Minutes Town Council Parks Committee - Monday 13 December 2010

Minutes Town Council Parks Committee - Monday 13 December 2010

Monday, 18 April 2011 16:41

Minutes of a Meeting of the Okehampton Town Council Parks Committee held on Monday 13 December 2010 in the Council Chamber, Town Hall, Okehampton at 7.00 pm

Committee Members Present: 

Councillor Mrs C Marsh (Chair)
Councillor Dr M Ireland
Councillor C Letchford
Councillor D Weekes
Councillor Mrs M McDonald (Chair, P & R)
Councillor A Leech (Chair, Property)
     
Other Members Present:  

Councillor K Ball
Councillor M Davies
            
In Attendance:   D Bent (Town Clerk)
     
            
371. Apologies for Absence - Apologies were presented on behalf of Councillors Mrs K Bickley, M Morse, Mrs D Smith.

372. Deferment of Business (for comment by the public) - There were no questions from members of the public.

373. Members’ Questions - Councillor Letchford questioned the progress on the restoration of Simmons’ grave.  Councillor Leech responded that directions were awaited from the Exeter Diocese, it was agreed the Clerk research and submit reminder letters to this body (Councillor Mrs Marsh to pursue separately).
 
374. Minutes - The minutes of the Parks Committee meeting held on 1st November 2010 were approved and signed by the Chairman on the proposition of Councillor M Ireland, seconded by Councillor Mrs M McDonald.

375. Matters Arising -

375.1 Playbuilder Scheme Simmons Park - It was noted a site meeting had been held on 27 November to select equipment; five companies had been invited to present schemes to the value of approximately £30,000 to criteria by 20 December.  At that date the Chair, Clerk and S Lord would select the most suitable, award a contract with installation completed by 20 March; noted.

375.2 Okehampton College Cricket Field Walls/Fence/Top Soil -
 Fencing - the Clerk advised the governors would address the fencing issue and respond to Council.
 Top soil - the Clerk reported this deposited soil would be removed in the spring by R Campbell.
 All-weather pitch - the Clerk further reported the College would purchase equipment and undertake this work in-house.

375.3 Simmons Park Five Year Performance Plan - Members noted the amended five-year plan with specific reference to the construction of a replacement structure adjacent to Chalet Treloar.  The Clerk reported on a site meeting with representatives of the Rotary Club on 16 December.

375.4 Okehampton Public Toilets - The Chair advised she, with the Clerk, had met Mrs C Aubertin (WDBC Contracts Officer) and examined the state of the toilets.  It was acknowledged the toilet pans were a sort of resin which was stained with age, looked untidy and grubby but vandal proof.  Mrs Aubertin reported some remedial works would be attempted on this equipment and advised standards were generally much improved.  The Chair concurred and Members requested attention to cleanliness above ceiling height, noted three visits a day to clean the toilets and requested closer monitoring of the same.  It was agreed a letter be forwarded to the Contracts Officer acknowledging a proposal to repaint and improve the facilities, extend the cleaning operation above eye level, monitor the state of the toilets and request a copy of the maintenance schedule with Members noting the option to complain directly to Mrs Aubertin over the state of the facilities.

375.5 Dog Bin Provision - A letter from R Flexman repeated a request for the installation of a dog waste bin at the eastern end of Simmons Park next to the approach to Kempley Bridge.  He offered reasons including a badly-polluted walkway and ease of access for bin emptying.  The Chair advised a clean-up operation would be effected soon including Ball Hill; Members acknowledged the lack of a dog warden and increasing dog mess across the town.  Additional dog bins were suggested to address these problems, subject to budget allocation and concluded the problem rested with dog owners’ reluctance to pick up after dogs.  To address the provision of bins, it was agreed a plan be produced identifying the location of bins across Okehampton for further discussion.

 Members considered the request from Mr Flexman and concluded to adhere to a previous decision that no additional bin would be installed as there were bins in the location, a clean-up operation was to be effected and the bins were emptied by contract not Council staff; Mr Flexman to be advised accordingly.

376. OCRA Land Development - Land Adjacent to College - Councillor Leech questioned the legal position relating to the lease with OCRA and its connection with Okehampton College.  The Chairman advised the College were consulting with OCRA and, ultimately, the Town Council over a land transfer to accommodate this parcel of land to construct a pavilion and clarification on responsibilities would evolve.  Councillor Leech referred to other land examined for use by OCRA including Ball Hill and the triangle by the pitches.  The Chair acknowledged these sites had been assessed, together with relocation of pitches, inquiries had been made with the land owners and it had been concluded that land was not available and finally concluded that OCRA trustees would pursue the third phase, the pavilion using Exeter Airport monies, failing which, monies would be returned to County central funds.

377. Okehampton Rotary Club May Fair - Members granted permission for the Rotary Club to promote their annual May Fair in Simmons Park on 1st May 2011.

378. Flooding, Sand and Sand Bag Request - An offer from the Borough Council for one tonne of sand plus sand bags was presented and noted.

379. Complaints - There were no complaints from members of the public relating to the park during weekends.

380. Members’ Reports -
(i) Tennis Courts Management Committee - the notes of the meeting held on 18 November were circulated and noted without comment.

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 A Leech, 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 9 - Any terms proposed or to be proposed by or to the authority in the course of negotiations for a contract for the acquisition or disposal of property or the supply of goods or services.

381. Clapps Wood Okehampton

382. Simmons Park Railings and Footbridge

383. CCTV

It was resolved to come out of part 2 on the proposition of Councillor M Ireland, seconded by Councillor Mrs M McDonald, move back into part 1 and ratify all decisions taken in part 2.

Meeting closed 7.50 pm.

______________________
Councillor Mrs C Marsh
Chairman