Amenities and Environment Committee Agenda 12th November 2008
Amenities and Environment Committee Agenda 13th October 2008
To: Members of the Amenities & Environment Committee
To: Other Councillors for information
Notice is hereby given that you are required to attend the meeting of the Amenities & Environment Committee which will be held on Wednesday 12th November in the Council Chamber, Parish Hall, South Street at 7.30 p.m.
AGENDA
1 Apologies.
2 Declaration of Substitute Members.
3 Declarations of Interest.
Members are reminded to make any declarations of personal and/or prejudicial interest that they may have in relation to items on this agenda.
Notice should be given at this part of the meeting of any intended declaration. The nature of the interest should then be declared later at the commencement of the item or when the interest becomes apparent.
4 Minutes of the Previous Meeting held on 13th October 2008.
The minutes of this meeting were sent to all members with the Full Council agenda and were due to be confirmed at Full Council on 5th November 2008
Matters arising
5 Public Forum/Questions.
6 Issues Relating to Outdoor Facilities.
6.1 Lancing in Bloom
At its last meeting the Committee resolved to receive a report from the working party (A&E 13th October Minute 46.1 refers). The Chair will update the Committee on the outcome of that meeting.
6.2 Beach Huts – future policy concerning outstanding site rent fees.
At its last meeting it was resolved to endorse and adopt a new policy to deal with outstanding site rental fees which will be communicated to the hut owners when the invoices are sent out in April 2009. (A&E 13th October 2008 Minute 46.2 refers).
At the meeting Council requested to be informed of the ratio of Lancing Residents who are beach hut tenants. An analysis is attached to this agenda which shows current figures although this is likely to change over time due to the policy of now only permitting Lancing residents to go onto the waiting list.
Members are requested to note this matter.
6.3 Kite Surfing
Following discussion on this item at its last meeting (A&E 13th October 2008 Minute 46.2 refers) Committee resolved to invite Mr. Frazer Stewart along to a future meeting to discuss in greater detail the proposal for a kite surfing teaching school on Beach Green.
Mr. Stewart has confirmed his attendance at the meeting.
6.4 Allotments at East Lancing Recreation Ground
At its last meeting this Committee wished to be advised of the likely cost of the clearance of 6 allotment plots and whether allotment holders would be interested in a year’s free rent in lieu of clearance. (A&E 13th October 2008 Minute 46.4 refers).
An initial estimate has been received to clear the land for £650. Although this appears to be high the amount of work required is proportionate. Initial enquiries suggest that offering a free year rent (value £16) is unlikely to attract new lessees.
There is a possibility however that a more competitive quote will be forthcoming from the contractor who will be involved with providing the MUGA on the Recreation ground but this is not guaranteed.
If the works go ahead the new allotments will realize an additiona1 £100 per annum additional income and the scheme would therefore pay for its self after 6 years.
Committee is requested to decide on the preferred course of action.
6.5 Feeding the swans at Widewater
We have had a request from the WSCC Ranger service to ask residents not to feed the swans at Widewater. Although feeding the swans can bring a certain amount of pleasure to people, too much feeding could jeopardize what you have.
Normally there are only one or two resident pairs of swans on Widewater but there has been a recent influx of swans due to the abundance of food being made available.
We are advised that this could have serious consequences as follows:-
· The lagoon cannot support the current levels of wild fowl
· As there is no natural flow of water the amount of swan droppings will settle on the bed of Widewater and will eventually cause a problem with pollution. This could be in the form of smells, algae blooms or most importantly the marine Biodiversity within the area will change.
· The food is also attracting rats, which is obviously undesirable.
We are also advised that swans do however require fresh water so it is being urged to stop feeding the swans and instead put out bowls of water.
Committee is requested to note the above information which will be published on the web site and advertised in as many local magazines as possible. Notices will also be placed in the Widewater area.
7 Correspondence Received.
7.1 Friends of Lancing Ring.
Minutes of Committee Meeting held on the 10th September 2008 and the Autumn Newsletter are available for inspection by Members and residents in the Council Offices.
8 Clerks Report(s).
8.1 Beach Green Kiosk
The Clerk will update the Committee with any relevant developments on this issue.
8.2 Fisherman’s boat lockers on Beach Green.
Members are reminded of the recent reports concerning the redundant fisherman’s boat lockers at Beach Green. The issue is now all but resolved and arrangements are in place for the all but one of the lockers to be removed.
An antique hand winch has been recovered from the site and is in the process of being restored. Enquiries have been made to find out a little about the winch, which bears the name of Rownson and Drew & Co. The Collections Curator at the Norfolk Museums and Archaeology Service suggests that the winch predates 1877 and could be as much as 50 years older. In either case it is considered to be of historical significance and too important to scrap.
