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Minutes Amenities Committee 04-06-2015.docx of 8

TOWN COUNCIL OF NEWTOWN &

LLANLLWCHAIARN

CYNGOR Y DREF DRENEWYDD

A LLANLLWCHAEARN

MINUTES OF THE MEETING OF AMENITIES COMMITTEE

on Thursday 4th

June 2015 at 5.30 p.m.

in the Town Council Offices, The Cross, Newtown.

Minute Item Action

2015-

16/1

1 ATTENDANCE AND APOLOGIES FOR ABSENCE: To record

attendance and apologies for absence.

Committee Members:

Present: Cllr T Chandler (Chair), Cllr R Edwards, Cllr S Hill, Cllr V

Howard, Cllr R White (item 9 onwards), Cllr L Woodward.

Apologies for absence approved by Council: None

Other apologies for absence received: Cllr L Jewell, Cllr D Selby.

Other Members not present: Cllr M Tutestigensi.

In attendance:

E J Humphreys (Town Clerk).

2 2 ELECTION OF COMMITTEE CHAIRMAN: To receive nominations

and to elect Amenities Committee Chairman for 2015-16.

Committee receive one nomination and elected as follows:

RESOLVED:

‘Amenities Committee elects Cllr T Chandler unopposed as

Chairman for 2015-16.’

3 3 DECLARATIONS OF INTEREST AND DISPENSATIONS: To receive

declarations of interest from Members in accordance with Part III

of the Local Government Act 2000, which established the Local

Government Code of Conduct for Members.

Members declared personal / prejudicial interests at the start/

during the meeting as follows:

None.

4 4 PUBLIC PARTICIPATION: To receive members of the public who

wish to address the Committee, in respect of any item of business

included in the agenda. Any member of the public wishing to

speak must notify the Town Clerk no later than 15 minutes prior

to the start of the meeting.

None.



5 5 GUEST: MR ANDY CLAYTON: To welcome Mr Clayton to discuss

proposals for BMX amenity (Cllr T Chandler).

The Chairman welcomed Mr A Clayton & Mr Glyn Jukes of

SubCulture Sports & Leisure to the meeting to describe proposals

for the BMX Pump Track for Trenor improvements.

Mr Clayton & Mr Jukes described the proposals for the BMX Pump

Track for Trenor improvements, illustrating with model track, and

highlighted:

• Company activity and services or design, supply &

construction

• The concept of the track serving a wider area than Newtown

• Previous customers

• Design brief from the Chairman to spate the site into two

earth built tracks either side of the existing pathway

• Design focus on community ownership rather than build &

leave (including demonstrations, media coverage, launch, six

months maintenance)

• Beech hedging

• Projected costs for tracks separately or together.

The Chairman thanked Mr Clayton and Mr Jules for attending, and

for presenting the company’s proposals.

6 6 GUEST: MR CHRIS GASTON: To welcome Mr Gaston to discuss

proposals for Arts amenity (Cllr S Hill).

The Chairman welcomed Mr Gaston to the meeting to describe

proposals for the Public & Performance Arts Area.

Mr Gaston described the proposals for the Public & Performance

Arts Area and highlighted:

• Performance and Arts combined space

• Earthworks seating & embankments and sculpture with

earthwork stage

• Site at Town Park facing the river

• Commitment to consult users and maintainers of the site.

The Chairman thanked Mr Gaston for attending, and for

presenting the proposals.

7 7 MINUTES OF MEETINGS: To approve and sign as a correct record,

the minutes of the meeting of the Amenities Committee 30th

April

2015 (previously circulated).

RESOLVED:

‘That the minutes of the Amenities Committee held on Committee

30th

April 2015 are approved and signed as a correct record.’

8 8 MATTERS ARISING FROM MINUTES FOR INFORMATION: To

report for information purposes only, matters arising from the

minutes of the meeting of Amenities Committee 30th

April 2015.

None.



Cllr R White joined the meeting at this point.

9 9 FINANCE: COMMITTEE BUDGET 2015-16: To review, and resolve

if desired, the Amenities Committee budget year to date (paper

previously circulated).

Committee received and accepted the Town Clerk’s budget year

to date (set out in appendix 1).and also noted the additional funds

in the Christmas Lights Accounts as reserves for lights.

10 10 PROJECTS: COMMITTEE PROJECTS 2015-16: To receive reports,

and resolve if desired, regarding Members’ scoping and planning

of the following Amenities Committee projects:

10.1 10.1 TRENOR FOOTBALL AREA (Cllr L Woodward)

Cllr L Woodward reported on proposals and quotes from various

suppliers with drawings from local architect

10.2 10.2 TRENOR BMX FACILITY (Cllr T Chandler) (paper previously

circulated)

The Chairman referred Committee to the presentations earlier in

the meeting.

10.3 10.3 ARTS INSTALLATION (Cllr S Hill)

Cllr S Hill referred Committee to the presentations earlier in the

meeting. Committee expressed some concern at the hourly cost.

Committee discussed funding and identified the three budget

headings:

• Play area (BMX)

• Play Area Upgrade (Football/ Games Area)

• Arts Income (Arts Performance Area).

RESOLVED

‘Committee commits to the three projects, and asks project

champions (Cllr L Woodward, Chairman, Cllr S Hill) to prepare

Project Initiation Documents to set out business case, scope,

budget, timetable, and deliverables.’

Cllr L

Woodward,

Chairman,

Cllr S Hill to

prepare PIDs

10.4 10.4 FOOD FESTIVAL 2015 to receive budget breakdown and to discuss

appointing an organisation to run the festival (budget previously

circulated).

