Agenda and minutes

Grounds & Environmental Committee
Monday, 4th December, 2017 7.30 pm

Venue: Council Chamber, The White House, Hockliffe Street, Leighton Buzzard, Bedfordshire, LU7 1HD

Contact: Committee Officer  01525 631920 & Email: info@leightonlinslade-tc.gov.uk

Items
No. Item

76.

APOLOGIES FOR ABSENCE

Minutes:

No apologies for absence had been received.

77.

DECLARATIONS OF INTEREST

(i) Under the Localism Act 2011 (sections 26-37 and Schedule 4) and in accordance with the Council’s Code of Conduct, Members are required to declare any interests which are not currently entered in the Member’s Register of Interests or if he/she has not notified the Monitoring Officer of it.

(ii) Should any Member have a Disclosable Pecuniary Interest in an item on the agenda, the Member may not participate in consideration of that item unless a Dispensation has first been requested (in writing) and granted by the Council (see Dispensation Procedure).

 

 

Minutes:

Members were asked to declare any interests, including the nature of those interests, which they had in any of the items under consideration at this meeting.

 

Councillor C Palmer declared a personal interest as a member of the Friends of Leighton-Linslade in Bloom and declared an interest in item 7 Allotment Strategy.

78.

QUESTIONS FROM THE PUBLIC

To receive questions and statements from members of the public in respect of any item of business included in the agenda, as provided for in Standing Order No.s 1(f) and 1(h).

Minutes:

No questions were raised by the members of public present. Their purpose was interest in the Allotment Strategy and the car park security at Pages Park respectively. .

79.

MINUTES OF PREVIOUS MEETING pdf icon PDF 86 KB

To receive and approve as a correct record the minutes of the Grounds & Environmental Committee meeting held on 11 September, 2017..

Minutes:

 

The Committee received the draft minutes of the Grounds and Environmental Services Committee meeting held on 11 September 2017.

 

Minute reference 064/GE Pages Park Pavilion Refurbishment Budget: it was noted that the process was on-going and would come back to Committee at the next meeting in March 2018.

 

Minute reference 068/GE Tree Planting: the tree planting had originally been scheduled for the 13 November but due to access problems would be rescheduled to begin on Wednesday 6 December.

 

Minute reference 069/GE Proactive Hedgelaying Project: it was noted that the project would now commence in Autumn 2018 enabling a consultation with residents to take place.

 

Minute reference 070/GE Adam’s Bottom Park: it was noted that the path had now been completed and the orange netting would be removed in 7 – 10 days time.

 

RESOLVED that the minutes of the meeting of the Grounds and Environmental Services Committee held on 11 September 2017 be approved as a correct record and were signed accordingly.

 

80.

ASTRAL PARK pdf icon PDF 125 KB

To receive a general update report regarding the Astral Park Sports and Community Centre and to consider any recommendation/s contained therein (attached).

Minutes:

The Committee received an update report in respect of the Astral Park Sports and Community Centre, including a general overview, attendance, activities and events held at the Centre.

 

As part of the business development plan for the Centre, a Wedding Fayre would be held on 25 February 2018.  Local companies had been contacted inviting them to sign up for a stall on the day and the Wedding Fayre brochure would be launched in early January 2018. 

 

The Senior Centre Co-Ordinator stated that the most difficult time of day to fill for events and clubs was between 1200 and 1500 hours and he was looking at the 50+ age group to promote activities such as a lunch time club or tea dances.

 

RESOLVED to:

 

(i)         note the report

(ii)        endorse that income generated through stall sales at the Wedding Fayre be used for publicity and sundry items associated with the event on a cost neutral basis.

81.

COMMITTEE OBJECTIVES AND WORKPLAN pdf icon PDF 82 KB

To receive and consider the Committee work plan for 2017-2018 (attached) and to consider future objectives to inform future budget setting.

Minutes:

The Committee received the work plan for the municipal year 2017-2018 for consideration. It was noted that many objectives had been completed or were well underway and that the remainder would be carried forward into a new plan.  The Committee was asked to consider any further potential projects or objectives for possible inclusion in a future work plan.

 

Discussions took place on the format of the Work Plan and that it would be reviewed by the Head of Grounds and Environmental Services before the next meeting.

82.

ALLOTMENT STRATEGY pdf icon PDF 100 KB

To seek Member endorsement to develop the Town Council’s first allotment strategy which will set out the direction of travel for allotments for the next 10 years (attached)

Minutes:

The Committee received a report regarding development of the Town Council’s first allotment strategy which set out the direction of travel for allotments for the next 10 years.

 

RESOLVED to –

 

i.          note the report.

ii.         endorse the development of the Town Council’s first allotment strategy which will set out the direction of travel for allotments for the next 10 years.

83.

REVIEW OF ANGLIA IN BLOOM 2017 CAMPAIGN pdf icon PDF 105 KB

To receive a report regarding the Anglia in Bloom 2017 campaign. (attached)

Minutes:

The Committee received a report reviewing Anglia in Bloom and a recommendation to formally thank the volunteers for their hard work and the high achievements in the Anglia in Bloom awards.

