st ives town council€¦ · rospa is concerned by accidents on some types of overhead ladders and...

A20200325 of 3

Issued: 17 September 2020

Councillors J Davies, L Davies, R Fuller, M King, Dr C Pegoraro, J Tiddy, R D’Souza, P Hussain You are hereby summoned to attend a Meeting of the Amenities Committee of St Ives Town Council to be held via Zoom on Wednesday 23 September 2020 at 8.00 pm.

Alison Benfield BA(Hons) FSLCC Town Clerk Join Zoom Meeting https://us02web.zoom.us/j/89925325035?pwd=Q0pkZ1ljdXc5OG1sR094TTdqQWE0Zz09 Meeting ID: 899 2532 5035 Passcode: 223560 One tap mobile +441314601196,,89925325035#,,,,,,0#,,223560# United Kingdom +442030512874,,89925325035#,,,,,,0#,,223560# United Kingdom Dial by your location +44 131 460 1196 United Kingdom +44 203 051 2874 United Kingdom +44 203 481 5237 United Kingdom +44 203 481 5240 United Kingdom +44 203 901 7895 United Kingdom Find your local number: https://us02web.zoom.us/u/kpJSqAKyg

AGENDA

A01.00 APPOINTMENT OF CHAIRMAN FOR THE YEAR 2020/21

A02.00 APOLOGIES FOR ABSENCE To receive and note apologies for absence.

A03.00 APPOINTMENT OF VICE CHAIRMAN FOR THE YEAR 2020/21 A04.00 DECLARATIONS OF INTEREST

To receive Declarations of Disclosable and/or Non-Disclosable Pecuniary Interests as set out in Chapter 7 of the Localism Act 2011 and the nature of those interests relating to any Agenda item.

https://us02web.zoom.us/j/89925325035?pwd=Q0pkZ1ljdXc5OG1sR094TTdqQWE0Zz09

https://us02web.zoom.us/u/kpJSqAKyg

A20200923 of 3

A05.00

A06.00

A07.00

A08.00

A09.00

A10.00

A11.00

A12.00

PUBLIC PARTICIPATION A maximum of 15 minutes is permitted for members of the public to address the Committee in accordance with the Town Council’s approved Public Participation

Policy.

MINUTES To confirm as a correct record the Minutes of the Meeting of the Amenities Committee held on 26 February 2020 (copy herewith).

PURCHASE OF NEW MOWER To ratify the decision of the Chairman and Vice Chairman to purchase a new mowing machine (copy herewith).

CHRISTMAS TREE To ratify the purchase of a Christmas tree for the town centre (copy herewith).

PLAY AREA ANNUAL REPORT To receive Annual Report from RoSPA (copy herewith).

PARISH CHURCH CLOCK To consider proposals for the repair of the Parish Church clock (copy herewith).

PLAY AREA GATES To consider replacement of hydraulic gates to 14 of the play areas under the Council’s management (copy herewith).

SLEPE HALL FIELD ENTRANCE A12.01 to receive and note the report (attached) A12.02 to note indicative costs have been provided by a local contractor (at

a cost of below £2,500) and that a further two quotations will be sought

A12.03 that consideration be given by Members to when the works should be carried out and, if during the current financial year, how funding should be sourced.

A13.00 BUS STATION TOILETS To receive update on the situation with the Bus Station toilets (copy herewith).

A14.00 ROLLING PROGRAMME To receive Rolling Programme for the Committee (copy herewith).

A15.00 CIL MONIES To consider possible projects for use of the CIL monies received to date (to follow).

A16.00 STRATEGIC ACTION PLAN To receive updated Plan (copy herewith).

A20200923 of 3

A17.00 BUDGET To receive budget for the Committee (copy herewith).

A18.00 ALLOTMENTS To consider matters relating to the site raised by the Chairman of Hill Rise Allotment Association (copy herewith).

MINUTE BOOK A20200226

Chairman’s Initials

Minutes of the Meeting of the Amenities Committee of St Ives Town Council held at the Town Hall St Ives on Wednesday 26 February 2020

Present: Chairman: Councillor M King

Vice-Chairman: Councillor R D’Souza

Councillors: B Luter, J Pallant, Dr C Pegoraro

In attendance: Amenities Manager: C Allison

A82.00 APOLOGIES FOR ABSENCE Apologies were received from Councillors J Davies, R Fuller (HDC meeting), D Rowe (business commitment) and J Tiddy (Personal).

A83.00 DECLARATIONS OF INTEREST No declarations were made.

A84.00 PUBLIC PARTICIPATION The Chairman welcomed Mr Jon Grice of Jonney Gates to the meeting. Mr Grice was available to answer any queries from Members on Agenda Item A87.00.

A85.00 MINUTES

RESOLVED: that the Minutes of the Meeting of the Amenities Committee held on 22 January 2020 are confirmed as a correct record and signed by the Chairman.

A86.00 AMENITIES STRATEGIC ACTION PLAN REVIEW Members gave consideration to the Strategic Action Plan.

It was noted that regular meetings were held between SITC and In Bloom. The possibility of putting an article in a future edition of The Bridge was considered in order to encourage people to plant trees in their gardens.

RESOLVED: A86.01 that the report is received and noted

A86.02 that the Strategic Action Plan be provided to Members on a monthly Basis

A86.03 that the proposals for tree planting put forward by In Bloom be supported and progressed to the next stage of discussions with partner organisations and authorities

A87.00 CEMETERY GATES AND HEIGHT RESTRICTION BARRIER Members received an update on progress with the new Cemetery gates and height restriction barrier at Hill Rise/Ramsey Road Cemetery.

RESOLVED: A87.01 that the report is received and noted

A20200226 MINUTE BOOK

Chairman’s Initials

A87.02 that the submitted drawings be amended to reposition the town crest on the gates and to the height restriction barrier's opening and wording. A87.03 that authority is delegated to the Chairman, Vice Chairman and Town

Clerk to approve and commission the amended designs to be submitted by Mr Grice.

A88.00 PURCHASE OF NEW MOWING MACHINE

Ratification was sought to the decision taken to purchase a new mowing machine. RESOLVED: A88.01 that the report is received and noted A88.02 that ratification of the decision taken by the Chairman, Vice Chairman and Town Clerk to purchase a new mowing machine at a cost of £2,950 be deferred to the next meeting pending receipt of further details of the make and model of machine.

A89.00 ROLLING PROGRAMME

RESOLVED: that the Rolling Programme be received and noted.

A90.00 BUDGET REPORT

RESOLVED: that the Budget Report be received and noted.

Chairman: Date: 25 March 2020

AGENDA ITEM: A07.00

AMENITIES COMMITTEE

DATE: 23 September 2020

SUBJECT: Purchase of new mowing machine

1 Introduction and Purpose of Report

1.1 The purpose of this report is to ratify the purchase of a new mowing machine.

2 Recommendations

2.1 The report is received and content noted.

2.2 That the decision taken by the Chair and Vice Chairman to purchase a new mowing machine from AJ Scramblers at a cost of £2,950 be ratified.

3 Background

3.1 The Town Council had a mower beyond economic repair and was offered an extremely good deal on an ex-demonstration model at £2,950, from AJ Scramblers.

3.2 A trade in allowance of £100 was also offered against a very old machine that had not been used for several years.

3.3 In February 2020, when the offer was made, an urgent decision had to be made as grass cutting was expected to commence within two weeks. The Chair and Vice Chair were asked to agree the purchase.

