DRAFT Minutes of a Meeting of the Recreation & Amenities Committee Held in the Council Office, Grayshott Village Hall On Thursday 11th October 2007   Present: Mr I Robinson (Chairman), Mr. C Thompson, Mr. C Slaughter, Mr. H Murphy, Mrs. A Myers, Mr. R Fudge, Mr. S Herrett, the Clerk, Mrs. Liz Pennick and the Assistant Clerk, Mrs. L Coney     1              Apologies – Mr. S Georgii 2              Declaration of Interests – None declared. 3              Minutes of Meeting held on 9th August 2007– agreed and signed. 4              Matters Arising - There were no matters arising. 5              Allotments   5.1    Inspection Reports Beech Allotments – Work is progressing with most allotment holders putting their allotments to bed for the winter. Stoney Bottom Allotments – Not much change to report. Still awaiting the allotment markers and tap.   5.2    Waiting List. Currently 8 with a half plot at Stoney Bottom to be offered from 1st January 2008to the next person on the list. 5.3    Allotment Improvements. The quote for the tap at Stoney Bottom has been received from ADS. The cost to supply and install the new tap is £693.51 + VAT. Mr Robinson proposed to use ADS, this was seconded by Mr Herrett and agreed unanimously. 5.4    Grazing Land. There is an identified need for more allotments at Beech. It was thought sensible to install new fencing to bring plots 14-16 back in to use with the creation of an additional seven plots, which would bring the total number of new plots to 10, which would satisfy the current waiting list. The primary allocation of the land at Beech is for allotments, and given that the lessee of the grazing land has passed away then it would be a sensible time to make the additional plots. Red Lanewill quote for all works to make this possible including fencing and rotavating the land. This was agreed in principle, but the committee will await an accurate quote before proceeding. Mr Murphy asked if some of the land could be gifted to the church. This is not possible as it is registered for allotment use only under the Enclosures Act, however the committee could consider gifting land at Stoney Bottom to the church in the future.          The Assistant clerk was asked to write to allotment holders who have two plots to inform them that they may be asked to give up one of their plots in the New Year to satisfy the waiting list. Allotment holders should be asked to specify which plot they would prefer to relinquish if necessary. Also the assistant clerk should advertise that the grazing land is available; making any applicant aware that the plot offered will be around 1 acre.   6       Littlejohn and Lyndon Green Play Areas   6.1        Littlejohn Play Area – The gap in the fence has been filled but needs turfing. The wet pour has also been done. 6.2        Lyndon Green Play Area – Part of the white plastic fence panel is broken and needs straightening and repairing. The assistant clerk had previously tried to contact the manufacturers of the fencing to get replacement caps but they are no longer in business. Assistant clerk to ask Playsafe to repair, even if it has to be done using generic parts. The wetpour close to the small roundabout is starting to break up, assistant clerk to ask Playsafe to look at it. (It should be under warranty.) The bin in the corner by the war memorial is also broken. Ask English Landscapes to replace. 7              Lyndon Green/ Village Green   7.1        Hedges/Paths/ Fences.  It was noted that there is no barrier at the gap in the fence between the Nancy Littlejohn Playground and the Sports Pavilion, but this has been the case for some time and is not considered hazardous. At Lyndon Green there is a lot of grass in the new hedging by the picket fence. Mr Hitchcock will trim back and put down bark to suppress regrowth of grass and weeds. Red Lanehas quoted for the holly screening along the new fence on the Village Green and to fill the gap in the hedging along Whitmore Vale Road. Total cost £672.00 to include planting and compost. Clerk will write to HiddenGardensto ask if they would be happy for GPC to use their grant to meet the cost, and if so, place the order. Mr Thompson said he had compost at home which could be used but it will need mulching and the holly will need regular watering or it will die. Clerk to ask Mr Hitchcock to undertake this and also to ask Red Laneif Mr Thompson’s compost would be suitable. If not, ask Red Laneto supply.   7.2    Damage to Lyndon Green Path.  