Dover Town Council

Minutes 17.10.07

DOVER TOWN COUNCIL

Minutes of the meeting of the TOWN & ENVIRONMENT COMMITTEE held on Wednesday 17th October 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 (From Item 9)
Councillor D J Lloyd
Councillor R R Markham (Town Mayor, from Item 8)
Councillor Mrs J M Morgan
Councillor Mrs V L Philpott (Vice-Chairman)
Councillor Mrs A Smith
Councillor Mrs J F Tranter

Apologies for absence were received from Councillor N T Rix.


354. DECLARATIONS OF INTEREST

Members present made no declarations of either personal or prejudicial interest.


355. MINUTES

RESOLVED: That the minutes of the meeting of the Town and Environment Committee held on the 18th September 2007 be approved as a correct record and signed by the Chairman.


356. BUDGET

The Committee noted the latest out-turns against the Committee’s 2007/08 budget.


357. WESTERN HEIGHTS SPORTS PAVILION AND FIELD

The Committee considered the Project Development Officer’s report of the 2nd October 2007 requesting the committee to appoint a representative to attend a meeting with the Kent F. A. to obtain a grant to build the Western Heights Sports Pavilion.

The Committee considered the Project Development Officer’s report of the 9th October 2007 regarding the progress to date of the Western Heights Sports Pavilion and Grounds development and the Deputy Town Clerk’s report of the 17th October 2007 regarding Planning considerations for the proposed Western Heights Pavilion.

The Committee considered Kingswood Landscapes condition report of the 2nd October 2007 regarding the Western Heights Sports Field and the Treasurer of Dover & District Sunday Football League’s proposal letter of the 17th October 2007 for the use of the pitches at the Western Heights Sports Ground and the General Assistant’s recommendations for improvements to enable the short term use of the Western Heights Pavilion.

The Committee considered English Landscapes invoice of the 30th September 2007 requesting payment for the works carried out to the Senior Football Pitch at the Western Heights Sports Field.

The Committee considered the maintenance and grass cutting at the Western Heights Sports Field from March to October 2008.

RESOLVED: A/ That the Project Development Officer attend the Kent F. A. meeting along with Cllr P Verrill, to be reported to a future meeting of the Committee;

B/ That a letter be sent to Dover District Council Planning Department advising that the Town Council will not be having a Bar facility included in the Plans for the development of the Western Heights Pavilion and that any restrictions on opening hours for the Pavilion will be abided by;

C/ That an informal meeting be arranged between the Project Development Officer, Cllr P Verrill, Mr C Hall – Treasurer of the Dover & District Sunday Football League and Mr D Harcourt – Chairman of Curzon Rangers Football Club to consider a proposal for short term use of the Western Heights Sports Field and changing facilities to be reported to a future meeting of the Committee;

D/ That no quotes for maintenance and grass cutting at the Western Heights Sports Field from March to October 2008, be obtained at the present time;.

RESOLVED TO RECOMMEND: That the Town Council pursue the matter of the recent works to the Senior Football pitch at the Western Heights Sports Field with English Landscapes as the Committee does not feel it has received best value and that English Landscapes’ invoice not be paid until this dispute is settled.


358. CHRISTMAS 2007 & FESTIVAL LIGHTS

The Committee received an oral report from the Technical Support Officer regarding the arrangements for the Christmas tree in the Market Square.

The Committee received an oral report from the Technical Support Officer regarding the progress to date of the Christmas Cheer Extravaganza Event for 2007.

The Committee considered Dover Town Centre Management’s report regarding the Christmas Lights Switch-On event.

The Committee received an oral report from Councillor D J Lloyd as Special Responsibility member for the Town Council, for the Festival Lights.

RESOLVED: A/ That a letter be sent to Dover District Council’s Parking Services advising that monetary considerations aside, the Xmas Cheer event is for the people of Dover and to promote the Town. Therefore it would be appreciated by the Town Council if this one day could be given complementary for the local community to take advantage of the event;

B/ That the original deposit paid for the Christmas Lights Switch-On Event, be adhered to, balance to be paid on completion of the event;

C/ That Councillor D J Lloyd as the Dover Town Council’s representative to the Dover Town Centre Management Board, contact them to enquire why there has been a lack of communication with the Town Council regarding progress to date of the Christmas Lights Switch-On event a report to be made to the next meeting of the Committee;

D/ That the invoice for 50% of the total cost for this year’s Festival Lights be paid when received, after consultation between the Chairman and the Town Clerk.


359. PENCESTER PAVILION

The Committee considered Christians Together in Dover’s request to use the Pavilion on the 11th May 2008 for Christians worship and celebrations.

RESOLVED: That permission be granted to the Christians Together in Dover for the use of Pencester Pavilion on the 11th May 2008.


360. RIVER DOUR

The Committee noted an oral report from Councillor Mrs V L Philpott regarding a progress update of the River Dour Steering Group meeting, held 10th October 2007.


361. PLAY AREAS

The Committee considered Dover District Council’s letter of the 24th July 2007 regarding possible “transfer” of equipped Play Areas to Town / Parish Councils and Cllr Mrs A Smith’s reply.

RESOLVED: That a letter be sent to Dover District Council expressing the Town Council’s grave concerns over the future proposals for Pencester Gardens play area and stating their disappointment at the lack of consultation between the District Council and the Town Council’s member with special responsibilities for play areas – Councillor Mrs Anne Smith.