3.4 A request for ratification of the purchase was put before the Amenities Committee on 26 February 2020 when the decision was deferred for further details of the type of mower.

3.5 The mower purchased was a Snapper Pro 36 model 5900898. It is a pedestrian heavy-duty commercial rotary lawnmower of a type that would directly replace the existing mower. The normal retail price would have been £6,680. The mower has been used extensively since the beginning of the grass cutting season and has proved itself to be a valuable asset.

4. Proposal

4.1 It is proposed that Committee ratify the purchase cost of £2,950.

5. Financial Implications

5.1 At the time of the purchase, the 2019/20 Amenities budget for Equipment and Tools had abalance of £257 remaining, with a £5,000 budget available for 2020/21.

6. Policy Implications

6.1 There are no policy implications.

7. Health and Safety Implications

7.1 There are no health and safety implications.

8.0 Reporting Officer – Christine Allison, Amenities Manager

AGENDA ITEM: A08.00

AMENITIES COMMITTEE


SUBJECT: Christmas Tree – 2020

1 1.1

Introduction and Purpose of Report To ratify the decision to purchase a Christmas Tree for display in Market Hill, St Ives over the 2020 Christmas period.

2 2.1

2.2

Recommendations That the report is received and noted.

To ratify the decision that a tree was purchased for use in Market Hill, St Ives for Christmas 2020 at a cost of £730.

3 Background 3.1 In September each year, the Council ordinarily ordered a 23 ft Norwegian Spruce

from Real Christmas Trees Ltd in Solihull for display in Market Hill.

3.2 In September 2019, the Amenities Committee agreed that although the tree be purchased from the usual suppliers, for 2020 other providers be investigated. It was also agreed that a 25 ft tree be purchased within budget.

4. Specification4.1 The tree normally ordered is a Norwegian Spruce with the price including its

transportation/ delivery and erection.

5. Quotes5.1 For 2020, Real Christmas Trees Ltd have quoted £730 for a 25 ft tree, to include

transportation, delivery and erection. Several other suppliers have been investigated. Many only supply smaller trees, however an alternative quote was received from Elveden Farms Ltd of £1,975.

6. Proposal6.1 Based on the above information a 25ft tree has been ordered from Real Christmas

Trees Ltd. From feedback received, the public considered the 2020 tree to be of good quality.

7. Financial Implications7.1 Provision has been made in the 2020/21 budget for the Christmas tree and

decorations of £1000.

8. Policy Implications8.1 There are no current policy implications

9. Health and Safety Implications9.1 The Council has a risk assessment in place for both the erection and removal of the

Market Hill Christmas tree, however the contractor will also be vetted to ensure they are competent to undertake the works. Appropriate risk assessments, method statements and evidence of sufficient insurance will be required in advance of the works taking place and the contractor will need to confirm that they have a Health and Safety policy in place that complies with legislative requirements.

10. Reporting Officer – Christine Allison, Amenities Manager

AGENDA ITEM: A09.00

AMENITIES COMMITTEE


SUBJECT: RoSPA Play Area Annual Report

1 Introduction and Purpose of Report 1.1 The Town Council carries out twice weekly in-house inspections of the 8 play areas

for which it has responsibility. In addition, an annual safety inspection is undertaken by the Royal Society for the Prevention of Accidents (RoSPA). The RoSPA inspection for 2019 took place on 17 April 2020.

1.2 The purpose of this report is to present to Members details of the results of the RoSPA inspections and to advise those areas where it has been considered that maintenance work is required.

2 Recommendations 2.1 The report is received and content noted.

3 Background 3.1 The reports produced by RoSPA are comprehensive, providing information on the

fencing, gates, general surface, signage, litter bins, seating, any planting and all equipment. The report allocates a risk level and risk score, together with a description of any standards required and/or remedial tasks needed.

3.2 Risks are categorised according to the likelihood of harm taking place and the severity of an injury that may be sustained. Scores 1-7 are considered low risk. Scores 8-14 are medium risk, where some control measures may be identified to reduce the risk to low, tolerable levels. Scores above 15 are considered high risk with urgent action being necessary. No items were identified as being of high risk in the 2020 reports.

3.3 The vast majority of both medium and low risk items have already been addressed by the Grounds Maintenance Team, taking advantage of the closure of the play areas due to Covid-19. Replacement parts were ordered, delivered and fitted where required. New signage has also been fitted at each site.

3.4 A summary is attached as an Appendix.

4 Proposal 4.1 It is proposed that the Ground Maintenance team continue to monitor all low and

medium risks during their twice weekly inspections, replacing and/ or repairing items as necessary within budgets and time available.

5 Financial Implications 5.1 The repairs and renewals budget for the 2020/21 financial year stands at £5,000.

£691 has been spent to date on the repair/ renewal of items identified in the RoSPA report.

6. Policy Implications6.1 None.

7. Health and Safety Implications7.1 If the Town Council does not act upon the information within the reports it could be

held liable should injury occur as a result of negligence.

8.0 Reporting Officer – Christine Allison, Amenities Manager.

Beech Drive

Beech Drive

Beech Drive

Beech Drive

Beech Drive

Beech Drive

Beech Drive

Beech Drive

Beech Drive

Beech Drive

Beech Drive

Burleigh Hill

Burleigh Hill

Burleigh Hill

Burleigh Hill

Burleigh Hill

Burleigh Hill

Burleigh Hill

Russet Close

Russet Close

Russet Close

Russet Close

Russet Close

Russet Close

Russet Close

Russet Close

Slepe Hall

Slepe Hall

Slepe Hall

Slepe Hall

Slepe Hall

Slepe Hall

Slepe Hall

Slepe Hall

Slepe Hall

Slepe Hall

_,, Slepe Hall

Slepe Hall

Slepe Hall

The Crescent

The Crescent

The Crescent

The Crescent

The Crescent

The Crescent

The Crescent

The Crescent

The Crescent

The Crescent

The Crescent

The Crescent

The Crescent

The Crescent

The Crescent

The Crescent

Dog Waste Bin

Gate

The supports are loose in the ground.

Gate is sticking on the ground.

Post tied to fencing panel - reset post. Re-set.

Gate sticking on raised wet pour - repair/ re-glue wet pour.UNABLE· Adjust.

Gate Worn ground areas. Erosion around the entrance, could turn ankles - reinstate area. Build up ground levels to remove trip hazard.

Gate

General Surface

Rocker - Horse

Rocker - Whale

Slide (1500 mm)

Slide (1500 mm)

RoSPA recommend the provision of a minimum of two pedestrian g, Second gate locked at time of inspection and would be unable to op Read the notes for further action.

Shrinkage/ separation of the surface. This may give a trip hazard. Edges shrunk and lifting around the fence line - repair.Edges starting Repair.

Item is not secure.

There is graffiti on the unit.

Additional comments are noted below.

Access fails the entrapment requirements.

Swing -Junior - 2 Bay 2 Seat The distance between the seat side and the support is insufficient.

Swing - Toddler - 1 Bay !Seat The distance between the seat side and the support is insufficient.

carousel - Pedal Item is not working.

Carousel - Rotator - Pole Bolt(s) loose.

Fencing (1200 mm) Bolt(s) missing.

Rear timber guard not secure. One fitting missing - replace.

Paint all over chute - remove.

Steps and hand rails.

One set of pedals not working.

Post bolts loose - secure.

Replace missing bolt.

Secure.

Remove.

See the notes.

Refer to manufacturer for comment.

