Parks mins 4th Feb 2009

AMPTHILL TOWN COUNCIL

REPORT OF PARKS AND OPEN SPACES COMMITTEE MEETING

held in the Council Chamber at the Council Offices 66 Dunstable Street, Ampthill on

Wednesday 4th February 2009 at 7.30 pm 

Report No. 4/2008

Present:          Councillors R A D Chappell (Chairman), P A Eversley, R A Holden, Mrs P K Foster, G Summerfield, R Tebbutt, Mrs M E Wilson, Mrs M Wright and the Deputy Clerk.             

Also present was Peter Shrubbs, Head Park Keeper. 

57.              To receive apologies for absence

Apologies were received from Councillors Mrs S Bacon (other commitment), M A Smith, (another meeting) and G Pascal (work commitment). 

58.              To receive and record declarations of interest, whether personal or prejudicial           

Cllrs G Summerfield and Cllr R Tebbutt declared an interest in the item concerning Ampthill Festival as both are members of the Gala Committee.            

Cllr R Chappell declared an interest in the item concerning the Allotments as he is a member of the Allotment Association. 

59.              Request from the High Sheriff of Bedfordshire

Cllr G Summerfield advised that he had been approached by the High Sheriff with a request to put forward names for his “Unsung Heroes” award. Cllr Summerfield requested members to ponder on this and bring suggestions to the Town Council meeting on 18th February. 

Matters arising from previous minutes for information and note only. 

60.              Maggs Field/Cricket Club (see minute no 48)

The terms of the lease for Maggs Field is that it is to be “retained as an informal              recreational area” this means it cannot be used for any regular formal sporting events. A member advised that it could be possible for the younger members of the Cricket Club to use the new cricket square at Alameda School.  

Recommended that the Clerk contacts the Head Teacher, Mrs Lourenz, to enquire whether this is a possibility                      .                                                                                  

61.              Dog Walking Group meeting of 16th October 2008 (see minute no 49)

The Greensand Trust has advised that as far as they know no other authority charges dog walkers. 

62.              Allotment Joint Consultative meeting held on 24th November (see minute 50) 

Letters have been sent to land owners as identified as having land suitable for further allotment plots, the only response received has been from Mr S Malik of the White Hart Public House, who would be interested in talking this matter through a little more.

Recommended that Cllrs R Chappell and Vicki Francis, Office Assistant meet with Mr Malik. 

63.              To consider making a submission to the Greensand Ridge Local Action Group for funding towards the Visitors Centre in Ampthill Park.

Cllr Tebbutt advised that he had been speaking to Joel Carré of the Greensand Trust about putting in a bid for funding for the Visitors Centre;, he was left with the impression that money would not be available for the construction costs and had therefore prepared a draft submission to equip the Visitors Centre with multi language interactive technology units that would provide information on Ampthill Park, the town and the wider area of the Greensand Ridge. If any grants are awarded the Town Council would need to find match funding from non public funds. 

Recommended that the Clerk writes to the Greensand Trust and request that they explore where match funding can be obtained from.           

Cllr Chappell advised that he had attended the Aragon Day at Peterborough and had held a conversation with the Councillor in charge of culture. Peterborough receives visits from a great number of pilgrims from Spain. The idea of a trail linking Dunstable Priory, Ampthill Park, Farthingay and Peterborough was mooted. If this could be achieved this would promote the town of Ampthill as a tourist spot. 

Recommended that the Katherine of Aragon trail is added to the submission support notes. Cllr Tebbutt is to continue to build the submission; an agenda item will be placed to consider the draft submission at the Town Council meeting on 18th February. 

64.              To receive a copy of the Management Plan for Ampthill Park dated 2nd January 2009.

Members had been provided with a copy of the management plan; Marcus Bellett Travis is to talk this through with the Council at a later date. Some High Risk trees have been identified that the Council are advised to take action on as soon as possible. 

Recommended that the Clerk talks to Mr Bob Morwood and Steve Dear, the tree surgeon to draw up a plan of action and the cost implication for dealing with the high risk trees.            

It was further Recommended that the Clerk writes to the Greensand Trust to request that they investigate where grants can be obtained for work on the trees in the Park. 

65.              To receive a copy of the report from the Friends of the Kings Arms Garden dated 2nd January 2009. 

Members were provided with a copy of the report as appended to these minutes. A number of points raised in the report cause concern; the Park staff only giving 15 minutes a week and work being done on trees. The Town Council want to work with the Friends of the Kings Arms Garden and therefore it was: 

Recommended that the Clerk writes to Mr Keenan enquiring whether a meeting could be held. Prior to the meeting it would be beneficial for the Friends of the Kings Arms Garden to draw up a management plan identifying short, medium and long term work needed , this would allow the Council to work out costings and work schedules. Mr Keenan is to be reminded that any work on trees must be referred to Mr Bob Morwood if the trunk circumfrance is over nine inches.  

66.              To consider the contents of a letter from a resident of Gas House Lane in relation to the condition of the access road.

