Minutes - Denmead Parish Council

PARISH COUNCIL OF DENMEAD
MINUTES OF THE AMENITIES COMMITTEE MEETING
HELD ON WEDNESDAY 21st MAY 2014 IN
THE BARN GREEN ROOM, THE OLD SCHOOL, DENMEAD
COMMENCING AT 7:30pm
Cllr K Andreoli (Chairman)
Cllr F Hull
Cllr I Reed
Cllr R Smart
(P)
(P)
Cllr J Harrison (Vice Chairman)
Cllr K Forster
Cllr N Lander-Brinkley
Cllr K Scholey
(P)
(P)
Also present: Mrs Debbie Cooper – Committee Clerk and four members of the public.
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Apologies:
Forster.
Apologies were received from Cllrs Harrison, Reed Smart and
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Declarations of Interest: There were no declarations of interest.
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Minutes of Previous Meeting:
The minutes of the Amenities Committee meeting held on 9th April 2014 were
submitted for approval.
It was unanimously RESOLVED that the minutes of the Amenities
Committee be accepted as an accurate record and were duly signed by the
Chairman.
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Public Participation: (S.O 1 (c)):
At 7.32pm the meeting recessed into open forum to allow questions and
comments from members of the public. The meeting re-convened at 7.55pm and
the Public session was re-opened 7.57pm to 7.59pm for further questions.
115/14A
New Communications:
a) Email from David Bovey, dated 7th May 2014 – request to start a “buggy fit class”
on KGV playing fields, Tuesday and Friday mornings.
It was unanimously AGREED to allow the use of Ashling Park for the Buggy
Fit training with a charge of £10.00 per session, with a proviso that the
Groundstaff are consulted regarding the condition of the field prior to
training. This matter to be reviewed after 3 months – August 2014.
b) Quotation from Aubrey Madgwick to create a “drop kerb” at DCC (access to the
Outdoor Gym).
It was unanimously AGREED to accept that quotation from Aubrey
Madgwick for a drop kerb in the Car Park of the Denmead Community
Association to allow disabled access to the Outdoor Gym.
In addition, it was unanimously AGREED that a contribution be requested
from the Denmead Community Association regarding this matter.
Amenities Committee Minutes – 21st May 2014
Page 54
Cllr Lander-Brinkley stated that the DPC Groundstaff could mark out the disabled
parking space and hashed lines on the car park in front of the drop kerb.
c) Fields-in-Trust AGM – 10th June 2014: Noted.
d) Boundary Fence at War Memorial Hall
The Chairman stated that there have been issues concerning the boundary fence
line at the War Memorial Hall.
It was unanimously AGREED that the
Groundstaff should mark the boundary line with a temporary field fence
which should be erected in the middle of the ditch. Cllr Lander-Brinkley
requested that legal advice be sought regarding DPC’s position regarding the
boundary line.
116/14A
Security Camera System at Ashling Pavilion:
The Chairman stated that the CCTV is now a working system, and although there
have been camera issues, these have been resolved.
Cllr Hull stated that since Servian installed the CCTV system the TV aerial signal
has disappeared completely and that the system has caused interference with the
wifi connection at the Ashling Pavilion.
The Chairman requested that the Parish Clerk contact Servian to ascertain how
this situation can be resolved.
The Chairman further stated that CDs have been burned and this imagery would
be assessed by the PCSO. It was unanimously AGREED that a letter be sent
to Sergeant Gilmore to ensure that he is satisfied that the imagery would be
of the correct quality to obtain a conviction.
117/14A
Section 106 Funding:
a) To receive an update from the Chairman
Discussion took place regarding the remaining Section 106 Funds.
Cllr Scholey stated that there was very little provision for the elderly in the
village. A suggestion was made that more benches around the village, on the
greenways and in Goodman’s field.
Cllr Lander-Brinkley stated that not all older people want to just sit, some play
tennis and bowls. A suggestion was made that a pétanque court be created inside
the jogging track at Harvest Field.
It was unanimously AGREED that investigation into the size and rules of
pétanque were made, and that contacting the Twinning association may be
useful.
b) Section 106 Open Space funds: £29,320.33 (Play) and £33,208.73 (Sport) -Noted.
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Proposed use of Open Space Funding:
a) Goal Post for Harvest Field
The Chairman stated that no progress has been made, as Harvest Field is still very
wet.
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Page 55
b) Jogging Track for Harvest Field
The Chairman stated that the application for section 106 funds from Winchester
City Council for the Jogging Track has been successful. The Purchase Order for
Poulsom Plant Hire needs to be raised so that this matter can be progressed.
c) Mill Close – Play Equipment
Cllr Hull to meet with HAGs/SMP representative at Mill Close play area on
Wednesday, 4th June 2014 at 10:30 to discuss layout and options.
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Landscape Working Party
a) To receive an update from the LWP Chairman
The Chairman stated that as the LWP Chairman was not in attendance this item