No reasonably practicable action is identified.

No reasonably practicable action Is Identified.

Repair.

Tighten.

Replace missing bolt(s).

Gates Site was locked at the time of inspection. Entry was gained and the site was inspected properly.

Litter Bin

Multiplay -Junior

Multiplay -Junior

RoSPA recommends that litter bins should not be closer than 2 m from seats and gates (max of 3 m recommended). If they are too far a• Move the bin or seat as appropriate.

RoSPA is concerned by accidents on some types of overhead ladders and rings. However, there is a strong development value In these it1 If possible, on angled or S-shaped bars, consideration sho1

The core of the wire is exposed. Rope climber wires exposed and taped up - monitor. Read the notes for fur.ther action.

Gates Site was locked at the time of inspection. Entry was gained and the site was inspected properly.

General Surface - Wet Pour Shrinkage/ separation of the surface. This may give a trip hazard. Repair.

Litter Bins Bin is full. Bin full of dog waste bags - recommend a dog waste bin Is installed, Empty the bin.

Litter Bins RoSPA recommends that litter bins should not be closer than 2 m from seats and gates (max of 3 m recommended). If they are too far a• Move the bin or seat as appropriate.

Litter Bins Cap missing. Replace.

Rocker - Car Bolt(s) loose. Base U-bolt loose - secure. Tighten.

Seating RoSPA recommend a minimum distance of 1 m between seat and fence. This is to reduce the likelihood of children vaulting the fence vi, No reasonably practicable action is Identified.

Swing - Toddler - 1 Bay !Seat Chain has snagging hazard caused by surplus links. Remove excess links. Remove the excess links.

Climber - Rota Web Moving parts require greasing. Unit stiff when in motion. Apply lubricant according to the manufacturer's instrutior

Fencing Bolt(s) loose. Several bolts loose - secure and reduce the thread lengths. Tighten.

Gates Item is damaged. Hinge side damaged and bent. Spring missing - repair. Repair.

Gates The gate's closing mechanism does not work correctly. Too fast. (UNABLE TO CLARIFY THIS DUE TO GATE BEING LOCKED) Adjust to allow gate to self close. Ideally gate from open sl

Multiplay-Junior RoSPA is concerned by accidents on some types of overhead ladders and rings. However, there is a strong development value in these it1 If possible, on angled or S-shaped bars, consideration sho1

Play Panels x 3 Cap missing. Replace.

Seating RoSPA recommend a minimum distance of 1 m between seat and fe Users can stand on seats and jump the fencing. No reasonably practicable action is Identified.

Sign - Info Dog ban & ownership signs recommended. Operator signs should be installed at each entrance with the correct See https://www.rospa.com/en/Play-Safety/Advice/Signs

Swing - Mixed - 2 Bay 2Junior l Bird fouling present. Fit anti-bird device to top bar. It is recommended that playground equipment be regular

Swing - Mixed - 2 Bay 2Junior l Item is cut.

Swing - Nest Moving parts require greasing.

Swing - Nest

Swing - Nest

Gate

Gate

General Surface

General Surface

General Surface

Multiplay

Multiplay

Multiplay

Multiplay

Multiplay

Finger entrapment.

Additional comments are noted below.

Loose in ground.

Site was locked at the time of inspection.

Shrinkage/ separation of the surface. This may give a trip hazard.

Moss is present.

Timber is rotting.

Finger entrapment.

Trip points on the surface.

Access fails the entrapment requirements.

Shrinkage/ separation of the surface. This may give a trip hazard.

Slide bar not fitted across the access to the slide.

Rocker - Animal Item is worn.

Swing -Junior - 1 Bay 2Seat (3C Bird fouling present.

Swing -Junior - 1 Bay 2Seat (3C Shrinkage/ separation of the surface. This may give a trip hazard.

Swing -Junior - 1 Bay 2Seat (3( Swing seat is damaged.

Swing - Toddler - 1 Bay 2Seat (; Projecting bolt thread.

Swing - Toddler - 1 Bay 2Seat (;Shrinkage/ separation of the surface. This may give a trip hazard.

Rubber cradle seat cut allowing water ingress, the frame is starting t Read the notes for further action.

Swing housing squealing when in motion. Apply lubricant according to the manufacturer's instrutior

Within the basket mesh - no action required.

Seat is uneven - level off by removing some chain links one side.

Gate and fence post slightly loose in ground - reset.

Timber edging rotting and missing - replace.

In the corners of the platform.

Wet pour repair has expanded, creating a trip hazard - level off.

Graphic joints opening up.

Spring wearing on the underside of the clamp - monitor.

Fit anti-bird device to top bar.

Joints opening up around he graphics - repair.

Hole in flat seat - monitor.

Underside of cradle seat.

No reasonably practicable action is identified.

See the notes.

Reset.

Entry was gained and the site was inspected properly.

Repair.

Remove.

Replace.

Eliminate the entrapment.

Remove trip points.

Refer to manufacturer for comment.

Repair.

Install a bar at a height of 600 to 900 mm above the startlr

Read the notes for further action.

It is recommended that playground equipment be regular

Repair.

Read the notes for further action.

Cut off and file down to remove sharp edges or use the co

Repair.

B Medium

7 Low

6 Low

6 Low

B Medium

B Medium

0

7 Low

5 Low

3 Very Low

3 Very Low

5 Low

8 Medium

10 Medium

2 Very Low

3 Very low

8 Medium

6 Low

2 Very Low

5 Low

7 Low

6 Low

3 Very Low

7 Low

5 Low

3 Very Low

7 Low

4 Low

8 Medium

4 Low

B Medium

3 Very Low

3 Very Low

6 Low

8 Medium

7 Low

B Medium

5 low

4 Low

4 Low

2 Very Low

8 Medium

7 low

6 Low

9 Medium

9 Medium

5 Low

5 Low

4 Low

6 Low

8 Medium

B Medium

6 Low

B Medium

5 Low

AGENDA ITEM: A10.00

AMENITIES COMMITTEE


SUBJECT: All Saints Parish Church Clock

1 Introduction and Purpose of Report 1.1 This report is to advise members of the condition of the clock.

2 Recommendations 2.1 That the report is received and noted.

2.2 That Gillett & Johnston be appointed to undertake required works at a cost of £812.50.

2.3 That consideration be given to deferring the works until the 2021/22 financial year to allow for a budget provision to be made.

3 Background 3.1 St Ives Town Council is responsible for the upkeep of All Saints Parish Church

clock which is serviced annually by Gillett & Johnston.

3.2 On 23 June 2020 the clock was given its usual annual service. As the chimes had been not been working properly, these were also looked at. Investigations by the engineer revealed the rodding between the hammers and the clock needs altering. To return the function to working order requires a further visit by an engineer to fit new turn buckles, make necessary adjustments and testing to ensure correct operation before setting the clock back to time.

3.3 An estimate of £812.50 has now been received from Gillett & Johnston for undertaking these works. Gillett & Johnston have serviced the clock for many years and are acknowledged experts in this very specialised field.

4.

Proposal

4.1 That the works be deferred to the next financial year so that a budget provision can be made.

5. Financial Implications 5.1 The 2020/21 budget allows £420 for the annual servicing of the All Saints and Free

Church clocks, of which £320 has been spent. There is no allocation to cover the cost of any additional works required. The £100 underspend could be carried forward towards the cost of the works in the next financial year. . The Amenities general repairs and renewals budget for 2020/21 stands at £3,000 of which £1,973 has already been spent.

