Dover Town Council

Minutes 13.02.08

DOVER TOWN COUNCIL

Minutes of the meeting of the EXTRAORDINARY TOWN & ENVIRONMENT COMMITTEE Meeting held on Wednesday 13th February 2008 at 4.45pm in the Town Council Offices, Maison Dieu House, Biggin Street, Dover.

PRESENT

Councillor Mrs L D Young (Chairman)
Councillor Mrs S J Jones
Councillor D J Lloyd
Councillor R R Markham (Town Mayor)(To Item 7)
Councillor Mrs V L Philpott (Vice-Chairman)
Councillor N T Rix
Councillor Mrs A Smith
Councillor Mrs J F Tranter


631. DECLARATIONS OF INTEREST

Members present made no declarations of either personal or prejudicial interest.


632. MINUTES

The Committee considered the minutes of the meeting of the Town and Environment Committee held on the 5th February 2008.

RESOLVED: That, as requested by the Chairman, the Committee meeting Minutes of the 5th February 2008 be considered and signed at the next meeting of the Committee, scheduled for 4th March 2008, (after the Full Town Council Meeting, to be held 25th February 2008), with Minutes from the Extraordinary Committee meeting held 13th February 2008.


633. FESTIVE LIGHTS

The Committee considered the Contract / Operational Agreement for the 4 year Festive Lights contract, and an oral report from Councillor D J Lloyd regarding the contract, prior to the selected contractor signing.

RESOLVED: (a) That the amendments to the draft Contract / Operational Agreement be approved for the 4 year Festive Lights contract with Electricians on Call (Quotation 1) for the installation, maintenance and dismantling of the festive lights for a 4 year contract, be agreed at a cost of £6,560.00 plus VAT per year, this cost fixed for the life of the contract, costs to be met from the Festival Lights provision in the relevant Financial Year’s Committee’s budgets, subject to B, below;


(b) That a meeting be held between the Chairman, Councillor D Lloyd, the Project Development Officer and Electrician on Call to discuss the amended Festive Lights 4 year contract and obtain acceptance.


634. ORDER OF BUSINESS

RESOLVED: That, in accordance with Standing Order 20(d), the order of business be changed so that Agenda Item 6A be considered before Agenda Item 5.


635. WESTERN HEIGHTS SPORTS PAVILION AND GROUNDS

The Committee considered the Project Development Officer’s reports of the 18th December 2007 and the 7th January 2008, plus an oral report regarding a review of the Western Heights Project and options on the Western Heights pavilion provision.

The Committee considered Mr Wells’ e-mail of the 5th February 2008 requesting permission to use the Western Heights Sports Field for a car parking area for the Western Heights Open Weekend, 31st May / 1st June 2008.

RESOLVED: (a) That approval in principal be given to a modular building (option 3) being purchased, to progress the Western Heights Sports Field project to the satisfaction of the Town Councillors, residents and Sports Clubs;

(b) That the Project Development Officer investigates further details and costings and report to a future meeting of the Committee;

(c) That Mr Wells be informed that the Western Heights Sports Field may be used as a car parking area for the Western Heights Open Weekend, to be held 31st May / 1st June 2008, subject to the ground being left in a clean state and any damage incurred from vehicles, being repaired at no cost to the Town Council.


636. EXCLUSION OF THE PUBLIC

RESOLVED: That in view of the confidential nature of business about to be transacted it would be advisable in the public interest that the public be temporarily excluded and they be requested to withdraw.


637. WESTERN HEIGHTS SPORTS PAVILION AND GROUNDS

The Committee considered the Project Development Officer’s reports of the 7th January 2008 and the 5th February 2008 regarding meetings held with Braddon residents, including the results from an opinion survey carried out, concerning the Western Heights project.

RESOLVED: That the Project Development Officer obtain quotations for improvements to the Western Heights Sports Field, excluding the Pavilion project, and report to a future meeting of the Committee.







638. MAXTON ALLOTMENTS REGENERATION PROJECT

The Committee considered GPM Partnerships report of the 23rd January 2008, consisting of notes of a meeting held 17th January 2008, a complete budget estimate and a revised budget estimate for the regeneration project.

The Committee considered GPM Partnership’s interim invoice of the 1st February 2008 requesting the sum of £990.00 + Vat be paid.

RESOLVED: (a) That subject to Planning Permission and adoption of the recommendation below by the Town Council, that work on the entrance to Maxton Allotment site and erection of a perimeter fence commence in the 2007/08 Financial year;

(b) That improvements to each allotment plot be considered piecemeal in the 2008/09 financial year;

(c) That due to delays to the Maxton Allotment project, 12 months complimentary rent & water be given to all Maxton Allotment tenant’s from the 1st April 2008;

(d) That GPM Partnership’s interim invoice be paid at a cost of £990.00 + VAT, the costs to be met from the Community Development Project provision in the Committee’s 2007/08 budget;

(e) That a letter be sent to GPM Partnership advising that the Maxton Allotment project is not economically viable in its entirety at this time and that the Committee wish to terminate its contract with them.


RESOLVED TO RECOMMEND: (a) That quotations be obtained for the erection of a perimeter fence and improvements to the entrance of the Maxton Allotment Site;

(b) That due to the urgency regarding the ecological situation at the site, that the provisions of Standing Order 70 be set aside and the Proper Officer authorise the contracts in consultation with the Chairman of the Committee.




The meeting closed at 5.45 pm.














CHAIRMAN
Mrs L D Young