MINUTES OF THE MEETING OF THE RECREATION & AMENITIES COMMITTEE OF MARTLESHAM PARISH COUNCIL HELD ON 12 SEPTEMBER 2018.

Transcription

1 MINUTES OF THE MEETING OF THE RECREATION & AMENITIES COMMITTEE OF MARTLESHAM PARISH COUNCIL HELD ON 12 SEPTEMBER Present: Mr L Burrows (Committee), Mr E Crichton (Committee), Mr J Forbes (Committee), Mr I O Brien Baker (Committee), Mr E Thompson (Committee), Mr W Welch (Chairman). There were no members of the public. In attendance: Susan Robertson (Clerk), Diane Linsley (Deputy Clerk). 1. Apologies: Mr M Irwin and Mr R Staines. 2. Declarations of Interest 2.1 Disclosable Pecuniary Interest (DPI): None declared. 2.2 Local non-pecuniary Interest (LNPI): Mr Forbes item 6.1, Coastal Path Any update? Mr Forbes is a member of the Deben Estuary Access Group & the River Wall group. 3. Actions from last Meeting Actions completed or on agenda. 4. Public Forum 4.1 To allow members of the public to address business on the agenda There were no members of the public. 4.2 Any issues raised by the public: None. Items for noting 5. Sites 5.1 Recreation Ground Work Plan CP circulated via . A hard copy filed in the office together with the minutes. Noted. 5.2 Matters arising from the site visit during July committee meeting CR1 Noted. The Chairman highlighted the work to improve the old entrance to the Recreation Ground, CR1f. 5.3 Martlesham Common LNR Work Plan CP circulated via . A hard copy filed in the office together with the minutes. Noted. 5.4 Framed entrances project CR2 + CP filed in the office together with the minutes. The remaining cost of the framed entrances project to be taken from the Common Management 4204 budget. 5.5 Seat at the Centenary Play Space CR3 Noted. 5.6 Harry Higgins Playspace insurance claim by Pavilion Management Committee (PMC) for replacement climbing net & installation of CCTV. CR4 The Clerk explained that the cost of paying for PMC s excess ( 100) on its insurance and for their loss of no claims bonus was much less than the cost of replacing the net ( VAT) (DECISION R2018/7d). By claiming on their insurance, PMC had saved the PC money. 5.7 Portal Woodlands Conservation Group (PWCG) minutes of meeting Minutes sent via on Noted. 5.8 PWCG equipment stolen from pill box on a claim on the insurance CR5 It was noted that details of the stolen items and their value had been given to the Clerk and that she had made a claim on the insurance. 5.9 PWCG Events for September & October 2018 CR6 Noted. 2018/24

2 5.10 PWCG - Any update? There was no update. 6. Rights of Way 6.1Coastal Path - Any update? RA/12 Mr Forbes was in favour of improvements to the coastal path and felt that MPC councillors had local knowledge that could help. An improved coastal path would benefit visitors and local residents. DECISION R2018/9a: To write to Natural England expressing the PC s support for the establishment of a link between Martlesham and Waldringfield parishes along the Coastal Path and inform them of the local knowledge MPC s councillors have of the area which might be of use if establishing alternative routes. 6.2 Rights of Way Survey 2017 update? Ongoing. 7. Management of Trees 7.1 Survey of trees south of the Felixstowe Road picnic site car park CR7 Noted. Mr Forbes had been unsure of where the boundaries of the site were when undertaking his survey of the trees. 8. Amenities 8.1 Manor Road bus shelter Ongoing. The Deputy Clerk had received a quote for VAT to replace 3 of the 4 missing panels from the land maintenance contractor. The fourth panel which is missing beading around the inner part of the frame will need to be replaced by a glazier. 8.2 Request for grit bin on Green Lane update CR8 The Deputy Clerk added that Cllr O Brien had been able, after long periods of waiting on the telephone to SCC, to provide information enabling work on the possible installation of a grit bin on Green Lane to progress. 8.3 Notice board on Mill Heath CR9 Mr Burrows suggested that the new notice board be located outside the play area off a path. 8.4 Litter bin at St Mary s Church car park CR10 Noted. 9. Sports Fund Working Group 9.1 Trim Trail RA/11 + CP - notes of the meeting held on filed in the office together with the minutes. Noted. Items for consideration 10. Playground inspections and risk assessments 10.1 Combined report CP sent via , a hard copy filed in the office together with the minutes. DECISION R2018/9b: To remove all the old hardware e.g. gates, concrete posts by the old entrance to the Recreation Ground and reposition the dog bin and dog sign at a cost of VAT and also improve the pedestrian access using type 1 material around the barrier at a cost of VAT. DECISION R2018/9c: To ratify the September Playground inspections & Clerk s decisions between meetings report New safety surface for Kronji s Piece There was no quote to consider because the land maintenance contractor was still researching the best suppliers for a reasonably priced wet pore safety surface. 11. Recreation Ground 11.1 Kronji s Piece Entrance Track resurfacing CR11 + CPs filed in the office together with the minutes. Agree to accept fee proposal from civil engineer Mr Burrows summarised his report. During his work on the proposal he concluded it would be financially sensible to include the whole of the track to the new barrier and the car park. He 2018/25

