Minutes 13.11.07
DOVER TOWN COUNCIL
Minutes of the meeting of the TOWN & ENVIRONMENT COMMITTEE held on Tuesday 13th November 2007 at 6.00pm in the Town Council Offices, Maison Dieu House, Biggin Street, Dover.
PRESENT
Councillor Mrs L D Young (Chairman)
Councillor Mrs S J Jones
Councillor D J Lloyd (To Item 8)
Councillor R R Markham (Town Mayor)
Councillor Mrs J M Morgan
Councillor Mrs V L Philpott (Vice-Chairman)
Councillor N T Rix
Councillor Mrs J F Tranter
Councillor P Verrill (To Item 14)
Apologies for absence were received from Councillor Mrs A Smith.
425. DECLARATIONS OF INTEREST
Members present made no declarations of either personal or prejudicial interest.
426. MINUTES
RESOLVED: That the minutes of the meeting of the Town and Environment Committee held on the 17th October 2007 be approved as a correct record and signed by the Chairman.
427. BUDGET
The Committee noted the latest out-turns against the Committee’s 2007/08 budget.
The Committee considered and set the draft budget provisions for the 2008 / 09 Financial Year.
RESOLVED TO RECOMMEND: That the continued investment be considered by the Full Town Council and the Dover Water Sports Committee be asked for their inclusion policy reflecting ways they work with the people of Dover and in the main, the youth.
428. ORDER OF BUSINESS
RESOLVED: That, in accordance with Standing Order 20(d), the order of business be changed so that
Agenda Items 12 be considered before Agenda Item 5.
429. FESTIVAL OF DOVER 2008
The Committee considered purchasing the RHS Show Handbook for the Gardening / Horticultural event in 2008, at a cost of £10.50, including P&P.
The Committee considered Fridge Magnets for the Festival of Dover 2008 Calendar.
The Committee considered the Project Development Officer’s report of the 31st October 2007 regarding the progress to date of the organisation of a Chess Tournament for the event.
RESOLVED: A/ That the RHS Show Handbook be purchased at a cost of £10.50, including P&P, costs to be met from the Festival of Dover 2008 provision in the Committee’s 2007 / 08 budget;
B/ That Cllr Mrs V L Philpott, Cllr Mrs S J Jones and the Project Development Officer work together to consider agreed terms between Dover Town Council and the Chess Federation. That an Agreement be presented to a future meeting of the Policy Committee for consideration. That they liaise with the Chairman of Policy regarding a press release for the Chess Tournament within the Festival of Dover 2008;
C/ That distribution of the Festival of Dover 2008 Calendar be dealt with, in house at a cost of £404.70, delivering by mail drop to the Library, Schools, Churches etc, costs to be met from the Festival of Dover 2008 provision in the Committee’s 2007 / 08 budget.
RESOLVED TO RECOMMEND: That permission of the Full Town Council be sought, as the cost being over £5,000, and that the provisions of Standing order 70A be set aside on this occasion, due to timescales. Full purchase cost of £8,850 + VAT for memo clip magnets, with logo, costs to be met from the Festival of Dover 2008 provision in the Committee’s 2007 / 08 budget.
430. WESTERN HEIGHTS SPORTS PAVILION AND FIELD
The Committee considered the Project Development Officer’s report of the 24th October 2007 concerning the continued use of the Western Heights Sports Ground.
The Committee considered the Project Development Officer’s report of the 5th November 2007 regarding the progress to date of the Western Heights Sports Pavilion and Grounds development.
The Committee considered Curzon Rangers and Dover Mercury Sunday Football League’s proposal of the 8th November 2007 regarding interim improvements to the Western Heights Playing Field.
RESOLVED: A/ That a letter be drafted by the Project Development Officer to both Kent County Council and Dover District Council concerning the methane gas on the Danes Sports Fields, requesting that the problem be resolved in order to bring these sites back into use;
B/ That a meeting be arranged with the Dover Extended Services to discuss better sports community usage for the people of Dover;
C/ That the Committee fund two grass cuts at the Western Heights Sports Field to enable Curzon Rangers Football Club and the Dover Mercury Sunday Football League to continue using the pitch areas at the Western Heights Sports Field, expenditure not to exceed £90, the costs to be met from the Community Development Projects provision in the Committee’s 2007 / 08 budget;
D/ That Cllr Mrs S J Jones liaise with Curzon Rangers Football Club and Dover Mercury Sunday Football League regarding the possibility of planning permission required to site temporary structures at the Western Heights Sports Field, expenditure not to exceed £350, the costs to be met from the Community Development Projects provision in the Committee’s 2007 / 08 budget;
E/ That the Chairman negotiate a date for a meeting to be held between the Committee members and the citizens of Braddon in order to discuss the Western Heights Sport Pavilion and Grounds development.
