Minutes of The Environment, General Purpose And Amenities Committee - 25th June 2018

Minutes

18/14 Vote in of new EGPA Committee Chair

Cllr Sunners proposed that Cllr Rawlings be the committee chair. Cllr Bates seconded this nomination. There were no other nominations.

All Cllrs voted in favour of Cllr Rawlings being the Committee Chair

18/15 Vote in of new EGPA Committee Vice Chair

Cllr Walton proposed that Cllr Clarke be the committee vice chair. Cllr Bates seconded this nomination.
There were no other nominations.

All Cllrs voted in favour of Cllr Clarke being the Committee Vice Chair.

Cllr Sunners commented on how much this committee get involved in. It is broad and far reaching. He suggested exploring the aspects of the committee and sharing the workload.

The Clerk confirmed that there were no issues with new Cllr Rogers attending the full council meetings. There was initially a concern but this has been resolved satisfactory.

18/16 Declarations Of Interest

Cllr Clarke is a member of the Football Club
Cllr Rawlings is an allotment holder

Public Recess

No public

Cllr Sunners mentioned as a member of the public and issue he has with the HGV sign placed at the junction of Station Road, High Street and Mays Lane. He feels it is badly placed and not aesthetically pleasing, especially in a conservation area.

Cllr Rawlings advised that himself, ex-Ward Cllr Eric Shaw and a SBC Highways representative checked the site thoroughly for the best and safest option so that HGV’s could see the sign before driving up the High Street.

Cllr Sunners will be talking to SBC as a member of the public about the placing of this sign.

18/17 Approval Of Previous Environment, General Purpose and Amenities minutes from 16th April 2018

No changes

The minutes of the meeting held on 16th April 2018 were approved as an accurate representation, proposed by Cllr Clarke, seconded by Cllr Jefferies; all those at the meeting were in favour.

18/18 Matters Arising/Action Points For EGPA Committee

Matters Arising

Cllr Sunners reminded the committee about the proposal for an extra bin at the Spar. Dawn has requested that the PC pay for the bin to be emptied if it is placed there. This item will be added to the July agenda.

The Clerk confirmed that the slide at the CVPA will be having new side panels on it.

Action Points From April 2018

Clerk:

17/116. Arrange for Probation team to clear the sludge at the road edge at The Canney. ONGOING CLLR WALTON AND HILL TO MEET ON SITE
17/123. Create a new allotment lease to include Maintenance of trees on plots, planning of new trees and containment of roots. Exit conditions of the plot and charges for rectifying plot. ONGOING
17/141. Ask SBC for the current policy on enforcing fines for fly tipping from homes. ONGOING. Ask Ward Cllrs to find answer
17/141. Further follow up with SBC on library funding. ONGOING
17/144. Provide Mike Ash at SBC with details of drainage needs at The Canney. ONGOING
17/144. Tree at The Canney needs cutting back – On private land, Clerk to write to homeowners. TREE IS TPO PROTECTED AND OWNERS WILL ACTION CUTTING BACK AS REQUEST WHEN APPROVAL IS GIVEN FROM SBC
17/159. Request Allbuild secure allotment water tank covers to stop them blowing into the tanks. DONE
17/171. Talk to Tennis Club and netball about lease terms of use of the courts. DONE. TC AND NC IN DIRECT CONTACT WITH EACH OTHER AS REQUIRED.
18/04. Purchase new padlock for inner tennis club gate. DONE
18/04. Ask Nationwide contact how much they charge for netball use. DONE – NO CHARGE
18/06. Meet with Allbuild to finalise Badbury clearance work DONE
16/07. Talk to Envisage to get more details on their grass cutting quote DONE
18/08. Arrange with SBC for 2 new planters to be approved for Draycot Foliat. DONE
18/09. Invite table tennis club to next EGPA meeting DONE
18/09. Investigate portable sports flooring in interlocking squares.

