AOS 2020 Minutes

Amenities and Open Spaces Committee

Minutes of a virtual meeting held on Wednesday 16th September,

Zoom meeting code 82222699876.

Cllr Broughton (Chairman) presided over Cllr Mrs Sked, Cllr Miss Collins, Cllr Yarham, Cllr Dolan, Cllr Shelton, Cllr Hembrow and Cllr Davis. Cllr Mrs Redshaw, and the clerk were also in attendance.

24. Chairman’s Welcome

Cllr Broughton welcomed the members to the meeting

25. Apologies for absence

Cllrs Brookes and Miss Moran gave their apologies.

26. Declarations of Interest under the Localism Act 2011

There were no declarations of interest

27. Minutes of a meeting held on the 15th July 2020

Cllr Broughton asked the committee if they were to accept the minutes of the meeting dated Wednesday 15th July 2020. It was proposed by Cllr Shelton and Resolved unanimously that the minutes could be signed as a true and accurate record of the meeting. The minutes will be signed when safe to do so.

28. Clerk’s Report

The Clerk had issued members with a report prior to the meeting:

1. PAT testing is due on the Park keeper’s shed, and also some of the lights are not functioning properly so the clerk has contacted NJ electrical to test and repair as necessary.

2. Following high winds and the resultant damage to trees and branches at the end of August, including a toppled rowan tree, the chair in consultation with the clerk employed the services of David Palmer Tree services to assist with the clearing up of the debris. This was a health and safety issue and needed to be addressed immediately. Cllr Broughton showed members part of the tree that had fallen. It had been damaged initially by being strimmed too hard, and he advised that all trees may need to be checked to ensure there were no other similar cases that may have become vulnerable to high winds.

3. There is a flag flying schedule in place to be approved by the Town Hall committee. Would members like to approve a schedule for the Riverside Park also? Cllr Broughton advised members that he had received the Battle of Britain memorial flag with very little notice and had not had time to contact other members for the flag raising in that instance. Members agreed to add this item to the agenda for the next meeting.

30. Update on work and verbal presentation by the Park Keepers (via the clerk) including a request to site metal signs on the John Eve/Glebe fields to make it clear to dog walkers which areas they may use

1. All grass cutting is up to date.

2. The graffiti in Welland Park has been removed and the benches have been cleaned. Routine painting of wooden and metal benches will be undertaken over the next few months.

3. Work to repair the BMX track will be undertaken over the next few weeks. Hire of a bobcat digger and a roller will be required for 2-3 days at a cost of approx £89 +VAT per day. The Council may have enough material left to do the work but more will need to be ordered for the winter maintenance and repair of the footway from Oak Road over John Eve Field.

4. The metal signs on John Eve Park are in a poor state and the Park Keepers request that the committee consider reviewing the park signage and possibly replacing these ones with new ones. It was then proposed by Cllr Davis and Resolved unanimously to wait until the dog warden had been hired to see the results before erecting any further signs. Members further agreed that if additional signs were to be erected, they must be on existing poles.

31. Omega reports: Review of performance to date, budget/expenditure/income

The Clerk had provided an Omega report to members prior to the meeting. Cllr Yarham asked for confirmation that any monies unspent at the end of the year would be kept within the council’s funds, and the clerk confirmed that the council would review unspent funds at the end of the year and would move them to Ear Marked reserves as appropriate.

32. Update on progress on the resurfacing required to the children’s play area

Cllr Broughton asked members to consider this item and the next agenda item in conjunction and members agreed. He confirmed that the letter of intent had been sent out, and that he had met on the field with Cllr Hembrow and a representative from Playscape Playgrounds and that the pre start meeting had gone well. The clerk advised that a purchase order had been issued and a start date of 5th October had just been confirmed. Members noted the additional items in the ROSPA report regarding damaged matting under some of the equipment, and Playscape have been asked to provide an additional price to replace this matting whilst they are working on the project. Cllr Yarham advised members that, under the revised Committee Terms of Reference, if the additional cost for the matting falls below £5000 then this can be agreed by the committee. Members then agreed that the clerk would be authorised to expend up to £5,000 for the additional matting, subject to consultation with Cllr Broughton.

Cllr Broughton could agree this sum on behalf of the committee.

33. For members to receive the latest ROSPA report and to agree a way forward

Considered in conjunction with the above item.

34. For members to consider funding tree work on trees at Stamford Close that do not fall within the remit of Lincolnshire County Council or South Kesteven DC

Cllr Broughton advised members that this is not council land, and the deputy clerk confirmed that she had checked the land registry and the land is not registered to any owner. She had then contacted SKDC to enquire if there were any developer conditions regarding this piece of land. The resident who has complained is suffering damage to her vehicle from the overgrown trees. Cllr Broughton asked that following a response from SKDC, this item be placed on the next agenda.

35. For members to consider planting a community orchard

Cllr Broughton advised that 24 fruit trees had been donated to the council 2 years ago, and planted up and were now bearing fruit. The resident who had enquired can be informed accordingly.

36. Update on the allotment purchase and for members to consider the tenancy agreement

The clerk had provided members with a copy of the tenancy agreement being used by Deeping St James pc prior to the meeting. Cllr Yarham volunteered to redraft the tenancy agreement for the next meeting to make it more appropriate to Market Deeping requirements. The delays with the purchase had been addressed at the Full Council meeting of 9th September.

There being no other business the Chairman thanked all for attending and the meeting was closed at 7.52pm.

The next scheduled meeting of the Amenities and Open Spaces Committee will take place on Wednesday 18th November via Zoom, access code and password to be provided with agendas at the time.