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Denmead Minutes
Amenities Committee - 27 January 2010
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PARISH COUNCIL OF DENMEAD
MINUTES OF THE AMENITIES COMMITTEE MEETING
HELD ON WEDNESDAY 27 JANUARY 2010 IN THE BARN GREEN ROOM, THE OLD SCHOOL, DENMEAD COMMENCING AT 7.30 pm
Cllr F Hull (Chairman) (P)
Cllr K Andreoli (P) Cllr C Browton (P)
Cllr B Gibbs (P)
Cllr J Harrison (P)
Cllr N Lander-Brinkley
Cllr C Phillips (P)
Cllr G Phillips (P)
Cllr I Reed (P)
Cllr R Smart (P)
Also present: Jackie Kerridge, Committee Clerk
174/10A Apologies: Apologies were received from Cllr Lander-Brinkley.
175/10A Declarations of Interest: There were no declarations of interest at this point of the meeting.
176/10A Minutes of Previous Meeting: The Minutes of the meeting held on the 2 December 2009 were submitted for approval. It was RESOLVED that the minutes be accepted as an accurate record and were duly signed by the Chairman.
177/10A Public Participation: There was no requirement for a public session.
Matters referred by Full Council/Other Committees:
178/10A a) Referred by Highways and General Purposes Committee - 16.12.09: 117/10H - Provision of a safety notice regarding the use of BMX bikes on the highway without brakes and lights: At the above meeting PCSO Day answered questions from members on various items including the issue of push bikes, especially BMX bikes without lights and brakes. It was RESOLVED to refer the suggestion of the provision of a Safety Notice, to be affixed to the Skate Park, warning of the dangers of using BMX bikes on the highway without brakes and lights to the Amenities Committee for further consideration. Cllr Reed gave further background on this matter to the Committee. Cllr Hull advised members that the work on the skate park was due to be carried out in February, weather permitting. She suggested that it would be sensible to wait until the work on the skate park had been carried out so the Parish Council would then know where signs would be visible. Cllr Hull added that it would also be sensible to work with the young people on this matter and get their input. Cllr G Phillips enquired whether there would any sort of event would be held once the work to the skate park had been completed. It was AGREED Cllr Hull would liaise with Owen Rist, HCC Youth Support Worker and the Police on this matter. It was also AGREED that the Police should be asked to fund the cost of the notice.
Matters arising from previous Minutes:
179/10A a) Letter of complaint from Mr C Smith, Millbeck House, 60 London Road, Cowplain re Play Ground, KGV Field (Min ref: 68/09A): Members were advised that in the absence to a reply to his previous letter, the Clerk had again contacted the Parish Council’s insurers and had advised them that if he did not receive a reply within the following 7 days then the bicycle roundabout would be disposed off. An acknowledgement stating ‘okay’ had been received from the insurer. As a result the roundabout would be disposed of. Noted. Minute complete.
180/10A b) Letter from Mr Martin, Two Farthings, Ashling Close: It was AGREED at the last meeting that this item would be deferred to the next meeting of the Landscape Working Party to look at other sites. Cllr Harrison advised members that this matter has been considered at the meeting of the LWP held on 5 January 2010 and that there were 2 options available. The first option was to leave the bench and the second was to move it. He added that there was nowhere in the park to move it to without interfering with a playing area. Cllr Hull advised members that the bench would have to be removed before too long as it was old but also reminded members that there would be a cost involved in removing it. After further discussion, it was AGREED by a majority vote that the bench would be taken out completely because of the state of it and that consideration would be given at a later date to replacing it. It was also AGREED by a majority vote that it the removal should take place at the end of the current football season. It was further AGREED that Mr Martin be advised that the bench would be removed at the end of the current football season, when the ground permits.
181/10A c) Ashling Pavilion – Use as Day Care Facility (Min ref: 57/10A): Members were advised that a meeting with Mrs Josephs was held on 4 January 2010 in the Ashling Pavilion to discuss some of the issues raised in her letter dated 23 November 2009. The Clerk was now working on some of these issues and was also writing an agreement. This item was also on the agenda for the meeting of the Finance, Admin and Personnel meeting to be held on 2 February 2010. Noted.
