STRATFORD-UPON-AVON TOWN COUNCIL
GENERAL PURPOSES COMMITTEE MEETING
9 JULY, 2013
TOWN CLERK’S OPEN REPORT
1)
Stratford-upon-Avon Markets
 Members are requested to note the report
 Members are requested to consider how to manage the
associated retail problems
The phrase 'hoist with one's own petard' readily springs to mind
when one considers Stratford-upon-Avon markets!
When the market contract came up for renewal last year, both
Councils were committed to bringing thriving, busy destination
markets to the town.
Geraud (UK) Ltd which was awarded the contract following a
tender exercise, was established in the United Kingdom in 1998
and is the British arm of Groupe Geraud, an Anglo-French
Company. The Directors and key personnel have a wealth of
knowledge of the markets industry (both public and private sector)
within the UK and throughout Europe and North America.
Since Geraud (UK) Ltd took over the operation in October 2012,
the town’s market offer has been going from strength to strength,
so much so, that some retailers in the town are claiming that the
markets are having a serious and detrimental effect on their
takings, particularly on Sunday when the craft and food market is
staged on Waterside. Some have started a poster campaign
asking people to ‘Support your local shops not the Sunday
Market’.
Council will, no doubt, share the concerns of Stratforward, which
has made official representation on behalf of its aggrieved
members, if the market is the cause for the decline of the town’s
retailers. However, whilst acknowledging that the markets have
brought additional competition, undoubtedly the markets have
brought an enormous increase in footfall to the town:
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From the outset, Geraud/LSD has tried to ensure that there is no
direct competition. Whilst there is an array of food on offer, fish
and chips, for example, are not sold on the market as that would
be in direct competition with the fish and chip shop across the
road. Where it can be demonstrated that the exact same product
being sold by nearby retailers is also being sold on the market,
then either the product or even the complete stall is withdrawn.
The Market Forum currently monitors the quantity of competitive
stalls within the market itself, which ensures that the balance is not
tipped to such an extent that the ‘jam is spread too thinly’ amongst
all those market traders offering the same or a similar product.
That balance must, for the sake of harmony, be in correlation with
the existing retail offer within the town.
Geraud’s Deputy Chief Executive, Mr Tony Fraser and Mr Dermot
McGillicuddy from LSD go to great pains to communicate with the
local retail sector. They answer any letters of complaint personally
and if possible, usually follow it up with a face to face meeting.
Keeping the retailers advised of developments is a key issue, and
the first circular to retailers and businesses in Waterside, attached
as Appendix ‘A’ was distributed by Geraud/LSD in early May.
More are to follow.
Stratforward, on behalf of its retail members, has still indicated
serious concerns regarding the effect of the market on its
businesses.
They have requested that they send retail
representation to the next Market Forum Meeting, which, as you
know, is designed as an on-going opportunity for the councils and
market operator to meet and discuss problems, ideas and
solutions in partnership.
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However some enterprising retailers are taking full advantage of
the Waterside market and can be seen ‘plying their wares’ without
being tied to a stall. Geraud/LSD, within reason, applauds these
initiatives:
Costa Coffee team
The Encore with taster samples and leaflets
Stratfordward have also been offered the opportunity to site a
display rack within the market, which any of their members can
use to advertise their shop or service.
Three visitor surveys have been planned for Waterside; the
analysis of the first is attached as Appendix ‘B’. It will be
interesting to see if there is a significant differential in the answers
to some of the questions on the third survey, as 80% of those
surveyed state they had not come to Stratford-upon-Avon
specifically for the market, but 92% said they would return to shop
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in the market again in future. 90% advised that they planned to
visit other places within the town.
On Sunday 9 June, it was reported from Waterside that a lot of
traders either sold out or nearly sold out. One surprising sellout was the trader selling the wooden ducks. He sold every
duck before 3:00pm, which has never happened to him before.
Undoubtedly, in terms of providing a successful market on
Waterside, Geraud/LSD has delivered but it is unfortunate that
concerns have also been raised about the changes to the markets
on Rother Market on Saturday, whereby the specialist markets no
longer stand-alone.
