2. TO RECEIVE MEMBERS DISCLOSURES OF INTEREST & REQUESTS FOR DISPENSATIONS IN ACCORDANCE WITH THE CODE OF CONDUCT

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1 BLABY PARISH COUNCIL MEETING OF THE ESTATES & COMMUNITY COMMITTEE Held at Blaby Civic Centre, Leicester Road, Blaby at 7.00pm on Tuesday, 23 rd January 2018 PRESENT: EC.200 EC.201 Mrs S Skeemer (Chairman), Ms L Bolton, Mrs M Broomhead, Mr N Courtney, Mr M Harbot, Mr G Harding, Mr M Sheikh, Mr P Servadei, Mrs E Statham, Mr D Statham & Mrs V Jepson (Manager). 1. APOLOGIES FOR ABSENCE None. 2. TO RECEIVE MEMBERS DISCLOSURES OF INTEREST & REQUESTS FOR DISPENSATIONS IN ACCORDANCE WITH THE CODE OF CONDUCT The following disclosures of interests were made:- Mrs M Broomhead Burial Rights Personal Mr N Courtney Burial Rights Personal Mr G Harding Burial Rights Personal Mrs E Statham Allotments Personal Mr D Statham Allotments Personal Mrs S Skeemer Burial Personal EC TO CONSIDER UPDATE ON OAKFIELD PARK The Oaks Community Room All members have been issued with photographs of the works which have been completed at The Oaks Community Rooms. The ramp has been completed which allows access into all of the rooms at the front of the building and the building at the rear accommodates the electric and water cables has also been completed. Under delegated powers the manager, Chairman of the Estates & Community committee, Cllr. Mrs Skeemer & Chairman of the Staff, Policy & Finance committee, Cllr. Mr Willcox approved the following additional electrical works which were required to be carried out to The Oaks Community Room:- Install a MEM 63 amp triple pole switched fuse isolator at the mains incoming supply Re-gland the steel wire armoured cable to provide a earth path into the changing rooms The cost for this work was VAT. RESOLVED: Pay the electrical contractor VAT for emergency works required to The Oaks Community Room. 1

2 The Oaks Community Room Facilities Now the Oaks Community Room is nearing completion, members considered the hire fees:- RESOLVED: There are to be no changes made for the hire of The Oaks Community Room, the following hire fees apply with immediate effect:- Hourly Rate per hour + VAT Daily Rates Half Day (4 hrs) = VAT & Full Day = VAT Public Conveniences Members re-considered whether to open the public conveniences situated on Oakfield Park on a daily basis. AGREED: The public conveniences situated on Oakfield Park are to remain closed on a daily basis. Football The football teams are to be issued with 1 set of keys for the changing rooms, ladies, gents and disabled toilets and a key declaration is to be signed by the football team representative. The opening/closing of these facilities is solely the responsibility of the key holder. RESOLVED: Purchase a key safe box for the safe keeping of these keys. Gap The supplier of the building has been contacted regarding purchasing a skirt which is to be attached to cover the gaps. Blaby District Council Building Control The manager is pleased to report that an approved Regularisation Certificate has been received from Blaby District Council Building Control for The Oaks Community Rooms. Car Park Quotations are being sourced for work to be carried out to Oakfield Park car park. AGREED: Cllr Mr Servadei is to supply the manager with contractor contact details who will be able to supply a full specification of works required to upgrade the poor condition of the car park. Graffiti RESOLVED: Members approved the suggested drawings of the graffiti artwork which is to be added to all 4 sides of the community building on Oakfield Park. The front of the building will say The Oaks Community Rooms and all sides will incorporate football, play equipment and the skate ramp. 2

