Minutes of the meeting of the Melton Parish Council Recreation Committee held on Wednesday 26th May 2021 commencing at 19:00 at 17 Riduna Park, Station Road, Melton, IP12 1QT and by Zoom.
Cllr Mr C W Taylor (Chair)
Cllr Mr A Porter
Cllr Miss K S Martin
Cllr Mr M Holmes
Cllr Mr P James
Mrs C McBurney
Cllr Mrs C Gradwell
Mrs P Alder Assistant Clerk & Management Officer to Melton Parish Council
1 member of the public
|Part One – Open to the Public|
|21.32||Election of the Chair and Vice Chair
Cllr Taylor was re-elected as Chair and Cllr Gradwell as Vice Chair of the Recreation Committee.
Proposed by: Cllr Martin Seconded by: Cllr James
|21.33||To receive apologies for absence
Apologies for absence were received from Cllr Gradwell and Cllr Harvey-Smith
|21.34||Declarations of Interest|
|21.34.01||To receive Amendments to the Register
There were none
|21.34.02||To receive Declarations of Pecuniary Interest in Respect of Items on the Agenda
There were none
|21.34.03||To receive Declarations of Non Pecuniary Interest in Respect of Items on the Agenda
There were none
|21.34.04||To consider Full/Partial Dispensations for Pecuniary Interests Declared
There were none
|21.35||Open Forum for Members of the Public to talk to Councillors
Three items were raised by members of the public via email:
|21.36||To approve the draft minutes of the previous meeting
Meeting held on 24th March 2021 (REC(21)M02 previously distributed).
|21.37||Review Terms of Reference
The committee considered the Terms of Reference and there were two minor amends:
Proposed by: Cllr Holmes Seconded by: Cllr James
|21.38||Melton Playing Field|
|21.38.01||The report (REC(21)38.01) was discussed and it was noted that the date for the Memorial Tree dedication ceremony is the 29th June and not the 28th. The police are also increasing their visits to the playing field in the following week due to the increased reports for ASB. Arising from the report it was agreed:
Bench plinth – The maintenance officer will use some of the spare topsoil to build up the area around the bench near the tennis courts.
Bins – no additional bins will be purchased or existing bins moved to be near the new bench by the zip wire
CCTV – the additional camera on the Pavilion will be retained
Tree dedication ceremony – will take place on the 29th June at 12 noon
Topsoil – the committee delegated responsibility to the Asst Clerk to liaise with the greenspace contractors (CGM) regarding reusing the top soil from the car park resurfacing to level out dips in the playing field
WTYFC – the club can use the football pitch for a match on the 12th June even though it is the closed season
Swings – to replace the swings removed during Covid pandemic now that restrictions are easing
Proposed by: Cllr James Seconded by: Cllr Martin
|21.38.02||Woodbridge Town Youth Football Club
The committee considered the proposed draft hire agreement (REC(21)38.02) which will come into effect in August 2021. The agreement was agreed with the addition to include the line ‘Other facilities will not be available’ on item 7.h.
Proposed by: Cllr Taylor Seconded by: Cllr Porter
|21.38.03||Dogs on MPC land
A resident had contacted the office requesting that all dogs on MPC land must be kept on a lead. Councillors considered the request and felt that this would be unenforceable and that it should be stressed that owners must always keep their dogs under control (if on a lead or not). It was noted that there had been a previous incident where a woman was knocked over and that it might be advisable to install further CCTV should there be further similar reports. It was agreed that Cllr Porter would include a reminder to residents to keep their dogs under control on MPC land in his next Melton Messenger article. The Asst Clerk will advise the resident to contact 101 if there are any further incidents and to inform MPC.
The committee discussed the proposal for a bike rack at the Playing Field (REC(21)38.04). It was agreed that 2 racks should be purchased initially and installed by the car park near the tennis courts. The Asst Clerk will liaise with the Maintenance Officer regarding the most appropriate location. It was noted that when the new Pavilion is built additional bike racks could be installed there too. It was agreed to take this proposal to Full Council for approval on the 16th June.
Proposed by: Cllr Porter Seconded by: Cllr Martin
|21.38.05||Melton Playing Field Sign
Councillors considered the report regarding replacing the playing field sign (REC(21)38.05). The wording was agreed with the following changes:
It was agreed that the Asst Clerk should contact Simon Benton to get a quote for creating a bespoke sign that includes a small noticeboard area for temporary notices.
Proposed by: Cllr Taylor Seconded by: Cllr James
|21.38.06||NHS Thank You Day
The committee considered requests for the use of the playing field for the NHS Thank You Day on the 5th July (REC(21)38.06). It was agreed that the tennis courts would be blocked out for the morning with no charge and the car park would be closed from 9 to 11.30am (it was originally agreed for 9.30 but it was felt this was too close to the start of the proceedings). The car park entrance will be marshalled during the closure but the gate will not be locked. The Asst Clerk will publicise the event and that the car park will be closed before the 5th July.
Proposed by: Cllr James Seconded by: Cllr Holmes
|21.38.07||Car Boot Sales
The organisers of the car boot sales requested two additional dates (18th Sept and 2nd Oct). The committee agreed that both dates were acceptable, but should there be bad weather/heavy rainfall then they might need to be cancelled. The Asst Clerk would ensure this was included in the hire agreement.
Proposed by: Cllr Porter Seconded by: Cllr Martin
The committee reviewed the hire charges of facilities (including tennis courts, football pitches) and decided that they would remain at the current rate.
