Minutes of a meeting of the PROPERTY COMMITTEE, Arlesey Town Council held in the Village Hall, Arlesey on Tuesday 18 October 2011. 

PRESENT:       

            Cllrs:    N Daniels (Chairman)                    M Rainbow

                        Mrs H Frost                                 Mrs J Rencontre

C Howitt                                      D West

D Page                                        A White                                                                                   

Also present:    Mrs E Hare (Clerk) and four members of the public         

38 APOLOGIES FOR ABSENCE

An apology for absence was received from Cllr Ms T Osborne. 

39 CO-OPTION OF MEMBERS

(a) Co-option of Members who wish to serve on the Property Committee

The Chairman reported that due to the resignations of the previous committee members there are 4 committee member vacancies. It was proposed that Cllr Mrs J Rencontre and Cllr Ms T Osborne (in her absence) be co-opted onto the Property Committee.

It was RESOLVED

that Cllr Mrs J Rencontre and Cllr Ms T Osborne be co-opted onto the Property Committee for the remainder of the year.

(b) Co-option to fill the vacancy on the MUGA Working Group

The Chairman reported that there was one vacancy on the MUGA Working Party Group.  It was proposed that Cllr Mrs H Frost fills the vacancy.

It was RESOLVED  

that Cllr Mrs H Frost be co-opted onto the MUGA Working Party Group 

40 MEMBERS’ INTEREST

No declarations of personal or prejudicial interest were received.

41 PUBLIC PARTICIPATION

There was no public participation. 

42 MINUTES OF PREVIOUS MEETING 

Prior to the meeting Members received a copy of the minutes of the Property Committee meeting held on 20 September 2011. 

It was RESOLVED

that the Minutes of the meeting of the Committee held on 20 September 2011 be confirmed and signed by the Chairman as a true record. 

43 MATTERS ARISING

There were no matters arising from the previous meeting.

44 VILLAGE HALL

(a) Monthly report

The Clerk reported that she had not heard from Central Bedfordshire Council with regard to the proposed refurbishing work.

It was AGREED to note the report

(b) Correspondence from Dr Attias   

The Chairman reported that Members should have a copy of the letter received from Dr Attias with regard to his concern over the level of noise originating from the village hall by a certain user.  The Clerk also gave an account of other activities going on during the sessions, which were also a cause for concern.

It was RESOLVED

to write to the hirer explaining why there has been a complaint, and offer him the opportunity to reduce the level of noise and ensure that parents will control their children during the zumba sessions.  Failing this the Town Council will cancel the hiring agreement                                         

45 CEMETERY

The Chairman gave a report on the monthly inspection of the cemetery grounds.  Four memorials were found to be unstable and a letter will be sent to the owners of the plots.  Several small trees and shrubs were dead; they need removing and replaced with new ones.  There are gaps in the Hawthorn hedge and new plants need to be ordered very soon so they can be planted before the frost.

The Chairman also read out a letter from a concerned resident which informed the Council of a series of events in the proximity of the cemetery grounds.  One of the concerns mentioned was the security of the cemetery boundary fence.  The Clerk informed members that the groundsman had reported a gap in the fence of phase 2 at the top end.  Cllr White reminded members that ACORN had put in a request to the Town Council for Hawthorn hedges at the last Glebe Meadows meeting.  

It was RESOLVED

1. to obtain quotations for new hedge plants for the Town Council and ACORN

2. to repair the gap in the fence in phase 2

3. to obtain quotations for new shrubs  

46 ALLOTMENTS

(a) Monthly inspection report

The Vice-Chairman gave a monthly report on the allotment site.  Overall most of the plots are tidy and three need letters to tidy their plots.  One plot has a small shallow pond which is at the edge of the plot.   There are some old chairs on the site that need removing and some lose wood.  The car park was tidy.  

It was AGREED to note the report

(b) To consider quotations for weed spraying equipment and protective clothing

The Chairman gave a report on the quotations that had been received for weed spraying equipment and protective clothing.

It was RESOLVED

1. to accept the quotation for a backpack sprayer for £151.20

2. to accept the quotation for the weed killer for £74.95

3. to accept the quotations for protective clothing, the disposable suit for £9.71 and protective vapour mask for £21.35 

47 MULTI USE GAMES AREA (MUGA)

The Chairman informed members that quotations were being obtained for the remedial work needed at the MUGA building.  Unfortunately, these were taking time to arrange for someone to look at the work and the quotations to follow on.  One quotation had been received for the roof repair and due to the urgency for the work to be done proposed members look at the quotation for £50.00.  A problem has occurred with the new fence and the Clerk will contact the suppliers for them to carry out repair work.

It was RESOLVED

to accept the quotation for £50 for the repair work to the MUGA roof and note the Chairman’s report 

48 PROPERTY COMMITTEE BUDGETS FOR 2012/2013

The Chairman said this was the first draft of the Property Committee’s proposed budget for 2012/2013.  He said these will be presented again at the next meeting in November 2011 to finalise for approval at the Town Council meeting on 6 December 2011.

The Chairman added that the estimates presented were 1.973% reduction on 2011/2012 budget. 

It was RESOLVED

to accept the draft estimates and look at them again at the next meeting in November 

49 ACCOUNTS FOR PAYMENT

The following schedule of the September/October accounts due for payment was presented to members for approval 

CEMETERY

                                                Staff month 7 – Property                                    474.13

            Shanks                         Refuse collection                                                75.09

            M Rainbow                    Cuts 14, 15 & 16                                              315.00

            M Rainbow                    Cut Phase 2 & ditches                                     170.00

            Total                             Petrol for equipment                                            7.91

            M J Ryall                      Turf                                                                  41.74                                   

            VILLAGE HALL 

                        Staff - litter pick month 7 - Property                      100.29

                                                Staff month 7 – Property                                     102.63

            Caretaker                      Month 7                                                            343.00

            Herts CC                       Liquid soap for toilets                                            9.60

            Herts CC                       12 new tables                                                   606.52           

            MUGA

                                                 Staff month 7 – Property                                     98.25

            Total                              Petrol for equipment                                            7.90

            Anglian Water                 Water rates                                                      88.04                        

            ALLOTMENTS 

                                                 Staff month 7 – Property                                   109.51

            Total                              Petrol for equipment                                            7.90                       

            It was RESOLVED  

that these accounts be paid                       

           CHAIRMAN