Environment & Highways – 9th July 2015

The Environment & Highways Sub-Committee of West Bergholt Parish Council met on 9th July 2015 when they discussed a range of issues including handymen, traffic safety, Heath footpath and requests from the Scouts & St Mary’s

Environment & Highways Report

Sub-committee Meeting held on Thursday 9th July 2015 in John Lampon Hall

Councillors present	John Gili-Ross, Harry Stone, Rachel Howard, Jenny Church, Phil Walby, Murray Harlow, Rosemary James
Apologies	None

1	Election of vice chairperson
	Rosemary James agreed to take on the role of vice chair for this sub-committee.	RJ
2	Terms of Reference
	The original terms were discussed and it was felt by all that they were suitable. It was proposed that 2 items of the Terms of Reference for the Premises and Recreation sub-committee would sit more suitably in this subcommittee. They are as follows Maintenance of field markings on Lorkin Daniell Field and Poors Land. Liaison with WB Football Club and WB Heath Youth Football Club.
	To be discussed at next Premises and Recreation sub-committee meeting.	PW
3	Traffic Safety Plan
	Since the yellow lines were set in place, there has been little problem with poor parking. Forms have been printed for Parish Councillors to place on the window screens of any cars found parking illegally. As yet none have been needed. The NEEP will be asked to monitor this situation in future.There has been no communication confirming when the remainder of the Highways tasks planned will be carried out.	JGR
3	Handyman work schedule
	a) It is proposed that we employ a temporary handy man for 5 hours a week (possibly a holiday job for a young person) at £5.30 an hour to cover for peak summer times, July and August, when there is more handy man work needed. Propose to advertise on Web site and notice boards. Steve could possibly give extra hours in the meantime.	JGR
	b) The Beacon needs setting on the pole. Steve and Ivor will do this. John to arrange.	JGR
	c) A plaque for the beacon will be ordered by Murray.	MH
4	Footway across Heath by school.
	The surface of the path is slightly rutted, but not a problem at the moment. To be monitored over this autumn and winter.	JGR
5	Scouts
	A letter from the Scouts was received requesting that the PC should cut the grass surrounding the hut. Steve or Ivor could do this but we need more time to consider the request. Need to respond to Scouts for more information for this new request.	JGR
6	Letter from St Mary’s Church
	The Church Warden has requested help from PC with tidying the churchyard. The Church Warden will be asked for a specific proposal on this.	HS
7	Purchase of garden “Blower”
	This has been purchased and is ready for use.
8	Cleaning of Signs at Orpen Hall
	Steve to be asked to clean the “No dogs on Field” signs	JGR
9	Date of next meeting – Thurs 10th Sept 2015 at 5pm (no meeting in August)

August 21, 2015

Premises & Recreation – 9th July 2015

The Premises & Recreation Sub-Committee of West Bergholt Parish Council met on 9th July when they discussed a range of issues affecting Orpen Hall & playing fields such as The Heath, play equipment, signs, football club, health & safety and the fish & chip van.

Premises & Recreation Report

Sub-committee meeting held on Thursday 9th July 2015 at the John Lampon Hall

Councillors present	Rosemary James, Jenny Church, Murray Harlow ,Phil Walby, Brian Butcher, Bob Tyrrell
Apologies	No Apologies

Victoria Beckwith Cole in attendance.

