amenity areas sub-committee - 030915

Amenity Areas Sub-Committee 2015/2016

MINUTES OF A MEETING OF THE AMENITY AREAS SUB-COMMITTEE OF THE SOUTH MOLTON TOWN COUNCIL HELD IN THE GARDEN ROOM, THE AMORY CENTRE, 125 EAST STREET, SOUTH MOLTON ON THURSDAY 3 SEPTEMBER 2015 AT 6.30PM

Present: In the Chair Cllr D. J. Worden Town Mayor Cllr D. J. Goodman Cllr M. Bushell Cllr M. Cornelius Cllr M. J. Kingdon Cllr Ms T. Lewis Cllr E. J. Moore Cllr M. F. Way In Attendance: Town Clerk Mr A. C. Coates AA1/15 ELECTION OF CHAIRMAN It was RESOLVED that Cllr Worden be elected as Chairman for the ensuing municipal year.

AA2/15 ELECTION OF VICE CHAIRMAN It was RESOLVED that Cllr Cornelius be elected as Vice-Chairman for the ensuing municipal year.

AA3/15 APOLOGIES FOR ABSENCE Apologies for absence were received from Cllrs Foster and Yeo.

AA4/15 CHAIRMAN’S ANNOUNCEMENTS The Clerk advised that he would be preparing the Accounts for South Molton Swimming Pool for the previous financial year. This would enable the pool Trustees to get their grant from North Devon Council for the current year.

AA5/15 DECLARATIONS OF INTEREST Nil.

AA6/15 ADOPTION OF TERMS OF REFERENCE Members had previously received a copy of the suggested Terms of Reference for this Sub-Committee and it was RESOLVED that with the following additions these be approved and adopted:

Under the heading – Purpose of the Committee add – 5. Change to read ‘Recreation Facilities’ 8. Swimming Pool 9. Community Areas 10. Monitoring S106 monies Under the heading – Responsibilities add – 4. Future medium to long term planning budgets

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AA7/15 PLAY EQUIPMENT Members noted that Section 106 monies, in the sum of approximately £4800, were available for installing some additional play equipment either in Central Park or the Recreation Ground. The Clerk read out various points for consideration and following discussion it was RESOLVED that a swing unit be installed in the Recreation Ground. Details and costs will be considered at the next meeting of this committee in due course.

There being no further business the meeting closed at 7.10pm.

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MINUTES OF A MEETING OF THE AMENITY AREAS SUB-COMMITTEE OF THE SOUTH MOLTON TOWN COUNCIL HELD IN THE OAK ROOM, THE AMORY CENTRE, 125 EAST STREET, SOUTH MOLTON ON TUESDAY 13 OCTOBER 2015 AT 7.15PM

Present: In the Chair Cllr M. Cornelius Town Mayor Cllr D. J. Goodman Cllr M. Bushell Cllr M. J. Kingdon Cllr E. J. Moore Cllr Mrs S. Yeo In Attendance: Town Clerk Mr A. C. Coates Cllrs Mrs C. E. Lock and Cllr S. W. Lock as observers AA8/15 APOLOGIES FOR ABSENCE Apologies for absence were received from Cllrs Foster, Lewis,Way and Worden

AA9/15 CHAIRMAN’S ANNOUNCEMENTS Nil.


AA11/15 APPROVAL OF MINUTES Amenity Areas Sub-Committee 3 September 2015 It was RESOLVED that these minutes be approved.

AA12/15 PLAY EQUIPMENT – RECREATION GROUND Following the last meeting of this sub-committee when members agreed that any new equipment be sited in the Recreation Ground members noted two quotes received for the supply and installation of suggested equipment. It was RESOLVED that the quote from Mant Leisure in the sum of £10320.00 plus VAT for Option 6 on their quote for a swing unit and slide be accepted.