Proposed by: Cllr Porter Seconded by: Cllr James
|21.39.01||Tree Safety Survey – tree works
The Asst Clerk reported that the TPO had been submitted and that once it was approved quotes would be sought from at least three tree surgeons to carry out the work.
|21.39.02||Burkes Wood Pond Survey
The SWT report on the pond survey that was carried out in May 2021 was not received in time to distribute before the meeting and it was distributed the following day. The committee agreed that any issues and actions arising from the report would be delegated to the Asst Clerk.
Proposed by: Cllr Martin Seconded by: Cllr Taylor
|21.39.03||Tree Warden Report
The Tree Warden gave a verbal report on the work that he and his Tree Crew have carried out. The two memorial trees (oak and cherry) have been planted. The Tree Warden would like to get more community involvement by having Tree-Frienders and would write some words for Cllr Porter to include in his next Melton Messenger article. It was asked if we can get some ‘excuse the weeds’ signs for Bury Hill and that we should offer to plant trees on the new parcels of land that we own should residents request them. It was suggested that residents could be invited to nominate areas ‘to be wild’. The committee expressed their thanks to the Tree Warden and the Tree Crew.
|21.39.04||Melton Woods Festival
The committee considered a report from a resident wishing to hold a festival in Burkes Wood (REC(21)39.04). They thought it was a lovely idea but they had some reservations and questions about the event namely around funding, insurance, security, toilets and over usage of the woods. It was suggested that the field could be used instead of the woods. The Asst Clerk would contact the resident with the committee’s concerns and invite him to the Full Council meeting on the 16th June.
|21.39.05||Queen’s Green Canopy
There was a short discussion about the Jubilee tree planting project – https://queensgreencanopy.org/ Further information will be available in June and the Tree Warden may be able to obtain trees as an individual rather than the Parish Council purchasing them.
|21.40.01||The SWT report about the land by the river had not been received before the meeting so would be circulated by email when available. Cllr Porter suggested that owl boxes could be installed in the Burkes/Leeks Hill woods. A consultation will be carried out regarding the Hall Farm Sports Ground once Covid restrictions are lifted. Cllr Holmes raised concerns about the planning application submitted for 24 Wilkinson Way and the damage that this will inflict on trees that are on MPC land.|
The Maintenance Officer has carried out his usual tasks of grass cutting, litter picking and play park checks. In addition he has installed the new SID on Wood Lane and moved the original SID to Melton Road. A new memorial bench has been installed at the playing field and he oversaw the car park project. The committee expressed their thanks for all the work he does.
There were no comments on these TPO applications.
|21.43||CIL and Grant Funded Projects|
|21.43.01||It was noted that Hall Farm Road Sports Ground should be the recipient of CIL/grant funded projects.|
An additional noticeboard will be purchased for Old Maltings Approach. A second is proposed for St Andrews but it might be too close to the one at the Burness. It will be reconsidered at Full Council on the 16th June.
There is no update on the Playing Out scheme but Mrs McBurney expressed an interest in attending any meetings regarding the scheme. https://playingout.net/
|21.46||Melton, Woodbridge and Deben Peninsula Community Partnership Grants
There was not enough time to put in an application for this round of grants.
Cllr Gradwell was not available to give a report. The Asst Clerk reminded councillors to report any incidents for ASB to the police via 101 (online is easier).
|21.48||Committee Chairman’s Urgent Business|
|21.48.01||To receive a report on urgent business not otherwise on the agenda
Cllr Holmes reported that someone had died at The Grove but not been discovered for some months. He was advised to contact Cllr Smith-Lyte as this is the third death in Flagship owned property in recent times where the body has lain undiscovered for a period of time.
|21.49||To agree items for inclusion in the Melton Messenger/In Touch
Dogs under control and Tree-Frienders
|21.50||Date of Next Meeting
The next meeting will take place on Wednesday 7th July 2021 commencing at 19:00 at the Melton Parish Council offices. There being no further business the meeting finished at 21:05.
Actions from Previous Meetings
|21.20.01||Asst Clerk to arrange the tree felling and ivy management recommendations that were included in the two reports (divested land and Burkes Wood/Rec Ground), including completing TPO application||TPO application submitted|
|21.20.01||Asst Clerk to liaise with the Maintenance Officer about the feasibility of installing board walks in the muddy area near the protected oak in Burkes Wood.||Ongoing|
|21.21.01||Carry out a public consultation with residents around Hall Farm Road Sports Ground once covid restrictions are lifted.||Open|
|21.21.01||Asst Clerk to source quotes for permanent signage at the newly acquired land and take to Full Council for budget approval.||Open|
|21.25||Revisit requests for grit bins later in the year||Open|
|21.38.01||Use topsoil to build up area around bench plinth||Open|
|21.38.01||Asst Clerk to liaise with CGM regarding re-use of topsoil||Open|
|21.38.06||Asst Clerk to publicise the NHS Thank You Day and that the car park will be closed in the morning||Open|
|21.38.04||Asst Clerk to take proposal for bike racks to Full Council for approval||Open|
|21.38.05||Asst Clerk to get a quote for creating a new sign for the playing field||Open|
|21.39.02||Asst Clerk to distribute pond survey and carry out any actions arising||Open|
|21.39.04||Asst Clerk to invite resident to present Woods Festival proposal to Full Council on the 16th June||Open|
|21.40.01||Asst Clerk to distribute SWT riverbank land report||Open|
|21.44||Noticeboard proposal for St Andrews to go back to Full Council for approval||Open|
|21.45||Playing Out scheme – Mrs McBurney keen to participate in any meetings||Open|