Draft Minutes
Minutes of a meeting of the OPEN SPACES COMMITTEE held at 7.30pm on Wednesday 17th July 2024 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 Khan, A Love and T van de Bilt
ATTENDING
Mrs Ruth Clifford – Parish Clerk
Mrs Emma Philbrick – Deputy Clerk
6 members of the public (2 via Zoom)
98 TO RECEIVE APOLOGIES FOR ABSENCE
Apologies for absence were received from Cllr Prior – Work Commitments.
RESOLVED to accept the apologies for absence from Cllr Prior.
99 DECLARATIONS OF INTEREST – None
100 TO APPROVE THE MINUTES OF THE MEETINGS HELD ON 17TH APRIL AND 8TH MAY 2024
RESOLVED To approve the minutes of the meetings held on 17th April and 8th May 2024 as true and accurate accounts.
101 TO RECEIVE AN UPDATE ON ACTION POINTS FROM THE LAST MEETING
530 – Social media post to be put out advising the temporary closure of the Permissive Footpaths – Landowner advised that they didn’t close in the end as they managed to speak to the bike riders and the problem appears to have abated since then. However, with the schools breaking up for the holidays, the family will monitor the situation and keep us informed.
533 – Publicise the Wildflower areas which will not be cut during the project – Done
Cllr Barnes asked for an update regarding the end of season cut of the wildflower areas and who would be responsible for the watering. The Clerk confirmed that the company would do the final cut and she believed, as did Cllr Braeckman, that it was in the contract that the watering would be done. The office will check this to make sure.
102 TO RECEIVE A REPORT FROM THE CHAIR, CLLR JO KAVANAGH
Nothing to report that isn’t on the agenda.
The Clerk advised that she had today been informed by our solicitor that the land transfer of the Walpole Meadows Allotment site is nearly complete. Cllr Khan commented that the allotment plots are currently in disrepair and would need work done before the documents should be signed. The Clerk will contact the S106 officer to make her aware of this.
103 TO RECEIVE A CEMETERY REPORT
The Clerk’s report was circulated to members with the agenda. She had also approved another memorial application today for the late Ruby Lawrence.
104 TO RECEIVE A REPORT FROM SUSTAINABLE STANSTED
No report received – It was commented that some members had seen Facebook posts that they had asked to have stalls at Music in the Park and the Windmill Fete but had been turned down. It was agreed that the office would raise this with the Millers.
105 TO RECEIVE A REPORT FROM THE PLAY AREAS WORKING GROUP AND TO AGREE THE ORDER OF REPAIRS
A report from Cllr Love, on behalf of the working group, had been circulated to all members with the agenda. The Clerk reminded the meeting that the working group already has delegated authority to spend up to £5,000 of the current year’s maintenance budget. However, the main priority is to decide the future of the Multi-play Junior item on the Recreation Ground. A section of the slide is damaged and for safety reasons should be replaced. This will cost in the region of £2,700 plus labour. In addition, the timber upright posts are rotting and will also need to be replaced in the near future. It is hoped that these can be replaced under the guarantee, but this is not a certainty so there may be further costs to add. The other option appears to be removal of the item which will cost approx. £2,300.
After much discussion, the following course of action was agreed:
- Take whatever measures necessary to prevent children from being able to use the slide
- Pursue Wicksteed to replace the rotten timbers under guarantee.
- Once their response is received, bring the matter back to Committee
Members then discussed repairs to one of the spring toys at the Bentfield play area and it was agreed to repair this at a cost of £560 + VAT. The office has contacted various contractors for up-to-date quotes on other items/surfacing and once these are received the working group will meet again to decide its list of priorities.
106 ALLOTMENTS – TO RECEIVE AN UPDATE
The office had been asked to give members an update. A background paper was circulated to members earlier in the day which explained the issues that have arisen at the Elms Farm site since it opened. As the paper described, the management of the allotments is time consuming on office staff and could be improved in the hands of an independent third party. They would be able to undertake more frequent inspections as well as clearing of abandoned plots and welcoming potential new tenants. Having someone who could spend more time at the site would be more beneficial to both tenants and the Council.