AA13/15 PROPOSED BMX TRACK & ALLOTMENTS Members noted a report from Mr J. Holtom in respect of the above and following discussion the following was RESOLVED: 1) That the area earmarked for a car park at the top of Parsonage Lane now

be considered for a BMX track subject to ascertaining from Ms Jean Watkins, Planning Officer, that this area is suitable.

2) That James Watkins of Back-on-Track, who had met with councillors on site, be instructed to carry out a basic design for a BMX track on the potential new site up to a maximum of £1000.

3) That the soil offered by Elan Homes free of charge be accepted and deposited on the allotment area ready for future use.

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4) That the creation of allotments be delayed until such time as the BMX track has been accepted as a viable project.


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MINUTES OF A MEETING OF THE AMENITY AREAS SUB-COMMITTEE OF THE SOUTH MOLTON TOWN COUNCIL HELD IN THE GARDEN ROOM, THE AMORY CENTRE, 125 EAST STREET, SOUTH MOLTON ON WEDNESDAY 2 MARCH 2016 AT 6.30PM

Present: In the Chair Cllr D. Worden Town Mayor Cllr D. J. Goodman Cllr M. Bushell Cllr Mrs J. Foster Cllr M. J. Kingdon Cllr E. J. Moore

Cllr M. F. Way Cllr Mrs S. Yeo In Attendance: Town Clerk Mr A. C. Coates AA14/15 APOLOGIES FOR ABSENCE Apologies for absence were received from Cllrs Cornelius and Lewis.

AA15/15 CHAIRMAN’S ANNOUNCEMENTS Cllr Kingdon had been asked by the land agent for the Council to fix a date for the Bridleway opening in April. The Town Clerk advised that he would

confirm a date with the land agent tomorrow. Cllr Bushell pointed out that he hoped there would be no specific names mentioned on any plaque that may be positioned on the Bridleway after the event.

AA16/15 DECLARATIONS OF INTEREST The following declaration of interest was read out by the Town Clerk: Cllr Foster – Personal Interest – Items 5, 6, 7 and 8 – Chair of FOSMCW

AA17/15 APPROVAL OF MINUTES Amenity Areas Sub-Committee 13 October 2015 It was RESOLVED that these minutes be approved.

AA18/15 PROPOSED BMX TRACK Members noted and approved the proposed plan for the new BMX track and the Clerk informed members that planning permission had been submitted. He suggested that as the quotes were higher than anticipated perhaps members should consider using Section 106 monies to offset the costs for the creation of the BMX track. It was RESOLVED that subject to Section 106 monies be allocated to at least 50% of the costs the BMX track should go ahead. 7 For 1 Abstained. (Cllr Foster abstained).

AA19/15 LAND AT PART GULLACOMBES Members noted that the tenant of part of the land at Gullacombes has given notice and will be vacating the ground at the end of March 2016. Before any new tenancy commences the Clerk is requesting permission to put a clause in any new agreement that an owl box is located in a linhay on

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this holding. It was unanimously RESOLVED that the Council should check if any repairs are required on the two linhays and that, if in a decent state of repair, the owl box be positioned in one of the linhays and the new tenancy be amended as necessary.

AA20/15 COMMUNITY WOODLANDS – POND Members noted a letter from a parishioner regarding the future maintenance of the woodland pond. It was RESOLVED that the Clerk obtains two quotes from professional companies to deal with the parrot weed in the pond and to bring these to the next meeting of this committee for discussion.

AA21/15 EQUIPMENT IN RECREATION GROUND Members noted a complaint received regarding the installation of new play equipment in the Recreation Ground requesting that the equipment is moved. It was unanimously RESOLVED not to move the equipment and that the resident is notified of this detailing the reasons behind this decision. There being no further business the meeting closed at 7.02pm.

