OUTSIDE SERVICES COMMITTEE

Minutes

 7^th July 2009 7.30pm

1.           Apologies: Cllr A Coakley

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

              In Attendance: Cllr Green

              Officers: Vernon Anderson, Town Clerk

              Members of the Public: Nil

2.            Minutes 

                The minutes of the meeting of 2^nd June 2009 were 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 June were received.

              b)  Approval of Payments

4.         For Information – Free Use of Saltash Road Recreation Area for St. John Ambulance Event.

At a previous committee meeting one or two members thought that St. John’s Ambulance had not applied for free use of Saltash Road recreation ground for their ‘Fun Day’ event being held on the 28^th August. On investigating the matter further the clerk has established that permission was sought and given in the previous year (2008) for this particular event.

The Clerk was asked to ensure that the hiring is registered on the accounts as a section 137 grant and that the relevant booking form has been completed.

             Report received and noted.

5.         For Information – Staffing Arrangements for Outside Services

At the previous meeting of Outside Services it was agreed that the clerk should investigate the cost of employing temporary grounds maintenance staff versus contracted summer casual staff for the future determination of estimate.

This should of been brought back to this month’s committee for further discussion however due to the clerks workload this has piece of work has not been completed yet.

The work experience person, Hannah Pound, has now been taken on under a temporary two month contract and is currently assisting the Outside Services staff with their workload and it is freeing up Mr Denley so that he can tackle outstanding work such as converting the shelter in Launceston Road playing field to a raised planter and seating area. Other jobs being tackled as a priority are the cemetery toilets, replacement of the vehicular gate post to Launceston Road field (it was knocked down recently – not by staff!) and general maintenance of play equipment and other outside facilities.

6.         For Information – Viridor Credits; expansion of fitness equipment provision

It was with regret that although the clerk had been informed by Viridor that it would be reconsidering the funding application for fitness equipment at its board meeting on the 1^st June the clerk has been informally informed by one of the board members that this item was not an agenda item at that meeting.

7.         For Decision – Cemetery Toilet; vandalism

The committee discussed the recent spate of attacks on the cemetery toilet which left it in a terrible state with the sink being pulled off the wall making it damaged beyond repair, the ballcock being removed from the toilet cistern which created flooding, tyre tracks on the walls and generally the building was trashed.

Resultant of this spate of attacks on the toilet and being aware of other anti social behaviour linked to the toilet the Callington Band has asked the town council specifically to provide the chapel with its own private toilet.

Members recognised that this was an ongoing problem. Many suggestions to tackle the problem were put forward by members of the committee, some of the suggestions were:

Put up railings and fit the gate with a keypad lock

Investigate alternative methods of lock security methods

Fitting of a Radar Lock

Installation of security lighting

During the discussions it was recognised that providing a toilet specifically for the Chapel (the Heritage Centre and Callington Band) was not an affordable option nor was the Council in a position to provide such a facility that would only benefit the Callington Band or the Heritage Centre during its limited hours of operation.

Resolved. Proposed by Cllr Long, seconded by Mrs Winfindale and unanimously agreed that the Clerk investigate the matter further with a view to providing a suitable locking system, possibly using Radar locks, providing security lighting on the toilet block and to the rear of the chapel [in consultation with neighbouring properties] and the fitment of stainless ablutions, all of which should be brought back to this committee at the next meeting.

8.         For Decision – Maintenance of Grassed Verges & Weed Control in Kelly Bray

The committee discussed matters relating to poor grounds maintenance by Cornwall Council of verges and highways at Kelly Bray and Callington.

Councillor Long announced that in his capacity as Cornwall Councillor he had already made an appointment with Mr Paul Allen (Cornwall Council Highways Officer) to discuss a number of issues relating to highways maintenance, these are:

Cutting of verges

Weed control

20 mph speed zone by the schools

30 mph speed zones [including Kelly Bray Station Road petition]

Yellow lines

Tree lopping

Launceston Road verges [land not owned by residents]

As Cllr Long had been pro-active with the matters raised above it was agreed that no decision was required to be made.

9.         For Decision – Litter Collections

The committee considered introducing weekend litter collection in Saltash Road Recreation Ground and Launceston Road Playing Field for the summer periods as Cllr Mrs Winfindale had observed children at the weekend removing glass bottles from the waste bins in Saltash Road Recreational Area and then smashing them on the ground in the same vicinity.

Following discussion about responsibilities, liability and the role of PCSO’s the committee made the following resolution:

Resolved. Proposed by Cllr Long, seconded by Cllr Mrs Coakley and unanimously agreed that as a matter of urgency the Clerk investigates a way forward to provide a workable weekend litter collection regime, and provides an verbal update at the next Town Hall & Properties Committee, with a view to providing a full report for consideration at the next Finance & General Purposes Committee (21 July 2009).

10.       For Decision – Saltash Road Recreation ground; Play Area Development & Consultation

At the Outside Services Committee meeting held on the 10^th April the Clerk reported that it had been unsuccessful with a bid submitted in March 2009 for Playbuilder Funding operated by Cornwall Council. This Council was advised that it is allowed to resubmit its bid for the October round of funding and advised that the issues that need addressing for this are:

Active and ongoing consultation with Children and Young People

Consideration of how the natural environment benefits play and enhances our application

Inclusion

Following up on this the Clerk was recently invited to attend a Playbuilder event in Launceston to help with understanding how to manage consultation with the key stakeholders, i.e. children of all abilities. Since then the Clerk had met with the Chair and Vice Chair of Outside Services in an attempt to identify the best course of action to facilitate a meaningful and robust consultation with children (of all abilities and across a wide age group) to develop a masterplan for the future development of play and recreation facilities in Saltash Road Recreation Ground.

Resolved. Proposed by Cllr Mrs Winfindale, seconded by Cllr Mrs Coakley and unanimously agreed that the a professional company be commissioned to carry out the main consultation direct with children to determine what play and recreation facilities they would like to use in Saltash Road Recreation Ground and once a conclusion has been reached (following all consultation) that a Landscape Architect with the relevant experience be commissioned to draw up a final landscape and play facility masterplan.

And

Proposed by Cllr Mrs Winfindale, seconded by Cllr Mrs Coakley and unanimously agreed that the matter of surplus land disposal (located by Saltash Road car park be referred to the Finance & General Purpose Committee for debate.

There being no further business the meeting was declared closed at 9:20pm

TOP OF PAGE              MINUTES PAGE          TOWN COUNCIL PAGE           HOME PAGE