Minutes Town Council Parks Committee - Tuesday 1 June 2010
Committee Members Present:
Councillor Ms T Edwards (Chair)
Councillor Mrs C Marsh (Vice Chair)
Councillor Dr M Ireland
Councillor C Letchford
Councillor M Morse (Town Mayor)
Councillor Mrs K Bickley (Chair, Planning)
Councillor Mrs M McDonald (Chair, P & R)
Councillor A Leech (Chair, Property)
Other Members Present:
Councillor K Ball
In Attendance:
D Bent (Town Clerk)
Declarations of Interest - Declarations of interest were presented by the following Members: Councillor M Morse, agenda item 5.10 CCTV system; Councillor C Letchford, agenda item 5.7 Clapps Wood and 6.2 Okehampton Simmons Bowling Club; Councillor Mrs C Marsh, agenda item 5.5 Skate Park/BMX Cycle Track and 5.7 Clapps Wood.
30. Apologies for Absence - An apology for absence was presented on behalf of Councillor P Vachon.
31. Deferment of Business (for comment by the public) - There were no members of the public present.
32. Members’ Questions - Councillor Mrs Marsh referred to damage to trees in Simmons Park. The Clerk reported this had been reported to the police and would visit the park with the Chairman on 2 June.
Councillor Leech referred to vandalism at Fairplace toilets and questioned necessary repairs, Clerk to pursue.
Councillor Mrs Bickley referred to procedure for dealing with drunken people when evicted from public houses across the town, reference was also made to drinking in Simmons Park and police action to prevent this. The meeting was reminded the town had an Alcohol Designation Order covering Simmons Park and police were empowered to control unruly behaviour occasioned by drinking. On the proposition of Councillor Mrs Bickley, seconded by Councillor Mrs Marsh, it was resolved a letter be forwarded to the LVA questioning procedure over drinking to excess and removal from pubs, copy to Inspector Hammond with a request for action over such incidents (evidence available if required).
33. Minutes - The minutes of the Parks Committee meeting held on 29 March 2010 were approved and signed by the Chairman on the proposition of Councillor C Letchford, seconded by Councillor Mrs M McDonald.
34. Matters Arising -
34.1 Play Builder Scheme Okehampton Simmons Park - The Clerk reported S Lord was currently compiling a list of new equipment following consultation with children; this included exercise equipment, additional seats, a willow sculpture etc and when complete he would submit the same to the scheme funder’s agents and copy to Council. The Clerk reported a further £5,000 had been received towards the cost of this equipment; noted.
34.2 Okehampton College Cricket Field Walls/Fences Access - A letter from the business manager at the College advised of proposed works to repair the stone wall; noted. The letter advised the College was not in favour of reducing the size of the fence, however Members agreed it was too high, not in keeping and should be reduced. Councillor Mrs Marsh further referred to a continuing litter problem, more debris deposited across the site and the development of the skills centre waste soil was being dumped on the access road to the all-weather pitch; Clerk to investigate. Councillor Mrs Marsh concluded and requested that the access ramp to the all-weather pitch be improved with the use of topsoil and suitable landscape. Members noted the emergency vehicle access to the all-weather pitch was agreed by this Council and concluded that Members were misled by the College on use of the same; agreed that a letter be forwarded embracing these points.
34.3 Sydney Simmons’ Grave, All Saints Churchyard - Councillor Leech reported no progress as he was awaiting information from the diocese relating to permissions; noted.
34.4 Kempley Meadows Play Equipment, Playworld Systems - The Clerk reported these three climbing boulders had been installed and completed at 23 April at an approximate cost of £30,000. A contribution of £15,000 had been received from Okehampton United Charity, £5,000 from RockETS and a contribution was awaited from Okehampton Hamlets; noted.
34.5 Skate Park BMX Cycle Track - A letter from Okehampton United Charity advised the outstanding £3,000 grant towards this scheme had been withdrawn, but the charity would be pleased to consider any new applications.
34.6 Gateway Garden, East Street - Correspondence from Okehampton United Charity confirmed that funds for this scheme would be paid directly to Devon County Council for the provision and management of the Gateway Garden on East Street; noted.
34.7 Clapps Wood Somerfield Store Okehampton - The Clerk reported a response was still awaited from the Borough Council on the transfer of this land, he further reported a response was awaited from Mrs Barkwell on transfer of adjacent land.
The Chairman presented a letter from K Rivers of High Street which recommended a series of operations to manage this land. Members acknowledged the proposals would normally be taken by the Woodland Trust and agreed to note the letter and take no further action.
34.8 WDBC Market Street Plaque - Members noted the receipt of this plaque and agreed to identify a precise location.
34.9 Tennis Courts Agreements - The Clerk reported details of income had been received from Parklands Leisure Centre for April 2010. Members questioned the establishment of an agreement to vary the conditions for quarterly payments; Clerk to produce a document signed by all parties.
