Minutes Town Council Parks Committee - Tuesday 11th July 2011

Minutes Town Council Parks Committee - Tuesday 11th July 2011

Tuesday, 27 September 2011 21:18

Minutes of a Meeting of the Okehampton Town Council Parks Committee held on Monday 11 July 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 M Davies (Chair, P & R)

                                                            Councillor A Leech (Chair, Property)

Other Members Present:                 

In Attendance:                                   D Bent (Town Clerk)

117.     Apologies for Absence- There were no apologies for absence.

118.     Deferment of Business(for comment by the public) - There were no members of the public present.

119.     Members’ Questions- There were no questions from Members regarding the workings of the Committee.

120.     Minutes- The minutes of the Parks Committee meeting held on 6 June 2011 were approved and signed by the Chairman on the proposition of Councillor Dr M Ireland, seconded by Councillor K Ball.

121.     Matters Arising-

121.1   Rotary Club Shelter- The Chair advised discussions were ongoing regarding the replacement of this structure from a suitable design or alternatively refurbishment of the same.  As an interim measure, he explained temporary repairs to secure the building would cost £600 plus VAT whilst developments were awaited.  On the proposition of Councillor Vachon, seconded by Councillor Leech, it was resolved the repairs be carried out at the above cost with a report on refurbishment or replacement submitted to a subsequent meeting.

121.2   OCRA Land Development - Construction of Pavilion- Councillor Mrs Marsh presented a plan which identified land leased from the Council to the College with a request that a small triangle be swapped between the two parties to accommodate the building of the new pavilion on Town Council land.  This proposal would facilitate the easier compilation of a lease between the three parties.  On the proposition of Councillor Weekes, seconded by Councillor Vachon, resolved accordingly.

121.3   Simmons’ Grave- Councillor Leech submitted a report relating to possible repairs to the headstone of Sophia Simmons.  He said this stone had ‘blown’ and any attempt at resin repairs followed by water and frost would destroy the stone.  He explained he had offered to undertake the work, but was now reluctant due to these reasons and sought direction from Council.

            It was established repairs to headstones, whilst under the jurisdiction of the Borough Council, were the responsibility of family descendants.  The meeting noted the existence of a descendant, further possible application for funding from other charitable bodies whilst noting the debt owed to Sidney Simmons by the town.  It was suggested a duplicate headstone be purchased; possible concerns by the Exeter Diocese noted and concluded a full report be compiled following discussion with family descendants, Borough Council, Exeter Diocese for permissions plus costs for a new headstone.

(It was further agreed that a letter be forwarded to the Borough Council requesting a grass cutting exercise together with the removal of a tree branch bearing down on Albany Savile’s grave).

121.4   Clapps Wood- The Clerk submitted an income and expenditure account for this project which identified a net cost of £6,740; he explained no formal resolution was recorded which endorsed this expenditure from the Council’s reserve funds.  He also reported a grant of £1,000 had been received from Okehampton United Charity reducing the net projected expenditure to £5,740.  He further explained legal documentation for easement from Mrs Barkwell was awaited.

            Councillor Mrs Marsh explained the Rivers Group had undertaken extensive work by contractor for the installation of fencing at this location.  Councillor Mrs Marsh declared an interest.  On the proposition of Councillor Ireland, seconded by Councillor Ball, it was resolved the sum of £6,000 be allocated from earmarked reserves to meet these expenses.

121.5   Queen’s Diamond Jubilee 2012- Members were asked to note a meeting of interested parties to organise and promote an event in the park on 4 June 2012, the meeting to be held in the Town Hall on Wednesday 20 July 2011 at 7.00 pm; noted.

121.6   Signage- The Chair referred to a report to introduce a range of signs in Simmons Park including the following.

(i)         A welcome sign to Simmons Park, identifying facilities available, to be erected at the entrance to the park in college land, size 1830 x 457 at a cost of £842 from Jag Signs (subject to planning permission).

(ii)        Bowling Club sign to replace the existing one, also aluminium 1250 x 550 at a cost of £242.39 from Jag Signs (Bowling Club willing to meet costs).

(iii)       Public toilet sign, £11.66 from Stock Signs.

(iv)       No dogs allowed signs, £11.66 from Stock Signs.

(v)        Parking signs to be placed on Mill Road directing motorists to the car park in Simmons Park at a cost of £74.01 and £75.56, both placements subject to endorsement and agreement by Devon County Council; Councillor Mrs Marsh to pursue separately.

(vi)       Putting and golf signs, Parklands to be approached with a reminder.

(vii)      Market Street parking spaces, signs have been ordered at a cost of £78.

            The Clerk referred to due budget provision of £2,000.

