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(Draft) Minutes, Asset Management ST CUTHBERT (OUT) PARISH COUNCIL MINUTES OF THE MEETING OF THE ASSET MANAGEMENT COMMITTEE HELD REMOTELY ON WEDNESDAY 31ST MARCH 2021. PRESENT: Cllrs M Hayden, I Humphreys; M Lunnon; T Mallinson; M Mitchell. Cllr M Lunnon left at 8.42pm. IN ATTENDANCE: Cllr J Reeves and G Pettitt; Mrs L Pool (Deputy Parish Clerk). 01. APOLOGIES FOR ABSENCE AND TO CONSIDER THE REASONS GIVEN No apologies were received. 02. DECLARATIONS OF INTEREST AND DISPENSATIONS 02.01. There was a declaration of personal interest by Cllr M Hayden for Item 12. 02.02. There were no requests for dispensations for disclosable pecuniary interests. 02.03. There were no requests for dispensation. 03. EXCLUSION OF THE PRESS AND PUBLIC Item 7, 8 and 9 would exclude the press and public, if any attended during the meeting. 04. PUBLIC QUESTION TIME There were no members of the public present. 05. MINUTES OF THE EXTRAORDINARY MEETING OF ST CUTHBERT (OUT) PARISH COUNCIL ASSET MANAGEMENT COMMITTEE HELD REMOTELY ON MONDAY 1ST MARCH 2021. RESOLVED: To confirm and sign as correct record the minutes of the Extraordinary Asset Management Committee Meeting held remotely on Monday 1st March 2021. 06. DOG WASTE BINS AT SOUTH HORRINGTON & GLENCOT ROAD The Committee felt that education was the best approach and that requests for dog bins will increase. It is not practical to support every request and it avoids dog- walkers taking responsibility. It was suggested that, in South Horrington, the caretaker could add signage to urge residents to dispose of waste properly, the Development agents, Firstport, could be asked and that the landowner could be contacted to add signage at the Cricket Club. RESOLVED: To approach Bovis & David Wilson Homes to ask them to support a dog- waste bin installation on Wookey Hole Road. RESOLVED: To decline the request to provide a dog waste bin in South Horrington. Page 1 of 4 St Cuthbert (Out) Parish Council – Asset Management Committee 07. REQUEST FOR APPROVAL OF COXLEY GRASS-CUTTING ROUTINE & COSTS. The potential use of Coxley Recreation Ground by a football club is being explored. Interim arrangements for basic cutting should be made until future plans are more concrete and possible contribution to costs by future users is discussed. RESOLVED: To instruct Shepton Landscapes to undertake the grass-cuttign between April and October 2021. 08. QUOTES FOR FENCEWORKS AT THE ALLOTMENTS The revised quote for fencing was only received on the day of this meeting. RESOLVED: The quote would be circulated tomorrow and the Committee would offer their decision by email, as the quote was offered under ‘preferred contractor’ arrangements. 09. CYBER SECURITY ON STAFF COMPUTERS It was emphasised that Microbitz had undertaken work for the Council for several years, have offered a good service and established a positive rapport. Wellscope also received recommendations from 2 councillors, and a concern from another. The ability of the companies quoting to have devices maintained remotely was discussed as was the known and unknown costs (for example, the unspecific cost of software and licence.) RESOLVED: To accept the quotation from Microbitz. 10. REVIEW OF ALLOTMENT TENANCY AGREEMENT The proposed changes to the tenancy agreement wording were discussed item by item. It was agreed that the Council’s responsibilities to provide plots where reasonably possible should be with residents within the parish. It was discussed what the policy would be if old structures larger than the stated size were left after a tenant gave up their plot. RESOLVED: Paragraph 6 would read “Any new tenant shall reside within the St Cuthbert (Out) Parish during the tenancy from 31st March 2021. Only one plot per household address is permitted.” RESOLVED: Paragraph 7.f would include the amendment, “…or any structure…” RESOLVED: Paragraph 7.g would include “a) closest to car park, b) back, c) front and d) gates…” regarding tenant maintenance of paths. RESOLVED: Paragraph 7.m would be inserted. RESOLVED: Paragraph 7.n would read, “Ignite bonfires only on the specified day of the 1st Sunday of the month, ensuring bonfires are contained, means of extinguisher are available and consideration is given to wind direction and neighbouring tenants and residents.” 