3 EC TO RECEIVE & APPROVE SOCIAL EVENTS WORKING PARTY REPORT All members have been issued with a copy of the Social Events Working Party meeting notes from the 13 th December 2017 and 19 th January DEBRIEF OF 2017 CHRISTMAS LIGHT SWITCH ON 13 TH DECEMBER 2017 Icicle Lights Several sets of icicle lights will be required to be replaced due to wear and tear when the lights are taken down in the new year. AGREED: Purchase replacement icicle lights where necessary ready for Christmas New Catenary Wire A new catenary wire has been purchased, and put up on the fascia boards running from The Joint Service shop around to HSBC. RESOLVED: Pay the Councils electrician for this work priced at VAT. New Lamppost Timers RESOLVED: 3 new lamppost timers have been fitted to the following lampposts:- Outside Milner s, Cross Street & Outside Connells Estate Agents at a cost of VAT each. 3 further timers are faulty in the following locations:- Next to the Social Centre, opposite the Social Centre and Enderby Road. RESOLVED: Replace the faulty timers before Christmas 2018, currently priced at VAT each. AGREED: Seek quotations for the replacement timers from all contractors who tender for the 2018 electrical works. Christmas Lights Electrical Contract Our 3 year contract with our current electrical contractor ends following this year s work. As we still have 1 year remaining on the lighting scheme electrical quotations are being sourced for a 1 year contract and a 3 year contract. Ice Skating Rink The ice skating rink was very successful and if we were to have a rink again more children s skates are required and consideration needs to be given where it could be situated due to the size of it. Donkeys The donkeys were a great attraction. AGREED: Consideration is to be given as to which animals are required for Christmas 3

4 2018, discuss this matter at the next Social Events working party meeting. Food Stands The food stands all located together seemed to work really well. Fairground Rides We had 2 large rides priced at 2 and 4 smaller rides priced at 1 this year. AGREED: Consider different larger rides for Christmas AGREED: Add this item to the next Social Events Working Party agenda for further consideration. Magic Selfie Mirror We were disappointed with how the mirror was set up, due to the queue being seen in the background of the photos and no sample photographs being available. The organisation has been contacted with regards to these issues and we are awaiting a reply. Secret s Room The secrets room was sponsored by ASDA this year who donated 200 for all of the gifts. AGREED: At the next social events working party meeting consideration is required on how we can ensure that children don t visit the room more than once. Santa s Grotto Santa & Mrs Claus worked incredibly hard and saw well over a 100 children. 70 gifts and well over 100 certificates and stickers were given out. AGREED: At the next social events working party meeting, consideration needs to be given as to how we can control the number of children visiting Santa. The Café The Café was a lot quieter this year, most likely due to the long queue to see Santa and the lack of advertising for the café in the Civic Centre car park. AGREED: Consider purchasing banners advertising the café which are to be placed in the Civic Centre car park. AGREED: Purchase stickers for volunteers to wear, so volunteers working in the café know who is entitled to free drinks and cake. AGREED: Consider having a seating area on the ground floor of the Civic Centre for visitors of the café. Face Painter Members agreed not to have the face painter at next year s Christmas event. 4

5 Stilt Walking Balloon Modeller The stilt walker was excellent with lots of positive feedback from parents and children. We raised 60.36, all of which is being donated to this year s chosen charity - Children s Cancer & Leukaemia Group. Children s Cancer & Leukaemia Group The charity representative has thanked the Parish Council for another very supportive event, and reported they raised on the night as well as spreading the word about their charity. The lights were switched on by an ambassador for CC&LG who did a brilliant job and said she was incredibly honoured to be asked, she thanked the Parish Council for raising the awareness of the side effects of cancer treatment and surviving cancer. PA System and Speakers It was very difficult to hear anything beyond the ice rink. AGREED: Consideration needs to be given to see if the speakers can be put on higher stands or even on the precinct canopy roof. Carol Service The Carol Service will take place on Friday, 22nd December from 6pm until 7pm. Enderby Youth Brass Band will be attending at a cost of Blaby Topic AGREED: Thanks are given to all businesses who supported this year s event along with volunteers and parish councillors who gave their time and energy free of charge. Without volunteers these events would never happen. Meeting held on Friday, 19 th January 2018 TO CONSIDER 2018 SUMER FUN DAY SATURDAY, 30 TH JUNE 2018 PRESENT: Mrs S Skeemer (Chairman), Mrs M Broomhead, Mr M Sheikh, Mr G Harding, Mrs V Jepson (Manager) & Miss B Letts (Events). 1. APOLOGIES FOR ABSENCE Mr D Statham. 5

