Monthly News Reports

Monthly News Report - 2011 - 2012

 GILLINGHAM TOWN COUNCIL

Officers report to members April 2012

Members Report - April 2012

CCTV cameras: Outstanding issues regarding relocation of cameras at Newbury and The Square identified in a report to Policy and Resources Committee on 19 March.  A further quotation has been received and a report will be made to the next Policy and Resources Committee in May.

War Memorial refurbishment: A collection at the Civic Day raised £420 and The Wessex Highlanders donated their fee for the Civic Day.  A collection, organised by Cllr Mrs Pothecary with the help of the Gillingham Detachment of the Dorset Army Cadet Force, raised £188.57.  To-date the fund stands at £11,015.22.  There is still money to come in, including the grant from English Heritage totaling £4,640.00, and there are ideas for further fundraising.  The overall target for the project is £20,000.  This will be enough to complete the project plus a sum for future maintenance.

Cresscombe: The contractor has been instructed to erect a fence as per quotation accepted by Policy and Resources Committee.

NDDC Open Spaces Transfers to GTC: NDDC Open Spaces Transfers to GTC

The Town Council’s solicitor is proceeding with the legal process for the freehold transfer of open spaces land at Rolls Bridge, Hawthorn Avenue, Barnaby Mead Addison Close and Chantry Fields from NDDC.   We recently received a letter from our solicitors regarding the land behind Addison Close/Lodden View.  A small area of land immediately at the back of Lodden View is registered with Signpost Housing Association and the remainder of the land with NDDC.  The land to the south of the transfer land which is to the rear of The Meadows is unregistered and the owner is unknown.  Policy and Resources Committee agreed to approach Signpost Housing Association about the small area of land to the rear of Lodden View being transferred to Gillingham Town Council ownership.

Horsefields

No further progress since last report.

King John Play Area and adjoining land

No further progress.

Hine Close Shaftesbury Road

    Ham Farm BMX

    There is no progress with this project to-date.  The delay is with NDDC.

    Cherryfields / Swallowfields

    The Town Council has asked NDDC to recover these areas of land from private ownership. This land is already registered as Public Open Space Land. NDDC will need to bring it up to an adoptable standard prior to it then being transferred to GTC. There is no commuted sum with this land.  There has been no progress since the last report.

    Church View

    A cheque of £7902 has been paid as a lump sum.

    Dorset Waste Partnership (DWP): The Waste Strategy Working Party met with DWP on Wednesday 11th April.  Street cleansing is very much under-funded.  The areas outside the town centre are the responsibility of DWP.  These areas are divided into four zones and are cleaned on a rotating monthly cycle.  Crews are told to remove litter from pavement to kerb.  Whilst they would remove litter from the hedge line they would not remove litter which has become deeply imbedded in the hedge as this would be classed as private property.  GTC have about 50 multi-use bins in the town and surrounding areas.  Some of these bins are located near DWP bins.  It was decided to see whether a form of ‘partnership’ working could be set up between GTC and DWP to improve the litter picking/bin emptying service, especially in the areas outside zone one.  DWP would also be very keen to help with a local campaign to help reduce the amount of dropped litter in the town. 

    Gillingham Direct: From 18th April members of the public will be able to call into Gillingham Direct on Wednesday and Fridays between 9.30am and 4pm for housing and council tax benefit advice and council tax enquiries.  Housing services continue to work out of Gillingham Direct on Tuesday and Fridays on an appointment only basis.

     

    Officers report to members March 2012

    CCTV cameras: Phase one to replace the receiving equipment has been completed. Phase 2 to replace the priority cameras with new digital cameras is due to start in April 2012. Outstanding issues regarding relocation of cameras at Newbury and The Square identified in a report to Policy and Resources Committee on 19 March.

    Persimmon Homes Peacemarsh: The legal documents to complete the transfer of the land and play areas to GTC were signed on 14th March. The cheques for the one off one lump sum and commuted sums are being held by the solicitor acting on behalf of the District Council. As soon as they are received then the contractor will be instructed to proceed with the one off and on-going maintenance. The play area equipment provider will be instructed to carry out repairs to the play equipment and perimeter fencing, as per the quotations previously accepted by the Policy and Resources Committee.

