Agenda and draft minutes

The Chair welcomed everyone to the meeting.  She reported that Deborah Collins had now resigned from the Council and there was currently a vacancy on the Sub-Committee.  She thanked Deborah for her work as a member of the Sub-Committee.

The Democratic Services Officer will draw attention to the emergency evacuation procedure as set out on the Agenda.

The Democratic Services Officer drew attention to the emergency evacuation procedure.

Apologies for absence were received from independent members Mary La Trobe Bateman and Bryan Johnson.

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 4.4 Appendix 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.

Graham Page read a statement on behalf of responsible dog walkers at Alice Park:

There was an informal community of dog walkers who were keen to promote responsible dog walking behaviour at Alice Park. 

The group met regularly and supported Alice Park café.

They encouraged positive interaction between dogs and children and would challenge any inappropriate behaviour by irresponsible owners.  They would also pick up any dog mess left in the park by less responsible owners.

To confirm the minutes of the meeting held on Friday 6 June as a correct record for signing by the Chair.

RESOLVED that the minutes of the meeting of 6 June 2025 be confirmed as a correct record for signing by the Chair.

To receive the latest finance update.

The Senior Finance Officer introduced the report and drew attention to the following:

1. The report provided the Sub-Committee with the current financial position.
2. He drew the Sub-Committee’s attention to the forecast position as a lot of expenditure was around the service level agreement which would not be deducted until the end of the year. 
3. At present the Trust was forecast to end the year with a £4,548 surplus. Any surplus at year-end would be taken to a reserve for future years’ use.
4. He asked the Sub-Committee to know about any predicted expenditure at the earliest opportunity. 

Cllr Henman welcomed the new grant arrangements which allowed more scope for planning ahead.  The Senior Finance Manager responded that the arrangements still needed to be formalised by a Cabinet member decision, but it wasn’t envisaged that there would be any deviation from the new arrangements.

In response to whether the SLA cost would be affected by the new children’s play area, it was confirmed that the new area would still be the subject of regular inspections and costs had not been reassessed.  It was noted that once the sandpit was in place (third phase) there would be costs involved in topping up the sand every 3 years.

The Sub-Committee RESOLVED to note the report.

To receive the latest data on Alice Park public conveniences.

The Operations Manager reported that there had been 6 different faults reported, all of which had been rectified and that usage had increased from the same period in the previous year. 

The Sub-Committee requested data to be provided at future meetings to enable members to monitor the usage on an ongoing basis. 

The Chair reiterated her request for a sign on the door of the public conveniences to advise users of the cost to the Trust of providing the facilities and to request users to look after the facilities. 

1.  To note the completion of phase 1 works.

2.  To note the submission of a Community Infrastructure Levy (CiL) grant  application and agree a fundraising plan to secure funding for phase 2 works. 

The Chair reported that:

1.  Phase 1 works had now been completed, and although there had been initial reservations about undertaking works during school holidays, the play area had been ready in time for use during the last 4 weeks of the holidays and had been welcomed by users. 

2.  There would be an official opening on Saturday 20 September after which the Council would put out a press release.

3.  She reported that it had transformed the park and had increased footfall and thanked everyone for their support in delivering phase 1.

4.  She advised that a few people had complained about the lack of gates to stop children leaving the area/dogs entering, however it was easier for people with buggies to enter and leave the play area.

5.  In relation to phase 2, any suggestions of people/organisations who could help with fundraising were welcomed and asked to contact Cllr Wright/Bryan Johnson.

6.  An application had been made for Community Infrastructure Funding.

The Sub-Committee raised the following comments

1.  The open entrance was welcoming and was not dangerous as it opened out into the park and did not lead directly onto the road.

2.  An easy opening gate could be an option in the future if considered necessary and could be added to the phase 2 works.

3.  As the area had only been open for 6 weeks, It would be a good idea to review in 6 months’ time to see if a gate was necessary.

4.  Cllr Kelly offered to ask users for their views on the issue.

To note the recent fire at Alice Park caused by a disposable barbecue.

The Chair reported that there had been a small fire in the café area caused by a disposable barbecue and confirmed that barbecues were not allowed in Alice Park.  She suggested there should be additional signage to advise people that barbecues were prohibited within the park. 

