DANBURY PARISH COUNCIL
Minutes of the meeting of
FACILITIES COMMITTEE held on 12 December 2006 at the Parish Office
Present: Councillors A. Allen, S. Berlyn
(ex officio), F. J. Hawkins,
J.
Langley, D. Powell, A. Wells, Mrs J. Wells,
M.
Wood (ex officio).
In attendance: Clerk
to the Parish Council, Assistant Clerk to Facilities.
Mr
David Royle, Chairman DCA.
Mr
Adrian Owers, Manager S&SC.
Public Question time No members of the public were present.
75 Apologies for Absence
Apologies for absence were
accepted from Cllrs J Brooks and M Telling.
76 Declarations of Interest
None were made.
77 Minutes of the Meeting Held on 8 November
2006
RESOLVED that the minutes
of the meeting held on 8 November 2006 were approved and duly signed as a
correct record.
78 Sports and Social Centre
78.1 Urgent
Request from DCA for Lighting. Adrian Owers, General
Manager S&SC and David Royle, Chairman DCA, attended this meeting in order
to discuss the request for lighting. They circulated a plan of the Centre showing the lighting and CCTV.
RESOLVED that a) Mr Royle and Mr Owers would read the manual to check
the operation of the CCTV.
b) Investigations be made for three new lights and to check the
effectiveness of the existing ones and interlinking of the sensors.
c) The CCTV would not be sent back to the supplier.
78.2 Delivery
Vehicle Access. Mr Owers advised
Members that cars were being parked opposite the pavilion in the car park. This reduced the road width and delivery
vehicles were not being able to gain access to the S&SC.
In favour 5, Against 0, Abstentions 1
RESOLVED that a) The Application for Hire form be accepted with the
amendments shown in red on the draft that had been circulated to the DCA and
Members.
b) The Conditions of Hire be accepted with the amendments shown in red
and blue on the draft that had been circulated to the DCA and Members. Also, an additional amendment under General
Provisions Point 2 the word ‘area’ be changed to ‘areas’.
c) The Centre Manager be requested to confirm which of the two email
addresses on the Conditions of Hire and the Application for Hire form is the
correct one.
d) The Centre Manager be advised of the agreed changes.
78.4 De-Scale
of the Drains. Further to Facilities Minute 62.6, the
quotation to do a full De-Scale of the drains at the Centre at a quotation
price of £270.00 had been investigated. The de-scale was for one pipe only, that being the pipe leading into the
manhole that had blocked on a number of occasions, the latest being September
2006. The depth of scale on the pipes
could only be measured following a survey of the pipes with CCTV, a price has
not been obtained for this at this time. Members considered whether the de-scale on the pipe and/or a CCTV scan
be commissioned. Cllr Hawkins proposed
that no further action be taken, this was seconded by Cllr Berlyn and all
Members voted in favour of the proposal
79 Dawson Memorial Field
79.1 Draft Hire Form and the Draft Conditions of
Hire. The forms had been circulated
with the agenda. Members agreed that the
Parish Council staff be authorised to deal with these.
RESOLVED that the staff agree the Hire Form and the Conditions of Hire
of the Field.
79.2 Draft Proposal of
Charges for the Field. Members
considered the draft proposal. Cllr Wood
proposed that a charge of £30.00 be included for when Colchester UFC hire the
Field, this was seconded by Cllr Allen.
Voting on the proposal was as follows:
In favour 2, Against 3, Abstentions 1
The proposal was lost.
RESOLVED that a) The costs as shown on the draft be approved.
b) The reference to Danbury Mission Community FC be shown as an annual
fee.
c) The Hire Charges to show as for the year 2006-07.
79.3 Damage
to the Field. Over the weekend of 18
& 19 November a regular user of the Sports & Social Centre (The Go-Kart
company) had been unable to access the sports halls doors as two cars were
parked there. The driver drove off the
hard standing area to bypass the cars. This had resulted in the van becoming temporarily stuck and causing
damage to the field. Consequently
football training was cancelled for the following week. The driver concerned, although not accepting
that all the damage caused to the field was as a result of his action, had
offered to pay for repairs. The minimum
order for top dressing at a cost of £84.44 has now been purchased. The Groundsman had suggested a cost of £10.00
be charged for his time. Members agreed
to charge the driver the full amount of £94.44.
RESOLVED that a) The driver be charged £94.44 to cover the costs.
b) Investigations be made as to whether VAT is chargeable to the driver.
80 Cricket Club
Members considered the draft agreement between the Parish Council and
Danbury Cricket Club and made one amendment to Point 6 that the reference to
‘orange peel’ be removed. It was agreed
that there were still questions as to the future of the Club
RESOLVED that a) The draft agreement was agreed with the amendment that
the reference to ‘orange peel’ be deleted.
b) The Club be written to in order to get confirmation of their
continued use of the cricket green. A
copy of the draft agreement to be included with the letter.
81 Bowling Club
Members agreed that authority to agree non-bowling activities that the
Club wish to book for either itself or an other party be delegated to the
Parish Council staff. Information on
bookings would be reported to Committee for note only.
RESOLVED that a) Parish Council agree non-bowling activities that the
Club wish to hold.
b) Information on bookings would be reported to Committee for note only.
82 War Memorial
Correspondence
regarding the condition of the Memorial and possibilities for restoration were
discussed.
RESOLVED that a)
The matter be considered at the next budget setting meeting due in September
2007 for the year 2008-09.
b) This item be on
an agenda in Spring 2007 to enable Members to discuss prior to the budget
setting. 83 Litter Bins
This was discussed under Minute 84.3.