Members endorsed this work and on the proposition of Councillor Mrs Marsh, seconded by Councillor Leech, it was resolved the scheme be implemented subject to planning permission and the placement of an additional sign at the entrance to Simmons Park reading, ‘no unauthorised entry’.

121.7   Seats Simmons Park- The Chair asked Members to consider the acquisition and placement of additional seats across Simmons Park.  It was reported £100 had been received from the Hamlets Parish Council towards the cost of seats and the Chair suggested seats be placed in front of the putting green facing the Pleasure Grounds football pitch as had existed for many years.  It was further established the Lions may offer two, one for the space fronting the bowling green, the second in the bandstand, with two required for the space identified above.  On the proposition of Councillor Mrs Marsh, seconded by Councillor Ball, resolved accordingly.

121.8   Street Lighting- The Clerk reported he had consulted Western Power about street lighting column removal in Simmons Park and a reply was awaited.

121.9   Dog Fouling- A letter from the WDBC Environmental Health Officer explained the mechanics of the Dog Warden scheme, cost of joining at £2,600 and benefits to the community.  As previous members of this scheme, the Committee noted the problems experienced and wished to examine alternatives.  Councillor Morse submitted a suggested scheme where Council staff could act as Dog Wardens on a staggered timescale; problems of training costs, legal procedures, interference with workload were noted.

            The meeting referenced previous comments relating to training of dog owners and responsibility and a Dog Warden suitably identified with a marked yellow jacket may assist in this education.  It was further established if a complaint existed, the Environmental Officer should be informed with a request for action.  Councillor Mrs Marsh referred to the April Parks meeting in which it was proposed to pursue the above exercise plus investigation of the legal position for dog fouling and court procedure; it was agreed this be pursued.  It was agreed Councillors undertake the role of Warden with caution.  Following further discussion, the Chair advised he would research the appointment of a Dog Warden employed at South Zeal and report back to a subsequent meeting.

121.10All Saints Churchyard Burial Grounds Excavated Soil- A letter from the vicar asked Council to clarify the position regarding excavated soil from burial plots.  Members’ initial reaction was for undertakers to be recharged to dispose of this waste, but were reminded of removal and disposal of contaminated waste.  It was agreed the Clerk research and submit a report to a subsequent meeting.

122.     DogAttacks Simmons Park- The Chair presented correspondence over a series of attacks by dogs on dogs in the park and invited Members to determine a course of action.  Discussion ensued on control of dogs, irresponsible dog owners, minimum effect of byelaws and policing of the same, dogs on and off leads and parents’ responsibility towards children.  Members acknowledged the park was a space for exercising dogs with self regulation by dog owners and it was agreed the following action be taken.

(i)         A letter be forwarded to the Okehampton Times advising of increased Dog Warden patrols in the park.

(ii)        Investigations be undertaken regarding extending of the fenced area around the children’s play area.

            (iii)       Reinforce ‘dogs on leads’ instruction by play area.

(iv)       Discuss the appointment of a Dog Warden (through Councillor D Weekes, Chair).

(v)        Members to wear Dog Patrol vests and monitor the park.

123.     Pay and Display Ticket Machine- The meeting was asked to note the condition of this machine and to consider budget provision for replacement; on the proposition of Councillor Mrs Marsh, seconded by Councillor Davies, it was resolved accordingly in the sum of £3,000 for the year 2012/13.

124.     Cricket Pitch- Councillor Marsh reported the walls of the cricket pitch were breaking down; it was agreed a reminder letter be forwarded to the College with a request for more robust repairs.

125.     Chalet Treloar Shed- The tenant of this property requested permission to erect a shed at the rear of the property (wooden shed 6’7” x 7’9”).  Members were concerned that granting permission would create a precedent, discussed the option of a temporary siting finished in green wood preservative, but concluded this was not in keeping with the spirit of the park and on the proposition of Councillor Leech, seconded by Councillor Davies, it was resolved permission be not granted for the following reasons: a) it would set a precedent; b) be not in keeping with the park’s image; c) was adjacent to a listed building; d) would be difficult to remove.

126.     Seating East Street- The Chair presented a request from Mr & Mrs L Jones of East Street for the placement of an additional seat adjacent to Lillicrap Court.  It was agreed this request be deferred to the County Council Highways office.

127.     Members’ Reports-

(i)         Tennis Courts Management Committee - the minutes of the meeting held on 2 June 2011 were circulated and noted; arising therefrom: public use of courts.  Statistics of this use were requested, to be presented to the next meeting.

(ii)        Dartmoor Search and Rescue - Councillor Ireland reported a training weekend in July with issues relating to communication and hosting students.