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DANBURY PARISH
COUNCIL
Minutes of the meeting of the FACILITIES
COMMITTEE held on 12 July 2006 Present: Councillors S. Berlyn (ex officio), J.
Brooks, F. J. Hawkins, R. Matthews, D. Powell, M Wood. In attendance: Assistant
Clerk to Facilities. Public
Question time No members of
the public were present. |
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20 Election of Vice Chairman It was proposed that election of Vice Chairman be deferred to the next
meeting. RESOLVED that the election Vice Chairman be deferred to the next
meeting. 21 Apologies for Absence Apologies for absence
were accepted from Cllrs Allen, Telling and Cllr Mrs J Wells. The Clerk to the Parish Council as she was
attending the Calor Best Kept Village Award Ceremony. 22 Declarations of Interest Cllrs Brooks, Hawkins and
Powell declared an interest in Items 5a) and 7. Cllrs Berlyn and Wood
declared an interest in Item 7. 23 Minutes of the Meeting Held on 14 June
2006. RESOLVED: that the
minutes of the meeting held on 14 June 2006 were approved and duly signed as
a correct record. 24 Football 24.1 Cllr Powell declared a “Point of Order”,
under Part I of Standing Orders No. 33.
This item should not be discussed as it had already been resolved
under Minutes 6.1a) and 6.1b) at Facilities 14 June 2006. Cllr Berlyn seconded the proposal. A recorded vote was held. Voting on the proposal
was as follows: In favour Cllrs
Berlyn, Hawkins, Matthews, Powell Against 0 Abstentions Cllrs
Brooks and Wood. The proposal was carried. RESOLVED that Agenda Item 5a) was not discussed. 24.2 A replacement set of goal nets had been
purchased at a cost of £47.12 plus £10.00 carriage. RESOLVED that the information be noted. 24.3 The Groundsman had identified the type of
goal posts to replace the ones used for Pitches 1 and 3. It was reported at the meeting that a
representative from Essex FA was coming on 13 July to advise on the types of
goal posts and possible 50% funding.
It was suggested that the representative also be asked about the
condition of the pitches. RESOLVED that a) The information be noted. b) The report back from the Essex FA be on the next agenda. 24.4 Should the goal posts be
purchased the Clerk had identified that there is £450.00 left in the Sports
Equipment budget. RESOLVED that the information be noted. 24.5 i) The report from DCA for Colchester United
Football Club to hold their football club on 26 – 28 July 2006 was
received. Cllr Powell raised a Point
of Order that the decision made at Resources on 28 June, Minute 26a) was null
and void as it did not have the authority to make such a decision. It was considered whether to amend the
Terms of Reference to allow Resources to make a decision on an item that
would normally be on the Facilities Agenda.
Cllr Powell withdrew his Point of Order. RESOLVED that the Clerk be asked to consider the matter of changing
the Terms of Reference. 24.5 ii) Discussion then followed on whether
Colchester UFC could use the cricket outfield on the area adjacent to the car
park. Cllr Hawkins proposed that
no-one with studded boots could go on the cricket green. This was seconded by Cllr Brooks. Then Cllr Brooks raised an amendment to say
that no-one should wear studded boots at all.
This was seconded by Cllrs Berlyn and Hawkins. Voting on the proposal
was as follows: In favour 6 Against 0 Abstentions 0 The proposal was carried
unanimously. RESOLVED that the DCA be informed in writing that a) The football
could go ahead on Colchester UFC’s written commitment that no studded
football boots would be worn. b) The cricket outfield on the area adjacent to the car park be used. 24.6 Clarification was sought on what
constitutes ‘a special event’ as referred to at Facilities Committee on 15
March 2006, Minute 109. Cllr Wood
proposed that we honour events already booked and future events to be
considered whereby the organiser must give two months’ notice, by virtue of a
written application to the Parish Council.
This policy would allow the Parish Office staff to approve special
events without referral back to Committee.
