ALDENHAM PARISH COUNCIL

Minutes of the meeting of the RECREATION GROUNDS COMMITTEE held at 8pm on 4th November 2003 at The Radlett Centre, 1 Aldenham Avenue, Radlett.

Present:
Councillor J. Howley (Chairman)
Councillor Mrs A. Baker
Councillor S. Burke
Councillor Mrs V. Charrett
Councillor Mrs S.A. Reith
Councillor Mrs F. Turner
Councillor R.T.A. Worthy

Officers:
Ms. Carrie Lloyd (Clerk)
Mr Fred Hills (Head of Grounds Maintenance)

1. APOLOGIES FOR ABSENCE

Councillor D. Lambert

2. TO CONFIRM AND SIGN THE MINUTES OF THE MEETING HELD ON 13th OCTOBER 2003

The minutes of the meeting held on 13th October 2003 were signed as a true and accurate record.

3. MATTERS ARISING FROM THE MINUTES OF THE MEETING HELD ON 13th OCTOBER 2003

1. Coal Markers – It was noted that the coal marker was embedded in concrete and had been listing to one side for some years. A jackhammer and other pneumatic tools would be needed to reset the marker. Members agreed to leave the marker as set particularly because of the damage that might be caused in trying to straighten it, as it was a listed building.
   
   (Action: Head of Grounds Maintenance)
   
   
2. RAIFA Gardens – Mr Marley had not yet contacted the Head of Grounds Maintenance regarding RAIFA erecting a fence or similar on top of the wall to block out the unsightly bins which belonged to the petrol station.
   
   (Action: Head of Grounds Maintenance following contact by Mr Marley)
   
   
3. Tykeside Gardens – The Head of Grounds Maintenance would be meeting with a representative from Hadleigh Plumbing Services (who had been recommended by a contact at Three Valleys Water) on Tuesday.
   
   (Action: Clerk)
   
   
4. Footpath 54 – It was noted that no improvements had been carried out. The Clerk had established that no specific condition applied to the permission given to the flood alleviation works. The County Council were pursuing that matter further with the Environment Agency.
   
   
5. Fees for use of Phillimore Recreation Ground – The Clerk advised that an additional invoice and accompanying letter would be sent out the following day to Excel Sports.
   
   
6. Squirrels in Fir Spring Wood – The Clerk confirmed that a cull would be taking place shortly.
   
   
7. Cradle Swings at Letchmore Heath – The swing had been due for delivery the previous week, however, due to a delivery of poor quality wood, Wicksteed had refused to use it and a new delivery was awaited. Wicksteed confirmed that once made up, the new swing would be sent by special delivery at Wicksteed’s expense.
   
   
8. Creation of Carnival Sub-Committee – Councillor Mrs Charrett had been following the matter up with Mr A Beaver. It was hoped that a representative from the Round Table would sit on the Sub-Committee too. As soon as a representative had been found the initial meeting would take place.
   
   
9. Overspend on overtime – The Clerk advised that up to September 2002 the Head of Grounds Maintenance’s overtime had been included in his salary and did not come out of the overtime budget head. This was approx £3,000 up to September 2002 after that time his overtime had been charged to the overtime budget.
   
   When calculating the budget for 2003/04 the Clerk had used the “year to date” figure of £8,761 reaching a full year figure of £15,091 estimated outturn. A 5% increase was applied to allow for increases in salary therefore reaching a budget of £15,770. Actual outturn was £13,546.09 for 2002/03. Had the Clerk taken into account the Head of Grounds Maintenance's overtime which had been consolidated into his salary, outturn should have been estimated nearer to £16,500 and the budget estimate should have been £17,325. Additional use of the temporary grounds staff to water the hanging baskets at weekends and the part time grounds staff at peak periods in the planting and growing season had added further to the over spend.
   
   The Clerk apologized for her error and advised that grounds staff were now cutting back on the overtime being worked to provide an essential out of hours service only to mitigate the overspend on the budget.
   
   
10. Replacement plaque for Alan Horsford’s tree - Councillor Mrs Reith advised that one estimate had been £40 and Excel Sports had quoted £15. Councillor Mrs Reith would be looking at a sample before purchasing the plaque from Excel.
    
    
11. Disability Discrimination Act 1995 – The Clerk advised that a copy of Mr Hicks’ book “Accessible and Inclusive Play space” would be ordered shortly.
    
    
12. ROSPA Report – It was noted that some of the safety surface in the children’s play area at Phillimore Recreation Ground had been torn. Grounds staff had carried out the repair as soon as the fault had been detected.
    
    
13. Signpost – The Deputy Clerk had obtained details of various signpost suppliers. Members requested that the Clerk obtain a quotation for the signpost advertised in the David Ogilvie Catalogue on page 34 with the heading of “Isle of Man” with either 2 finger or 3 finger pointers.
    
    (Action: Clerk)
    

4. HEAD OF GROUNDS MAINTENANCE’S REPORT

The Head of Grounds Maintenance advised that the majority of work at present was still leaf clearance. Further vandalism in Radlett Gardens the previous week had been mainly to the tall grasses and the ornamental stones.

Grounds staff were presently carrying out the building of a bridge along Footpath 40 under the Parish Paths Partnership.

Tykeside Gardens had been planted out with wallflowers. The War Memorial had been cleaned and the hanging baskets planted out with winter plants. The War Memorial at Letchmore Heath would be cleaned on Wednesday 5th or Thursday 6th November in preparation for the Remembrance Service on 9th November.

5. CHRISTMAS LIGHTS

Councillor Mrs Reith advised that the switch on would take place at 7pm on 28th November. The Christmas tree for outside of the Radlett Centre would be delivered on 20th November and Lamps and Tubes would be attaching the pea lights and erecting the cross street decorations and Oakway lamppost decorations on 21st November.

The new above-shop Christmas trees and lights had arrived. The wall brackets did not fit properly and Councillor Mrs Reith undertook to discuss this with Lamps and Tubes.

(Action: Head of Grounds Maintenance/Councillor Mrs Reith)

6. RADLETT GARDENS

Councillor Mrs Charrett advised that she had drafted some designs and sent them to a company specialising in vandal proof lighting. The company would assess the feasibility of the design and cost it out.

7. SALTER’S FIELD

It was noted that the Cricket Club was still in negotiation with the other Clubs. The Parish Council had earmarked £5,000 towards the initial feasibility study and this would remain in abeyance until the consortium had identified funding of the remainder of the feasibility study costs.

8. BUDGET 2004/05

Members considered the initial first draft budget. The Clerk was requested to adjust the overtime budget to reflect actual spend more accurately and to cut back to a more streamlined service. Members confirmed that if the overtime budget looked as if it would be overspent in 2004/05, the Head of Grounds Maintenance should adjust the level of service including closing earlier out of hours.

It was recognised that the post of temporary grounds staff could be reduced to 4 months per annum.
The Head of Grounds Maintenance had requested £4,500 for a specialist mower with attachments, £1,300 for a rough-cut mower, £400 for a generator and £1,100 for hand tools and other small electrical items. Members agreed that £6,000 should be allocated to asset purchase in 2004/05.

Members RESOLVED that the budget attached at Appendix A to these minutes be recommended to the Finance & General Purposes Committee as an initial draft.

Members agreed to meet at the Pavilion, Phillimore Recreation Ground on 28th November at 10am to consider improvements that may be necessary or desirable to the building.

(Action: Clerk)

9. DATE OF NEXT MEETING

The next meeting was scheduled for 8pm on 6th January 2004.

Closure: 10.07pm