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Minutes
of the meeting of the FACILITIES COMMITTEE held on 15 March 2006 Present: Councillors F. J. Hawkins (Chairman) A. Allen, C. Lambert, R. Matthews, D Powell In attendance: Assistant Clerk to Facilities. Public Question time No members of the public were present. |
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105 Apologies for Absence Apologies for absence were accepted from
106 Declarations of Interest None were made. 107 Trees Survey Agenda Item 4 was brought forward to this point.
The Chairman welcomed the representative from D F Clark Contractors
Ltd who was to give a presentation on how she would conduct the tree
survey. She said that each tree
would be identified, photographed, measured, aged and trees of particular
beauty or that would benefit from a Tree Preservation Order would be
noted. Trees and saplings in
clusters would be recorded as a group. Questions on health and safety, professional
indemnity and public liability were raised and answered to the satisfaction
of the Committee. The representative
left the meeting before the Committee made its decision. It was mentioned that Lingwood Common may
have to be added to the survey. RESOLVED that a) D F Clark Contractors Ltd is appointed
at a cost of £1040.00 plus any additional cost for Lingwood Common. b) The work to commence in May when the leaves are
out. c) The current budget to be carried over to 2006-07
as earmarked funds. 108 Minutes of the Meeting Held on 1 February
2006. RESOLVED: that the minutes of the meeting
held on 1 February 2006 were approved and duly signed as a correct record. 109 Use of Football Pitches Cllrs Hawkins and Powell declared an interest in
this Item. Cllr Wood reported
that the Groundsman had advised him that over-usage of the pitches could
hinder adequate recovery in time for the cricket season. It was acknowledged that the Groundsman has
the expertise and ability to decide when the pitches should be closed
for regular users and those users should be notified accordingly. Special events were considered to be acceptable
and bookings would be taken. It
was mentioned that Pitch 1 is being played upon by a user contrary to
the Council’s agreement. It was
felt appropriate that the user in question should be reminded of the
conditions of their Agreement. RESOLVED that a) The Groundsman put together a programme
for when each of the pitches should be closed for re-seeding and maintenance. b) All users to be advised of the pitch closure
dates for matches and training. c) Any special events already committed to will
be honoured and new ones considered. d) The unofficial users of Pitch 1 to be written
to and reminded of their Agreement. 110 Leases 110.1 110.2 Tennis Club.
RESOLVED that the information be noted. 110.3 Eves Corner.
RESOLVED that the information be noted. 110.4 Bowling Club.
The request regarding the ground rent was considered and it was
proposed that an agreement be reached. The request to install water meters at the
Bowling Club and Sports & Social Centre so that water can be recharged,
as in the terms of the leases, was discussed. RESOLVED that a) The Bowling Club is advised in
writing that the ground rent would be reduced to £500.00 with effect
from 1 April 2006. The ground
rent would be reconsidered as from 1 April 2007 regardless of when the
lease is actually signed. b) Water meters to be installed at the Bowling Club
and Sports & Social Centre at a cost of £172.10 and £193.25 respectively,
thereby allowing water usage to be re-charged. c) The Recommendation that the lease be forwarded
to the Parish Council’s solicitor was accepted. 110.5 Royal British Legion. RESOLVED that the information be noted. 111 Play Area 111.1 Grant
payment from Essex CC Aggregates Levy Sustainability Fund for the fencing
and benches had been received. RESOLVED that the information be noted. 111.2 Main
entry gate. It was reported that
Wicksteed had taken details of the gate and advised that alterations
were not possible to make it self-closing. RESOLVED that a) The information be noted. b) This Item to be left on the agend 111.3 Play
Inspections. The matter of retaining
RoSPA for another inspection was discussed.
