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Great Waltham Parish Council - Recreation Committee

Report of the Recreation Committee Meeting held on Wednesday 9th January 2008, at Great Waltham Village Hall.

1. Record of Members present
Chairman: Mr J Bell
Councillors: Mrs Dickinson, Mrs Harper, Mr Jackson and Mr Micklem.

2. Apologies for Absence
Were received from Mr Steel, and Mr Huggins

3. Declarations of interests (existence and nature) with regard to items on the agenda.
Mr Micklem and Mr Jackson declared an interest in items 5 and 7.

4. Public Participation session with respect to items on the agenda.
There was no public participation.

5. Allotments. - report of current situation regarding allocations and vacant plots.

Mr Micklem and Mr Jackson declared an interest in item 5.

The clerk reported that almost all of the available plots had now been let and that there were no names on the waiting list. There were 8 rods of un-let allotment of which six was lost to trees/vegetation growth. It was felt that if required these areas could be brought back into operation.

6. Agree Hedge Cutting Program 2008

7. Hedgecutting on Bury Lane allotments (Mr Jackson)

The items were considered together.

Mr Micklem and Mr Jackson declared an interest in item 7.

Mr Bell expressed the wish for hedgecutting to take place on a rolling programme in accordance with the budget available so that hedges could be kept looking neat and tidy. Most hedges surrounding recreation areas were cut under contract by Pinnacle. It was mentioned that the hedge-cutting operations by Pinnacle for 2007 had not been entirely satisfactory but following this fact being drawn to their attention further works were and are still being carried out to rectify and improve the situation.

Areas which were not included on the contract are Bury Lane Allotment (due to the drainage pipe-work running under the verge a tractor could not be used) and Great Waltham Recreation Ground Car Park.

The committee considered three options:

(a) The use of Community Service Workers. (see 11 below)

(b) To use the handyman subject to provision of equipment and training.

(c) To employ and outside contractor (Pinnacle or Mr J Warn)

Following discussion it was agreed that a quotation would be obtained from Mr Warn to cut the two hedges which were not subject to contract. This quotation to be agreed by Finance and General Purposes Committee to ensure that it was within budget.

A letter would be written to Mr A Culham and Mr W Gowers thanking them for their past attention to the Bury Lane allotment hedge and to say that the Parish Council would be taking control and management of the cutting of the top and outside of the hedge by having one cut carried out each year between September and January to avoid any problems to nesting birds. The cutting of the inside of the hedge would remain the responsibility of individual allotment holders.

8. Handyman's Storage Facility/Changing Room at Ford End - update of present progress.
Mr Bell referred to two estimates which he had recently obtained which were greatly in excess of the anticipated cost. Mr Bell reported that his investigations would continue with various contractors.

9. To consider additional Play Equipment - GW Recreation Ground. Discuss/agree project/work to be done/ consultations with whom and how/ timescales etc.
Mr Bell reported that Mr Huggins was happy to lead this project as he was in touch with the School and the Community Network. Mrs Harper also indicated that she was also happy to get involved.

Discussion followed on whether the Parish Plan results should be awaited before proceeding. Further discussion took place on whether equipment should be provided for young children or for the teenagers and whether the hard play area should be progressed rather than the children’s equipment.

It was agreed that the Committee should find out at the earliest possible opportunity what the initial findings of the Parish Plan Group were in this regard and that the matter be held in abeyance until such information is available from the Parish Plan Group.

The item would be carried forward to the next meeting.

10. Changing rooms - Health and Safety Matters – Clerk to report on enquiries made of the EALC.
The clerk reported that EALC had provided the name of a company who could carry out a survey and this was being investigated at the moment. The budget for the survey was in the 2008/9 budget and therefore the inspection would be arranged to take place after April 2008.

11. To consider how the Parish Council can utilise the services of the Probation/Community Service in undertaking larger jobs which are too much for the Handyman to do on his own or to undertake other individual projects.
Mr Bell referred to the successful use of Community Service workers with regard to the redecoration of the Great Waltham Football Changing Rooms and suggested that they might be used for hedge-cutting operations at Brookmead Allotments (following the cessation of the provisional TPO) Discussion followed on the way that this could be dealt with. Also mentioned was the re-seeding of the goalmouths at Great Waltham Recreation Ground at the end of the football season.

