Minutes Town Council Parks Committee - Monday 29 March 2010
Committee Members Present:
Councillor A Raymond (Chair)
Councillor Mrs C Marsh (Vice Chair)
Councillor Ms T Edwards
Councillor C Letchford
Councillor D Weekes (Town Mayor)
Councillor A Leech (Chair, Property)
Other Members Present:
Councillor Mrs D Smith
In Attendance:
D Bent (Town Clerk)
614. Apologies for Absence - Apologies for absence were presented on behalf of Councillors Mrs K Bickley, C Hodgson, Mrs M McDonald, M Morse.
615. Deferment of Business (for comment by the public) - There were no members of the public present.
616. Members’ Questions - Councillor Mrs Marsh asked a series of questions as below.
(i) All-weather pitch, College grounds - she questioned why emergency vehicles were not able to access this pitch following this Council’s original opposition and subsequent agreement to allow emergency vehicles through a recognised access route (reference Special Parks Meeting 18/05/09).
(ii) Litter - school playing field.
(iii) Containers by all-weather pitch and discarded equipment, it was agreed that a letter be forwarded to the College questioning these issues.
(iv) Alcohol designation order - she questioned drinking alcohol behind Lidl’s and Big H pet shop; police to be informed and asked to address the problem.
Motorcycle space, Simmons Park car park - The Clerk advised that pressure of work had not allowed time to complete this exercise.
Simmons Park Five Year Plan - The Clerk advised that the Committee had formed a working party and a date had been requested.
Byelaws - Councillor Mrs Marsh requested this be placed on a subsequent agenda; agreed.
Councillor Letchford questioned the placement of seats supplied by the United Charity for Okehampton town centre. Councillor Mrs Marsh reported that P Green of the Hamlets had offered to attend to these works, had been issued a site location and she would pursue it.
617. Minutes - The minutes of the Parks Committee meeting held on 22 February 2010 were approved and signed by the Chairman on the proposition of Councillor Ms T Edwards, seconded by Councillor Mrs D Smith, subject to the following amendment - minute number 542.5 Old Oak Tree Station Road, Simmons Park - to be amended to read ‘….. it was resolved it be removed and replaced with 5 new young trees, subject to discussion with the Borough Conservation Officer on the status and condition of the specimen (Councillor Leech wished his vote be recorded against this decision)’.
618. Matters Arising -
618.1 Play Builder Scheme Okehampton Simmons Park - The Clerk reported a working party had met S Lord on site on 1st March and examined options for equipment from the Play Builder scheme funding; a sand area for volleyball adjacent to the cricket pitch (subsequently dismissed) facilities for disabled including a Wicksteed swing, public seat, adult play fitness apparatus plus a willow sculpture in Pig Meadow. The Clerk further reported that S Lord would undertake consultation with school children, submit that report back to the funder’s agents and concluded that confirmation of funding was still awaited; noted.
618.2 Pothole Simmons Park - The Clerk reported that repairs had been completed at 3rd March 2010 at a cost of £100.
618.3 Okehampton College Cricket Field - Walls/Fences - A response from the College Business Manager admitted their efforts were not successful in repairing the wall. He sought permission to create an access gap plus the removal of a small tree adjacent to the wall and the use of cement to secure the stone base to prevent dislodging of the stones.
Members were disappointed at efforts to repair the wall, which were apparently incorrectly carried out as a professional operation was required, objected to the creation of an access gap and the removal of the tree, but agreed to the use of cement to secure the stone base to complete this work.
With regard to the planting of the area of the new fence, Members requested that the fencing be reduced to the level of the existing hedge with appropriate planting of native species; the College to be advised.
618.4 Sydney Simmons’ Grave, All Saints Churchyard - The Clerk reported the receipt of a faculty to undertake this work. Councillor Leech advised that following the cold weather and frosts, he would attend to the works and report progress at a subsequent meeting.
618.5 Kempley Meadows Play Equipment, Playworld Systems - The Clerk advised of conversations with Playworld Systems relating to the installation of play equipment, estimated at 12/13 April 2010 to take 2/3 days to complete. He further reported he had claimed and received the £5,000 RockETS grant, based on a staged payment to Playworld; noted.
618.6 Proposed Parking Order - Devon County Council Okehampton College Off-Street Parking Places Order 2010 - The Committee noted deposit of this Order at the Town Hall for inspection by the public.
618.7 Clapps Wood Somerfield Store Okehampton - A response from the Borough Council advised that that authority agreed in principle to the disposal of the land and was obtaining a valuation. The Clerk reported that he had written to the owner of the adjacent premises with a similar request to transfer ownership of the land, a response was awaited.
618.8 WDBC - Market Street Site - A response from the Borough, through the Liaison meeting relating to maintenance responsibilities of this site, advised that discussions were being held between that Council and Somerfield on future maintenance. Members agreed that the removal of the fence would give a more acceptable open space and suggested this be offered as a solution to the Borough.
618.9 Market Street Plaque - The Chairman presented a quotation for a plaque at this location, wording previously agreed, in the sum of £55 + VAT. On the proposition of Councillor Mrs Marsh, seconded by Councillor Weekes, it was agreed to proceed.
