DIDCOT TOWN COUNCIL, ENVIRONMENT COMMITTEE, MONDAY 6TH JULY 2009, 7.30PM
Admission of the Public and Media
Members of the Public and Media are welcome to attend in accordance with the Public Bodies (Admission to Meeting) Act 1960 Section 1 extended by LGA 1972 Section 100.
Public Participation
Public Participation will be strictly in accordance with Standing Order No. 11.
AGENDA
1. Election of Chair
2. Election of Vice-Chair
3. Apologies
4. Declarations of Interests – Members are reminded to declare any personal or prejudicial interests they may have on any item on this agenda in accordance with Didcot Town Council’s code of conduct.
5. Minutes of the meeting held on 27th April 2009 (not attached, sent out with Council Agenda 11th May 2009)
6. Questions on the Minutes as to the progress of any item
7. Financial Statement (attached)
8. Technical Manager’s Report (attached)
9. Overtime Report (attached)
10. Events Report (attached) – To approve requested event(s) within the budget limits for 2009/10
11. Fair/Circus Fees 2009/2010 (report attached)
12. Great Western Drive Play Area funding (report attached)
13. Ladygrove Loop (report attached)
14. Request from Fleet Meadow Community Hall to contribute towards the erection of wooden barriers on boundary (letter attached)
15. Correspondence
(a) Letter of complaint from allotment holder
Letter complaining of about the dirty water troughs at Wantage Road allotment site
(b) North Berks Football League (NBFL)
Letter of thanks and proposed plan regarding the tree planting ceremony to commemorate the NBFL’s centenary
(c) Letter from resident regarding dog and litter bin
Request that a new dog waste and litter bin are installed at Loyd Rec
MINUTES
104. PRESENT
Councillors:
- Mr B Griffiths (Chair)
- Mr A Thompson (Vice-Chair)
- Mr C Daukes
- Mr W Service
- Mrs E Hards
- Mrs L Hood
- Mr P Hayward
- Mr G Collier
Officers:
- Mr S Carter (Deputy Town Clerk)
- Ms B Andrews (Technical Manager)
105. ELECTION OF CHAIR FOR 2009/2010
There was one nomination for Chair, Mr B Griffiths.
Upon being put to the vote it was:
RESOLVED that Councillor Mr B Griffiths be elected Chair for 2009/2010.
106. ELECTION OF VICE-CHAIR FOR 2009/2010
There was one nomination for Vice-Chair, Mr A Thompson.
Upon being put to the vote it was:
RESOLVED that Councillor Mr A Thompson be elected Vice-Chair for 2009/2010.
107. APOLOGIES
There were no apologies.
108. DECLARATIONS OF INTERESTS
Members were reminded to declare any personal or prejudicial interests on any item on the agenda in accordance with the Council’s Code of Conduct.
Councillor Mr W Service declared a personal and prejudicial interest in Minute 116 as he had already expressed his opinion as Leader of Didcot Town Council in the local press prior to the meeting.
109. MINUTES
RESOLVED that the minutes of the meeting held on 27th April 2009 be approved and signed as a true and correct record.
Referring to Minute 529 and following a question it was reported that there had been no recent reports of loose tarmac being thrown at Ladygrove Park car park.
Referring to Minute 534, it was confirmed that no reply to the letter sent to South Oxfordshire District Council detailing concerns about the lack of future provision for burial ground in Didcot had been received and that this would be chased up.
110. FINANCIAL STATEMENT
The Financial Statement for month two May 2009 was circulated. It was reported that there had been an overspend in the Cemetery maintenance budget 3154 because of unplanned work to reduce conifers and the removal of soil. Any virements would be done later in the year.
It was noted that under projects budget heading 32515 should be titled Skate Park Extension and not Tennis Courts/MUGA and that this had subsequently been amended.
In response to a question regarding the project budget heading 32516 Ladygrove Boardwalk, it was confirmed that if successful, a grant from the Trust for Oxfordshire Environmental (TOE) is likely to ensure that all the necessary funds are in place to complete this project.
NOTED
111. TECHNICAL MANAGER'S REPORT
The Technical Manager’s report was circulated for information.
With reference to the allotments, it was reported that 20 people had recently been allocated plots following the rotorvation and people giving up or being asked to leave because they were not working them.
Members were made aware of a recent spate of vandalism at the new Edmonds Park Play Area which had resulted in the removal of a substantial piece of play equipment along with other damage. This had been reported to the police and investigations were ongoing.
It was reported that plans to the extend the Ladygrove Park Skate Park were proceeding well and some designs were to be shown to users to get some feedback. It was noted that a good source of potential funding for the project would be Oxfordshire County Council’s Chill Out Fund, SODC and Waste Recycling Environmental Ltd (WREN) and that these would be investigated further.
It was reported that SODC had approached Didcot Town Council about the possibility of Ladygrove Park being a venue for the Sport Relief Mile and that discussions were ongoing.
NOTED
112. OVERTIME REPORT
The overtime report for the week ending 21st April 2009 – 16th June 2009 was circulated.
In response to a question about the recruitment of another member of outdoor staff it was stated that this would be looked into again in Autumn with the possibility of recruiting an individual for the following Spring.
NOTED
113. EVENTS REPORT – TO APPROVE REQUESTED EVENTS WITHIN THE BUDGET LIMITS OF 2009/10 BUDGET
The events report was circulated and is attached appendix A.