should be deferred to the next Amenities Committee Meeting.
There were 2 items which the Committee requested clarification on:
L5 - £1,000 should be included in future budgets to cover mowing by Treescape
with the exception of the entrance and back fields which would continue to be cut
monthly by DPC Groundstaff. Any unspent funds would be used to cut back the
encroaching hedges.
2 (d) – PK asked if the resident who parked his van at the Murphy Strip should be
allowed to do so. It caused no problem and took the van off Forest Road. If it
became a problem, TD would write.
The Chairman stated that a letter should be written to the residents stating that this
is DPC owned land, and although DPC have no objections to the van parking
there, DPC do not want to set a precedence.
The Fencing and ditches between Goodman’s field and The Lawns. JBS Fencing
will be commencing work on the ditches and fencing during May 2014.
The Chairman stated that the ditches would be dug out and fences erected during
the first 2 weeks in June – Ground conditions permitting.
The plan is that the ditches will be dug from the corner of the pumping station to
where the river crosses the field. The bottom field ditch is very overgrown, and
would therefore not be dug out.
The stock fence will be across the length of all three fields.
c) Forest Road – Community Payback quotation for £1,000 to reduce hedge to 4 foot
and reduce shrub to ground level – This work will be carried out in
September/October. Noted
d) To receive and accept the notes of the Landscape Working Party
The notes of the Landscape Working Party held on 29th April 2014 were deferred
to the next Amenities Committee meeting, as the LWP Chairman was not in
attendance at the meeting.
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Goodman’s Field Working Party:
a) To receive an update from Cllrs Harrison and Scholey:
Amenities Committee Minutes – 21st May 2014
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Cllr Scholey stated that the planning application for Goodman’s Field had been
submitted to Winchester City Council.
i)
Change of use to Goodman’s Field – additional funds of £190 are required by
planning authority to allow change of use from agricultural to recreational.
Cllr Scholey stated Winchester City Council had requested an additional £190.00
for change of use from Agricultural to Recreational.
It was unanimously
AGREED that this additional payment should be made.
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Sports Sub-Committee:
a) To receive a report from the Sports Sub-Committee Chairman.
The Chairman stated that as Cllr Smart was not in attendance, and that the
planned Sports Sub-Committee meeting had not taken place, there was nothing to
report.
b) Denmead Football Club – Training
The Chairman stated that Denmead Football Club had been training on pitches 3
and 4 even though they had been informed by DPC that these pitches were being
reinstated and that no training should take place on these pitches.
The Chairman asked the Committee two questions:
1) Should the football pitches be fenced off whilst reinstatement work was
taking place?
2) Should DFC be given a straight “Red Card” for use of the Football pitches
during May 2014, having been informed of the reinstatement work and
that they could only use the training Area?
After discussion, the following was unanimously AGREED:
a) Letter to be sent to Denmead Football Club stating that as they used the
football pitches during May, they would be given a “Red Card”.
b) The Groundstaff to mark the pitches and old play area with “PLEASE
KEEP OFF - THESE AREAS ARE UNDERGOING REPAIR”
It was unanimously AGREED that a letter be sent to DFC stating that as
they used the pitches during May, they would be given a “Red Card”.
c) Tennis Courts will need to be re-skimmed in 5/6 years’ time. To receive a report
from Mr David Chiswell regarding this matter.
The Chairman thanked Mr Chiswell for his overview of the Tennis Club and its
requirements.
Cllr Lander-Brinkley stated that the club premises are owned by Denmead Parish
Council.
The Chairman stated that Denmead Tennis Club have contributed well to the
Parish, and asked how much the resurfacing of the Tennis Courts would cost.
Mr Chiswell stated that the approximate cost is £15,000, but an actual cost for the
Amenities Committee Minutes – 21st May 2014
Page 57
resurfacing will be available in October 2014.
It was unanimously AGREED that funds should be factored into the budget
over the next few years to contribute DPC’s share of the resurfacing costs for
the Tennis Club.
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Matters relating to Ashling Park:
a) Vandalism Reports:
1) KGV Play Area – New juniper plants pulled up and thrown around play area.
2) KGV Play Area – Juniper plants pulled up and thrown around the park,
bowls clubs path and scatter over 100 yard area.
3) Ashling Pavilion - Fire started outside emergency exit door (door onto
basketball court)
4) KGV Play Area – Fire started against wooden side of sand pit (no real
damage caused)
5) Fence broken around the mound in the play area, next to sand pit.
6) KGV Basketball Court – Fire started in rubbish bin, fire retarded lid repaired.
7) KGV Play Area - 7 Foot piece of fencing around the mound in the new play
