Minutes Town Council Parks Committee - Monday 6 July 2009
Committee Members Present:
Councillor A Raymond (Chair)
Councillor Mrs C Marsh (Vice Chair)
Councillor Mrs K Bickley
Councillor Ms T Edwards
Councillor Dr M Ireland
Councillor P Stunèll
Councillor D Weekes (Town Mayor)
Councillor Mrs M McDonald (Chair, Planning)
Councillor C Hodgson (Chair, P & R)
Councillor A Leech (Chair, Property)
Other Members Present:
Councillor M Morse
In Attendance:
D Bent (Town Clerk)
Revd S Cook (All Saints Church)
J Marvin (All Saints Church)
Councillor Mrs E Hicks (WDBC)
Councillor K Williams (WDBC)
124. Apologies for Absence - An apology for absence was presented on behalf of Councillor C Letchford.
125. Deferment of Business (for comment by the public) - There were no questions by members of the public.
126. Members’ Questions - Councillor Mrs Marsh referred to the Parking Order relating to the car parks adjacent to Simmons Park car park connecting with Parklands Leisure Centre and requested an extension of this Order to prevent indiscriminate parking, specifically in the coach bay. On the proposition of Councillor Mrs Marsh, seconded by Councillor P Stunèll, it was resolved accordingly.
Councillor Mrs Bickley questioned any feedback from park staff relating to antisocial behaviour in the park; a negative response was offered.
Councillor Mrs Marsh questioned clearance of the site following removal of trees in Pig Meadow; Clerk to research.
127. Minutes - The minutes of the Parks Committee meeting held on 1 June 2009 were approved and signed by the Chairman on the proposition of Councillor M Ireland, seconded by Councillor P Stunèll.
128. Matters Arising -
128.1 Okehampton Burial Ground Fees and Charges - On the proposition of Councillor Leech, seconded by Councillor Mrs Marsh, it was resolved that standing orders be suspended to allow discussion by the Reverend Cook.
Reverend S Cook acknowledged anguish from both parties to clear this sum of money and he offered the church’s background and interpretation as to the reasons for the debt, this based on an original agreement to transfer 50% of burial income to meet maintenance costs of the churchyard. He suggested that one year a bill was omitted, the church made no provision to meet the costs, new arrangements were implemented and the church failed to make provision to meet the costs when subsequently invoiced.
The Clerk advised that following the receipt of monies, an outstanding balance of £1,513 was due, which related to transfer of burial fees received by the church. To address the outstanding monies Reverend Cook sought a grant from the Council, offered payment systems from local authorities to other churchyards and identified the facilities offered at the churchyard at no cost to the community.
The meeting was reminded of the convoluted exercise in acquiring the new burial ground, further acknowledged that the church received monies from burials and the grass was cut by this authority and the meeting had to focus on a repayment or closure of this ongoing saga. The meeting compared 50% fee income against the cost of the grass cutting exercise or alternatively a new contractor, attempted to settle on an agreed amount relating to the cost of grass cutting and embraced the purchase price of a new piece of land for burials into this equation. The Committee failed to reach a decision and representatives of the church left the meeting. Standing orders were reinstated on the proposition of Councillor Leech, seconded by Councillor Ireland.
128.2 Exclusive Right of Burial - Okehampton Cemetery - A letter of concern from Mrs J Turner questioned the cost of reservation fees for non-parishioners and further the interpretation of the word ‘plot’ in connection with grave space. It was noted that this applicant had been granted provisional space by the Council and the Clerk, together with the vicar, was attempting to enact the Council’s policy, which policy acknowledged the vicar’s recommendation that a high fee be charged to discourage abuse of the system. Reference was made to county burial sites and policies operated with Members acknowledging similar prices charged at corresponding cemeteries across Devon. It was also noted that the Council’s adopted policy allowed for mitigation for an Okehampton resident or with major connections with the town eg through families.
Members acknowledge personal expectation and desire to be buried with family and the reservation expected and this size of family would be expensive with due fee base to accommodate this requirement. However, Members were unclear on their policy and it was resolved the Clerk compile a report for submission to the next meeting.
128.3 Okehampton Burial Ground Fees and Charges - The Committee revisited this item and suggested it be forwarded to the Policy and Resources or Council meeting for further discussion, however following comments by Revd Cook relating to church responsibilities for the burial ground and expenditure by the church in other directions, Members wished to consider settlement of the debt. The Committee acknowledged a non-written contract existed relating to the receipt of fees and grass cutting and noted correspondence from the church wardens who had offered to settle this debt over a period of five years. On the proposition of Councillor Hodgson, seconded by Councillor Ms Edwards, it was resolved that the church be asked to pay 50% of the outstanding debt, the sum of £756, by the end of September.
