Amenities Committee
1 December, 2014
NEW MILTON TOWN COUNCIL
Minutes of the Meeting of the Amenities Committee of the New Milton Town
Council held on Monday 1 December, 2014 at 7.30pm in the Town Hall, Ashley
Road, New Milton.
Councillors:
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Chairman
Vice Chairman
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G R Blunden
J N Duke
G C Beck
D A Rice-Mundy
A W Rice
M Humphries
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T H Merifield
A D O’Sullivan
Mrs C V Ward
In attendance:
Officers:
Graham Flexman, Town Clerk
Elaine Reed, Administrator
Councillors: D E Hawkins
The Chairman welcomed councillors, press and a member of the public to the
meeting.
Prior to the start of the meeting, Colin Read and Mike Cash of New Forest District
Council presented information on replacement toilets for the Recreation Ground.
An information pack containing photographs of recently constructed toilets in the
New Forest area plus detailed drawings and plans were distributed to members.
The Chairman thanked both for attending an asked them to remain for the
associated agenda item.
The Chairman then asked if any member of the public wished to speak.
Alan Watson of the New Milton Town Partnership thanked the Council for their
financial support in making the Christmas Festival such a success. He also
thanked members for attending and taking part in the parade and New Milton
Town Council’s ground staff for giving their time to help set up the Festival.
The Chairman opened the meeting at 7.50 pm and brought Agenda Item 7 –
Recreation Ground – Toilets forward for discussion.
73.
APOLOGIES
Cllr M Humphries, and Daniel Nock, Student Advisor
74.
DECLARATIONS OF INTEREST
Cllr Beck stated that he was a member of the Task and Finish group on
public conveniences at New Forest District Council but this does not
prevent him from taking part in any debate or voting.
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Amenities Committee
75.
1 December, 2014
PUBLIC PARTICIPATION
The Chairman congratulated the New Milton Town Partnership, other
organisations and all volunteers on a very enjoyable Christmas Festival.
76.
MINUTES
RESOLVED:
That the Minutes of the meeting held on 13 October, 2014 previously
circulated, be signed by the Chairman as a correct record.
The minutes were duly signed.
77.
MATTERS ARISING FROM THOSE
ELSEWHERE ON THE AGENDA
MINUTES
NOT
COVERED
All action points have been addressed.
Minute 62 – Policy on prohibiting the use of balloons and Chinese lanterns
at any event held on Town Council land is now in place.
Minute 63 – Lions Club of New Milton have been granted permission and
informed accordingly regarding their use of the Recreation Ground on
Saturday 2 May 2015 for their May Fayre in 2015.
Minute 65 – The Chairman referred to the Christmas lights and said he
had received many positive comments. The lighting of the tree on Old
Milton Green was particularly well received. He thanked sponsors for their
financial support, and the Working Party, Town Development Officer,
Estates & Facilities Manager and the ground staff for their input.
Cllr O’Sullivan said he hoped next year we could continue the lights further
down Old Milton Road.
Minute 67 – Amendment has been made to current “Conditions of Use –
Moore Close” requesting £250 deposit from funfairs and circuses
refundable when posters are removed from the area after the events.
(Agenda Item 9)
Minute 69 – A Minor Variation to the current Premises Licence for the
Recreation Ground was agreed with the Licensing Officer at New Forest
District Council beforehand an application formally submitted.
78.
CORRESPONDENCE
a)
An e-mail from BT Payphones advising that the consultation period
has expired without comment. BT is therefore ready to proceed with
our application to adopt the telephone kiosk on Old Milton Green.
The contract for adoption of the telephone kiosk will be signed and
returned to BT. Subsequent to the adoption, the payphone kiosk
will be removed by the Town Council.
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Amenities Committee
b)
1 December, 2014
An e-mail from Callum Brooks, Manager of New Milton Town
Football Club requesting the use of the Wessex Pitch for training
under a Youth Development Programme / football academy.
After discussion, New Milton Town Football Club will be offered the
facility of the floodlit training pitch rather, than the Wessex Pitch in
order to avoid extra wear and tear.
c)
79.
A letter from New Milton & District Rugby Club requesting
permission to install solar panels on the roof of the Club House at
Ashley. The Town Clerk was asked to seek further details, check
any lease implications with our solicitor and report back to the next
Amenities Committee meeting.