Head Groundsman’s Report: The following item of the Status Report was considered by Committee under this heading. All other items pertaining to Working Party matters were dealt with in the relevant section of the agenda. The wet weather work, winter works projects and winter works programme were NOTED.
a) Status Report:
182/10A Item 1 – The Barn Roof, Little Corner: The wire fencing installed on the roof of The Barn to stop ball damage had been broken. Cllr Andreoli updated members on the current situation regarding The Barn. It was AGREED that the Head Groundsman should get a quote for the repair/replacement of the wire fencing.
New Communications:
183/10A a) Winchester City Council (WCC) Open Spaces Strategy 2010-2011Questionnaire: An e-mail had been received on this subject for which a reply was required by 29 January 2010. Cllr Hull advised the Committee that she would check with the Clerk how much had been applied for and how much had been committed from the Open Space Fund. It was AGREED that Cllr Hull would prepare a reply and check on the Open Space Fund figure with the Clerk. In the reply made to the 2009/10 questionnaire, the Clerk asked WCC if the Parish Council could look at the formula for calculating the amount of land needed by Denmead. As no reply had been received, it was AGREED that the Clerk should ask WCC this question again with regard to recalculating the original shortfall figure of 18 acres.
Landscape Working Party (LWP)
184/10A Minutes of the Landscape Working Party Meeting held on 5 January 2010: It was unanimously RESOLVED to accept the minutes of the meeting of the Landscape Working Party held on 5 January 2010. Cllr Harrison then gave a verbal update from the meeting including the following:
• Item 8 of the minutes regarding the trees on Southwick Road. Cllr Harrison explained that an e-mail from a resident had been received and the trees had subsequently been thinned out. The Head Groundsman wants to top the trees and would also like to remove branches from other trees that were damaged in the recent adverse weather. In order to do this he would like to hire a cherry picker for a week. The members of the Groundstaff that who would be carrying out the work would first need to attend a training course on using power tools at a height i.e. in the cherry picker and this was being arranged. It was AGREED that £350.00 could be taken from the Tool Hire budget to hire the cherry picker for a week.
• Item 1 of the minutes regarding the infected Turkey Oak at 7 The Willows. Cllr Harrison advised members that an e-mail from Dave Collins, Arboricultural Assistant, Hampshire County Council had been received by the Clerk to say that this tree was diseased. A quote for the removal of the tree had been received. It was AGREED that the Head Groundsman should get two further quotes, ensuring that the companies giving the quotes can produce the relevant certificates and documentation. Cllr Andreoli suggested that if the tree was a danger and needed to be taken down, then the Parish Council may be able to claim on their insurance. It was AGREED that the Clerk should check whether the Parish Council would be able to claim for this work on their insurance policy.
185/10A Report from the Chairman of the Landscape Working Party: This was covered under item 186/10A.
Sports Sub-Committee (SS-C)
186/10A Minutes of the Sports Sub-Committee Meeting held on 16 November 2009: It was unanimously RESOLVED to accept the minutes of the meeting of the Sport Sub-Committee held on 16 November 2009. It was AGREED that for future meetings the minutes would be placed as the second item and the Report from the Chairman would be shown as the first item.
187/10A Report from the Chairman of the Sports Sub-Committee: Cllr Andreoli advised members that the date for the meeting with the Portsmouth Joggers had not yet been arranged. He also advised members that he and Cllr Hull had received a memo from the Clerk regarding football pitch usage since the start of the current season and the reduction in income to date. The memo said that no bookings had been received for Saturday afternoons yet members had seen more than one match being played. The Clerk was asked to check what matches for young adults had taken place on Pitches 1 and 2 on Saturday 5 December 2009. Cllr Hull asked Cllr Andreoli if he would check with Denmead Tennis Club regarding their curfew as they had still been playing recently when she left the Ashling Pavilion at 9.30 pm. Noted.
Youth Provision Working Party (YPWP)
188/10A Minutes of the Youth Provision Working Party held on 21 January 2010: Cllr Hull apologised to members and explained that the minutes of the above meeting were not yet available. Noted. Cllr Hull then gave a verbal update from the meeting including the following:
• The meeting had looked at policy rewriting
• A large proportion of the Youth Strategy had been achieved. Noted.
189/10A Report from the Chairman of the Youth Provision Working Party: This was covered under item 188/10A.
