Agenda and minutes

The Chair welcomed everyone to the meeting.

He updated members on the following developments since the last meeting:

·  A resident had sent an email expressing concern that waste collected from the bins in Alice Park was not being recycled.

·  The current signs in the park referred to “Bath and North East Somerset Council” rather than the “Alice Park Trust”.  Officers were looking into the rebranding of signage within the park.

·  He had approved expenditure to remove a wasp or bees nest adjacent to the tennis courts.

·  He had spoken to the organiser of the boules activities in Bath regarding the playing of boules in Alice Park.

The Democratic Services Officer explained the emergency evacuation procedure.

There were no apologies for absence.

At this point in the meeting declarations of interest are received from Members in any of the agenda items under consideration at the meeting. Members are asked to indicate:

(a) The agenda item number in which they have an interest to declare.

(b) The nature of their interest.

(c) Whether their interest is a disclosable pecuniary interest or an other interest,  (as defined in Part 2, A and B of the Code of Conduct and Rules for Registration of Interests)

Any Member who needs to clarify any matters relating to the declaration of interests is recommended to seek advice from the Council’s Monitoring Officeror a member of his staff before the meeting to expedite dealing with the item during the meeting.

There were no declarations of interest.

There were no urgent items.

Tony Hickman, proprietor of the Alice Park Café, stated that he had carried out an online poll regarding the pond in Alice Park.  344 votes had been cast and 95% of respondents said that they would prefer to retain or refurbish the pond as opposed to filling it in. 

To confirm the minutes of the meeting held on 23 April 2018.

The minutes of the meeting held on 23 April 2013 were confirmed and signed as a correct record.

Paul Hooper stated, as a matter arising, that he had received feedback regarding the sandpit replenishment.  When children were playing in the sandpit some of the debris which had previously settled at the bottom had risen to the top and it would have been helpful if this had been cleared away before adding new sand.  Councillor Appleyard stated that the contractors had attempted to clear as much as they could and thanked officers for organising the replenishment.

To receive the annual update on the Management Plan for Alice Park.

The sub-committee considered a report regarding the Alice Park Management Plan 2016-2022 which was agreed by members on 27 March 2017.  The sub-committee was asked to review the Management Plan and revise it as necessary to reflect current priorities.

It was noted that the park suffered from a lack of maintenance and that work such as painting and repairs could be carried out.  It was possible that officers could work with the Probation Service to arrange for some work to be undertaken to stabilise the fabric of the park.

Members acknowledged the need to plan work in the park in a strategic manner.  They noted that it would be helpful to have an idea of costs for each area of work.  It was pointed out that the Trust did not always need to ask the Parks Department to carry out the necessary work but that other avenues could be explored.  Councillor Appleyard pointed out that the Trust could co-opt additional members onto the sub-committee to assist with specific projects if necessary.

Paul Hooper stressed the importance of consulting with users of the park to ensure they were on board with any future proposals.

RESOLVED: To arrange a site visit in the park over the summer to review the Management Plan and to agree future priorities.

To consider and approve the statement of accounts and the annual report for the Alice Park Trust.

The sub-committee considered a report setting out the Statement of Accounts and the Trustees’ Annual Report to 31 March 2018.

The sub-committee asked questions relating to the accounts as follows:

·  What work is covered in the figure being spent on maintenance of public conveniences?

·  What work is covered by the figure being spent on play equipment maintenance?  The Parks and Bereavement Services Manager confirmed that this would primarily cover the cost of weekly inspections of the equipment.

·  What is the difference between restricted and unrestricted funds?

·  What does the £13,741 rental income relate to?

·  What is the actual value of the cottage in Alice Park and should the current value be listed in the accounts?

·  What income is generated by the public conveniences?

The sub-committee felt that the figure of £39,207 for payments was high.  Edward Dawson, Group Accountant agreed to provide a list of maintenance that has taken place.

RESOLVED:  To note the report and to request that the Group Accountant provides a response to the queries listed above at the next meeting.

To consider a report giving an update on the provision of a skatepark in Alice Park.

The sub-committee considered a report giving an update on the skate park to be provided in Alice Park.

The Parks and Bereavement Services Manager reported that the budget was now agreed and Canvas were working on the skate park design.  Confirmation was required that the additional £30k provided by the local community was held in the Trust account. 

A lease had been drafted and would be passed to Property Services to be progressed.  The Trust was still required to obtain an independent valuation from a surveyor.

In response to a query Cllr Appleyard agreed to speak to Michael Hewitt, Legal Services Manager, to request guidance on the payment of a nominal rent for the siting of the skate park.

RESOLVED:

(1)  To agree to a nominal lease of the land in light of the council taking full responsibility for the items on the leased area of land for the duration of the lease (the location to be used will be imminently confirmed and this to be formalised by Property Services).

(2)  To agree that the council continues to develop the preliminary outline design (the site has been surveyed/measured to progress this).