1.	Terms Of Reference for Premises and Recreation Working Party
	Itwas proposed at the Environment and Highways sub committee that the following items be abstracted from the T of R for the Premises and Recreation Working party and be included in the T of R for the Environment and Highways Working Party:Maintenance of field markings on Lorkin Daniel Field and Poors Land. Maintenance of Children’s play areas and equipment. This was agreed by this sub committee.	JC
2	The Heath
	Following guidance by Essex Ecology, BB confirmed that The Heath is not an area of SSSI when regarding maintenance.
3	John Lampon Hall
	Only one quote submitted by Ivor Beckwith Cole for £500.00 regarding installation of dado rail in hall. A specific spec.to be written by PW to emphasise need for child friendly usage and to be constructed of MDF. PW will liaise with Ivor re Parish Council requirements. Quote to then be submitted to Finance Committee for their approval.	PW
4	Locking Chairs
	BT has clarified with Jason Lockerby that the chairs when in use need to be locked together to comply with fire regulations.VBC to advise various organisations who hire hall of their obligations and responsibilities.	VBC
5	Hire of Orpen Hall
	PW to take the decision to recommend a hire fee of £250.00 for the forth coming elections of PCC and CBC to the next Finance Committee.	PW
6	Play Equipment
	PW confirmed still awaiting replacement parts and paint for swings.	PW
7	Football Club
	Mower has been purchased by the club out of their own funds, PW to submit detailed written agreement at next Finance Committee.	PW
8	Orpen Hall Signage
	BT submitted draft proposal and detailed drawing, various proposals regarding siting and format discussed. Suggested the notice board be sited beside cycle rack at entrance to hall. BT to obtain budget costs.	BT
9	Health and Safety Issues
	BB has drafted letter and questionnaire to be used where relevant for any on-site contractors to the hall. This has been passed to The Parish Clerk.	BB
10	Cleaning
	Issues around cleaning contractor. PW has discussed the problems with Mike, especially regarding the supervision of employees. PW to meet with Mike again and emphasise a need for improvement.	PW
11	Fish and Chip Van
	Need to start charging for use of car park and electricity. Letter to be sent from Clerk stating hire charge of £15.00 p.w. with effect from August.	PW
12	AOB
	a) BT brought to the attention of the committee a long horizontal crack in the link corridor parapet wall, this will need to be investigated BT has arranged meeting with John Inkpen of Inkpen Downie Architects on 22 July @9.30am. BB is of the view that the plaster should be removed the crack covered with eml and the wall replastered. This should resolve the problem. PC will need to make insurance claim.	BT
	b) Potential hazard at entrance to JL hall, Chris Stevenson to be informed.	PW
	Date of next meeting – Thurs 10th Sept 2015 at 4pm (no meeting in August)

July 14, 2015

Environment & Highways – 11th June 2015

The Environment & Highways Sub-Committee of West Bergholt Parish Council met on 11th June 2015 when they elected officers & discussed a range of issues including handyman, traffic, beacon, field cutting, footways & scouts.

Environment & Highways Report

Sub-committee Meeting held on Thursday 11th June 2015 in John Lampon Hall

Councillors present	Harry Stone, John Gili-Ross, Rachel Howard, Jenny Church, Phil Walby, Murray Harlow, Rosemary James
Apologies

