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Monday, July 23, 2018

DTC Minutes of Grounds Committee Meeting - 3rd October 2017

Sep 26 2017

Minutes of the Grounds Committee meetingheld on Tuesday 3rd October 2017 at 1.30pm, in the Town Council Office, Dulverton.

Present:Cllrs: Mrs Christine Dubery, Mr Keith Coulman, Mrs Judy Ernest and Mr Ian Fleming.

Apologies: Mr Gerry Lewis

Declarations of Interests:

Cllrs. Mrs Christine Dubery and Mr Ian Fleming with regard the Sports Field.

Matters Arising:

Abbots Way Pond:

Members were informed that prior to the installation of a ‘monk’ a highways inspection needs to be undertaken to establish what designation the public highway is and to what standard the highway would need to be reinstated after the work has been completed. A Grounds Work Specialist would also need to be employed. Furthermore the company carrying out the work would have to carry a 2 year liability clause once it was installed. The costs amount to an additional £2-3K.

Alternatively members were advised to carry out two cleans a year and remove the island to improve the flow. The cost of the two cleans, which should be carried out in October and April amount to £750.

Members considered all the options including filling the pond in, which is not deemed possible due to undergrounds springs.

It was proposed that Cllrs. Mr Ian Fleming and Mr Keith Coulman carry out a site visit with

the Groundsman and Parish Lengthsman in anticipation of the silt traps being cleared ‘in house’ on a regular basis.

Church Yard – Specific Work Agreement 2018/19:

Members agreed to consider the draft agreement as drawn up by Cllr. Dubery and refer their comments to the Clerk by Friday. Once agreed the specification is to be tendered in anticipation of next season.

All Saints Church Yard – The reinstatement of the lower terrace.

Only one quote has been received to date. More are being pursued.

Six Monthly Financial Review:

The Clerk presented members with the approximate 6 monthly costs to date and the forecast for the next six months. It was agreed that the budgets set are generally being met apart from the following:

  • All Saints Church Yard: The specification regarding the work required has increased the cost to £4,000. However, no invoices have been forthcoming from Mr Kenwood since the beginning of the financial year, therefor no payment made to date and no clarification received of work carried out.
  • Exmoor Lawns: The transfer of asset has not been resolved, therefore there have accrued no costs to date.

Recreation Ground – Tree Work: One quote has been obtained with regards necessary tree work. Another is being pursued by Cllr. Dubery. Members suggest that £1,000 is ring-fenced annually to meet the cost of necessary tree work on both Exmoor Lawns and Kings Corner Recreation Grounds.

RESOLVED: To recommend that a mulcher is purchased when the grounds machinery is serviced by Devon Garden Machinery, at an anticipated cost of £450. Proposed by Mrs Dubery, seconded by Mr Fleming and carried

Somerset Playing Fields Association Annual Awards:


The Chairman was please to inform members that the following awards have been received:

  • Kings Corner – Bronze Award
  • Sports Field – Commendation
  • Barnsclose - Commendation
  • Rubber stopper on slip wire
  • Goal Posts  

Members expressed their congratulations and thanks to Mr Takel, the Grounds Man, also

Mr Carl Hooper and Mr Rob Dubery with regard the maintenance of the Sports Field.

Urgent maintenance issues with regards all other grounds with permission of the Chairman:

Barnsclose - New Goal Posts: Cllr. Fleming has ascertained that one goal post will amount to £459.99.

Annual Play Inspection:

Clerk authorised by members to organise the annual inspection with G.B Sport & Leisure UK Ltd., and request advise concerning the safety of the following situated on Barnsclose:

Cllr. Ernest would like to be in attendance.

Monthly Play Equipment Inspections: Cllr. Coulman agreed to undertake with Cllr. Ernest regular play equipment inspections, which during the winter months will take place every three months.

Date of future meetings: To be determined.

Meeting Closed: 3.45pm