6. Policy Implications 6.1 There are no current policy implications. 7. Health and Safety Implications 7.1 There are no current H&S implications. Appropriate risk assessments, method

statements and evidence of sufficient insurance is obtained in advance of the works taking place. The contractor has to confirm they can meet the requirements of CDM and have a Health and Safety policy in place that complies with legislative requirements.


AGENDA ITEM: A11.00

AMENITIES COMMITTEE


SUBJECT: Tenders for the replacement of play area gates.

1 Introduction and Purpose of Report 1.1 To consider quotes for the provision of 14 play area gates for Burleigh Hill,

Wheatfields, Thorndown, Beech Drive, The Crescent, Russet Close and Slepe Hall, all managed by the Town Council. The gates at Warner’s park were replaced as a part of the wet pour project in 2019.

1.2 This report is to present to Members details of the specification required, the results of the enquiries made and quotes received.


2.2 That 14 x 1.2m high Premier Safe Hydraulic Gates be purchased at a cost of £713.90 each i.e. a total cost of £9,994.60.

2.3 That KA Page Groundworks be appointed to undertake the replacement of the gates at a total cost of £4,940.

3 Background 3.1 The existing playground gates have been operational for some time and are

increasingly requiring considerable ongoing maintenance.

3.2 In order to ensure the highest level of public safety, members are asked to consider the replacement of the existing gates with 1.2 m Premier safe hydraulic gates, using a combination of hydraulics and bearings technology to achieve safe use. The gates are specifically designed to comply with the entrapments of BS EN 1176 and RoSPA guidance for the inspection of playgrounds.

3.3 The hydraulic gates will provide a child friendly self-closing system, ideal for

playground areas. The gates come ready powder coated and will be outwards opening. The current gates are very old and there have been incidences of harm because although the gates do meet RoSPA requirements they are liable to ‘spring back’ due to the older style spring system that they use.

4.

Specification

4.1

The specification required the gates to conform to European Playground standards and be self-closing.

5.

Quotes

5.1 Quotes were requested for both supply and installation. Online playgrounds were initially identified as being gate suppliers and quoted £800 per gate for the supply of a 1.2m Prosafe Self-Closing gate with powder coating i.e. £11,200 in total.

5.2 Installation could be undertaken by their sister company, Fenland Leisure Products Ltd at £551.50 per gate, i.e. £7,721 in total.

5.3 Further investigation revealed that the gates could be sourced £86.10 per gate cheaper from the Fencing Superstore.

5.4 In addition we were able to obtain a cheaper quote for the fitting by a local groundworks company K A Page Groundworks at a total cost of £4,940 .

6. Proposal 6.1 Based on the quotes received it is proposed that St Ives Town Council purchase

the gates from the Fencing Superstore and contract K A Page Groundworks to undertake the installation. The company recently undertook the groundwork and paving of the Ramsey Road cemetery footpaths and their workmanship was entirely satisfactory.

7. Financial Implications 7.1 The total project amounts to £14,934.60. At the current time there is no provision in

the 2020/21 budget. Members may not wish to defer the replacement until 2021/2, in which case consideration will need to be undertaken as to the source of funding for this project. It would be a legitimate option for the use of available CIL monies.

8. Policy Implications 8.1 There are no current policy implications. 9. Health and Safety Implications 9.1 The gates would ensure the highest level of public safety, providing maximum

protection for users and mitigating the risk of any injury or claims against the Town Council.

9.2 The contractor will have a Health and Safety policy in place that complies with legislative requirements.


AGENDA ITEM: A12.00

AMENITIES COMMITTEE


SUBJECT: Slepe Hall field entrance/ parking area

1 Introduction and Purpose of Report 1.1 To consider the remediation of the entrance/ parking area to Slepe Hall Field and

present details of the work required and indicative cost.


2.2 That the cost of undertaking the project, estimated to be less than £2,500 be considered with additional quotes obtained.

2.3 That it be determined when the works should be carried out. If during the 2020/21 financial year, then consideration should be given as to the source of its funding.

3 Background 3.1 The Town Council and Councillors have been receiving complaints that the

entrance to the field is unsightly and deteriorating in condition.

3.2

An indicative price has been provided by a local contractor qualified to undertake the work required who has worked with the council in the past.

4.

Specification

4.1 It was felt that the best course of action would be to tidy up the parking area. This would involve the supply and installation of new concrete edging to the right-hand side as viewed from the road and in front of the gate to stop the gravel spreading onto the playing field. New hardcore would be laid where needed and finished off with 30/40mm of 20mm gravel. The price of the works would be under £2,500.

5.

Proposal and Financial Implications

5.1 At the current time there is no provision in the 2020/21 budget. Members may prefer that the works are undertaken before the winter rather than defer the until 2021/2 financial year estimates. If so, it is proposed that CIL is used. Further quotes can be obtained prior to the award of the contract.

6. Policy Implications 6.1 There are no current policy implications. 7. Health and Safety Implications 7.1 Although there are no immediate health and safety implications, if the area

deteriorates further, it is possible that the Town Council may be liable to claims for any injuries/ damage caused. Improving the surface area would mitigate this risk. The contractor will be expected to meet all CDM requirements.


AGENDA ITEM: A13.00

AMENITIES COMMITTEE


SUBJECT: Bus Station Toilets 1 Introduction and Purpose of Report 1.1 The purpose of this report is to advise members of blockages and drainage problems

experienced at the bus station toilets and to note that the current lease ends in November 2020.

2 Recommendations 2.1 The report is received and content noted, taking into account the lease end period of 30

November 2020.

3 Background

3.1 The Town Council is responsible for the upkeep of the toilets at St Ives bus station which are leased from Huntingdonshire District Council (HDC).

3.2 The lease was signed on 15 December 2010 for a term of ten years, commencing 1 December 2010. It therefore expires on 30 November 2020.

3.3 Drainage system and blockage issues have been an ongoing issue for some years, with occurrences increasing in both frequency and severity over time. These were particularly compounded during the first three months of 2020, with continual problems arising from blockages in the drainage system. The grounds maintenance team had for some time already been checking and unblocking the systems on a twice weekly basis, but in 2020 the task had to be escalated to a daily basis to deal with unblocking and clearing the drainage system and flooding issues.

3.4 Anglian Water were called on four occasions between 4 February and 9 March when

blockages from the main road had backed up into the area of our responsibility. During this period, the toilets needed to be closed for short periods causing inconvenience to the public. On 17 March 2020 a fifth call to Anglian Water was required and the toilets were subsequently closed. Notices were placed on the toilets advising that serious drainage problems had resulted in the closure. Directions to the nearest public toilets in Globe Place are clearly displayed on the doors.

3.5

Until the closure, we constantly worked with contractors on a variety of measures to minimise the blockages, including adequate cleaning assurances, increased hand drying periods to detract users from using paper and subsequently disposing of it, display of advisory signage and the engaging of a plumber to ensure the flushing system was working correctly. Dalrod descaled the pipework and undertook CCTV, revealing a dip in the pipework under the middle of the toilet block. Anglian Water have commented that the feed line from the toilets into the road is narrow and is a likely contributing factor.

3.6

There is no covenant in the lease requiring us to keep the toilets open but we are required to pay the rates and keep the building in good repair and maintenance, with a maximum cap on expenditure of £1,500 p.a. Replacing the drainage line for a wider gauge would be substantially in excess of this figure.