This has caused particular concern to
devotees of the Farmers’ Market, and the concerns of one local
resident and Farmers’ Market customer is set out in Appendix ‘C’.
Geraud’s response and explanation, attached as Appendix ‘D’,
should give members reassurance that Geraud/LSD is taking their
responsibility for providing excellent markets very seriously, whilst
trying to reach necessary compromises. It also appears that there
is consternation by a few of the Farmers’ Market traders since the
introduction of the later closure from 2:00pm to 3:00pm.
This is not ‘set in stone’ and is under review, but the letter from
Geraud to the traders does outline the reasoning behind the move,
which was done solely for the benefit of the traders and actually
comes at a cost to the market operator. The letter is attached as
Appendix ‘E’ and the recent Farmers’ Market Customer
Satisfaction Survey conducted on 15 June 2013 is attached as
Appendix ‘F’.
Stratforward, amongst others, has also raised concern regarding
the decision by the market operator in association with the Market
Forum, that the proposed and much anticipated Christmas Chalet
market is not possible. This is mainly due to the lack of a suitable
location and intense competition from neighbouring towns.
The decision was not taken lightly, but the Forum had to be
realistic in terms of how many quality market stall holders are
available to go round at a time when every location is putting on
additional festivities to celebrate Christmas. The Birmingham
Christmas Market is now so successful it almost rivals the famous
Lincoln Christmas Market. Having spoken to a number of traders
on our Waterside craft market, the vast majority have already
booked Birmingham.
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Last year, the Christmas market in Henley Street just did not work
on Thursday, either in the day or in the evenings, as it is
traditionally a street for tourists rather than a street where locals
shop. The revenue of stall holders was so appalling that
Geraud/LSD know that they will be unable to attract the market
traders to return if the market is once again to be held in Henley
Street on a Thursday. It must also be noted that Stratfordward
concurred that late night Thursday shopping was not proving
successful with little buy-in from retailers.
Instead, the market operator is planning to move the Sunday
market from Waterside to Henley Street as from 8 September, so
the market will concentrate on the other end of town in Rother
Market on Friday and Saturday and Henley Street on Sunday.
Henley Street has proved a successful venue for markets on
Sundays, both for the visitor and traders. From switch-on, in the
run up to Christmas, the three markets will be encouraged to
create a Christmas theme, with particular emphasis for a festive
feel for the Sunday markets, which will be marketed as the
‘Christmas package’.
It must be remembered that due to the complications following the
tendering exercise last year, Geraud/LSD only took over the
market operation in October and putting on a Christmas market at
all, at such short notice, should be seen as an accolade to
Geraud/LSD. They cannot be judged purely on the Christmas
offer that they provided last year. However, they have had the
time to plan the Christmas package for 2013, and the Market
Forum is confident that the offer will be equal to the markets they
have provided throughout these ten months of their tenure.
Stratforward has conducted a survey amongst its members and it
would appear from a response from fifty-four town retailers that
80% would wish to see a chalet style three week Christmas market
located somewhere in town. From the response of forty-three,
33% wished to see the return of Thursday markets in Bridge
Street. The full analysis is attached as Appendix ‘G’.
Although this information is extremely interesting and can be taken
into account for the future, it is hoped that Stratfordward has not
raised the expectations of its retail members, as the Christmas
package for 2013 has already been agreed by the market operator
in partnership with the Market Forum. Bridge Street is not an
option, and a three weeks static chalet market, would, at this
present time, be difficult if not impossible to locate.
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However, a further survey by Stratforward, attached as Appendix
‘H’ has been circulated and by using the word ‘proposal’ on
questions 2,3 and 4, it is very likely that those expectations have
already been raised.
Geraud/LSD has already demonstrated that, given the right
location, they could quickly create a destination market for
Stratford-upon-Avon of national acclaim – ‘think BIG’ (their words
not mine). Christmas may not necessarily be the time to create
such an event as rival markets in the near vicinity have already
become too well established. A specialist summer market is
certainly something that should be given further consideration in
the future if the town wishes to capitalise on what the market
operator is confident they can deliver. A summer chalet market
could be a possibility, but once again, location is the issue.