The clerk was asked to advise PIG of the cost to repair the path and that GPC require a cheque for the net amount of £395.00. Once the cheque is received the clerk is authorised to ask the contractor to proceed.   8              Trees   8.1   GPCVillagetree survey – Health and Safety report. The survey report has just been received. The works required are broken down into categories. There were no trees in category one, however there are a number of category two trees that need attention in the next 30 – 60 days. Assistant clerk to obtain three quotes for category two works and request an additional quote for category three and four works to be completed over the next couple of year. Clerk to ask Mr Hitchcock to remove the low hanging branches on the Recreation Ground by the football pitch and floodlights.   9       Village Signage   9.1        Grayshott Sign on Headley Road– The Grayshott Society had designed a mock up of the proposed signage. The clerk read out the details of the location. One to be placed in Crossways Roadnear Kingswood Firs. The second on the wall by the Fire Station. The third on the Headley Road, possibly near Fairlands, this will be checked with Jo Russell, and the final one on Whitmore Vale Roadon the Hampshire signposts. On the sign itself the green will be 5-6mm deep, the sun will be 2-3mm deep as will the lettering and bordering. The clerk was asked to write to Phil Bates and Russell Cupitt to let them know that GPC approve of the sign and is grateful to them both for their efforts in this matter.   9.2        HGV Sign – Whitmore Vale Road– The Recreation and Amenities committee had agreed that there was a need for an HGV sign. However it is also agreed that the sign has been erected in the wrong place given that it is in the conservation area and the land where it has been placed belongs to the church. It needs to be repositioned. Clerk to speak to Rev Wing to confirm she would be happy to reposition it not too far from where it is now but somewhere more sympathetic. Following that the clerk will arrange a meeting (to be chaired by Mr Slaughter) with the Grayshott Society to reach a compromise so that our duty to residents and safety can be balanced with the needs of the conservation area. Hampshire Highways can then be informed as to where to re-site it.     10     Sports Field & Pavilion   10.1  CCTV. The assistant clerk had received a quote from ADP (recommended by EHDC) who had priced a complete system for surround CCTV coverage at the pavilion at £6,500. This was felt to be excessive and as a rough estimate of £2000 had been obtained for placing grills at the windows, this was felt to be far more cost effective solution. Clerk to ask Mr Baker for a formal quote for the grills.   10.2  New Pavilion Geoff Tribe has been asked by the clerk to come up with a wish list of improvements and repairs, with pricing, for which some of the £30,000, which has been set aside for the pavilion, could be used, given that a new pavilion is unlikely to be achieved in the next 5 years. Mr Thompson pointed out that the council will need to seriously start thinking about a new pavilion quite soon as the existing one has a limited life span.   10.3  Window repairs. Quotes for repairs to the window had been received. Councillors were asked to consider whether they would prefer a three or four panel option. It was felt the four panel was more economical if a pane needed replacing. The preferred quote for this was from Atcost for UPVC frames and laminated glass priced at £899.17 including VAT. It was agreed by all to go ahead and order this.   10.4     Flytipping. No further flytipping has been reported.   10.5     Electricity Check. This has been completed. The council awaits the report.   10.6     Sports Field and Tennis CourtTrees. The Sports Field trees had already been considered in item 8. With regard to the tennis court, the tennis club have requested that the Parish Council remove the overhanging branches on the two oak trees indicated on the photograph provided and remove the third oak tree and the two silver birches on the far side. Mr Murphy proposed this be done. Mr Robinson seconded and it was agreed, subject to cost. Assistant clerk was asked to put the matter on the planning agenda for November and erect a sign to be put on the trees earmarked for felling to let people know what is proposed.   