Agenda and minutes

Grounds & Environmental Committee
Monday, 10th September, 2018 7.30 pm

Venue: Pages Park Pavilion, Billington Road, Leighton Buzzazrd, LU7 4TG.

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

Items
No. Item

124/GE

APOLOGIES FOR ABSENCE

Minutes:

Apologies for absence had been received from Councillors T Morris and B Spurr.           

125/GE

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.  No declarations were made and no dispensations had been requested.

126/GE

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 members of the public were present.

127/GE

MINUTES OF PREVIOUS MEETING pdf icon PDF 78 KB

To receive and approve as a correct record the minutes of the Grounds & Environmental Committee meeting held on 4 June 2018.

Minutes:

The Committee received the draft minutes of the Grounds and Environmental Services Committee meeting held on 4 June 2018.

 

Minute reference 116/GE: it was confirmed that free dog waste bags were now available for distribution from Astral Park and the White House.

           

RESOLVED that the minutes of the meeting of the Grounds and Environmental Services Committee held on 4 June 2018 be approved as a correct record and were signed accordingly.

128/GE

COMMITTEE OBJECTIVES AND WORK PLAN pdf icon PDF 54 KB

To receive and consider the Committee work plan for 2018-2019 (attached).

Minutes:

The Committee received the work plan for the municipal year 2018/2019.

 

RESOLVED to note the work plan.

129/GE

THE USE OF HERBICIDES AND PESTICIDES pdf icon PDF 108 KB

To receive a report regarding use of herbicides and pesticides (attached) and to consider the recommendation/s contained therein.

Minutes:

The Committee received and considered a report regarding the use of herbicides and pesticides across the town’s parks and open spaces.

 

RESOLVED to –

 

1.1       note the report

1.2       endorse until further notice, a self-imposed ban on the use of chemicals containing Glyphosate

1.3       endorse that officers lead on the discussions about a town-wide ban of Glyphosate in all of the town’s public spaces under the control of Central Bedfordshire Council

130/GE

TOWN COUNCIL OWNED POLLINATOR SITES pdf icon PDF 107 KB

To receive a report regarding Town Council owned pollinator sites (attached) and to consider the recommendation/s contained therein.

 

Minutes:

The Committee received and considered a report in respect of the way the Town Council-owned pollinator friendly sites would be managed in the future, following the end of the existing Service Level Agreement in March 2019.  It was agreed that the Town Council staff would be able to deliver the work needed to continue managing the pollinator sites, although ongoing support from volunteers would be welcomed.  Thanks were formally given to all the local volunteers for their work to date in supporting the pollinator initiatives.

 

RESOLVED to –

 

1.1       note the report.

1.2       endorse that the future funding and development of Town Council owned pollinator friendly sites be taken in-house.

1.3       Formally thank all the local volunteers for their work involved in supporting South Bedfordshire Friends of the Earth’s – ‘Keep the Buzz in Leighton Buzzard’ initiative and to welcome their ongoing support in helping deliver the in-house service delivery.

 

131/GE

ASTRAL PARK pdf icon PDF 118 KB

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

Minutes:

The Committee received an update report in respect of the Astral Park Sports and Community Centre, including events, catering, marketing, football and school holiday activities. It was noted that income was on target for the year to date although expenditure was slightly higher and this was due to the renewal of yearly maintenance contracts and service plans.

 

The Astral Park website would be reviewed over the coming weeks giving a more up to date picture of the centre.  The enquiry form added to the website generated about 10-12 enquiries a week and this would be looked at to ascertain how many result in bookings.

 

Work had been carried out on the football pitches prior to the new season to fill in cracks resulting from the dry summer and the goals maintained with new nets added. 

 

The quieter time at the centre was between 12.00 and 3.00 pm and during October an Older Persons week would be held providing activities with the hope of gaining bookings over this time of the day.  The D1 bus route had now been extended which would enable people to access the centre to take part in activities. 

 

The amount of vandalism around the site had decreased significantly allowing one football goal to be left out during the summer months for young people to use without any problems and with a good working co-operation being established between both parties.

 

RESOLVED to note the report.

132/GE

PROJECT UPDATES

To receive a verbal update from the Head of Grounds and Environmental Services regarding recent achievements and projects.

Minutes:

The Committee received a verbal update on the progress of various projects.

 

Linslade Recreation Ground – local companies have been approached about the installation of the railings on the station approach and although the Heritage Lottery Fund application for the Henry Finch Fountain had not progressed, other avenues would be explored.

 

A question was raised regarding funding for the restoration of the Henry Finch Fountain and it was agreed that securing external funding would be preferable.

 

Allotment Strategy – this would be going out in the next few weeks.

 

Play areas – all refurbishments were up to date and the next projects to be reviewed would be Pages Park and the adult fitness trail at Astral Park.

 

Bandstand – all improvements had been well received with just some brickwork repairs to be completed.

 

Hedgelaying – this project is on track and would be starting in the next few months.

 

Parson’s Close Friends Group – recruitment activity was still ongoing.

 

RESOLVED to note the report.

 

133/GE

REVIEW OF GREEN FLAG AWARD RECOMMENDATIONS pdf icon PDF 101 KB

To receive and note a report in respect of 2018 Green Flag judging and recommendations (attached).

 

Additional documents:

Minutes:

The Committee received a report in respect of the Green Flag Award for Pages Park and Parson’s Close Recreation Ground. The feedback and comments from the judges would be assessed and where appropriate, would be the subject of future work.

 

RESOLVED to note the report.

134/GE

ROSPA PLAY AREAS INSPECTION REPORT pdf icon PDF 116 KB

To receive and note the annual play areas inspection report (attached).