There is no shortage of ideas, but members must be mindful that
the tender process was very exact, and if the ‘goal posts’ were to
move significantly in the early days of the contract, those who
were unsuccessful at tender, could and most probably would
complain, with justification.
Although Geraud/LSD has stressed on many occasions that they
wish to work in partnership with the councils and be in harmony
with the town’s aspirations for a thriving retail/business economy,
Geraud/LSD cannot be blamed for providing exactly what we
asked them to do, and pay the councils £100,000 per annum for
the privilege. Council must also not lose sight of the fact that we
have a ‘water tight’ contractual obligation to this market operator.
Members are requested to note the report.
Members are now requested to give consideration on how to
manage the associated retailer problems.
1.1
Market Forum
 Members are asked to appoint 2 representatives to
the Forum
 Appoint a Market Sub-Committee to service the
Forum
Prior to the new market contract being awarded, those
market operators which took part in the tendering exercise
were made aware that the Town and District Councils wished
to enter into a tripartite agreement with the operator to
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ensure that the market operation became a partnership
arrangement.
A Market Forum was instigated, made up of two members
from the District Council, two members from the Town
Council together with the appropriate officers from both
organisations, and senior representatives from Geraud and
LSD. Representatives from other outside organisations,
such as Stratforward, could attend when necessary, but this
is by invitation only. The Terms of Reference for this
constituted Forum is attached as Appendix ‘I’.
In 2012, there were more than two members of the Town
Council wishing to serve on the Forum. A Market SubCommittee was therefore drawn up, comprising four
members. Councillor Diane Walden who is renowned
amongst Council for being ‘passionate’ about the market
and was instrumental in selecting the new contractor,
became Chairman of the Forum, and thus attended every
meeting. The Council’s other representative became a
‘floater’ and members took it in turns to attend the meetings
in rotation.
Town Council is still entitled to two representatives and it is
suggested that a similar arrangement to that described
above is adopted. Mayor Walden has requested that she is
returned to this Committee as her passion has not waned!
As part of the arrangement with the District Council, the
Town Council is responsible for facilitating and administering
this Forum.
2) Park Road Allotments
 Members are requested to consider and determine the
eight questions at the end of the report
Securing a site for Town Council allotments has been a long
process but finally, on 19 April, 2013 the Park Road lease was
signed with Orbit and Council is now at liberty to proceed.
Working from that which was previously agreed by the Allotments
Sub-Committee, research has been undertaken to provide the
following services and amenities but at this time they are based on
quote:
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 To install 3 sides of security fencing with lockable entrance
gate and razor coil - £4,480.00;
 4 x water butts each holding 200 litres of water - £143.96;
Consideration should be given if water butts are needed as
potentially, there could be a constant supply of water from a
tap. Rainwater can be diverted back into the allotment as
Severn Trent water reported that an average of 85,000 litres
of rainfall falls on roofs every year.
 Triple bay compost bins - £159.00;
 Additional triple bay compost bin lids - £79.00;
 4 x galvanised walk-in storage units with internal shelving
secure lockers including delivery with Hiab (crane offload) £8,200.00;
 1 x litter/hygiene bin for the green adjacent to the allotments
including cost of emptying weekly by SDC (52 times
annually) - £500.00;
 Removal of 42 large conifer trees and a 25metre run of
buddleia bushes - £2,500.00 (quote 1) and £3,500.00
(quote 2);
 Cost of application for potential reconnection of water £133.14
 Cost of application for reinstatement of electricity supply,
including evacuation work for laying new cables - £9,434.56.
Total so far - £25,629.66 (with quote 1 tree and buddleia
removal) OR £26,629.66 (with quote 2 tree and buddleia
removal)
The Sub-Committee seconded Mr Roger Matthews from Transition
Stratford, who was most helpful and able in assisting members in
the more technical aspects of setting up allotments.
The site is approximately 25 metres in length and 10 metres wide.
Taking into account the need for a communal lock-up, Mr
Matthews considers that the land available will be able to provide
no more than 4 actual plots of approximately 5 metres x 8 metres.
This takes account of walkways between plots and the boundaries
and space for the lock-up, water butts and compost bins.