Further debate took place on the merits or otherwise of using Community Service workers. It was agreed that if Community Service workers are to be used then the Parish Council had a responsibility to ensure that the work was properly supervised.

12. Purchase of vacuum cleaner for use at Changing Rooms 
It was agreed that in order to keep the changing rooms clean and tidy that the caretaker be supplied with a vacuum cleaner for this purpose. It was agreed to purchase a ‘Henry’ type cleaner. The estimated cost was around £70.


Report of the Recreation Committee Meeting held on Monday 21st April 2008, at Great Waltham Village Hall.

1. Record of Members present

Chairman: Mr J Bell

Councillors: Mrs Dickinson, Mrs Harper, Mr Jackson, Mr Huggins (from item 5) and Mr Steel.

2. Apologies for Absence

Were received from Mr Micklem

3. Declarations of interests (existence and nature) with regard to items on the agenda.

Mr Jackson declared an interest in item 5.

4. Public Participation session with respect to items on the agenda.

There was no public participation.

5. Allotments.

(a) Report of current situation regarding allocations and vacant plots. The clerk reported that all useable plots were now let. There was one name on the waiting list. There were 3.5 rods of un-let allotment which six was lost to trees/vegetation growth. It was agreed that clearance of this plot should be arranged

(b) Allotment agreement – the clerk reported that the three year allotment agreement with Mr A D R Micklem for the Brookmead and Bury Lane allotment areas expired on 16th October 2008. It was agreed that a further agreement for the lease of the land be sought.

(c) Animals on the allotments.
– the clerk reported that complaints had been made by allotment holders regarding dogs and chickens loose on the allotments. Attention had been drawn to the owner of the chickens and these had since been kept in a run on the allotments, although this did not completely conform to the rules. The owner of the dogs was unknown.

(d) Hedgecutting at Bury Lane Allotments – the clerk reported that there had been no response to the letters sent following the January meeting. Arrangements were in hand to obtain a quotation from Mr J Warn for hedgecutting at the allotments later in the year.

6. Storage space for Handyman’s tools/trailer/Parish Council property

Mr Bell reported on the proposals which had been circulated to members. The proposal was for the council to purchase and to site a metal container at Ford End playing field. A quotation of £1,387.50 including security lock (ex vat) has been obtained. There is an option to have it painted any colour at an additional cost of £150 ex vat. Funding of this project was included within the precept for this financial year. Mr Bell indicated that there was some urgency for the PC to have it's own storage area as currently the clerk’s garage is being used to store the trailer and larger mower. The handyman keeps some of the councils tools in his garage at home and other tools are kept permanently in his van. There are other bits and pieces in the changing rooms which could be kept in the store. Mr Bell then explained the different sites which had been considered to site the container.

(a) The Great Waltham and Howe Street recreation ground/playing field - danger that it would become focal point for youths and could be source of noise/disturbance. Security poor.

(b)Allotments - not really suitable. Access difficult. There are other issues such as PC do not own allotments - sites not secure etc.

(c) Site on third party's premises such as local farmer, if such a site could be found.  Has a number of drawbacks to make such a site unsuitable.

(d). Has been suggested we should consider renting one of the Chelmer Housing Partnership garages at Cherry Garden Road.  Have made enquiries and was informed rent is £10 per week (£520 per anum). Do not see this as being a viable proposition - security could be an issue as site not secure and there are no garages readily available.

The proposal at Ford End is to position the storage unit in the left hand corner of the new car park area, behind gates which are locked overnight. It is proposed that part of the copse would need to be cleared using community service workers. Only the front of the unit would be visible. The two sides and rear would be concealed by the high hedge and the blackthorn thicket/copse making access to it difficult and would prevent it becoming a target by the youths. Before proceeding with this option it would be the intention to discuss it with the neighbouring property from which the storage unit would be visible.

Mr Bell reported that the Planning department at CBC had indicated that as the PC own the site and the unit would be for their own use full planning permission is not necessary as it would come within our 'permitted development rights'.

An alternative suggestion by Mr Micklem was placed before the Committee. Mr Micklem suggested that a container would be unsightly and generally attracted the wrong sort to it. Any location would not be very secure. Mr Micklem suggested that consideration should be given to the purchase of a prefabricated garage similar to the one on the allotments. This would be more esthetically pleasing and similar in cost to the price of the container. One example is a 8’3" x 16’1" is £1,305 but there would be a need to put down a base as well.

