Agenda and draft minutes

The Chairman welcomed everyone to the meeting .

The Chairman also noted the presence of Sasha Thorbek-Hooper (Chair) and Jordan Williams (Co-chair), both representatives of the Wider Local Youth Network who were in attendance.

Due to apologies and absences, the meeting was declared inquorate. Therefore, its discussions remained informal only.

Apologies for absence had been received from the following:

          Cllr Jemima Milton

            Sheila Glass

          Claire Costello – Froxfield Parish Council

To approve and sign as a correct record the minutes of the meetings held on 17 May 2016.

The approval of the minutes of the meeting on 17 May 2016 was deferred to the next Area Board meeting as Members present did not form a quadrate to approve and vote them as a correct record.

To receive any declarations of disclosable interests or dispensations granted by the Standards Committee.

To note any announcements from the Chairman.

There were no announcements from the Chairman.

To receive an update on the Local Youth Network (LYN) and for the Area Board to consider 1 Youth Grant application for additional funding:

a)    My Music Festival - Wider Local Youth Network

It was agreed at the 17 May 2016 Area Board that the application from the  Wider Local Youth Network for £5000 Community Youth Grant funding should be deferred until further information was provided to the Area Board on the full breakdown of costs.

Ms. Bowra, LYN Officer, had explained that the LYN Management Group would have a meeting on 24^th May 2016 at which all costs would be confirmed.  Attached for consideration are:

i.                 Letter of request to the Area Board

ii.                My Music Festival Budget

This application is being considered at an extraordinary meeting of the Marlborough Area Board due to the urgency of the funding.

The recommendation from the 24 May 2016 LYN Management meeting will be published as an agenda supplement.

Sasha Thorbek-Hooper, Chair - Wider Local Youth Network, gave a detailed account on how the initial £5,000 awarded for the music event by the Area Board had been allocated and what outstanding items the extra £5000 being requested would be allocated to. She emphasised that the actual expenditure made to date were deposit payments made to secure the site and portable toilets (£500).

Andrew Jack, Community Engagement Manager emphasised that any money that was not spent would be returned to the Area Board’s Positive Activities for Young People fund as agreed.

The Chairman queried the need for the £1,000 allocated for additional entertainment.  Mrs. Thorbek-Hooper explained that this was to provide some variety in the range of entertainment being provided in order to sustain the interest of the young people attending the event and not to compel them to attending just one entertainment activity at any point in time. She noted that the other main large items of expense were on securing and confirming performers as well as the related promotion.  Ticket sales would commence in the summer and a ‘Save the Date’ promotion would be launched as suggested by Cllr Nick Fogg.

The Chairman noted that the sums allocation for some of the items of expenditure were very discounted and congratulated the team for being able to negotiate with vendors and for using all their networking resources to good advantage.

Cllr Nick Fogg advised that the Planning Group looked into having a backup generator and questioned the Chair about the target area for the event.  Mrs. Thorbek-Hooper responded that Marlborough Town was the main area within which the event was being promoted and any young people attending from the surrounding towns would be welcomed.

Members were unable to formally vote on the request for the additional £5,000 as they did not form a quorate.

It was noted that it would be too late to wait until the next Area Board meeting scheduled for 19 July 2016 to vote on this request as some of the elements and activities of the event needed to be booked and secured before this date. The Chairman suggested that another meeting be scheduled on Thursday 16 June 2016 at 9.30 a.m. just before the CATG meeting in the Marlborough Town Hall.

The Democratic Services Officer was also asked to look into delegated authority and to confirm the total amount that could be awarded by the Community Engagement Officer under a delegated authority from the Area Board.

Any other items of business which the Chairman agrees to consider as a matter of urgency.

There were no urgent items to be considered.

The next meeting of the Marlborough Area Board will be held on 19 July 2016 at 7.00pm at Marlborough Town Hall, 5 High St, Marlborough SN8 1AA.

The Chairman thanked everyone for attending.

It was noted that the next meeting of the Marlborough Area Board would be on Thursday 16 June 2016 at 9.30 a.m. at the Marlborough Town Hall, 5 High St, Marlborough SN8 1AA.