Cllr Barnes commented that it was a very good background paper and felt it reported accurately what has happened over the years. Cllr Khan agreed that there was a need for an independent third party and this would be a positive move.
Having been proposed by Cllr Caton and seconded by Cllr Khan, it was unanimously agreed to pursue the advertising for an independent third party/site manager. The Clerk stated that the office would welcome members input with the job description which would include a condition to report back to the Open Spaces Committee at each meeting.
107 TO RECEIVE THE QUARTERLY REVIEW ON GARDENING AND GRASS CUTTING CONTRACTS
This was circulated to members with the agenda.
Cllr Barnes asked regarding the commemorative trees on the Recreation Ground and at the Memorial Gardens which appear to be dead. The Clerk confirmed that she has raised this matter with the gardening contract and his response is awaited. In terms of whose responsibility it would be to replace the trees the Clerk reminded members that when they were first planted, a Councillor had informed the contractor that the Parish Council would water them. Unfortunately, this did not come to light for many months at which point the office corrected the misunderstanding as it was the contractor who should have been watering them.
Cllr Khan said he had received a number of comments/complaints about grass cutting across the village. The Clerk said that unless the office is made aware then we cannot help by chasing the relevant authority/contractor regarding this. She reminded members that the maps showing the areas of PC responsibility are available on our website and have recently been in the Link magazine.
Cllr Barnes stated his opinion that the floral displays are “underwhelming” this year and that the Parish Council needs to have more ambition when agreeing planting plans. The Clerk reminded him that the Committee did not agree any increase in the budget for planting this year.
108 TO ESTABLISH A CONTRACTS RENEWAL WORKING GROUP
It is the last year of the current gardening and grass cutting contracts so the Clerk said she felt that a working group needed to be set up to review the documents and what the Parish Council would like for example, if it is looking to do more wildflower areas then these areas would need to be removed from the contract or if the planting displays are to be enhanced. Cllrs Barnes, Caton and van de Bilt agreed to be on the working group. They also felt that someone independent with more knowledge of gardening would be beneficial. It was agreed that the office would contact the U3A Gardening Club, the Touchpoint gardening team and also a member of the now disbanded Stansted Gardening Club.
109 TO RECEIVE AN UPDATE ON FOOTPATHS
This was circulated to members with the agenda.
Cllr Guney reiterated comments in the report regarding the state of the Elms Farm Park. She agreed to meet with the Clerk and Cllr Kavanagh to go through all the issues and prepare a report for the S106 officer.
Meeting closed at 8.28pm
ACTION POINTS
101 Office to check with contractor if they are watering the Wildflower areas.
102 Office to contact the S106 officer re the state of the Walpole Meadows Allotments.
104 Raise the issue re Sustainable Stansted with the Millers.
105 Close off the slide at the Recreation Ground.
105 Pursue Wicksteed regarding the rotten timbers under the guarantee.
105 Convene a meeting of the Play Area Working Group once updated quotes have been received.
106 Write a job specification and advertise for a third party/site manager for the Elms Farm Allotments.
107 Contact members of various gardening groups.
109 Meet with Cllr Guney and prepare a report for the S106 officer re Elms Farm Park.
Agenda
The press and public are welcome to attend in person this meeting of the Open Spaces committee. You can also attend virtually by using the Zoom link published with the agenda below. These is no time set aside for Public Participation, but you are welcome to raise any matters of concern in relation to the village’s open spaces with committee members before or after the meetings using their contact details on this website.
1 To receive apologies for absence
2 To receive declarations of interest
3 To approve the minutes of the meetings held on 17th April and 8th May
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 To receive a report from the Play Areas Working Group and to agree the order of repairs
9 Allotments – to receive an update
10 To receive the quarterly review on gardening and grass cutting contracts
11 To establish a Contracts Renewal Working Group
12 To receive an update report on footpaths
Parish Clerk 11th July 2024
Any intention to record, film or take photographs during a meeting must be notified to the Clerk prior to the start of the meeting.