362. FESTIVAL OF DOVER 2008

The Committee noted an oral report from Councillor Mrs V L Philpott regarding a progress up date of the Festival of Dover 2008.

The Committee considered the notes of the Festival of Dover 2008 meeting held on the 11th October 2007 and the Deputy Town Clerk’s report regarding the Festival of Dover 2008 Calendar.

RESOLVED: A/ That further investigations be carried out for the purchase of magnets, decision to be made in consultation with the Chairman of the Committee and the Proper Officer;

B/ That the Deputy Town Clerk be authorised to investigate the cost of badges for the Steering Group members, A Boards for advertising the Festival Events and a Lantern Workshop and Parade by Strange Cargo, to report findings to a future meeting of the Committee;

C/ That the Town Clerk and Deputy Town Clerk investigate the possibility of Funding for an event to launch the Festival of Dover 2008, to be held prior to the 1st January 2008, to report findings to a future meeting of the Committee.


363. DOVER TOWN COUNCIL STREET TRADING LICENCE & NOTICE BOARD

The Committee considered the Project Development Officer’s report received 17th September 2007 requesting permission for the Dover Arts Group to use the Dover Town Council’s Street Trading Licence for Arts Exhibitions on various dates in 2008.

The Committee considered obtaining quotes to replace doors on the Town Council Notice Board, due to damaged Perspex and the deterioration of the wooden frames.

RESOLVED: A/ That a letter be sent to the Dover Arts Group agreeing to the use of the Town Council’s Street Trading Licence for Art Exhibitions, on various dates within 2008;

B/ That quotes be obtained to replace the doors on the Town Council Notice Board, to be reported to a future meeting of the Committee.


364. WAR MEMORIAL AND SURROUNDING GARDENS

The Committee considered obtaining quotes for grass cutting of the War Memorial Gardens and St. Edmunds Chapel from March – October 2008.

The Committee considered the Technical Support Officer’s report of the 4th October 2007, for the purchase of plants for Spring 2008 and that a budget be allocated to pre-order plants for the Autumn and Spring 2008 / 09, for the War Memorial Gardens and 2 tubs at the entrance to the Town Council Offices.

RESOLVED: A/ That quotes be obtained for grass cutting of the War Memorial Gardens and St. Edmunds Chapel and be reported to a future meeting of the Committee;

B/ That the Committee allocate up to £500 from the War Memorial Fabric provision in the Committee’s 07 / 08 and 08 / 09 budget as appropriate to pre-order Autumn and Spring plants for the War Memorial Gardens and the 2 tubs at the entrance to the Town Council Offices, details of order to be reported to a future meeting of the Committee.


365. NEIGHBOURHOOD WATCH SCHEME

The Committee considered Minute No: 314 of the Town Council’s Policy Committee held 2nd October 2007 regarding the Neighbourhood Watch Scheme.

RESOLVED: That one sign be obtained for the first Neighbourhood Watch Scheme that applies to the Town Council, at a cost of up to £50, further requests will be considered at future meetings of the Committee, costs to be met from the Community Development Projects provision in the Committee’s 2007 / 08 or 2008 / 09 budget as appropriate.


366. ALLOTMENTS AND GRAZING LAND

The Committee considered a report from the Special Responsibility Group concerning Allotments and Grazing Land.

The Committee considered the Deputy Town Clerk’s report of the 20th September 2007 and the White Cliffs Countryside Project’s e-mail of the 9th October 2007 regarding the inclusion of the former Whinless Road allotment site in to the High Meadow management agreement.

The Committee considered obtaining quotes for the rough cutting of grass at the corner of Coombe Valley Road, adjoining the former Whinless Road allotment site from March – October 2008.

RESOLVED A/ That the following recommendations within the Special Responsibility members report for Allotments and Grazing Land be accepted, costs agreed to be met from the Statutory Allotment provision in the Committee’s 2007/08 budget;

i / Quotes to be obtained for clearing 2m strip of boundary bank, installing sleepers to bank and erecting 1.8m chain-link fencing in the Northbourne Avenue allotment site, to be reported to a future meeting of the Committee;

ii / That Cox & Hammond’s quote of £560.00 + Vat to lop trees on the bank of Maxton Allotment site be accepted;

iii / That new signs be purchased for all Town Council allotment sites, at a cost of up to £200 + Vat for all, with the following wording:

DOVER TOWN COUNCIL
(NAME OF ALLOTMENT SITE)
NO PUBLIC ACCESS
TEL: 01304 242625 – IN OFFICE HOURS

iv / That CAD Solutions be instructed to submit a planning application to DDC for the re-development of the Maxton Allotment site, cost agreed at the Committee meeting held 10th July 2007.

B/ That a meeting be arranged at the former Whinless Road allotment site between the Special Responsibility members for Allotments and the White Cliffs Countryside Project to discuss a proposal for clearance and fencing of this site, such proposal to be reported back to a future meeting of the Committee;

C/ That quotes be obtained for the rough cutting of grass at the corner of Coombe Valley Road, adjoining the former Whinless Road allotment site from March – October 2008.







The meeting closed at 7.35 pm.











CHAIRMAN
Mrs L D Young