On a traditional site with plenty of space available, the standard
size for allotment in the UK is 250 square metres, which is about
the same size as the total space the Council has available!
However, the traditional size is now generally considered too big
and unmanageable, and more often the plots are halved, or scaled
down still further. There is also a question of ‘supply and demand’
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and it will be perfectly acceptable to provide smaller plots, but not
necessarily at a greatly reduced rent.
From research undertaken by the University of Leicester in 2009,
they found that the average cost of an allotment had soared by a
fifth in the past three years.
Rent varies hugely across the country, from 55p a year per square
metre, the most expensive in Runnymede, Surrey, to just a penny
per square metre in Bolsover, Derbyshire.
On average, for a plot measuring 250 square metres, the annual
rent is 15p per square metre.
In Stratford-upon-Avon, the picture is somewhat different:
Redland Allotments (Town Trust)
Average size – varies but larger plots are now being split to
provide more plots
Rent from £17.50 to £30.00 per annum depending on size
Tap water on site
No electricity
Sheds and greenhouses permitted
‘Sunshine’ Allotments Shottery (Privately owned)
Average size 120 sq mtrs
Rent 2013 £30.00pa
No tap water on site - 2 Communal water troughs
No sheds, greenhouses etc.
No electricity
Alveston Allotments (The Coventry Diocese)
Average size 120 sq mtrs
Rent £35.00 per annum
Tap water on site, water costs included in rent
Sheds, greenhouses permitted
No electricity
Bordon Place Allotments (Stratford-on-Avon District Council)
The Clerk will issue a verbal report.
In order to progress the matter, it was necessary to bring a request
for a virement of funds to the Finance & Scrutiny Committee, as
there is currently no budget facility for allotments. However, over
the years, the Council has made provision for an Allotment
Reserve which currently stands at £105.00. Finance & Scrutiny
has been asked to provide the General Purposes Committee with
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a working budget of £20,000, and a virement was agreed at the
Finance & Scrutiny meeting on 18 June.
However, the request was made prior to receiving confirmation
from the electricity board of the cost to supply power to the site.
Members are asked to note that electricity is rarely available on
allotment sites and would bring the estimated cost of setting up the
Park Road Allotments to £16,195 - well within the virement agreed.
For Determination by General Purposes
There are a number of questions the Committee will need to
consider and determine:
i)
The water supply to the site was turned off when the
chalets were removed. If a tap water supply is to be
provided, the cost of re-connection and an annual charge for
water will need to be included in the rent and must be taken
into account when setting the level.
ii)
How much should the annual rental be for an allotment plot?
iii)
From the waiting list, should those at the top of the list be
offered a plot first, or those on the top of the waiting list in
Avenue & New Town Ward?
On the face of it, it would seem fairer to offer a plot to those
on the top of the overall waiting list, but members should be
mindful that the Sub-Committee has determined that if
someone is offered a plot and they turn it down, they go to
the bottom of the queue.
Having undertaken a survey where sixty-one people
responded, it is clear that there is little appetite for people to
travel further than 1-2 miles to reach their allotment, and it
would therefore appear logical for priority to be given to
Avenue & New Town:
 0.5 mile
8%
 1 mile
34%
 2 miles
18%
 3 miles
11%
 4 miles
Nil
 5 miles
8%
 No answer 21%
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iv)
Weston Power disconnected the electricity supply cables
when the chalets were removed. Should an electricity supply
be reinstated for the communal lock-up?
v)
Mr Roger Matthews was instrumental in helping the
Allotment Sub-Committee formulate a viable Allotment
Garden Tenancy Agreement. The proposed agreement is
attached as Appendix ‘J’ and members are requested to
approve the agreement.
vi)
Does the General Purposes Committee wish to set up a
stand-alone Allotment Committee to meet separately to deal
with the management and day to day running of the
allotments, or would General Purposes prefer to instigate
Allotments as a regular Agenda item for each meeting, with
the decisions taken by all members of the Standing
Committee, rather than a Sub-Committee?
