Minutes of the Environment, General Purpose and Amenities Committee – 17th May 2021

21/20 Elect Committee Chairman for the forthcoming 12 months.

There were no nominations for Committee Chairman.

Cllr Harris proposed that Cllr Rogers act as Chairman for the current meeting. Cllr Bates seconded and all Cllrs were in favour.

Cllr Rogers assumed the position of Chairman for the meeting.

21/21. Elect Committee Vice Chairman for the forthcoming 12 months.

It was decided to defer this item to June 2021 after a Committee Chairman was elected for the year. Cllr Duke will continue in the role of Vice Chairman for this meeting.

Apologies for absence:

Cllr Jefferies has a family matter to attend to. Cllr Randall has a prior work engagement. McDonald has a dispensation for non-attendance of this meeting. Apologies without absence: None

Cllr Rawlings proposed the acceptance of these apologies. Cllr Duke seconded and all Cllrs were in favour.

21/22 Declarations of interest & approval of any dispensations.

Cllr Rawlings rents an allotment from CPC.

21/23 Public recess.

A resident from Home Close addressed the committee with concerns over the cycle track that runs around the rear of Home Close. The noise levels have increased since the area was tarmacked. There is also an issue of bad language from path users. Would like support in rectifying this issue.

It was noted by Cllrs that the track is an official cycle route no45 on the Sustrans national cycle network, and the route was approved by SBC who are the landowners.

Cllr Sunners offered to talk to the resident as work has already been done by the council to try to address these issues. Wording for signs will be created. To be brought to Full Council for approval of these signs before purchasing.

The resident leaves the meeting at 19.49

21/24. Approval of minutes from 17th April 2021 committee meeting.

No changes

Cllr Harris proposed these minutes as an accurate reflection of the meeting. Cllr Bates seconded and all attending Cllrs were in favour

21/25 Action points from last meetings

Clerk

19/180 Talk to estate manager about extension of Washpool Lease. Waiting for further information ONGOING

19/193 Talk to estate manager about future purchase of land for new cemetery area. Waiting for further information ONGOING

20/65 Get Grass Valet to re-visit for court inspection with Cllr. Have chased them for a date to visit. Will progress

20/67 Look at shared calendar system for CPC and CFC for pitch bookings. ONGOING

20/114 Report low water pressure to Thames Water. DONE. TW have confirmed the issue is not with their systems. Need to decide on next course of action. Will ask TC if problem persists in their club hour.

20/121 Monthly item to monitor opening of Rec Hall/field depending on Covid guidelines. 17th May earliest. HALL NOW OPEN WITH RELEVANT COVID RA IN PLACE.

20/171 Arrange for Admin Officer to investigate grants for new play equipment at Rec Hall. WORK IN PROGRESS

20/198 For April Full Council – approval of funds for Strouds Hill signage & arrange signage with Cllr Sunners. DONE

20/198 Work with Cllr Sunners on Home Close signage once Sustrans have detailed their proposed work. Approval of funds to first go through Full Council. ONGOING

20/202 & 203 Work with Cllr Randall to get the most cost efficient pricing on the hedge and tree work at the allotments. Add to May agenda. ONGOING

20/211 If Chapel cannot have a green waste collection, schedule an item on EGPA agenda for regular waste clearance. ONGOING

21/04 Add item to May EGPA agenda for discussion & vote on what is needed for the Rec Hall to stay in use until a new building is built. ONGOING

21/05 Schedule an extra EGPA meeting to discuss STWFC requests/requirements. DONE

21/06 Get extra key cut for the overflow Rec parking for the football club. DONE

21/10 Ask Allbuild if they will remove waste from Great British Spring Clean.DONE, AGREED.

21/12 Investigate costs of hiring a shredder for green waste/building a storage area for green waste at the allotments. Add to EGPA agenda. ONGOING

20/205 To visit the Rec Hall with 3 builders to get details of all work required to allow the building to be used for the next 2/3 years. Clerk to add to May agenda to discuss and vote.

Cllr Rawlings/Sunners

20/210 Confirm the cost of block paving from Wiltshire Paving is £3500 and confirm how the brick work around the metal gate runners will be handled.

Cllr Rawlings

20/211 Ask if the Parish Chapel can have a green waste subscription for the cemeteries. Clerk to add to May meeting

Cllr Jefferies

21/12 Ask SBC if the allotments can have a regular green waste collection.

21/26. APPROVAL OF FUNDS SPENT UNDER DELEGATED POWERS

£45 spent to replace broken pane of glass at BT phone box in Badbury

A proposal was made by Cllr Rawlings to approve this expenditure. Cllr Bates seconded, and all Cllrs were in favour.

£45 spent on repairing a water leak from an allotment water tank.

A proposal was made by Cllr Bates to approve this expenditure. Cllr Duke seconded, and all Cllrs were in favour.

21/27. PARISHING PROGRESS.

