Minutes of the Environment, General Purpose and Amenities Committee - 19th March 2018

Minutes

17/142 Declarations of Interest

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

Public Recess

None

17/155 Approval of previous Environment, General Purpose and Amenities minutes from 19th February 2018

Update Cllr Bates comments about the school netball pitches on page 1.

Page 4 – Add The Plough to the list of pubs who provided hot drinks to the litter pickers.

The minutes of the meeting held on 19th February 2018 were approved as an accurate representation, proposed by Cllr Brady, seconded by Cllr Bates; all those at the meeting were in favour.

17/156 Matters Arising/Action points for EGPA Committee

Matters Arising

None

Action Points for February 2018

Cllr Walton & Cllr Clarke:

17/97. Investigate costs of pitch improvements further and report back in Nov EGPA meeting. CARRY FORWARD. DONE – ON THIS AGENDA

Clerk:

17/102. For next EGPA agenda, rubbish bin at Spar, to include Cllr Sunners report back
17/102. Make sure new play equipment at CVPA is covered by insurance. ONGOING Need to calculate new for old costs for all equipment
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
17/116. Find out who owns the land near Mays Cottage on Mays Lane where brambies are overgrown and affect pedestrians. ONGOING. DONE. CPC CUT HEDGE BUT COTTAGE OPPOSITE OWN THE LAND. PROBATION TEAM TO CUT BRAMBLES AND CLERK TO WRITE TO COTTAGE ASKING THEM TO MAINTAIN
17/118. Ask Allbuild to provide a cost for repairing the metal dog bin at the Rec ground. ONGOING. DONE. £30.00 TO REPAIR WITH WOOD, TOO COSTLY TO WELD NEW METAL ON
17/122. Remind Cllr Walton that the final tennis court inspection quote is required ASAP. ONGOING. DONE. ON THIS AGENDA
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
17/136. Investigate whether the PC need to do PAT testing on TC flood lights. ONGOING. TO BE DONE IN 2018 WITH REST OF 5 YEAR ELECTRICAL CHECKS BY STORM.
17/141. Ask SBC for the current policy on enforcing fines for fly tipping from homes. ONGOING
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. BASED ON ASSESSMENT AFTER PROBATION TEAM CLEAR THE AREA
17/144. Tree at The Canney needs cutting back – report to Ward Cllrs. CLERK TO DO
17/144. Mechanical sweeper didn’t visit Mays Lane and Turnball on recent village visit – need to ask Ward Cllrs to request it comes back. CLERK EMAILED WARD CLLRS TO REQUEST THIS
17/146. Report back to allotment tenant that she can trim back the plum tree herself. DONE
17/107. Add regular agenda item of Vulnerable people and BIOS to agenda. STILL TO BE ADDED
17/154. Ask Kevin at KT electrical to look at PIR at Rec Hall, not working. ONGOING
17/157. Write to homeowner at corner of Turnball/Slipper Lane to ask about brambles being cleared back.
17/168. Buy man hole cover keys x 2
17/159. Request Allbuild secure allotment water tank covers to stop them blowing into the tanks
17/160. Get a quote from Countrywide on Badbury Grounds Clearance. Add to April agenda
17/161. Invite TC rep to April EGPA meeting
17/163. Advise STORM to go ahead with inspection chamber work at Rec Hall for water heater
17/165. Change wheelie bin over to smaller bin with Grist
17/168. Ask iDec for quote to replace 2 Rec Hall doors and also edging in stone/brick rather than wood
17/170. Add survey on FB page ref CVPA equipment and gather prices for new see saw. Add to April agenda
17/171. Talk to Tennis Club and netball about lease terms of use of the courts

Cllr Clarke & Cllr Walton:

17/136. Meet with 3 pitch improvement quote contractors to arrange to get a “like for like” pricing structure. CLLR WALTON TO CONTACT THE 3rd COMPANY. Cllr Clarke to contact the FA for advise on which quote to choose. DONE. ON THIS AGENDA

Cllr Walton:

17/150. Request probation team clear the drain at the Tennis Club. TO BE DONE AT NEXT VISIT
17/139. Contact the 4 companies who quoted for the Tennis Club inspection to make sure like for like service is offered and also a written report. Report back in Feb meeting. DONE. ON THIS AGENDA

Cllr Sunners:

Talk to table tennis organisers to see how their match on the new Rac Hall flooring was. NO UPDATE FROM EITHER IT CLUB OR CLLR SUNNERS

It was noted that brambles at the corner of Turnball and Marys Lane need cutting back. Clerk to write to homeowner.

Clerk to also chase up the PIR sesnors not working at Rec Hall with KT Electrical.

17/160 Village Appearance – Badbury land clearance

A quote has been received so far from Morgan Tress for £1400 which is too costly as not in the PC budget.

The Clerk is to talk to ALLbuild about the work to be done, ask them to quote and also see if the probation team can do any of this work for free.

Allbuild are quoting £400 plus VAT

Clerk to get another quote from Countrywide.

Will report back for a discussion and vote at April meeting.

17/161 Building And Amenities Priority – Tennis Club update

No update received on general TC matters but the AGM minutes had been forwarded to the Clerk. The Clerk will send them to the committee members.

The TC are going to look at applying for the Wroughton Solar fund for a 3rd defibrillator for the parish to be installed at the Rec ground on the pavilion.

The Clerk will provide April dates and re-iterate we would like to see TC attendance for an update.

The TC Chair Julie Porte sent her apologies.