Bearing in mind that you will be dealing with just four
allotments, it will be perfectly possible to cover this through
General Purposes meetings.
vii)
To note - The Council will cover the allotment site with its
public liability insurance, but it is recommended that tenants
also provide their own insurance cover.
viii)
To note - Members are requested to note that there are
currently plots available at the Alveston allotments on
Tiddington Road, which may be of interest to residents in
your Ward.
3) Mechanical Grave Digging
 Members are requested to approve the continuation of
mechanical grave digging by specialised outside
contractors
Set out below is the report taken to Finance & Scrutiny Committee
on 18 June following notification that the cost of grave excavation
is likely to increase in the near future:
For a number of years Council has called on the services of
a local contractor, Sibbasbridge Ltd. to excavate graves
using their mechanical digger as and when required.
Although the digger is owned by the contractor, it is used
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only for grave excavation and as such is stored permanently
at the cemetery.
Therefore, when a grave is required to be excavated, the
contractor sends a member of his staff to the cemetery to
operate the digger. This arrangement has worked well and
has helped to keep councils costs to the minimum.
Unfortunately, Sibbasbridge has advised that their digger is
nearing the end of its useful life and in the very near future
will become uneconomical to repair. At that point the
contractor will remove the old digger from the cemetery and
not replace it with another. Therefore, in the future,
Sibbasbridge will send an operator and digger to and from
the cemetery as and when required.
Unfortunately, Sibbasbridge has also advised that their fees
will need to be increased from £145.00 per excavation to
£225.00 to reflect this change.
Quotations from another supplier have been sought and
subsequently John Shelton Burial Services has quoted
Council £190.00 per excavation.
As the cost to Council for grave excavations for the
preceding 2 years was £4,148.25 in 2011/12 and £3,170 in
2012/13, Council may wish to consider purchasing its own
digger and training staff from the Open Spaces team to
operate it.
The Finance Officer has been advised that a suitable second
hand digger could be bought for between £6,000 - £7,500
and training to operate the digger at £200 per person.
Although one could perhaps question why, with three full
time Open Spaces operatives, grave digging is not done inhouse, mechanical digging of graves is a highly specialised
craft and even by an expert, can take anything up to three
hours. The Open Spaces Foreman, always obliging and
usually willing to ‘turn his hand to anything’ has expressed
concern about adding this additional, and very important task
to their workload.
If we retain the services of an outside contractor, the
increase in charges will impact on the fees Council charge
for interments, as it would if Council had to purchase its own
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digger, and therefore a review of Council cemetery charges
is being undertaken.
Members are requested to consider the above options in
terms of the financial implications and make a
recommendation to General Purposes whose remit
incorporates Cemetery management.
Following the Finance & Scrutiny Meeting, the recommendation to
General Purposes is as follows:
RECOMMENDED:
That when the existing digger becomes
unviable, the contract be outsourced at
£190 per grave and that the cemetery fees
be reviewed to reflect the increase in cost.
The Open Spaces team’s remit has increased considerably over
the years, as they turn their hand to work completely disassociated
with the cemetery and churchyard. With such a small team, Tony
Holt, particularly during summer months when holidays are
prevalent, usually finds himself having to manage with just two
men and part time contractors, slap bang in the middle of their
busiest period.
There is an added complication as present, with one of his full time
employees being signed off for at least four weeks. Adding
mechanical grave digging to their rota of duties would very likely
become extremely burdensome, and it is recommended that
Council continues to use an outside contractor for this purposes,
albeit the one that can demonstrate best value.
As mentioned in the report to the Finance & Scrutiny Committee
and subsequently in their recommendation, this increase in grave
digging will have to be taken into consideration in the review of
burial fees.
The Clerk will issue a further verbal statement regarding the
management of the Cemetery and Open Spaces.
4) Public Art
 Members are requested to approve the recommendation
of M&P
 Members are requested to give consideration to
alternative use of the s106 money
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Some weeks ago, the Head of Environment and Planning at the
District Council contacted the Town Clerk regarding the possibility
of the two councils working together on the spend of some public
art funds which the District Council collected some years ago.