11. REVIEW OF ANNUAL MAINTENANCE CONTRACTS Cllr Mark Lunnon offered to resume his hedge-cutting free-of-charge once a year and the Committee offered their thanks for his offer. Internal hedge-cutting should be done twice a year. Responsibility for East Horrington churchyard was discussed. A document had been forwarded from St Thomas’s clerical office stating the delegation of maintenance from Mendip District Council to St Cuthbert (Out) Parish Council, Page 2 of 4 St Cuthbert (Out) Parish Council – Asset Management Committee undated. It was suggested that this delegation of responsibility should be reviewed and that potential new owners of the chapel may wish to negotiate new terms. The contract terms relating to East Horrington churchyard therefore would remain as offered in Annex F. RESOLVED: To remove the following items from the contract a) external, top and internal hedge cuts at Easton Jubilee Playing Field, b) external and top hedge cuts at the Allotments & land known as the Triangle (from car park gate to pedestrian gate) c) external and top hedge cuts at Coxley Recreation Ground on Mill Lane RESOLVED: To maintain the current arrangements at East Horrington churchyard with a view to reviewing at a later date. 12. PURCHASE OF SPEED INDICATOR DEVICE (SID) A summary was given regarding the 11 approved sites and the 3-times-a-year rotation of a Speed Indicator Device around the parish. Grants have previously been offered to Community Speed Watch and last year’s grant is to be returned to the Council. The Finance & Scrutiny Committee has resolved to recommend the purchase of a Speed Indicator Device on 10th March 2021. The SID would become a Council asset and data would be shared with the police. The cost of purchase and necessary training would come from the Asset Management Committee reserve budget. It was noted that the full details and costs for training were not fully known. All sites are on poles and either verges or pavements. Cllr Mark Lunnon offered to assist in installing the Speed Indicator Devices. A correspondence was read from the Chair of Westbury- Sub-Mendip regarding their research and planning into a SID. The Deputy Clerk is to further research the full costs and training requirements. RESOLVED: To recommend the principle of purchasing a Speed Indicator Device to Full Council. 13. FUTURE PLANS REGARDING THE LAND KNOWN TO THE COUNCIL AS ‘THE TRIANGLE’ The Chairperson of the Environmental Working Group informed the Committee that members were keen to contribute ideas to the future plans of the land known to the Council as the Triangle. It was noted that the Japanese Knotweed did not appear to have been eradicated and was re-growing. Future plans included additional allotments and car parking but it was pointed out that access could be an issue and that allotments would restrict future plans and flexibility for the Council. A community garden was considered a positive option. It was agreed that the Asset Management Committee would revisit the topic in 6 months, and that the Environmental Working Group would develop ideas and contribute at that meeting. It was agreed that canvassing local residents, via a survey or the Wookey Hole Residents Forum, to gauge interest in a community garden was useful and the Deputy Clerk is to action. RESOLVED: To defer decisions about the land known as The Triangle until September 2021. RESOLVED: To seek a quote from a preferred contractor for permanent fencing-off of the area containing Japanese Knotweed. Page 3 of 4 St Cuthbert (Out) Parish Council – Asset Management Committee 14. UPDATE ON ASSET MANAGEMENT WORKS The Deputy Clerk updated the Committee on scheduled and approved works. An update was given regarding the current waiting list of allotment tenants and the clearance of plots, which were nearing completion. Somerset Forge Ltd had taken custody of the ‘T for 2’ Swing and would provide a quote for its repairs. Somerset Forge Ltd had also agreed to quote for making the grid cover for the new trough at the Allotments. The aerial runway at Dulcote had been recorded as serviced and completed by the play area inspector but it was since reported that the rubber covering the chain has torn completely. The Deputy Clerk is to follow up on this repair. The Committee had received a quote for installing 3 litter and 1 dog waste bin and the Deputy Clerk requested that the Committee informed her of their decision by email. The quote includes an optional quote for concrete repair works at Dulcote Recreation Ground. The Deputy Clerk had not been able to get an update on phone box renovations but it is understood the Contractor would be able to begin works after completing the Allotment Water Works contract. The Deputy Clerk is to investigate the possibility of delivery to Wells Cemetery, via Wells City Council Town Clerk. 15. BONFIRES AT ALLOTMENTS It was discussed under Item 10 that bonfires would expressly be permitted only on the 3rd Sunday of any month. A sign would be produced for the notice board. 16. EXTRAORDINARY ASSET MANAGEMENT COMMITTEE MEETING It was noted that the next scheduled meeting of the Asset Management Committee had been revised to Wednesday 12th May at 7pm. This meeting would discuss and decide on the Annual Maintenance Contract awards and would therefore not be an Extraordinary meeting. The date for the Annual Maintenance Contracts to be opened is to be changed to Tuesday 11th May but will need to be a closed meeting.
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