1	Welcome
	Harry welcomed all to the new environment sub-committee. Matters arising from last meeting:-
	a) Ditch at allotments has been cleared by Norhurst and should not cause further problems.
	b) Snow gritter has been replaced by the retailers as the old one did not work.	HS
	c) Beacon needs to be placed on pole at village sign site. Steve and Ivor to be asked to do.	HS
	d) Plan in future for this meeting to make recommendations on issues to send to the PC meeting.
	e) Terms of reference to be reviewed – to be sent to all members to be discussed at next meeting.	JC
2	Election of officers
	Chairperson:- John was nominated by Jenny and seconded by Phil and was elected as Chairman.
	Footpath Officer:- John volunteered as Footpath Officer, all agreed.	JGR
	Transport Representative – Harry agreed to continue in this role. There is a meeting on Thursday 2nd July 1pm-4pm in the Quaker meeting house – Harry would not be able to attend so Rachel volunteered to go.	HS, RH
	TPO officer – it was noted that TPOs were available on CBC Planning website and all members could have access to this information. Phil volunteered to be TPO officer.	PW
3	Traffic Safety Plan
	All proposed yellow lines have been put in place. 20mph limits have been signed off and possibly signage will be put in place in July. We wait for further confirmation. TSP group will be John, Rachel, Murray and Harry	JGR, RH, MH, HS
4	Handy man work schedule
	Harry has this in hand. John proposed that we need someone to work extra hours particularly in the spring and summer to supplement Steve’s work in strimming and litter picking. John to investigate this.	JGR
5	Field cutting and mowing surrounds
	The Football club is now mowing the Lorkin Daniell field (see Premises meeting notes for more info). Poors land is cut by Countrywide. There is a problem with the timing of this – Phil will deal with this problem and investigate the Athletics white line painting.	PW
6	Scouts
	Asbestos survey of Scout Hut has been carried out by Scouts. A letter from the Scouts has been received requesting that the PC should cut the grass surrounding the hut. Steve or Ivor could do this but we need more time to consider the request. Need to check with the Finance Committee	JGR
7	Letter from St Mary’s Church
	The Church Warden has requested help from PC with tidying the churchyard. The Church Warden will be asked for a specific proposal on this.	HS
8	Letter from CBC Zone Manager
	The letter raised concerns about too many posters on poles around the village. We need to monitor the situation and use sensibly by village organisations only. Removing posters when the date is passed.	All
9	Letter from resident in Queens Road.
	This is regarding road repairs. The Parish Clerk will need to deal with this.	HS
10	Purchase of a garden blower
	This would be for the use of the village handyman. Harry to investigate cost and take to Finance Committee.	HS
11	AOB
	a) Dog bin at Old Church is full – Phil to contact Zone Manager.	PW
	b) Surface of footway access across Heath could be a problem. John to investigate.	JGR
	c) “No dogs” signs at entrances to LD Field need cleaning and highlighting. John to investigate.	JGR
12	Date of next meeting – Thursday 9th July 2015 at 5pm in JL Hall,

July 14, 2015July 17, 2015

Premises & Recreation – 11th June 2015

The Premises & Recreation Sub-Committee of West Bergholt Parish Council met on 11th June when they discussed a range of issues affecting Orpen Hall & playing fields such as The Heath, locking chairs, play equipment, puppy training and football.

Premises & Recreation Report

Sub-committee meeting held on Thursday 11th June 2015 at the John Lampon Hall

Councillors present	Harry Stone, Rosemary James, Jenny Church, Murray Harlow, Phil Walby, Brian Butcher, Bob Tyrrell
Apologies	No Apologies

Victoria Beckwith Cole in attendance.

1.	Harry welcomed sub committee and proposed that Terms of Reference be sent to all committee members.
2	Election of Chair:
	Jenny proposed Phil who was seconded by Rosemary, agreed by all.
3	Election of Minute Taker:
	Brian proposed Rosemary who was seconded by Murray, agreed by all.
4	Responsibilities of Committee
	Brian asked for clarification of committee’s role. This will be covered by the issue of the Terms of Reference.
5	The Heath
	Bob raised concerns re mowing of the Heath as could be considered an area of SSSI. Brian to investigate and report back to committee at next meeting.	BB
6	John Lampon Hall
	Vicky reported back re installation of dado rail to be fitted in hall. Existing quotes were considered unsuitable. Recommendation new quotes be obtained from Scot and Ivor.	PW
7	Locking Chairs
	Bob raised concerns again re the need for locks on chairs in Orpen Hall. Bob to clarify Fire Regulations.	BT
8	Hire of Orpen Hall
	Elections of PCC and CBC next May, charge for hire of hall recommended as £250. Phil to take to Finance Committee.	PW
9	Play Equipment
	Health and Safety assessment still to be completed. Phil to report back when completed.	PW
10	Football Club
	Club have purchased mower for £2500.and have requested reimbursement from the PC. Committee discussed merits and benefits and recommended go to Finance Committee with proviso that a written agreement will be needed.	PW
11	Puppy Training in Hall
	Phil reported that hire tenure contract has been cancelled with effect from July.
12	Communication
	Murray volunteered to act as Co-op notice board officer.	MH
13	Orpen Hall signage
	Bob again brought the attention of the committee the messy signage on the Orpen Hall. Recommend Bob design integrated sign and submit to PC meeting.	BT Agenda
14	Health and Safety Issues
	HSE leaflets were distributed to all members for the use in the future engagement of on site contractors.
	Date of next meeting – Thursday 9th July at 6.00p.m. in JL Hall