    RoSPA 2012 play area inspections: The Marlott Road areas will have to be added to the list when the transfer is completed.

    War Memorial refurbishment: Start date confirmed for 26th March.

    Horsefields: The Bloor Homes representative has been contacted and he has instructed the solicitor acting on behalf of Bloor Homes to progress this matter to a conclusion. The contractor will be instructed to proceed with the one off maintenance and on-going maintenance.

    Cresscombe: The contractor has been instructed to erect a fence as per quotation accepted by Policy and Resources Committee.

    NDDC Open Spaces Transfers to GTC: The Town Council solicitor is proceeding with the legal process for the freehold transfer of open spaces land at Rolls Bridge, Hawthorn Avenue, Barnaby Mead Addison Close and Chantry Fields from NDDC. Clarification has been obtained over the extent of land being transferred at Addison Close, Riverside. The plan for Chantry Fields has been amended and is now correct.

    King John Play Area and adjoining land: The legal process for the freehold transfer of King John Play Area and the adjoining land from Lodden Management has still not been completed. GTC expects to receive any management company funds (less deduction of its legal costs in respect of the transfer) on completion of the transfer to GTC.

    Hine Close Shaftesbury Road: The legal process for the freehold transfer from Taylor Wimpey to GTC has still not been completed. The contractor will be instructed to erect a knee high post and rail fence along the inside of the kerb line to prevent car parking on this land was presented to the February meeting of the General Purposes Committee and funding approved at a meeting of the Policy and Resources Committee on 20th February.

    Church View: The Bloor Homes representative has been contacted and he has instructed the solicitor acting on behalf of Bloor Homes to progress this matter to a conclusion. The representative has been informed that GTC will not commence maintenance of the site until transfer of the land has been completed and the developer’s representative advised to make his own arrangements for the interim period.

    Cherryfields / Swallowfields: The Town Council has asked NDDC to recover these areas of land from private ownership. This land is already registered as Public Open Space Land. NDDC will need to bring it up to an adoptable standard prior to it then being transferred to GTC. There is no commuted sum with this land. The NDDC solicitor has been given instructions to make fresh contact with the solicitors acting for the land owners in an attempt to move matters forward. The director of the company concerned went away in November, promising to get back to NDDC on his return, to progress the transfer on his return, but has not done so. No progress since February report.

    BMX bike track: Ham Farm, Shaftesbury Road: NDDC responsibility for negotiating lump sum in lieu of the play area at Ham Farm has now been taken over by Jackie Witt. A sum of £30,000 has been agreed. Part of this sum will be used to install a BMX bike track with the remainder retained for on-going area of the bike track and play equipment already in situ at Ham Farm. No progress since February report.

    Dorset Waste Partnership: Attempts and are being made to set up a meeting with the Dorset Waste Partnership, to consider the possibility of extending GTC responsibility for street cleaning/litter picking beyond zone, one with financial support from the Dorset Waste Partnership.

    Officers report to members February 2012

    Members / Handover report February 2012

    1. CCTV cameras – Phase one to replace the receiving equipment has been completed. Phase 2 to replace the priority cameras with new digital cameras is due to be completed in April 2012. Phase 3 is scheduled for April 2013 and the final phase April 2014. Instruct Customer Services to proceed with Phase 2

    2. Festive Lighting - A report containing details of costs for the 2011 Festive Lighting was presented to the January meeting of the General Purposes Committee. A number of ideas and suggestions for the 2012 festive lighting were raised by members of the committee and will be referred to a meeting of the Working Party for further consideration at a meeting arranged for Thursday 1st March. The Gillingham Chamber of Commerce and Industry has indicated a willingness to help with the 2012 Festive Lighting including arranging the purchase of the 4ft Trees. A report will be presented to the March meeting of the General Purposes Committee

    3. Assets Register - The Assets Register and Insurance Valuations have been reviewed and updated. A report was presented to the January meeting of the Policy and Resources Committee. Copies of the Assets Register and Insurance Valuations will be forwarded to the Town Council’s insurers. A second quotation is being obtained from Zurich, as the current three year agreement with WPS expires in July. Quotations will be presented to the May meeting of the Policy and Resources Committee.