34.10 CCTV System - Notes of the community meeting held on 13 April 2010 were circulated and noted. Councillor Leech reported a subsequent meeting had been held on 26 May and, arising from that, he would issue a press release and write to interested parties for additional funding. He explained the new scheme would install three cameras across the town, but none in the park and further explained that clarification was being sought on the VAT issue and ownership of the equipment in relation to reclaim of VAT by the Town Council.
Councillor Mrs Marsh questioned the original provision of six cameras across the town including the park, a specific budget of £8,000 and reported that the pledge from the Okehampton United Charity had been withdrawn pending a new application. It was acknowledged this was not a total withdrawal and a new application could be submitted. Councillor Leech expressed disappointment that the Council had not been informed of this action.
Members were concerned over £18,000 projected expenditure on the CCTV system, questioned conditions for the expenditure with an assumption that the funds were being matched by the community. Councillor Leech explained funds had been made available and approved by Council towards the cost of the CCTV system, which initial expenditure included planning, wayleaves and other incidental expenses with an agreement by the Council for a community group to progress this initiative. Councillor Mrs Bickley acknowledged the Okehampton scheme to be based on the Bude model, operated with the same principles. Members were disappointed that funds were not forthcoming from other organisations despite support offered, it was made clear that pledges were being pursued and the group had agreed to pursue funding from community organisations including the charity. Councillor Leech, as the Council’s representative on the CCTV community board, agreed to take the scheme back and present a report to Council.
35. Simmons Park -
35.1 Playground Equipment - An inspection and risk assessment of the play equipment in this Council’s ownership, prepared by T Mogford, was presented. Members noted recommendations to install fencing around the playground plus minor works to the equipment and agreed to pass the document to D Whitfield/Town Clerk to effect repairs where necessary.
35.2 Okehampton Simmons Bowling Club - A request from the bowling club to resurface the path adjacent to the green was presented; the Chairman and Clerk to examine and report to a subsequent meeting. The letter also requested the issue of a parking pass to the green keeper. On the proposition of Councillor Mrs Marsh, seconded by Councillor Ireland, it was resolved that a ticket be issued marked Simmons Bowling Club at no charge to the club. Councillor Letchford abstained from voting.
35.3 Okehampton Battle of the Bands, Simmons Park Finale - The Chairman asked the Committee for permission to promote a public bar in Simmons Park selling real ale during this event. She acknowledged an ADO Order existed across the park, further that the police were aware of the event, would be in attendance and stewards would be engaged by the bar. On the proposition of Councillor Morse, seconded by Councillor Leech, it was resolved that permission be granted, subject to the use of plastic glasses by the bar.
35.4 Ryan Court - The Clerk presented a complaint from the residents of Ryan Court about rooks nesting in the park with resultant noise and mess. Members accepted rooks as part of the park’s history and their removal would make the situation worse. Members agreed to take no further action.
35.5 Simmons Park Play Equipment - A request from C Reed for the reversal of access gates into the play area was presented. Members experienced the strength of the gate closure and the apparent wrong direction of opening and it was agreed to research health and safety reasons for this construction and to seek quotations for reversal of the hinges if applicable.
35.6 International Sporting Alliance - A request to promote further football training in Simmons Park on Sundays, by this organisation, was presented; Members agreed accordingly at no charge.
36. Okehampton Cemetery - A request from T Cross to place a seat at this cemetery was presented. On the proposition of Councillor Letchford, seconded by Councillor Leech, it was resolved that permission be granted, subject to selection of a location; Clerk to report.
37. Bus Shelter The Heathers - Councillor Mrs McDonald declared an interest. A request from Mrs Lippiatt to install bus shelters at The Heathers and in Giblands was presented. It was noted that County, with the Town Council, had provided bus shelters in the past, but there was no funding currently available. It was concluded research be carried out into the necessity to install a bus shelter and Mrs Lippiatt advised of the current position.
38. Complaints - The Clerk reported he had received no complaints from the public regarding the state of the park.
39. Members’ Reports - There were no reports from Members attending other organisations on behalf of the Council.
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 C Letchford, seconded by Councillor Mrs M McDonald, 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.
Paragraph 12 - Any instructions to counsel and any opinion of counsel in connection with any legal proceedings by or against the authority.
Paragraph 4 - Information relating to any particular applicant for any service provided by the Council.
40. Accident Simmons Park
41. Pleasure Grounds Footbridge (Bridge by Play Area)
42. Exclusive Right of Burial
43. Litter - Staff Overtime
It was resolved to come out of part 2, move back into part 1 and ratify all decisions taken in part 2, proposed by Councillor Letchford, seconded by Councillor Leech.
Meeting closed 8.40 pm.