Minutes Town Council Parks Committee - 6th June 2011
Minutes Town Council Parks Committee - 6th June 2011
Tuesday, 27 September 2011 20:43
Minutes of a Meeting of the Okehampton Town Council Parks Committee held on Monday 6 June 2011 in the Council Chamber, Town Hall, Okehampton at 7.00 pm
Committee Members Present: Councillor D Weekes (Chair)
Councillor K Ball (Vice Chair)
Councillor Dr M Ireland
Councillor Mrs C Marsh
Councillor M Morse
Councillor J Stockwell
Councillor Mrs M McDonald (Town Mayor)
Councillor P Vachon (Chair, Planning)
Councillor A Leech (Chair, Property)
Other Members Present: Councillor Mrs K Bickley
In Attendance: D Bent (Town Clerk)
37. Apologies for Absence- An apology for absence was presented on behalf of Councillor M Davies.
38. Deferment of Business(for comment by the public) - Mrs S Enderson referred to her request to the Council to arrange a party in the park to celebrate the Queen’s Diamond Jubilee year in 2012; she invited Members to become involved with an event on Monday 4 June. She explained she wished to invite many organisations within the town to take on a role, each with a member appointed to a central committee with funding contributions from them plus the Lottery Fund.
The Committee was enthusiastic to support this initiative, acknowledged an agenda item to discuss this request and agreed to move that item forward. Members further examined the options including a big lunch or tea party for this Diamond Jubilee and on the proposition of Councillor Mrs Bickley, seconded by Councillor Ball, it was resolved a town event be arranged for 4 June 2012 with Mrs Enderson invited to a working party meeting along with representatives of the town’s other organisations to promote the same.
Mrs Kate Rivers referred to the biodiversity management of the town, referenced a letter addressed to the Chairman with a request the Council take on this role. Members acknowledged efforts to save and maintain green spaces across the town and agreed to receive the letter and respond accordingly.
39. Members’ Questions- Councillor Mrs Marsh questioned the placement on the agenda of replacement seats across the park. The Chair agreed to include it as additional business.
40. Minutes- The minutes of the Parks Committee meeting held on 18 April 2011 were approved and signed by the Chairman on the proposition of Councillor Mrs C Marsh, seconded by Councillor A Leech.
41. Matters Arising-
41.1 Rotary Club Shelter- The meeting acknowledged efforts by schoolchildren to design a suitable shelter at this location without success, noted the Rotary Club was awaiting plans and costs to determine investment or contribution with Members further acknowledging the sensitivity of the area, heritage features of the site and needs of the public. The Committee examined the option of revisiting the schools with a clear design brief, subject to architectural and planning law or alternatively a refurbishment of the structure. The Chairman explained this including structural repairs, replacement roof with fretwork to match Chalet Treloar together with a leaning fence by the river. On the proposition of the Chair, seconded by Councillor Mrs Marsh, it was resolved researches be undertaken into the refurbishment of the structure with the schools involved in that work with the alternative of designing a suitable shelter embracing the delicacy of the area incorporating heritage features, access for children and disabled.
41.2 OCRA Land Development - Construction of Pavilion- Councillor Mrs Marsh reported the County and Town Council were in the process of transferring a footprint of land to OCRA for the construction of the pavilion with the necessary legal documentation to clarify each party’s legal position. A question was tabled relating to the position of OCRA if that organisation were to collapse and where the pavilion fits in with the objectives of OCRA. Councillor Mrs Marsh reported land availability for pitches as part of their plan was difficult to acquire, but was being pursued, which position had amended priorities with the pavilion emerging as the first. She commented the ownership of the building would revert back to the Town Council if OCRA collapsed, with the College being given an option on future use.
It was noted the Chair represented the Town Council at OCRA meetings with Councillor Mrs Marsh sitting as County representative, further many of the town’s clubs were invited to attend OCRA meetings with an apparent support for the construction of the pavilion despite limited attendance. However, it was noted representatives of those clubs had signed and supported an agreement towards the ownership and use of the building.
A question related to the status of Academy to Okehampton College and the effect on this land transfer. Councillor Mrs Marsh responded all land ownership leased to the College would have to be renegotiated upon this status and be concluded in new legal documentation.
41.3 Clapps Wood- The Clerk explained the purchase of land from the Borough Council had been delayed awaiting the granting of an easement from Mrs Barkwell who owned part of the site; Mrs Barkwell had sought £1,100 towards legal costs for the creation of this easement and he sought authority to proceed. The meeting questioned budget provision for these funds and expenditure on the project and requested a financial report, income and expenditure on the project.
