DIRECT SERVICES COMMITTEE

Minutes

 1^st DECEMBER 2009 7.30pm

1.           Apologies; Cllr A Coakley, Cllr Thomas, Cllr Harriman

Present: Cllr Lumley [Mayor & Portreeve], Cllr Mrs Gold [Deputy Mayor & Portreeve], Cllr Long, Cllr Mrs Coakley, Cllr Mrs Winfindale, Cllr Mrs Jones, Cllr Dowdall.

              Officers: Vernon Anderson, Town Clerk

              Members of the Public: Nil

2.           Minutes 

              The minutes of the Direct Service Committee meeting of the 6^th October be approved as a correct record of proceedings and duly signed.

3.           Finance

              a)  Summary of accounts. The summary of the accounts to the 30^th   November were received.

              b)  Approval of Payments

4.         For Information – Saltash Road Recreation ground

            The Portreeve and Clerk have now met with the landscape architect, Mr Michael Westley of Westley Design, who will now produce a couple of ideas for members to consider before he proceeds with drawing up a detailed master plan. Once these outline plans have been received the Clerk will inform everyone in the Council so that they can give their view. Hopefully this can be done without the need to call an extra ordinary meeting before the January meeting. The Clerk will keep the Portreeve and Deputy Mayor (Chairman and Vice Chairman) informed of all matters relating to this project.

            Playbuilder have expressed a wish that they would like to see stage 1 of the project delivered as soon as possible in the New Year. Providing we can turn around the master plan quickly this should not be a problem.

            In discussing matters with the landscape architect it may be possible to turn some of the land off of Aysshton Gardens into a meadow area rather than have it just as a grassed area. The Town Forum has expressed a wish to have some land made available to them to form a small meadow so this may tie in with their ideas and overall in-bloom project.

            The report was received and noted.

5.         For Decision – Parking Order; Pannier Market

Parking restrictions in the Pannier Market in the past have been implemented by working in partnership with Caradon District Councils Parking Services. Their ‘On Street Parking Order’ (OSPO) covered the Pannier Market and this OSPO was automatically transferred to Cornwall Council in April 2009.

Cornwall Council will be renewing all of their OSPO’s in March 2010 therefore this committee are obliged to inform them if they wish to continue with the current order.

Resolved. Proposed by Cllr Mrs Winfindale, seconded by Cllr Long and unanimously agreed to continue with the OSPO for the Pannier Market (under Cornwall Council’s administration) and that this order should be reviewed after 12 months of operation.

6.         For Decision – Footpath Surface Launceston Road Recreation Ground

The original footpaths in Launceston Road Recreation Ground (to the play facilities) were first installed by the outside services staff when the play facilities were upgraded approximately two years ago. At that time the surface material used was sand and gravel based.

           Since then the surface has washed away leaving the hardcore underneath exposed which in turn makes the surface difficult to walk on for able bodied people and even more difficult to navigate for those who have to rely on a wheelchair or sticks. The exposed hardcore has been picked up and thrown around the park, in particular towards the play facilities. This is dangerous to children and when the stones get caught up in the grass cutters they become lethal objects when they are thrown up in the air.

           Resolved. Proposed by Cllr Mrs Winfindale, seconded by Cllr Long and unanimously agreed that due the safety implications that the Financial Regulation under Standing Orders requiring three quotes be suspended and that the contract to replace the path surfaces be awarded to Ray Stephens & Son Building & Civil Engineering Ltd with the work to commence as soon as possible.

7.         For Decision – Town Hall Redevelopment and Tender Process.

The architect has now completed the tender drawings and information for the works to Callington Town Hall and these have been despatched this week. Costings will be available before Christmas and therefore a panel will consider these and with the architect they will appoint a successful contractor.

It is anticipated that the works will begin at the beginning of February 2010 and be completed by the end of March 2010 (in time for Easter). This will involve restricting certain areas of the Town Hall but there will be no full closure period. Future booking for this period has been suspended but current bookings are being accommodated.

Resolved. Proposed by Cllr Mrs Winfindale, seconded by Cllr Dowdall and unanimously agreed that Cllr Long, Cllr Mrs Gold and the Clerk be given delegated authority to appoint the contractor on 23^rd December and should Cllr Long have to declare a interest in one of the bids that Cllr Lumley will take his place on the panel.

8.         For Decision – Recruitment process & Direct Services Staff Structure.

           At the Full Council held on the 24^th November 2009 the Council is considering both the Staffing Review Report and the Estimates for 2010/11 which incorporate the proposed salary costs.

           Following on from this decision this committee was required to consider the staffing structure for Outside Services and the Town Hall especially as the Senior Grounds Maintenance Officer is retiring in June/July 2010.

Resolved. Proposed by Cllr Mrs Gold, seconded by Cllr Long and unanimously agreed that an advert for a full time Supervisory Grounds Person and two part time Cleaners (20 hours split) be placed in January 2010 once the committee has agreed the job specifications and descriptions; and that the Clerk investigates introducing an apprenticeship scheme for Outside Services.

9.           For Decision – Caradon Community Network (Formerly Callington Community Network); Callington Town Plan - Top Five Priorities and Attendance Rights at Future Meetings.

At a recent informal meeting of the Community Network Panel it was agreed that each parish should submit their top five priorities for inclusion in a Community Network Plan. If possible this is to be done prior to the inaugural AGM which is set for 25^th January 2010. Although this was considered at Full Council on 23^rd November it was agreed that this matter should referred to the committees before a final decision is made.

Resolved. Proposed by Cllr Dowdall, seconded by Cllr Mrs Coakley and unanimously agreed that the following issues should be considered as top priorities for adoption by Full Council:

Further provision of community drop-in centres

Improvement of Youth Services

Improvement of cross parish community transport links

Re-introduction of outdoor market to sell local products and produce

Cross parish community newsletter.

There being no further business the meeting was declared closed at 9:25pm

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