RECOMMENDED that the events listed in the Events Reports as attached at appendix A be approved within the budget limits for 2009/10.
114. FAIRS AND CIRCUS HIRE FEES
A report was circulated explaining that Hatwell’s Funfair had been in contact with the Council after being informed that they now had to pay for days they were on sight and not open, and not just pay for the days they were open. The report went on to say that Hatwell’s were intending to hold a fair at Edmonds Park and would be on site for 7 nights of which 5 would be open for business. Hatwell’s stated that they could not afford the additional cost of paying for the two nights when they were not open and had asked the Council to reconsider and only charging when the fair was open.
The report explained that there were a number of reasons why the committee brought in the additional charge, one of which was to help cover the cost of any damage done to the ground by the heavy vehicles.
The charges for 2009/10 were £200 per day including VAT. It had subsequently been confirmed that VAT is not applicable to this charge which reduced the rate to £173.91 per day. The charge for 5 days would be £869.55 and for 7 days would be £1,217.37.
The recommendation to charge every day they were on site was adopted by Council on the 9th February 2009 and the report stated that once the decision has been made it can not normally be reversed for six months. However, Standing Order 24(a) Rescission of Previous Resolution, allowed for a decision to be reversed if new information was received.
The report concluded by stating that Hatwell’s had agreed that they would be liable for any damage done to the ground and that members may wish to reconsider the matter in view of this new information in accordance with Standing Order 24(a).
RECOMMENDED that Fairs/Circuses are only charged for the dates they are open, reversing the previous recommendation due to the new information received and in line with Standing Order 24(a).
115. GREAT WESTERN DRIVE PLAY AREA FUNDING
Members were updated on the plans to upgrade and replace the play equipment at Great Western Drive Play Area. The report stated that the Council had been successful in applying for a £45,000 grant from the Playbuilder scheme which was for provision of play equipment for the 8 – 13 age group.
The report went on that following consultation with local families, a need to provide play equipment for younger children was required.
RECOMMENDED that the Town Council apply to WREN for additional funding for the younger children.
Councillor Mr W Service left the meeting for the next item.
116. LADYGROVE LOOP
A report was circulated with plans of the proposed work to create the Ladygrove Loop. Some of proposals in the Ladygrove Loop included the planting of a large number of trees, the installation of a shallow swale/pool and a gym trail.
The report went on that discussions with SODC had led to an agreed provision of a £4,000 towards the Ladygrove boardwalk project and £17,000 for a piece of play equipment within Ladygrove Park.
RECOMMENDED that the Ladygrove Loop is welcomed with the following observations and requests:
(a) Concern over the location of the picnic area which is in close proximity to the road and local houses
(b) That the land is suitably prepared before planting to minimalise the risk of tree failure
(c) That the trees planned for the area near the tennis courts are removed as they will shade, cause debris to fall and moss to grow on the courts
(d) The wild flower area is in close proximity to the skate park which the Town Council are planning to extend
(e) Ensure that the swales are suitably prepared and built so that it is functioning throughout the year
(f) That SODC advise local residents in the immediate area about the proposed football pitches
Councillor Mr W Service returned to the meeting.
117. REQUEST FROM FLEET MEADOW COMMUNITY HALL TO CONTRIBUTE TOWARDS THE ERECTION OF WOODEN BARRIERS
A letter was circulated from Fleet Meadow Community Hall asking that the Town Council contributes towards the purchase and installation of wooden barriers along the north eastern boundary of their car park and footpath.
It was explained that the Town Council is not responsible for maintaining this car park or the boundary.
RECOMMENDED that the request for financial assistance is declined.
118. CORRESPONDENCE
(a) Letter of complaint from allotment holder
Letter complaining about the dirty water troughs at Wantage Road allotment site.
It was reported that no other complaints had been received and that it was the responsibility of allotment holders to ensure the troughs are kept clean.
RECOMMENDED that a letter is sent to the allotment holder stating that it is their collective responsibility to ensure that the water troughs are kept clean.
NOTED
(b) North Berks Football League (NBFL)
Letter of thanks regarding the tree planting ceremony to commemorate the NBFL’s centenary and notice that they plan to hold a reception to mark the occasion at The Oak.
NOTED
(c) Letter from resident regarding dog and litter bin
Request that a new dog waste and litter bin are installed on the green space off Brasenose Road.
RECOMMENDED that this request is passed to Oxfordshire County Council Highways Department.
NOTED
The Meeting commenced at 7.30pm and closed at 9.20pm
Chair
APPENDIX A
DIDCOT TOWN COUNCIL
ENVIRONMENT COMMITTEE 6TH JULY 2009
AGENDA ITEM: 10
REPORT TITLE: Events Report
REPORT AUTHOR: Brenda Andrews, Technical Manager
Purpose of Report: To update the committee on event calendar.
1.0 Environment Agency to change dates for Open Day at Ladygrove Park from
18th July to Wednesday 26th August 2009.
2.0 SODC tennis coaching at Edmonds Park July 23 and 24th July 2009, 9.30 – 12 noon with field sports in the afternoon, 12.30 – 2.30pm.
3.0 Granville Consultants Rounder’s Match at Edmonds Park, Sunday 26th July 2009.
4.0 St Birinus School Fishing for Beginners at Ladygrove Lakes, Thursday 23rd July 2009, 9.30am – 2.30pm
Brenda Andrews
Technical manager
1st July 2009