Members noted the sale price of Clapps Wood at £4,000 plus legal fees, a grant payment from RockETS of £1,470 towards the cost of fencing and suggested the Okehampton United Charity be approached for additional funding to meet these costs. Councillor Mrs Marsh reported the Council had allocated £10,000 from reserve funds towards this project, which Members accepted but questioned expenditure on land not in the ownership of the Town Council.
The meeting further questioned the fees at £1,100 and on the proposition of Councillor Ball, seconded by Councillor Vachon, it was agreed to meet the cost of Mrs Barkwell’s fees at £1,100 + VAT, subject to challenge on this amount and to pursue a contribution from the Okehampton United Charity or other organisations. The following Members wished their vote be recorded against this: Councillors Leech and Mrs McDonald.
41.4 Signage- The Clerk reported D Whitfield was currently researching costs for additional signs across the park, further the Manager of Parklands Leisure Centre was investigating the cost of signs to promote tennis and putting with an acknowledgement from the Okehampton Simmons Bowling Club to meet the costs of a replacement sign for that club; a report to be submitted to a subsequent meeting
42. Play Equipment - Safety Inspection and Risk Assessment- The Chairman presented a report from T Mogford Associates following a visit and inspection of the play equipment in Simmons Park and the skateboard/BMX track. Members examined this document and extracted the following items.
Item 17 rock balance - Members noted a request this be adjusted to address a low risk problem; agreed to take no action, but to monitor any developments.
Items 29/30/31 new equipment - the report recommended the placement of manufacturers’ names with details of the equipment; Town Clerk to pursue and attach to equipment as requested.
The Chairman advised of no reported accidents following the installation of this equipment, further that it was covered by certificate issued by the manufacturers from RoSPA.
Item 1 playgrounds - the meeting revisited the request from the safety consultant to erect fencing around the play area. Members accepted fencing around the junior area, but considered it a prohibitive cost for around the large area and following discussion, agreed to erect a sign advising any dogs in the play area be on a 1 metre lead, under control.
On the proposition of the Chair, seconded by Councillor Ball, it was resolved the report be accepted, subject to the implementation of recommendations.
43. Battle of the Bands- A request to promote a public bar in the park during the Battle of the Bands on 13 August 2011 was presented. The Committee noted the popularity and success of this event and on the proposition of Councillor Leech, seconded by Councillor Morse, it was resolved permission be granted, subject to the use of plastic glasses and usual other conditions of insurance etc.
44. Street Lighting- Councillor Mrs Marsh asked the Committee to consider the removal of the lighting columns in Simmons Park. She explained two units were not working with one without a lamp, the remaining columns were rusty and would require reconditioning for continued use. Comments were noted and on the proposition of Councillor Mrs Marsh, seconded by Councillor Morse, it was resolved a quotation be obtained for the removal of the units, subject to the retention of electrics underground for possible future use.
45. All Saints Churchyard Burial Ground- The Clerk presented a complaint from a churchwarden relating to the dumping of soil following excavated graves. Members agreed this was an issue between the church, undertakers and grave diggers with a request those parties address the problem. (Councillor Ireland referenced closed churchyards, their poor state of repair and untidiness and requested a letter be forwarded to the Borough asking them to undertake their maintenance responsibilities. The Chair agreed to include it on the next meeting under the heading of Safety and Responsibility.)
46. Complaints- Councillor Leech referred to usual complaints relating to dog mess and dogs off leads attacking other dogs in the park; the police to be informed.
47. Members’ Reports-
Dartmoor Search and Rescue - Councillor Ireland reported at a meeting in May he was accepted as the Town Council representative, further they had appointed events managers to control the same eg Carnival, Edwardian Evening. He said members would support the Civic Service and wished to thank the Mayor for selecting their group as a Mayor’s Charity.
Tennis Court Users’ Meeting - The Clerk and Councillor Mrs Marsh advised at a meeting on 2 June members had acknowledged the success of the courts, ongoing surface cleaning works, possible replacement of lighting units and request for budget projections and possible discussion on reduced contributions towards the operating costs of the facility.
Community Archives - Councillor Weekes advised the facility had been opened as an ongoing information source for interested members of the public giving an insight into the town’s features with a wish to record the older generation’s stories about Okehampton. He concluded the next event would be held on 18 June at the Ockment Centre on the topic of local churches.
Meeting closed 8.50 pm.
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Councillor D Weekes
Chairman