PRESENT: Councillors: S Green(Chairman), B Eddolls, S Clarke, M Curtis, J Scarsbrook &

MINUTES OF STOW ON THE WOLD TOWN COUNCIL’S PARKS & SQUARE COMMITTEE MEETING HELD ON WEDNESDAY 10TH NOVEMBER 2016AT THE YOUTH CLUB CENTRE, FOSSEWAY, STOW ON THE WOLD, GLOUCESTERSHIRE GL54 1DW AT 7.15 PM

PRESENT: Councillors: S Green(Chairman), B Eddolls, S Clarke, M Curtis, J Scarsbrook &

J Davies H Sipthorp, Clerk of the Council & 0 Members of the Public

Also in attendance: Advisor: Mr J Perkins

Public Participation: None.

1. APOLOGIES FOR ABSENCE: Cllr V Davies & Mr N Surman & Mr G Parke

1. DECLARATIONS OF INTEREST IN ITEMS ON THE AGENDA:Members were reminded to declare any interests in items on Agenda as the Meeting progressed.

1. MINUTES OF MEETING HELD ON 19th October 2016

RESOLVED –That the Chairman should sign the Minutes as a true and accurate record of the Meeting. RECORD OF VOTING – All in favour. Motion carried.

1. CHAIRMAN’S ANNOUNCEMENTS

Chairman thanked everyone who helped at the Bonfire Event and for making it such a success.

1. CLERK’S REPORT AND MATTERS ARISING FROM ABOVE MINUTES

QEII Fence Repair

This had been completed and the owner of the adjacent field had called the office to thank the Council for repairing the fence and praised the contractor for the work that had been done.

UBICO– Clerk is now in possession of a town map which indicates the zones as to the frequency of the cleaning of the streets.

Wraggs Row – A letter had been put through the letterboxes of all properties saying that if they think any work is necessary to the trees on the adjacent green that they must contact the Council and go through the correct procedures.

Chaplins Circus – Clerk has still not been able to make contact but will continue to try.

Maugersbury Road Footpath – The clearing of the footpath, via the GCC Lengsthman Scheme, had been completed. It was reported that hardly any work had taken place and that they appeared to just clear a few leaves rather than the more extensive work requested. Clerk to take up with Cllr Moor.

Trees on Stocks Green, High Street – Clerk had initially asked CGS to take a look and to give their comments as to what if anything needs doing to the trees.

Tent on King George’s Field – Another tent has appeared. Due to circumstances the Police had got involved and told the owner to get off the site within 24 hours and remove all the rubbish and litter.

Signs at entrances to QEII Field – Clerk is researching.

Tree Survey – Cllr Curtis has not had time to locate a copy of this report but will action as soon as possible.

Kissing Gate at QEII entrance from Fosse Way – This will be a joint project with the new signs to ensure that the entrance conforms to the law in terms of a public open space.

Union Jacks/Poles in the town – These had been taken down. Suggested that perhaps new flags should be purchased in the future.

1. BONFIRE EVENT

Council had received good feedback on the event which was hailed a success and was well attended.

The Meeting discussed the event and some comments were noted on things that could be improved for next year. For instance, the Council must fence off the bonfire because it became apparent that towards the end of the evening the children were congregating around the fire. Access to field via Fosse Way entrance must be improved and made accessible for the disabled/pushchairs and be a gate that could be fully opened. The amount of people entering via this entrance was in large numbers and they were backing up to the main road. An area to be fenced off for disabled vehicles to be able to park on the field for next event. This, however, would have to be organised and monitored carefully with so many pedestrians around. It was suggested that perhaps they could arrive slightly earlier. In view of increased number of people attending this event which is likely to grow year on year the Clerk is to speak to the Council’s insurance company. Marshalls with donation buckets will stand at both entrances to the field and be sure to be in place by the end of the fireworks display where there appears to be a mass exodus. Kettle in pavilion needs checking as it kept tripping the supply. Someone suggested that the roping off of the field could be changed to allow more access to the crowd to watch the fireworks. Clerk said that on the evening it needed more marshalls around the fenced off area. There were only three on duty. Better organisation of who is to be offered complimentary refreshments – certainly the Fire Crew. Some liked the music playing and some did not. However, it was agreed that the use of the microphone is a must. Marshall at gate suggested he should have the loud hailer and more thought given to the safety of pedestrians crossing the road and perhaps more light in this area. Some criticism with regard to how long the queue was for food and maybe the stall holders should be asked to bring more staff. However, in their defence the Clerk said that no one had anticipated the amount of people that actually came along. Bar had worked well. Finally, the Clerk is to ascertain how much extra it would be for G Force to set the fireworks to music. A Member proposed that the Council should pencil in Friday 3rd November 2017 for next year’s event and to put a budget forward of £5,000 minus anticipated income. All in favour.

