and Parish Council

Minutes of the Amenities and Services Committee Meeting held on 18 October 2018 at The Pavilion, Gobowen commencing at 7.30pm

In the Chair – Cllr Crow

Present: - Cllrs: S Crow, T Broom, N Evans, C Emery, M McKenna

Officers: D Dorrell, Locum Clerk, G Power, Locum RFO

153 Apologies

Councillors Britner and Whitelaw.

154 Disclosable Pecuniary Interests a) None declared b) No dispensations were requested.

155 Minutes

RESOLVED that the minutes of the meeting held on 28 June 2018 be confirmed as a correct record and signed by the Chairman.

156 Reports a) Report of the Locum Clerk The Locum Clerk introduced her report which captured updates and matters outstanding or ongoing. The report also noted there were two vacancies on the Committee which would be placed on the November meeting of Full Council.

The report also contained a recommendation that consideration being given to a Task & Finish Group to oversee a smooth transition of outstanding or ongoing work of the committee to the incoming Clerk. b) Other reports There were none as some had already been provided to Full Council. An Allotments meeting had taken place.

157 Playing Fields and Sports Court a) Youth Club Request The Committee considered a request to change the hire of the Pavilion from a Monday evening to Thursday evening with a view to turning the Youth Club into a Youth Café and supplying simple food, examples of which were given, toast and pizza. The RFO had researched the request with Environmental Health who had advised that a food safety management system would need to be introduced with those handling food to undergo training in food safety and hygiene. Information from the Food Standards Agency had been circulated.

During discussion, it was noted that the Pavilion was already booked on Thursdays and due to the legal requirements and measures required to be put in place by

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Environmental Health the Committee could not approve the request.

RESOLVED: That the Youth Club be informed of the Committee’s decision and be send a copy of the Food Standards Agency booklet on food handling.

b) Path Maintenance Update A response from GR Contracting had not been received. The Chair said she would also follow up. c) Boundary Fence Update Quotations for fencing at the bottom of the playing field ere discussed and efforts to locate these were ongoing. As it was likely they were received some time ago, it was thought that fresh quotes might be pursued. d) Fun Day Update It was noted that the RFO had now invoiced for the £30 hire fee, payment awaited.

158 Pavilion a) Maintenance It was noted that a maintenance schedule had been drawn up and agreed at the last meeting.

159 Gobowen Allotments a) Update and end of season communications It was reported that allotments were in good order. The need to write to allotment holders earlier than had been done previously was agreed so that if a plot was given up the new plot holder would be able to plant the plot earlier. It was noted that a deposit of £50 would be required for new plot holders, refundable upon vacating the plot in good condition. This would need including in the Agreement documentation with allotment holders which also needed reviewing. b) Request to plant roundabout A request had been received from a plot holder. As the roundabout was not owned by the Parish Council, approval could not be given. There were also health and safety issues to be considered.

160 Hengoed Cemetery a) Shelter Roof Repair Cllr McKenna reported on the poor condition of the roof. Quotes to be brought to a future meeting. b) Wording: Memorial Slabs and Gravestones The use of nicknames was discussed, and it was noted there was nothing in the Burial Ground Guide relating to this. During discussion, the merits of putting a person’s name first followed, if necessary, by any nickname used was better practice and it was agreed the Council’s Rules and Instructions should be amended to note the use of just a person’s nickname was not permitted and should then be recirculated. c) Correspondence Two items of correspondence had been received. The Locum Clerk would draft replies as discussed. d) Cemetery Paths – 4th Quarter Update It was noted that the bill had been paid and the Committee wished to thank the contractor for a job well done.

161 Community Meals a) Seasonal Communication

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Letters to thank the volunteers are sent prior to Christmas. Locum Clerk would check on format to ensure these were not missed.

162 Street Lighting – LED Costing Cllrs Crow and Emery had agreed to look at cost regarding LED replacements. Locum Clerk to locate and forward schedule to enable further work to be undertaken. Highline to be instructed that no conversions to be made until instructed.

163 Seasonal Planters – Agreement with Derwen College The Chair reported that she had agreed the planters with the Derwen.

164 Benches Update The Chair reported that she had instructed the Brewers to undertake paintwork as previously agreed.

165 Noise Nuisance – Pavilion Car Park This had been referred from Full Council following reports to the October meeting. Further complaints from a member of the public had been received.

Following a lengthy discussion on measures that might be taken such as combination locks on the gate, bollards on the grass verge, notices on gate and CCTV it was agreed the matter should be referred back to Full Council with the following recommendations.

RESOLVED: 1) The CCTV contract should be reviewed as to what use of CCTV the Council requires for the future. 2) The use of a Combination Lock for those using the Car Park to lock and unlock the gate be considered.

Cllr McKenna and Crow undertook to produce a short report for Council to consider.

166 Annual Playground Inspection A lengthy report had been circulated noting details of those items needing a contractor would be reported. The Chair requested that the contract with Council be reviewed at the next meeting.

167 Correspondence a) Shropshire Playing Fields Association A letter had been received inviting a representative of the Council to the AGM on 15 November. It was noted that the PC had not appointed a representative to the Association at its annual meeting in May. Cllr McKenna agreed to attend.

168 Date and time of the next meeting

Thursday 6th December – 19.30, Pavilion.

Meeting closed – 9:05 pm

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