6 2. TO CONSIDER BLABY SUMMER FUND DAY SATURDAY, 30 th JUNE Sponsored Charity Members considered which charity Blaby Parish Council would sponsor for AGREED: Sponsor Combat Stress, a national mental health charity for veterans, to help with Post Traumatic Stress Disorder (PTSD). Mr Lewis Cooper, who is a local gentleman in the RAF, is cycling to Land s End and John O Groats for charity and members AGREED to have a spin-bike challenge located in the Civic Centre, where staff, councillors and visitors to the Civic Centre can match the miles cycled by Mr Cooper. AGREED: Consider having the spin-bike at the Fun Day so visitors can also join in with the challenge. Theme for the 2018 Summer Fun Day AGREED: Base the theme of this year s fun day around the Centenary of the end of WW1 and the World Cup. AGREED: Consider getting the local primary schools and/or football teams to reenact the WW1 football match that took place at Christmas AGREED: Seek quotations for re-enactment groups to attend the fun day. RESOLVED: Purchase medals required for these events. Use of The Oaks Community Rooms The Oaks Community Rooms will be available to use for this year s Fun Day and additional portable toilets will be required for the event. RESOLVED: Hire 1 x regular and 1 x disabled portable toilet. The Oaks Community Room is to be used as a café and a marquee is to be set up on the hard standing ground for a bar. RESOLVED: Apply to Blaby District Council for a Temporary Events Notice (TEN) priced at to allow the Parish Council to sell alcohol at the Summer Fun day. Inflatable Assault Course Members considered the following quotations received for the hire of an inflatable assault course, in keeping with the WW1 theme. 6

7 Quotation 1 Quotation 2 Quotation 3 Made up of 7 pieces, minimum run would be 30m. Includes deliver, set up and de-rig 270 foot / 82 metres inflatable assault course with generators. Includes delivery, set up and de-rig. 140 foot / 43 metres inflatable assault course with generator. Separate children s 40 foot inflatable assault course. (Under 12 s only). Includes delivery, set up and de-rig. 1, , RESOLVED: Accept quotation number 1 for an 82 meter inflatable assault course at a total cost of 1, Stilt Walker Members considered hiring the same stilt walker as we used at Christmas. Balloons are included in the cost of hire and the stilt walker will wear a union jack suit. RESOLVED: Accept the quotation to hire a stilt walker for 5 hours priced at RESOLVED: Purchase union jack flags to be given out / sold as well as balloons. AGREED: Consider the cost to sell balloons and union jacks at the next Social Events Working Party meeting. Face Painter A quotation has been received from a Face Painter priced at for 5 hours. AGREED: Seek 2 further face painter quotations. AGREED: Add this item to the next Social Events Working Party agenda for further consideration. Fairground Rides The dodgems proved very popular in Members considered having fair rides and the dodgems again in RESOLVED: 5,000 budget is approved for dodgems and fair rides. AGREED: Wristband prices are too considered at a future Social Events Working Party meeting once all activities and attractions have been confirmed. Football Tables 2018 is a world cup year so football table hire and some sort of a competition would be good. Members considered the following football table quotations:- 7

8 Quotation 1 Quotation 2 Quotation 3 3 football tables NO gazebo NO prizes 6m x 3m marquee with flags, 3 football tables and prizes. The prizes are 6 footballs, 6 winners T-shirts and 6 England flags. Staffed. We would have to organize the competition and the prizes. Human inflatable football table hire where 10 people are strapped into a life size football game and have to work as a team RESOLVED: Accept quotation number 1 for the hire of a 6m x 3m marquee with flags, 3 football tables and prizes priced at AGREED: Enquire if the organisers arrange the competitions as part of the hire package. Tombola Consider visiting all shops and businesses of Blaby to see if they would donate prizes, to run a tombola stall in aid of this year s chosen charity. AGREED: Cllr Mrs Skeemer is to visit the shops and businesses for tombola prizes. AGREED: Raffle ticket prices are to be considered at a future committee meeting. Animal Attraction Members considered what animals to have at this year s event. Owls and Falcons and Pony Rides have all been popular in the past. AGREED: Research prices for both Owls & Falcons and Pony rides. AGREED: Add this item to the next Social Events Working Party agenda for further consideration. Market Stalls Members considered whether to have market stalls as per last year. AGREED: Place an advert on stall finder and only allow 2 charities this year, as last year we had approx. 7 charities. RESOLVED: Increase the booking fee to per stall. Leicester Sight Hounds Members considered inviting Leicester Sight Hounds to attend the event again in AGREED: Leicester Sight Hounds are to be invited to attend this year s summer event, free of charge. 8

