REPORT TO

CABINET
TO BE HELD ON
17 FEBRUARY 2009

Key Decision No
For General Circulation

Forward Plan Ref TC1

No
Corporate Priority Tourism and Cllr David
Creating Quality Culture Jeffels
Environments and
Enhancement of Public
Spaces and Parks
REPORT OF: HEAD OF TOURISM AND CULTURE – 09/074
WARDS AFFECTED: NORTH BAY

SUBJECT: TRAFALGAR SQUARE IMPROVEMENT SCHEME

RECOMMENDATION (S):
(a) To approve the Council works in partnership with the Residents and Friends of
Trafalgar Square to develop a stage 2 bid to the Community Spaces fund for
the Victory for Trafalgar project.
(b) Subject to the stage 2 funding bid being successful, to approve the Council act
as the accountable body for the project, enter into a contract with the funding
body, and the project is included within the Capital Programme at a value of
£33,702, noting that there is no financial contribution required from the
Council.

REASON FOR RECOMMENDATION (S):

To enable the progression of the Victory for Trafalgar project and the ongoing
improvement of Trafalgar Square.

HIGHLIGHTED RISKS:
• External funding not secured.
• Insufficient funding available.

1. INTRODUCTION
1.1 Trafalgar Square has undergone a process of notable improvement over
recent years following the establishment of the Residents and Friends of
Trafalgar Square (RAFTS) in 2005.

09/074
1.2 The current improvement aim for the Square is “Victory for Trafalgar”, a
project to make the central greens of the Square more attractive and usable
as gardens and open space.

1.3 This report seeks approval for the Council to work in partnership with RAFTS
to develop the project and also to act as the accountable body for the scheme.

2. CORPORATE AIMS/PRIORITIES AND THE COMMUNITY PLAN

2.1 The central objective supported by this project is the top priority “Enhancing of
Public Spaces and Parks” under aim four, “Creating Quality Environments”.

2.2 An open space improvement project such as this also supports many of the
Council’s other Corporate Aims, e.g. Safer and Stronger Communities, and
contributes positively to all of the Community Strategy’s visions, themes and
principles to a greater or lesser degree.

3. BACKGROUND AND ISSUES

3.1 In 2005 Trafalgar Square was an area with anti-social behaviour problems, an
untidy environment and deteriorating community cohesion. A group of
residents got together with the aim of reversing these problems and formed
the RAFTS group. Working with the Council, Urban Renaissance and other
local organisations and businesses, the group has since transformed the
Square with environmental improvements such as railings, clean up days and
new lighting, and transformed the community by tackling community safety
issues and crime. The Square today is a much more attractive and pleasant
place to live and visit than it was in 2005.

3.2 Despite these huge improvements, there are still many things the community
would like to do to continue this positive direction of change. The next
improvement project is “Victory for Trafalgar”, a capital project to upgrade the
two central greens of the Square with new footpaths, seating, planting and
signage. The proposals are shown on the plan in Appendix 1.

3.3 The project targets the Big Lottery Fund’s Community Spaces programme.
The project received a stage 1 pass in December 2008. This means the
project can be developed in more detail, a stage 2 application made in March
2009, and if successful a start on site in May 2009, with completion in time for
Trafalgar Day in October 2009. Further details on timescales are provided in
Section 7.

3.4 The Community Spaces programme is grant funding available to community

groups to improve public spaces in their neighbourhood. The programme
aims to:
• Create better local environments.
• Increase people’s access to quality local spaces for interaction, play
and recreation.

09/074
 • Increase the number of people actively involved in developing and
running a practical environmental project that is visible in their
community.
• Improve partnerships between communities, support organisations
and local authorities.
Grants of between £10,000 and £49,999 are available through the small
and medium grants programme and projects must be a mix of both
capital and revenue elements. If funding is accepted then the area
improved must remain as public open space for at least 5 years or the
grant repaid.

3.5 Funding and cost details for this project are given in section 6.1. It is proposed
that the Council acts as the accountable body for the project, although the
grant bid would be made in the name of RAFTS. This would mean that the
funding and expenditure would be managed by the Council and the project
would be part of the Council’s Capital Programme and subject to corporate
project management guidelines. The project board would be the RAFTS
committee. It is also proposed that the Council’s Parks Development Officer
be the Project Manager for the scheme.

3.6 As the accountable body for the project, the Council would be responsible for
its delivery and finances. The risk of successfully completing the project and
delivering it on budget would therefore rest with the Council.

4. CONSULTATION
4.1 The Victory for Trafalgar project is a partnership between the Council and the
community. The ideas for the improvements have been generated by the local
community and extensive consultation has been carried out as part of the
project’s development. There is great local support for the proposals.

5. ASSESSMENT
5.1 The Victory for Trafalgar project is a true partnership with the local
community. The project management arrangements provide an effective
framework to enable this partnership.