431. SPORT
The Committee considered Cllr P Verrill’s report of the 29th October 2007 concerning Sport.
RESOLVED TO RECOMMEND: That a Sports Forum be formed where members and interested parties can be invited to meet and discuss the best way forward for Sport in the Town.
432. CHRISTMAS 2007 & FESTIVAL LIGHTS
The Committee received Cllr D J Lloyd’s oral reports concerning the Christmas Lights Switch-on Event and the Festival Lights in Dover.
The Committee discussed the progress to date of the Christmas Cheer Extravaganza Event 2007.
RESOLVED: That Cllr Mrs S J Jones purchase and distribute Christmas decorations and lights to businesses in London Road at a cost of up to £200, costs to be met from the Christmas Cheer Event budget already confirmed.
433. PENCESTER PAVILION
The Committee noted Urgent Decision No: 07 / 08 – 067 concerning permission granted for the use of the Pavilion by Dover District Council on the 5th November 2007.
434. RIVER DOUR
The Committee noted the Minutes of the meeting of the River Dour Steering Group held on the 10th October 2007.
The Committee considered the Technical Officer’s report of the 25th October 2007 regarding a meeting with the Environment Agency concerning improvements to the Charlton Green area of the River.
The Committee considered the Project Development Officer’s report of the 23rd October 2007 regarding Charlton Green – River Dour Improvements.
RESOLVED: A/ That a CAD Design of the proposed improvements to the River Bank at the Charlton Green area be obtained at a cost of up to £350 + VAT, costs to be met from the River Dour Project provision in the Committee’s 07 / 08 budget;
B/ That the amended draft agreement between Dover Town Council and Netto Food stores be accepted.
435. PLAY AREAS
The Committee considered Cllr Mrs A Smith’s report of the 8th November 2007 concerning Pencester Gardens Play Area.
RESOLVED: That a letter be sent to Dover District Council, following receipt of the Sketch Design raising concerns that the design is not to scale and that the Council would like to receive a further design to scale.
436. CALENDAR OF HIGH MEADOW IMAGES
The Committee considered a member of the public’s letter and example of Calendar dated the 2nd November 2007.
RESOLVED: That Cllr Mrs S J Jones and Cllr Mrs V L Philpott consult with the White Cliffs Countryside Project, to ask if the Calendar or images may benefit them in anyway, to report findings back to a future meeting of the Committee.
437. CONSIDERATION OF QUOTATIONS FOR GRASS CUTTING
The Committee considered the Technical Support Officer’s report of the 5th November 2007 concerning quotations received for grass cutting of the War Memorial Gardens, St. Edmund’s Chapel and area of Coombe Valley Road, Dover.
RESOLVED: That English Landscape’s grass cutting quotation from March 2008 to October 2008 inclusive be accepted at a cost of £5.33 + VAT per cut for the War Memorial Gardens, £1.61 + VAT per cut for the St. Edmund’s Chapel, costs to be met from the War Memorial Fabric provision and £22.86 + VAT per cut for the area of Coombe Valley Road, cost to be met from the Statutory Allotments provision, all costs to be met from the Committee’s 2007/08 and 2008/09 budgets.
438. ALLOTMENTS AND GRAZING LAND
The Committee considered a report from the Special Responsibility Group concerning Allotments and Grazing Land.
RESOLVED: A/ That GPM Partnership’s quotation of £4,925.00 + VAT be accepted for a quantity surveyor, preparing & issuing contract / tender documents and performing the role of CDM co-ordinator for the Maxton Allotment Development, costs to be met from the Community Development Project provision in the Committee’s 2007/08 and 2008/09 budgets as required;
B/ That a letter be sent to Dover District Council to include the Maxton Allotment site in the Local Development Framework for Dover District.
RESOLVED TO RECOMMEND: A/ That GPM Partnership’s quotation of £6,000.00 + VAT be accepted for a Project Manager for the Maxton Allotment Development, costs to be met from the Community Development Project provision in the Committee’s 2007/08 and 2008/09 budgets as required, and that the provisions of Standing order 70A be set aside on this occasion;
B/ That a sum of up to £500 be set aside from the Policy Committee’s Media provision for an advertisement in a dedicated magazine for grazing plots. Authorisation and placing of the advertisement to be agreed in consultation with the Chairman of Policy, Cllr Mrs J F Tranter and the members holding Special Responsibilities for Allotments and Grazing.
The meeting closed at 8.50 pm.
CHAIRMAN
Mrs L D Young
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