18/85. Declarations of interest.
Cllr Clarke is a member of the Football Club
Public recess. No public
Apologies: Cllrs Brady, Walton, McDonald and Rawlings
Absence without apologies: None
18/86. Approval of previous Environment, General Purpose and Amenities minutes from 17th September 2018.
No changes
The minutes of the meeting held on 17th September 2018 were approved as an accurate representation, proposed by Cllr Hill, seconded by Cllr Michelle Harris; all those at the meeting were in favour.
18/87. Matters arising/Action points for EGPA Committee.
Matters arising:
None
Action points from Sept 2018.
SUMMARY OF ACTION POINTS
Clerk
17/141 Further follow up with SBC on library funding. ONGOING. Cllr Brady to talk to Jane Beaumont
18/38 Report to Ward Cllrs that The Canney doesn’t drain water due to dip in pavement. SBC clear the drains but they soon become full. CHASE THIS ACTION
18/46 Order new bench and arrange installation. JUST NEEDS INSTALLING. Waiting for new see saw to arrive.
18/53 Investigate business rates for Rec Hall and 20% paid by Tennis club. Work with Finance chair. COMPLETE. TC HAPPY WITH EXPLANATION.
18/64 Get quotes for heaters in pavilion. DONE
18/71 Send Cllr Hill any meals on wheels info for his hospital visits. DONE
18/72 Send path costs for pavilion over to Finance committee for consideration. DONE
18/74 Investigate allotment costs and facilities at other parishes. DONE
18/76 Ask Ward Cllrs to chase up list of trees with TPO’s in the parish with SBC. Ongoing. Cllr Sunners to ask local tree surgeon Matthew Griffith if he has a list.
18/77 Remind Ward Cllrs that 40mph speed limit requested in Draycott Foliat and add to planning agenda. DONE
18/78 Add North Wessex Downs AONB 5 year plan to next agenda. DONE
18/79 Add Rec ground carpark decision to next agenda. DONE
18/82 Write to football club advising of new pitch costs from start of 2019 season. OUTSTANDING
18/83 Ask Cllr Sunners for the start time of the BIOS van over winter. DONE
Cllr Brady & Cllr Jefferies
18/47 WITH CLLR BRADY AND CLLR JEFFERIES – Investigate lottery funding for Rec ground carpark. Cllr Jefferies has made good progress & will continue to investigate
Cllr Clarke & Cllr Brady
18/60 Investigate Sports England funding for Rec ground carpark.
CLOSED AS NOT GOING TO APPLY AT THIS TIME – SEE ITEM 18/96
Cllr Rawlings
18/73Check if overhead power lines at Coronation Gate would prevent Probation team from doing tree work. DONE & REPORTED BACK TO CLLR WALTON.
Cllr Clarke
18/80 Complete draft of Rec ground proposed improvements for committee to review at next meeting. DONE & SHARED WITH ALL CLLRS ON COMMITTEE
18/88 PARISHING
Nothing to report
18/89 VILLAGE APPEARANCE – Allotment – increase costs of leases?
The Clerk had distributed a list of allotment costs in other areas of the Borough. Chiseldon PC are charging a lot less than other Parish Councils.
A discussion was had on a 10% increase to all fees, starting from the Nov 18 renewal. Due to rising utility costs and labour costs, this small increase was felt prudent so that the allotments paid for themselves and didn’t require funds taking out of either reserves or precept to accommodate any extra expense.
A proposal to increase the Nov 18 costs by 10% was proposed by Cllr Clarke, Cllr Hill seconded this proposal. All Cllrs were in favour.
The Clerk will change the renewal letters for 2018/19 after Finance committee have ratified this.
18/90 VILLAGE APPEARANCE – Trees with TPO orders on.
The Clerk is still waiting for a list of TPO trees from SBC.
Cllr Sunners will ask Matthew Griffith if he compiles his own list that he’d be willing to share.
18/91 VILLAGE APPEARANCE – Draycott Foliat parking area.
