Minutes Town Council Parks Committee - Monday 1 June 2009
Committee Members Present:
Councillor A Raymond (Chair)
Councillor Mrs C Marsh (Vice Chair)
Councillor Dr M Ireland
Councillor P Stunèll
Councillor D Weekes (Town Mayor)
Councillor Mrs M McDonald (Chair, Planning)
Councillor A Leech (Chair, Property)
Other Members Present:
Councillor Ms T Edwards
In Attendance:
D Bent (Town Clerk)
53. Apologies for Absence - Apologies for absence were presented on behalf of Councillors Mrs K Bickley, C Letchford and P Vachon.
54. Deferment of Business (for comment by the public) - There were no members of the public present.
55. Members’ Questions - Councillor Mrs Marsh presented a letter submitted from Councillor Letchford which questioned action by the Clerk relating to minutes and further questioned accuracy of minutes.
56. Minutes - The minutes of the Parks Committee meeting held on 20 April 2009 were approved and signed by the Chairman on the proposition of Councillor Mrs Marsh, seconded by Councillor D Weekes, subject to the following amendments.
Minute 628 Members’ Questions - to read, ‘the Clerk responded that the charges were in place, but further he would research and report back the current position’.
Minute 630.2 Burial Ground Fees - the minute to be amended to read, ‘…. misappropriated to settle the church’s other debts. As the church council had not responded to requests for direct debit payments, Council to write to them and ask them to produce a repayment plan by the Parks Committee meeting on 1 June 2009. The meeting acknowledged ……’.
57. Matters Arising -
57.1 Okehampton College All-Weather Pitch Access - Parks Committee meeting 20 April 2009 - Minute 636 Okehampton College All-Weather Pitch Access. The following Councillors formally requested that the above minute be rescinded for further discussion following the introduction of additional information: Councillors Ireland, Leech, Mrs McDonald, Weekes, Raymond, Hodgson; resolved accordingly.
The Chairman advised that this application had been submitted to the Council’s Planning Committee and had been supported, further it had been submitted to the County and a grant of conditional planning permission had been received at 22 May 2009. He invited Members to re-examine information submitted by A King and S Lord at the special meeting on 18 May for the Council, as landlord, to grant permission. He reminded the Committee of comments offered by school representatives and Members questioned size of pitch, location and accommodating access to the all-weather pitch, materials and the introduction of a third-generation pitch in relation to this proposal. From information presented previously, the Chairman satisfied concerns and the necessity to install this emergency access in accordance with health and safety requirements and on the proposition of Councillor Stunèll, seconded by Councillor Weekes, it was resolved that permission be granted.
57.2 Okehampton Burial Ground Fees and Charges - A note from the church treasurer commented that if regular monthly payments had been arranged from 2009, the Council would have received less than the sum already received. Members noted this and questioned the response relating to a repayment plan or offer to settle these arrears.
The Clerk referred to the history of this debt and attempts to obtain settlement; he also presented an offer by WDBC Councillor Williams to act as mediator between the two bodies to identify a solution. The meeting rejected this offer and on the proposition of Councillor Mrs Marsh, seconded by Councillor Weekes, it was resolved that a letter be forwarded to the church demanding the establishment of a direct debit/instalments payment system to clear the arrears, alternatively settlement in full as an alternative to not responding to the easy option of direct debits.
57.3 Battle of the Bands - The Clerk advised that Property Committee Members had expressed concern over the problems created by alcohol at this event in the Charter Hall and Simmons Park with a request that it be not readily available at either of these venues. Mr Appleby offered to meet representatives of the Council to address these concerns and advised that alcohol had been brought by attendees at Simmons Park. The meeting examined the problems created at Battle of the Bands by youngsters wishing to disrupt this event, the operation of stewarding the heats and the final was questioned and deemed inadequate with little control over the introduction of alcohol into the Charter Hall. Following further discussion it was agreed that the following Councillors attend a meeting with Mr Appleby: Councillors Leech, Weekes, Ms Edwards.
