Minutes Town Council Parks Committee - Monday 25 January 2010
Committee Members Present:
Councillor A Raymond (Chair)
Councillor Mrs C Marsh (Vice Chair)
Councillor Mrs K Bickley
Councillor M Ireland
Councillor C Letchford
Councillor P Stunèll
Councillor D Weekes (Town Mayor)
Councillor Mrs M McDonald (Chair, Planning)
Councillor A Leech (Chair, Property)
Other Members Present:
In Attendance:
D Bent (Town Clerk)
481. Apologies for Absence - Apologies for absence were presented on behalf of Councillors C Hodgson, Ms T Edwards and Mrs D Smith.
482. Deferment of Business (for comment by the public) - There were no members of the public present.
483. Members’ Questions - Councillor Mrs Marsh referred to motorcycle parking provision in the car park and marking this space with lines, the Clerk apologised for this omission and it was agreed the work be completed as soon as possible.
Councillor Mrs McDonald referred to the sign in the College car park identifying parking arrangements and commented it inappropriate. Councillor Marsh responded that a licence to convert this car park was in process, but had been delayed due to Borough Council workload, however as priority was being pursued with Devon County and, following due legal status, College staff would be issued with parking permits and appropriate signage erected.
Councillor Marsh referred to the Council’s adopted policy of identifying parcels of land with regard to possible ownership. She explained the Rivers Group were currently clearing land identified as Clapps Wood (by the Somerfield store) and suggested the Council pursue transfer from West Devon Borough Council. Members questioned safety factors relating to the state of the trees, access, public liability and general liability including a survey of the current tree specimens. On the proposition of Councillor Leech, seconded by Councillor Letchford subsequently amended, it was resolved that a letter be forwarded to the Borough Council asking whether they be interested in transferring this parcel of land to the Town Council.
484. Minutes - The minutes of the Parks Committee meeting held on 30 November 2009 and the special meeting held on 7 December 2009 were approved and signed by the Chairman on the proposition of Councillor Leech, seconded by Councillor Ireland.
485. Matters Arising -
485.1 Play Builder Scheme Okehampton Simmons Park - The Clerk referenced the submission by S Lord of OCRA for additional equipment in the park attached to the installation of the all-weather pitch cricket net and other facilities in this project. He explained that Mr Lord had been invited to offer a presentation of this application, as part of the process, at Cullompton and he had agreed to attend with him to offer support and information as required. It was further agreed that a thank-you letter be forwarded to Stuart Lord for his hard work in this project.
485.2 Exclusive Right of Burial Okehampton Cemetery - The Chairman presented amended documentation and invited Members to endorse and operate as a policy. Members examined this, questioned the use of plots for cremated remains and on the proposition of the Chairman it was resolved that the following sentence be deleted from the policy, ‘A plot may also be used to scatter or bury cremated remains.’ The document duly endorsed and submitted to the vicar for comment and implementation.
NB It was noted that the Chairman would write to Mrs Turner explaining the Council’s deliberations in forming this policy together with apologies for delays.
485.3 Land Crediton Road/Northfield Road - Councillor Marsh referred to a presentation to Council previously, which detailed this proposal to improve the site with the installation of a wall, field gate and bench as a feature of the town. She explained that Okehampton United Charity had supported the application, would fund the work, but had requested a decision from the Town Council on the design layout plus general endorsement; Councillor Marsh duly proposed, was seconded by Councillor Stunèll and resolved accordingly.
485.4 Public Toilets in Okehampton - A letter from the Borough Contracts Manager advised the contract process for new services was advanced and conditional, was a tight specification for cleaning and monitoring of cleanliness of the facilities. Members noted the comments and agreed to monitor facilities and report any shortfall in due course.
485.5 Benches Across Okehampton Town Centre - A letter from the Borough advised of £500 available to Okehampton for seat maintenance for the year 2008/9 with provision for subsequent years to be determined. Members acknowledged that the seats in the town were the responsibility of this Council, through default, and acknowledged terms suggested by the Borough to maintain this facility, whilst acknowledging that this £500 contribution would be minimal and any balance costs supported by the Council’s budget. The Committee endorsed the terms and it was agreed that this work be added to the park staff workload.
485.6 Kempley Meadows Play Equipment - RockETS Funding - The Clerk reported Okehampton United Charities had offered £15,000 grant towards this project and the Hamlets had requested a delay in offering funds to the new financial year. The Clerk explained the RockETS funding had to be claimed by 31 March and referenced play equipment identified by the Committee from Play World Systems at prices previously reported. To progress this, on the proposition of Councillor Marsh seconded by Councillor Weekes, it was resolved a working party be appointed to meet on site with drawings and costings to formulate a two-phased programme for the installation of climbing boulders; such phasing to be taken over two financial years. The working party to comprise Councillors Marsh, Weekes and Raymond to meet Friday 29 January at 2.00 pm.
485.7 WDBC Market Street Site - Councillor Marsh agreed to produce a form of words for this plaque at the next meeting following consultation with Councillor Ireland.
The Clerk referred to documentation relating to the development of the Waitrose site including the weighbridge which he opined identified maintenance responsibilities for the site and the fence with the Borough Council. Regrettably, a letter from the Chief Executive stated there was no legal agreement covering this arrangement and that Somerfield had taken on responsibility for maintaining the fence. The Members were disappointed over unclear management responsibilities and to clarify matters, on the proposition of Councillor Mrs Bickley seconded by Councillor Weekes, it was resolved that the land registry be consulted to determine land ownership, following which a letter be forwarded to the Borough Council asking that authority to address the problem of fence repairs.
485.8 Putting/Tennis Income - Council had previously questioned non-adherence to the legal agreement in paying fees collected for putting and fees. A letter from the Borough advised that an informal agreement had been made for these payments on a quarterly basis, however this was not in accord with the agreement which required all-party endorsement. The Chairman advised he would pursue it at the next tennis courts meeting due to be held on 2 February. The letter further acknowledged that this management committee was pursuing Parklands for funds, but noted it was the responsibility of the Borough Council to pursue payment of fees and it was agreed that this topic be put on the agenda of the Borough/Parklands Leisure Centre management meeting agenda.
486. Simmons Park -
486.1 Paulo’s Circus - An application from this company to visit the park from 26 September to 3 October 2010 to promote a circus was presented. A comment from the park-keeper over minimum time between the circus and the fair was noted and permission granted accordingly.
486.2 Simmons’ Legacy - Friern Barnet - Members were asked to note the 100th anniversary of the Simmons Park in Barnet in August 2010 and to await an invitation for representatives of the Council to attend.
486.3 Exeter City Football Club - The Committee endorsed a soccer roadshow for 17/18 February 2010 in Simmons Park.
486.4 Old Oak Tree - A letter from Mrs Troup of 109 Station Road expressed concern over the state of an oak tree overhanging her garden from Simmons Park. The Clerk advised of emergency lopping and repairs following storm damage on two occasions together with work to an adjacent beech tree, but could not comment on the current safety of the specimen. Members concluded that an expert opinion was required on safety of the tree and it was agreed that M Woolley (tree surgeon) be invited to submit a report on this specimen and action taken if necessary.
486.5 Complaints - Councillor Leech referred to a statement that on 5 December there was a quantity of glass under the run of the travelling rope slide in the play area. No other complaints were received.
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 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.
487. Verti-Drain Simmons Park/Putting Green
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 8.25 pm.