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CHEPPING WYCOMBE PARISH COUNCIL
OPEN SPACES COMMITTEE
Report of the Open Spaces committee meeting held on Tuesday 25 August 2020 at 7pm via Microsoft Teams
Under the Local Authorities and Police and Crime Panels (Coronavirus)(Flexibility of Local Authority and Police and Crime Panel Meetings) (England and Wales) Regulations 2020 (4 April 2020) allowing Local Authorities flexibility to hold meetings at a time, day and frequency to suit their own needs, without the requirement for further notice.
The meeting was open to members of the public and press
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 K Wood Cllr S Herron Cllr B Kin
Also present: Cllr D Johncock, Cllr J Herschel, Cllr A Barron, Cllr R Wilks and Mr G Christie (CWPC Warden)
OS/20/001 Apologies for absence
Apologies had been received from Cllr White.
OS/20/002 Declarations of members’ interests in Items on the agenda
There were none.
OS/20/003 Delegated Actions
Members were asked to note that since the last committee meeting in March there had been no delegated actions taken by the chairman of the committee and clerk.
OS/20/004 Allotments
Members were asked to note that the following vacancy existed at the allotment site:
Chapel Road – No vacancies
Ashley Drive – 1 full plot
There are currently 11 people on the waiting list.
1 Ashley Drive – Tenancy Agreement change
Members were asked to consider changing the tenancy agreement to re-instate the permission for allotment holders to have fires on their plots. The compost heap idea had not worked as all sorts of rubbish had been dumped making the area non-viable and it has also become costly to remove.
It was RESOLVED that;
The point relating to bonfires would read as follows;
‘A bonfire for the disposal of diseased dry material is permitted upon the tenant’s own plot in a purpose-built incinerator but only between 1st September and 31st May; NEVER burn household rubbish, plastic, foam or paint. Do not take rubbish to the site to burn. Avoid burning on damp or windy days out of courtesy to other allotment holders and surrounding properties. Any bonfire is to be supervised by the tenant and is not to be left in a lit state; always smother the remnants of the bonfire prior to leaving the site with either soil or sand as this will reduce any chance of re-ignition;
N.B No weekend or bank holiday burning.’
It was noted that there was a suggestion that the burning period should be reduced from October to March.
2 Chapel Road – Shed repair
Members were asked to note that the broken window in the shed has been repaired free of charge.
3 Fencing to Scout Hut boundary
Members were asked to note that the fencing had been ordered as approved at the remote Council meeting held on 9 July 2020 and would be installed week beginning 24 August.
OS/20/005 Tylers Green Common
1 Track 4 Trial holes report
Members were asked to consider the report on the track condition from Surtees Groundworks Ltd.
Members were asked to note that a further meeting with the contractor on site would be arranged as per their request to further discuss the requirements needed and possible costs involved due to their finding of contaminated materials, namely coal tar. The project may need to go out to formal tender if the cost escalates.
OS/20/006 Tree works
Members were asked to consider the quotations for the following works;
Fire Ride, Tylers Green – to remove one Ash tree and reduce one Ash tree away from resident’s garden.
It was RESOLVED that;
Quote A in the sum of £650.00 be approved and the works ordered once planning permission has been received.
Clearbrook/Beechwood Close Amenity Area – to reduce Norway maple by 25% away from resident’s garden and remove Whitebeam;
It was RESOLVED that;
Quote B in the sum of £750.00 be approved and the works ordered.
Straight Bit, Flackwell Heath – removal of 2 Sycamores and 1 Cherry.
It was RESOLVED that;
Quote B I the sum of £900.00 be approved and the works ordered.
OS/20/007 Playground Updates
Members were asked to note that a general review of our fitness equipment would be undertaken shortly with a view to perhaps adding further disciplines at each site.
1 Ashley Drive Recreation Ground
Members were asked to note that quotations for the bow top fencing for the play area are in the region of £20k. Cllr Barron has taken this project to the Community Board to bid for matched funding.