9 PA System Members considered the following quotation received from the suppliers of the Councils PA System for additional equipment to allow the PA system to be heard over both fields:- Winch stand and T Bar, 4 x Adastra PA horns, 100m cable, junction boxes, connectors and assembly RESOLVED: Purchase the additional PA system equipment required from the councils current supplier priced at First Aid Our regular first aid company has increased their fees from 75 to 100 for the summer event; this is to supply 2 first aiders for 5 hours. RESOLVED: Accept the quotation to supply 2 first aiders for 5 hours to attend the summer fun day event priced at Scarecrow Festival Nest Estate agents has been approached to enquire if they would like to sponsor the Scarecrow Festival again for 2018, we are currently awaiting their response. Members considered how the event is to be judged:- Photographing all of the scarecrows and displaying the photos on boards at the event and to be voted on by the public Appoint a judge who will visit all the locations and choose a winner AGREED: Judging is to be to be done by the public, by voting on their favourite Scarecrow at the Summer event by the photographs on display. AGREED: 5 entry fee is to be paid with all proceeds to go the Councils chosen charity Combat Stress. Lutterworth Road War Memorial Members considered if to have a formal unveiling of the plaque on Lutterworth Road War Memorial, or whether to hold the ceremony at the Summer Fun Day. AGREED: Councillors felt this deserves its own ceremony, possibly involving Churches Together and discussing it with Mr Cooper and the Fields In Trust. AGREED: Add this item to the next Social Events Working Party agenda for further consideration. 9

10 Car Parking on Oakfield Park Following the Summer event in 2017, councillors suggested purchasing CAR PARK FULL metal signs. RESOLVED: Purchase 2 x metal CAR PARK FULL signs to be used at future events when required. 3. TO CONSIDER CHRISTMAS LIGHTS SWITCH ON EVENT FRIDAY, 30 TH NOVEMBER Replacement Icicle Lights The electricians have advised that a number of sets of icicle lights are dim and may well need replacing next year and there are 4 broken sets of icicle lights. AGREED: Keep and use the dim lights but ask the electricians to put them all in one row. RESOLVED: Purchase 4 x replacement sets of icicle lights at a total cost of delivery. Extra Christmas Tree Chamalee restaurant on Cross Street has requested a Christmas tree above their property as part of Blaby Christmas lights scheme. The total cost for the tree, lights and bracket is RESOLVED: Purchase 1x extra Christmas tree, lights and bracket to be put up outside Chamalee restaurant priced at Icicle lights on The Fox and Tiger The Fox and Tiger Public House looked a little left out in last year s Christmas lighting scheme. To purchase and erect icicle lights on the front of the pub, in line with all of the other icicle lights in the village would be plus the electricians cost of , this includes installation and fittings. RESOLVED: Purchase the additional icicle lights required for The Fox & Tiger Public House for Christmas 2018 at a total cost of Road Closure application for 2018 and 2019 The application for 2018 & 2019 road closure has been submitted for a Temporary Traffic Regulation Order, if approved, it will cost RESOLVED: Pay Leicestershire County Council, for a Temporary Traffic Regulation Order. to cover Christmas 2018 & Ideas for Christmas 2018 Main attraction Members are asked to consider what attractions we should have at the Christmas 2018 lights switch on event. 10

