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Open Spaces Draft Minutes, Report & Agenda – 22nd January 2025

Open Spaces Uploaded on January 16, 2025

Draft Minutes

Minutes of a meeting of the OPEN SPACES COMMITTEE held at 7.30pm on Wednesday 22nd January 2025 in The Mountfitchet Exchange, Crafton Green, 71 Chapel Hill, Stansted Mountfitchet, Essex

PRESENT       Cllr J Kavanagh (Chair), Cllrs Caton, A Love, L Prior and T van de Bilt

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

294      APOLOGIES FOR ABSENCE          

Apologies for absence were received from Cllr Barnes – Holiday, Cllr Braeckman – University and Cllr Guney – Unwell.

RESOLVED    To accept the apologies for absence from Cllrs Barnes, Braeckman and Guney

No apologies were received from Cllr Khan

295      DECLARATIONS OF INTEREST      –           None

296      TO APPROVE THE MINUTES OF THE MEETING HELD ON 9TH OCTOBER 2024

RESOLVED    To approve the minutes of the meeting held on 9th October 2024 as a true and accurate account.

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

190      Pictures of work carried out by EFAA to be put on social media – We reflected on this after the meeting, and we didn’t promote on our Facebook page as the Allotment Association has their own one and the benefit was only to the allotment community and not the wider community

193      Cllr Barnes to ask Cllr Khan to join the allotment working group – Due to a conflict of interest it was decided not to proceed.

194      The Clerk to arrange for her and Cllr Kavanagh to meet with the S106 officer – Meeting took place on 14th January 2025 and there is an agenda item covering this 

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

Since the last meeting in October, the allotments at Walpole Meadows have been handed to the parish council. The allotment working group is currently working on the leases.

At Elms Farm, the allotments association has also proposed taking on responsibility for grass cutting, the allotment working group is also meeting to discuss this proposal. The open space has not progressed, despite it being cut during the autumn no other work has been done to prepare or maintain the area.

Back at Walpole Meadows, there was a meeting on site on 14th January,  with the UDC S106 Officer, representatives of Bloor Homes and Martin Grant Homes,  the present Grounds Maintenance Contractor, the Clerk, Deputy Clerk and myself. As detailed in the clerk’s report for this evening, a number of issues were raised. On the agenda this evening, is a discussion on the public open spaces at Walpole Meadows to be taken on by the parish council.  Following our meeting, I have raised the matter of signage for footpaths and cycle routes. Signage was a discharged condition, which has not been actioned. Clarity is being sought on this.

I was disappointed to note the flytipping that took place over the Christmas period: two separate incidents on Lime Kiln Lane (including rubbish in East Herts DC black bags) and one on Mill Hill – a fallen tree from a property which has been left on parish council land.

Finally, I would remind dog walkers to use the bins provided in the parish – Any Bin Will Do – and for those visiting Aubrey Buxton Reserve, we do now have a recently installed bin for your use in the car park. Aubrey Buxton is a nature reserve, please dispose of your litter responsibly.

299      TO RECEIVE A CEMETERY REPORT

Interment of Sean Michael Pritchard on 8th January 2025

Interment of Colin George Smith – 18th January 2025

New Memorial approved – Zoe Tina Ferrier

300      TO RECEIVE A REPORT FROM SUSTAINABLE STANSTED

Nothing received

301      TO CONSIDER A NEW LOCATION FOR THE LOWER STREET NOTICEBOARD

The board needs to be removed from its current location as the owners have other plans for their wall. Members discussed new possible locations and it was agreed that the office would contact the Social Club to see if it could be located anywhere on the outside of their premises.

302      TO CONSIDER INSTALLING KNEE RAIL FENCING ON THE CORNER OF CRAFTON GREEN

The Clerk explained that for a long time now, the gardener had reported that this is the worst area in the village for dog poo. The office has obtained 2 quotes for knee rail fencing to be installed to try and deter dog owners letting their dogs go on there as this was the gardener’s suggestion based on his experience in other areas.

