Agenda and minutes

Winchester Town Forum - Thursday, 23rd January, 2020 6.30 pm

Venue: Walton Suite, Guildhall, Winchester

Contact: Matthew Watson, Democratic Services Officer  Tel: 01962 848 317 Email:  mwatson@winchester.gov.uk

Items
No. Item

1.

Apologies

To record the names of apologies given

Minutes:

(Audio Recording)

 

Apologies were recorded as shown above.

Actions: The key action here is to record any apologies for absence.

2.

Disclosures of Interests

To receive any disclosure of interests from Members and Officers in matters to be discussed.

Note: Councillors are reminded of their obligations to declare disclosable pecuniary interests, personal and/or prejudicial interests in accordance with legislation and the Council’s Code of Conduct.

 

If you require advice, please contact the appropriate Democratic Services Officer, prior to the meeting.

 

Minutes:

(Audio recording)

 

The following members declared a personal (but not prejudicial) interest in relation to report ref WTF278, North Walls and King George V Sports Pavilion Update:

 

·         Cllr Gottlieb who had made a personal donation to the Pavilion project.

·         Cllr Tod who as a Hampshire County Councillor had provided a grant to the Pavilion project.

·         Cllr Hiscock who as a Hampshire County Councillor had provided a grant to the Pavilion project and had also made a personal donation to the Pavilion project.

·         Cllr Mather who as a former Hampshire County Councillor had provided a grant to the Pavilion project.

·         Cllr Weir who had made a personal donation to the Pavilion project.

3.

Chairperson's Announcements

Minutes:

(Audio Recording)

 

The Chairperson advised that the Town Forum Small Grant fund was now open for applications for up to £500.  Local community organisations were encouraged to apply by the 30th January 2020.

 

At the invitation of the Chairperson, Councillor Weir advised that the Council would be launching its crowdfunding platform at 2pm on the 5th February 2020 at the Winchester Hotel. All members were welcome to attend. Following the launch, a training session was planned for not for profit organisations between 3pm and 5pm of which places were available.

4.

Minutes pdf icon PDF 136 KB

Minutes of the previous meeting held on 11 September 2019.

Minutes:

(Audio Recording)

 

RESOLVED:

 

That the minutes of the previous meeting held on the 11September 2019 be approved and adopted.

 

5.

Public Participation

To receive and note the questions asked and statements made from members of the public on issues relating to the responsibility of this     Forum.

 

Minutes:

(Audio Recording)

 

Ian Tait addressed the Forum regarding the cleaning of the Buttercross. The Chairperson advised of a recent meeting with Historic England and would obtain an update for the Forum in due course.

 

Emma Back on behalf of The Winchester Sport, Art and Leisure Trust (Winchester SALT) addressed the Forum in respect of report WTF278, North Walls and King George V Sports Pavilion Update. She welcomed the project, the partnership approach adopted and was keen to see it progress. She asked how the council would ensure that community groups, local clubs and young people would be engaged as the project progresses. She also spoke on behalf of the Boxing Club who wanted to stress the importance of safety of users and the security of equipment.

 

Janet Berry (on behalf of Highcliffe Community Forum for Action) addressed the Forum in respect of report WTF278, North Walls and King George V Sports Pavilion Update. She sought reassurance on a number of issues including; community use of the King George V Pavilion, community involvement in the location and the design of the pavilion and of the wider facility.

 

Chris Allen (a resident of Highcliffe addressed the Forum in respect of report WTF278, North Walls and King George V Sports Pavilion Update and specifically the composting centre within the King George V Playing fields site. He advised of a number of issues with the current centre and asked the Forum to consider relocating it elsewhere.

 

Mike Caldwell, a Trustee of The Pavilion Project addressed the committee in respect of report WTF278, North Walls and King George V Sports Pavilion Update. He explained that the Pavilion Project welcomed the recommendations which would allow the project to move to tender stage with on site build commencing in 2020. Mr Caldwell informed the Forum that, to date, over £205,000 had been raised and that planning permission had now been granted for the pavilion.

6.

North Walls and King George V Sports Pavilions Update Report pdf icon PDF 569 KB

(Report Ref: WTF278)

 

Minutes:

(Audio Recording and Report ref WTF278)

Councillor Learney set out the background to the report which included the recommendations from the Town Forum, North Walls Working Group. 

The Strategic Director: Services (Interim) responded to the issues raised during Public Participation. He reassured the Forum that any proposals relating to the King George V facility would be subject to community engagement. He also advised that alternative locations for the composting centre were reviewed regularly although a suitable alternative had not yet been identified.

The Forum asked questions and raised comments which were responded to by officers accordingly. Officers would provide an update to the Forum at a future point following the receipt of tenders and regarding future toilet provision.

The Forum agreed to the following for the reasons set out above and outlined in the report.

RESOLVED:

 

1             That Town Forum supports the proposal to replace the existing cricket pavilion at North Walls recreation ground, Winchester with a new bespoke pavilion based on the design brought forward by the Pavilion Project group at an estimated total project cost of £800,000.

 

2             That Town Forum support the allocation of Town Community Infrastructure Levy funding to meet the £295,000 funding shortfall to support the North Walls pavilion project. 

 

3          That Town Forum recommend to Cabinet that:

 

a)            The North Walls Pavilion Project be included within the Capital Programme for 2020/21and that Council procures the construction of the replacement pavilion at North Walls Recreation Ground in accordance with the design and specification brought forward by the Pavilion Project Group and approve expenditure up to £800,000.

