Minutes of the meeting of the Recreation Grounds Committee held on Tuesday 6th May 2008 at 8pm in the Douglas Hicks Room, The Radlett Centre, 1 Aldenham Avenue, Radlett.

Present:

• Councillor R Worthy (Chairman)
• Councillor Mrs A Baker
• Councillor Mrs G Balen
• Councillor D Lambert
• Councillor C Wilkins

In attendance:

• Mr P Evans (Clerk)
• Mr F Hills (Head Groundsman)

 

134. Apologies for absence

     All members were present.

135. Declarations of Interest
     1. Personal - Cllr Howley declared a personal interest in agenda item 8 as he is a Director of Groundworks (Hertfordshire)
     2. Prejudicial – none
136. To adjourn the meeting for members of the public to address the Committee (in accordance with Standing Order 13.9)

     There were no members of the public present. Cllr Lambert arrived at 8.04pm.

137. To confirm and sign the Minutes of the meeting held on Tuesday 15th April 2008

     These minutes were signed by Cllr Worthy as a true record of the meeting.

138. To note the minutes of the Footpaths Sub Committee held on 15th April 2008

     Two amendments to the minutes were noted, before these amended minutes were signed as a true record of that meeting.

139. Clerks Report

     This report had been previously circulated.

140. Head of Grounds Maintenance’s Report

     There is still a vacancy on the Groundstaff, so John Clark has been employed as temporary cover. Interviews have been taking place, and an appointment should be made before the end of May. The Council were concerned with the state of the grass on the commons, but Fred assured them that this was being carried out regularly. The tree work has been carried out.

141. To receive a verbal report regarding the recent site meeting between Groundworks and the Play Equipment Sub Committee

     The sub-committee tabled a draft version of the proposals from Groundworks, including maps and examples of the equipment. In principle the Committee were in agreement that this formed a good basis for future discussion. A draft budget of approximately £68,000 was required, but this was subject to negotiation. The following action was then taken;
     Resolved that the Clerk instructs Groundwork to complete an actual design and include a quote for the works, which can be considered by the Committee.

142. Health & Safety Reports
     1. General Reports – none
     2. Fire Risk Assessments
        F Hills reported that these were up to date, but that the storage shed had not met the necessary criteria.
        Resolved that the Clerk contacts the insurance company to ascertain whether cover is still available for the building and its contents.
143. To decide what level of contribution the Council should request from third parties regarding the setting up of the lease
     1. First Place Nursery
        The Committee were given a brief history regarding the piece of land that has been leased by the nursery from the Council at the edge of the playing fields near the allotments. Further discussion took place before it was:
        Recommended that the Finance & General Purposes Committee consider the following proposal:
        That the Clerk informs the solicitor that the Council will either consider:
        1. A contribution of £750 towards the solicitors costs and a annual rent of £1200, or
        2. Payment of all the legal fees and an annual rent of £1000.
        3. Failure to agree to (i) or (ii) will leave the Council with no alternative but to terminate the agreement, and give the nursery notice to quit the land.
     2. Gravel Allotments
        The Clerk advised the Committee that the proposed lessees were not prepared to pay the legal fees associated with the creation of a new lease, but were prepared to pay some of their rent ‘up front’. The Committee felt that this was a matter to be considered by the trustees, as it only collected monies on their behalf. It was therefore:
        Resolved that the Clerk passes the matter on to the trustees, and ask them to advise the Council and the solicitors of their decision.
144. To decide on the level of fees to be charged to commercial organizations hiring the Phillimore Recreation Ground/MUGA

     The Clerk had reviewed the current fee structure, and felt that this was an area that needed a policy on. It was felt that there needed to be a distinction between a commercial let, and one where the parishioners of Aldenham would benefit from training etc. After further discussion it was; Recommended that the following charges are set for the MUGA;

     1. £5 per hour, for a maximum of 4 hours, and this must be block booked in (maximum) six week stints.
145. To decide on the actions to be taken regarding the proposal by the Cricket Club/Tabards to expand into Salters & Rose Field

     This item had been placed on the agenda following a presentation from Tabbards Rugby Club in the open forum section of the Committee meeting in April. The Committee felt that there were two distinct proposals. After a long discussion the following action was:
     Resolved:

     1. That the Clerk advises Tabards Rugby Club that the Council are prepared to consider a new twenty year lease covering the current pitch and the Rose Field subject to:
        1. All legal costs being paid by the Rugby Club.
        2. The Car Park reverting to the ownership of the Council solely.
        3. Insertion of a get out clause that covered reverting the area to its former condition, should the Rugby Club move or cease to operate in its current format.
     2. That the Council makes no formal decision on any development on Salters Field until it is supplied with a business plan, details of the proposal, construction drawings and costings.

There being no further business the meeting closed at 9:36pm.