11 AGREED: Add this item to the next Social Events Working Party agenda for further consideration. Animal Hire for 2018 Members considered having reindeer at the 2018 Christmas event and considered the following quotations received:- Quotation 1 Quotation 2 Quotation 3 2 reindeer with own barriers. 2 reindeer plus a static reindeer sleigh and a hand-tamed owl. 3 reindeer (2 adults and a 6 month old baby) and static Santa sleigh. 1, , RESOLVED: Accept quotation number 1 at a cost of 1, for 2 reindeer, plus hand-tamed owl and static sleigh. Training: Traffic Management for Community Events Due to revised rules and regulations from Leicestershire County Council with regards to closing roads for events it is suggested the 5 members of Parish Council staff are sent on an accredited training course specifically for traffic management and road closures. Members considered the following quotations received:- Quotation 1 Quotation 2 Quotation Course 35 - Per Person Location - Birmingham Course 60 - Per Person 35 - Fuel charge Location - Solihull Or Blaby Civic Centre to train 5 members of staff Course 60 - Per Person 80 -Travel charge Location - Hampshire Or Blaby Civic Centre to train up to 8 people RESOLVED: Accept quotation number 2 at a total cost of for training to be carried out for 5 members of staff located at Blaby Civic Centre. Flag Banner advertising the Café in The Civic Centre The Christmas debrief raised the issue of visitors being unaware there was a café in The Civic Centre. Members considered purchasing a flag to place in the front car park of the Civic Centre. 11

12 Members considered the following quotations:- Quotation 1 Quotation 2 Quotation 3 2.5m feather flag, pole, base and weighted ring 2.5m feather flag, square steel base and carry case 3m feather flag, parasol base and rotator (best for outdoor use) and carry case RESOLVED: Accept quotation number 1 for the purchase of 2.5m feather flag priced at AGREED: Banners are to read Café Open Inside. Carol Service The carol service is to be held on Christmas Eve in Members considered changing the order of service for 2018, reducing the number of readings and including different songs i.e.: Rudolph the red nosed reindeer. Members considered inviting the local primary schools to sing some carols at the service. AGREED: The Carol service is to be held at 4.30pm on Monday, 24 th December Just carols to be sang no readings and no quiz. AGREED: Invite both local primary schools to sing at the service. AGREED: Invite a speaker to lead the service. RESOLVED: Book Enderby Youth Band to attend the carol service as in previous years. Electrical Contract Our current electrical contract has now ended; tenders are being sought from other contractors. AGREED: Add this item to the next Social Events Working Party agenda for further consideration. EC TO RECEIVE & CONSIDER ALLOTMENT WORKING PARTY REPORT All members have been issued with a copy of the Allotment Working Party meeting notes from the 10 th January Notes from the meeting Allotment Association was discussed need 6 members to sit on the committee, and then after committee is formed we can get a working party set up. Need to get the bank account sorted out Mick to go to the bank, need 3 people to sign the cheques. 12

13 FOR NEXT AGENDA To appoint 6 people to sit on the allotment committee. Next meeting is Wednesday 7 th February 6.30pm EC TO CONSIDER UNDERPASS CONSULTATION LEGAL STREET ART Blaby District Council has issued further correspondence to the recent scheme for the underpass off College Road, Whetstone to be piloted as a Legal Street Art Wall. This was for an initial time period of 6 months which came to an end on Monday, 11 th December Following the recent communication with Leicestershire County Council, who owns the underpass, it has been suggested that this scheme is extended for a further 6 months. This extension is to enable analysis of data over a 12 month period to assess if there is a usage pattern. AGREED: Members are happy for this project to be extended for a further 6 months. EC TO CONSIDER OPEN SPACE PORJECTS At the precept meeting held in January members agreed to earmark 10,000 to put towards future Open Space projects, these funds are not available until April Members considered what Open Space projects the Council would like to work on during the 2018/19 financial year. The following projects were discussed:- Welford Road Village Sign Lutterworth Road, Memorial Site AGREED: A site visit is arranged for Thursday, 1 st February 2018 at 12.15pm to meet at the corner of Hospital Lane. This is to discuss producing a full schedule of works members would like to be carried out to upgrade Welford Road. 13

