BURGHFIELD PARISH COUNCIL

Minutes of the Environment & Recreation Committee Meeting
Date: / Thursday 19th January 2012 / Time: / 7.45pm
Place: / Committee room, Burghfield Village Hall
Present: / Mr I McFarlane (Chairman) / Mrs C Jackson-Doerge
Mr R Hannington / Mr P Lawrence
Mr C Greaves / Miss M Cresser
Mr C James / Mr S Hill
Dr R Longton
In attendance: / Cally Morris (Clerk) / Mr D Mundy
Apologies: / Mr J Sayer / Mr N Morse
1. / Declarations of interest on agenda items
There were no agenda items requiring Members to declare either a personal or prejudicial interest.
2. / Minutes of the last meeting of the Committee
The minutes of the last meeting of the Environment and Recreation Committee held on 17th November 2011, having been circulated, were confirmed a correct record and signed by the Chairman.
3. / Matters Arising on the Minutes
i) / TiM’s expressed their thanks to the Parish Council for another successful Christmas tree and Carol Concert at the Hatch Recreation Ground.
ii) / A meeting has been held for the progression of celebrations for the Diamond Jubilee. A formal proposal is being prepared for consideration by the Parish Council.
iii) / Further to the Football Foundation Monitoring Day a full report has been received, where having scored highly, we were advised that monitoring would not be required during the next financial year.
iv) / A local glazier has been instructed to carry out the repairs to the phone box on the corner of Recreation Road.
v) / WBDC were advised of the Section 106 schemes approved by members at the last meeting.
4. / Tree Report
Doug Mundy, the Parish Council Tree Consultant, reported on recent areas inspected.
Following receipt of a quotation for the pruning and felling of selected trees along the boundary line of the Common Recreation ground, a site meeting was held to determine the exact locations.
Resolved to undertake the required work within the areas recommended in accordance with provided specifications. Proposed by Mr P Lawrence, seconded by Mr C Greaves and carried unanimously.
The recent storm caused damage to a few trees within the parish. Our contractor was instructed to carry out immediate clearance to ensure areas remained safe and clear.
A further investigation into the current condition of Badgers Glade is to be undertaken to ensure the area remains healthy and vibrant. A plan is to be submitted for future planting within the parish for the current financial year, any planting required within Badgers Glade is to also be included.
Notification was received from WBDC advising that a Tree Preservation Order had been placed on the Firlands site with immediate effect.
A further 90 Hawthorn whips are to be purchased for planting along the hedge line at the Wells Recreation ground and at the Burial Ground.
5. / Recreation Ground Administration
a) / Common:
Guidelines have been received from the council’s insurance company requesting weekly play areas checks are carried out by a fully qualified engineer for all of the parish council owned areas. Full and detailed records of the checks are to be maintained to ensure adherence to Health & Safety requirements at all times.
Quotations were obtained, in accordance with the councils financial regulations, from fully qualified and authorised playground contractors to undertake the required checks.
Resolved to instruct West Berkshire District Council to carry out weekly checks of all four play areas maintained by the Parish Council. Copies of the weekly checks are to be kept on file, forming part of the council’s records.
Mr C Greaves forwarded details of disabled access barriers for installation at the Common Recreation ground to replace the locked access gate onto School Lane known as K barriers. Investigations are to be made into wooden framed alternatives.
b) / Hatch:
Following confirmation of Section 106 monies being available for replacement matting and additional equipment at the Hatch recreation ground, quotations have been obtained for suitable equipment with alternative options being presented. Consideration will be given to the quotations under item 10 of the agenda.
Permission to hold the May Fayre on Sunday 13th May has been received from the BRA. Resolved to grant permission for the event to be held providing confirmation of the required insurances was provided. The holding of the event would also be dependent upon the weather. A site inspection is to be carried out prior to the event.
Resolved to advise the organisers that stalls are not to be placed over the path unearthed along the hedge line and that the Christmas tree will not be in place prior to the May Fayre
It was recommended that the Residents Association liaise with the local police to address any potential parking issues on the day.
c) / Old Rec. including Skate Board park:
Further investigations were made into a sound deadening metal sheeting for insertion within the ramp structure. Due to the units being sealed, the sheeting was determined unsuitable.
An estimate of £7,000 was presented to members for the insertion of expanding foam into the skate ramps. After much discussion, the committee recommended that further liaison be held with WBDC to ascertain the criteria relating to a noise nuisance. Details will be reported at the next meeting.
d) / Wells:
Additional hedging to address the gap brought to our attention by a local resident has been purchased and installed.