The amount of money available is much less than originally
thought. The funds are as follows:
• 20K has been collected from the Waitrose development but this
is committed as a contribution towards some art which will be
placed on the new traffic island;
• 25k was collected many years ago from the Cattle Market site
and this is to be spent within the site once the planning issues
have been resolved;
• 20k has been collected from the Premier Inn development
Birmingham Rd and is available to be considered for potential
uses however must be spent within the general vicinity of the
development.
Therefore it would appear that the only real opportunity of working
together is to develop some options for the use of the Premier Inn
monies. Mr Weeks has said that he has ‘no idea what this
relatively small amount of money will provide but I am happy to
discuss this further with you and members of the Town Council’.
Members may have picked up, through the minutes of the Mayoral
& Protocol Committee, that the Town Clerk suggested to M&P that
some of the £20,000 could be put to very good use for the Birthday
Celebrations. It would certainly pay for the proposed giant flag
pole and flag, and possibly the staging for Bridge Street. This
comes as a recommendation from Mayoral & Protocol to General
Purposes.
However, using the money in this way would not provide
permanent public art, and it would of course, need to be sited in
the heart of the town in Bridge Street, not off the Birmingham
Road.
This obviously complicates matters but Mr Weeks advised that
‘although the agreement states that the money must be spent
within the vicinity of the development, if the developer agrees to a
variation this can be changed’. The developer, Mr A P Bird was
approached, and is in agreement to using this money
specifically for the Birthday Celebrations (i.e. flag and staging), on
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the understanding that if this idea comes to fruition using the
s106 money from his development, that Mr Bird unfurls the flag.
Members are therefore requested to give consideration to these
issues and determine:
i)
Whether to put forward the suggestion to purchase a
large flag pole and flag for the top of Bridge Street –
potentially in the middle of the Barclays Bank
roundabout. This is unlikely to cost more than
£3,000 but is likely to cost the same amount to excavate and
install the flag socket.
ii)
Purchase staging for the Quill Cameo and for other
important aspects of the Flag Unfurling Ceremony to
be sited in Bridge Street. At the time of writing,
estimates were still being sought and will be tabled at
the meeting on 9 July, 2013.
iii)
Consider alternative uses for the money, either
alongside the development, or elsewhere in the town.
Members are asked to note that it is necessary to work with the
District Council on this issue, and that if the money is to be used
other than in the near vicinity of the Premier Inn on the
Birmingham Road, approval for the proposal would need to be
agreed with the developer.
5) Obscure Window Film in the Mayor’s Parlour
 Members are requested to approve the enhancement to
the windows in the Mayor’s Parlour
Some years ago, the window panes in the Committee Room and
Council Chamber were significantly enhanced when the
secondary, utilitarian glass panels were replaced with obscure
window film, featuring the town crest, which has improved them
significantly.
When the Mayor’s Parlour was recently spring cleaned and
decorated, the light and airiness of the room was startling, as
opposed to when the rather dull net curtain was returned to
obscure the window, for it must be remembered that light only
enters a room from the top of a window.
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Members are requested to consider a proposal to install obscure
window film in the Parlour to the lower panes, in keeping with that
in the Committee Room and Council Chamber.
The cost to install film to eight of the lower window panels (2 with
Town Council logo and 6 with plain frostbite) is £298.00 Ex VAT,
which includes supply and installation.
6) Stratford-upon-Avon - Fair Trade Town
 Members are requested to approve and renew its Fair
Trades Policy
You will recall that at the General Purposes Committee meeting of
5 January, 2010 members approved and adopted the Town
Council’s Fair Trades Policy. This was to determine Council’s
support for the Fair Trade movement
in
maintaining
its
standards for Stratford-upon-Avon to continue its status as a Fair
Trade town.
Mr Roger Matthews from Transition Stratford has made a request
for the Town Council to pledge their support for a formal renewal of
the town’s Fairtrade status.
Set out below is the Council’s 2009 Fair Trades Policy which
members are asked to review, or adopt as ongoing:
STRATFORD-UPON-AVON TOWN COUNCIL
FAIRTRADE POLICY
Stratford-upon-Avon Town Council welcomes the initiative to
encourage the use of fairly traded goods and notes that all local
authorities should develop and support a strategy to facilitate 'Fair
Trade' where appropriate. The Council has therefore resolved to:

To support the promotion of Fair Trade issues generally and,
where appropriate, will act on opportunities for supporting Fair
Trade in Stratford-upon-Avon specifically.

