Minutes Town Council Parks Committee - Monday 7 September 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)
Representatives of Room 13
5 Members of the Public
220. Apologies for Absence - An apology for absence was presented on behalf of Councillor C Letchford.
221. Deferment of Business (for comment by the public) - Mrs Turner referred to her letter to the Committee requesting a meeting to discuss burial fees and charges relating to exclusive rights, she expressed fears about meeting the costs of the projected expenditure. The Chairman advised that this topic would be discussed during the meeting, following which a meeting may be held with her to discuss it.
222. Members’ Questions - Councillor Mrs Marsh referred to the water leak in the park; Clerk to research. She also referred to wood chips remaining in Pig Meadow; Clerk to research.
Councillor Leech referred to wayside seats placed across the town and questioned this Council’s action with the Lions Club in replacing the same. The Clerk advised that he was undertaking an exercise which he considered low priority, but agreed to submit a report to the next meeting.
Councillor Leech enquired about Simmons’ grave and its refurbishment. The Clerk reported an application was required for submission to English Heritage and the Diocesan Advisory Committee requesting formal permissions to undertake this work. A letter of endorsement was awaited from the church and, on the receipt, the application would be forwarded. Councillor Leech questioned the position on the land adjacent to Wong’s fish bar in Crediton Road, Councillor Mrs Marsh advised it was county land, the site had been tidied for the cycle race and a tree would be planted for the day; a scheme was awaited.
Councillor Leech referred to a sight day and an invitation for people to wear blindfolds to walk 300 metres on the all-weather pitch to acknowledge sight issues experienced by others; the event to be promoted by the Lions.
223. Minutes - The minutes of the Parks Committee meeting held on 6 July 2009 were approved and signed by the Chairman on the proposition of Councillor A Leech, seconded by Councillor Mrs C Marsh.
224. Skate Park/BMX Track Brayhams - Representatives from Room 13 and users of this facility attended the meeting and presented a request and ideas for conversion of the new parcel of land at this location for additional leisure facilities. The youngsters advised that they proposed to install equipment to accommodate BMX, bladers and skate boarders and offered drawings of the proposals. They offered statistics of the current use, effect on local residents with noise and options to contain that, lighting and emphasis on the use of bigger and more advanced equipment to improve riders’ skills. They concluded that a quotation was awaited from Skate Warehouse for equipment proposed. The youngsters acknowledged health and safety requirements, that skateboarding was an Olympic sport and more advanced equipment would improve their skills. The youngsters also requested cover for the existing ramps, the lighting unit to be extinguished at 10.00 pm together with instructions and rules for the use of the facility.
The youngsters questioned the availability of the land for this purpose, advised they had submitted an application to Okehampton United Charity for funding and had undertaken research or survey of users to identify requirements at the site. The Committee noted the request and invited the representatives to undertake more research with regard to the residents’ support for the proposal, involvement of the police plus costed proposals; this information to be submitted to a subsequent meeting.
225. Matters Arising -
225.1 Okehampton Burial Ground Fees and Charges - The Clerk advised that the sum of £750 had been received from the church in settlement of this outstanding payment; noted.
225.2 Simmons Park Bandstand - The Clerk advised that this Council had been reimbursed its costs from D Ogilvie Engineering for repairs to the lighting in the bandstand at a cost of £550; noted.
225.3 Exclusive Right of Burial - Okehampton Cemetery - Councillor Weekes declared an interest.
On the proposition of Councillor Weekes, seconded by Councillor Mrs Marsh, it was resolved that the standing orders be suspended to allow discussion with Mrs Turner on this topic. The Clerk presented a report identifying the case submitted plus queries relating to the policy produced by the Council, specifically concerns on high fees and interpretation of double or treble plots.
Mrs Turner advised that she had applied for 5 plots to accommodate her family requirements, however the policy as worded financially excluded burial in Okehampton as they lived in Northlew, although mitigating circumstances could be applied. Members acknowledged this was an emotive issue, that the policy was incomplete and required reconstruction or amendment to accommodate all eventualities eg size of plot, surface area not volume, together with a timescale beyond 30 years and an Okehampton connection in relation to fees. The Chairman acknowledged the complexity of the policy, further that some reconstruction work was necessary and informed Mrs Turner that the Committee would redraft the document for endorsement, issue it and then, if she was not satisfied, would arrange a meeting to discuss finer points; resolved accordingly. Councillors Raymond, Hodgson and the Clerk to address the document. On the proposition of Councillor Mrs Marsh, seconded by Councillor Weekes, it was resolved that standing orders be reinstated.