Cllr Sunners noted that the Clerk has most of the action points and the list has grown in recent months.

18/19 Parishing – Tree Maintenance at The Crescent

Allbuild have quoted £350.00 plus VAT to cut back the trees at The Crescent that are blocking the pavements.

Cllr Rawlings proposed that this quote from Allbuild be accepted. Cllr Walton seconded this proposal. All Cllrs were in favour. To go to Finance committee

18/20 Parishing – Pavement Jet Washing

More pavements need clearing of moss. The cost for this previously was £80.00 for the jet wash hire and £264 for labour costs for the day from Allbuild.

A proposal was made by Cllr Walton to accept the Allbuild quote. Cllr Bates seconded this proposal and all Cllrs were in favour.

18/21 Village Appearance – Overgrown Tree In Badbury To Be Removed

There is an overgrown tree on a path in Badbury leading to Badbury bottom that may need removing. Cllr Rawlings will go to check this tree first to make sure it needs to come down. The resident near the tree has offered to cover 50% of the quoted cost of £300 plus VAT from Allbuild.

18/22 Village Appearance – Parish Hedge And Tree Maintenance

Cllr Walton confirmed that the probation service would cut back brambles opposite Mays cottage.

The street light near Wheatley on Mays Lane is obscured by trees in Wheatley. Cllr Sunners will talk to the homeowner as the trees have TPO’s on them.

18/22 Village Appearance – Tipsy Toe Lane

The path in this area (As you approach the Washpool from Slipper Lane direction) is in need of being re-instated as it is muddy and slippery in winter.

The Cllrs suggested it be added as a line item to the next precept discussion.

18/23 Village Appearance – Allotment Plots Overgrown

The Clerk will be writing to allotment holders who are not maintaining their plots as the seeds from weeds will move to other plots and cause further problems for other tenants.

One set of water tank lids were stolen recently. (This has been reported to the police). The Clerk is to look into options that do not involve aluminium to avoid the risk of theft again. The remaining lids are to be fixed with chain.

18/24 Village Appearance – Grass Cutting Contract For CVPA, Rec Ground and 2 Cemeteries

The 3 quotes from Allbuild, Countywide and Envisage were reviewed. All quotes were received on the same basis of work to be carried out.

Cllr Walton asked after Envisage as they are a company the PC have not used. The Clerk advised that Haydon Wick Parish Council use them and highly recommended them. Their quote is approximately £1000 cheaper than the other two quotes.

Cllr Walton proposed that Envisage be given a 1 year contract with the PC, which can be reviewed and extended if the PC are happy with the work. Cllr Bates seconded this proposal and all Cllrs were in favour. Cllr Clarke abstained from voting due to his membership of the Football Club which use the Rec field.

Cllr Rawlings, Cllr Brady and the Clerk will meet with Envisage to discuss the finer details before a contract is signed.

16/25 Building & Amenity Priorities – Tennis Club

There were no reps from the TC in attendance and no written report provided.

Cllr Walton advised that the annual court check had been carried out and he will talk to Brian Boston about the report.

The public court has a lot of weed growth which needs dealing with. There is nothing of a serious nature in the report but the weeds will need to be killed off in Autumn. The damaged fencing needs repairing.

Cllr Jefferies proposed that Cllr Walton talk to the TC about these issues. Cllr Clark seconded and all Cllrs were in favour.

Cllr Bates advised that the TC are concerned over potential damage to netting if the NC use the courts. If the NC used the lights they’d need access to the clubhouse and the TC are concerned that extra key holders may leave the club house vulnerable to theft.
It was decided to leave these decisions between the TC and NC as they are talking directly about this now with no need for PC involvement.

18/26 Building & Amenity Priorities – CCTV at Rec Hall?

A question was raised as to whether the hall needed CCTV. The last quote for this was around £2000. It was decided that there were no items of sufficient value to warrant the outlay for this.