Will endeavour to make council employees, the public and local
business aware of the Town Council's support for Fair Trade.

Encourage the use of fairly traded goods, for example, products
carrying the Fairtrade mark, wherever possible.
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
To encourage the Council's suppliers to stock, use and promote
the use of Fairtrade products in addition to other brands
wherever possible.

To make Fairtrade tea, coffee and sugar available on request
when offering Council hospitality.

To make Fairtrade tea, coffee and sugar available on request at
all council meetings.
7) Garden of Remembrance
 Members are requested to approve a 2014/15 budget
provision for enhancement to the paths in the Garden of
Remembrance
From the attached Appendix ‘K’, a self-explanatory letter from the
Chairman of the Royal British Legion, David Hasty, Miss Elizabeth
Dixon, from Accessible Stratford, was asked to investigate any
difficulties that might be encountered by wheelchair users at the
Garden of Remembrance.
Miss Dixon reported her findings as set out below:
 On entering the double gates in Old Town, I had to ask for
assistance from a member of the public as the left gate only
partially opened. This could be that the gate has ‘dropped’
onto the concrete slabs it sits over and it probably needs
‘lifting’.
 The right hand gate would not open at all which could be due
to the bottom latch rusting over. This could be resolved by
spraying it with WD40 or suchlike.
 The single gate in College Street opened but I decided not to
enter due to the uneven drop off the concrete slabs onto the
gravel. Possibly the slabs and gravel need building up to an
even, hard surface. Additionally, on the inside of this gate,
there is no handle, just a spindle from the other side. A knob
is not the best type of handle but as there is another
entrance, there would be no objection to it being replaced.
Much of the issues raised are relatively straightforward and can be
put down to ‘good housekeeping’. The Open Spaces team have
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been asked to action anything that can be done in-house and get
on with it as soon as possible.
However, the pathways, particularly gravel paths, are not ideal for
wheelchair users, so members are requested to give consideration
to a maintenance programme in order to resurface and maintain
the paths in the Garden which for tarmac, or a hard surface
equivalent, is likely to cost in the region of £5,202.40.
The 2013/2014 budget provides no specific provision for this
project as the entire budget for the Garden of Remembrance and
Holy Trinity Churchyard stands at £500.00.
Provision would therefore need to be factored into the 2014/2015
budget, or the Finance & Scrutiny Committee could be approached
to consider a virement from reserves, if members considered this
an urgent priority.
However, although inequality can be
demonstrated at this point in time, this is not a health and safety
issue, and caution is recommended in reducing reserves, when a
planned programme can be initiated within one year.
8) Street Lighting
 Members are asked to consider whether this ‘blue print’
exercise is undertaken at Lead Ward Member level
 Whether this issue remains one for consideration by the
Community Forum
In early June, following a brief meeting with Councillor Dowling, the
Town Clerk sent an email regarding the fear of an increase in
crime since the street lights have been turned off.
Councillor Dowling’s point is that the available lights could be
better distributed throughout the town, and has suggested that
each ward draws up a blue print of where the lights should be, as
opposed to where they are. It does appear logical that the Town
Council is better placed to identify where the lights being funded
should be located, for example, why have six on a bridge, when
two would do, leaving four to be alight elsewhere.
It was suggested, in the first instance, that the issue is tackled
through the Lead Ward Members network. The findings could then
be ‘fed’ through to General Purposes, so Council can make official
representation to the WCC members for Stratford-upon-Avon,
Councillors J Fradgley, E K Lloyd and K Rolfe.
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Councillor Rolf advises that WCC will be undertaking a review of
street lighting in September, so this exercise may well be helpful in
putting a case to WCC that certain lights within the town should be
kept on. The police will play a big part in assessing the need for
additional lights. Interestingly, the increase in crime since the
lights have been switched off was brought up at the last
Community Forum and the police categorically denied any
increase in street crime since the switch-off, which they see as
being purely perceived.