RESOLVED – That £100 be given to Stow Cricket Club for the use of the pavilion and the electric supply. RECORD OF VOTING – All in favour. Motion carried. Clerk advised that when taking into account the income and expenditure for this event the total cost to the Council is c£1500 which takes into account the donation to the Cricket Club.

1. CHRISTMAS 2016

TOWN LIGHTS

Expenditure Approval for installation etc of Christmas lights in the town including the supply of 100 off 4w LED lamps 200 lm from S Turner Electrical Limited at a cost of £2092.00 + VAT

RESOLVED – Approved. RECORD OF VOTING – All in favour. Motion carried.

Clerk said that the electrician will be in the town erecting the lights in the last week of November. He would install all the new sockets for those properties that the Council had gained permission from and the remaining would have to be done in the New Year. Clerk to organise the hire of cherry picker. There appears to be confusion on who has been paid and who should be paid for the electrical supply for the Christmas lights. This will be placed on the Agenda for the next Meeting.

CHRISTMAS TREE

Will be erected on the Stocks Green by the end of November. Lights to be put up on tree when cherry picker is on site.

EVENT ON FRIDAY 9TH DECEMBER 2016

Event will start at 6 pm. Mayor will officially switch on the Christmas tree lights. Discussion on what music could be organised. Live music is preferred and Cllr Eddolls is to make further enquiries otherwise Express Presentations will attend and play seasonal music through the PA System. Stow Primary School will sing carols around the tree and it was requested that at least two traditional carols be included. If all goes to plan the singing will commence around 6.15 pm. The Baguette Shop, Church Street, had offered to run a stall and sell baked potatoes which everyone agreed would be a nice addition to the free homemade hot soup to be served which Cllr Clarke is organising. Mr Boers to be asked to apply for a temporary license to serve mulled wine and possibly beer. Stow Primary School PTFA to run a stall for soft drinks etc. Father Christmas will give out sweets. The Clerk is to purchase these. He will arrive on the Stow Fire Engine at a time to be confirmed with the Station bearing in mind they have day jobs.

1. STOW FAIR REVIEW (including car parking arrangements)

The Fair had gone off without any major incidents and numbers continue to be down. The car park on King George’s Field had made a profit of £198.00 when all costs had been deducted. RESOLVED – That in view of dwindling numbers the Council will offer £300 to the car park attendants for future Fairs. RECORD OF VOTING – All in favour. Motion carried.

1. STOCKS

Clerk had written to Conservation Officer in relation to the Council wishing to make repairs to the Stocks. She is currently on holiday therefore a reply had yet to be received. Unanimously agreed that no further action be taken on the Stocks.

1. VISITOR INFORMATION CENTRE (VIC)

Clerk reported that the Council had resolved to go ahead with the Town Benchmarking Survey. This she felt would give valuable information in terms of signage and the perception of the VIC.

Trustees had refused the Council permission to put up a “temporary” sign. Clerk requested to write to Chairman of Trustees to say that other organisations erect “temporary” signs and to give assurance that any sign put up would be taken down each night otherwise the arrangement would cease immediately.