18/27 Building & Amenity Priorities – 2 New Doors Required For Rec Hall

2 new fire doors were quoted by iDec at £267.20 for both doors however this does not cover painting the doors.

Cllr Rawlings proposed going ahead with this expenditure. Cllr Walton seconded this proposal and all Cllrs were in favour. To go to Finance Committee.

18/28 Building & Amenity Priorities – Rec Hall hot water heater in disabled toilet

The costs for replacing the water heater are too expensive at approx. £1000 at the moment so this item will be left for how. There are other supplies of hot water for hand washing in the hall.

18/29 Building & Amenity Priorities – Repairs to Rec Hall PIR Sensors

KT Electrical has quoted £48.69 plus VAT to repair the sensors.

Cllr Sunners proposed to approve this expenditure, Cllr Walton seconds. Al Cllrs are in favour.

18/30 Building & Amenity Priorities – Improvements To Rec Field Car Park

There is currently £5000 in the budget for this work. Cllr Walton will ask his contacts for prices to get the surface of the carpark levelled and cleared back to the edges of the current space to increase the parking area. Cllr Clarke believes that increasing the parking area further would be beneficial so the metal barriers need moving back approx. 10 meters into the field. Cllr Walton will ask for prices for this also. To be reviewed at next meeting.

The Clerk is to chase up Allbuild for a date to paint the Rec hall building as it must be done this summer.

18/31 Building & Amenity Priorities – Table Tennis Club using The Rec Hall

The Clerk updated the committee on the continued problem faced by the club using the hall with the newly laid carpet. The club enquired about the possibility of them finding grant funds to have a new sports floor laid. The Committee agreed that the club should look into grants and come back to the council with their findings so it can be discussed further. The club want to book the hall for 1 more night per week.

18/32 Community Priority – CVPA improvements

The Clerk presented the committee with the costs for a new bench. This bench would then require concreting into a base or slabs laying. Cllr Rawlings suggested buying the type of bench the PC has bought before as then Cllrs can cement in the 4 legs without it requiring contractors assistance.
Cllr Rawlings is going to get the bench details to the Clerk.

18/33 Community Priority – Football Club Update

Matt Clarke reported as the club rep.

The new logo for the new kit was presented to the committee. It is blue and incorporates the 4 images on the PC logo to show the community nature of the club.

Minor improvements are being made to the pavilion. Some of the junior teams have sadly closed due to lack of numbers. There is a new U8 and U6 side starting. Another coach is needed.

Next year there will be 3 junior teams. Work started with Sam Merrett on pitch improvements. The next season starts in August.

18/34 Vulnerable People And BIOS

Cllr Sunners is meeting with Susan Lambert at SBC next week to start the procedure of shops being dementia friendly in the area.

Cllr Sunners has talked to Dave Clark the Manager of the BIOS van over concerns it has been missing in recent weeks. The vehicle is no longer road worthy. They are purchasing a new vehicle. It will have external lights and a drinks facility. They would like to continue their visits to the village. Still very popular with children.

Cllr Sunners proposes the funding of the van for another season. Cllr Bates seconds this proposal and all Cllrs are in favour. Clerk to take this to Finance committee.

18/35 Any Other Business

There is no sign of the bin lid opposite Oakleys being returned so the Clerk will look at a stronger, vandal proof replacement.

Cllr Sunners will report the theft to the police in the hope that they can view Oakleys CCTV.

The Clerk will arrange for a new lid to be ordered. The committee will look at special screws that can only be undone with a special key.

Cllr Jefferies asked if the Council could raise money for items such as play equipment by holding more regular hamper raffles. The idea is to be raised at next full council.

The Clerk advised that residents on FB are asking if they can fund raise to get new football goals installed at CVPA. The committee is happy for residents to make a plan and come back to the next meeting. Cllr Clarke is happy to advise on how the FC raised £800 at their recent fundraising drive.

The meeting closed at 21.17

Summary Of Action Points