3 had requested 3 quotes but had only received 2. The Committee considered both quotes. A budget of 5,000 from the EMR Parish Amenities 9014 has been allocated for the project. Obtaining detailed specifications is the first stage of the project. DECISION R2018/9d: To spend up to 2,500 to obtain detailed specifications from G H Bullard for resurfacing the entrance, the track up to the new green barrier and the car park on Kronji s Piece which could include a topographical survey. Mr Burrows to liaise with the Clerk over the matter Creating soil bunds CR12 DECISION R2018/9e: To accept the quote of VAT to create soil bunds on Kronji s Piece which will prevent vehicles parking on the verge Improvements to track a request from the bowls club CR13 & CP filed in the office together with the minutes. DECISION R2018/9f: To obtain a quote to improve the track between the new gate and the bowl s club on the Recreation Ground and delegate the improvements to the Clerk up to a cost of 500. DECISION R2018/9g: To allow Martlesham Bowls Club to reposition their A4 sized letterbox on to one of the new gate s posts. DECISION R2018/9h: To instruct the land maintenance contractor to cut back the willow branches on the bend of the main track on the Recreation Ground to improve visibility Work Party Saturday 20th October 10am -2pm CR14 Volunteers needed. Messrs. Forbes and Thompson to attend the work party. The Deputy Clerk and Mr Forbes to draw up a list of tasks to be tackled on the day. Neil Lister to be invited to join the site visit to determine what work needs to be done. Jobs to include raking the sedge bed and cutting back the copse. No leader from the PC was identified. There was a short break of 15mins for refreshments. 12. Martlesham Common Local Nature Reserve 12.1Martlesham Common LNR 3rd Open Day debriefing CP filed in the office together with the minutes. Consider holding another open day on 31st August 2019? Posters advertising the event needed to be put up sooner. Martlesham Common Working Group (MCWG) to consider, in more detail, improvements that can be made to encourage more people to attend the event. A biobiltz during the event to be considered. Volunteers who took part in the event to be thanked for giving up their time and sharing their knowledge and expertise on behalf of the PC. The date for next year s event to be considered by MCWG Management Plan a. Revised Management Plan & b. Costings CPs (draft management plan with costings and map showing compartments) filed in the office together with the minutes. MCWG to consider the management plan including the costings in more detail and report back to the R&AC in November. Mr Burrows stressed the need to maintain the shrubby edges of the site which screen adjacent roads and provide an important habitat for endangered birds such as the Nightingale. He highlighted the importance of bare patches of ground for insects e.g. in compartment 1b and the benefits of young gorse for linnets. It was noted that the felled trees along Main Road which are re-growing well, need to be maintained as a hedge and must not hide the bus stop. Mr Burrows also suggested that the site be made more accessible to those in wheelchairs and with buggies etc. This would require slightly more work on the paths than was discussed previously (July R&AC). Paths could be smoothed out more and a circuit established. Mr Forbes suggested that the Poplars by Tesco needed monitoring and if necessary pruned or felled in the future. Mr O Brien Baker supported this view. MCWG to consider the above at its next meeting. 2018/26