Members were asked to consider the quotes received for the replacement of the surface under the zip wire as this is now a health and safety issue.
It was RESOLVED that;
Quote A in the sum of £3,000.72 for grass matting and turf be approved and the works ordered.
2 Straight Bit Recreation Ground
Members were asked to consider the quotes received for the replacement of the play surface under the large tower. The surface had been patch repaired over the last two years, however there was now also considerable shrinkage causing some trip hazards. Due to the vandalism of the surface the guarantee was void.
It was RESOLVED that;
Quote B in the sum of £16,530 be recommended to full Council, as a virement from the general reserve requires approval.
Members were asked to note that there have been requests for the removal of the parkour area due to it being used by youths as a meeting point; broken glass is often found around the equipment.
It was noted that the parkour area is a popular meeting place for teenagers and therefore it was requested that a log be kept of any notified instances of anti-social behaviour.
It was also noted that the play area at Straight Bit was not yet completed.
3 Incident at Straight Bit
Members were asked to note that there had been a notified incident on a piece of equipment in the small children’s play area. A young boy was playing on the equipment when a splinter became lodged in his chest. We are not sure when the incident occurred, possibly 12 or 13 August. The parent posted the incident on the Flackwell Heath Facebook page on Thursday 13 August in the evening and telephoned the office on Monday 17 August leaving a message on the answerphone at about 4pm. We advised that the equipment at the site was checked on a weekly basis and had not had any notifiable issues. The warden and Cllr Willis independently inspected the equipment following the notification and neither could find any evidence of splintering. The council’s insurance company has been notified of this incident.
OS/20/008 Dog Waste Bins
Members were asked to consider a request for an additional dog waste bin at the Treadaway Hill entrance of Fennels Wood.
It was RESOLVED that;
A comprehensive review of the dog bins would be undertaken by Cllr L Johncock and brought back to the next committee meeting in October.
Members were also asked to review a request from a Tylers Green resident to move the site of the dog bin at the Church Road end of the fire ride. The resident had been suffering from an increased number of flies in the back garden.
It was RESOLVED that;
The bin has been in its current location for many years and had been no problem. The increase in flies was being suffered everywhere and therefore the bin would remain.
OS/20/009 Green Dragon Lane Recreation Ground/Flackwell Heath Minors FC
Members were asked to note that the Club were looking to start the works, an application had been sent to Building Control along with a drawing/specification of the intended works to the pavilion. The Club had been advised that no work should be undertaken until full approval from Building Control had been received.
It is believed that the Club have enough funds to undertake the works to the pavilion. Members were asked to note that a further grant application had been received for monies in the region of £20k – £25k for the car park works this will be taken to the next Finance & General Purposes Committee for consideration.
It was noted that planning permission for the extra car parking spaces would be required.
Cllr Herschel left the meeting
OS/20/010 Railway Land
Members were asked consider the quotes received for the tree works required behind Woodside Close.
It was RESOLVED that;
Quote A in the sum of £1,800.00 be approved and the works ordered.
OS/20/011 Committee Finances
Members were asked to note the committee income and expenditure to Period 4 (July).
OS/20/012 Questions from committee members and the public
There were no members of the public in attendance.
Cllr Herron queried the use of the Back Common by a Judo group. The clerk advised that she had not been approached by the Judo Club for a permit.
Cllr R Wilks highlighted the issue with car parking around Juniper Hill School in Flackwell Heath.
Cllr Barron mentioned the need for a dog bin on Northern Woods in Flackwell Heath and was pleased to hear that a full survey of the dog bins would be undertaken.
OS/20/013 Accounts for payment
Accounts for payment were sent via email prior to the meeting for consideration and approved at attached.
Date and time of next meeting Tuesday 27 October 2020 @ 7.00pm via TEAMS
Signed: Dated: 15 October 2020