It is suggested that once the winch, which is good working order, is fully restored and made safe it would be a good exhibit and possibly located on the Parish Hall site. The rear car park on the grass area is a possible location (which would also stop vehicles parking on and damaging the grass).
Committee are asked to agree to keep the winch and consider a location for it. The winch is currently stored in the garage at the Parish Hall and Members may wish to view this before the evening’s meeting.
9 Any Other Urgent Business (Agreed with the Chairman in advance).
Please note that all meetings of the Amenities & Environment Committee are open to members of the public, and a small number copies of the agenda will be available at each meeting or by request, in advance, by telephoning 01903 753355.
All agendas and minutes of meetings can be found on the Council’s web site www.lancingparishcouncil.gov.uk
Questions and statements from the public will be responded to at all meetings, at the time allocated for this.
Mobile phones must be switched off, or on vibrate only, during all Council Meetings.
Colin Hunt Date of Notice: 5th. November 2008.
Clerk to the Council
To: Members of the Amenities & Environment Committee
To: Other Councillors for information
Notice is hereby given that you are required to attend the meeting of the Amenities & Environment Committee which will be held on Monday 13th October in the Council Chamber, Parish Hall, South Street at 7.30 p.m.
AGENDA
1 Apologies.
2 Declaration of Substitute Members.
3 Declarations of Interest.
Members are reminded to make any declarations of personal and/or prejudicial interest that they may have in relation to items on this agenda.
Notice should be given at this part of the meeting of any intended declaration. The nature of the interest should then be declared later at the commencement of the item or when the interest becomes apparent.
4 Minutes of the Previous Meeting held on 8th September 2008.
The minutes were dispatched to all members with the Full Council agenda and are due to be confirmed at Full Council on 7th October 2008
Matters arising
5 Public Forum/Questions.
6
Issues Relating to Outdoor Facilities.
6.1 Lancing in Bloom
Attached to this agenda is a letter sent by the Chair to Mr. McGann of Gardner & Scardefield regarding the Lancing in Bloom competition. The Chair will update the Committee on any new developments in this matter.
6.2 Beach Huts – future policy concerning outstanding site rent fees.
Beach hut site rents become due on 1st April each year and the majority of the owners settle their accounts within the month. However there are exceptions and this year the Council needed to send reminders to several owners. One owner receiving a total of SIX letters, two sent by recorded delivery and it was only the threat of repossession of the site did the owner eventually settle the account at the end of September (six months late).
Chasing non payment of debts is costly and it is proposed that next year an administration charge of £5 be levied for each reminder sent which will be added to individual accounts.
It is proposed that a reminder will be sent on the 1st May and if the account is still not settled then on the 1st of June a final letter will be sent informing the owners that if the rent (and admin fees) is not paid by 1st July then the site will be repossessed and the owners will be required to remove their huts and belongings. The site will then be offered to the next person on the waiting list.
Failure to remove the hut and/or personal items will necessitate removal by the Council. In this event the hut and any items will be stored for one month and then if not claimed then these will be disposed of.
This committee is requested to endorse and adopt this policy which will be communicated to the hut owners when the invoices are sent out next April.
6.3 Kite Surfing
Following an initial enquiry (A&E 7th July 2008 Minute 28.3 refers) Brighton Kitesurfing has now submitted details for a proposed kite school at Lancing Beach. Attached is a letter from the school which outlines the proposals.
Part of the beach that has been identified for the teaching activity is outside Lancing Parish Council’s control. That part being part private and part ADC owned. The only concern is the extent of the required site if kept within the Council’s land could conflict with other activities on the beach. This matter could be a ‘show stopper’ and it is suggested that if permission is granted by Committee then this would be subject to the site being agreed on site.
Committee is also advised that the normal Public Indemnity insurance requested for other events on Parish land is £10M.
In view of the above Members may wish to consider granting a one year license at a nil or nominal fee in order to assess the practicalities and potential for this leisure activity centre.
Committee is requested to consider granting permission for the training facility and to affix any conditions and charges it feels appropriate.
6.4 Allotments at East Lancing Recreation Ground
A letter was sent to all allotment holders reminding them of their obligations and responsibilities for the up-keep of their allotments. The letter was attached to last meetings agenda (A&E 8th September 2008 Minute 38.2 refers).
Since that time one allotment holder has given up their uncared for plot and this has now be offered to an applicant on the waiting list. There are however about 12 residents on the current waiting list for allotments on this site and on inspection, there are about 6 potential plots which could be utilized but which are in need of extensive clearing as they have become overgrown with vegetation etc.