14 EC TO CONSIDER S.106 PROJECTS Members have been issued with the following report from Blaby District Council:- The District Council are currently holding 124, of S106 Open Space Contributions for Blaby: Amount Received Site Clawback To be Spent in Accordance with 95, RESOLVED: It has previously been agreed IN October 2017 to earmark 10,000 from the Former Pyramid Posters development towards the Cemetery Development project. Former Pyramid Posters 5 years, needs to be spent by 21/06/22 To be spent on Public Open Space within the Parish of Blaby 6, Land to the North of 8-10 Chester Road 22, Land Rear of 9-23 Western Drive None None Towards the provision, enhancement and/or development of public open space and recreational facilities within the Parish of Blaby Towards the provision, enhancement and/or development of public open space and recreational facilities within the Parish of Blaby AGREED: Members would like to work on the following projects using S.106 money:- Upgrading of Oakfield Park Car Park Play Equipment for The Crescent Play Area Option to buy land AGREED: The manager is to research and seek quotations for wooden play equipment to be installed on The Crescent Play Area. 14

15 A further 63, is secured in two Legal Agreements; this money has not been received as the trigger for payment has not yet been reached. These sums could potentially increase due to indexation at the time of payment: Amount Secured Site To be Spent in Accordance with 4, Land adj 6 Lime Grove Towards the provision, enhancement and/or development of public open space and recreational facilities within the Parish of Blaby 58, Leicester Lions Rugby Club Maintaining and improving open space within Blaby Parish Blaby Hall Farm The planning application for Blaby Hall Farm is yet to be determined as there are outstanding issues, therefore contributions could potentially change if amendments are made to the application Saville Road Development 17/0302/FUL Planning application 17/0302/FUL - Land at Keepers Farm off Saville Road, Blaby has recently been approved for development for the erection of 24 dwellings with associated garages, parking and infrastructure served by new access off Saville Road. In this agreement Open Space Contribution of 58, has been agreed with the District Council and developers for S.106 contributions to be spent On Site Open Space which is to be used solely towards the costs of providing, improving and renewing play equipment and facilities on open spaces within the Parish of Blaby. AGREED: The manager is to seek clarification where and what this contribution is able to be spent on. When Blaby Parish Council submitted their comments on this application it was requested S.106 money was required for The Crescent Play Area. The Parish Council wish it to be confirmed if S.106 from the Saville Road development can be spent on either play equipment on The Crescent Play Area or upgrading of Oakfield Park Car Park. EC TO CONSIDER THE FEBRUARY 2018 BLABY TOPIC All members approved the latest edition of the February 2018 Blaby Topic. RESOLVED: Submit this edition of the Blaby Topic to the printers for delivery early February

16 EC TO CONSIDER PARK HIRE All members have been issued with correspondence about hiring the Council s parks:- a) Oakfield Park September 2018 A representative of the Leicester Sighthounds has submitted a request to hire Oakfield Park for a dog show event in September It is confirmed Leicester Sighthounds have already been given approval to hire Oakfield Park for their annual summer event which is to be held on Sunday, 12 th August DECLINE: The request to hire Oakfield Park in September 2018 is declined due to it being in the football season and the park will be in use by the Councils football teams. b) Oakfield Park Geordie Bullies Charity Geordie Bullies Charity have requested to hire Oakfield Park for a charity dog fest on either of the following days:- Sunday, 24 th June Sunday, 1 st July Sunday, 8 th July DECLINE: The request for Geordie Bullies Charity to hire Oakfield Park is declined. AGREED: The council will only allow a maximum of 3 events to take part on each park per year. EC TO CONSIDER GOOD NEIGHBOUR SHCEME All members have been issued with a report about the Good Neighbour Scheme. The Chairman reported the Blaby Local Co-ordinator has been contacted by Blaby District Council to organise this scheme. EC TO CONSIDER SUBSCRIPTIONS:- a) Fields in Trust Membership Renewal Members have been issued with annual membership renewal for Fields in Trust priced at RESOLVED: Accept the annual membership renewal fee of for the Fields in Trust. 16

17 EC.212 EC.213 EC CORRESPONDENCE:- a) Fields in Trust Autumn/Winter 2017 Newsletter Members have been issued with a copy of the Fields in Trust 2017 newsletter. 14. CORRESPONDENCE RECEIVED AFTER ISSUE OF AGENDA None. 15. CHAIRMAN S TIME. Thank you all for attending. MEETING CLOSED: 8.26PM 17