618.10 Old Oak Tree Station Road, Simmons Park - The Chairman presented letters from D Whitfield (Park-keeper) and G Browne which requested the retention of this tree as a pollard, previously recommended by M Woolley. Members were mindful of the Committee decision to demolish, subject to input from the Borough Tree Officer, and on the proposition of Councillor Letchford, seconded by Councillor Mrs Marsh, it was resolved to seek quotations for the pollarding of this tree and to plant a number of new trees below it.
618.11 Tennis Courts Agreement - A response from T Beckett in relation to the collection of fees for tennis courts from Parklands advised of difficulties due to that company’s financial systems. Councillor Letchford sought an agreement signed by 4 parties to amend the agreement, to accommodate this system. It was noted the Clerk and Councillor Mrs Marsh would raise the topic at the Users’ Meeting on 31 March 2010.
618.12 Continental Market - Members were asked to note an amendment of the date from Sunday 25 April to Sunday 12 September 2010.
618.13 Skateboard Park Phase 2 - The Clerk offered a nil report, Councillor Mrs Marsh expressed concerns that following the departure of the member of staff leading this project, the project seemed to have stopped; Councillor Mrs Marsh to pursue it.
618.14 Gateway Garden on East Street - A letter from K Percival, Clerk to Okehampton Charity, referred to previous correspondence issued to the Council relating to the provision of a ‘work of art’ with due funding which was subsequently transferred to meet the cost of this Gateway Garden. The letter questioned the Council’s receipt of quotes for the project, management of the same plus the option to claim VAT.
Councillor Mrs Marsh advised B Hamer (Growing our Future) had issued tender documents and was currently liaising with the County on health and safety risk assessments connected with the project and would advise the Charity accordingly. Councillor Leech questioned procedure, the Council’s position and lack of information offered to Members. Councillor Mrs Marsh responded the Council had been invited to offer ideas, but in view of a non-response the Charity wished to engage this organisation to produce a scheme from the funds offered. Councillor Leech offered his reluctance to be involved with a project where negotiations and tender documents had been compiled by a third party with the responsibility passing to the Town Council. On the proposition of Councillor Mrs Marsh, seconded by Councillor Leech, it was resolved that any further involvement with the Town Council on the project cease with all responsibilities passed to the County Council; the Clerk to the Charity to be advised. Councillor Weekes wished his name be recorded against this decision.
618.15 Dog Fouling, Okehampton Town Centre - The Chairman referred to a number of complaints received at the Council meeting subsequently passed to this Committee to address, relating to dog fouling in the town centre and in Simmons Park. The Clerk advised he had complained to the Borough with a request that remedial action be effected, specifically to Crediton Road and further invited Members to address the problem throughout Okehampton including the park. A response from N Payne, Borough Director, invited the Council to reconsider joining that authority’s dog warden scheme which was noted.
Members concurred this was a problem affecting the town with irresponsible dog owners not adhering to common sense and decency. It was suggested posters be compiled and placed across Simmons Park and the town reminding dog owners of their responsibilities, asking them to report offenders with reference to fines. It was further suggested it was the job of Town Council staff to remove dog faeces (Clerk to check job descriptions following the issue of protective clothing). It was further suggested this Council may look to employ a dog warden, but were mindful of a previous exercise to identify a suitable operative, problems with training relating to law enforcement, confrontation skills and the position relating to the retention of fines. It was concluded posters be designed, printed with relevant information and erected across the town and Simmons Park and further investigations be undertaken into the appointment of a dog warden following advices from an independent source eg Mid Devon District Council.
618.16 CCTV System - The notes of a community meeting regarding a CCTV system for Okehampton held on 10 March 2010 were presented and noted. Councillor Leech reported the meeting had been called to offer a community CCTV system to the town operated by representatives of community organisations. The next meeting would be held on 13 April 2010 to formulate the way forward.
619. Simmons Park -
619.1 Donkey Derby - The meeting received a request from the Lions Club to promote this event on Sunday 27 June 2010, permission granted accordingly with the usual conditions of insurance, risk assessment etc.
619.2 Ladies Putting Club - The meeting was asked to determine the rent level/fees for this club’s use of facilities in Simmons Park for the 2010 season. Members acknowledged a budget provision of £350 and on the proposition of the Chairman, seconded by Councillor Leech, it was resolved that the sum of £350 + VAT be charged.
619.3 Charity Football Match - A request to promote this event in the park on Sunday 25 July 2010 from C Bennett was presented; permission granted.
619.4 Barnardo’s Big Toddle - Permission to run this event on Friday 11 June 2010 was presented; permission granted.
620. Complaints - Councillor Leech referred to a complaint from a lady walking with sticks in the park who had been bowled over by a boisterous dog and was now fearful of going to the park. He questioned the byelaw on the control of dogs which was confirmed, Members noted that Kempley Meadows was used as an exercise field for dogs and it was requested that signs and the byelaws be relocated to highlight this problem. On the proposition of Councillor Mrs Marsh, seconded by Councillor Weekes, it was resolved that the byelaws be re-sited on the right hand side of the entrance into Simmons Park (NB the press to be invited to add this to their article relating to dog fouling).
PART TWO
621. Pleasure Grounds Footbridge - The Clerk advised that he had invited companies to submit quotations for repairs to this structure which would be submitted to the next meeting.
Meeting closed 8.20 pm.