Amenities Committee Minutes - Monday 29th May 2023

HAXBY TOWN COUNCIL

Minutes of a meeting of the Amenities Committee held on Monday 29^th May 2023 at         6.00 p.m. in the Haxby Town Council Offices, The Village, Haxby.

Present: Cllr. E. Pearson – in the Chair

               Cllr. C. Hogg

               Cllr. A. Hollyer

               Cllr. R. Pearson

               Cllr. A. Richardson

Also present: Anne Wilson – Locum Town Clerk

                        Vanessa Voysey – Locum Town Clerk

A01/2023  Apologies for absence

Members are asked to receive apologies of absence for this meeting.

A02/2023 Election of Chairman

RESOLVED that Cllr. E. Pearson be elected Chairman for the ensuing municipal year.

A03/2023 Chairman’s Welcome

The Chairman welcomed Councillors to the meeting.

A04/2023 Election of Vice-Chairman

RESOLVED that Cllr. G. Cockburn be elected Vice - Chairman for the ensuing municipal year

A05/2023 Declarations of Interest.

RESOLVED to note that there were no declarations of interest under consideration on this agenda in accordance with The Local Government Act 2000 Part III and The Relevant Authorities (Disclosable Pecuniary Interests) Regulations 2012.

A06/2023 Public Question Time and Participation

There were no Members of the public present.

A07/2023 Minutes

RESOLVED to confirm the minutes of the Amenities Committee held on Monday 20^th March 2023

A08/2023 Play Equipment Inspections

Members discussed at length and noted the items laid in front of them and agreed the way forward:

• Play Equipment Inspection Reports

            Members were very concerned about the numerous of concern raised on the play 

            equipment reports. They discussed each report area by area and item by item.

RECOMMENDED that Anne, Locum Town Clerk to put together a comprehensive report for putting to equipment companies to obtain pries for repair. Play Equipment Inspections – appointment of new inspectors for Haxby Town Council.

Vanessa, Locum Town Clerk gave an update to the Committee and said that the current inspectors would not continue given the condition of the play areas and the fact that the Town Council had done little to address the items of concern raised.

RECOMMENDED that Members agreed that a priority of the Town Council would be to ensure the repair, replacement and upgrade of the play areas as required to ensure a good offer for residents and visitors to the town.

It was hoped that then the Inspectors would continue to work with the Town Council.

• Members were asked to consider the way forward with regard to the repair and upgrade of the equipment noting that funds are available through the budget and that Council has a duty of care to its residents

RECOMMENDED that quotes for the total repair and where needed replacement of the equipment be sought.

A09/2023 Working with the Outdoor Staff

The Locum Town Clerks gave a short report on working relationships with the outdoors team and new ways of working with them on a day-to-day basis with the Town Clerk, so Councillors understood their role.

Following discussion RECOMMENDED that the Locum Town Clerks arrange to meet with the outdoors team to understand their role and offer them more support.

A10/2023 Outdoor Matters

Members are asked to consider the following matters pertaining to and agreeing the way forward:

1. Siting of litter bins and future requirements in the parish

• City of York Council would be contacted about the ownership, siting and filling up of the grit bins
• Litter Bins – some bins in the play areas keep getting knocked over, concern was raised about the condition of some bins – perhaps an audit was needed and given the variety of sizes of bins perhaps a move around was needed
• Dog Bins – contact City of York Council about ownership and whether nay bins belong to Haby TC

2. Bench, which was moved

• This bench is now on the EWPF on the other side from Ashwood Glade on grounds of the fact that anti-social behaviour was occurring
• The concrete base is still in situ on Ashwood Glade and it was RECOMMENDED that a new bench be put in its place so that users of the site had somewhere to sit
• The Town Council have a standard bench deign, the name and company would be passed onto the Locum Clerks

3. Vandalism in the town

• This would be brought back to a future meeting when the Outdoors Team had been spoken to for their input into the discussion
• PCSO had asked to use the EWPF pavilion as a base at night and it was felt that this was a good idea. Cllr. R. Pearson would contact him and let him know.

4. Review of TPO’s – Hawkey Houses and York View – the Locum Clerks were asked to look into the TPO’s for this area

5. Wyre Pond

The Chairman updated Members about Wyre Pond

6. Any other related matter

• Grass Cutting – RECOMMENDED that a full review of grass cutting – who does it, frequency, ownership, length of any contracts be reviewed

• Gras Cutting – that the cemetery grass contract is about to expire and needs to be renewed. The Locum Town Clerks would liaise with Cllr. R. Pearson on this matter

• Bus Shelters – Members noted that two were well overdue to be replaces. RECOMMENDED that the Locum Clerks obtained quotes for them to be replaced
• Noticeboards – currently situated

1. Towthorpe Road, south east corner near West Nooks Junction

1. Station Road, north side outside Ralph Butterfield School
2. York Road, north east side, within EWPF, adjacent to the scout hut
3. York Road, south east side, at railway level crossing gates
4. Oak Tree Lane, west side, outside Headlands School
5. Wheat-field Lane, south side at Headland Lane Junction (near Jubilee Cottages)
6. The Village, south west side Haxby Memorial Hall (Haxby Town Council Offices)
7. The Village, north east side (on the Village Green)

RECOMMENDED that quotes be obtained for ten new noticeboards for the town with Haxby Town Council written across the top. The Locum Clerks were asked to bring a variety of types of noticeboards back to the meeting

• Football Goal Mouths – It was necessary to reseed and repair the goal mouths at the end of the season.

• RECOMMENDED that Trevor Coates reseeds and repairs the goal mouths noting that it was £9 per bag of seed

• Terms of Reference for the Committee – this would be brought back to a future meeting although it was suggested that a Working Party rather than a formal sub-committee was set up for the EWPF

• Drainage and Areas of Interest – a map of drainage in the area may be a good idea for the council

• Climate Change – consideration as to whether the Council would look to meet the Climate Change Challenge was discussed

A11/2023 Date of Next Meeting

RESOLVED that members agreed that the next meetings of this Committee would be held on:

• Special Meeting held on Monday 12^th June 2023 at 6.30 p.m.
• Monday 10^th July 2023 at 7 p.m.

Signed ……………………………………………………   Date …………………………………

                  Chairman