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MINUTES OF A MEETING OF THE AMENITY AREAS SUB-COMMITTEE OF THE SOUTH MOLTON TOWN COUNCIL HELD IN THE BEECH ROOM, THE AMORY CENTRE, 125 EAST STREET, SOUTH MOLTON ON THURSDAY 28 APRIL 2016 AT 6.30PM

Present: In the Chair Cllr D. Worden Town Mayor Cllr D. J. Goodman Cllr M. Bushell Cllr M. Cornelius

Cllr Mrs J. Foster Cllr Ms T. Lewis Cllr E. J. Moore Cllr Mrs S. Yeo

In Attendance: Town Clerk Mr A. C. Coates AA22/15 APOLOGIES FOR ABSENCE Apologies for absence were received from Cllrs Kingdon and Way.

AA23/15 CHAIRMAN’S ANNOUNCEMENTS . Nil.


AA25/15 APPROVAL OF MINUTES Amenity Areas Sub-Committee 2 March 2016 It was RESOLVED that these minutes be approved. Cllrs Cornelius and Lewis abstained from voting as they were not present at the meeting.

AA26/15 RECREATION GROUND PATHS AND DRAINAGE Members noted that a quote had been obtained from Alan Dart to carry out resurfacing works to the paths in the Recreation Ground. Mr Dart had supplied three options for consideration and it was RESOLVED to accept Option 1 – to re-surface all the paths to a width of 1.5 metres at a cost of £22000.00.

AA27/15 POND IN COMMUNITY WOODLAND Members noted that two quote had been received to remove the Parrot Feather in the pond at the Communmity Woodland. It was RESOLVED that

the quote in the sum of £890.00 be accepted. It was further RESOLVED that a sign is erected at the pond stating the problems that could occur within the pond if fish are introduced.


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Policy, Procedures & Strategy Sub-Committee Page 1 2015/2016

MINUTES OF A MEETING OF THE POLICY, PROCEDURES & STRATEGY SUB-COMMITTEE OF THE SOUTH MOLTON TOWN COUNCIL HELD IN THE BEECH ROOM, THE AMORY CENTRE, 125 EAST STREET, SOUTH MOLTON ON THURSDAY 9 JULY AT 9.00AM

Present: In the Chair Town Mayor Cllr D. J. Goodman Cllr Mrs J. H. Foster Cllr S. W. Lock Cllr E. J. Moore Cllr D. J. Worden

In Attendance: Acting Town Clerk Mr A. C. Coates

PPS1/15 ELECTION OF CHAIRMAN It was RESOLVED that Cllr Mrs C. Lock be elected as Chairman for the ensuing municipal year.

PPS2/15 ELECTION OF VICE CHAIRMAN It was RESOLVED that Cllr Cornelius be elected as Vice-Chairman for the ensuing municipal year.

PPS3/15 It was RESOLVED that in the absence of the Chairman and Vice Chairman that the Mayor, Cllr D. Goodman, takes the chair. PPS4/15 APOLOGIES FOR ABSENCE Apologies for absence were received from Cllrs Cornelius and C. Lock.

PPS5/15 CHAIRMAN’S ANNOUNCEMENTS Nil.

PPS6/15 DECLARATIONS OF INTEREST Nil.

PPS7/15 ADOPTION OF TERMS OF REFERENCE Members had previously received a suggested Terms of Reference for this Sub-Committee and it was RESOLVED that these be approved and Adopted with the following amendment: that under the heading ‘Purpose of the Committee’ the wording ‘that the documents should be reviewed on an annual basis and that it should comply with all current legislation” be added.

PPS8/15 Members noted three Model Policy Documents for consideration and amendment. It was RESOLVED that amendments are made as follows:

a) Disciplinary Procedure – that this document be agreed subject to the correct information regarding Authority etc being amended.

b) Flexible Working Policy – that this document be agreed subject to the correct information regarding Authority etc being amended.

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c) Grievance Policy – that Paragraph 2.4 be removed (Grievances relating to the Town/Parish Clerk)

With these amendments it was RESOLVED that these documents be presented to the full Town Council in due course for adoption.

There being no further business the meeting closed at 9.43am.