 

b)            The proposal to release CIL funding to support the £295,000 contribution to the project costs be approved.

 

 

c)         The Corporate Head of Asset Management be authorised to seek tenders for the construction of the North Walls Pavilion in accordance with the specification prepared by the Pavilion Project group and the Council’s Contract Procedure rules.

 

Councillor Green left the meeting following the conclusion of this item.

 

7.

Play Area Improvement – 5 Year Programme Update pdf icon PDF 194 KB

(Report Ref: WTF280)

 

Minutes:

(Audio Recording and Report WTF280)

 

The Open Space and Projects Officer introduced the report which proposed a five year plan for the refurbishment of play areas in the Winchester Town area. She updated the Forum regarding the individual projects within the plan as shown in Appendix A of the report. The report requested that the Town Forum approve the budget for the next 5 years.

 

The Forum asked questions and raised comments which were addressed by officers accordingly.

The Forum agreed to the following for the reasons set out above and outlined in the report.

 

RESOLVED

That Members approve the refurbishment programme to play areas as detailed in Appendix 1.

8.

Governance Options pdf icon PDF 244 KB

(Report Ref: WTF282)

Minutes:

(Audio Recording and Report WTF282)

 

The Strategic Director: Resources introduced the report. She informed the Forum that Officers and the Town Forum Governance Informal Group were undertaking a review of the role and remit of the Forum’s Governance arrangements. The report described four high level options for consideration and recommendations were required in order to steer the future work of the Working group. The Forum asked questions and raised comments which were addressed by officers accordingly.

 

The Forum agreed to the following for the reasons set out above and outlined in the report.

 

RESOLVED:

 

That the Forum considered the high level options within the report and was supportive of option B being taken forward for further analysis by the Working Group. In addition, officers and the Working Group were asked to look at how other bodies of the council interacted with the Town Forum and how this could be improved.

 

9.

Magdalen Hill Cemetery Lodge and Garden pdf icon PDF 207 KB

(Report Ref: WTF281)

Minutes:

(Audio Recording and Report WTF281)

 

The Strategic Director Resources presented the report which set out recommendations for the Cemetery Lodge at Magdalen Hill Cemetery and following discussion, the Forum supported the proposals.

The Forum agreed to the following for the reasons set out above and outlined in the report.

RESOLVED:

That the Town Forum:

 

1.    Approves a budget of £23,000 to fund renovation and improvement works at the Magdalen Hill Cemetery Lodge for the purposes of enabling its lease to external users.

 

2.    Finances the renovation and improvement works from a virement within the uncommitted “Grants” budget for 2019/20.

10.

Community Infrastructure Levy - Update pdf icon PDF 230 KB

(Report Ref: WTF277)

Additional documents:

Minutes:

(Audio Recording and Report WTF277)

 

The Strategic Director: Services (Interim) introduced the report which sought to update the Town Forum with the current position with the Community Infrastructure Levy (CIL) allocated to the Winchester Town Improvement Fund, and  provided an overview of how the agreed allocation protocol was working including the bids which had been received for funding to date.

 

The Forum asked questions and raised comments which were addressed by officers accordingly. The Forum agreed to the following for the reasons set out above and outlined in the report.

 

RESOLVED:

That the report was noted.

 

11.

Winchester Town Account Medium Term Financial Position pdf icon PDF 232 KB

(Report Ref: WTF279)

Minutes:

(Audio Recording and Report WTF279)

 

 

The Finance Manager (Strategic Finance) introduced the report which updated Members regarding the Town Forum’s budget for 2020/21 and the current financial projections for the Town Account for the period 2019/20 to 2026/27 and financial sensitivities. The final decision on the level of council tax for 2020/21 will be taken at Full Council in February 2020. The Forum was asked to consider the Town precept and was reminded that they should bear in mind that any decisions will be subject to ‘referendum limits’.

 

The Finance Manager (Strategic Finance) drew members attention to the recommendations regarding CIL funding and also paragraphs 11.8 through to 11.13 which gave an overview of the Forums budget. The Forum was advised that the public consultation over the wider budget had shown a general level of public support for an overall 3% increase in Council Tax.

 

The Forum asked questions and raised comments which were addressed by officers accordingly. The Forum agreed to the following for the reasons set out above and outlined in the report.

 

RESOLVED:

That the Town Forum;

1.            recommends that the Council Tax precept for the Town area be increased by 3% for 2020/21;

2.            approves, in principle, CIL funds of up to £50,000 relating to a new scout facility from Abbotts Barton and Hyde (6th Winchester) Scout Group

3.            recommends to Cabinet the budget for the Town area for 2020/21 be set in accordance with Appendix A of the report.

12.

Work Programme - Update pdf icon PDF 159 KB

To note the latest version of the Forum’s workplan

Minutes:

(Audio Recording and Report)

 

 

Officers recommended that the item relating to the transfer of Tennis Courts and Astro Turf pitches be incorporated into the report “Vision for North Walls Recreation Ground. Also, officers were proposing to provide the Forum with a presentation regarding the results of the open space survey at its meeting in March 2020. 

 

The Forum also agreed to establish an additional informal group for the development of the King George V project discussed earlier. The following members were nominated to the group: Gottlieb, Ferguson, Learney, Weir, Mather and Hutchison.

 

RESOLVED:

 

That the workplan with the amendments detailed above were agreed.

 

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