08-11-18 Open Spaces Committee Minutes

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CHEPPING WYCOMBE PARISH COUNCIL
OPEN SPACES COMMITTEE

Report of the meeting held on Thursday 8 November 2018 which commencing at 7.30pm
in the Council Chamber, Cock Lane, Tylers Green, High Wycombe, Bucks HP10 8DS

Present: Cllr L Willis (Chairman) Cllr I Forbes
Cllr L Johncock (Vice-chairman) Cllr C Jordan
Cllr J Gurney Cllr S Digby Cllr M Wilkes Cllr J Johnson Cllr J Herschel

Also present: Cllr R Kin, Cllr C Leonard, 3 Tylers Green residents from Track 4

The meeting started at 7.40pm due to the late finish of the previous meeting

OS/18/047 Apologies for absence
Apologies for absence were received and approved from Cllr Wood (another meeting)

OS/18/048 Declarations of members’ interests in Items on the agenda
Cllr Jordan declared a personal interest in agenda item 14 having an expenses cheque.

OS/18/049 Delegated Actions
Members were asked to note that since the last committee meeting in September the following delegated actions had been taken by the chairman of the committee and clerk;

Emergency tree works in King’s Wood in the sum of £850.00
Emergency tree works in Magpie Wood and King’s Wood rear of Rushbrooke Close in the sum of £1,080.00

OS/18/050 Allotments
Members were asked to note that the following vacancies existed at the allotment sites:

Chapel Road – 2 half plots and 7 full plots
Ashley Drive – 2 full plots

There was no one currently on the waiting list.

1 Ashley Drive Allotments
Members were asked to consider one of the two quotations received for the replacement shed at the above site.

It was RESOLVED that;
Quote A in the sum of £5,250.00 be approved.

OS/18/051 Magpie Wood
Members were asked to note that rubbish clearance work had been undertaken by Community Payback, Cllr Jordan advised that he had been extremely pleased with their enthusiasm and progress.

Members were also asked to note that a site visit to the wood would be organised to assess the boundary fencing. The visit would be held on a Thursday morning at 11am – date to be advised.

OS/18/052 King’s Wood
1 Ride widening on northern boundary
Members were asked to note that the above approved works had been delayed due to the chosen contractor pulling out. Our Forestry Manager was currently searching for an alternative contractor to undertake the work.

Members were asked to note that confirmation had been received from Wycombe District Council to advise that historic CIL monies had been allocated towards the project in the sum of £8,205.75.

OS/18/053 Tylers Green Common
1 Track Policy
Members were asked to consider the draft Track Policy with the minor amendments suggested at the committee meeting in May.

It was RESOLVED that;
The Track Policy be approved with the insertion of ‘for access’ ;
‘….. this permission has been granted through prescriptive rights or wayleaves being granted FOR ACCESS.’

It was noted that the tracks should be inspected on an annual basis by the Warden.

2 Track 6
Members were asked to note that the approved works to the above track had been ordered. Due to the time of year and weather constraints the drainage channel would be undertaken as a priority, leaving the laying of the surfacing to the judgement of the contractor.

3 Tracks 4, 5 and 2
Members were asked to consider improvement works as requested by residents to Tracks 4 and 2.

Track 4 residents had requested an improvement to the surface and a drainage solution.
Members were asked to consider whether to wait for the completion of the work on Track 6 prior to rolling out improvement works to other tracks, undertaking temporary pothole filling where necessary.

It was RESOLVED that;
The clerk should meet with the residents and produce a technical proposal with costings along with contributions from the residents on a 50/50 basis, with a view to obtaining quotes.

Track 5 residents had requested that no further action be taken on the surface, however the trees overhanging the track need attention.

Members were asked to note that planning permission had been gained for the tree works, however the trees are not owned by the parish council and any work needs to be with permission from the resident at Fir Tree Cottage. A meeting to discuss and arrange the tree works would be held in the latter part of November.

Track 2 has a shingle surface which is constantly rutted by car movements in and out of drives. This short track had been regraded and the potholes filled last year, however the surface was once again rutted and potholes had re-appeared. Remedial work would be undertaken as per the Track Policy as a temporary measure.

