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ALDENHAM PARISH COUNCIL

Minutes of the meeting of the RECREATION GROUNDS COMMITTEE held at 8pm on 8 March 2005 at The Radlett Centre, 1 Aldenham Avenue , Radlett.

Present:
Councillor R.T.A. Worthy (Chairman)
Councillor Mrs A. Baker
Councillor S. Burke
Councillor J. Howley
Councillor D. Lambert
Councillor Mrs F. Turner

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

1. APOLOGIES FOR ABSENCE

Apologies for absence were received from Councillor Mrs Charrett and Councillor Mrs S.A. Reith

2. URGENT LATE ITEMS

The Chairman advised that he had agreed two urgent late items;

•  Christmas Lights – so that the new lighting could be tested prior to leaves opening on the trees
•  A Part II item - Appointment of Grounds Staff and Staffing Structure, which was urgent so that the Clerk could appoint the successful candidates to post.

3. DECLARATIONS OF INTEREST

There were no declarations of interest.

4. TO CONFIRM AND SIGN THE MINUTES OF THE MEETING HELD ON 8 FEBRUARY 2005

The minutes of the meeting held on 8 February 2005 were signed as a true and accurate record.

5. MATTERS ARISING FROM THE MINUTES OF THE MEETING HELD ON 8 FEBRUARY 2005

1. Composting Society – The Clerk had written to all allotment holders asking for volunteers.
   
   
2. Donation by Rotary Club –Councillor Howley had identified 3 suitable sites. The preferred site was next to the exit from the station. Councillor Howley had contacted Thameslink to find out whose permission was required to put a sign post up on their land. A response was awaited. Prof. Beaver had confirmed that £1,500 had been set aside by the Rotary Club to pay for the signpost. It was suggested that the roundel could have the words Rotary Centenary 2005 if the Rotary Club so wished. (Action: Councillor Howley)
   
   
3. Phillimore Recreation Ground – Tennis Courts – The application for lottery funding was on going. (Action: Clerk)
   
   
4. Scrubbitts Park Wood – The fencing had been completed.
   
   
5. Cobden Hill Allotments – The breakdown of the income from letting the allotments in 2004 and an up to date list of tenants would be reported to the next meeting of the Committee. (Action: Deputy Clerk)
   
   
6. Salter's Field - Radlett Football Club's proposals for the site were awaited
   
   
7. Tabard Rugby Club – Renewal of Lease – The Clerk advised that the current lease contained an option for a further 10 year renewal and the Council had no right to veto. The current lease and option contained a clause whereby the club were to pay the Council's legal costs. Members confirmed that they did not wish to include the car park in the lease renewal. The Clerk confirmed that she would be asking for permission from the Finance and General Purposes Committee to seek advice from a solicitor.
   
   Members expressed concern that the car park had been let by the Rugby Club for filming and the Council had not been informed. The Clerk undertook to ask the Club to notify the Council in future. (Action: Clerk)
   
   
8. Dogs in Phillimore Recreation Ground – The Clerk was waiting to hear back from Hertsmere Borough Council's dog warden. (Action: Clerk)
   
   
9. Replacement Tractor – The Finance and General Purposes Committee had agreed that the Council enter into a hire purchase agreement over 5 years to purchase the Kubota ST36 with cab at £13,991 plus VAT

6. HEAD OF GROUNDS MAINTENANCE'S REPORT

RECREATION GROUND

•  A fence along the children's play area and two goal nets and goal posts had been vandalised on 25 th February. Glass bottles had been broken over the safety surfaces of some of the children's play equipment. Members requested that the Clerk ensure that the crime had been logged on Hertfordshire Constabulary's database. (Action: Clerk)

•  A hole had opened up in the middle of the youth football pitch. The Head of Grounds Maintenance had fallen into the hole when the earth gave way and the accident reported. Grounds staff had filled the hole.

•  The kissing gates for the recreation ground had been delivered and would be installed shortly.

•  Various locations around the Parish had been gritted by staff during the recent bad weather.

Councillor Howley advised that the police had some funding to assist preventing youth nuisance and hoped to put in something at Battlers Green or Phillimore Recreation Ground. It was agreed that Councillor Howley should meet with a representative of the Police Authority, Groundwork and the Head of Grounds Maintenance to consider the options available. (Action: Councillor Howley)

7. HEALTH AND SAFETY REPORTS

Members noted the Health and Safety reports attached at Appendix A to these minutes. It was noted that one of the climbing frames required a new chain. The Head of Grounds Maintenance was requested to find out the price of a self closing gate for Letchmore Heath play area.

Members noted the reported accident. Members requested that the advice of an independent turf care advisor be sought to establish whether the pitches would require any further treatment to prevent anymore holes opening up or whether this was an unpreventable occurrence. It was suggested that Groundwork, the Countryside Management Service or an independent advisor recommended by Hertsmere Borough Council would be suitable. (Action: Head of Grounds Maintenance)

8. LIGHTING AT RADLETT GARDENS

There was nothing further to report on this item.

9. PHILLIMORE RECREATION GROUND – PAVILION UPGRADE

The Clerk had sought the advice of other Parish Clerks on their steps taken to comply with the Disability Discrimination Act. It had been suggested that she should contact Herts Association for the Disabled for assistance. This would be done shortly.

10. CHRISTMAS LIGHTS

Members considered the quotation by Lamps and Tubes numbered E3353/05 and noted that the Council would wish to have the pea lights currently in the trees at Radlett Gardens to be returned to them unchecked thus reducing the quote by £50.

RESOLVED that new LED white lights be installed in the trees at Radlett Gardens and additional lights be added to those used on the Christmas Tree outside The Radlett Centre at a cost of £2,835.00. (Action: Councillor Mrs Reith)

11. DATE OF NEXT MEETING

The next meeting was re-arranged for 8pm on 12 April 2005 .

•  Appointment of Grounds Staff and Staffing Structure

13. APPOIN TMENT OF GROUNDS STAFF and staffing structure

Members considered the Clerk's report suggesting some re-structuring of the Grounds staff team.

Members were advised that the budgetary implications were £1,082 per month (£3,247 for 3 months) for the additional self employed contractor and if the two suggested posts were deleted and one extra full time permanent post created, it would initially cost £12,987 (an additional £1,095 on budget)

RECOMMENDED to Finance and General Purposes Committee that;

•  2 temporary self employed contractors be engaged to work for the Council for three months;

•  the structure of the grounds staff team be altered to delete the part time post of grounds staff after June 2005 and the temporary summer post and a permanent full time post of grounds staff be created.

Closure: 9pm