The hedge cutting is complete and SBC have recorded the need to schedule in sweeping of the parking area.
The bus stop side of the road was also cut back but not cleared of sludge.
Will request the probation team do this if they can.
18/92 VILLAGE APPEARANCE – Hedge on New Road near Coronation gate entrance.
The hedge along this stretch of road is still overgrown forcing pedestrians into the road before crossing. SBC cut this last time with a tractor flail. Clerk to check if SBC are still responsible for this hedge. If not will ask probation team if they can cut this down, providing they are able to work in the road safely.
18/93 VILLAGE APPEARANCE – North Wessex Downs AONB 5 year plan
The committee had read the proposed plan before the meeting.
A proposal was put forward by Cllr Hill to agree with the proposed plan but also stress the importance of keeping a watch on all proposed encroaching developments that are coming up.
Cllr Sunners seconded this and all Cllrs were in favour.
The Clerk will draw up the reply for Cllr Hill to check before sending.
18/94 VILLAGE APPEARANCE – Re-painting of Coronation Gate barriers to New Road.
The iron railings stopping people from accidently stepping into the road are completely rusty. The proposal is to provide paint, for the probation team to clear the rust and repaint the railings.
Max. paint cost £200.
A proposal was put forward by Cllr Jefferies to supply paint to the probation team to the max value of £200 to re-furb the Coronation Gate road barriers. Cllr Michelle Harris seconded this and all Cllrs were in favour.
Submit to next Finance Committee to ratify.
18/94 BUILDING & AMENITY PRIORITIES – Tennis Club report
The Clerk read out the written report as no club members could attend:
“We have had a couple of new members on the winter deal and maybe more to come.
Our AGM is on November 21st in the Rec Hall. We are putting out a general notice as well as to members as our committee is very small suddenly. Chris Covell a key member has moved to Bath and will finish at the AGM. Mick Molloy our treasurer is working in Surrey Monday to Friday so although committed to the club is not available very often. We desperately need help on committee.
Our winter league has just started we have two mixed teams entered.
We have yet to test our lights but it is on our agenda.
We were hoping to do something after beat the street to encourage family membership but that hasn’t happened and I’ve yet to check if we are too late….”
18/95 BUILDING & AMENITY PRIORITIES – Heaters in Pavilion
The cost of the heaters quoted by KT Electrical was £429.30 plus VAT. These heaters will have a 2 hour timer on to warm up the pavilion for changing, but won’t run the risk of remaining on.
Cllr Hill proposed the quote be accepted to install the heaters. Cllr Michelle Harris seconded this proposal and all Cllrs were in favour. Cllr Clarke did not vote.
18/96 BUILDING & AMENITY PRIORITIES – Improvements to Rec ground carpark
The 2 quotes, from Matt Frost and Red Kite were discussed. In both cases Tithegrove will provide the materials at cost price.
In regards to grants to assist with the build, Cllr Clarke advised that many grant funds have time restrictions which prevent new applications following a successful application. As such we may want to save our applications for when the plan is implemented for a new Rec building to allow us to apply for larger sums.”
The work needs to start ASAP to be completed before the winter weather. A buffer of just over £2000 was suggested to allow for extra work to be quickly implemented.
Cllr Walton is determined to project manage this work within budget.
Cllr Michelle Harris proposed Matt Frost’s quote be accepted but with a £12,000 total approved upper limit to allow for the quick turnaround of any unexpected issues.
Cllr Bates seconded and all Cllrs were in favour. Cllr Clarke did not vote.
The Clerk will post notices through the doors of Norris Close to advise when the work will start and post on FB and website
The costs to be passed to the Finance Committee to be ratified.
18/97 BUILDING & AMENITY PRIORITIES – CVPA
The ¼ inspection of the play area has been carried out and the report sent to the Clerk who will send it all committee members.
The Clerk will update the committee on the jobs that need doing. The Clerk will ask Cllr Walton if Tithegrove can assist with repairs at cost. Cllr Sunners is concerned over the dip in the flooring at the See saw.