The 3 Tylers Green residents left the meeting at 8pm

OS/18/054 Playground Updates

1 RoSPA Play Inspection Reports
Members were asked to note the Safety Inspection Reports. The reports had been passed to the Warden who was working through the Inspector’s findings on each site. Members were asked to note that the Findings Information had been provided due to the size of the reports.

It was noted that there were no major faults, the majority being low to very low risk. An update on works undertaken was requested for the next committee meeting.

2 Green Dragon Recreation Ground
Members were asked to note that two designs for the above site had been received to date. A third company was still to provide a design.

It was noted that no confirmation had yet been received from the football club for the project to go ahead.

OS/18/055 Derehams Lane Recreation Ground
1 Trial Holes
Members were asked to note that the trial holes were dug on Monday 22 October. The feedback received clearly showed that the existing entrance could not be lowered.

Members were asked to note that a site visit would be arranged to assess the feasibility of moving the entrance higher up the lane thus making entry onto the site easier.

It was noted that the site visit would be undertaken on the same day as the visit to Magpie Wood

OS/18/056 Orchard Green Hedge
Members were asked to note the report and recommendations from the Working Party meeting held on 28 September on site.

In light of the report and recommendations, members were asked to consider one of the contractor quotes for clearing and preparing the ground and either Option 1 or 2 for the replanting of the hedge.

It was RESOLVED that;
Quote C be approved in the sum of £1,950 for the hedge removal and ground preparation and Option 2 comprising of instant hedging.

It was noted that instead of chestnut paling fencing a quote should be obtained for post with three wire fencing which would sit inside the hedging.

OS/18/057 Budget 2019/20 – projects for inclusion
Members were asked to consider for inclusion in next year’s budget the following;

• Path from Track 6 to New Road canopy opening – £5/6k PRIORITY 2
Rejuvenate the surface of the path with self- binding gravel – £4/5k
• Allotment site – increase budget to allow for rubbish removal – £4k PRIORITY 4
• Set up Ash Die Back EMR -we have been advised that all our ash trees need to be assessed and taken down before they die – £10k
• Work on footpath and fence running along Scout Hut F/H – £3.5k PRIORITY 3
• Orchard Green hedge – next section £5k PRIORITY 1
• Derehams Re-development project – increase EMR £10k/year
• Magpie Wood boundary fencing – a figure would be available after the site visit.

It was noted that the suggestions needed to be prioritised as it is expected that a general budget line for Open Spaces Projects would be created and therefore not all the above would necessarily be affordable in the next financial year. It was noted that the clerk along with the chairman and vice chairman would continue to prioritise the projects.

Members were asked to make further suggestions and these were as follows;
• TG Management Plan – start working through
• Hedge planting at Straight Bit Recreation Ground
• Landscaping at Straight Bit Recreation Ground
• Play area seating
• Lavendar hedging around play areas as an option to completely fencing areas off
 

OS/18/058 Committee Finances
Members were asked to note the committee income and expenditure to Period 6 (September).

It was noted that the committee budget is currently below run rate and therefore in order to be able to afford the projects in OS/18/057 for next year a reduction in maintenance areas could be made leading to a more accurate use of the budget lines.

OS/18/059 Questions from committee members and the public
 Cllr Kin asked a general question about footpaths and who was responsible for them.
Cllr Herschel advised that Bucks County Council were responsible for most of the footpaths.
Cllr Johncock advised that she had been continuing with her search for the owner(s) of the overhanging trees on the footpath between Headley Road and Straight Bit. The path was now quite dangerous as the trees were covering the footway lighting.
• Cllr Leonard asked if the CIL money could be used towards picnic benches.
As long as the money was for community benefit it could be allocated.
• Cllr Gurney asked what time the footway lighting should be turning off.
Cllr Herschel advised that it normally turns of between 23.30 and midnight.

OS/18/060 Accounts for payment
Accounts for payment were circulated at the meeting for consideration by councillors.

It was RESOLVED that;
the accounts for payment be approved and cheques numbered 9668 to 9682 be signed and direct debits to EE, E-ON, Shell (Fuel Card Services), Castle Water, Affinity Water and Barclays be approved for payment.

The chairman thanked members for their attendance and closed the meeting at 9.08pm

Date and time of next meeting: Thursday, 31 January 2019 @ 7.30pm

Signed Dated 18 December 2018