Discussions took place and members felt that it was too early to consider a knee rail fence at this stage and that this may not prove to be enough of a deterrent. They think a decision needs to be made on what we want to do with the area first. We know from past experience that nothing grows under there because of the tree. However, perhaps the area could be surfaced, more benches provided, planters located there etc etc. It was agreed that all members of the Open Spaces Committee should visit the area and consider what improvements might be made and feed back their ideas before the next Committee meeting.

303      TREE SURVEY 2024 – TO SELECT A CONTRACTOR TO UNDERTAKE MAINTENANCE WORKS

The office sent out invitations to tender for the contract to undertake the works identified in the 2024 tree survey. We received 5 quotes and the pricing evaluation was tabled for members. The Clerk stressed that with the budget constraints that we have, it will be a phased programme of works.

The Clerk read out a summary of the quotes received following evaluation of all 5 by officers and recommended TW4 on the basis that they had achieved the highest score on the metric system and were also the second cheapest quote.

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

RESOLVED    to accept quote TW4 to undertake the tree works

304      ALLOTMENTS – TO RECEIVE A REPORT ON

  • a) ELMS FARM ALLOTMENTS

It was agreed that the Working Group needs another member and Cllr Kavanagh volunteered to be on the group. Cllr Love gave a brief update on what the Working Group had done so far. A meeting is set to take place with the Elms Farm Allotment Association in February.

The office voiced their concerns regarding the lack of response and progress by the Working Group so Cllr Love suggested that they do an update report for each meeting and this be a regular agenda item. This was agreed.

Cllr Caton suggested Cllr Kavanagh write a document detailing the remit of the Working Group.

  • b) WALPOLE MEADOWS ALLOTMENTS

The allotments have now been handed over to the Parish Council. The Working Group is currently working on the Tenancy Agreement, and the new tenants have been informed.

305      TO CONSIDER A REQUEST FROM THE ELMS FARM ALLOTMENT ASSOCIATION TO TAKE ON THE GRASS CUTTING AT THE ELMS FARM SITE AND RECEIVE THE FUNDING THAT WOULD HAVE BEEN PAID TO THE SUCCESSFUL CONTRACTOR

The Clerk advised that the EFAA had approached the office with a proposal to take on the grass cutting themselves with a request that they receive the funding which would have been paid to the successful contractor so they can put this money back into the site.

She explained that the office had asked the Working Group to discuss this and meet with the EFAA to seek clarification on a number of concerns that the office have and any others that they might have. Unfortunately, this meeting has not yet taken place but they are due to meet in February. She asked the Committee if they were happy with this in principle depending on the boxes being ticked to all our concerns.

Members discussed this and their biggest concerns are regarding their Duty of Care  to all plot holders, what happens if members of the Committee suffer any long term injury or have any personal issues which prevent them from doing the work and what happens if another Committee is voted in and they do not want to take this work on.

The Open Spaces Committee want their thanks to the EFAA Committee noted for all of their hard work and efforts so far but they do not feel that this is the correct course of action in this instance. It was unanimously agreed to keep the grass cutting with a contractor. The Committee asked that the Working Group convey their decision with the EFAA in person in February.

306      TO DISCUSS TENDERS RECEIVED FOR GRASS CUTTING AND SELECT A CONTRACTOR

Following receipt of the bids for the tenders for both the Grass Cutting and Gardening contracts, the Contracts Working Group met to consider the submissions and make a recommendation to the Open Spaces Committee. The Clerk had subsequently circulated a report detailing the bids received and the recommendations. Discussions took place between members with a number of questions asked.

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

RESOLVED    to award the Grass Cutting Contract for the Cemetery and Churchyard, from April 2025 – March 2028, to contractor B in the sum of £13,800 for year 1 and the Grass Cutting Contract for the rest of the village for the same period of time to contractor C in the sum of £25,218 for each of the 3 years

307      TO DISCUSS TENDERS RECEIVED FOR GARDENING AND SELECT A CONTRACTOR

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

RESOVLED    to award the Gardening (Grounds Maintenance) Contract, for April 2025 – March 2028, to contractor B in the sum of £43,745 in year 1.