84 Matters to Note
Members were asked to note the following matters.
84 .1 Aggregates Levy Sustainability Fund (ALSF)
The application for the fund had been refused on the basis that funding
was limited, they had had a high number of applications and Danbury had already
been awarded grants previously. The
application would be submitted again for funding in 2007-08.
RESOLVED that the information be noted.
84.2 Groundsman
Area of Work
84.2 i) The hydraulic
lift had been received.
84.2 ii) Two closed bids
were received for the trailer. The
highest one of £160.00 was accepted. Payment had been made and the trailer removed.
84.2 iii) Ten hawthorn
bushes were purchased at a total cost of £9.80 to fill in the gap in the hedge
on Dawson Memorial Field.
RESOLVED that the information be noted.
84.3 Litter Bins
84.3 i) The Groundsman
had removed the concrete base from Eves Corner pond.
84.3 ii) The damaged litter
bins had been replaced at Play Area, Eves Corner, Main Road car park (DCA),
Mayes Lane car park, Beacon Field (next to Pam’s bench), Main Road bus shelter
and Copt Hill. The Groundsman had
deliberately not replaced the one by the bench at the entrance to the Field –
it is not required at the moment and he wanted to wait until after Christmas to
decide what to do.
RESOLVED that the information be noted.
84.4 Danbury Village Sign - One side of
the sign had been repaired. The other
side should be completed by mid December.
RESOLVED that the information be noted.
84.5 Dog
Bins - Four bins had been installed on Dawson Memorial Field by CBC which
would also maintain and empty the bins.
RESOLVED that the information be noted.
84.6 PAT
(Portable Appliance Testing) - The annual PAT had been booked for the
Parish Office and the Groundsman’s shed for 13 December 2006. The same Company as last year had been
employed to complete the work as there was no price increase and they were the
cheapest on the last occasion. JRB had
quoted at a price of £1.60 per item which was about £1.00 per item less than
the other two quotations last year. The
invoice would be in the region of £86.40.
RESOLVED that the information be noted.
84.7 Eves
Corner - The road sign ‘Little Baddow Road’ had been replaced by CBC.
RESOLVED that the information be noted.
84.8 Football - The goalposts for Pitches 1 and 3 had been delivered. The Groundsman will have to do some digging
out for the posts for Pitch 1, the pitch will be closed over the Christmas
period to allow for this work.
RESOLVED that the information be noted.
84.9 Drainage
& Car Park Improvements
84.9 i) It was agreed
at Parish Council on 29 November that a Working Group consisting of Cllrs,
Allen, Brookes, Hawkins Keeler, Powell and Thomson would hear the presentations
by the consultants for the specification. The presentations would be held on Wednesday 17 January at 7.30 pm at
the Bowling Club and recommendations from that meeting would be referred to
Parish Council on 31 January 2007. Mr
Brian Royden-Hall, CBC had been asked to attend the presentations. The Clerk and Assistant Clerk, Facilities
will also attend. The three consultants
had confirmed attendance.
84.9 ii) Parish Council
agreed to make a donation of £25.00 to the Bowling Club for use of its
facilities.
RESOLVED that the information be noted.
84.9 iii) Car Park –
Charging Fees. A response to the article
in Danbury Times regarding the charging for the car parks had been circulated with
the agenda. No more responses had been
received by the meeting.
RESOLVED that responses to the charging for car parks be collated and
reviewed after the Christmas period.
84.10 Sports & Social Centre The copy of the S&SC Risk Assessment for the Sports Hall had been
circulated with the agenda. The Manager
had confirmed that:
- The floor was
swept daily and mopped once a week on a Saturday morning.
- The floor
conditions were monitored weekly and the floor checked over for any problems.
- The equipment,
chairs and tables, were checked monthly.
RESOLVED that the information be noted.
84.11 Trees Survey
84.11 i) It had been
agreed at Resources on 22 November 2006 that £2300.00 be authorised for spend
on the work identified as high priority and the TPO trees at Pedlars Path. This work had been ordered with D F Clark
Contractors in accordance with Facilities Minute 8 November 2006, 67.2. Following a meeting with CBC, D F Clark had
reduced the quotation to £1350.00.
84.11 ii) The Council’s
Insurance Company Zurich Municipal had agreed to take on the case regarding the
trees behind 6 Landisdale. The Insurance
Company is questioning evidence at the current time. The last letter dated 24th November, 2006
from the owners representative stated that the two trees would be felled within
14 days. The Clerk confirmed at the
meeting that the insurance company was dealing with this directly.
RESOLVED that the information be noted.
RESOLVED that the information be noted.
84.13 Facilities
Meeting December 2007 – The date had been changed from Wednesday 12
December to Tuesday 11 December.
RESOLVED that the information be noted.
85 Matters For Report
85.1 Cllr Allen reported that the Christmas tree
installed on Eves Corner on 11 December was vandalised that same night.
85.2 Cllr Berlyn advised that the light on the
Royal British Legion pavilion that shines on the car park was not on. The RBL need to be advised.
85.3 Cllr Wood advised that the Danbury Youth Club
was now closed until January 2007. 85.4 Cllr Berlyn advised Members to assume that
he will open and lock up for the DCA meeting scheduled to be held at the Parish
Office on 14 December.
86 Dates of Meetings in 2007 - 7 February, 14 March, 25 April.
There being no further
business the meeting closed at 9.50 pm.
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