Minutes Town Council Parks Committee - Monday 26 October 2009
Committee Members Present:
Councillor Mrs C Marsh (Vice Chair)
Councillor Mrs K Bickley
Councillor Ms T Edwards
Councillor Dr M Ireland
Councillor C Letchford
Councillor D Weekes (Town Mayor)
Councillor Mrs M McDonald (Chair, Planning)
Councillor A Leech (Chair, Property)
Other Members Present:
Councillor P Vachon
In Attendance:
D Bent (Town Clerk)
294. Apologies for Absence - Apologies for absence were presented on behalf of Councillors C Hodgson, A Raymond and P Stunèll.
295. Deferment of Business (for comment by the public) - There were no members of the public present.
296. Members’ Questions - There were no questions from Members.
297. Minutes - The minutes of the Parks Committee meeting held on 7 September 2009 were approved and signed by the Chairman on the proposition of Councillor D Weekes, seconded by Councillor A Leech.
298. Matters Arising -
298.1 Public Toilets in Okehampton - A letter from the Borough Council commented the Town Council had an opportunity to submit an expression of interest in taking on the cleaning of the public toilets along with other bidders in the process and that complaints about the standards of cleanliness were pursued whilst acknowledging only two complaints during the year.
Members questioned procedure following complaints, requested closer monitoring of cleanliness and action by new contractors and also wished to pursue an opportunity to assume responsibility for the cleaning of the toilets and on the proposition of Councillor Leech, seconded by Councillor Weekes, it was resolved to submit a bid to the Borough to clean the Okehampton public toilets (copy correspondence to Borough Members and Chair of E & C Committee).
298.2 Benches Across Okehampton - The Clerk reported he had toured the town and recorded all the benches and seats and transferred that information to a plan with recognised ownership for the Lions Club, Okehampton Charity, Rivers Group etc and had lodged a request with the Borough Council to identify their ownership. Councillor Letchford questioned the gift of ten seats for placement across Okehampton and the Chairman advised this was an ongoing exercise which had been halted by legislation from County Council relating to use of chapter 8 restrictions, suitability of ground or base and ownership clarification, further compounded by the County Council’s withdrawal of assistance in the exercise. Members noted the ongoing exercise of ownership, replacement and completion of the exercise.
298.3 Signs for Leisure Facilities - Parklands Leisure Centre/Simmons Park - A response from the Borough advised that that authority was pursuing the manufacture of suitable signage following landscaping and improvement works to the school entrance. A draft would be submitted to this Council in due course with a request for financial consideration. Members noted the previous discussion, questioned financial contributions and agreed to await developments.
298.4 Finger Posts - Town Centre - A response from the Borough advised the cost of a single line, single text line finger post was approximately £200 and painting information was not a workable solution. Members concurred the information provided on signs across Okehampton was inconsistent and a request to include walking times was tabled. Councillor Ireland agreed to research information from Exeter and report back to the Planning Committee.
298.5 Exclusive Right of Burial Okehampton Cemetery - The Clerk presented a policy document amended by the Chairs of Policy and Resources and Parks Committee and invited Members to endorse or amend.
Members questioned the size of a treble plot and concluded to acknowledge the size by allowing spacing between plots with a treble plot at 7 metres. Members also questioned the life of exclusive rights, noted suggested timescales of 10, 20, 30 years which were concluded as unrealistic and on the proposition of the Chairman, it was resolved that a minimum 50 years life of this right be agreed. Exclusive rights of burial for cremation plots were dismissed as deemed unrealistic for this type of burial. Fees to extend exclusive rights or transfer or assign were not established; Clerk to research. On the proposition of the Chairman, seconded by Councillor Letchford, it was resolved that the policy document, as amended, be adopted subject to endorsement by Council.
298.6 Alcohol Designation Order - Councillor Mrs Bickley advised that a newspaper article, together with a notice, invited the public to make representation against this proposal by 12 November, this being the consultation period after which the Order would be implemented and live; noted.