225.4 Jousting Simmons Park - The Clerk reminded Members that this event would take place on Sunday 20 September with the company arriving Saturday evening. He advised of the receipt of risk assessment, health and safety and public insurance documentation and continuing discussion about the use of the facility. Members acknowledged issue of documentation to protect the Council’s position over the use of the park and advised that if public temporary toilets were hired that facility be removed after the event. (Post meeting note - event postponed until spring 2010.)
225.5 Public Toilets in Okehampton Cleaning Contracts - A letter from the Borough Council acknowledged current poor cleaning standards with monitoring of the contract to maintain acceptable levels for the current year. The letter confirmed a new contractor from April 2010 and questioned this Council’s threat to withhold contribution to the service based on poor standards. In response, the Borough offered to close toilets in Okehampton for a short period of time as a £6,000 contribution from this Council was important to the costs of the service.
The Committee had continually complained about the state of toilets over the years and a standard of cleanliness had not been delivered; Members took exception to this stance by the Borough Officers, which action would deprive the public of conveniences in Okehampton. Members requested closer monitoring of the contract, accepted an obligation to pay this year’s contribution, but questioned the following year’s based on performance. The meeting also expressed concern there was no guarantee the new contractor would improve on cleanliness and opening hours and further questioned monitoring of cleanliness. On the proposition of Councillor Hodgson, seconded by Councillor Weekes, it was resolved a letter be forwarded to the Borough Council requesting an acceptable standard of cleanliness, if not reached this Council would match the reduced percentage payment to the contractor based on the level of acceptance.
It was also agreed to forward any complaints or problems relating to the public conveniences in Okehampton to the Chairman of the Environmental Committee of the Borough Council plus Borough Members representing Okehampton.
225.6 Alcohol Designation Order Okehampton - Councillor Mrs Bickley advised that she had attended an informal meeting with the LVA to discuss proposals and implications of this Order and its effect on drinking establishments across the town. She advised of general support, further reported that a consultation exercise would be undertaken on 10 September in the Council Chamber with the police, representatives of the Borough Council, relevant land owners and publicans to address issues connected thereto.
225.7 Kempley Meadows Play Equipment Extras RockETS - The Town Clerk advised that the Council had been awarded a grant of £5,000 for the replacement of play equipment in the park. The Chairman advised of no specific budget allocation for funding towards play equipment, acknowledged part funding and voluntary work or labour and other conditions of the grant. On the proposition of Councillor Weekes, seconded by Councillor Mrs Marsh, it was resolved that research be undertaken into alternative climbing schemes with suggestions submitted to the next meeting.
225.8 Dog Fouling - Protective Clothes - A risk assessment prepared by D Whitfield for suitable clothing when strimming grass lands used as dog toilets, was submitted. The paper requested coveralls to protect operators at a cost of £40 per year; resolved that this equipment be purchased.
225.9 WDBC Market Street Site - Councillor Mrs Marsh advised that the stone was from the market not the weighbridge, suggested a simple plaque in the same style as the Town Hall be acquired and further reported that she, with Councillor Ireland, was undertaking research on suitable wording and would submit the same to a subsequent meeting.
226. Simmons Park -
226.1 Circus - Members noted the arrival of Paulo’s Circus Americano on 1-4 October 2009. It was requested that the circus arrive at mid-morning to avoid College leaving times. It was also noted that Anderton and Rowland Fair would arrive between 11-18 October 2009; noted.
226.2 Simmons Park Status - Councillor Mrs Marsh suggested that a document be compiled identifying and embracing statistics and information relevant to the park eg status, protected land mass, colour schemes, recognised policies. Councillor Leech acknowledged the type of documentation required, typically compiled by English Heritage, he offered to undertake this exercise.
226.3 Suggested Five-Year Plan for Simmons Park - Members received a paper from D Whitfield embracing a wish list which Members examined and made the following comments.
(i) Signage to park - it was agreed that a letter be forwarded to T Beckett asking what the current position was relating to delivery of this sign.
(ii) Bridge maintenance work, car park lines - works to be addressed.
Members acknowledged the remainder of the document and agreed some of the items would be delivered over a period of time.
227. Members’ Reports -
(i) Parklands Leisure Centre User Group - Members noted the availability of the minutes of the meeting held on 14 July in the Clerk’s office.
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 D Weekes, seconded by Councillor M Ireland, 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 5 - Information relating to any particular applicant or recipient of any financial assistance provided by 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.
228. Battle of the Bands
229. Overtime Working
230. Logs Policy
It was resolved to come out of part 2 on the proposition of Councillor Weekes, seconded by Councillor Leech, move back into part 1 and ratify all decisions taken in part 2.
Meeting closed 9.55 pm.