However, overnight on 22-23 May 2013, some seven vehicles
were broken into in Hillside Road, on the Mount Pleasant Ward.
The vehicles were attacked on private driveways and the majority
involved the theft of SatNavs. Although vehicle crime is all too
common, it is more unusual for so many vehicles to be targeted in
this manner in a single residential street and the Clerk contacted
Mr Paul Ledden, from WCC’s Community Team to try and
ascertain whether, in this particular incident, the lights were on or
off. Mr Ledden responded as follows:
‘You would need to obtain exact times/time periods from the
Police as I don't possess that level of detail. I believe that Hillside
Road is subject to the lighting policy to which you refer.
If the Police have stated that there has been no increase then I
would think that is the case. In relation to vehicle crime - it is very
difficult to steal vehicles / steal from vehicles in total darkness.
Using a torch in darkness whilst committing a crime is potentially
more conspicuous than committing one in artificial street light
although it is fair to say that opinions are split’.
Councillor Joyce Taylor contacted the police safer neighbourhood
team, and received the following response:
‘I can only narrow it down based on the times it has been reported
etc. which are between 0130hrs and 0700hrs’.
Members are asked to consider whether this ‘blue print’ exercise is
undertaken at Lead Ward Member level, or whether this issue
remains one being considered by the Community Forum.
9) Flood Defence Assistance Grants 2013
 Members are requested to note the report;
 Members may wish to take the opportunity, to complete the
application form.
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Stratford-on-Avon District Council have announced that funding of
approximately £20,000 is available for 2013 to help communities to
either install, improve or maintain flood defence arrangements for
their area. It is proposed that a similar repeat amount will be
available in future years to support flood defence.
The objective of the scheme is:“To provide a small grant of between £1,000 up to a maximum of
£4,000 per scheme that will allow for the installing, improving or
maintaining of flood defence works that:
i.
Are likely to prevent the actual flooding of dwellings;
and/or
ii.
Are likely to prevent the flooding of a dwelling curtilage
where it substantially hinders access to the dwelling”
Funding cannot be provided retrospectively for works already
undertaken.
Evaluation Criteria
The proposed works will be assessed by the District Council and
Lead Flood Authority (Warwickshire County Council) who have
overall responsibility for ensuring the efficiency of all flood defence
works. For the types of small scale works envisaged for this grant
aid then it may be hard to assess competing priorities for all grant
applications, in which case completed grant applications will be
awarded in order of their receipt and some put over to next year
for funding.
The Town Council are required to make their own arrangements
for developing any scheme and overseeing its completion
including securing any necessary permissions from land owners,
Warwickshire County Council or other agencies. The District
Council can supply the names of contractors and drainage
specialists to help with your plans if required.
This initiative is supported by the District Councillors as it will
enable local people to identify local flood management issues, with
works being carried out by local contractors with local
accountability to the community they serve.
The sort of works that might be considered are:
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i.
The dredging of main land drainage ditches or the
removal of vegetation. The works should aim to return
the ditches/watercourses to their original or enhanced
efficiency and so reduce the vulnerability of properties
in the Parish to flooding. Schemes that improve road
safety, or reduce water on roads could also be
considered.
ii.
Individual property protection (i.e. flood gates/barriers
or air brick covers). Where it would be more reasonably
practicable than major expensive works to protect a
property.
iii.
Installation of flood warning schemes (on rivers, this
would have to be discussed with the Environment
agency).
Members are requested to note the report and if they wish to take
advantage of this opportunity, to complete the application form
attached as Appendix ‘L’ and return with any supporting
information as soon as possible to Gemma Stainthorp at the
District Council.
The completed application form should include a plan showing the
location and extent of the works and a suitable signed estimate
from a chosen contractor.
10)
Lead Ward Members Calendar of Meetings
 Members are requested to note the Calendar of Meetings
attached as Appendix ‘M’.
11)
Tranquillity Garden
 Members are requested to note the report.
The Town Clerk is still working on this proposal which is requiring
a great deal of research and consideration before a costed and
viable proposition can be put to Council.
The matter will be brought to General Purposes as soon as
possible.
Town Clerk
3 July, 2013
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