17/162 Building And Amenities Priority – Tennis court inspection quotes

The quotes were reviewed and the cheapest quote on a like for like basis is from Grass Valet at £60.00 plus VAT for an inspection and written report.

They will cover the courts, fencing, lights and equipment, with all courts being included.

When the inspection is booked in, a representative from the TC will be invited to attend. The report will be shared with them as well.

A proposal was made by Cllr Brady to accept Grass Valets quote. Cllr Walton seconded and all Cllrs were in favour.

17/163 Building And Amenities Priority – Water heater in Recreation Hall

After the most recent inspection by STORM they recommend that a water heater in the hall needs an inspection chamber installed. This will cost £120 plus VAT.

A proposal was made by Cllr Brady to accept STORM’s quote. Cllr Walton seconded and all Cllrs were in favour.

17/164 Building And Amenities Priority – Sports flooring for Rec Hall

This item is now closed as the TT Club have not cancelled any matches or provide further comment on the unsuitability of the flooring. Cllr Sunners can report back in April meeting if he hears any more,

17/165 Building And Amenities Priority – Change to rubbish collections at Rec Hall

The current emptying of the blue metal bin is £15.63 from Grist a fortnight.

2 other options from Allbuild and Grist were looked at.

A proposal was made by Cllr Bates that we use Grist on a fortnightly bases and change the bin to a wheelie bin at a cost of £6.91 per fortnight. Cllr Walton seconded this and all Cllrs were in favour.

17/166 Building And Amenities Priority – Crockery needed for Rec Hall

Due to the Rec hall being used more for functions there is a need to have more crockery. Cllrs Brady and Jefferies offered spare supplies to save spending money on new items.

17/167 Building And Amenities Priority – Pathway edging at Rec Hall needs repairing

iDec had been provided a quote to replace the rotten wooden planks and stakes but this had not yet arrived. The Committee also asked for a comparable quote using stone/brick for longevity. The Clerk will present this at the April meeting.

17/168 Building And Amenities Priority – 2 Rec Hall external doors need repairing/replacing

The Clerk will ask iDec for a quote for replacing the 2 doors and report back at the April meeting

17/169 Community Priority – Pitch improvement quotes

Cllr Clarke updated the work he had done on collating quotes.

The 4 quotes were presented to Marcus at the County Ground who works for the FA. His view was that gradual work is best.

Quotes from Allbuild (4A and 4B) and Sam Merrett (5A and 5B) were the best fit.

Sam Merrett is a contact of Marcus’s who does work at the County Ground.

There are some items of additional work included in Sam Merrett’s quote but the quote is adaptable.

The FA do offer funding schemes to help with this type of work.

The PC could look at getting year 2 either partially or totally funded. The work would need to start spring 2018.

Could also look at using PC funds set aside for this in years 1 and 2, and ask for FA funding for years 3 and 4 to show a long term commitment to improvements.

Cllr Clarke is to ask Sam Merrett and Marcus to meet at the Rec field to discuss in greater detail and try to secure a 2 year discount.

This item will go to April full council for a final vote.

A proposal was made that Sam Merrett be awarded the contract (Subject to full council approval) on a 2 year basis. Cllr Jefferies seconded this and all Cllrs were in favour. Cllr Clarke did not vote.

17/170 Community Priority – Castle View Play Area (CVPA) improvements

For financial year 2018/19 there is £5000 in the budget for the CVPA. It was proposed at £3000 be spent on improvements and £2000 kept aside for repairs throughout the year.

Some ideas were presented to the committee for items for older children and new seating. The Clerk is also to gather prices for a new see saw. A FB survey will be launched to get public opinion.

Cllr Bates will review the red sidings on the slide to see if they can be repaired or whether they need replacing.

Will re-visit in April EGPA meeting.

17/170 Community Priority – Football Club report

Cllr Clarke reported on behalf of the Chairman James Lovell.

A Wroughton Solar fund grant of £2000 was awarded to the club for facilities improvements.

A question was asked whether the PC could purchase items for the club and then claim back the VAT on their behalf. The Clerk confirmed this could only be done if the PC were to receive the grant funds direct to them.

Work has started on painting the away team changing room.

The new mower was delivered on Wednesday.

The committee raised the question as to whether this means the council can save funds on grass cutting at the Rec field?

The opinion was no, grass cutting cannot be reduced as it is already too long at times during the season with its regular contractor cuts. This mower will allow the club to cut directly before a match to improve the playing conditions, especially for the junior matches.

The football club is considering sponsoring the Parish Christmas tree for 2018. The Clerk advised that £150 should cover the cost of a tree and the electricity for the lights.

17/171 Any Other Business

Cllr Brady asked what progress the netball club had made. The Clerk read out a recent email from Fiona Allen with queries on how the netball club and tennis club exist together. The Clerk is to ask the Tennis

Club whether they want to sublet their facilities to the netball club or whether the PC have this as another lease.

The idea is that the tennis club hire out the facility to the netball club. Need to ensure this is handled fairly for both parties.

The Clerk will ask both parties for their opinions.

Cllr Bates had a concern that items now voted on in Finance should come to the EGPA committee first. Cllr Brady advised that apart from contracts and leases which go to Finance (as per the Terms of Reference documents) all issues do come to the EGPA committee first.

It was noted that when we replace CVPA items can we try to not use wood as it rots over time.

Cllr Clarke had noted a vehicle parked on the Station Road verges and not in the new laybys. The details will be passed to the Clerk.

The meeting closed at 20.56

Summary Of Action Points