A MEETING OF THE PARISH COUNCIL CHAIRMAN’S COMMITTEE was held

on 14^th April 2009, Parish Office,  Winscombe Community Centre at 2pm.

Present:                                   Mrs. A Brading, Mr. S Bridges, Mr. A Forbes, Ms D Powell (vice-chairman),

Mr. C Sampson (chairman), Mr. J Westlake, Mr. M Williamson

Clerk:                                       Mrs. L Rampton.            Members of the public:            none

Apologies for absence:            Mr. G Lloyd

A meeting of the Chairman’s Committee was convened without the statutory notice to deal with an urgent matter requiring immediate action.

1.    DECLARATIONS OF INTEREST - none declared

2.    MATTERS ARISING FROM THE PREVIOUS MINUTES – no matters arising

3.    PUBLIC PARTICIPATION - none

4.    Installation of a hard path at Ilex Lane Allotments

Resolution of the Cemetery & Allotment Committee 27.02.09

Due to health and safety requirements, committee members were in favour of installing both hard paths (1) from the car-park area to the allotment entrance and (2) to run the entire length of the existing and new allotment area along the line of the water stand pipes. The remainder of the 2008/09 committee budget should be used with the Finance Committee being approached for the remaining costs on receipt of further quotations for these works.

Proposed: GL        Seconded: CS      5 in favour, 1 against.

MW reported that due to the installation of 18 new allotments further deterioration of the path will occur and a hard core path should be installed as soon as practical for safety reasons.

Four quotations have been sourced from reputable contractors ranging from £6,060 to £13,783 that were detailed to the meeting. Current contractors employed by St Monica Trust have already dug to the depth required of the new path in the new allotment area and spread this top soil onto the allotments – although this is a contractor submitting a quotation for the proposed works, MW has clarified with them that a decision on the path and a contractor for this has yet to be made.

MW informed the committee that Cllr Luckett has advised that the path and surfacing applied to the Strawberry Line Walk could be more competitive. A discussion took place regarding the top surface dressing of the path with a permeable compact surface of gravel being possibly a better option than the ‘dust’ applied to the Strawberry Line. The final colour choice of gravel should be delegated to three members present at this meeting (DP & AB expressed an interest in this decision) or MW & the Clerk. The width of the path will be compliant with DDA requirements for wheelchair use.

It was proposed by Mr Bridges, seconded by Mr Westlake that the quotation from CJL be accepted with the surface material being determined by the Cemetery & Allotment Committee.

       An amendment to the proposal was made by CS, seconded by AB:

       The quotation from CJL should be accepted with the surface material being determined by three members of this committee or MW & the Clerk.                                                        All members present were in favour

       The quotation of £6713 plus vat from CJL should be accepted with the surface material being determined by three members of this committee or MW & the Clerk.

       Proposed:             CS                    Seconded:                   AB                    All in favour

       Funding of £6713 to finance the path to the allotment area should be deducted from the Parish Council Contingency account for the 2009/2010 financial year.  Proposed: CS, seconded: JW                 All in favour

5.    New Allotments at Ilex Lane. Quotations to demark the allotments by grass paths in the new allotment area were detailed to the committee. The quotation of Sportsfield Landscaping Ltd was accepted and will include marking of the plots with posts. Funding will be allocated from the C & A committee 2008/09 budget. Proposed by SB, seconded by AF. All in favour.

The annual grass cutting contract with the previous contractor has commenced for the 2009/2010 financial year. The grass cutting to the new cemetery area has yet to be considered although grass seed has now been sown.

6.  The annual service of the triple mower (used at the WMRG) was agreed on receipt of two competitive quotations and the contractor authorised to collect the machine. Proposed by SB, seconded by AF.    All in favour.

7. ANY OTHER BUSINESS - none

The meeting concluded at 2.25pm

Signed...................................................................(Chairman)                          Date...........................