This was seconded by Cllr Powell. Voting on the proposal
was as follows: In favour 6 Against 0 Abstentions 0 The proposal was carried
unanimously. RESOLVED that a) An application form be designed for the booking of
special events. b) The Manager, Sports & Social Centre, be written to and advised
that the policy for booking special events is via a written application by
the hirer to the Parish Office, a minimum of two months in advance of the
event. Only when a decision is made
can the Manager confirm the event to his hirer. 24.7 Cllr Berlyn expressed his concern over the
general condition of Pitch 3 and the impact of recent fires that had been
held there. He thought that some of
the missing posts from Eves Corner could have been used for firewood. RESOLVED that the information be noted. 25 Play Area 25.1 It was reported that a cheque for £6601.77 was received from Essex
Environment Trust for the new play equipment.
The balance of £2000 for the equipment is the contribution by the
Parish Council as per the grant application. RESOLVED that a) the information be noted. 25.2 The matter of the human excrement found on
the new play equipment was discussed. RESOLVED that a) A letter of thanks be sent to Chelmsford BC
Groundsman. b) The Clerk be thanked for her part in cleaning the play equipment. 26 Sports and Social Club 26.1 It was reported that
Beacon had cleaned and re-chlorinated the tank on 22 June 2006. RESOLVED that the information be noted. 26.2 The Manager of the Sports & Social
Centre confirmed in writing on 20 June 2006 that the kitchen, bar units,
front desk, snooker tables and lights belong to the DCA. RESOLVED that the information be noted. 26.3 The letter from a member of the public who
is disabled and had been written to by the DCA and asked for a £10 deposit
for a key to their barrier into the disabled car parking area was
discussed. RESOLVED that a) The customer be replied to and advised that this is
the responsibility of the DCA. b) The DCA be written to and advised that this is their responsibility. 27.1 Allotments It was reported that only two tenancy agreements were outstanding. RESOLVED that the information be noted. 27.2 Basketball
Court Nothing further was reported. 27.3 Bowling
Club 27.3 i) The letter
from the Bowling Club regarding the condition of the green for County play
was discussed. Cllr Hawkins said that
he understood there were still six rinks available for County play. RESOLVED that a) The Bowling Club be asked to provide information on
exactly what the County Inspectors had requested. b) The Bowling Club to advise of the costs involved for the work they
have requested. 27.3 ii) It was
reported that the Bowling Club were happy for the Parish Council to take over
the kitchen and bar units as part of fixtures and fittings, provided
maintenance and replacement was taken on as well. RESOLVED that the Bowling Club be advised that we will leave the
responsibility of the kitchen and bar units with the Bowling Club. 27.4 Car
Parks Nothing further was reported. 27.5 Cricket
Square 27.5 i) The cricket roller was removed on
20 June. 27.5 ii) A meeting with the
Cricket Club has been arranged for Monday 24 July. 27.5 iii) A member of
the public’s car was hit by a cricket ball and the Cricket Club are dealing
with this under their insurance. RESOLVED that the information be noted. 27.5 iv)
Members were asked to consider to programme games on a junior sized
wicket into next year’s schedule for Heathcote’s school. RESOLVED that the meeting booked with the Cricket Club for 24 July be
held before a decision is made regarding Heathcote’s request. 27.6 Elm
Green Nothing
further was reported. 27.7 Eves
Corner Nothing further was reported.
27.8 Football
Fields Nothing further was reported.
27.9 Griffin Meadow Nothing further
was reported.
27.11 Notice-Boards It was reported
that new doors for the Board at Elms Green had been repaired and would be
installed after the World Cup. RESOLVED that the information be noted. 27.12 Pedlar’s Path Nothing
further was reported.
27.13 RBL Pavilion Nothing further
was reported. 27.14 Runsell Green Nothing
further was reported.
27.15 Tennis Club Nothing
further was reported.
27.16 War Memorial Nothing further
was reported.
28 Play Activities 28.1 It was
reported that the Summer Play Activities run by Chelmsford BC to be held in
the Sports & Social Centre on Monday 21 August was advertised in The
Journal. Posters will also be
distributed to the Library, Sports & Social Centre, Danbury Pre-Schools
and notice boards 28.2 The Mobile Skateboard Park, organised by
Chelmsford BC, had been re-scheduled for Sunday 1 October 2006. There would be two sessions 11-1pm for 8-12
year olds and 1-3pm for 12-18 year olds.
