tenancy and that the Council will

Plot Size (Approx) ¼ ½ ¾ Full

Newport Residents 10.00 20.00 30.00 40.00

Concessionary Rate 8.75 17.50 25.25 35.00

Non-Newport Residents

15.00 30.00 45.00 60.00

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reimburse them any part year (up 4 months) fee provided that the plot is left in a reasonable condition (i.e. that it can be offered to a new tenant with only a little work being required). Allotment income in FY 15/16 was £2,255 against direct expenditure of £1,911 meaning that £344 of income contributed to the administrative costs of the Council in running the allotments. DISCUSSION Regular inspections of the allotments have taken place following concerns raised by individual allotment holders and/ or the allotment society secretary. 10 warning and final warning letters have been sent in recent months and 4 eviction notices issued. Some of those that received warning notices decided not to renew their agreements.

Concessions/ variable rates

Currently a discount for those aged over 60 and residents of Newport.

46 of the current allotment holders receive the concession rate.

5 allotment holders are out of Newport

49 allotment holders pay a ‘standard fee’

Income for FY 16/17 is anticipated to be £2300 against a direct planned expenditure of

£1360. This leaves £940 to contribute to: the staff time to supervise and administer the

allotments, the bank and stationery costs of processing payments and unplanned

maintenance.

RECOMMENDATIONS There are no recommendations.