 

RESOLVED to:

 

(i)         note the report

(ii)        formally thank all the local volunteers involved in this year’s Leighton-Linslade in Bloom

(iii)       formally write to all the members of the Grounds and Environmental Team thanking them for this year’s achievements.

84.

BUDGET MONITORING APRIL-SEPTEMBER 2017 pdf icon PDF 36 KB

To receive a six-month budget monitoring report for April-September 2017 (attached).

Minutes:

The Committee received a six month budget monitoring report for April-September 2017.  It was noted on budget line 230/4570 that the budget would be carried forward to fund any larger repairs that would be necessary to equipment in this area. 

 

A question was raised about the Skate Park, budget line 211/4102, and that no maintenance had been carried out on this area.  The Head of Grounds and Environmental Services said the Skate Park was a project which would be looked at in the near future with the possible aim of redeveloping or relocating the facility.

 

RESOLVED to note the report.

85.

DRAFT BUDGET pdf icon PDF 53 KB

To receive a draft budget and consider recommending to Policy and Finance Committee a Committee budget for 2018/2019 (attached).

Minutes:

The Committee received a draft budget report for 2018/2019 and the Committee was advised the budget would remain the same with a 1% increase for salaries and increments.

 

RECOMMENDED to the Policy and Finance Committee to approve the proposed budget for Grounds and Environmental Services (including Astral Park) for the financial year 2018-2019.

 

86.

VANDYKE ROAD PLAYING FIELDS pdf icon PDF 101 KB

To receive a report regarding the potential demolition of the former changing rooms at Vandyke Road Play Fields and to consider any recommendation/s contained therein (attached).

Minutes:

The Committee received a report requesting endorsement to demolish the former changing rooms at Vandyke Road Playing Fields and to allocate a maximum of £7000 from (9024/950) to fund the project.  The pavilion building had not been used for years and was no longer fit for purpose.

 

RESOLVED to endorse the report.

 

RECOMMENDED to Council to endorse the demolition of the former changing rooms at Vandyke Road Playing Fields.

87.

LINSLADE RECREATION GROUND IMPROVEMENT PROGRAMME pdf icon PDF 112 KB

To receive a report regarding proposed improvements to Linslade Recreation Ground (to follow) and to consider the recommendation/s contained therein.

Minutes:

The Committee received a report regarding the proposed improvements to Linslade Recreation Ground. The Committee discussed the repair of the boundary walls and that quotes would be received and considered. Improvements would also be made to the benches, bins, play area and restoration of the Henry Finch Memorial fountain, with possible renaming of the park.

 

RESOLVED to:

 

(i)         note the report

(ii)        to endorse the implementation of the Linslade Recreation Ground improvements and that £50,000 held in Earmarked reserves 9052/950 to fund elements of this project be released for this purpose.

88.

PLAY AREA IMPROVEMENT AND SAFER SURFACING REPLACEMENT PROGRAMMES UPDATE pdf icon PDF 113 KB

To receive a report regarding the 5-Year play area improvement and safer surfacing replacements programmes (attached) and to consider the recommendation/s contained therein.

Additional documents:

Minutes:

The Committee received an update on the wider play area improvement and safer surfacing replacement programmes.  The five-year programme was progressing and a public consultation would be considered for the smaller ‘pocket’ parks and how they could be upgraded.

 

RESOLVED to:

 

(i)         note the report

(ii)        endorse the updated wider play area improvement and safer surfacing replacement programmes.

 

89.

EQUIPMENT FOR GROUNDS AND ENVIRONMENTAL SERVICES pdf icon PDF 109 KB

To receive a report regarding equipment for Grounds and Environmental Services (to follow) and to consider the recommendations contained therein.

Minutes:

The Committee received a report recommending the purchase of new equipment for use by the Grounds and Environmental Service team.  The majority of the equipment would be “like for like”, with a new addition of the Dennis FT 610 that had interchangeable cassettes, which would enable one device to be used for more than one purpose.

 

RESOLVED to:

 

(i)         note the report.

(ii)        endorse the purchase of 2 x Husqvarna LB 553 S Pedestrian Mulch Mowers for £537.50. Total £1,075.00.

(iii)       endorse the purchase of 1 x Dennis FT 610 – D100/H for £3,889.12 with the following cassettes 5 Bladed Cutting Cassette D106 for £967.92, 10 bladed cutting cassette D107 for £981.00;  2mm Tungsten Tipped scarifier cassette D109TT for £1,059,48; Tungsten Tipped Verti Cutter Cassette to fit D110TT for: £1,137.96; Multi Dense Brush Cassette D111/M for £954.84; Sorrel Roller Cassette D114 for: £963.56 total £9,953.88.

(iv)      endorse the purchase of 2 x Dimple Line Marker with pneumatic tyres for £636.00, total £1,272.00

(v)       endorse the purchase of 1 x plant trailer for £2,950.00 – total of all £15,250.88 to be met from 950/9000 with available funds of £38,478.

 

90.