The Park would be erected on the Basketball Court area. RESOLVED that the information be noted. 29 Drainage & Car Park Improvements Two further meetings had been arranged with CBC to discuss the next
version of the Specification and Tender Documents and the car park surfacing
for 14 and 26 July. Cllr Powell asked
when the documents would be available to view. Cllr Hawkins advised that it would be
several months with a view to go out to tender in December 2006, although he
stressed that this was optimistic. RESOLVED that the information be noted. 30 Theft of Diesel from the Groundman’s Shed 30.1 Members were advised that it was agreed at Resources on 28
June, Minute 24, that £2,200.00 be funded for the replacement oil tank and
associated electrical work. 30.2 One of the companies who
quoted for the oil tank had advised that they were unable to reduce their
price without making the job unfeasible. 30.3 It was reported at the
meeting that all the quotations for the electrical associated works had now
been received as follows: Elnaugh & Son £408.00, RWS Electricaire £595, Graham Day £900-950. RESOLVED that the information be noted. 30.4 The original builder of the Groundsman’s
Shed had examined the concrete crack and a report was awaited. Concern was expressed that the original
builder and Chelmsford BC, who managed the project, should be approached
regarding accountability that the concrete slab, when laid, was not fit for
the purpose. The cost of the tank
£1365 and the electrical work £408 would leave a balance from the agreed
funding of £427 to do the concrete. RESOLVED that a) Investigations be made as to whether a claim can be
made on the Parish Council insurance. b) The original builder be approached to take responsibility that the
concrete slab installed was not fit for the purpose. c) Chelmsford BC be approached to take responsibility that the
concrete slab installed was not fit for the purpose. d) Any request for additional funding above the £2,200 agreed should
go directly to Resources without referral back to Facilities Committee. 31 Maintenance Equipment 31.1 It was
reported that the tractor was returned on 15 June and was working
properly. However, Cllr Wood reported
at the meeting that the Groundsman had advised him today that the tractor was
still causing problems. RESOLVED that the Groundsman confirm the condition of the tractor. 31.2 The tractor
mounted sprayer (agreed at Resources Committee on 31 May 2006, Minute 11,
that this be purchased at a cost of £2950) had been delivered and that the
Groundsman had found it very useful. RESOLVED that the information be noted. 32 Trees Survey A summary of works from the first survey report, which was on Eves
Corner, was received. It was noted
that another survey, on The Chantry, had been circulated since the Agenda had
been sent out. The schedule of
proposed works was discussed. RESOLVED that on completion of the full survey costs to do the
remedial works be requested from D F Clark Contractors Ltd in time for
November Facilities Committee. 33 Matters For Report 33.1 Cllr Matthews asked for an update on the
lease before he attended the next DCA meeting. It was reported that an email had been
received today regarding the lease and that it would be forwarded on to Cllr
Matthews. Cllr Matthews said that he is sometimes delayed from work on
Thursdays, which is the day of the week when the DCA meetings are held, and
asked who he would need to contact should he not be able to attend a DCA
meeting. Cllr Hawkins agreed to be the
first point of contact followed by Cllr Wood and then Cllr Brooks. 33.2 Cllr Wood mentioned the missing posts on
Eves Corner. He advised on the
recommendation by the National Trust in the past regarding cementing them in. Cllr Brooks also mentioned the missing post
in front of the footpath. RESOLVED that this be placed on the next agenda. 33.3 Cllr Berlyn commented that the water in the
pond at Eves Corner was very low and the depth of vegetation from the edge into
the water was very dense. He questioned
whether, when the pond had been cleaned, the vegetation had been cleared or
simply cut down. RESOLVED that this be placed on the next agenda. 33.4 It was reported that another request had
been received from the Bowling Club for a key to the chain barrier access for
a disabled member. Members agreed that
the issuing of keys had been set as policy at a previous meeting and
therefore such requests need not be referred to Committee again. RESOLVED that a) The request for a key be accepted. b) Such requests are dealt with by Parish Office staff without
referral to Committee. 33.5 Cllr Berlyn requested that the matter of
car parking for those members of the Bowling Club with access via the chain
barrier be put on the next agenda. RESOLVED that this be placed on the next agenda. 34 Dates of Meetings in
2006 13 September, 8 November,
15 November (if required), 13 December. There being no further
business the meeting closed at 9.40 pm. |