DRAFT Minutes of a Meeting of the Recreation & Amenities Committee Held in the Council Office, Grayshott Village Hall On Present: Mr I Robinson (Chairman), Mr. C Thompson, Mr. C Slaughter, Mrs. A Myers, Mr. R Fudge (7:48pm) Mr. S Georgii, Mr. S Herrett, the Clerk Mrs. Liz Pennick , the Assistant Clerk Mrs. L Coney and one member of the public, Mrs. Vardy. 1 Apologies – Mr. H Murphy. 2 Declaration of Interests – None declared. 3 Minutes of Meeting held on 4 Matters Arising - There were no matters arising. 5 Allotments 5.1 Inspection Reports Beech Allotments – Most allotments have now been put to bed for the winter. Stoney Bottom Allotments – No report. 5.2 Waiting List. The assistant clerk will be writing to all those on the waiting list with the current availability which is 12 full sized plots at Beech (including the 10 new plots), 1 half size plot at Beech and 1 half size plot at Stoney Bottom. 5.3 Allotment Improvements. The tap has been installed at Stoney Bottom and is now working and Mr Fudge has the markers ready to put out. The new plots at Beech are being rotivated; this will turn over the whole area and will not leave any paths. The clerk was requested to ask Mr. Hitchcock to mark out the plots once the work is complete. 5.4 Grazing Land. Mrs. Edser is anxious to take possession. She has agreed to a rent of £138.00 and is aware that it is her responsibility to create and/or maintain the fencing. The clerk was asked to write to Mrs. Edser to inform her that she take possession from 1st January 2008 (once the allotments are completed) If there is any delay in the completion of the allotments then she will be refunded the appropriate amount of her rent to cover this period. 5.5 New Allotments at Beech. Already covered (see above) 6 Littlejohn and Lyndon Green Play Areas. 6.1 Littlejohn Play Area – Nothing to report. 6.2 Lyndon Green Play Area. There are two slats in the fencing, which are cracked. The wet pour under the turnstile is still cracked (replacement wet pour has been ordered under warranty.) There is a small amount of rust on the 6.3 Lyndon Green wet pour / rust on climbing frame. Already covered (see above) 7 Lyndon Green/ Village Green 7.1 Hedges/Paths/ Fences. Phil Bates has offered to paint the new fencing on the village green at no cost to the parish council. The clerk was asked to write to Mr. Bates to accept his kind offer and to request that he paints both sides “woodland green.” The clerk asked if the existing hedge needed levelling, as it is uneven on each side of the fence. This was discussed and the clerk was requested to ask Mr. Hitchcock to harmonise the height of the hedging so that it is the same height as the fencing panels. The clerk was asked to research the price of replacing the white fencing at Lyndon Green with iron railings and a gate (approximately 1.2m), similar to that at the war memorial. 7.2 Damage to Lyndon Green Path. The clerk asked Playsafe to re-quote to replace just the three kerbstones, which reduced the cost by £30.00. The clerk also obtained a further quotation for the replacement kerb edging from Playgrounds UK which came in at £650 + VAT. The clerk was asked to advise PIG of both quotations and to state that GPC require a cheque for the net amount of £365.00. Once the cheque is received the clerk is authorised to ask the contractor to proceed. The clerk was also asked to advise PIG that they will need to reconfigure their activities next year to avoid this happening in future. The clerk was requested to obtain a quotation from 8 Trees 8.1 Mr Thompson went to look at the lighting on the village green and Lyndon Green with Mr. Smith. There would be a great expense of many thousand if the Christmas lights in the trees had to be removed whilst tree works were being carried out. They will have to be worked around. This should be kept in mind when the chosen contractor undertakes crown works. The tree warden at EHDC has been advised that there are trees on the verge in 9 Village Signage 9.1 Grayshott Signs. The village entry signs are to be situated at the bottom of the hill in 10 Sports Field & Pavilion 10.1 Windows. The new windows are in and work completed. 10.2 Electricity check. All items have been checked and a periodic report produced by Bryanston Research the works that need to be done. Sebastian Anthony had quoted for the work at a price of £283.00 total. Mr. Robinson proposed that as the funding is available the work should be done forthwith by Sebastian Anthony. This was seconded by Mr. Herrett and agreed unanimously. 10.3 Security. The assistant clerk presented two quotes for bollards to be placed around the car park on the Sports Field to prevent unauthorised vehicles accessing the site. These were from Jackson’s Fine Fencing and Action Digging Services. She was awaiting the quote from The down pipe on the southern end of the pavilion has been smashed just above the ground. The clerk was requested to ask Mr Wood to quote for a metal replacement pipe and enquire with the football club if they would be willing to pay for the damage as it appears to have been caused by a football. 11 Highways & Footways 11.1 Speed Limits – temporary warning signs (electronic). The clerk listed a number of lamp posts, which could be used to house the warning sign. Mr. Robinson suggested that any of the lamp posts in 11.2 11.3 Area outside Wayside Flats. It is understood that the management agents at Wayside have been given notice to quit, so there is little likelihood of any work being done on the tree or the pavement. A land registry map has shown that part of the footpath down to the car park has no known owner. The clerk was asked to write to EHDC to request that they take responsibility for the path and adopt it as it leads to their car park. The clerk was also asked to speak to the PCSO as there is a community safety issue as it is a very dark path and has no lighting. 12 12.1 Report. Nothing new to report. 12.2 Fencing. The clerk presented two quotations (from JB Corrie and Darfen) for work to the skate park to supply and install new post caps, bolts and making good the damage on site as well as supplying and installing reinforcing bars along the back fencing to prevent damage in the future. Having considered both quotations it was agreed to accept the quote from JB Corrie at a cost of £709.44 + vat for the caps, bolt and damage and £1285.87 + vat for the reinforcing bars. Funding for this to come from the “Village Assets” account. 13 The Square 13.1 Inspections and Reports. Mr Georgii reported that some of the slabs on the steps were loose again. These had been check by Mrs. Myers and the clerk who could not find anything loose. However it was decided to just keep an eye on them for now. 14 Street lighting. The assistant clerk wrote to the three residents along side the proposed streetlight. Two had no objection and one wished to know if there have been any incidents which warrant the installation of the light. There was also concern over light pollution. The assistant clerk had spoken to the streetlight department at HCC who said that a shield could be installed on the light to reduce the radiant light at a cost of £40 - £80. Councillors decided that this should be referred to the parish assembly. 15 Correspondence 15.1 Agenda for the Grayshott Village Hall Management Committee (11th December) and minutes of the previous meeting. Mr. Georgii noted that the Village Hall Committee is looking for a replacement caretaker to take over from April. The position will be advertised in the local press, although it was noted that there might not be many applicants as the hours are rather unsociable although the village hall does operate a policy of not opening on Sundays. 15.2 Letter from Cannon Horticulture offering their services for maintenance work in 2008. NOTED 15.3. Letter from Pear Technology regarding digital mapping services. NOTED. 16 Date of Next Meeting – The meeting closed at Signed: ……………………………………….. Date: …………………………………………..