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MINUTES OF THE MEETING OF THE POLICY, PROCEDURES AND STRATEGY SUB-COMMITTEE OF THE SOUTH MOLTON TOWN COUNCIL HELD IN THE BEECH ROOM, THE AMORY CENTRE, 125 EAST STREET, SOUTH MOLTON ON FRIDAY 25 SEPTEMBER AT 9.00AM

Present: In the Chair: Cllr Mrs C. Lock Cllr M. Cornelius Cllr D. J. Goodman Cllr Mrs J. H. Foster Cllr S. W. Lock Cllr E. J. Moore Cllr D. J. Worden In Attendance: Mr A. C. Coates – Town Clerk PPS9/15 APOLOGIES FOR ABSENCE

Nil.


PPS11/15 CHAIRMAN’S ANNOUNCEMENTS None.

PPS12/15 APPROVAL OF MINUTES Policy, Procedures & Strategy Sub-Committee 9 July 2015

PPS13/15 TOWN CLERK’S UPDATE The Town Clerk informed members that he had sought advice regarding the

decision of minutes just approved. The policies that were adopted at the last meeting actually conflict with the HR policies set out by Peninsula Business Services. Since Peninsula Business Services have an insurance policy for any HR claims made against the Council, the Clerk reported that he was recommending that the Council adopt their policies. Therefore, he suggested that the HR policies which are now in the employee handbook be approved by the staffing committee. The Clerk also stated that he would not be submitting the latest minutes for approval by full Council. Members agreed to this but it was pointed out that the Terms of Reference adopted at the last meeting be revised to reflect that this sub-committee no longer deals with HR policies. The Clerk stated that he would bring back a revised Terms of Reference at the next meeting.


Chairman Date


MINUTES OF THE MEETING OF THE POLICY, PROCEDURES AND STRATEGY SUB-COMMITTEE OF THE SOUTH MOLTON TOWN COUNCIL HELD IN THE GARDEN ROOM, THE AMORY CENTRE, 125 EAST STREET, SOUTH MOLTON ON WEDNESDAY 18 NOVEMBER 2015 AT 9.00AM

Present: In the Chair: Cllr Mrs C. Lock Town Mayor Cllr D. J. Goodman

Cllr Mrs J. H. Foster Cllr S. W. Lock Cllr E. J. Moore Cllr D. J. Worden

In Attendance: Mr A. C. Coates – Town Clerk PPS14/15 APOLOGIES FOR ABSENCE

Apologies for absence were received from Cllr Cornelius.


PPS16/15 CHAIRMAN’S ANNOUNCEMENTS Nil.

PPS17/15 APPROVAL OF MINUTES Policy, Procedures & Strategy Sub-Committee 25 September 2015

It was RESOLVED that these minutes be approved.

PPS18/15 TERMS OF REFERENCE Members noted a copy of the revised Terms of Reference previously circulated and it was RESOLVED that these be approved.

PPS19/15 STRATEGIC PLAN

Members noted a copy of a suggested Strategic Plan for South Molton Town Council and it was RESOLVED that in order to obtain public opinion a questionnaire would be included within the next newsletter asking for comments on how they see the town evolving over the next five years. It was also RESOLVED that the suggestion of forming a small Working Party be taken to the next full Town Council meeting in order that all members would have the opportunity to be part of this Working Party.

PPS20/15 POLICIES FOR ADOPTION

Members noted copies of draft policies in respect of the following policies which were considered by members: Complaints Procedure Acceptable Behaviour Protocol Anti-fraud & Corruption Policy Following discussion it was RESOLVED that all policies be adopted subject to some minor amendments agreed by this committee.

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PPS21/15 PARISH EMERGENCY PLAN Members noted that the Clerk was recommending that a small working party be appointed to continue working on the Parish Emergency Plan. It was RESOLVED that initially this working party consists of Cllrs Goodman, S. Lock and Worden and that at a later stage it would be taken to full Council to increase membership of this working party.


Chairman Date