    5. Persimmon Homes Peacemarsh – A survey of the Marlott Road play area has been carried out, maintenance work required identified, and the costs involved to bring the play area up to an acceptable standard are being established. Specifications have been prepared and quotations obtained from two local contractors for the one off and ongoing maintenance of the open spaces land trees and hedges. The commuted sums are £16,100-00p for the open space land and £18,500-00p for the play areas. The agreed lump sum for the one off work was £16,280-0p NDDC has intimated that this amount has been increased to around £20,000-00p. To date I have not been able to establish the exact amount with the NDDC Legal Department. Included within this amount is £6,115-00p for perimeter fencing, along the inside of the northern boundary hedge and along the bank river Stour. £840-25p will now be used to fund the maintenance/ repair work required at the Marlott Road play area. Both the perimeter fencing and equipment will need to be treated with a coat of wood preservative this summer. The intention is to do this in house. The recommendation from the surveyor is to abandon the two local areas of play, located with this development, which are unused and located very close proximity to residential properties. The smaller areas of open space land within the estate will be maintained by our own workforce. Responsibility for future maintenance of the entire length of the footpath and the bridges will remain with NDDC. A quotation, from John Heenan, for the one off and ongoing maintenance work, following completion of the transfer to GTC, was accepted by the Policy and Resources Committee on 20th February. John Heenan to be instructed following completion of transfer

    6. RoSPA Play area inspections - RoSPA has been instructed to carry out the 2012 inspections and the Youth centre owned. The Marlott Road area will have to be added to the list when the transfer is completed.

    7. War Memorial refurbishment - The project Manager and Conservator selected to carry out the refurbishment have been instructed to proceed. A site meeting has taken place with officers from NDDC to discuss and agree landscaping proposals, tree surgery and relocation of the recycling bins. An estimated total of £15,000-00p will be available for both the restoration and landscaping work. Total refurbishment costs of £9,285-00p pus a 10% contingency = £10,200-00p will leave a budget of £4,800-00p for landscaping.

    Mr Christopher Daniels has been appointed as the Project Manager at an estimated cost of £1,375-00p. Harry Jonas has been appointed to carry out the refurbishment at a quoted cost of £7,910-00p for all of the work identified in the specification, with any additional work highlighted immediately and approval sought before proceeding. Starting date is to be established.

     8. Horsefields – The legal process for the freehold transfer of the open spaces land, from Bloor Homes to the Town Council, is still in progress, with a total lump sum of £17,000-00p for one off and on going maintenance costs. Specification for one off and ongoing maintenance have been prepared and quotations, obtained from two local contractors, were presented to the February meeting of the Policy and Resources Committee. A quotation, from Tim Allard, for the one off and ongoing maintenance work, following completion of the transfer to GTC, was accepted by the Policy and Resources Committee on 20th February. Tim Allard to be instructed following completion of transfer

    9. Cresscombe- The incursion by the adjoining landowner on to open paces land owned by GTC. The adjoining landowner has crossed GTC owned open spaces land with a tractor and trailer, cleared the area under cultivation, removed the clearly defined boundary between his land and the open spaces land and erected a fence to incorporate this area with his own land. The solicitor wrote to Mr Upshall stating that GTC will be erecting a fence along the original boundary line. Mr Upshall responded requesting a site meeting to agree the line for this fence. The fence line has been agreed from the remaining boundary hedge to the river and a quotation accepted, at the February meeting of the Policy and Resources Committee, to erect the fence. Fencewize has been instructed to erect the fence

    10. NDDC Open Spaces Transfers to GTC

    The Town Council solicitor’s is proceeding with the legal process for the freehold transfer of open spaces land at Rolls Bridge, Hawthorn Avenue, Barnaby Mead Addison Close and Chantry Fields from NDDC. The solicitor is awaiting approval of the draft transfer submitted to NDDC together with replies to some outstanding enquiries. The delay in the NDDC Legal Department providing responses to these enquiries is holding up progress.