57.4 Car Parking Charges Simmons Park - The Clerk acknowledged the minutes of the special meeting held on 18 May in connection with this item and confirmed that instructions had been issued to effect these changes at 1 April 2009. He reported that the correct charges were in place, a temporary sign had been attached to the two notice boards in Simmons Park and the Borough Council was currently researching the cost of replacing the signs displaying the amendments in connection with the parking order, a specification of the same would be submitted to the Council shortly. Members questioned the paper insert in the machine announcing the wrong fee base and charges for parking for disabled people. Following brief discussion, on the proposition of Councillor Weekes, seconded by Councillor Ireland, it was resolved that no charges be applied for disabled drivers.
57.5 Skate Park - The Clerk advised that the transfer of land from the Borough Council was ongoing and legal documents were awaited, he advised that part of this agreement was the erection of a fence bordering the river and confirmed that an order had been placed with P Francis. He said the ramp had been repaired and all the skate park apparatus painted by the youngsters. He reported that Council staff had worked on the site and produced a riding surface for the BMX track applying the correct treatment to blue elvin. The Clerk reported of a litter clear operation twice per week plus grass cutting and a request for the installation of additional litter bins; he also submitted a request for a dog waste bin for the residents. Members acknowledged this problem, noted difficulty in training dog owners to use the system, the role of the Borough Council dog warden to effect supervision and minimal results. A Member questioned the design of the waste bin and requested an amended type, the Committee acknowledged the benefits and on the proposition of Councillor Mrs Marsh, seconded by Councillor Weekes, it was resolved that a bin be installed at the entrance to the skate park using a tamper-proof bin.
57.6 Jousting - The Town Clerk advised that this company had visited Okehampton and had examined the football pitch, rugby pitch, Okehampton show ground and Simmons Park and were keen to promote an event in Simmons Park and he was awaiting a confirmation date together with details of the proposed show; noted.
57.7 WDBC Market Street Site - Councillor Mrs Marsh requested this be deferred to the next meeting and noted offers by Councillors to provide information for inclusion on a suitable plaque identifying the significance of this area for the town.
57.8 S Simmons Grave All Saints Churchyard Headstone Repairs - Councillor Leech acknowledged inadequate repairs to the headstones for this grave, further advised he had consulted English Heritage for permissions, acknowledging that it was a closed churchyard and advised that that authority required permission from the Archdeacon to effect repairs. Members noted the offer by Councillor Leech to undertake repairs following granting of permission and it was resolved accordingly.
58. Simmons Park -
58.1 Tree Surgery - The Chairman invited Members to endorse second stage tree surgery work for Simmons Park in the sum of £380 + VAT by Exe Tree Care. On the proposition of Councillor Leech, seconded by Councillor Weekes, it was resolved accordingly, subject to adherence to the Council’s policy of the removal of all wood from the site.
58.2 Play Equipment Safety Inspection and Risk Assessment - The Chairman presented a report from T Mogford Associates Ltd which embraced Simmons Park play equipment in its entirety and North Road BMX/skate park area. Members examined the report, noted recommendations to effect minor repair works to equipment, acknowledged works completed in relation to the skateboard/BMX track facility and endorsed the report. The Clerk advised of a meeting with Kompan representative on 8 June and it was agreed that a Member of the Council accompany the Clerk to discuss guarantees and repairs of this equipment.
58.3 Exeter City Football Club - The Chairman presented an application from this club to promote soccer roadshows on 30/31 July and 24/25 August 2009 in the park; resolved accordingly.
58.4 Tennis Courts Management Committee - On the proposition of the Mayor, seconded by Councillor Mrs Marsh, it was resolved that Councillor A Raymond be appointed representative to this committee.
59. Rock Environmental Treatment Scheme (RockETS) - 2009/10 - The Clerk advised that Devon County had a further £120,000 to distribute in 2009/10 to projects which would reduce the effects of aggregate extraction in Devon and invited Members to identify projects. Members suggested replacing the surfacing on the children’s play park as identified by the T Mogford report as a recommendation, the installation of rubber surfacing (questioned drainage implication and settlement of the soil) and suggested an area around the ‘spider’ be investigated, possibly using a green finish. The Committee acknowledged any type of project could be submitted for approval and the following options were identified: air-conditioning Charter Hall; fence around play equipment; an additional piece of play equipment; delegated powers to the Chairman and Clerk to submit a suitable bid against this fund were granted.