Cllr Sunners will email Cllr Walton to visit the site with him.
18/98 BUILDING & AMENITY PRIORITIES – Cemeteries
No issues
18/99 COMMUNITY PRIORITIES – Football Club update
Matt Clarke reporting.
The concrete shed base has been built so the club will arrange for the new shed to be built to store the mower.
Vertiquake of the pitches is due to take place shortly.
18/100 COMMUNITY PRIORITIES – Consider and vote on increasing pitch hire costs for softball.
Currently the costs are £20 per league game. No charge for practice games.
A proposal was made by Cllr Hill to keep the costs the same for the forthcoming year. Cllr Clarke seconded this proposal and all Cllrs were in favour.
18/101 Vulnerable people and BIOS
The date of the first memory café has had to be changed from 30th Nov to 7th Dec. Cllr Jefferies will be attending the good neighbour AGM on 29th Oct at 7.30pm in the Church Hall.
Cllr Jefferies will ask if they need anything updating from the Parish Council.
18/102 Any other business
There was a report of gunshot fire at Hodson recently which was reported to the police. There was resident concern over the police not attending. The log number was followed up on. The police did attend but didn’t advise any residents. Cllr Walton has emailed Insp Hobman to comment over residents need to be made aware.
Cllr Michelle Harris commented on parking in Turnball Mews. The owners of the houses are parking vehicles in the road when they have off road parking and garages. This is dangerous to people exiting Slipper Lane due to vision being obstructed.
Ward Cllr Foley had suggested the Clerk write letters in the first instance.
Cllr Michelle Harris expressed disappointment at the number of Cllrs who attended the pre-meeting on Monday 8th Oct for the SHELAA briefing.
The Clerk advised that notice wasn’t given by SBC beforehand as to the nature of the briefing which re-assured Cllr Harris.
Cllr Clarke briefly showed the committee his draft plan for Rec ground improvements. The Clerk will email to all Cllrs so that comments can be added and the plan developed.
The meeting closed at 21.20
SUMMARY OF ACTION POINTS
Clerk
17/141 Further follow up with SBC on library funding. ONGOING. Cllr Brady to talk to Jane Beaumont
18/38 Report to Ward Cllrs that The Canney doesn’t drain water due to dip in pavement. SBC clear the drains but they soon become full. CHASE THIS ACTION
18/46 Order new bench and arrange installation. JUST NEEDS INSTALLING. Waiting for new see saw to arrive
18/76 Ask Ward Cllrs to chase up list of trees with TPO’s in the parish with SBC
18/77 Remind Ward Cllrs that 40mph speed limit requested in Draycott Foliat and add to planning agenda.
18/82 Write to football club advising of new pitch costs from start of 2019 season.
18/89 Add to Finance agenda – 10% increase on allotment charges, and change renewal letters.
18/91 Ask probation team to clear sludge from Draycott Foliat bus stop area
18/92 Ask probation team if they can cut back hedge at New Road near Coronation Gate if safe to do so. Check with SBC on hedge ownership.
18/93 Draft reply for North Wessex Downs AONB 5 year plan, check through with Cllr Hill
18/94 Add to next finance agenda costs of repainting barriers at Coronation gate. Max £200
18/96 Add to Finance agenda – approval of costs for Rec ground car park work. Also make sure Norris Close residents are advised before work starts.
18/97 Send out ¼ CVPA report. Create a list of jobs to be done for review/quotes. Ask if Tithegrove can assist.
18/102 Write letters to Turnball Mew residents asking that they use their driveways and garages for parking, instead of parking on the street.
18/102 Email Cllr Clarkes draft proposal for the Rec ground out to all Committee members.
Cllr Brady & Cllr Jefferies
18/47 WITH CLLR BRADY AND CLLR JEFFERIES – Investigate lottery funding for Rec ground carpark
Cllr Sunners
18/87 Contact Matthew Griffith ref list of protected trees in Parish.
Cllr Jefferies
18/101 Attend Good Neighbours AGM and ask if PC need to update any of the info that is provided