190/10A Youth Opportunities Fund Grant (YOFG) – Skate Park bid: Members were advised that the work on the skate park was due to commence on 1 February 2010, weather permitting. Noted.
191/10A The Barn Playground: Cllr Hull advised members that the landscaping for this area had been passed to the LWP. The Chairman of Swings and Things has been questioned on finances which would be taken up with the Clerk. Noted.
Ashling Park Improvements Working Party (APIWP) (Min ref: 86/09A Open Space Projects):
192/10A a) Report from the Chairman of the Ashling Park Improvements Working Party: In the absence of Cllr Lander-Brinkley, the following update was given by Cllr G Phillips:
• Caroway, the contractor, had turned up unannounced on 22 January to lay the base tarmac. Cllr Phillips had not yet seen this.
• The contractor would be coming back on 28 January to finish the base tarmac and to lay the top coat. Cllr Phillips said that he would visit the site to check and if he felt that the conditions were not right, then he would stop them laying it.
• Cllr Phillips had asked the Clerk to send a letter to Caroway voicing the Parish Council’s concern that the surface may break up in the future.
• The kissing gate is to be fixed but could not be done at the moment
• The firm fitting the height restrictor had arrived on site on 27 January to install the restrictor. Noted.
193/10A b) Referred by Ashling Park Improvements Working Party 16.12.09: 108/09/APIWP - Structure of Working Party: At the above meeting Cllr Lander-Brinkley stated that following the resignation of Cllr Martin from the Parish Council a vacancy had arisen on this Working Party. He added that as there had not been a meeting of the Working Party since the 7 July there had not been an opportunity to fill the vacancy. Following discussions with the Clerk to the Council, Cllr Reed had been invited and had agreed to join the Working Party. It was RESOLVED to refer this to the Amenities Committee for ratification. The appointment of Cllr Reed to the APIWP was RATIFIED by the Amenities Committee.
Matters Relating to Ashling Pavilion
194/10A a) Vandalism: Members were updated on the incidents of vandalism that had occurred since the last meeting. Noted.
b) Ashling Pavilion Working Group (APWG):
195/10A (i) Ashling Pavilion Working Group: A meeting of the Ashling Pavilion Working Group had been held on 20 January 2010, the minutes of which were passed to members at the meeting (copy attached). Cllr Reed then gave a verbal update from the meeting including the following:
• Use of portable electrical equipment in the pavilion by users and hirers – the requirement to ensure that all items of portable electrical equipment have current test certification was discussed. It was AGREED that the Clerk should ensure that all users of the pavilion were made aware that any items of portable electrical equipment used in the pavilion have been tested. This requirement should also be included in the conditions of hire for the pavilion. It was also AGREED that the Clerk should check with the Parish Council’s insurer on the Parish Council’s position if users/hirers use untested equipment in the pavilion and what lengths the Parish Council would be expected to go to in order to check the items and that they have been tested.
Cllr Hull asked Cllr Reed if the items on Harvest Field and the cherry picker could be moved to the LWP. Cllr Reed agreed to this request. Noted.
196/10A Outdoor Gym: It was AGREED at the last meeting that Cllrs Lander-Brinkley and C Phillips would move this matter forward in conjunction with the DCA. An e-mail from the Chairperson, DCA on this subject had been received and previously circulated. Cllr Lander-Brinkley had written to the Health Centre and to Terri Bryant (of Bodyfocus) inviting them to a meeting to discuss the outdoor gym. It had been hoped to hold the meeting during the first week of February but this was not possible and so an alternative date was being arranged. Cllr Lander-Brinkley had also contacted District Councillor Stallard and Jane Andreoli, Manager DCA to find out the views of Hampshire County Council on this project as it was understood that the DCA had already contacted HCC on this matter. Noted.
197/10A Matters Raised by Councillors: Cllr Browton commented that a music festival had recently been held in the War Memorial Hall but that the posters advertising the event were still being displayed at ‘One Stop’ in the village. He added that the posters should have been taken down immediately after the event. Cllr Hull replied that they were not on Parish Council notice boards and that if this matter was to be taken up by a committee, it would be the Highways and General Purposes Committee.
There being no further business, the Chairman declared the meeting closed at 9.07 pm.
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