The letter received enquired whether the Town Council have any duty to repair the bridleway along Gas House lane as he was of the opinion that money was put aside to do this at the time the Burial Ground was constructed. The Clerk had examined the file on the construction of the Burial Ground and established that at no time was it ever the intention to resurface the bridle path and there is no record of any funds being made available. A member advised that the strip of the bridleway from Maulden Road up to the cattle grid beyond the Burial Ground gates should be maintained by County Council. 

Recommended that the Clerk writes back to the resident advising him of the information drawn from the file and the fact that the County Council is responsible for the bridleway. 

67.              Alameda Road-parking notices

It has been noticed that residents are placing “no parking” notices along the Town Council’s fence. This is causing damage to the fence. The Town Council own the fence and the strip of land to the middle of the unadopted road.            

Recommended that the Clerk obtains legal advice on this matter. 

68.              To consider a request from Ampthill Festival to hold the annual event in Ampthill Park over the Gala Weekend of 27th and 28th June 2009.A letter has been received from Mr Hayes, Chairman of the Festival Committee requesting permission to hold the Prom

s in the Park on Saturday 27th June and the Gala Day on Sunday 28th. A Member enquired whether there was to be any fireworks at the end of Proms in the Park, an answer could not be given. 

Recommended that the Clerk invites Mr Hayes to address the Town Councillors at the meeting on 18th February to give information on the plans. 

69.              To consider an amendment to minute no 29 dated 1st October 2009 in relation to a tree identified incorrectly as being in the garden of Russett Lodge, following correspondence received from the resident of Russett Lodge.A letter was received to advise that the minute was incorrect as there is no HorseChestnut tree in the garden of Russett Lodge.            

Recommended that the minute be amended to read “the Horse Chestnut tree in the near vicinity to Russett Lodge” 

70.              To carry out a review on the locations identified for benches in the Park.

Members were provided with a copy of the existing plan as prepared in 2007. A Member gave an opinion that there were enough benches in the park. 

After discussion it was: 

Recommended that another park walkabout is to be held taking along the existing plan to consider the identified locations, in the interim period any requests are to be put to next available Parks Committee to consider.Once all bench sites have been allocated people are to be encouraged to plant trees. The Town Council could purchase a bench and memorial plaques so a number of people can be placed on it. 

71.              To consider an idea from the Greensand Trust and the Dog Walkers Group to hold a “Doggy Day Out” in Ampthill Park on Sunday 19th April 2008.

Members discussed this matter and considered that a number of matters would have to be addressed. It was then: 

Recommended that the Clerk advises the Greensand Trust that the Town Council agree in principle to this request, however a presentation is to be given to the Town Council at the meeting on 18th February giving information on:

·         Where in the Park the event is to be held.

·         Has it been established whether there are any Football or cricket games on 19th April.

·         Parking for people attending.

·         How will it be ensured that all dogs are under full control and on leads if not taking part in tasks.

·         Toilet facilities for people in attendance.

·         First Aid

·         Policing

·         Health and Safety

·         Clearance of site of dog waste.   

72.              To consider the policy on allowing an allotment holder to retain a plot when moving out of Ampthill. 

The Town Council has received a change of address for an allotment holder at Grange Farm, the holders have moved to Maulden.  The tenancy agreement states that “tenants may be required to vacate the plot if other suitable tenants are available”   There are approx. 35 Ampthill residents on the waiting list. The plot holder advised that they are in rented accommodation and hope to return to Ampthill. 

Members considered the following suggestion that had been put forward by Vicki Francis, Office Assistant, as follows: 

§         Give the plot holders twelve months notice to vacate and if they return to live in Ampthill during this time they can retain their plot, if they don’t return the plot can be relet. After discussion it was: 

Recommended that the plot holder be advised that they will be required to vacate the plot in September 2009 if they have not returned to live in Ampthill by that time.  If this is the case the plot can then be allocated to a person residing in Ampthill from the waiting list. 

73.              To receive reports from Chris Garrard on the Katherine’s Cross Project

Members had been provided with a copy of the reports as appended to these minutes. Concern was voiced over the fact that the project cost is spiralling and is now 25-30% over the original price quoted. The Clerk advised that the major increase in costs occurred due to the discovery of newts in the area of the cross; work had to stop for two weeks to allow the newts to be re housed within the structure. This meant that not only could the Stonemasons not work, but that rental of the metal roadway was also extended. 

After further discussion it was: Recommended that:

i)            The Clerk requests Chris Garrand attends the Town Council meeting on 18th February. Mr Garrand is to be requested to provide a spreadsheet showing the original breakdown of the contract price with the amended costs to date alongside for comparison. It is to be requested that this received by 13th February.

 ii)    It is to be explored whether any extra grants can be obtained from WREN, English Heritage and the European Union. 

74.              Items of Correspondence received for note.§         Commentree – Winter 2009.     

75.              Cllr Mrs Wilson then put the following motion to exclude the press and public from the remainder of the meeting. 

“That in view of the confidential nature of the business about to be transacted relating to staff matters, it is advisable in the public interest that the public and press be temporarily excluded and that they are instructed to withdraw”  

76.              To discuss a matter relating to a staff member.

This minute is appended for Members only.              

There being no further business the meeting closed at 9.50pm.                   

CHAIRMAN                                                       DATED