PFAA-minutes-14th-August-2018.pdf

HELLESDON PARISH COUNCIL

The Council Office, Diamond Jubilee Lodge, Wood View Road, Hellesdon, Norwich, NR6 5QB
Tel: 01603 301751 www.hellesdon-pc.gov.uk email: contact@hellesdon-pc.gov.uk

Minutes of the meeting of the Playing Fields, Amenities & Allotments Committee held on
Tuesday 14th August 2018 at 7pm in Diamond Jubilee Lodge, Hellesdon

PRESENT

Cllr D King - Chairman

Cllr U Franklin Cllr D Jones-Blackett Cllr M Fulcher

Mr Mark Knight (Parish Clerk)

Mr K Sage (Head Groundsman) Mrs Louise Reeves (Projects Officer)

The meeting opened at 7pm.

IN ATTENDANCE

Cllr. Sue Prutton and Mr. Paul Clarke from Brown & Co Estate Agents.

1. Absence and Apologies for absence

Cllr Sear – Apologies received and accepted
Cllr Attenborough – Apologies received and accepted

2. Declarations of Interests and Dispensations

None declared.
Dispensations. None Received

3. Public Participation

Mr Paul Clarke spoke at length regarding a meeting which he recently attended with
the Parish Clerk. This was regarding a parcel of land near to the Low Road and the
Royal Norwich Golf Course housing development which is currently owned by the
Girloc Trust. Mr Clarke indicated that this may be offered to the Council for ownership
but that the details were in the very early stages of being developed.

A discussion then took place concerning costs, impact on the local area, maintenance
and the impact on the Parish Hall and burial ground. It was agreed that the Parish
Clerk should compile a report for presentation to Full Council on the 11 th September
2018 where a way forward could be devised.

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 Cllr Prutton then spoke briefly regarding the recent Best Kept Allotment Competition
procedure and a situation concerning the dissatisfaction with the Hellesdon Allotment
Holders Association over the result.

4. Approval of the minutes of the last meeting held on 22nd May 2018

Resolved: To accept the minutes as a true record.

5. Matters pertaining to the financial report

This was not available on the night due to the absence of the Financial Officer but will
be circulated upon his return.

6. General Matters

6.1 To discuss the map concerning boundaries in Mountfield Park and the B & Q
site

The map provided by B & Q management was presented which clearly defines the
boundary between the land owned by them and that owned by the Parish Council.
This was noted and a further request for a tree map to be provided by B & Q
management which clearly marks out the responsibilities of both parties. The Parish
Clerk will contact John Brady the manager to source this. Discussions about a fence
clearly marking this boundary took place but it was agreed that this should fit into the
larger budget setting process.

6.2 To discuss the development strategies for Cottinghams Park, Meadow Way
Park and the Recreation Ground

These strategies were presented to the committee and it was RECOMMENDED that
they be presented for inclusion in the larger strategic plan which will be discussed by
the Property, Policy and Resources Committee in October for ratification to Full
Council thereafter. It was also RESOLVED that this committee should organise a
Community Engagement Day which could address some of the problems of vandalism
and fly-tipping which the Council is experiencing at the moment. This to be done
possibly in the spring before the end of the current Council’s term of office.

6.3 To discuss and decide on a procedure for the poor keeping of allotments

Much discussion took place over the escalation process for poorly kept allotments. It
was agreed that whilst the focus should be on filling the vacant plots it should not
mean that those who already have plots should be allowed to let them become
unmanageable and have a detrimental effect on other allotment users.
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 The effectiveness of the current inspection process, consisting of a simple red, amber
and green rating system was questioned and it was decided that more stringent rules
and escalation procedures needed to be in place.

It was RESOLVED that the Parish Council staff devise a more effective and fair
system and tailor the current allotment rules to back this up. This will be approved by
this committee in the October quarterly meeting.

It was also RESOLVED that the tenancy agreement should be rewritten to make the
legal responsibilities and escalation procedure clearer. This should include a final
action from the Parish Council of the issuing of a 28 day notice to quit in the event of
complete non-compliance with these rules.

6.4 To receive a report from the Head Groundsman

The Head Groundsman gave a verbal report on his progress over the last quarter
which focussed mainly on the very high temperatures being experienced and the
impact on both the grounds staff work and the possibility of postponing the start of the
Football season. This situation is being monitored by staff and any problems will be
reported to the Council via the Parish Clerk as necessary.

The recent tree survey and quotes for essential works were discussed and it was
RESOLVED to appoint M J Tree Services to conduct these works with the cost for
Cottinghams Park coming out of the HEL2 Earmarked Reserve, the Mountfield Park
sum coming out of the Commuted Sum for Mountfield Park Earmarked Reserve and
the works for the Recreation Ground coming out of General Reserves.

The Head Groundsman also requested the amount of £500 for a top dressing for the
Bowling Green and it was RESOLVED to grant this in this instance and include it in
the budget going forwards.

6.5 To discuss the findings of the ROSPA report

The reports for all playground equipment areas were discussed at length and the
findings from ROSPA noted. It was RESOLVED to action any recommendations the
report made and also RESOLVED to seek three quotes for updating the Under 9 play
area at the Recreation Ground purely for research purposes at this stage.
7. Exchange of information

Nothing for this meeting.

8. Date, time and venue of next meeting

As agreed the next meeting would be held in
The Council Chamber, Diamond Jubilee Lodge on Tuesday 16th October 2018 at
7pm
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The meeting closed at 10.21pm.

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