It was agreed that further investigation should take place to seek a suitable storage facility.

It was proposed that the clerk and Mr Bell should work together to seek:

  1. a written proposal for a garage unit, including base work, delivery and erection and to include any modification to the interior to accommodate shelving etc.
  2. to find a competitive quotation for a steel container
  3. a written agreement from CBC regarding the need for planning permission.
  4. to establish if the Community Service workers would undertake such work 

7. Ground Condition Ford End Playing Field.
Mr Bell expressed concern regarding the state of part of the Ford End Playing field indicating that the southern end of the field was not in good condition and was weed an moss rather than grass.

It was agreed that further enquiries would be made through Pinnacle and local farmers to seek costs for works to improve the grass surface at the southern end of the field.

8. Handyman's Storage Facility/Junior Football Changing Room facility at Ford End Playing Field - update of present progress by Mr Bell.

Mr Bell reported that he had experienced difficulty in obtaining a suitable dual purpose building and suggested that in view of the ground condition (see 7 above) and the progression of the storage facility (see 6 above) this item be deferred.

It was agreed that the matter should be deferred.

9. Additional Play Equipment - GW Recreation Ground and hard surface footpath/cycle track .

Discussion took place regarding whether the children’s recreational area should be extended up to the western end of the recreation ground. Opinions both for and against the proposal were made. Before considering the equipment to be provided, it was agreed that the local residents should be consulted on the proposals. Mr Jackson undertook to discuss the extension of the children’s play area with the immediate neighbours and report back via email or the monthly meeting. Mr Huggins undertook to study the provision of a Youth Shelter.

The clerk was asked to obtain an estimate for a path/cycle path – the path was not to be tarmac surface and should be wide enough for pushchairs and wheelchairs

10. Changing rooms - Health and Safety Matters – the clerk reported that a quotation of £300 had been received to carry out a Health and Safety check on the changing rooms which would include Health and Safety, Fire and Asbestos inspection. An amount of £500 had been included in the 2008/9 budget for this purpose.

It was agreed that arrangements be made for an inspection to be carried out at a cost of £300 and a report prepared.

11. To report that Ravens FC have used the ground on 27 occasions up to the end of March generating an income of £972. – this was received as an item of report.

12. Re-siting of Goalposts at Ford End Playing Field

Mr Jackson referred to a suggestion which had been made by the Ford End Primary School Council that the goals should be re-sited to provide a football pitch in an east/west direction across Ford End Playing Field. It was suggested that Mini Soccer goalposts and nets be provided rather than moving the full size goalposts.

It was agreed that the provision of Mini Soccer goalposts be explored.

Reference was made to a complaint which had been received from the Ford End School Council that the seats on the see-saw were uncomfortable – this would be investigated further with the manufacturer.

13. To give consideration to moving the Recreation Committee dates to the fourth Monday of the following months. March – June- September and December

Following consideration it was agreed that future recreation committee be held on the following dates Monday 30th June 2008, Monday 22nd September 2008 and Monday 5thJanuary 2009.


Report of the Recreation Committee Meeting held on Monday 2nd June 2008 , at Great Waltham Village Hall.

1. Election of Chairman

Mr Bell was elected as Chairman

2. Record of Members present

Chairman: Mr J Bell

Councillors: Mrs Dickinson, Mrs Harper, Mr Micklem, Mr Huggins, Mr Blaber and Mr Steel.

3. Apologies for Absence

There were none.

4. Declarations of interests (existence and nature) with regard to items on the agenda.

Mr Micklem declared an interest in item 6.

5. Public Participation session with respect to items on the agenda.

There was no public participation.

6. Additional Play Equipment - GW Recreation Ground and hard surface footpath/cycle track.

Mr Bell initiated the discussion by referring to Minute 9 of the Recreation Committee meeting held on 21st April 2008 .

Mr Micklem reported that he had visited the two residents who would be most effected by the extension of the western end of the children’s play area.

All members then had an opportunity to put their point of view.

Following the discussion it was agreed:

1.In view that the fence at the west end of the children’s play area was becoming dilapidated and required replacement that it be removed and that the new fence would be angled back away from the adjacent properties to allow additional space for play equipment.