128.4 Car Parking Charges Simmons Park - The Clerk reported that WDBC had ordered new boards advising of car parking charges which would be installed as soon as possible at a cost of £496; noted.
128.5 Skate Park - The Clerk reported that all works within the original RockETS scheme had been concluded and, subject to the receipt of invoices, a claim would be submitted for the sum of £5,000. He further reported that monies offered by Okehampton Charity would finance additional works of fencing, litter bins identified by the Committee.
Councillor Mrs Marsh referred to a meeting with youngsters who requested early extinguishment of the lights at 10.00 pm, introduction of additional litter bins with lids, completion of painting of the skate parks, additional metal benches and consideration for the land to the rear of the brownie hut used as an extension to the bike track, she reported that representatives of the youngsters would compile a report for submission to this meeting; the Clerk to pursue the other works from funds provided by Okehampton Charity.
128.6 Jousting - The Clerk reported that the Stampede Stunt Company proposed to bring jousting to Simmons Park on Sunday 20 September, further details were awaited.
128.7 WDBC Market Street Site - Councillor Mrs Marsh referenced the weighbridge at this site from 1965 to 2000 and the stones rescued from the building and suggested a small plaque be installed identifying this. It was agreed that Councillors Mrs Marsh, Weekes and Ireland agree the wording for a suitable plaque.
128.8 Tennis Courts Management Committee - The minutes of the management committee meeting held on 2 June 2009, as circulated, were noted without comment.
128.9 Okehampton Toilets - Cleaning Contract - The Clerk referred to conversations with Borough Officers in that tenders for this operation had been received by the Borough at May 2009. He advised that sixteen bids had been received, nine tenders from that accepted which that authority was now analysing and this Council may be able to bid with the successful tenderer to undertake work in Okehampton. The Clerk advised of a meeting with Borough Officers on 15 July and invited Members to attend; the Town Mayor and Councillor Mrs Marsh to attend.
129. Motorcycle Parking Spaces - Members acknowledged a previous instruction to create a space for motorcycles in Simmons Park car park and further considered the use of space in the College park for the same. On the proposition of the Mayor, seconded by Councillor Mrs Marsh, resolved to pursue this accordingly with the College plus signs identifying the space.
130. Dog Waste Bins - Members received a verbal request from N Snell to assess the sufficiency of dog waste bins across the town. It was noted that a schedule of bins was held by the Borough Council with Mr Snell advised accordingly.
131. Simmons Park Pavilion - The Clerk advised of vandalism in the pavilion with footballs kicked at the roof dislodging light fittings resulting in those fittings resting on the wooden ceiling creating a burn hole in the timber. He advised that he had instructed Emcall to replace all the existing lighting units, which operation would be funded from earmarked reserves at an approximate cost of £450 plus VAT. Members were concerned that these were domestic fittings and wished to challenge D Ogilvie, suppliers of the pavilion, on their suitability; agreed accordingly. The Committee endorsed the Clerk’s action and wished to thank the park-keeper for his prompt action.
132. WDBC Environment Grant Scheme - Members were asked to consider suggestions for an application towards a grant from this fund. Following further examination it was noted councils were not eligible and it was agreed to forward the documentation to the primary school.
133. Simmons Park - Requests were received from the following organisations.
(i) Sport Relief run a mile round Simmons Park, 21 March 2010 - permission granted, subject to usual conditions.
(ii) Michelmore Solicitors teambuilding event, walk barbecue, July/September 2009 - permission granted, subject to usual conditions.
134. Members’ Reports -
OCRA - nil report.
Youth Club - nil report.
Dartmoor Search and Rescue - Councillor Ireland referred to a 40-year anniversary event held at Fingle Bridge and aspirations for a new centre for the team in Okehampton, suitably funded. He also referenced numbers of rescues carried out over the years.
135. Benches - The Town Clerk referred to discussions with B Pedrick, DCC, and the Lions relating to the provision and distribution of benches across the town. He further commented that benches purchased by the Okehampton United Charity were deemed unsuitable by Devon County and these benches were available for relocation.
The Committee noted work undertaken by South West Highways in the siting of 2/3 benches, but disappointed at non-conclusion of this work and it was agreed that the Clerk pursue a meeting with B Pedrick to identify a way forward; Councillor Mrs Marsh to attend.
136. Simmons’ Grave - Councillor Leech advised that he would submit an application with full specification for repairs to this headstone, he advised of details of the damage, proposed repairs, which operation needed a faculty from the church which was currently being pursued; noted.
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 P Stunèll, seconded by Councillor A Leech, 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.
137. CCTV System
138. Overtime Working
139. Sale of Logs
It was resolved to come out of part 2, move back into part 1 and ratify all decisions taken in part 2.
Meeting closed 10.15 pm.