60. Flooding Information and Sandbags - An offer from the Borough Council for one ton of sand plus the supply of empty sandbags for flood protection purposes was presented; Members saw little benefit and declined the offer.
61. The Dogs (Fouling of Land) Act 1996 Joint Partnership Scheme - Members were invited to endorse membership of this scheme at a cost of £2,600 for the year 2009/10, budget provision £2,500.
Members expressed concern over the efficiency of this operation, questioned the frequency of visiting Okehampton and very minimal number of successful prosecutions for dog fouling. The meeting acknowledged the wish of the Borough Council to educate dog owners, requested a visual presence and a number of public prosecutions to identify the urgency of this operation. Members opined that the community was not receiving value for money, examined alternative proposals which had previously been dismissed by this Council, noted relative efforts by the Borough Council to effect a scheme and on the proposition of Councillor Ireland, seconded by Councillor Leech, it was resolved to not rejoin the scheme.
62. Dog Waste Bin - Councillor Raymond declared an interest. A request to install a dog bin at Wonnacott Road was submitted by Mr C Ineson. It was established that the location was on private property and would require permission, Council had previously agreed to install a bin by the skate park and as this location was relatively close to the skate park, on the proposition of Councillor Mrs Marsh, seconded by Councillor Ireland, it was resolved that the request be refused and Mr Ineson advised of the reasons accordingly.
63. Members’ Reports -
Liaison group meeting - Members were appraised of content of the meeting held on 1 June as below.
Local government review - a positive loss of enthusiasm towards this review by all parties.
Lorry parking at Somerfield - reference to a previous minute of the Planning Committee.
Coach parking at Heinz in North Road - again referenced to the Planning Committee.
Link Road covenant - referenced the non-communication by the County Council and the decision of the Planning Committee to write to the Chief Executive seeking a definitive answer on the problem.
Town centre CCTV - report identifying this Council’s position relating to this facility agendad on the Parks Committee meeting.
Sustainable Communities Act - awaiting developments from government.
Alcohol free zone - topic to be discussed in Parks Committee agenda, identifying the Council’s position in pursuing this status.
Core Strategy document - Acknowledgement of release of the document at 1 June with response to the Borough Council by 17 July.
Opportunity Okehampton - the meeting noted with disappointment, withdrawal of interest from potential occupiers of these premises, the costs related to the building and other factors regarding occupancy of the building. Arising therefrom, Members noted that land adjacent to the railway remained available for use associated with the railway.
Also arising at the liaison group meeting was reference to complaints against the toilets. Councillor Marsh advised that the Borough Council were negotiating renewal of contracts for toilet cleaning across the Borough and there was an opportunity for the town to submit a bid to clean Okehampton toilets. Members wished to avoid double taxation and accept local control to address any complaints. Members noted this Council’s contribution of £6,000 and would seek an equal contribution from the Borough Council towards this operation and on the proposition of Councillor Ireland, seconded by Councillor Leech, it was resolved that the Clerk research, negotiate and discuss this option with the Borough Council and report back with urgency.
PART TWO
ITEMS WHICH MAY BE TAKEN IN THE ABSENCE OF THE PRESS AND PUBLIC ON THE GROUND THAT EXEMPT INFORMATION MAY BE DISCLOSED (if any).
The Committee is recommended to pass the following resolution:-
“On the proposition of Councillor Leech, seconded by Councillor Letchford, it was resolved that under Section 100(A)(4) of the Local Government Act 1972, the public be excluded from the Meeting for the undermentioned item of business on the grounds that exempt information may be disclosed as defined in the paragraph given below from Part I of Schedule 12(A) to the Act"
Paragraph 1 - Information relating to a particular employee of the authority.
Paragraph 8 - The amount of any expenditure proposed to be incurred by the authority under any particular contract for the acquisition of property or the supply of goods or services.
64. CCTV System
65. Alcohol Designation Order
66. Overtime Working
It was resolved to come out of part 2, move back into part 1 and ratify all decisions taken in part 2.
Meeting closed 10.00 pm.