2. The train which was also becoming dilapidated would be removed. The safety surface upon which the train stood would remain in place and would be used within the scheme for new equipment

3. That a youth shelter be considered as part of the scheme – to be sited somewhere in the region of the corner of the children’s play area making it equidistant from residential propertied to minimise any noise or disturbance.

4. That the recreation committee prepare options of play equipment/youth shelters for consideration by children/youngsters and parishioners and for consultation prior to applying for a grant.

5. That the proposed provision of a footway (estimated to cost £2,300 for a 40metre length 1.2m wide in type 1 material) be left for consideration at a later date. 


Report of the Recreation Committee Meeting held on Monday 30th June 2008 , at Great Waltham Village Hall.

1. Record of Members present

Chairman: Mr J Bell

Councillors: Mr Huggins, Mr Blaber and Mr Steel.

2. Apologies for Absence

Were received from Mrs Dickinson, Mrs Harper and Mr Micklem.

3. Declarations of interests (existence and nature) with regard to items on the agenda.

There were no declarations of interest.

4. Public Participation session with respect to items on the agenda.

Mr Kevin Seaman representing Ravens Football Club (Items 6-9 on the Agenda)

5. Considerartion of Changing Room Accounts year 2007/08 season.

The accounts were presented, discussed and agreed

6.To review the use of Great Waltham Recreation Ground by the Ravens FC during the 2007/08 season.

The Chairman sought the comments of committee members present. There were no issues raised or reported. The Chairman was not aware of any complaints having been raised by parishioners during the season.

Mr K.Seaman (Ravens FC) stated, the pitch had stayed in good condition throughout the season, possibly the best they had known. As a consequence they were able to play more matches than previous years (a total of 32 were played) They had exercised care in using the pitch when in a wet condition by cancelling matches and the pitch had benefited from such action. The Chairman thanked Mr Seaman for his comments and for Ravens for using their discretion in the use of the pitch.

7. To consider the use of Great Waltham Recreation ground by the Ravens during the season 2008/09.

Mr Seaman stated that it was the wish of Ravens FC to continue to use the pitch and for the first eleven and reserves to play their home matches there, the same as last season. The Chairman reported that the recreation ground had been treated with a selected herbicide and fertiliser to control the weed growth and to improve the condition of the grass and playing surface.

Mr Seaman also reported that it was the wish and intention of Ravens FC to roll the pitch at some stage.

It was agreed that, as the present arrangement was beneficial to both the parish council and to Ravens FC and that no issues has been raised or reported by either party, the present arrangement with Ravens FC should be allowed to continue, subject to review of the rent to be charged.

8 Review of the Rent to be charged for use of the facilities during the season 2008/09.

At this point Mr Seaman left the meeting whilst the level of rent was discussed

The Chairman reported that he had contacted Chelmsford Borough Council to establish the level of their charges for the forthcoming season. The cost had increased to £49.13 to hire a senior pitch on a Saturday and to £24.70 for a junior pitch. (Sunday charges were £54.59 and £27.45 respectively.).

The Chairman also reported that the parish council had not increased it’s present charges of £36 and £18 for at least three years, and in view of the increased costs it had incurred and was likely to incur in the forthcoming season, it should now raise the level of rent, at the same time recognising it’s excellent relationship with the Ravens FC. A discussion took place and it was agreed that the rent to be charged for the forthcoming season should be increased to £40 and £20 respectively.

Mr Seaman was called back to the meeting and informed of the new rent per match and indicated that this was acceptable to Ravens. The Chairman stated that the clerk to the council would write formerly to Ravens FC to confirm and to offer a new agreement for the forthcoming season.

9. Any other matters raised by football clubs.

There were no other matters raised and at this point Mr Seaman left the meeting.

10 Allotments

(a)Report of current situation regarding allocation and vacant plots

The report the clerk had prepared and issued with the agenda showing the present position was considered and after discussion was accepted.

The Chairman reported that a verbal complaint had been received from a Bury Lane allotment holder concerning a plot that had been let but not cultivated. The weed growth is apparently spreading to adjoining allotments. It was agreed that the clerk should approach the allotment holder to inquire as to reason for non cultivation and if the allotment holder still wished to rent the allotment or not. Apparently there is a present allotment holder who is willing to rent this additional plot as well.

(b) To consider the terms of new agreement for the Brookmead and Bury Lane allotment areas.