5.2 Consultation has shown that the improvement proposals are welcomed by the
local community and appropriate for the Square.

5.3 This project offers the opportunity to attract external funding into an important
open space with no need for capital investment from the Council.

5.4 The project offers the opportunity to continue the momentum of positive
improvement generated in the Square over the last four years.

5.5 Risks to the Council with this project are minimal.

09/074
6. IMPLICATIONS
6.1 Financial
Capital:
A summary of the proposed Victory for Trafalgar project costs and funding
sources is given in the table below:

Costs:
New welcome signs £4,000.00
Replacement trees £1,500.00
New litter and dog waste bins £2,000.00
New seats £4,800.00
New slab seat bases £825.00
Supply of compost and plants £2,000.00
New paths £8,320.00
New raised beds £4,500.00
Planting by volunteers £675.00
Project management £2,795.00
Contingencies £1,537.00
Design for welcome signs £150.00
Opening celebrations £600.00
£33,702.00

Funding:
Community Spaces £30,427.00
RAFTS £2,500.00
Gifts in kind £775.00
£33,702.00

No capital contribution is required from the Council.

Revenue:
This project will result in an improved open space with new footpaths, bins,
seats, signs and planting. The maintenance of these open spaces will remain
the responsibility of the Council and the additional costs of maintaining them
will be absorbed into existing revenue budgets. However, this maintenance
will be carried out in partnership with RAFTS, who intend to carry out many of
the tasks, such as maintaining planted areas, on a voluntary basis. Future
renewal of major items, such as raised beds or signage will be the subject of
future capital improvement schemes targeting external funding in the same
way as this current project does. Some benefit to maintenance efficiency will
be achieved by having more bins and from the greens being better cared for,
so less resources being required for litterpicking and repair/removal of
vandalism.

6.2 Legal
The terms and conditions of the grant with the Big Lottery Fund will be
assessed and agreed by the Council’s Legal Services.

One condition of the grant from the Big Lottery Fund is that the area of land
improved must remain in use as public open space for at least 5 years. If this
situation was to change, the grant would have to be repaid.

09/074
6.3 Staffing
There are no staffing implications from this recommendation.

6.4 Policy
The proposal is within the existing policy framework.

6.5 Planning
Planning permission is not required for this project.

6.6 Crime and Disorder/Environmental/Health and Safety/Equalities and

Diversity
The project would have a positive effect on many of these and other factors.

7. ACTION PLAN
7.1 The action plan and key milestones are as follows:

12 December 2008 – Stage 1 pass.

17 February 2009 – Cabinet approval.
Mid-March 2009 – Submit stage 2 bid.
April 2009 – Stage 2 pass.
May 2009 – Begin work on site.
September 2009 – Complete work on site.
17 October 2009 – Opening celebrations.

Brian Bennett
Head of Tourism and Culture

Author: Tom Mutton, Parks Development Officer, Parks and Countryside Services,
Manor Road Nurseries, Scarborough YO12 7RY
Telephone No: (01723) 374079
Fax No: (01723) 500259
E-mail address: tom.mutton@scarborough.gov.uk
Background Papers:
Various documents and plans available from Tom Mutton, Parks Development
Officer.

IF YOU HAVE ANY QUERIES ABOUT THIS REPORT OR WISH TO INSPECT ANY
OF THE BACKGROUND PAPERS, PLEASE CONTACT TOM MUTTON ON 01723
374079 OR E-MAIL tom.mutton@scarborough.gov.uk

09/074
09/074
 APPENDIX 1
Improvement Proposals

09/074
09/074
 APPENDIX 2

Risk Matrix

Service Unit
Risk Date Risk Consequences Current Target Manager/ Action Plan
Ref Risk Score Responsible
Mitigation Officer
Score

1 Apr Community Spaces funding Insufficient funding available Seek funding from alternative B3 B3 HoT&C Seek funding
09 not secured sources or modify project to
match funding available
2 May- Funding insufficient for Potential overspend Modify project costs to meet B3 B3 HoT&C Seek funding
Sep project costs available budget
2009

Glossary of Terms
Risk
Consequences
Mitigation
Current Risk Score
Corporate Objectives
Target Risk Score
Service Unit Manager
Action Plan
An event which may prevent the Council achieving its objectives
The outcome if the risk materialised
The processes and procedures that are in place to reduce the risk
The likelihood and impact score with the current mitigation measures in place
An assessment of the Corporate Objectives that are affected by the risk identified.
The likelihood and impact score that the Council is aiming to achieve
The Service Unit or Officer responsible for managing the risk
The proposed actions to be implemented in order to reduce the risk to the target score

09/074
 Risk Scoring

Impact 2

1
A B C D E
Likelihood

Likelihood: Impact
A = Very Low 1 = Low
B = Not Likely 2 = Minor
C = Likely 3 = Medium
D = Very Likely 4 = Major
E = Almost Certain 5 = Disaster

09/074