4 12.3 Information signs for Martlesham Common CR15 Consider when to withdraw the application if it is unsuccessful again. DECISION R2018/9i: To go ahead with the information signs for Martlesham Common LNR if the project is not shortlisted for a Tesco Bags of Help grant in October. The aim is to have the signs ready for next spring Marking the boundary between Felixstowe Road Picnic Site and land to the south CR16 DECISION R2018/9j: To continue with DECISION R2018/1b - to make initial enquiries to surveyors and ask for quotes to mark the boundary between E and F on the plan attached to the minutes and define the boundary at the back of the site which runs along the eastern boundary Friends of Martlesham Common CR17 + CP filed in the office together with the minutes. DECISION R2018/9k: To agree the aims of the Friends of Martlesham Common, a working group of the Parish Council, as set out below: 1) Membership a) This is open to all who support the aims of the group b) Simply joining shows support, and members are not committing themselves to anything further. c) Members may participate in further activities, according to interests, skills and other commitments. 2) Aims, to bring together the community and relevant organisations to a) Promote the conservation of the natural plant, animal, insect and bird life on the Common including habitat creation projects b) Secure the preservation, protection and improvement of the Common as a place of ecological and historic interest, beauty, tranquillity, rest and recreation; c) Encourage appropriate use of the Common through a range of activities; d) Educate the public in the natural history, history, and other aspects of the Common. 3) Activities a) Acting as the eyes and ears of the parish council by informally monitoring and reporting on the condition of the common b) Supporting appropriate uses of the common c) Monitoring the flora and fauna d) Participating in practical working parties e) Representing the Friends at public events to inform and educate about the common and its appropriate uses f) Working with the Parish Council, to maintain and develop the programme of work which underpins the management of the common g) Identifying and accessing grants h) Fundraising 12.6 Maintenance of track to Tesco CR18 Item requested at July meeting. The consensus was that the track to Tesco was now an established route. The track had been open for 20 years. Lighting for the track is available from a lamp on Tesco land, however, this is being blocked by the branches of a Scots Pine. Roots from the pine were the main trip hazard on the track. DECISION R2018/9l: To trim the branches of the Scots Pine blocking the light on to track to Tesco and improve the surface of the track to remove trip hazards and prevent it from getting wider. The Clerk to ask Tesco if they would contribute to the cost of improving the track as it is used by many of their customers. It was suggested the improvements could be done by R G Carter but the Committee felt it should really be paid for by Tesco as it benefitted them. 2018/27

5 13. Western Corridor football pitch 13.1 Request from MHHL for occasional grass cutting on the old Western Corridor football pitch RA13 DECISION R2018/9m: To undertake quarterly cuts to the grass on the old Western Corridor pitch as requested by Martlesham Heath Householders Ltd. 14. Management of trees 14.1Maintenance of memorial trees CP filed in the office together with the minutes. Mr Burrows highlighted the need to prune the prunus by the barrier light at the right time to avoid the tree being infected by silver leaf. The best time is mid-summer not winter. He supported the removal of the gorse scrub along the west and northern edges of the car park which he suggested was added to the management plan for the common. Mr Burrows was in favour of replacing the memorial tree for Roy Berridge, who had achieved a lot as a member of the PC. The replacement tree to be repositioned away from what is now a well-used access point on to the common. Mr Burrows suggested that a maple within the mixed species hedge (26) be allowed to grow tall. He recommended that the Small- leaved lime (30) and other small trees retain their tree guards to protect them from being strimmed and/or damaged by rabbits. DECISION R2018/9n: To agree the Maintenance of Memorial Trees Report and undertake the work listed including planting another tree for Roy Berridge, allowing a field maple in the mixed hedge to grow tall and retaining tree guards around the Small leaved Lime and other small trees. 15. Finance 15.1 Pending expenditure Report circulated at the meeting and filed in the office together with the minutes. DECISION R2018/9o: To pay all pending expenditure transactions (attached to these minutes). The pending expenditure transaction report was signed by the Chairman and the Clerk Income & Expenditure Report CP circulated at the meeting and filed in the office together with the minutes. Noted Budget 2019/20 CP circulated at the meeting and filed in the office together with the minutes. Committee members to identify future projects and their costings to be considered at the November R&AC meeting. 16. Newsletter items for November Suggestions for inclusions The Friends of Martlesham Common. 17. Items for consideration at the next R&AC meeting 17.1 List items. None. There being no further business the meeting ended at 9.30pm M. J. Irwin Chairman, 03 October /28