The clearance would require the use of heavy mechanical plant which is outside the remit of the maintenance officers and it proposed to hire a horticultural firm to excavate and remove the vegetation and rotivate the soil bringing the six plots back into service. This will realize an additiona1 £100 per annum income.
Committee is requested to note this action.
7 Correspondence Received.
7.1 Monks Recreation Ground toilets.
A
letter from the Pastor of the Lancing Tabernacle dated 24th
September 2008 regarding a proposal at Monks Recreation Ground is
attached to this agenda.
8 Clerks Report(s).
8.1 Beach Green Kiosk
Atturbury Moore, a firm of Surveyors has been approached to prepare plans and specifications suitable for tendering for building works to the kiosk.
Options for consideration will include a like for like building, a larger building to accommodate sit-in customers and one to incorporate public conveniences.
These options, once explored further, sketched and priced, will be presented to this committee for consideration.
The Clerk declares an interest in this matter as one of the partners of Atterbury Moore is an ex-colleague of his at Adur District Council.
8.2 Fisherman’s boat lockers on Beach Green.
Members will recall that enquires were made to ascertain the ownership of the redundant fisherman’s lockers at Beach Green. An article was included in the last edition of the Village Voice and notices were attached to the lockers on 1st September 2008.
One local fisherman, Mr. Christopher Furlong, who was granted sole permission to sell locally caught fish from the boat locker, has contacted the Council.
Mr. Furlong’s permission was granted by Lancing Parish Council in October 2003 (Full Council Minute 74(d) 2003/4) and was subject at that time to health and safety and insurance undertakings. These undertakings were presumably satisfied but in December 2007 Mr. Furlong’s boat was vandalized and since that time it has been off site being repaired. Mr Furlong intends to resume fishing early next year.
The Council does not impose a charge for the boat locker as this was deemed to be an activity which benefits local residents.
As Mr. Furlong appears to be the only person with permission it is now intended to remove all other boat lockers (Mr. Furlong’s locker is the one furthest west) and carry on with the plans to reinstate the beach and perhaps provide some seating in the area.
Committee is requested to approve the actions and proposals.
8.3 East Lancing Recreation Ground changing rooms.
A toilet floor in one of the changing rooms has collapsed. Remedial works were undertaken last year but to no avail as the problem has now worsened. A contractor was engaged to replace the floor but when works started it was apparent that the floor was beyond economic repair.
The problem was found to be a faulty pump which has leaked water over a length of time which has rotted the wooden understructure.
The water has now been turned off at the mains and notices placed stating that there is no water and that the toilets and showers are not in use. This will remain the case as it is unlikely that suitable repairs will ever be possible.
For the time being the changing rooms are still usable but this situation will be monitored and, if deemed necessary for health and safety reason, the changing rooms may be closed.
The only viable long term solution is to replace the building, which is probably over twenty years old and beyond its original design life expectancy, with a new facility.
The cost is estimated to be in the region of £45k (£20k per unit plus transport and installation and removal and disposal of the old cabins)
A capital bid could be made to the F&GP Committee for consideration in next year’s budget against other Council priorities.
An alternative would be to hire the facility for the football season. The cost per season is estimated at £8k (which covers the £164 per week hire charge plus transport and on site connections of the drainage, water and electricity).
Committee is requested to decide on a course of
action.
8.4 East Lancing Recreation Ground MUGA site.
The positioning of the proposed MUGA facility at East Lancing Recreation Ground is causing concern. The preferred site on the eastern side is inappropriate as the area is prone to water logging.
There are two alternatives. The north-west and south-west corners. There is however issues connected with both locations some of which are indicated in the table below.
|
|
+ |
- |
|
North west corner |
· Away from houses |
· May be too far away for the youngsters to use · Very dark · Close to allotments |
|
South west corner |
· Lighter · Closer for youngsters to access · Shelter can also be used in connection with playground |
· Closer to houses may cause disturbances
|
Committee is requested to decide on the location of the MUGA.
9 Any Other Urgent Business (Agreed with the Chairman in advance).
Please note that all meetings of the Amenities & Environment Committee are open to members of the public, and a small number copies of the agenda will be available at each meeting or by request, in advance, by telephoning 01903 753355.
All agendas and minutes of meetings can be found on the Council’s web site www.lancingparishcouncil.gov.uk
Questions and statements from the public will be responded to at all meetings, at the time allocated for this.
Mobile phones must be switched off, or on vibrate only, during all Council Meetings.
Colin Hunt Date of Notice: 7th. October 2008.
Clerk to the Council