10.7     Damage to Field. The assistant clerk was asked to obtain quotations for erecting bollards approximately 2 ft high along the two side sides of the car park that open on to the sports field. (Mr Robinson will check with Sports Committee to see if they are keen on this idea before obtaining the quotes.)   11          War Memorial.   11.1   War Memorial Lighting. – Mr Robinson advised the assistant clerk that the committee would prefer buried lighting for the War Memorial. Assistant clerk asked to liaise with Mr Georgii to obtain plans which can then be sent to HCC to advise on electrical work.   12          Highways & Footways   12.1   Speed Limits – temporary warning signs (electronic).  The assistant clerk had written to Cllr James, chair of the Hampshire Action Team and the matter would be raised at the next HAT Highways meeting on the 17th October, which the assistant clerk will attend, to see what options could be made available.   12.2   Whitmore Vale RoadTraffic & School Footpath. Following a meeting with the HCC safety team at the school, it has been decided to create a new gateway from the pottery car park into the school along the fencing which belongs to the school anyway.  The Highways man will also carry forward the proposal to have a “No Right Turn” sign coming up Whitmore Vale Roadtowards Grayshott at the School Roadturning. Along with this it is proposed to have a “No Left Turn” sign from School Roadinto Whitmore Vale Roadand to sign a one way system from the pottery past the school.   12.3   Pavement and Tree (Wayside Flats) The clerk has written to Mr Garside regarding the tree which is suffering from Honey Fungus. She has also written to the managing agents regarding the uneven pavement. The council awaits a reply.   13          SkatePark   13.1   Reports – The skate park is generally sound. There is still a broken fence panel and some missing post caps. Due to the position of the broken fence panel it may be decided not to replace it as the replacement may also get kicked out. There are also two pallets which need to be removed.   13.2   Cleaning – As per normal.   14     The Square 14.1   Inspections and Reports – Red Lanehave been out and repaired the cement infill around one of the water stopcock plates that had disintegrated. They also repaired the loose paving slab and pointing in some of the steps. Mrs Myers will undertake the Square inspections whilst Mr Georgii is away as well as resuming the inspections at Lyndon Green.   14.2   Proposed Refurbishment – Anne Longley from Hampshire Village Initiative has been approached with regard to funding and providing an architect and surveyor. The Square Group is awaiting confirmation of their involvement. The clerk has also been approached by an “A” level student who is undertaking a project on the Square for her coursework. 14.3   Licenses – Two new licences have been issued for Grayshott Concerts and Grayshott Gardeners.   15    Toilets – Have been officially opened and the council now has a key for the Police Office as well as the key for the back gate.   16     Flowerbeds. -  Mrs Lee had written to the clerk requesting payment of £165.00 for planting and materials. This was agreed unanimously.   17     Street lighting – The clerk was asked to write a consultation letter to the owners of the properties in the lay by in Headley Roadbetween Chestnut Close and School Roadwhere the proposed street light would be situated. The clerk was also asked to make sure that when the light was installed the colour of the bulb is the same as all others streetlights.   At this point Mr Robinson proposed an extension, as the meeting was likely to continue past 9:30pm. This was seconded by Mr Herrett and agreed by all.   18     Correspondence   18.1    Community Transport News. NOTED. 18.2    Minutes from Community Forum September. NOTED. 18.3    EHDC Press Release. Liss Resident fined for dropping litter. NOTED. 18.4    Parking at the T- Junction in Glen Road.  The Assistant Clerk was asked to look at how the council could go about the imposition of a two-hour parking limit throughout the village. 18.5    Letter from Amey regarding Highways contract for 2008 – 2015. NOTED. 18.6    Letter from Mr Hitchcock requesting payment for works completed over the last months. Approved.   Mr Thompson asked if the committee had any request for P & R as they prepare the budget for next financial year. Mr Robinson proposed an increase of 5% on last year’s budget.     18     Date of Next Meeting – Thursday 13th December 2007   The meeting closed at 9.56pm         Signed: ………………………………………..        Date: …………………………………………..