RESOLVED that RoSPA be appointed at a cost of c£80.00. 112 Sports and Social Club The quotation from Beacon for the remedial work
was considered. RESOLVED: that Beacon is appointed to do Item 4 to clean
the CWS tank at a cost of £195.00 and Item 5 to calibrate gauges on
calorifiers at a cost of £25.00. 113 Chain Barrier Management of the WI access via the chain barrier
was not discussed. RESOLVED that this Item be deferred to the next
Facilities meeting. 114.1 Allotments 114.1 i) The
proposed new agreement and application form for new applications were
discussed. RESOLVED that a) The new lease was agreed with the
following amendments: - 2 (2) change the word ‘with’ to ‘without’; - 2 (9) remove the words ‘or fruit bushes or any
crops which require more than twelve months to mature’; - Add the clause “Any conditions imposed by the
water supplier on the use of hosepipes for irrigation purposes must
be upheld”; - The reference to charging for water in the existing
Allotment Agreement to be included in the new agreement. b) The application form is agreed. 114.1 ii) The question was raised as to whether the
new agreement would be imposed on existing allotment tenants. RESOLVED that the item be placed on the next agend 114.3 Bowling
Club It was reported that work had started on the RESOLVED b) The terms of the grant for the lighting
be checked. 114.4 Car
Parks Nothing further was reported. It was reported that the cost of the pavement signs
had increased by £51.00 since the issue was first raised. RESOLVED that the signs be purchased at the increased
price of £615.00. 114.6 Elm
Green Cllr Lambert mentioned that cars and van were parking
on this are RESOLVED that a) The Groundsman is asked for his
advice on installing parking restrictions. b) The Members monitor the situation. 114.7 Eves
Corner Nothing further was reported. 114.8 Football
Fields Nothing further was reported. 114.9 114.10 Lingwood Common The ownership of the land has now been clarified.
Mention was made of correspondence between the Parish Council
and a resident regarding fencing of the are RESOLVED that a) The information be noted. b) A further letter is sent in response to the tenant
reiterating the position of the Parish Council. 114.11 Notice-Boards Nothing
further was reported. 114.12 Pedlar’s Path Nothing
further was reported. 114.13 RBL Pavilion The letter from the RBL regarding the outside lighting
was discussed. RESOLVED that a response be sent to advise that
this will be taken into consideration when the rent review is due. 114.14 Runsell Green The village sign was deferred to the next meeting.
It was mentioned that a vehicle is being parked on the Green
on a regular basis. RESOLVED that a) The village sign to be an item
on the next agend b) Cllr Berlyn to monitor the situation of the vehicle.
114.15 Tennis Club Nothing further was reported. 114.16 War Memorial Nothing further was reported. 115 Play Activities The skate boarding has been booked for 3 June.
Further activities by CBC were discussed for the Easter and Whitsun
holidays. It was decided that it was too late to promote
the Easter activities but the Whitsun ones could be supported. RESOLVED that a) The information be noted. b) Application is made to host two outdoor activity
sessions at a cost of £60.00 per session and no dates or activities
were prioritised. 116 Drainage & Car Park Improvements It was reported that Resources Committee agreed
to: i) appoint Brandon Surveys Ltd to do the surveys
at a cost of £390.00; RESOLVED that the information be noted. The car park payment options and surfacing were
not discussed. RESOLVED that this item is kept on the agend 117 Signage Signage for the car park and play areas were put
up in early February. RESOLVED that the information be noted. 118 Electrical Inspection Remedial work following the electrical inspection
was completed on 3 March. Cllr
Allen commented that he wished to see the Site Inspection Report to
ascertain why the work was recommended. RESOLVED that a) The information was noted. b) The Site Inspection Report is available in the
office. 119 Trees The remedial work for the two trees on RESOLVED that the information be noted. 120 Ponds The ponds at Runsell Green and Eves Corner have
been cleaned. The middle of the
pond at Runsell Green was not cleaned as it was too deep to reach. It was proposed that a seat on the Green be
considered. A request was made
to use RoSPA to do a risk assessment on the ponds when they do the play
are RESOLVED that a) The ponds are next cleaned when
the water level is low, this may enable the middle of the Runsell Green
pond to be reached. b) The request for a seat was to be considered. c) RoSPA to be asked to carry out the risk assessment
at a cost of £66.00 per pond (cost is based on the assessment being
done at the time as the play area). d) The National Trust to be asked how they carry
out risk assessments on their ponds.
121 Hire Fees & Rents 2006-07 The Committee agreed fees for the use of the Council’s facilities. RESOLVED that the following fees be charged as shown below. |
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122 Theft of Diesel from the Groundman’s Shed The theft was discussed and it was reported that
costs have been obtained to install additional security fencing and
CCTV. RESOLVED that a) The fencing be referred to Resources
Committee on 22 March for approval to spend the £1,899.31 required. b) The CCTV be deferred until the next meeting. 123 Matters for Report The Terms of Reference will be dealt with at Parish
Council. There were no other
matters for report. RESOLVED that the information be noted. 124 Dates of Meetings in 2006 3 May, 14 June,
12 July, 13 September, 8 November, 15 November (if
required), 13 December. There being no further business the meeting closed at 10.20 pm. |