PARSONS CLOSE RECREATION GROUND pdf icon PDF 296 KB

a)         To receive a report regarding the replacement of the Bandstand’s balustrades (to follow) and to consider any recommendation/s contained therein.

b)         To receive a verbal update and demonstration of the data collected from the newly installed people counters within Parson’s Close Recreation Ground.

c)         To receive a verbal update in regards to the junior Parkrun held weekly in Parson’s Close Recreation Ground.

Additional documents:

Minutes:

The Committee received a report seeking endorsement to replace the Bandstand’s balustrades and undertake a full redecoration.

 

The current balustrades were wooden and from a condition survey completed in 2015 it was confirmed they would need attention and should be replaced with metal.  It was anticipated that works would be completed by Summer 2018.

 

RESOLVED to endorse and approve a maximum cost of £7,500 be allocated from the budget heading 950 – Grounds & Environments – 9024 – Parks/Tree Works; to replace the Bandstand’s balustrades and undertake a full redecoration.

 

91.

GROUNDS AND ENVIRONMENTAL SERVICES ASSETS CONDITION SURVEY pdf icon PDF 88 KB

To receive a report regarding undertaking a condition survey to the Mentmore Park bowls building (to follow) and to consider the recommendation/s contained therein.

Minutes:

The Committee received a report in respect of a condition survey to commission an internal and external inspection of the bowls pavillion based within the Mentmore Park.

 

Concerns were raised on whether a condition survey would be sufficient and whether a more detailed full survey would be needed.  Funds were available up to £15,605 with the condition survey costing £960.00 and it was suggested as funds were available, then a more comprehensive survey could be undertaken.

 

RESOLVED to endorse to undertake a condition survey of the building assets associated with Mentmore Park bowls pavillion.  To be funded from budget heading 950 – Grounds and Environmental – 9105 – Pavillions.

92.

ENHANCED PAGES FIELD CAR PARK SECURITY pdf icon PDF 109 KB

To receive a report regarding a request from residents of The Vynes, Weston Avenue (to follow) and to consider the recommendation/s contained therein.

Additional documents:

Minutes:

The Committee received a report about enhancing the security at the Pages Field Car Park due to concerns from residents. 

 

RESOLVED to endorse and approve a maximum spend of up to £2,000 from budget heading 950 – Grounds and Environmental – 9024 – Parks to undertake improvements to the current height barrier.

 

93.

WATER SUPPLY (WATER FITTINGS) REGULATIONS 1999 pdf icon PDF 104 KB

To receive a report regarding the recent improvement notices (attached) and to consider the recommendation/s contained therein.

Additional documents:

Minutes:

The Committee received a report to seek retrospective endorsement for improvements required under two recent Water Supply (Water Fittings) Regulations 1999 improvement notices.

 

RESOLVED to endorse retrospective approval of £3,443.52 allocated from budget heading 120/4100 £386.56 and 111/4100 £3,056.96 for the works undertaken in acordance with the improvements required under two recent Water Supply (Water Fittings) Regulations 1999 improvement notices.

94.

EXCLUSION TO THE PUBLIC

The Committee may consider it appropriate to consider the following resolution should they consider that any discussion would be prejudicial to the public interests: that, under the Public Bodies (Admissions to Meetings) Act 1960, the public be excluded on the grounds of the confidential nature of the business about to be transacted which involves the likely disclosure of exempt information. The public and press to withdraw from the meeting during consideration of detailed discussion regarding:

 

(i)         Cemetery update (attached)

(ii)        Refreshment Concessions for Parson’s Close Recreation Ground (attached)

(iii)       Mentmore Pavilion (report to follow)

 

 

Additional documents:

Minutes:

RESOLVED that, under the Public Bodies (Admissions to Meetings) Act   1960, the public be excluded on the grounds of the confidential nature of the business about to be transacted which involves the likely disclosure of exempt information.  The public and press to withdraw from the meeting during consideration of detailed discussion regarding:

 

(i)           cemetery update

(ii)        refreshment concessions  for Parson’s Close Recreation Ground

(iii)       Mentmore Pavillion Update

95.

CEMETERY UPDATE

Minutes:

The Committee received an update on the Cemetery Service project detailing the valuation of the land for existing use and also the market value of the land with residential planning persmission.  If new burial land could not be secured, alternatives would be need to be considered by the Committee.   

 

RESOLVED to:

 

(i)         note the report

(ii)        endorse that all possible alternatives be reviewed by Officers if new burial land cannot be secured with a detailed SWOT analysis of alternatives to be presented to committee before the end of 2018.

 

96.

REFRESHMENT CONCESSIONS FOR PARSON'S CLOSE RECREATION GROUND

Minutes:

The Committee received a report to seek endorsement to extend the    standalone concession for the right to sell ice-cream and minerals for the 2018 season.

 

RESOLVED to endorse extension of previously tendered concession  for  2018 season.

97.

MENTMORE PAVILLION UPDATE

Minutes:

The Committee received an update on Mentmore Road Under Fives Pre-school hire of the Mentmore Pavilliion.

 

RESOLVED to –

 

(i)         note the report

(ii)        support the proposal of a 50% reduction in rent for the January to April term 2018.