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Open Spaces Minutes, Reports & Agenda – 16th April 2025

Open Spaces Uploaded on April 10, 2025

Minutes

STANSTED MOUNTFITCHET PARISH COUNCIL OPEN SPACES COMMITTEE

Minutes of a meeting of the OPEN SPACES COMMITTEE held at 7.30pm on Wednesday 16th April 2025 in The Mountfitchet Exchange, Crafton Green, 72 Chapel Hill, Stansted Mountfitchet, Essex

PRESENT       Cllr J Kavanagh (Chair), Cllrs A Barnes, G Braeckman, M Caton, A Guney, A Love and T van de Bilt

ATTENDING   Mrs Ruth Clifford – Parish Clerk, Mrs Emma Philbrick – Deputy Clerk, Cllr A Khan – via Zoom, 1 member of the public – via Zoom

398      APOLOGIES FOR ABSENCE           –           None

No apologies were received from Cllr Khan

399      DECLARATIONS OF INTEREST      –           None

400      TO APPROVE THE MINUTES OF THE MEETING HELD ON 5TH MARCH 2025

RESOLVED    to approve the minutes of the meeting held on 5th March 2025 as a true and accurate account.

401      TO RECEIVE AN UPDATE ON ACTION POINTS FROM THE LAST MEETING

326 – Cllr Barnes to speak to his contact at the Social Club re the noticeboard – Done but waiting for them to contact the office.

330 – Cllr Kavanagh to email all members re the litter pick – Done

333 – Cllr Barnes to speak to his contact re a design for Crafton Green and the office to speak to the Touchpoint gardeners – on the agenda

402      TO RECEIVE A REPORT FROM THE CHAIR, CLLR JO KAVANAGH

As this is my last report for this council term as Chair of Open Spaces, I’d like to thank all members for their support and look forward to working together again from May.

The purpose of the Chair’s Report is to inform councillors of matters not on the agenda for discussion. Walpole Meadows and Elms Farm have been on the agenda or subject of this report for several years now, so it has been a pleasure to have confirmed that Walpole Meadows is ours, and we are nearly there with Elms Farm. It’s taken a long time.

Elms Farms Public Open Space

Sustainable Stansted have agreed to do some soil sampling at Elms Farm to ascertain best use when the site is handed over to PC. They would also like to ensure the community knows  about the results, including proposals for follow up work on info boards and bat boxes. Sustainable Stansted should have a representative on the Elms Farm Working Group.

Elms Farm Community Block

The Elms Farm Allotments Association has advised us that The Bishop’s Stortford Beekeeping Association is proposing to take this over. The Association has agreed to give a donation of £200 to the funds of the EFAA, and they will be dismantling and removing the block themselves at the end of April/beginning of May.

Community Litter Pick

The community litter pick took place on 5 April. There was a reasonable turnout, but not as many as last year, and the number of councillors supporting the event was disappointing. In my January report I mentioned the flytipping that had taken place over the Christmas period: sadly, the litter pick highlighted further flytipping, it appears to be on the increase around the village. Members of the public should continue to report any flytipping to Uttlesford District Council.

Anglia in Bloom

Cllr Barnes is part of the small AiB working group compiling this year’s entry.  The office is happy to post any publicity material which the group puts together.

Cllr Barnes asked re more detail on the soil sampling by Sustainable Stansted but it was advised that this was in their report so there were no further details available unless he speaks to them direct.

403      TO RECEIVE A CEMETERY REPORT

            See office report attached

404      TO RECEIVE A REPORT FROM SUSTAINABLE STANSTED

  • Energy Group : Bob [lead on this] reported that 10 Thermal Imaging surveys had been done for people in the village. 1 household had asked for detailed surveys from our partners CES.

Further surveys are on hold now because of weather – need at least a 10 degree difference between internal and external temperatures.

Several members have volunteered to assist in surveying – need to organise training for others to use TI camera.

  • Biodiversity Update

All field work by our volunteers  completed. Further  more specialised work being undertaken in woods by ecologists.

Paid c 40% of costs so far. Report to be produced at end. Of project  Map of village for the  community being developed – people can put “pins” to identify interesting features. Ecologists had flagged possible otters in village – but presence of mink may deter them from being here.

Received £1500 from PC towards costs – many thanks.

Discussion on how to connect with groups/ community – possible event/ nature walk/ either guided or through treasure hunt. If we want to use Rec need to get PC permission.

Agreed to do some soil sampling on Elms Farm site to ascertain best use when handed over to PC from contractor.  Agreed to spend up to £100 on this.

Once complete we want to ensure community knows about results including proposals for follow up work on info boards and bat boxes. Possible event to publicise or trail [ led or self guided ] to highlight sites. Would be happy to work with PC on this.

  1. Events participation– Kate agreed to review possible events we should be involved in.
  2. We have set up FACEBOOK PROFILE for the group so we can post as part of the group rather than as individuals. Feel free to look and contribute.
  3. Question re planning – Peter from PC explained that Local Plan is with Inspector. Thought observations open to May 14th. We asked about effects of local govt reorganisation – who knows?. Detailed plan for High Lane site expected soon.