RECREATION GROUND – TOILETS
In regard to the proposed new toilets, the following points were raised
during discussion:
o There will be free access to the disabled toilet. No radar key will be
necessary.
o Each cubicle is of the latest design offering a modern quality public
facility.
o Each unit has a time control for locking/unlocking giving the facility
to close units separately if necessary.
o An external lockable water supply for use at public events on the
Recreation Ground can be provided.
o The narrow side entrance to the Recreation Ground adjacent to the
electricity substation can be removed.
Cllr Beck informed members that the tree adjacent to the toilets at Barton
was removed as it was diseased. A New Forest District Council
arboriculturist recommended removal.
After discussion, it was proposed that a refurbished toilet utilizing the
existing structure with 9 cubicles be provided for the Recreation Ground in
New Milton with additional external lockable water supplies, landscaping
and appropriate access.
It was then
RECOMMENDED:
That New Milton Town Council accept and approve:




A refurbished toilet utilizing the existing structure with 9
cubicles at New Milton Recreation Ground
Additional lockable external water supplies
Landscaping as appropriate including new access point to the
Recreation Ground closing the entrance adjacent to the
electricity substation.
Closure of existing toilet at Spencer Road, New Milton
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Amenities Committee
1 December, 2014
Colin Read of New Forest District Council will arrange regular briefings
with the Town Clerk with updates on progress.
The Chairman thanked Mike Cash and Colin Read for their informative
and extremely useful presentation.
80.
LAND USE REQUESTS
a) A request to use the Moore Close field for a classic Volkswagen show.
Further details are required by members before a decision can be
made as to the most appropriate venue.
b) A request from the Bicycle Barn cycle shop in Old Milton Road, to use
the Recreation Ground to promote electric bikes and new BMXs on the
same day as the Skate Park opening.
After discussion, it was agreed that a space at the weekly market be
offered but not use of the Recreation Ground for commercial purposes.
81.
CONDITIONS OF USE
The Chairman referred to Appendix 1, previously circulated.
It was
RESOLVED:
That the amended conditions of use for the Moore Close site by
Circuses, Fairs and other users be adopted.
82.
RECREATION GROUND – WAR MEMORIAL
The Chairman referred members to Appendix 2, previously circulated.
After a brief discussion, the Chairman adjourned the meeting at 8.40 pm
for comments from Clare Michael who said the proposed removal of the
hedge is required whatever concept is agreed upon.
After further discussion, members were advised that the concept plan will
be available in January for further consideration, and varying times for
proposed completion were discussed.
It was then
RECOMMENDED:
That New Milton Town Council support progress of a Concept plan
for the War Memorial area project.
83.
FEES & CHARGES FOR 2015/16
The Chairman referred members to Appendix A, previously circulated.
The Town Clerk advised that Fees & Charges fir 2015/16 were discussed
at the Executive Committee meetings on 3 and 22 November 2014, and
involved an overall increase of 1.5%.
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Amenities Committee
1 December, 2014
It was then
RECOMMENDED:
That the Fees & Charges for 2015/16 be endorsed by the Finance &
General Purposes Committee at its meeting on 15 December, 2014.
84.
AMENITIES COMMITTEE BUDGET 2015/16
The Town Clerk explained the rationale behind some increases.
Savings had been made in a number of areas and we are now seeing the
benefits of our recent grounds maintenance staff restructuring.
The Chairman said some earmarked reserves are available for any
additional expenses in regard to end of season pitch maintenance, but this
will be closely monitored. Pitch conditions vary depending on weather and
this summer has been exceptionally dry. It is expected savings will be
achieved through some in-house pitch maintenance.
There has been an increase of £3k for floral decorations in response to
many positive comments received from residents on the flower displays.
We are also continuing to develop environmentally friendly ways to carry
out our grounds maintenance tasks which prove cost efficient.
The budget proposed for 2015/16 is in fact the same as last year and in
real terms taking on board inflation and recent staff pay awards represents
a cut in the overall budget of about 1.5%.
After a vote with a majority in favour, with 1 abstention
It was
RECOMMENDED:
That the Amenities Committee Budget for 2015/16 be endorsed by
the Finance & General Purposes Committee at its meeting on 15
December, 2014.