The Senior Estates Surveyor advised that temporary flooring was currently in place and local people had started fundraising to support repairs.

To consider if any action is required to address anti-social behaviour by dog owners.

The Chair reported she had received complaints about dogs fouling in the park and asked if it would be possible to put up more signs to remind dog walkers to keep their dogs under control and pick up after their dogs.  The Service Manager - Parks and Open Spaces confirmed that it would be possible to put up additional signs and there were templates available to create this signage.

It was noted that there was a sufficient number of bins within the park to deposit dog mess including one near the exit.  In response to a question on what steps could be taken if someone did not pick up dog mess, the Legal Adviser responded that there were options to enforce under byelaws or legislation such as the Anti-social Behaviour Crime and Policing Act 2014, but it was recommended to look at informal measures in the first instance.

It was agreed that the Service Manager - Parks and Open Spaces would look at the costs at providing additional signage and meet with the Chair in the park to discuss the best locations.  It was agreed that representatives of the dog walking community also be invited to meet on site. 

To consider a request for a tennis wall and seating in the tennis courts.

The Chair reported that there had been a request from users of the tennis court to provide a tennis wall in the courts, but she noted that the operation of the courts was contracted to another body. 

It was agreed that the Chair contact the Head of Leisure and Physical Activity to clarify who was responsible for considering this request. 

To consider options for purchasing a defibrillator at Alice Park to be located on the panel to the right of the two public conveniences:

Option 1 - IPAD NFK 200 defibrillator & external cabinet - suitable for both adults and children and it includes either a locked or unlocked cabinet.

£1,000 plus VAT

Option 2 - ZOLL AED Plus defibrillator & external cabinet - suitable for both adults and children and it includes either a locked or unlocked cabinet. Low maintenance with pad life of up to 5 years. 

£1,166.67 plus VAT

The Chair reported that Mary La Trobe Bateman had undertaken some research on securing a defibrillator for Alice Park from the British Heart Foundation and had been advised on the following options:

Option 1 - IPAD NFK 200 defibrillator & external cabinet - suitable for both adults and children and it includes either a locked or unlocked cabinet.

£1,000 plus VAT

Option 2 - ZOLL AED Plus defibrillator & external cabinet - suitable for both adults and children and it includes either a locked or unlocked cabinet. Low maintenance with pad life of up to 5 years.

£1,166.67 plus VAT

In relation to the proposed positioning near the public conveniences, the Operations Manager confirmed that the electric costs would be negligible.  It was noted that the location needed to be secure and accessible for 24 hours a day.

The Director of Place Management confirmed that the Council was reducing its involvement in defibrillators in favour of community owned resources and that the Council had previously acquired defibrillators from the Community Heartbeat Trust.

The Sub-Committee agreed that further information needed to be provided before pursuing this:

1.  Confirmation that the Alice Park Trust did not need to pay VAT.

2.  How to pursue a community owned resource.

The Sub-Committee to consider the request for Julian House to hold two fundraising events at Alice Park:

Saturday 13 December: 10am-12pm – Santa Run and Elf Ice Challenge

Friday 5 March – Big Sleep Out

The Sub-Committee considered the following two requests:

1.  Saturday 13 December: 10am-12pm – Santa Run and Elf Ice Challenge

The Director of Place undertook to report back to the Chair by 25 September in relation to health and safety for park runs to allow a decision to be taken on whether to proceed with this request.

2.  Friday 5 March – Big Sleep Out

The Sub-Committee agreed to support the Big Sleep Out and the Trust would waive the standard fee for holding events in Alice Park.  However, it was noted that the charity would be charged a fee by the Council’s Events Team to ensure health and safety compliance. 

1.  Sycamore Gap Sapling

The Chair reported that she was working with Cllr Paul May as Cabinet member for Children’s Services with a view to organising an event to plant the sapling in celebration of children in care.

2.  Skatepark

It was noted that there was still a problem with the skatepark retaining water that needed addressing and the Chair undertook to take this up with the Council’s Programme Manager.

3.  Cycle Stands

Cllr Heijltjes advised that she had not received a response to her question raised at the previous meeting on providing additional cycle stands and undertook to pursue this through the Director of Place Management.

4.  Replacement Tree

The Chair reported that a tree had come down within the park and that she was discussing a replacement with a local resident.