Money will be allocated in the new financial year draft budget for the refurbishment of the two noticeboards in the Maugersbury Road and Shopper Car Park adjacent to Tesco.

Website – Clerk said that work is needed on the website and to try to get more local businesses on board and to try to get some of the B & B’s to sign up to the charter. Again money will be allocated in the draft budget. Council also need to sort out the arrangements for the hosting of this site which is currently under the name of the web designer rather than the Council.

Town Leaflet & Map – Clerk had met with Officers from CDC and WODC and had talked about doing a town leaflet/map. They had brought along a sample of a leaflet/map that they are currently doing for Cirencester. They would like to do similar for Stow. They would produce the artwork/designs etc but the Council would have to pay for the printing. Currently for 5000 colour copies the cost is around £450. Members thought this was expensive but the Clerk said that the run on costs should be small and had asked for a cost but it had not been forthcoming. Clerk to chase this up. Again a budget for the production of this leaflet which could then be adapted to go into the two noticeboards should be put in the draft budget for new financial year. It was suggested that Mr Surman, Chairman of Stow Civic Society, be invited to contribute to the text along with Cllr Clarke and the Clerk.

All Members were presented with the annual figures up to the end of October for the VIC.

Clerk also reported she and Cllr Davies were meeting with personnel from CDC on 12th December 2016 to carry out the annual review.

1. SIGNS AT ENTRANCES TO QEII FIELD

Chairman of Stow Cricket Club had kindly sent in suggestions for the wording for the signs. Clerk said she would like to do further research on the text working in conjunction with GPFA to ensure compliance.

1. NEW GATE AT QEII FIELD (Swell Road)

Chairman of Stow Cricket Club had obtained a quote from Stow Ag for a replacement gate at a cost including installation of £900 + VAT. This will be considered in conjunction with the adjacent pedestrian access and the new signage to ensure everything conforms to the law in relation to public open spaces.

1. EVENT POSTERS

Council had received a number of complaints about the amount of posters that were being put up around the town. Agreed that the Clerk write, on behalf of Council, to the resident who kindly puts up these posters for various organisations in the town saying that he must limit to a maximum of 30. They must be put up with cable ties and no sellotape, not to be placed on pieces of wood and then erected on postsand no drawing pins must be used. It was suggested that the Council could supply some cable ties for his use if required. All in favour.

1. STOW CIVIC SOCIETY’S QUEEN’S 90TH BIRTHDAY COMMEMORATIVE TREE LOCATION

RESOLVED – That the tree should be planted on the QEII field. As you enter the field from the top gate it should be planted on the right hand side near to where there is a large tree stump. RECORD OF VOTING – All in favour. Motion carried.

1. REVIEW OF CURRENT FINANCIAL YEAR BUDGET

Current spending for Parks Budget stands at c£4500 which includes the Bonfire Event and the fence repairs at QEII field.

RESOLVED – That the Council should purchase two 4m x 4 m gazebos for use at outside events. Cost anticipated costs of circa £400 each. RECORD OF VOTING – All in favour. Motion carried.

Clerk will obtain firm costs including delivery and will come back to the Committee for final ratification.

1. DISCUSS BUDGET PREPARATION FOR NEW FINANCIAL YEAR

Chairman had prepared a wish list of projects that could be considered for the new financial year or as part of a 3 year plan. She requested that all Members take a look and add anything that is missing and let the Clerk have the details so that a final list could be prepared ahead of the next Meeting.

1. TO DISCUSS ANY CORRESPONDENCE RECEIVED – None.

1. ANY OTHER BUSINESS AND ITEMS FOR THE AGENDA FOR THE NEXT MEETING

Clerk requested to speak with the owners of The Unicorn in relation to what is deemed a potentially dangerous tree in their car park on the Swell Road boundary.

1. MEETING CLOSED: 9.30 pm.

1. NEXT MEETING: Thursday 1st December 2016 at 7.15 pm.

Signed: ______Chairman

Dated: ______

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