3.7 Town Council Officers have been liaising with HDC Officers throughout, the last exchange before the compilation of this report being on 14 September 2020. HDC Officers have attended a site visit and are currently considering options, gaining costings for works and considering timeframes before a response can be given. Town Council Officers are assisting

HDC where possible in the provision of information, including the attached appendix. No discussions have been entered into with HDC concerning continuation after the approaching lease end.

4.

Proposal

4.1 It is proposed that Committee note the report and current situation. 5. Financial Implications 5.1 There is currently £33,600 for toilet maintenance and repairs (Bus Station and Globe Place)

earmarked in the 2020/21 budget, of which £17,525 has already been spent. The 2019/20 annual budget for toilet provision which also stood at £33,600 was underspent by £395. This amount includes items such as, electric, water rates, sewerage, toilet paper, provision of sanitary units, etc. as well as cleaning. The toilet cleaning alone is the major contributor, amounting to £1,904.14 per month, i.e. £22,849.68 a year. It also includes a small amount of materials for minor repairs, the works being undertaken by the Council’s maintenance team.

6. Policy Implications 6.1 There are no policy implications. 7. Health and Safety Implications 7.1 There are no health and safety implications. 8.0 Reporting Officer – Christine Allison, Amenities Manager

Schedule of toilet blockages and actions taken at the St Ives Bus Station Toilets APPENDIX

Date reported Works date Problem Works undertaken/ notes

16/9/19 16/9/19 Gents urinal blocked Internal

14/10 14/10 Gents urinal blocked Internal

25/11 25/11 Gents toilet flooded Internal

25/11 25/11 Drain blocked Internal

24/12 24/12 Blocked toilet Internal

10/1/20 10/1/20 Gents urinal flooding Internal

4/2 4/2 Blockage Internal

4/2 4/2 Anglia Water rodded their area and put CCTV down. Reported a build up of limescale in our area of responsibility.

Anglia Water ref 57153319. HDC advised 5/2/20 (Gabriel Sana & Mark Houston)

4/2 5/2 CCTV & removal of limescale in drains. Dalrod attended , descaled and put CCTV down. Reported a dip in the drainage pipe under the toilets.

Dalrod. £90. HDC advised 5/2/20 (Gabriel Sana & Mark Houston)

7/2 7/2 Blockage Internal

10/2 11/2 Gents urinal overflowing Internal

11/2 12/2 Anglia Water called and attended. All manholes raised. Reported verbally all clear and running freely downstream.

Anglia Water ref 57184674

14/2 14/2 Drains blocked Internal

2/3 2/3 Gents urinal overflowing Internal. Investigated as far as Estate Agents. Found bottle tops in drains.

2/3 2/3 Anglia Water called – feedback requested. Reported verbally build -up of paper in manhole – flushed through.


6/3 6/3 Gents toilet blocked Internal

9/3 9/3 Gents toilet blocked Internal

9/3 9/3 Anglia Water called. Advised a descale was needed in AW’s responsible area and CCTV requested


11/3 13/3 Review of flushing system – no defects found. Working correctly.

MG Gas

11/3 17/3 Call out to Anglia Water of 9/3 requesting that CCTV / limescale/ blockage removal request in AW’s are be escalated to area manager. Response received all satisfactory


in their area. Verbally advised that the feed from the toilets to the area of AW’s responsibility is very narrow and may be a contributing factor

16/3 17/3 Blocked drain Internal

17/3 17/3 Dalrod called and attended. Dalrod undertook CCTV check. £90

17/3 Toilets closed. Weatherproof signage ordered 23/3. Sign gives directions to Globe Place toilets.

Corporate/ services/ public toilets

Index Date Agenda_Title-Venue Agenda Resolved-Present Current state

A47.03 24/01/2018 BENCHES Funding for future benches to be investigated. Agreed26/03/18 - to go to future meeting

21/06 - to be progressed by Amenities Manager

26/09 - bench ordered for Westwood Road. To be funded by St Ivo School

5/11 - Westwood Road bench delivered and erected - closed

15/01/19 In discussion with County on siting of bench by the bus shelter at the

junction of St Audrey Lane and Ramsey Road.

11/02 Advised base for bench must be laid by a contractor with a street licence.

25/02 Contractor recommended by HDC. Quote being obtained.

13/03 Quote received. Report to committee 27/3 - installation of bench cost

prohibitive - closed.

27/03 Henry Berman Memorial Bench - siting of bench to be agreed. Cllr J

Davies to contact family with options (Holt Island/plaque in bus station)

25/09 Station Road to be redeveloped. 3/4 other suitable locations to be

obtained from family for siting of Henry Berman Memorial Bench.

23/10 Further discussions taken place re siting of bench at the junction of St

Audrey Lane and Ramsey Road. Agreement reached with county that it could

be sited on an existing hardstanding area. 20/11 Measurements being taken to

ensure fit.

13/1/2020 Bench for junction of St Audrey Lane and Ramsey Road installed. No

update received regarding siting of Henry Berman Memorial Bench. Suggest

action be closed.

22/1 Agreed Cllr Davies would make one final contact with family offering

options of Holt Island/ Plaque on new bench at corner of Ramsey Rd/ St Audrey

Lane. If not resolved by next meeting on 26/2/20, action be closed.

26/2 Cllr Davies not present at meeting. Deferred to next meeing.

14/09 To close. No further information received.

A91.00

A67.00

A87.00

25/09/2019

27/11/2019

26/02/2020

CEMETERY IMPROVEMENT

WORKS

GATES AND HEIGHT RESTRICTION

BARRIER

That six benches be purchased from Broxap.

Installation of new gates and a height restriction

barrier.

Purchase of benches agreed.

That a decision on the gates and height restriction

barrier be deferred pending further information on

other options and costs.

Quotes considered and contractor appointed for

gates and height restriction barrier.

Progress report and drawings submitted

25/09/2019 Benches to be purchased. Further quotes and options for the gates

and height restriction barrier to be obtained.

20/11 Benches delivered. Quotes for gates and height restriction barrier to go

to November meeting.

27/11 Contractor appointed for gates/ height restriction barrier.

18/1/2020 Plans expected in time for 26/02 meeting. Works expected to take

place in March 2020.

26/02 Drawings considered. Mr Grice to produce amended drawings as

discussed. Final design delegated to Chair, Vice Chair and Clerk

16/03 Amended drawings received and approved under delegated powers.

13/07 Problems had been experienced obtaining materials, but gates now

made.

27/07 Gates dispatched for powder coating. Usually a 2 week process, but

delays being experienced.

15/09 Gates still with powder coating company. Clearing backlog slowly. Fitting

expected in 4 weeks.

A80.00 22/01/2020 CEMETERY FOOTPATH WORKS Appointment of contractor Contractor appointed 17/02 Contractor to commence works on 30/03 laying new slabs. Works

expected to take 3 weeks. Existing slabs will be removed and advertised for sale

locally. Works completed

AgendaAction Point

numberAction point narrative Timescale Resolved-Present Current state

Climate Change: To exceed the

Government target of becoming

carbon neutral by 2050 and work

towards meeting the

recommendation of the Committee

on Climate Change to be carbon

neutral by 2030

General St Ives Eco Action Group set up

22/01/20 Clerk attended first meeting. Meetings continue. Action complete.

2 Introduce natural planting within the Town

Council areas of responsibility where feasible

Amenities 2020 20/1/20 Discussed at meeting with In Bloom representatives. Identified

Ramsey Rd Cemetery and Knights Way as possible locations. Area of Knights

Way under Town Council responsibility naturally planted in Spring 2020.