The Chairman read out the letter received from Mr Alexander Micklem, the owner of the allotments, enclosing a draft proposal for a new Allotment Agreement to take effect from the 29th September 2008 when the existing lease ends.

The new proposed lease is based on the last agreement with two amendments. Firstly to reduce the term of the lease from 3 years to 2 and to increase from £300 to £330 per annum. The proposed amendments were discussed and it was agreed to accept the amendments. 

11. Storage space for Handyman’s tools/trailer/parish council property.

The clerk had prepared a report summarising the present position, which was issued with the meeting agenda. The report provided details of the Background to the project, Comparison of Garage Unit against Storage Container, Proposed Siting, Planning Permission, Use of Community Service Workers and Recommendation.

After a discussion on the content of the report it was agreed to accept the clerk’s recommendation for proceeding with this project subject to the following amendments

(a) the clerk re-verifies the cost of the purchase price of a steel container in light of the current metal prices. Mr Huggins commented that prices for steel containers could well have increased since the original inquiry was made.

(b)Mr Bell advised that the work detailed to be carried out by community service was subject to a risk assessment which they had yet to complete and had not been agreed at this point of time. He had tried on a number of occasions to make contact by telephone and email to arrange a meeting but had not been successful to date and would continue with his efforts.

12. Ground condition Ford End Playing Field

The Chairman reported that although he and the clerk had met on site with a representative Pinnacle on Tuesday 27th May no report had been received to date. As a consequence any discussion of this item was deferred.

13. Additional Play Equipment – Great Waltham Recreation Ground.

Following the adoption of the report of the Recreation committee meeting held on the 2nd June 2008 at the council meeting on the 16th June, Mr Huggins proposed the council should have a stand at the Great Waltham School Fayre on Saturday 5th July as this was an opportunity of canvassing the views and comments of both children and parents that attended.

Mr Huggins further proposed the council should do the same at the exhibition of school work on Thursday evening 10th July as again parents would be attending the school. The pre-school were also to be contacted to gain their views

These proposals were accepted and Mr Huggins and Mr Bell agreed to undertake and make the necessary arrangements.

The Chairman again confirmed that the deadline for the grant application was noon the 30th July but before any such application could be made the full council had to consider and approve the proposals including the likely cost of the projects.

Mr Huggins was concerned that the project(s) would be restricted by the limit of the current budgets of £5,000 for ‘youngsters equipment’ and £10,000 for play equipment as both amounts were inclusive of the match funded grant if application was successful.

Indications were that the youth shelter alone could exceed £5,000 to supply and install and a single item of play equipment for the older children in excess of £10,000.

The Chairman expressed the urgency to make decisions because of the deadlines. After some considerable discussion it was agreed that we should proceed with both projects, namely the youth shelter and additional play equipment, to obtain written and confirmed quotations to form basis of grant application. A presentation should then be made to the full council meeting on the 21st July for their consideration and how to fund such projects and over what period of time.

The grant application is not due to be considered before the 3rd November 2008 and any additional funding necessary to undertake the project(s) could be included in the precept for the next financial year 2009/10 as unlikely project(s) would be completed until after April 2009. The council had to March 2010 to spend any grant funding received through the CIF scheme .

14. Changing Rooms – Health and Safety Matters

In the absence of the clerk and the Chairman’s understanding that whilst the survey had taken place the report had not been receive, any discussion on this item was deferred.

15. To give consideration to a quotation for hedge cutting at Great Waltham Recreation ground between car park and Duffries House.

Bury Lane/Barrack Lane Allotment Hedge.

A quotation had been received from Mr J Warn as follows

to cut Great Waltham Recreation Ground Hedge  £50.

ii          to cut Bury Lane/Barrack Lane Allotment Hedge top and outside plus high hedge opposite elder Tree cottage. £160.

After a short discussion considering the other options such as the handyman, community service

workers and Pinnacle to the work, it was agreed to accept the quotations from Mr Warn.

16. Programme for Summer Holiday Activities Scheme.

Details of the Activities proposed had been enclosed with the agenda. It was agreed to accept the proposed programme. It was felt more publicity should be given to the events the preceding week by displaying A3 notices at both entrances to the recreation ground because of the delay from when the school term ends and inclusion in the school newsletter and in addition to the customary notices being displayed on the council notice boards.

 

This page last edited on 23rd July 2008