Committee noted the Food Festival being under its auspices and

expressed concern at lack of a project champion currently on the

committee, and absence of Project Initiation Documents setting

out business case, scope, budget, timetable, and deliverables,

although the work being already in progress.

RESOLVED:

‘Committee expresses concern at absence of project business case For next



and definition and absence of project champion on the committee

and recommends to Full Council that project champions and

project initiation scoping documents are required for all projects

and events.’

Council

meeting

10.5 10.5 WINTER FESTIVAL (Cllr M Tutesigensi)

Committee noted the Winter Festival being under its auspices and

expressed concern at lack of a project champion currently on the

committee, and absence of Project Initiation Documents setting

out business case, scope, budget, timetable, and deliverables,

although the work being already in progress.

RESOLVED:

‘Committee expresses concern at absence of project business case

and definition and absence of project champion on the committee

and recommends to Full Council that project champions and

project initiation scoping documents are required for all projects

and events.’

For next

Council

meeting

10.6 10.6 ROBERT OWEN GARDENS redevelopment proposals and ideas

(Cllr V Howard)

Cllr V Howard reported on initial approaches to be made to

Robert Owen Museum and then the Outdoor Staff to take ideas

before beginning work on the design and Project Initiation

Document.

Cllr V Howard

to pursue

11 11 MAINTENANCE: COMMITTEE RECREATION, GROUNDS &

OUTDOOR MAINTENANCE MATTERS

11.1 11.1 PLAYGROUNDS

11.1.1 11.1.1 RoSPA Inspections: to receive and resolve, if desired, on the

results of annual inspections, if available.

The Town Clerk reported that the inspection reports are not yet

received.

11.1.2 11.1.2 Maesyrhandir: to receive update on the reopened playground.

The Town Clerk reported the playground reopened following

substantial safety & surface repairs beneath swings and multi-play

unit, and that on-going concerns and risks will be dealt with for all

playgrounds appropriately when identified in the RoSPA

inspector’s report.

11.2 11.2 PLANTING, MOWING AND CUTTING: To consider, and resolve if

desired, on the general requirements of planting, mowing and

cutting (Cllr S Hill).

Committee noted comments and enquires from members of the

public at apparent lack of progress with planting, and queried

whether this has been sufficiently relayed to or understood by

staff. The Town Clerk indicated that outdoor staff have been

asked to prioritise the central visible features, though progress

has been hampered and delayed considerably by lack of outdoor



staff resource, and additional temporary staff will be in post 8th

June to tackle the backlog, with further recommendation that all

outdoor areas require a planting plan and schedule. Members

noted the plan from Outdoor Supervisor:

• Picnic Tables at Gravel: all installed 3rd

June

• Bunting: delivered; for install 5th

June

• Park Gates: starting 5th

June

• Hanging Baskets: delivery 5th

, installation 8th

June

• Park Flower Beds: to be dug and barked starting w/b 8th

June

• Flower Beds (Park St, Robert Owen Gardens, Iceland): delivery

8th

June; immediate installation.

RESOLVED:

‘Committee recommends to Full Council to bring forward the

appointment of the Amenities Manager from January 2016 to

coincide with the appointment of the other posts in order to

sufficiently resource and plan the outdoor amenities of the

council.’

For next

Staffing,

Finance

Committees

and then Full

Council

11.3 11.3 GENERAL MAINTENANCE:

11.3.1 11.3.1 Lynwood Gardens: To report and resolve, if desired, on the

request for a seat for Lynwood Gardens (previously circulated).

The Town Clerk reported on recent correspondence with County

Cllr Peter Harris regarding agreements between Newtown Town

Council and Powys CC for a bench at Lynwood Gardens (Town

Council to provide a seat if County Council to provide the

concreate base).

RESOLVED:

‘Committee agrees to provide a new bench if Powys CC provide

the concrete base.’

Town Clerk

to process

12.3.2 11.3.2 To report and resolve, if desired, on other maintenance matters

being dealt with or to be undertaken

None.

13 13 HEALTH & SAFETY: To report and resolve, if desired, on matters of

health and safety brought to the attention of the Committee.

No reported Health & safety matters.

14 14 CHAIRMAN’S ANNOUNCEMENTS, ITEMS FOR FUTURE AGENDA

AND DATE OF NEXT MEETING:

14.1 Town Clerk: reported that the new Picnic Tables have been

installed by outdoor staff at very short notice taking priority over

planting and mowing, in time to coincide with the national Big

Lunch, and that councillors have been invited to attend a short

launch of the facility at 1pm on Sunday 7th

June.

Committee noted Cllr R White’ opinion that the tables are not in

the idea position being in his view too close to the Black Poplar.



14.2 Chairman: Next Amenities Committee meeting Thursday 2nd

July

2015. Committee agreed that its meetings will in future

commence at 6.30pm.

15 15 CONFIDENTIAL SESSION EXCLUSION OF PUBLIC AND PRESS

15.1 15.1 RESOLVED:

‘In accordance with the Public Bodies (Admission to Meetings) Act

1960 (2) the Town Council resolves that members of the public and

press be requested to leave the meeting by reason of the

confidential nature of the business about to be transacted.’

15.2 15.2 STAFFING: To report on outdoor staff matters

The Town Clerk reported that recruitment of additional outdoor

resource on 4th

May has not been successful, with and concerns

around performance and impact on the Council and its work, and

that immediate corrective action has been taken with

replacement appointments starting on 8th

June.

Meeting ended 8.45 p.m.

Chair:

Date:



Appendix 1 – budget year to date as at 28th

May 2015



End of appendix