It was highlighted that improvements could be made to the overall access at the site, particularly in relation to the sliding bar gate. A quotation was obtained to replace the slide bar with a pedestrian gate and lockable double gates for mower access.
Resolved to install a new access gate. Proposed by Mr P Lawrence and seconded by Mr c Greaves. 8 members voted in favour, 1 against.
6. / Parish Maintenance – general issues
Sovereign Housing – A response was received from Sovereign housing following a request from the Parish council to investigate additional parking measures within Hunters Hill. Sovereign believed it was an issue that required further assistance from WBDC.
Signage within the Parish – The Clerk advised members of a publication available via the Communities and Local Government website relating to the erection of outdoor advertisements and signage. Enforcement at WBDC are to be advised of offending items.
Street light at The Close – A replacement street light has been ordered for The Close following damage to the main pole and bracket.
Footpath request – A request has been submitted to WBDC for an extension to the footpath on the NW side of Reading Road from Hermits Hill down to the GDBA following the issue being raised by local residents.
Chicane removal – Dr R Longton advised that a letter had been prepared and was awaiting distribution to local residents regarding the possible removal of the chicane at Hunters Hill.
7. / Highways and Footways – general issues including:
i) / Update following request for grit bin at Wren Close – Following consultation with local residents, a request has been forwarded for the existing grit bin in Lamden Way to be increased in capacity to ensure Wren Close could also be served in any eventuality.
ii) / Rights of Way Improvement Plan – A request was forwarded by WBDC for parish councils to consider making provision within their precept for improvements required to local footpaths. WBDC have responded to the questions raised by the parish council. The Clerk will circulate to committee members for consideration. The item will be considered at the next meeting.
8. / Parish Burial Ground – to note current position and detail future actions or decisions
The perimeter fence has been erected. Planting plans are to be being drawn up for consideration by the Burial Ground Committee.
The draft rules and regulations are also to be considered at the next meeting.
A recommendation is to be forwarded to the Parish Council for an application to The Woodlands Trust for hedging plants to be installed around the perimeter of the burial ground in commemoration of the Queens Jubilee
9. / To deal with any administrative issues for the:
i) / Common allotments - All problems are currently being handled in the correct manner and in accordance with the rules as approved and amended in May 2011.
There has been an increase in the number of people interested in a plot, with a waiting list having been compiled.
ii) / Hatch allotments - An electronic copy of the allotments site plan is to be formed with links directly into both mail merge options for invoicing purposes and correspondence.
There have been further flooding incidents at the site. A site meeting was held with Thames Water and the Environment Agency to push for the pumping station capacity to be increased to cope in rainy conditions.
Resolved to send a letter to the plot owner responsible for the pile of tyres at the allotments requesting their removal. Failure to remove the offending items will result in the plot holder being invoiced for their removal by a specialist firm.
10. / To receive and consider quotations received for improvements at the Hatch Recreation ground for safety surface and additional equipment
Quotations were received from three playground specialist companies, with two different options of equipment by each, were presented for consideration. The suggested improvements are to be undertaken using allocated Section 106 Open Spaces monies. Members examined the proposals in great detail.
Resolved that Playdale be instructed to carry out the improvement works and install the additional equipment as per quotation. A pre contract meeting will be arranged to progress the project as soon as possible. A request will be presented for all works to be completed prior to the May Fayre.
11. / Millennium pavilion
An insurance claim has been submitted for repairs required both internally and externally following tiles on the roof having been broken. Rain water caused considerable ceiling and wall damage following a period of heavy rain.
Resolved to instruct Skilz to undertake the required work on behalf of the council as soon as possible.
A quotation for repairs required to the heating system was submitted by Skilz for consideration. Resolved that alternative quotations be obtained as a comparison.
The council’s insurance company has requested that additional security measures be put in place prior to the insurance renewal in June. A quotation was obtained for the building to be painted in anti-climb paint.
Resolved to instruct Skilz to paint the building in anti-climb paint. Additional confirmation is to be sought that all required signage has been included within the quotation.
12. / To consider locations for replacement noticeboards within the Parish
Miss M Cresser provided the committee with a full and detailed report regarding the provision and suggested locations of new noticeboards within the parish. A plan of action to revamp existing noticeboards was considered by members.
Resolved to move the noticeboard currently in-situ at the Wells Recreation Ground to the proposed new entrance gate.
Resolved to progress with the purchase of new noticeboards and revamp existing boards as presented by Miss M Cresser, with the above amendment.
Resolved to instruct Mr T Cross to carry out the required re-painting and revamps as per schedule.
13. / Progress re the development of an Emergency Plan
The WBDC Emergency plan template is to be forwarded to members for further review.
14. / Items for information only - None
Meeting closed at 21.20p.m.

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