Present: Cllrs Chris Rawlings, Paul Sunners, Steve Woodham, Jo Stevens. Cllr Anthony Howlett after minute ref 24/125

24/124. To vote on a committee Chairman for the remainder of the year until May 25.

A proposal was made that Cllr Rawlings would chair the committee until May 25. The proposal was seconded and all Cllrs were in favour. There were no other nominations.

24/125. To vote to approve Cllr Howlett joining the committee.  To note that Cllr Turley’s name was added to the agenda in error and is not joining the committee.

A proposal was made to approve Cllr Howlett joining the committee. The proposal was seconded and all Cllrs were in favour.

24/126. Approval of apologies given.

There were no apologies

24/127. Declarations of Interest.  None

24/128. Public recess. 1 member of the public.  No comments.

24/129. Approval of minutes 16th September 2024.

A proposal was made to approve these minutes as an accurate account of the meeting. The proposal was seconded and all Cllrs were in favour.

24/130. Action points from previous meeting.

23/185. Complete PROW forms and send to SBC. PENDING.

24/99. Arrange for new allotment gate and fencing. DONE

24/102. Arrange for purchase and install of 2 new baby swing seats and chains. DONE

24/107. Clerk to report issues to SBC and also contact the estate ref hedge cutting.  The Clerk is to add the 50mph issue on Hodson Road to the next planning committee agenda. DONE.

24/115. Advise CTS to carry out the work at the Rec hall. DONE

24/120. Update Headstart on the proposal for the youth sessions. DONE

24/122. Advise RFO on budget request items.  Get costs for road sweeping. DONE

24/123. Add “next agenda” items to the next EGPA meeting. DONE

24/131. Parishing Progress. No items

24/132. Parish appearance and safety.  To consider and vote on actions to improve the appearance and cleanliness of the Parish.

Items considered were road sweeping, weed removal and sign cleaning.

Quotes for road sweeping were reviewed.

A proposal was made to approve the costs of £1300 plus VAT from Allbuild for a road sweeper for 2 whole days – 10 hours per day which includes 1 hour travelling time.  The proposal was seconded and all Cllrs were in favour.

This item will go to the Finance Committee meeting on 6th Nov to be ratified as the funds are coming from unallocated funds.

The results of this will be monitored to see how often the committee would want to arrange for road sweeping which will be factored into future budgets.

An on-line survey will also be created to ask residents what kind of cleaning work they would like to see.   This can then be used to plan future projects and costs.

24/133. Parish appearance and safety. To approve the costs of £89.98 plus postage to purchase 2 more tins of anti-graffiti coating for the Hodson Road bus shelter.

A proposal was made to approve these costs from the £500 already allocated to the Clerk to have the bus shelter cleaned of graffiti.  The proposal was seconded and all Cllrs were in favour.

To note that none of the £500 allocated had been used for graffiti removal as SBC did the removal as part of their services.

24/134. Parish appearance and safety. To consider and vote on placing a new dog bin on New Road near the memorial area.

Due to dog waste being added to the rubbish bin near the bench and causing an unpleasant smell for those sat there.

A proposal was made to move the existing rubbish bin further along the road so it does not affect the bench.  £50 was allocated to this task for the Clerk to arrange. The proposal was seconded and all Cllrs were in favour.

24/135. Parish appearance and safety.   To vote on providing another public noticeboard costing £100 to be placed on the walkway to the Rec ground, at Hodson Road.  A member of the public has offered to look after the board.

A proposal was made to approve £100 costs to put up another public noticeboard in this location. The proposal was seconded and all Cllrs were in favour.

24/136. Parish appearance and safety. To vote on whether to proceed with installing the 2 benches at Hodson Road and New Road.

The committee considered the need to get a Streetworks permit but as there is no “breaking ground” or need for traffic lights of safety barriers this is not required.

A proposal was made to instruct the council handyman to proceed with the install. The proposal was seconded and all Cllrs were in favour.

24/137. Building and amenity priorities. Football Club report. The written report was read out.  All leagues doing ok. Winter weather has started to mean the pitches cannot be used, as per every year.  The club handyman re-painted the barriers and gate near the carpark which Cllrs noted looked very smart and asked the Clerk to pass on their thanks.

24/138. Building and amenity priorities. Tennis Club report. No report.

24/139. Building and amenity priorities.  Pavilion. No items

24/140. Rec Hall, ground and carpark.  To discuss & vote how to enable the annual inspection of the tennis courts.

A proposal was made for Cllr Sunners to be the PC rep and arrange to meet with the tennis club to do the inspection. The proposal was seconded and all Cllrs were in favour.

24/141. Chapel, Museum and graveyards.  To review the contractors quote of £2640 plus VAT from Allbuild to cut the rear Butts Road cemetery hedge down to 6ft and remove all clippings.

A proposal was made to approve this quote. The proposal was seconded and all Cllrs were in favour.

It should be noted that this work will then reduce the annual hedge cutting tender by £300 as future hedge cutting in this area will be easier to achieve.

This item will go to the Finance Committee meeting on 6th Nov to be ratified as the funds are coming from unallocated funds.

24/142. Chapel, Museum and graveyards. To review quotes to do an office deep clean.

The quotes were reviewed but were not suitable due to the high costs.

The Clerk will get costs for hiring a carpet shampoo machine and bring back to the next meeting.

24/143. Allotments. To approve an additional £500 to complete the fencing by Allbuild.

A proposal was made to approve the additional £500 required to complete the fencing. The proposal was seconded and all Cllrs were in favour.

This item will go to the Finance Committee meeting on 6th Nov to be ratified as the funds are coming from unallocated funds.

24/144. Allotments. To discuss and vote on tenant 13B request to have two trees trimmed/removed from near their plot.

The large oak tree in question had been surveyed in 2022 and professional advice was to not trim the tree as it would cause an uneven spread and risk of the tree falling.

A proposal was made to not approve any tree trimming/removal.  The proposal was seconded and all Cllrs were in favour.
It was noted the tenant could move to another plot should one become available.

24/145. Vulnerable People. No items.

24/146. Youth Provision.  No items.

24/147. Castle View Play area.  No items

24/148. Budget suggestions for 25/26 budget.

Suggestions were:  Funds for extra cleaning of the Parish £8000.  Funds to add to chapel window refurbishment £1000. Additional funds for more youth provision £1000.

These will be passed to the RFO for the draft budget.

24/149. Items for next agenda.  None

Meeting closed 20.54

Actions

All Actions to be completed by the next EGPA Committee meeting unless otherwise specified

Clerk

23/185. Complete PROW forms and send to SBC

24/132.  Add sweeper request to Nov Finance Committee for approval.

24/132. Clerk to create an online survey for residents views on cleaning of the parish.

24/134. Arrange for the rubbish bin on New Road to be moved.

24/135. Arrange for the installation of a new public noticeboard on the path to the Rec.

24/136. Advise Handyman to proceed with bench installation.

24/141. Add hedge cutting request to Nov Finance Committee for approval.

24/143. Add allotment fencing costs to Nov Finance Committee for approval.

24/148. Advise RFO of suggested items for 25/26 budget inclusion.