Minutes - Amenities committee - 30 November 2021
Draft notes of a meeting of the Amenities committee held at the Pavilion 30th November 2021 at 19:20
Present: Cllrs Barr, Callan, Marden and Trought.
In attendance: Mr Pete Tuckerman – Deputy Clerk to Council, Mrs Stacey Knowles – Clerk to Council
Cllr Manders observed the meeting.
1. To consider apologies for absence and note the reason where appropriate – Nil
2. Declarations of interest
a. To receive members’ declarations of interest in accordance with the adopted Code of Conduct - Nil
b. To receive and consider members’ requests for dispensations in accordance with the adopted Code of Conduct and Standing Orders - Nil
3. To confirm the minutes of the Amenities committee meeting held on 27th September 2021– It was Resolved: That the minutes of the meeting of the Amenities committee meeting held on 27th September 2021 be approved as a correct record and signed by the chairman.
4. To consider the Allotment Report and recommendations made - It was Resolved: That the following recommendations were approved for Council Officers to carry out:
a. A lockable skip is to be hired for the allotment holders to utilise for allotment waste only. The skip will be locked/unlocked by either an allotment holder or a Parish council employee.
b. Signage stating that the Allotment are private land can be purchased and erected at the allotment entrance.
c. That permission is sought from the Church Commissioners for England to plant trees at the entrance to the allotments.
d. That the communal areas of the allotment site are added to the grass cutting contract in March 2023 when it is renewed. Village Caretakers to assist with site maintenance in the meantime.
e. Officers to determine the fencing required for the entrance to the allotments, scale of the project and likely costs.
5. To consider acceptance of the Urban Highway Parish Agreement with Lincolnshire County Council for 2022- 2023. – It was Resolved: That the Parish Agreement Scheme with Lincolnshire County Council for Urban Highway Grass Cutting 2022-23 is accepted.
6. To receive a report on Playpark repairs and consider any actions. – A verbal report was given on the conditions of the playparks. It was Resolved: that the following quotations be approved for purchase.
a. 2 x Pull down pads be purchased from HAGS playground equipment suppliers.
b. A new Ladybird rocker seat be purchased from Sutcliffe Play equipment suppliers.
c. A new swing seat is purchased from Wicksteed playground equipment suppliers.
7. To consider the Gas Supply contract for the Pavilion – It was RESOLVED: That a fully protected 36-month contract be purchased from SSE Energy Solutions.
8. To consider the COVID 19 Risk Assessment for the Pavilion – The committee noted the use of delegated authority to alter the Covid risk assessment for the pavilion. The following changes were made – increased capacity for the main hall and reopening of the men’s changing rooms for use by football teams.
9. To consider the Pavilion - It was Resolved: That the following recommendations to the committee be accepted and actioned by Officers:
a. To grant authority to carry out essential fire services work. - -3 work strands are to be made to ensure the pavilion fully conforms to the requirements of British Standards 5839-1. These were supply and fit the following:
i. A key operated fire alarm isolator switch
ii. Apollo nonaddressable smoke detector
iii. LED emergency Lighting Bulkhead
b. To consider installation of additional External Lighting. – Officers are to facilitate the purchase and fitting of 2 x external LED PIR sensor lights for outside of the changing rooms.
c. To receive a report on the Electrical Installations Conditions. – Damage to a dual plug socket was the only remedial work required. Officers to arrange for purchase and fitting of a new socket.
d. To grant authority to purchase a pressure washer. – Permission to purchase a pressure washer given.
e. To consider the purchase of new kitchen counter. – Permission given to purchase materials for a new kitchen counter to be fitted by the Village Caretaker.
f. To consider the hire of a skip. – Permission given to hire a lockable skip to dispose of waste as needed. User groups would also be invited to dispose of anything stored within the cabin.
10. To consider the Amenities Action Plan: It was Resolved: The Amenities Action Plan requires attention to ensure it becomes a more up to date document that contains tangible and measurable activities / tasks. PC Officers are to compile a more condensed plan which is easy to monitor progression of tasks at hand and future activities.
Items of a confidential nature to be debated in the absence of the press and public. Under the Public Bodies (Admission to Meetings) Act 1960
It was Resolved:: That the press and public be excluded from the meeting for the consideration of the following item on the grounds that it involves the likely disclosure of exempt information.
11. To consider quotes for:
a. Regular grounds maintenance tasks – It was Resolved: That a contract ending March 2023 for regular grounds maintenance work would be awarded to Glendale.
b. Urban Highways grass verge cutting - It was Resolved: That the Urban Highway grass verge cutting contract be awarded to Glendale, to carry out 7 cuts per year.
Open Committee Session.
12. To consider the Amenities Committee Budget for the Financial Year 2022-2023. It was Resolved: That a recommendation be made to Full Council that the Amenities Committee budget be set at £34,685.00 for 2022-2023.
13. Items for the Agenda of the Next committee meeting. – Action Plan, Pavilion.
There being no further business the chairman closed the meeting at 20:25
Signed_______________________________Chairman 28 March 2022