area completely broken beyond repair.
8) Hambledon Road, Car Park - Kissing gate, hinge and stop handle broken off,
welds broken on both parts.
9) Ashling Pavilion – Drain pipe on upper windows of pavilion has been
knocked off.
10) KGV Field – Fire started in rubbish bin (near Tennis Club) using towel and
plastic bottles – bin fire damper worked and put out fire
Cllr Lander-Brinkley was concerned that the fire and broken glass were not being
reported to 101 by the rangers, and that he would take this matter up with the
Parish Clerk.
Cllr Hull stated that the use of cannabis in Ashling Park had increased, and that
Adults have reported this.
The Chairman of the Council to send a letter to
Sargent Gilmore regarding the use of Cannabis is the village and Ashling Park.
After discussion, it was unanimously AGREED that any incidence of fire or
smashed/broken glass must be reported to 101. The Chairman stated that
he and Cllr Lander-Brinkley would speak to the Parish Clerk regarding this
matter.
b) Pavilion Clock
The Chairman stated that this matter is still outstanding, due to ground conditions.
c) Access All Areas – 7th August 2014, Ashling Park. Noted.
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d) Pop-Up Café – Ashling Pavilion
The Chairman thanked the ladies for the very in-depth explanation of their
proposal.
Cllr Lander-Brinkley asked if they had any training in food hygiene and
preparation. There is a requirement for this to be certified. Mrs Connell stated
that there is sufficient time for these certificates to be obtained.
Cllr Lander-Brinkley stated that public health inspectors will assess the premises,
The Chairman stated that one of his concerns is the Cricket team as they use the
Pavilion at the weekend to make their teas, and therefore the Pavilion would need
to be left clean and tidy.
Cllr Hull was concerned about the provision of activities, and that the café didn’t
become a “playschool”.
Mrs Connell stated that they had no intention of
supervising children that would be the responsibility of the parents. Cllr Hull
further stated that you should be aware of the fact that there are often children in
the park who are unsupervised.
The Chairman requested that once the ladies have obtained their insurance that a
copy of their policy is given to the Parish Clerk.
It was unanimously AGREED that the pop-up café in the Ashling Pavilion be
given permission to run for a two week trial period (11-15 and 18-22 August
2014. For this trial period there would be no charge, however, it was
AGREED with the ladies that a contribution be made to Swings & Things
from any profits made.
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Memorandum of Understanding for the War Memorial Hall:
Cllr Lander-Brinkley stated that a letter should be written to Mrs Cathy Caine,
thanking her for the meeting and stating that there will be a charge of £150 per
annum to contribute towards the maintenance of the land and hedges, this charge
to be paid each year in June.
It was unanimously RESOLVED that legal advice was sought regarding the
correct wording as DPC do not want this to be a Tenancy Agreement.
124/14A
Queen Elizabeth II Commemorative Cairns:
The Chairman stated that the Queen Elizabeth II Commemorative Cairn has been
installed in Harvest Field.
Goodman’s Field Commemorative Cairn will not be built until the car park in
Goodman’s field has been completed.
The Chairman stated that a plaque about Goodman’s Field was in the Parish
Office, which could be incorporated into the Goodman’s Field Cairn.
125/14A
Replacement blades for Greenmech Chipper
a) The blades on the Greenmech Chipper need replacing.
Cost £22.50 x 26 + VAT £585 + VAT
Amenities Committee Minutes – 21st May 2014
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It was unanimously AGREED that the replacement blades be purchased,
funding to come from 6050 Machinery Maintenance.
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Forestry Commission Liaison Group:
The next planned meeting of the Forestry Liaison group is Monday, 7th July 2014.
Cllr Lander-Brinkley stated that the lecterns for the Jubilee Avenue have been
delivered and will be installed shortly.
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Matters raised by Councillors: To take note of any matter councillors wish to
bring to the Committee’s attention for inclusion on the next agenda.
No
decisions can be taken).
Cllr Lander-Brinkley requested that investigations are carried out into the reason
for the Solar Bollard not working in Ashling Park, has it been vandalised or is it
broken.
There being no other business the meeting was closed at 9.32pm. The next
scheduled meeting is Wednesday, 2nd July 2014
Amenities Committee Minutes – 21st May 2014
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Amenities Committee – 21st May 2014
Public Session
Mr David Chiswell – Denmead Tennis Club
Mr Chiswell stated that he had produced a paper which outlined the lease for the Tennis
Club.
The Denmead Tennis Club is very well used, with 11,500 people using the courts last year.
The Tennis Courts are used by all ages and abilities and there are 12 coaching staff on-site.
Denmead Tennis club are the custodians of the Tennis Courts and as such are responsible for:

Maintaining the lights

Having the courts cleaned and maintained

Regular Slip Tests
The Tennis Courts will need resurfacing in the next 5 – 6 years and this will require funding.
Denmead Tennis Club is willing to contribute 50% of this expense. And although Denmead
Tennis Club may be able to fund the resurfacing completely, the courts do belong to
Denmead Parish Council
Amenities Committee Minutes – 21st May 2014
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Mrs Rebecca Connell, Mrs Carly Wright and Mrs Catherine Williams – Pop-Up Café
The concept of the “Pop-Up Café”

To run an ethical café providing drinks and snacks to the public for a 2 week period in
August 2014.

To provide activities for local children and an opportunity for local artists to showcase
their work.
The vision

A meeting place for friends and families

A stop off between activities

A coffee break whilst your children are entertained.

A showcase for local arts and crafts

A place to learn a new skill

A green attitude to upcycling/recycling

An ice cream on a hot day!
The café would run initially for a two week period, Monday to Friday from 09:30 – 4:30 and
the proposed dates are: 11 – 15 August 2014 and 18 – 22 August 2014.
Requirement – currently investigating the cost of Public liability insurance.
The menu – from local suppliers where possible

Drinks – Tea, coffee, cold drinks (Hill Farm Juice, Droxford)

Snacks – Ice Cream (Bere Dairy), Savoury snack and sandwiches, cakes and biscuits.
Showcase & Activities

A place where local artists and artisans can showcase and sell their work

A free activity for all children to take part in.

A sign-up activity for children to attend at a pre-arranged time at a reasonable cost.
Mrs Connell stated that she and her colleagues had been to the pavilion and had a good look
around, and that they would ensure everything was clean and hygienic before any food
preparation took place. The only issue being the lack of a freezer.
Amenities Committee Minutes – 21st May 2014
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