We submitted views on Walpole Meadows outline application by Bloor. Accept that our best approach may be to monitor any obligations/ conditions once project started. Flagged that despite 2 letters to Bloor – included one following conversation at event -we have had no reply at all not even PR acknowledgement.

NEXT MEETING  May 13th –

405      ALLOTMENTS – TO RECEIVE AN UPDATE

  • a) ELMS FARM ALLOTMENTS

The first scheduled SMPC plot inspection of 2025 was undertaken in late March with three 1st warning notifications for inadequate cultivation being issued and one request for a follow-up meeting being required which, subsequently, proved satisfactory.

The EFAA notified SMPC that the Community Block would be dismantelled in early May by representatives of the B/S Beekeeping Assiciation who would remove and reuse the blocks materails on their own site . A “fee” of £200 towards EFAA funds would be given.

An offer to existing tenants who may want to downsize their plot sizes from ½ to ¼ plot size did not attract any offers and an alternative plan to reduce waiting list by establishing new plots on the area currently occuplied by the Community Block and IBC, is being explored.

The current waiting list is 21.

  • b) WALPOLE MEADOWS ALLOTMENTS

Following transfer to SMPC, allotment occupancy started on 1st March with all 14 plots allocated. To date, there has been good progress with 12 of the 14 plots being actively worked. An inspection in late April will be undertaken.

Plot 8 has been defined as a Community Plot and allocated to Bentfield School. Because of the nature of the disabilities experienced by some pupils, some requirements detailed in the Tenancy Agreement will have to be relaxed, this may include the fencing off and gating of the plot as well as a likely reduction in the required % of cultivated areas to allow for wheelchair access and grassed areas where children will work and relax.

Because of poor design the gate locking mechanism will have to modified to allow better access. This may require the use of a locksmith.

We are still waiting for the allotment holder parking spaces to be identified and marked out and for Bloor Homes to confirm that they will maintain them as previously discussed.

Currently, the waiting list for plots at Walpole Meadows is 12.

Discussions took place on what Bentfield School would do to make their plot wheelchair friendly. Cllr Barnes also explained the issues with the gate locks and Cllr Braeckman offered to go and rectify this before the summer.

406      CRAFTON GREEN CORNER – TO RECEIVE AN UPDATE SO FAR AND DISCUSS THE NEXT STEPS

This is still very much in the discussion stage. With regard to the soft landscaping option mooted, we now have a professional on board as a volunteer consultant. She doesn’t advise hard landscaping due to the depth that it will need to be dug which could then damage the tree roots. Her only comment is that she is not prepared to work on rough sketch designs which will take a considerable amount of time unless the council is prepared to invest money. It was commented that until they saw any designs then its hard to agree to anything as they are still not sure this is the route to go down. It was agreed that the office would contact the Touchpoint gardeners and the U3A Gardening Club to gauge their thoughts and ideas on the area. The biggest issue is how to stop the dog fouling as the gardeners say this is the worst area in the village for it.

407      TO RECEIVE A REPORT ON THE TENDERS RECEIVED FOR THE WALPOLE MEADOWS GROUNDS MAINTENANCE CONTRACT AND SELECT A CONTRACTOR

The results of the tenders were emailed to all members with the agenda. Members questioned how long the contract was for and the Clerk advised that it was up to 3 years with a review after the first year to ensure both sides are happy.

Cllr Guney stated she was unhappy that the office had given a recommendation of what company to go for as this could lead members in a certain direction. It was pointed out that the recommendation was based on the results/scores of the tender evaluation process backed up by the documentation and not a personal recommendation. It was also advised that members do not have to go with the recommendation, and it was up to them to discuss and decide.

Having been proposed by Cllr Braeckman and seconded by Cllr Love, it was unanimously

RESOLVED    to award the contract to company T2 for up to 3 years, subject to satisfactory references being received.

408      TO CONSIDER PAYING A MEMBERS OF STAFF TWO HOURS A WEEK FROM THE WALPOLE MEADOWS DEVELOPER FUNDS TO EMPTY THE BINS ONCE HANDED OVER TO THE PARISH COUNCIL

The Clerk advised that once handed over, the bins will need to be emptied. One of our Environmental Rangers already works full time but the other is willing to work another 2 hours a week and take on this area. As the money from the developers will be coming in, she proposes that we use that money to pay them for the first year so it doesn’t affect the budget agreed this year. A discussion can then take place next year whether to add this to the normal salary budget or to continue to pay from the developer funds.

Having been proposed by Cllr Caton and seconded by Cllr Guney, it was unanimously

RESOLVED    to pay a member of staff two hours a week from the Walpole Meadows Developer Funds to the empty the bins once handed over.