(3)  To note that further time action points are:

·  Initial design and cost to show what is available within the budget with a preferred location in the area specified.

·  Internal and external consultation and feedback.

·  Detailed design and final cost for sign off.

·  Contract documents.

·  Site start and sign off.

To consider a report regarding the use of the area around the Alice Park Café.

The sub-committee considered a report regarding the use of the patio area around the Alice Park Café.  This matter had been raised at the last meeting.

The report set out information regarding the terms of the café lease including the area which may be used by the café.  The report suggested a hire rate which could be levied for temporary hire of the patio area by the concession.

Councillor Appleyard acknowledged the excellent service provided by the café and felt that it should be possible to find a compromise.  He proposed that a one-off payment should be agreed by the Trust for the use of this area on up to 10 occasions as a temporary arrangement.  This would enable parties to be organised by the café and would also prevent excessive use of this area.

Pau Hooper suggested that this should be considered as part of the site visit to Alice Park which would shortly be taking place.  He stressed the difference between obstruction and control and expressed concern about the number of fitness organisations using the park for commercial purposes.  The Chair confirmed that this type of usage would be dealt with.

Councillor Norton felt that the sub-committee should not be obstructive and that a one-off fee of £250 was reasonable and could be reviewed when the lease was renewed.

Councillor Patterson expressed concern about noise in the park as she did not agree with the use of amplified music.  She stressed the importance of volume control when events were taking place.

The sub-committee felt that there was not a need to use the Council events team for these types of events and noted that the café had the necessary insurance in place.  The Parks and Bereavement Services Manager highlighted the risks relating to the use of gazebos and bouncy castles.

RESOLVED:

(1)  To agree to the use of the patio area by the Alice Park Café for a one off fee of £250 per annum for up to 10 uses in a one-year period.

(2)  To agree that this should be reviewed at the time when the lease is next renewed.

To consider a report giving an update on proposals for additional footpath provision in Alice Park.

The sub-committee considered a report regarding the provision of additional footpaths in Alice Park to connect the existing pathways and allow circular walking. 

It was noted that CIL (Community Infrastructure Levy) funding had been approved by the Cabinet Member for Development and Neighbourhoods which would provide a sum of £43k for the footpath project.  It was noted that additional paths would increase maintenance costs that were currently not budgeted for.

Members discussed the possible location for new paths, specifically whether the paths should go behind or in front of the tennis courts.  Advice could be obtained from the B&NES Highways Department regarding potential contractors.  It would be important to ensure that best value was obtained for the work and three quotes would have to be put forward.  Overall members felt that this was a scheme that would enhance the park and create improvements for park users.

Members thanked Councillor Appleyard for submitting the application for CIL funding.

RESOLVED: To further discuss the provision of additional footpaths at the forthcoming site visit to Alice Park.

To consider a report regarding the possible refurbishment of the pond area in Alice Park.

The sub-committee considered a report regarding the refurbishment of the pond in Alice Park.  There was already a management plan that considered the pond objectively alongside all other improvements.  The pond is very barren and is afforded very little maintenance in the current Service Level Agreement work schedule.

Councillor Norton was opposed to the pond being filled in to provide a boules area. 

Councillor Appleyard felt that the current pond was not fit for purpose and could be relocated.  He noted that the boules area was a very well used facility which attracted people to the park.

Councillor Patterson stated that the pond was very popular with park users.  She was opposed to it being removed or relocated.

Paul Hooper was also opposed to the removal of the pond and, in any case, felt that the view of the local community should be sought before any action was taken.

RESOLVED: To discuss this matter further on the forthcoming site visit to Alice Park.

To discuss the arrangements for the provision of pest control services in Alice Park.  Mark Cassidy, Team Manager, Parks and Bereavement Services will report.

The Parks and Bereavement Services Manager stated that he would arrange for the wasps nest near the tennis courts to be removed.

To consider a new design for replacement of play area signage in Alice Park.  Mark Cassidy, Team Manager, Parks and Bereavement Services will report.

The current play area signs needed to be replaced and a rebranding exercise was being considered to reflect the fact that the park is run by the Alice Park Trust.  New designs would be circulated to sub-committee members for their consideration.

To discuss the arrangements for waste bin collections and recycling in Alice Park.  Cllr Geoff Ward will report.

The Chair reported that he had received an email expressing concern that waste collected from Alice Park was not recycled.  Members of the Sub-Committee were keen to ensure that as much waste as possible was recycled.  It was suggested that a bottle recycling container would be helpful.

Mark Cassidy, Parks and Bereavement Services Manager, explained that often the waste collected from public bins was very polluted and not suitable for recycling. 

RESOLVED: To receive a report to a future meeting regarding park waste recycling.

To note that the next meeting will take place on Monday 22 October 2018 at 6pm.

To note that the next meeting will take place on Monday 22 October 2018 at 6pm.