5 Adopt a policy to replace all trees felled on

Town Council land within a 12-month period

Amenities 2020 Tree Charter: Recommended that

the neighbourhood planning

group pick up at a strategic level.

22/1/20 Amenities Committee. Consideration given to becoming a Tree

Charter Branch. Recommended that the Neighbourhood Planning Steering

Group (NPSG) pick up at a strategic level.

3/2/20 Tree Charter noted and received at the NPSG meeting.

6 Investigate the feasibility of introducing a

policy that includes the planting of at least one

tree annually on land within St Ives. To include

working with other organisations and

authorities to establish if the TC can plant trees

on land not within the responsibility of the

Town Council.

Amenities 2021 Tree Charter: Recommended that

the neighbourhood planning

group pick up at a strategic level.

22/1/20 Amenities Committee. Consideration given to becoming a Tree

Charter Branch and adopt the ten principles of the Charter. Recommended

that the Neighbourhood Planning Steering Group (NPSG) pick up at a strategic

level.

22/1/20 Meeting between SITC and HDC to discuss joint working options

around tree planting.

3/2/20 Tree Charter was noted and received at the NPSG meeting. A policy on

protecting trees could potentially be included in the Neighbourhood Plan to

support the Charter. The policy could be used to protect trees in St Ives or

alllow the NPSG to allocate areas for new trees to be planted.

1/9/20 Donated tibetan cherry ordered for Warner's Park, to be planted in Oct

2020

7 Set aside areas of Town Council land for the

planting of wild and natural flowers that

support wildlife.

Amenities 2020 22/1/20 Noted by the Amenities Committee that the ten principles of the Tree

Charter includes sustaining landscapes rich in wildlife – ‘let nature do what it

does best’.

1/3/30 Area of Knights Way set aside for natural planating

8 Encourage other organisations and authorities

to set aside land for the planting of wild and

natural flowers that support wildlife.

Amenities 2021 20/1/20 Discussed at meeting with In Bloom representatives. HDC to take back

grass cutting and plant strip of natural and wildlife planting between the

houses and factories at Marley Road up to St Audrey’s Lane.

22/1/20 Meeting between SITC and HDC to discuss joint working options.

13 Investigate the impact of reducing the use of

weed killing sprays by 2023

Amenities 2022 To be considered in 2022.

14 Investigate the feasibility of reducing emissions

on GM equipment

Amenities 2021 25/3/20 Amenities to ratify the purchase of a new mowing machine.

Investigate feasibility of change to battery. To be done when current small

equipment becomes beyond economic repair.

Community: To proactively

encourage volunteering

24 Identify particular areas that would benefit

from regular litter picks

Amenities and In Bloom to

provide list by spring each

year

20/1/20 Discussed at meeting with In Bloom representatives. In Bloom will

advise where they plan to do litter picks and to get the local community/

people in the area to ‘buy in’. Health and Leisure – Wellbeing:

Work with health providers to

identify opportunities to promote

healthy lifestyles

56 Investigate the feasibility of introducing a

Changing Places toilet facility in Globe Place

public toilets

Amenities 2020 Initail conversation held with HDC MD & Leader

Health and Leisure – Leisure and

Entertainment: To identify

opportunities for the Council to

facilitate or arrange leisure and

entertainment opportunities that

are consistent with the approved

budget.

59 Investigate options to organise physical

sporting activities with partner organisations.

Amenities 2020 January 2020. Working in partnership with HDC in the development of their

Healthy Open Spaces & Play strategy on how the district can deliver a positive

change for the benefit of people and places within Huntingdonshire.

Transport – Infrastructure : To

liaise with County Council to

endeavour to ensure that the road

network within the town is

maintained in an acceptable

conditions and action is taken to

deal with any safety or congestion

issues.65 Identify paths with official records and make

arrangements for those not currently listed to

be registered.

Amenities 2022 To be considered in 2022.

St Ives Town Council Current Year16/09/202010:22

Page 1Annual Budget - By Committee

Last Year Current Year Next YearTotal Actual YTD Projected CommittedBudget Actual Agreed EMR Carried Forward

AmenitiesAmenities General300

4100 Farmers' Markets 13,800 4,415 0 013,500 15,088 12,540 0 0Total Income 13,800 4,415 0 013,500 15,088 12,540 0 0

5019 Repairs & Renewals 3,000 1,973 0 03,000 3,459 3,000 0 05021 Health & Safety 500 188 0 0500 500 500 0 06456 Toilet Provision 33,600 17,525 0 24033,600 33,205 32,000 0 06927 Street Cleaning 0 0 0 00 0 250 0 06932 Electricity 600 182 0 0500 502 1,152 0 06934 Water Rates 1,000 31 0 01,000 1,051 1,615 0 06937 Fire Extinguishers 250 120 0 0250 41 90 0 06945 Clock Maintenance 420 320 0 0420 936 340 0 06983 Farmer's Markets 13,000 4,968 0 010,000 10,280 11,500 0 09136 Jointly Funded Imp Scheme(EMR) 5,000 0 0 00 362 0 0 09157 New Vehicle (EMR) 1,000 0 0 01,000 0 0 0 09187 Parish Church Wall (EMR) 5,000 0 0 00 350 0 0 09195 Play Equipment (EMR) 5,000 691 0 00 233,514 0 0 09286 Equip & Tools-Amenities (EMR) 5,000 988 0 02,000 4,813 0 0 09436 War Memorial Renovation (EMR) 0 0 0 0250 0 0 0 09496 Westwood Road Memorial (EMR) 1,000 0 0 01,000 0 0 0 0

Overhead Expenditure 74,370 26,986 0 24053,520 289,013 50,447 0 0300 Net Income over Expenditure -60,570 -22,571 0 -240-40,020 -273,926 -37,907 0 0

Continued on next page




plus Transfer from EMR6000 0 0 0 00 101,878 0 0 0Movement to/(from) Gen Reserve (60,570) (22,571) 0(40,020) (172,048) (37,907)

Street Lighting3105019 Repairs & Renewals 2,000 0 0 01,000 2,630 1,000 0 06032 CCC Electric Energy 2,100 1,230 0 02,100 609 1,685 0 0

Overhead Expenditure 4,100 1,230 0 03,100 3,239 2,685 0 0Movement to/(from) Gen Reserve (4,100) (1,230) 0(3,100) (3,239) (2,685)

Street Furniture3204998 Other Income 0 0 0 00 1,200 0 0 0

Total Income 0 0 0 00 1,200 0 0 06184 Town Signs/Noticeboards/Maint. 0 0 0 0250 0 250 0 06186 Seats- Installation 0 0 0 0500 896 1,500 0 0

Overhead Expenditure 0 0 0 0750 896 1,750 0 0Movement to/(from) Gen Reserve 0 0 0(750) 304 (1,750)

Machinery3306255 Road Fund Licence 400 265 0 0380 357 365 0 06256 Fuel 4,500 2,149 0 04,000 5,239 5,100 0 06257 Maintenance & MOT 4,000 492 0 04,000 3,984 1,600 0 0

Overhead Expenditure 8,900 2,906 0 08,380 9,580 7,065 0 0plus Transfer from EMR6000 0 0 0 00 695 0 0 0





Movement to/(from) Gen Reserve (8,900) (2,906) 0(8,380) (8,884) (7,065)Playground/Open Spaces/Cem.340