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April 21, 2015July 14, 2015

Premises & Recreation – 14th April 2015

The Premises & Recreation Sub-Committee of West Bergholt Parish Council met on 14th April when they discussed a range of issues affecting Orpen Hall & playing fields such as dogs & puppies, football & Bluebells.

Premises & Recreation Report

Sub-committee meeting held on Thursday 14th April 2015 at the John Lampon Hall

Councillors present	Phil Walby, Jenny Church, Murray Harlow
Apologies	Rachel Howard, Rosemary James

Victoria Beckwith Cole in attendance.

1.	Orpen Hall
	a) Vicky has heard from firm supplying chairs and has been sent a diagram of how to use the locking clips.	VBC
	b) Hall cleaning. Deep cleaning of JL Hall carried out during Easter holidays. Some areas need further attention. Vicky will hold the cheque until these have been rectified.	VBC
	c) Security lights at 4 corners of hall changed to LED and are very effective and make the car park much safer.
	d) Some posters for the table top sale held this last month still need removing from village.
	e) Meeting held with Bluebells. Price for hiring hall agreed for the coming year.
	f) Light in main hall requires fixing.	VBC
	g) A notice board has been purchased for the kitchen. This will display Health and Safety notice and any information for regular users.	VBC
	h) Proposed to attach dado rails along walls in JL Hall to prevent tables from scraping the walls and paint. Murray will ask Scott Thorpe to quote for this job.	PW
2	Play equipment
	“Play Equip” has quoted for repairs to play area rubber flooring with guarantee. Planned for 10^th June.	PW
3	Football Club
	Business case re buying of mower discussed and agreed at Finance meeting.	PW
4	Dog Warden
	Phil met with the dog warden from CBC who investigated specific areas. A dog bin has been located in the Brewery site.
	Discussed ordering of new “anti-dog-fouling” notices.	PW
5	Dogs on Orpen Hall site.
	Propose to send letter to Football club reminding them that dogs are not allowed on the Lorkin Daniell Field.	PW
6	Puppy training in hall.
	Some members expressed concern that this was held in the Hall where children are playing at other times. Phil said that the hall was always left clean.
7	Communication
	a) It was proposed by Phil that there would be no Premises sub-committee meeting in July, August and December unless there was urgent business to discuss.
	b) There was an excellent response to the Annual Parish meeting and this was most successful.
	c) Superfast broadband. Many areas of the village still have very slow broadband. We need to discuss how we can get an improved service. Because we have County Broadband providing some service it appears that we do not qualify for Superfast Essex. This does not help the residents who currently have a poor service or no service at all. As a Parish Council we need to find a method of dealing with the problem. How can we achieve an improved service?	Agenda Item
	Date of next meeting – Thursday 14th May 2015

April 21, 2015April 21, 2015

Environment & Highways – 9th April 2015

The Environment & Highways Sub-Committee of West Bergholt Parish Council met on 9th April 2015 when they discussed a range of issues including village handyman, traffic safety, beacon, footways & grit spreader.

Environment & Highways Report

Sub-committee Meeting held on Thursday 9th April 2015 in John Lampon Hall

Councillors present	Harry Stone, Jenny Church, Phil Walby, Murray Harlow
Apologies	Rachel Howard, Rosemary James.