308      WALPOLE MEADOWS OPEN SPACE – TO RECEIVE A REPORT FOLLOWING SITE VISIT WITH THE S106 OFFICER AND TO AGREE WHICH AREAS SHOULD BE HANDED OVER TO THE PARISH COUNCIL

The Clerk, Deputy Clerk and Cllr Kavanagh had attended a site visit with various people as detailed in the Chair Report. The Clerk gave background information as to what areas the Parish Council had agreed to take on when it was in the planning stages. Originally, and having consulted a landscape architect, the council had requested that what is now the Orchard should be left as an Open Space as the Council did not have the expertise required to operate a fruiting orchard. Further, the central area at the end of Hornbeam Way as you enter the development was planned as water features. The Council had communicated to the Planning department that it was not prepared to take on any areas with water.

It had become apparent during the site visit that the developers were expecting us to take on additional areas and this had already been calculated in the sum that the Parish Council would be receiving towards maintenance. It was highlighted that if we refused to take on any of these, then that sum would be reduced as it is worked out using a government formula that they have to use.

A map of all the areas agreed and the additional areas expected had been circulated to members with the agenda and each area was discussed in turn.

Cllr van de Bilt gave an update on his research into the Orchard having spoken to a voluntary group who run a Community Orchard in Sawbridgeworth. He had shown them the planting plan for Walpole Meadows and they had explained in detail the maintenance that these trees should have received in their 5 years of growth and this has not been undertaken by the developers. If the Parish Council was minded to take this on as a Fruiting Orchard, it would be an onerous and expensive task even if it were possible to restore the trees to the appropriate condition. Discussions took place on this and it was unanimously agreed that the Council was in no position to take this on and would only be able to maintain the trees in line with their tree policy. If a voluntary group came forward and wanted to form an Association to take this orchard forward then Cllr van de Bilt would be happy to meet with them and act as the Parish Council representative on this. He would also be happy to put them in contact with the contacts he has been speaking too.

A discussion took place on each of the additional areas and having been proposed by Cllr Kavanagh and seconded by Cllr Caton, it was unanimously

RESOLVED    in addition to the areas already agreed, members decided to take on the middle section which was originally planned to be a water feature, the open space adjacent to the Orchard (land not required by ECC for education) but that it would not take on the area by the sub-station or the visitor car park spaces adjacent to the picnic area.

The Clerk had suggested that a letter should be delivered to each house on the development explaining which areas the Parish Council would be responsible for maintaining. Members agreed and Cllr Prior suggested this should contain as much background information as possible to reflect accurately the Council’s position.

The Clerk advised that she would now draw up the spec for the maintenance contract and intends to include everything as one contract, apart from the emptying of the litter bins.        

309      TO RECEIVE AN UPDATE REPORT ON FOOTPATHS

Nothing received

Meeting closed at 8.49pm

ACTION POINTS

301      Contact the Social Club regarding the Parish Council noticeboard

302      O/S Committee members to do a site visit and bring back any suggestions before the next committee meeting

304a    Cllr Kavanagh to consider writing a document regarding the remit for the Allotments Working Group

304a    A regular agenda item for an update from the Allotments Working Group to be an agenda item at every meeting

308      A letter and background paper to be drawn up for all residents of Walpole Meadows

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 22nd January 2025 in The Mountfitchet Exchange, Crafton Green, 72 Chapel Hill, Stansted Mountfitchet, Essex where the following business will be transacted:

Agenda

1     To receive apologies for absence

2    To receive declarations of interest

3    To approve the minutes of the meeting held on 9th October 2024

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 – see attached report

7   To receive a report from Sustainable Stansted – if available

8   To consider a new location for the Lower Street noticeboard

9   To consider installing knee rail fencing on the corner of Crafton Green

10 Tree Survey 2024 – To select a contractor to undertake maintenance works

11  Allotments – to receive an update on

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

12   To consider a request from the Elms Farm Allotment Association to take on the grass cutting at the Elms Farm site and receive the funding that would have been paid to the successful contractor

13  To discuss tenders received for grass cutting and select a contractor

14  To discuss tenders received for gardening and select a contractor

15  Walpole Meadows Public Open Space – To receive a report following site visit with the S106 Officer and to agree which areas should be handed over to the Parish Council

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

Parish Clerk – 16th January 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.