4052 Ashes Plots Digging 800 434 0 01,000 853 1,080 0 04140 Mausoleum Income 0 0 0 00 30,000 0 0 04150 Burial Fees 22,000 11,242 0 022,000 26,046 12,105 0 0

Total Income 22,800 11,676 0 023,000 56,899 13,185 0 06289 Mausoleum expenditure 0 0 0 00 72,267 0 0 06391 Inspections & Repair & Renewal 1,600 611 0 01,600 625 640 0 06488 Tree Work 6,858 -18 0 08,000 14,141 3,000 0 06490 Annual Planting 9,000 5,998 0 08,000 9,434 8,475 0 06492 Christmas Tree & Decorations 1,000 0 0 0700 960 700 0 06593 Cemetery Maintenance 8,085 1,420 0 15,9907,500 11,915 2,500 0 0

Overhead Expenditure 26,543 8,011 0 15,99025,800 109,342 15,315 0 0340 Net Income over Expenditure -3,743 3,665 0 -15,990-2,800 -52,444 -2,130 0 0

plus Transfer from EMR6000 0 0 0 00 144,474 0 0 0Movement to/(from) Gen Reserve (3,743) 3,665 0(2,800) 92,030 (2,130)

Allotments3504160 Allotment Rents 6,377 6,391 0 06,270 6,317 5,964 0 0

Total Income 6,377 6,391 0 06,270 6,317 5,964 0 06636 Allotment Maintenance 1,000 463 0 01,000 1,000 800 0 0





6644 Rent for the Meadow 200 0 0 0200 200 200 0 0Overhead Expenditure 1,200 463 0 01,200 1,200 1,000 0 0

Movement to/(from) Gen Reserve 5,177 5,927 05,070 5,116 4,964

ExpenditureAmenities - Income

Net Income over Expenditure

42,977115,113-72,136

22,48139,597

-17,115

000

016,230

-16,230

42,77092,750

-49,980

79,503413,270

-333,767

31,68978,262

-46,573

000

000

plus Transfer from EMR 0 0 0 00 247,047 0 0 0Movement to/(from) Gen Reserve (72,136) (17,115) 0(49,980) (86,721) (46,573)

ExpenditureTotal Budget Income

Net Income over Expenditure

42,977115,113-72,136

22,48139,597

-17,115

000

016,230

-16,230

42,77092,750

-49,980

79,503413,270

-333,767

31,68978,262

-46,573

000

000

plus Transfer from EMR 0 0 0 00 247,047 0 0 0Movement to/(from) Gen Reserve (72,136) (17,115) 0(49,980) (86,721) (46,573)

AGENDA ITEM: A18.00

AMENITIES COMMITTEE


SUBJECT: Hill Rise Allotments.

1 Introduction and Purpose of Report 1.1 To consider matters raised by the Chairman of the Hill Rise Allotment Association.

1.2 This report is to present to Members details of matters raised including an indicative quote for the provision of hedging bordering the cemetery fence.


2.2 That the content of the e-mail from the Chairman of the Hill Rise Allotment Association be considered, together with the associated financial implications.

2.3 Taking into account paragraph 2.2 above and paragraph 6.1 below, that Committee consider the purchase of 250 whips for planting along the cemetery border of 40-60cms @ £238.50 or 60-90cms @ £288.50.

3 Background 3.1 The Chairman of the Hill Rise Allotment Association had raised a number of

matters by e-mail, copy attached.

3.2 Security measures: Some of the main security matters raised are detailed below. Vehicle access to the site is by means of the main gate which is locked and requires a security code to open the barrier. The pedestrian gate access to the site from the cemetery has previously been raised. At the time discussions took place, it was felt by the allotment holders that to close the gate would cause an inconvenience to walk around and it was agreed that the gate remain. It remains a large site which would be impossible to secure completely. Whilst it would be possible to change the rules and regulations, it is ultimately for the plot holders to take appropriate steps to protect their sites.

3.3 Purchase of sufficient whips so that all the cemetery fence will, in time, have

hedging: As a commitment to security, a request is made that the Town Council purchase and plant sufficient whips so that the entire cemetery fence will in time have hedging and will be a deterrent to entry via the cemetery. Members should note that this did not form a part of the original cemetery landscaping. There is currently pathway and gates from the allotments to the cemetery which would remain, so the hedge would only provide privacy and would need to be maintained by the grounds team. An indicative quote has been obtained below.

3.4

Dog walking field: The dog walking field is the property of Huntingdonshire District Council and would require their permission to erect a gate. There is a pedestrian access further away from the allotments which some dog walkers may find inconvenient, however any new gate put in between the allotments and the field would serve little purpose as a security measure for allotment holders.

4.

Quote

4.1 An indicative quote has been obtained for the provision of 250 mixed hedging whips of £238.50 for 40-60cms and £288.50 for 69-90cm whips. The mix would be hawthorn, blackthorn, field maple and cherry plum. The planting would be undertaken either by the Council’s Grounds Team, or by volunteer allotment holders.

5.

Proposal

5.1 It is proposed that members consider the content of the correspondence received taking into account any financial implications arising.

6. Financial Implications 6.1 At the time of responding to the correspondence received, the balance of the

allotment deposit account stood at £5,248.88. Rental income for the 2020/21 financial year to date amounts to £6,391. There is also an additional cost of operating the allotments and £200 rent payable for The Meadow. There is £1,000 in the 2020/21 budget for allotment maintenance of which £463 has already been spent. There is no provision in the 2020/21 budget for expenditure on the allotment site.

7. Policy Implications 7.1 There are no current policy implications. 8. Health and Safety Implications 8.1 There are no Health & Safety implications. 9. Reporting Officer – Christine Allison, Amenities Manager

1

Amenities Manager at St Ives Town Council

From: Clerk Sent: 18 August 2020 09:42 To: colin Saunderson Subject: RE: FOI 050 - Freedom of Information Act

Dear Colin,

As stated below the questions posed in your email that still require a response, that are not subject to FOI, will be considered by the Amenities Committee at its September meeting.

You are as ever welcome to attend and participate in the Public Forum section of the meeting.

Kind regards Alison Benfield

From: colin Saunderson <> Sent: 18 August 2020 09:38 To: Clerk <[email protected]> Subject: Re: FOI 050 - Freedom of Information Act

Thank you. However, I do not see why this matter needs an FOI request. It really ought to be reported annually as a matter of course.

I did not get an answer to the other matters that I raised. I can, of course, raise all of them at the Amenities Committee but I would prefer not to do that. It would particularly help if you could agree to purchasing whips to plant along the cemetery fence. It was hard work getting the homeless man moved on but it eventually occurred unless, of course, he realised he needed to go.

On Mon, Aug 17, 2020 at 4:34 PM Clerk <[email protected]> wrote:

Dear Mr Saunderson

2

Pursuant to the rights given by the above legislation the following information is provided:-

The balance of the allotment deposit account currently stands at £5,248.88

Your email will be presented to the Amenities Committee for consideration at its next meeting in September.

I trust the information provided above meets your requirements however if you have a complaint about the handling of your enquiry then please contact the Freedom of Information Commissioner:

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

Telephone: 01625 545 700

Web: www.informationcommissioner.gov.uk

Kind regards

Alison Benfield BA(Hons) FSLCC

Town Clerk

St Ives Town Council

Town Hall

Market Hill

The Old Riverport

ST IVES

Cambridgeshire

PE27 5AL

DD: 01480 388926

3

www.stivestowncouncil.gov.uk

The information in this message should be regarded as confidential and it is intended for the addressee only unless otherwise stated. If you have received this message in error please delete it and notify the sender. Any views expressed in this message are personal and not necessarily those of St Ives Town Council, unless otherwise stated.