1	Village Handyman
	Arranged for Steve to collect and store the salt bags from around the village. Ivor arranged to cut the hedge at the Methodist church. Jobs for Steve and Ivor to be arranged by email by Harry. Job specifications agreed between Steve and Harry.	HS
2	Traffic Safety Plan
	All proposed yellow lines and road signs and 20mph limits have been signed off. The yellow lines apparently will be done in April and the speed limit signage in July. We wait for further confirmation. New Church Road will need potholes repaired and? resurfacing.	Agenda item
3	Beacon
	The post for the beacon has been put in place by the village sign at the end of Chapel Road. The metal beacon has been stored in the interim.	Agenda item
4	Footways
	A village resident has proposed the need for a footway along Nayland Road to make it safer for children to walk to school. The suggestion should be sent to the Neighbourhood Plan group as part of the questionnaire proposals.	Agenda item
5	Grit spreader
	Harry has been trying to contact Tuckwells about the function problems with the grit spreader. He is currently waiting for a response from the firm.	HS
6.	Areas of work in village
	Agreed to produce a map showing sites of our responsibility in the village.	HS
	Date of next meeting – Thursday 14th May 2015

March 25, 2015

Environment & Highways – 12th March 2015

The Environment & Highways Sub-Committee of West Bergholt Parish Council met on 12th March 2015 when they discussed a range of issues including village handymen, beacon, potholes, dog poo and footways.

Environment & Highways Report

Sub-committee Meeting held on Thursday 12th March 2015 in John Lampon Hall

Councillors present	Harry Stone, Jenny Church, Phil Walby, Rosemary James
Apologies	Rachel Howard, Murray Harlow.

1	Village Handyman
	Road signs have been cleaned by Steve. Harry has held a Performance review with Steve.Ivor is arranging to cut the hedge at the Methodist Church.	HS
2	Traffic Safety Plan
	All proposed yellow lines and road signs and 20mph limits have been signed off. The yellow lines apparently will be done in April and the speed limit signage in July.
3	Potholes
	Potholes and surface problems in Chitts Hill highlighted. Ask for resurfacing in the future.Potholes and surfacing in New Church Road needs attention.Hall Road problems have been somewhat alleviated by hedging and ditching. Potholes need attention. The road leading up to the Old Church would benefit from the sweeper.	HS
5	Dog fouling
	A dog bin has been ordered for the Brewery site. An item for the March Bulletin has been sent in encouraging dog walkers to help keep the village clean.Phil will meet with Marcus and the dog warden on Friday 13th to discuss problems.	PW
6	Beacon
	Steve is arranging for a pole to be bought and the sign will be placed near the Village sign at the area adjacent to junction of Chapel Road and Colchester Road. Ivor to be asked to assist Steve with transporting beacon to the site. Brian Butcher to monitor site for placement.	HS & BB
7	Areas of work in village
	Agreed to produce a map showing sites of our responsibility in the village.	HS
8	Footways in village
	A resident has proposed that a footway along the Nayland Road would make it safer for children walking to school. It seems unlikely that money will be available for this as a project.
9	Grit spreader
	Although the grit spreader has not been required for snow clearance this year, it is not functioning efficiently. Harry to contact Tuckwells for solving the problem.	HS
	Date of next meeting – to be notified

March 25, 2015

Premises & Recreation – 12th March 2015

The Premises & Recreation Sub-Committee of West Bergholt Parish Council met on 12th March when they discussed a range of issues affecting Orpen Hall & playing fields such as Orpen Players, Play equipment, football club and puppy training.

Premises & Recreation Report

Sub-committee meeting held on Thursday 12th March 2015 at the John Lampon Hall

Councillors present	Phil Walby, Jenny Church, Rosemary James
Apologies	Rachel Howard, Murray Harlow

Victoria Beckwith Cole in attendance.