298.7 Simmons Park Status - A letter from English Heritage confirmed that Simmons Park was in the register of parks and gardens at grade 2. This offered little protection and advised Council to check whether the railings were listed as extracted as specific based on receipt of an HLF grant for the works in the park.
The meeting acknowledged the intention of the Council to retain its status and ownership of the park to protect and defend any proposed development whilst maintaining its high standards. Councillor Leech recommended that Council pursue listing of all aspects of the park including railings; resolved accordingly.
298.8 Kempley Meadows/Play Equipment RockETS Funding - Following research, the Clerk presented a series of alternative climbing structures for Simmons Park. The Chairman advised of no current budget provision, but offers from the Hamlets and the Okehampton Charity for support together with a suggestion for budget provision from this Council in 2010/11. The Committee examined documentation and prices from the following companies: Play World Systems - climbing boulders, Wicksteed Leisure - rockscapes, Kompan - cube climbing frames, Record RSS - York stone slabs, SMP - escapade climbing boulder, Playground Facilities Limited - mammoth climbing boulder, Greenspace Designs - climbing log.
Members requested a structure in sympathy with the surrounds of the park and on the proposition of Councillor Mrs Bickley, seconded by Councillor Leech, it was resolved that further researches be carried out with Record RSS on York stone and Play World Systems on climbing boulders with a report submitted to the next meeting.
298.9 Play Equipment - A letter from Puzzle Tree Community Hub asked the Committee to consider the provision of play equipment for disabled people in Okehampton. Members questioned clarity of the letter as it appeared to impact on a number of funders and it was agreed the Chair, Vice Chair and Clerk meet the author of the letter to discuss in detail.
298.10 WDBC - Market Street Site - Councillor Mrs Marsh advised that she, with Councillor Ireland, was clarifying the status of the site and its uses and following discussion, it was agreed that the following be inscribed on a suitable plaque in the form of the Trafalgar plaque style, “This is the site of the former cattle market, fire station and weighbridge”.
A question was tabled relating to repairs and maintenance responsibility of the fencing around the toilets on the boundary of Somerfield’s site. Councillor Mrs Marsh reported this land was part of the development deal following the closure of the weighbridge and land ownership was not clear, however she reported that the new owners, Co-op, were prepared to construct a wall to replace the fence to which Members suggested that this Council might offer a suggestion for design. On the proposition of Councillor Ireland, seconded by Councillor Leech, it was resolved that land ownership be clarified and a letter forwarded to the Co-op manager requesting an opportunity to discuss detail and design of the wall.
299. Simmons Park Bench - A letter from D Gregory requested permission to purchase and install a bench in Simmons Park as a memorial to his former wife. Members noted previous Committee decision to install seats along the cricket field and adjacent to the sports centre. On the proposition of Councillor Leech, seconded by Councillor Weekes, it was resolved that permission be granted, subject to minimal wording on the plaque to include name and dates.
300. Rotary Club May Fair 2010 - A request from this club to promote their fair on Sunday 2 May was presented and endorsed.
301. Band Pavilion - The Chairman presented a request for the provision of chairs for band concerts to be held in the compound in the park for transfer when required. Councillor Weekes confirmed a sufficiency of chairs in the bowls club and compound; noted.
302. Members’ Reports -
(i) Tennis courts meeting - the minutes of the meeting held on 8 September 2009 were circulated and noted without comment.
(ii) OCRA - manager’s report was circulated and noted without comment.
BMX track - it was noted that the rubbish bin had been positioned in accordance with the track designer’s directions which was outside the track at the commencement of the course.
(iii) All-weather pitch - it was noted that the all-weather pitch had been completed and was now operational (the Chairman reported that A King requested a tender price for weekly/fortnightly sweeping of the pitch for year).
(iv) Simmons Grave All Saints Churchyard - Councillor Leech advised that works to this headstone would be delayed due to the winter and an application was required for works previously done on adjacent graves; noted.
(v) Dartmoor Rescue - Councillor Ireland advised of his attendance at Rescue meetings and the organisation’s objectives in pursuing a new operational centre.
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 Weekes, 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 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.
303. Battle of the Bands
304. 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 9.35 pm.