85.
RECREATION GROUND – TENNIS COURTS
The Chairman advised that the tennis courts being considered for new
surfacing were the upper 2 courts at the Recreation Ground. Section 106
funding will enable the new surface to be either clay or astro turf which
provides more flexibility of playing surface.
After discussion,
It was
RESOLVED:
That tenders be sought for an appropriate new surface for the upper
tennis courts.
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Amenities Committee
86.
1 December, 2014
RECREATION GROUND – NOTICE BOARD
The notice board at the old Tennis Club will be transferred to the outside
wall of the public toilets at the Recreation Ground for the display of an
updated Vision Plan. The proposed plan for the notice board was
circulated to members.
87.
LONG MEADOW
The Chairman referred to Appendix 3, previously circulated.
The Chairman clarified the action to be taken on the shaded areas of the
plan of Long Meadow and the table showing the cutting plan month by
month, and this was agreed.
Christchurch Borough Council will be contacted regarding their seed
suppliers as far as their wild flower displays are concerned on the Stony
Lane roundabout and Bernard Meads at Jumpers.
88.
ANY OTHER MATTERS
None
89.
ANY ITEMS WHICH THE CHAIRMAN CONSIDERS URGENT
None
90.
DATE OF NEXT MEETING
The next Amenities Committee meeting will be held on Monday 19
January, 2015 at 7.30 pm in the Town Hall.
There being no further business to discuss, the Chairman thanked Mr Alan
Watson and the press for attending and closed the public session of the meeting
at 9.00 pm.
A proposal by the Chairman to go into Private Session to discuss MUGA tenders
was agreed by members.
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Amenities Committee
1 December, 2014
Public Bodies (Admissions to Meetings) Act 1960
RESOLVED that:
Pursuant to Section 1 of the Public Bodies (Admissions to Meetings) Act
1960, the public and press be excluded from the Meeting for the following
items of business on the grounds that publicity would be prejudicial to the
public interest by reason of the confidential nature of the business to be
transacted.
91.
RECREATION GROUND – MUGA
After a presentation by Clare Michael, Landscape Architect, New Forest
District Council, on the recent tenders from MUGA suppliers, a scoring
system was used to clarify best value for money and after discussion
It was
RECOMMENDED:
That the tender from Playdale in the sum of £43,085 plus VAT be
accepted for the construction of MUGA in accordance with the Vision
Plan for the Recreation Ground
The Chairman thanked Clare Michael for her work in preparing this presentation.
There being no further business to discuss, the Chairman thanked members for
attending and closed the meeting at 9.18 pm.
Chairman ________________________________Date ____________________
Distribution:
Town Councillors
Amenities Supervisor
District Councillors S Davies and Mrs J L Cleary
County Councillors M Kendal and K Thornber
New Milton Library
Press
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Amenities Committee
1 December, 2014
Minute Action Points
Action by date
To be actioned by
78 (a)
19 January, 2015
Town Clerk
19 January, 2015
Town Clerk
19 January, 2015
Town Clerk
19 January, 2015
Town Clerk
19 January, 2015
Town Clerk /
Administrator
15 December, 2014
15 December, 2014
19 January 2015
F&GP
F&GP
Town Clerk/Estates &
Facilities Manager
Estates & Facilities
Manager/Ground staff
78 (b)
78(c)
80 (a)
80 (b)
83
84
85
86
87
91
Contract for adoption of telephone
kiosk at Old Milton Green to be signed
and returned to BT payphones.
New Milton Town Football Club to be
offered floodlit training pitch for Youth
Development Programme.
Further details to be sought regarding
solar panels from Rugby Club and lease
implications from solicitor.
Further details on classic VW show to
be sought from organiser.
Stall space at weekly market to be
offered to Bicycle Barn for electric bike
promotion.
Fees & Charges for 2015/16
Amenities Budget for 2015/2016
Tenders to be sought for new surface
to upper tennis courts.
Notice Board from old Tennis Club to
be transferred to outside wall of toilets
on Recreation Ground for display of
updated Vision Plan.
Christchurch Borough Council to be
contacted about wild flower seed/plant
suppliers.
MUGA recommendation.
37
19 January 2015
19 January 2015
Estates &
Manager
5 January 2015
Town Council
Facilities