1	Orpen Hall
	a) Locking chairs in main hall – still a bit of a problem – Phil to contact the suppliers.	PW
	b) Hall cleaning. Deep cleaning of JL Hall to be carried out in Easter holidays. Vicky to discuss with Mike for quote.	VBC
	c) Security lights at 4 corners of hall to be changed to LED. Vicky has contacted the suppliers and this will be carried out on the 16th over a 2 day period.	VBC
	d) A table top sale has been held in the Hall. Organiser will remove the adverts around the village next week.	VBC
	e) A Meeting has been held with Orpen Players. Good discussion of issues. Hire cost increase for hall agreed for coming year.	PW
	f) Meeting to be arranged with Bluebells to discuss issues and hire costs for coming year.	PW
2	Play equipment
	Quotes have been requested from “Play Equip” for repairs. Ivor to make repairs to seats etc. in Easter holidays	PW
3	Film night
	This planning will be on hold until May/June. Phil will arrange to discuss with Bernard about the project.	PW
4	Football club
	The club wishes to buy a mower. Proposal to be discussed at Finance sub-committee re financial assistance from PC.	PW
5	Annual Report
	Phil has prepared the annual report for this sub-committee – agreed by those present.
6	Puppy training in hall.
	Some members expressed concern that this was held in the Hall where children are playing at other times. Phil said that the hall was always left clean.
7	Walls in JL Hall
	The walls have been marked and scratched where the tables are pushed against the wall. Proposed to buy appropriate colour paint to cover these over.	PW
8	Kitchen cutlery
	Teaspoons are missing from the kitchen!! Vicky has put up notice in the kitchen to try to initiate their return. None returned yet.
	Date of next meeting – to be notified

February 20, 2015February 20, 2015

Premises & Recreation – 12th February 2015

The Premises & Recreation Sub-Committee of West Bergholt Parish Council met on 12th February when they discussed a range of issues affecting Orpen Hall & playing fields such as spoons going missing from Orpen Hall (please return if you have any), events, cleaning and safety of play equipment.

Premises & Recreation Report

Sub-committee meeting held on Thursday 12th February 2015 at the John Lampon Hall

Councillors present	Phil Walby, Jenny Church, Murray Harlow, Rosemary James
Apologies	Rachel Howard

Victoria Beckwith Cole in attendance.

1.	Orpen Hall
	a) Locking chairs in main hall – still a bit of a problem – Phil to write to the suppliers to explain problem. And ask for someone to advise.	PW
	b) Hall cleaning. Deep cleaning of JL Hall to be carried out in half term Vicky to discuss with Mike to agree cleaning specifications and schedule.	VBC
	c) Security lights at 4 corners of hall to be changed to LED. Vicky to communicate with company concerned.	VBC
	d) A table top sale has been booked in the Hall for March. Plan to investigate having a PC table top sale in the future.	VBC
	e) Fire Safety Audit carried out – everything in good order – next due September 2015
	f) Meeting has been arranged with Orpen Players for 17^th Feb. to discuss issues.	PW
	g) Meeting to be arranged with Bluebells to discuss issues.	PW
2	Practice Goal Area
	Ivor has completed the work to restore the grass area. This will be ready for use at the end of the week.
3	Film night
	Phil will arrange to discuss with Bernard about this project.	PW
4	Play equipment
	Phil will talk to Ivor about what is required to make all play equipment safe. The areas of concern are all low risk.	PW
5	Football Club
	The West Bergholt Football Club wish to buy grass cutting equipment and have asked the PC if they could assist financially in any way.	PW Agenda item
6	Car Park
	The work on the ramp, paving and plant areas has been completed and appears a good job done.	Agenda item
7	Mobile phone
	Vicky now has a contract mobile phone.
8	AOB
	a) Teaspoons are missing from the kitchen!! Vicky to put up notice in the kitchen to try to initiate their return.	VBC
	b) CBC to be charged usual fee for use of JL Hall for elections in May	VBC
	c) Maintenance of flower beds around Hall – how is this being organised?	Agenda item
	Date of next meeting – Thursday 12th March 2015 in JL Hall

February 20, 2015

Environment & Highways – 12th February 2015