From: colin Saunderson <> Sent: 03 August 2020 16:22 To: Clerk <[email protected]> Subject: Re: HRAA

CAUTION: This email originated from outside of the organization. Do not click links or open attachments unless you recognize the sender and know the content is safe.

I write to request the following :-

Written confirmation that you now accept in writing that all plotholders have a security problem AND HRAA members cannot be expected

to subsidise non members. They account for over 50% of plots.

I also ask that you demonstrate a commitment to improved security in the autumn by purchasing sufficient whips so that all the cemetery fence

4

will, in time, have hedging so that there will be a deterrent to entry to the allotments via the cemetery. I am happy to request from the membership

volunteers to plant the whips.

I also need to know what surplus there is from allotments rents that could be accumulated to help fund further security improvements. I hope

that the allocation of ground staff time will reflect the work actually done. Once I have that data and after consultation with members some proposals will be submitted.

I would strongly recommend that the welcome pack be amended to advise new plot holders that anything of value should not be left on the plot

and that in the past locked sheds have been broken into. Something similar ought to go out with the renewal invoices later this year.

I note that last year's precept was significantly underspent and there was a considerable amount of money received from ALDI.

Colin

On Wed, Jul 22, 2020 at 5:11 PM Clerk <[email protected]> wrote:

Hi Colin,

There are to be new gates installed at the entrance to the cemetery but these will not be locked any more than the old ones were. There are also no intentions to add any additional gates or security measures to the allotments at the current time.

Should HRAA wish to put forward a proposal and funding for anything this would be considered by the Allotment Committee at the appropriate time.

5

Kind regards

Alison Benfield

From: colin Saunderson > Sent: 22 July 2020 12:55 To: Clerk <[email protected]> Subject: Re: HRAA


It appears that some people may be accessing the allotments very late at night via the cemetery. I believe the intention is to install gates there.

If so when and will they be locked ?.There doesn't seem much point of gates that are not locked.

My source is the man who is camping off the Old Ramsey Rd. Whilst he seems reasonably sensible I cannot be sure that he is trying to pull the wool over my eyes. I understand Roger has met him.

The other relatively easy access for anyone wanting to move a bulky object such as a water butt so as not to be seen coming out of the main entrance is via Hill Rise Park. Years ago Gerald Brunning asked for what I regarded as the spare gate to be installed at the entrance to the dog walking field.

The request was refused allegedly on the grounds that it was needed to prevent people driving along the outside edge of the allotments, something that is impossible. Anyway after the depot was built Roger had to use it to stop winter access by vehicles and I have no problem with that.

However, I now request another gate to stop access via the dog walking field. If that means building a small bridge beyond it for dog walkers so be it.

Well before the depot was built I pointed out that additional security measures were needed for it. Those that were created proved insufficient..

Colin Saunderson

I do realise you have an important meeting this evening so I am not expecting an immediate response.

6

On Mon, Jul 20, 2020 at 9:46 AM Clerk <[email protected]> wrote:

Dear Colin,

Thank you very much for your email, your comments are noted.

Kind regards

Alison Benfield

From: colin Saunderson <> Sent: 19 July 2020 21:38 To: Clerk <[email protected]> Subject: Fwd: HRAA


Some time ago you wrote that security was not my problem. A remark that indicated to me that you were not at all

concerned about the allotments tenants but I kept stum at the time.

Last year two boys were seen stealing plastic chairs from plot 221 so they were followed to a den built in the coppice

at the back of Hill Rise Park. The covering of the den was ground cover material stolen from a plot in the Meadows.

Also stolen were carpeting, A small table from plot 1 and a spade from Richard Weightman. This last item had been recovered by

another plot holder who also walks her dog through the coppice . There was a lot of rubbish there as well. HDC staff cleared

the site. However. on learning of the incident I visited it and found some Ivo school documents with the name of one pupil

on one of them. What was even more disturbing was the small of canabis and beer. My information is reliable.

7

I know the pupil was spoken to but the police sergeant was not interested unless the culprits could be identified and my sources reckoned

they could not.

There is a serious problem of theft of both crops and tools and equipment from the allotments. The latest seems to be caused by a rough

sleeper who apparently had a tent just off the Old Ramsey Rd opposite the cemetery. He had gone by the time the police visited the site.

Some details are on the email messages that Norma has consolidated.

The one time I passed photographic evidence of theft and the culprits you apparently let off the hook. As I understand things

a claim of illiteracy was accepted as enough justification. We were all gobsmacked by this.

There is a limit to what anyone can do but for starters you can contact the contractor who is currently cutting a baling the grass

in the dog walking field. On both Friday & Saturday evening I found the allotment gate wide open and I believe he was the culprit.

Colin Saunderson

---------- Forwarded message --------- From: Norma <> Date: Sun, Jul 19, 2020 at 11:25 AM Subject: HRAA To: COLIN <>

I haven't got the societies email address, I know quite a few allotments have been broken into recently and I did have the lock stolen off of mine about a week ago. Im also aware from another plot holder that they saw a man on their allotment who was using the plot/housing and did inform the police as someone has been sleeping in the cemetery.

Anyway about 5am someone broke into my shed and lit the primer stove burning a lot of the content inside the shed, luckily the shed is ok. I just thought id pass on the info. ive informed Richard

8

whose informed me strimmers have also been stolen from the allotments. I just thought id let someone know as I know an email generally goes round to plot holders

2...Thought I would pass on the info from two people who aren’t in the association.

The guy (Lee) on the plot next to us found out that he had three strimmers stolen from his shed sometime between Wednesday and Friday.

I then just got this message from Steph

‘...my lock was taken off the shed about a week a go, then I hear from another chap that someone had been seen on another plot (coming over from camping in the cemetery) and they did inform the police. This morning mums been up and reckons someone about 5 oclock has been in the shed. Our primer stove had been lit incorrectly (and was warm to touch) and they’ve burnt most of the stuff in the shed, luckily the whole lot didn’t go up. I just thought id let you know if you could inform other plot holders or norma? Much thanks’

We seem to have escaped this time, but obviously we need to anticipate there are thieves around at the moment. I guess with more people being made redundant at the moment, it might get worse over the coming months.

Take care.. Richard

...Hello, I too have had fruit go missing, But this evening(9.35pm) I saw a guy(it looked like a guy I have seen previously going to his tent on the Old Ramsey Rd corner) go on a couple of plots and heard wood being broken so I'm not sure if a shed was broken into (it was around plot 5/6/7), but I saw the chap come out of Di's plot(HRAA member plot 10-12?) just before- I've since heard they have recently found human poo on their plot! Police were called but they said everything looked fine around there so I don't know if you want to ask people on the back row if they had anything interfered with. I've heard that Di had a wildlife camera set up so they might have some evidence.

Jackie

The information in this email is confidential and may be legally privileged. It is intended solely for the addressee. If you receive this email by mistake please notify the sender and delete it immediately. Opinions expressed are those of the individual and do not necessarily represent the opinion of St Ives Town Council.

The information in this email is confidential and may be legally privileged. It is intended solely for the addressee. If you receive this email by mistake please notify the sender and delete it immediately. Opinions expressed are those of the individual and do not necessarily represent the opinion of St Ives Town Council.

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