Item to note. The Rec Hall is now open to bookings provided they meet the Covid Risk Assessment criteria and can adhere to the social distancing requirements. See item 21/34

21/28. PARISH APPEARANCE “No Ball Games” sign at garages off Castle View Road

No progress made. Add to next agenda

21/29. BUILDING & AMENITY PRIORITIES. Chiseldon Tennis Club report.

No report received

21/30. BUILDING & AMENITY PRIORITIES. Chiseldon Football Club report.

No report received

21/31. BUILDING AND AMENITIY PRIORITIES. Pavilion.

No items

21/32. BUILDING AND AMENITIY PRIORITIES. Allotments.

Re-visit of item from April meeting. Shed siting and approval for plot 7A
Cllr Duke chaired this item.
Note – following our Standing Orders, 5 Cllrs wrote in to request the item be re-visited.

After a discussion prompted by an objection around the siting of the shed, it was proposed that the approval of the shed go ahead as per the allotment leases, but the shed be sited on the “scrub” land near the hedges, and avoids the “green” area in an effort to suit both parties.
To be delegated to Cllr Duke and the Clerk to make final arrangements between both parties.

Cllr Rogers proposed the above course of action. Cllr Harris seconded and all Cllrs were in favour. Cllr Rawlings did not vote.

21/33. BUILDING AND AMENITIY PRIORITIES. Allotments. Clearance of land for the storage of green waste prior to shredding/mulching.

Cllr Duke chaired this item.

It was determined that quotes would be required for land behind 1B and 2B to be cleared. Any works in the area would be accessed via the perimeter fencing near New Road and not via the plot edges in order to avoid damage to plots.
Also need quotes for the mulching of green materials.
To be discussed at next agenda when quotes available.
To also add to the next agenda, a discussion on increasing allotment lease fees.

21/34. BUILDING AND AMENITIY PRIORITIES. Rec hall and grounds. Re-opening Rec Hall with Covid Risk Assessment in place.

The Covid RA was reviewed.

Cllr Harris proposed that the hall now be open for bookings with the RA in place. Cllr Duke seconded and all Cllrs were in favour

21/35. BUILDING AND AMENITIY PRIORITIES. Rec hall and grounds. Approval of new lease for pitch hire to teams other than CFC.

The costs were proposed as:
Senior pitch £50 per game
Junior pitch £40 per game

A proposal was made by Cllr Barnes to approve the lease and these costs. Cllr Bates seconded and all Cllrs were in favour.

21/36. BUILDING AND AMENITIY PRIORITIES. Castle View Play Area. New Flooring

The quotes from Caloo, Allbuild and Sovereign were reviewed. Both for grass matting and wet pour.

Cllr Harris proposed that the Caloo wetpour option at £10.632 be approved. Cllr Duke seconded and all Cllrs were in favour.

This item will go to June Full Council as the amount approved is over the budgeted item of £10,000 the committee has to spend.

It was requested that Caloo do a site visit to ensure they are happy to do wet pour over the existing concrete base. It was also agreed that for items such as this all Committee Cllrs should do a site visit.
Cllrs should declare at the start of the item if they have not made a site visit to an area within 1 month of a meeting where an item is discussed and voted on.

21/37. BUILDING AND AMENITIY PRIORITIES. Cemeteries. Green waste removal.

Full figures still not available however it was suggested that Allbuild be approved for a one off removal of waste at £33.

Cllr Rawlings proposed approving a one off clearance with Allbuild at £33. Cllr Bates seconded and all Cllrs were in favour.

21/38. Vulnerable People and Youth Provision.

Cllr Barnes has offered to investigate available youth provision.
The Clerk will pass on information gathered to date.

21/39. Items for the next agenda.

Nothing

The meeting closed at 21.11

SUMMARY OF ACTION POINTS

Clerk

19/180 Talk to estate manager about extension of Washpool Lease. Waiting for further information

19/193 Talk to estate manager about future purchase of land for new cemetery area. Waiting for further information

20/65 Get Grass Valet to re-visit for court inspection with Cllr

20/67 Look at shared calendar system for CPC and CFC for pitch bookings

20/114 Report low water pressure to Thames Water. Ongoing. Not TW issue.

20/171 Arrange for Admin Officer to investigate grants for new play equipment at Rec Hall.

20/198 Work with Cllr Sunners on Home Close signage once Sustrans have detailed their proposed work. Approval of funds to first go through Full Council.

20/202 & 203 Work with Cllr Randall to get the most cost efficient pricing on the hedge and tree work at the allotments. Add to May agenda

20/211 If Chapel cannot have a green waste collection, schedule an item on EGPA agenda for regular waste clearance.

21/04 Add item to May EGPA agenda for discussion & vote on what is needed for the Rec Hall to stay in use until a new building is built.

21/12 Investigate costs of hiring a shredder for green waste/building a storage area for green waste at the allotments. Add to EGPA agenda.