409      PLAY AREA WORKING GROUP

  1. a) TO CONSIDER A RECOMMENDATION TO DEMOLISH THE TREEHOUSE ON THE RECREATION GROUND

A report from the Working Group was circulated to all members with the agenda along with details in the attached office report. Cllr Love explained that they had come to this conclusion due to Health & Safety issues and finances.  It would take the whole year’s budget to repair the item – which is regularly vandalised – but there is a long list of repairs in other areas where

the equipment has a longer lifespan.  The Parish Council has no funds available to replace the item now.

Cllr Caton explained that it may be replaced at some point, but we would need to apply for grants and those are normally only awarded if match funding was available. Health and Safety needs to come first.

They are recommending that the equipment is demolished at the end of the summer holidays.

Cllr Barnes asked for it to be noted that the group had reluctantly come to this decision and asked that the Parish Council prepare the public for its removal and the timings. It was agreed that a full explanation would be put on the website and a post on social media put out pointing them to the website.

Cllr van de Bilt stressed that it needed to be highlighted that this piece of equipment is the most vandalised item across all play areas as it is easy for people to hide in the treehouse and not be so exposed. Members agreed that they would not ever want a similar enclosed item again.

It was noted that before any new piece of equipment is considered, some consultation would be undertaken.

Having been proposed by Cllr Love and seconded by Cllr Caton it was unanimously

RESOLVED    to demolish the Treehouse on the Recreation Ground at the end of the summer holidays

  1. b) TO RECEIVE AN UPDATE ON GENERAL MAINTENANCE

The Clerk advised that no reports had been sent recently because no work had taken place whilst discussions regarding the treehouse were taking place. She urged the Play Areas Working Group to now meet and discuss the work that needs to take place – much of which relates to safety surfacing – and do a priority list. Cllr Barnes suggested it may be better to wait until after the next RoSPA inspections in May as this might flag up some other urgent repairs

410      TO RECEIVE AN UPDATE REPORT ON FOOTPATHS

Nothing received

Meeting closed at 8.20pm

ACTION POINTS

406      Office to contact the Touchpoint gardeners and U3A Gardening Club

409a    Explanation to be put on the website and post on social media

409b    Working Group to meet and make a priority list after the next RoSPA inspections

Agenda

Members of the Council you are hereby summoned, and members of the public and press are hereby invited, to attend a meeting of the OPEN SPACES COMMITTEE which will be held at 7.30pm on Wednesday 16th April 2025 in The Mountfitchet Exchange, Crafton Green, 72 Chapel Hill, Stansted Mountfitchet, Essex where the following business will be transacted:

1  To receive apologies for absence

2   To receive declarations of interest

3  To approve the minutes of the meeting held on 5th March 2025

4  To receive an update on action points from the last meeting

5  To receive a report from the Chair, Cllr J Kavanagh

6  To receive a Cemetery report

7  To receive a report from Sustainable Stansted

8  Allotments – to receive an update from the Allotments Working Group:

  • a) Elms Farm Allotments
  • b) Walpole Meadows Allotments

9   Crafton Green Corner – to receive an update so far and discuss the next steps

10 To receive a report on the tenders received for the Walpole Meadows Grounds Maintenance Contract and select a contractor

11  To consider paying a member of staff two hours a week from the Walpole Meadows developer funds to empty the bins once handed over to the Parish Council

12        Play Area Working Group

  • a) To consider a recommendation to demolish the Treehouse on the Recreation Ground
  • b) To receive an update on general maintenance

13        To receive an update report on footpaths – to follow if available

Parish Clerk 10th April 2025

Any intention to record, film or take photographs during a meeting must be notified to the Clerk prior to the start of the meeting.

Office Report – 16TH APRIL 2025

AGENDA ITEM  6

Interments

TL Timothy Mace – 27th March 2025

TL Joan Grose – will take place 22nd April 2025

TL Reginald Maryon – will take place 25th April 2025

TL Peter Ironmonger – will take place 29th April 2025

Memorial

TL John Ferns

AGENDA ITEM 12

As you will see from the Working Group meeting notes, there is a recommendation to remove the Treehouse on the Recreation Ground. In order to inform your decision, please note the following cost estimates:

1          To fully repair – £10,072.72 (this is not including the rotten timbers which would be done under guarantee as agreed by Wicksteed)

2          To dismantle & dispose – £2295

3          Full replacement – between £40,000 and £50,000

We think that if you choose to go with option 1, then we could get a number of years more use out of it but this piece of equipment has constantly been vandalised and there is no guarantee that this would happen again once repaired.

You have £10,000 in the budget starting from 1st April 2025 and £2,600 left from last year’s budget.

As well as any potential work to the Treehouse, there is a long list of repairs needed across all of our play areas – these are mainly to safety surfacing the quotes for which total £19,865 although some of these are probably now out of date so this figure could be higher.

Once the committee has decided the way forward, we can re-instate our quarterly reporting but there has been nothing to update for months whilst we awaited the outcome from Wicksteed on whether they would replace the rotten timbers or not under guarantee.