Minutes:

The Committee received an update and findings from this year’s annual independent playground and equipment inspections.  Clarification was provided regarding the designation of ‘high’ risk for three sites and any repairs carried out would be covered under existing revenue budgets. 

 

RESOLVED to note the report.

135/GE

THREE MONTH BUDGET MONITORING REPORT pdf icon PDF 35 KB

To receive and note a three-month budget monitoring report (attached).

Minutes:

The Committee received a budget monitoring report for the period April to June 2018.

 

RESOLVED to note the report.

136/GE

REVIEW OF FEES AND CHARGES FOR ALL PAVILION HIRE, USE OF PARKS AND CEMETERY FEES FROM 1 APRIL 2019 pdf icon PDF 117 KB

To receive the annual review of fees and charges (attached) and to consider the recommendation/s contained therein.

Minutes:

The Committee received and considered a report on the review of fees and charges for Pavilion hire use of parks and cemetery fees from 1 April 2019.  Proposals for the Pavilions would not apply to Astral Park as these fees would be the subject of separate review.

 

RESOLVED to –

 

1.1       endorse all fees and charges for Cemerteries be increased by the September 2018 Retail Price Index (RPI) plus 1% (and rounded up to the nearest 50p before VAT.

1.2       endorse all fees and charges for Pavilion hire and use of parks (excluding Astral Park) be increased by the September 2018 Retail Price Index (RPI) plus 1% (and rounded up to the nearest 50p before VAT)

1.3       endorse all fees and charges for all pitch hire be increased by the September 2018 Retail Price Index (RPI) plus 1% (and rounded up to the nearest 50p before VAT). However, this would be delayed until the 31st July 2019 to avoid a mid season  increase.

           

137/GE

UNAUTHORISED ENCAMPMENT MANAGEMENT POLICY pdf icon PDF 96 KB

To receive and consider recommending to Policy and Finance Committee a policy regarding unauthorised encampment management (to follow).

Minutes:

The Committee received a report to seek Member endorsement in respects of the way the Town Council manages unauthorised encampments on Town Council owned land.    

 

RESOLVED to –

 

1.1       note the report

1.2       endorse and recommend to Policy and Finance Committee the Unauthorised Encampment Management Policy as set out below:-

 

i.          The Town Council will by way of appropriate and measured target hardening take all reasonable steps to avoid the potential for future unauthorised encampments to take place on Town Council land.

ii.         That delegated powers be afforded to the Town Clerk in respect of dealing with unauthorised encampments should and when they occur.

138/GE

ADJOURNMENT OF MEETING

To briefly adjourn the meeting in order to review the Pages Park Pavilion building.

 

Minutes:

The meeting was briefly adjourned at 2030 hours in order to view the Pages Park Pavilion Building.

139/GE

RECONVENE THE MEETING

Minutes:

The meeting was reconvened at 2035 hours.

 

140/GE

EXCLUSION OF 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)            Pages Park Pavillion Refurbishment

(ii)          Salvation Army Clothes Bank Report (attached)

(iii)         Parson’s Close refreshment concession (attached)

(iv)         Parson’s Close ice cream concession (attached)

 

Committee Members receive all documentation.

Background papers available to all Councillors upon request.

 

 

*Phones and other equipment may be used to film, audio record, tweet or blog from this meeting by an individual Council member, Officer or a member of the public. No part of the meeting room is exempt from public filming unless the meeting resolves to go into exempt session. The use of images or recordings arising from this is not within the Council’s control.

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)         Pages Park Pavilion Refurbishment

(ii)        Salvation Army Clothes Bank

(iii)       Parson’s Close refreshment concession

(iv)      Parson’s Close ice cream concession

141/GE

PAGES PARK PAVILION REFURBISHMENT

Minutes:

As highlighted during the brief tour of the building and as previously discussed by Committee, it was noted that options and costs for refurbishment of the pavilion were currently under review and that proposals would be brought to a future meeting for consideration.

           

142/GE

SALVATION ARMY CLOTHES BANK REPORT

Minutes:

The Committee received a report in respect of siting of a Clothing Recycling Bank on Town Council land.   After discussion the Committee agreed that the Town Council car parks would not be large enough to allow lorry access for collection and within the town this facility was offered by Charity shops and a clothing collection bank within a supermarket car park.

 

RESOLVED -

 

1.1       To note the report

1.2       Members agreed despite its well-meaning, the perceived dis-benefits appear to outweigh the benefits.  The car parks that the council runs are considered inappropriate by virtue of size and functionality.

143/GE

PARSON'S CLOSE REFRESHMENT CONCESSION

Minutes:

The Committee received and considered a report where three expressions of interest had been received.  After discussion Members agreed to appoint tenderer B to provide a café at Parson’s Close Recreation Ground.

 

RESOLVED -

 

1.1       To appoint Tenderer B (Community Action Bedfordshire) to provide a café offer within Parson’s Close Recreation Ground for a period of 5 years.

1.2       That the rent of £12,000 per annum be reviewd in 2 years’ time

144/GE

PARSON'S CLOSE ICE CREAM CONCESSION

Minutes:

The Committee received and considered a report to seek member endorsement to undertake a competitive tender for the standalone concession for the right to sell ice-cream and minerals for a period of 5 years.

 

A question was raised regarding the sale of cold drinks from both an ice cream van and the kiosk.  If the ice cream van could not sell cold drinks revised negotiations may be needed with officers regarding the tender.

 

RESOLVED to endorse that Officers undertake a competitive tender for the standalone concession for the right to sell ice-cream for a period of 5 years.