    11. King John Play Area and adjoining land-

    The Town Council solicitor’s is proceeding with the legal process for the freehold transfer of King John Play Area and the adjoining land from Lodden Management. GTC expects to receive any management company funds (less deduction of its legal costs in respect of the transfer) on completion of the transfer to GTC. He is checking this with his client. Chase Solicitor

    12. Hine Close Shaftesbury Road-

    The legal process for the freehold transfer from Taylor Wimpey to GTC is in progress. This area was omitted from list of areas of open space land at the Ham Farm estate transferred to GTC in 2009 and is already being maintained by GTC. A quotation from Tim Allard to erect a knee high port and rail fence along the inside of the kerb line to prevent a car parking on this land was presented to the February meeting of the General Purposes Committee and funding approved at a meeting of the Policy and Resources Committee on 20th February. Chase solicitor and instruct Tim Allard when the transfer has been completed.

    14. Church View – Transfer document has not been signed and cheque for £8,500-00p lump sum payment in lieu of commuted sum not received. According to Bloor Homes solicitor cheques was sent to GTC solicitor on 8th August 2011. Chase solicitor

    13. Cherryfields / Swallowfields –

    The Town Council's has asked NDDC to recover these areas of land from private ownership. This land is already registered as Public Open Space Land. NDDC will need to bring it up to an adoptable standard prior to it then being transferred to GTC. There is no commuted sum with this land. The NDDC solicitor has been given instructions to make fresh contact with the Solicitors acting for the land owners in an attempt to move matters forward. The director of the company concerned went away in November, promising to get back to NDDC on his return, to progress the transfer on his return, but has not done so. Chase NDDC

     

    Officers report to members January 2012

    1. CCTV cameras – Phase one to replace the receiving equipment has been completed. Phase 2 to replace the priority cameras with new digital cameras is due to be completed in April.   

    2.  Festive Lighting - A report containing details of costs for the 2011 Festive Lighting was presented to the January meeting of the General Purposes Committee. A number of ideas and suggestions for the 2012 festive lighting were raised by members of the committee and will be referred to a meeting of the Working Party for further consideration.

    3. Assets Register - The Assets Register and Insurance Valuations have been reviewed and updated.  A report was presented to the January meeting of the Policy and Resources Committee. Copies of the Assets Register and Insurance Valuations will be forwarded to the Town Council’s insurers.

    4. Speed Indicator Device - A programme has been prepared for the erection of the Speed Indicator Device during 2012 -2013 and Rod Camp, DCC Road Safety Officer, has been notified.                     

    5. Persimmon Homes Peacemarsh - An inspection of the Marlott Road play area has been carried out, maintenance work required identified, and costs are being established. An updated report is being prepared clarifying the one off and ongoing annual maintenance costs for the play areas, open spaces land, trees and hedges, and the amount of the lump sums being provided by the developer at the time of transfer.   A full report will be made available to members prior to seeking approval for the transfer documents to be signed.  NDDC Solicitors are acting on behalf of the Town Council, as previously agreed by GTC, to enable the tight deadline, set by NDDC, of three weeks to be met. GTC will not incur any legal costs however it is essential that we all fully understand the implications of what GTC is taking on, prior to completion. Specifications have been prepared and quotations obtained from two local contractors for the one off and ongoing maintenance of the open spaces land trees and hedges.  The smaller areas of open space land within the estate will be maintained by our own workforce.       

    6. RoSPA Play area inspections - RoSPA has been instructed to carry out the 2012 inspections. The Marlott Road areas will have to be added to the list when the transfers are completed. 

    7. War Memorial refurbishment - The project Manager and Conservator selected to carry out the refurbishment have been instructed to proceed.   A site meeting is being arranged with officers from NDDC to discuss and agree landscaping proposals.  

    8. Horsefields - Specification for one off and ongoing maintenance have been prepared and quotations obtained from two local contractors for presentation to the February meeting of the Policy and Resources Committee.

      

    Officers report to members December 2011

    1. CCTV cameras – Work to replace the receiving equipment has started.

    2. Cherryfields / Swallowfields – Liz Goodhall has asked for, and been provided with, background information, regarding the registered open spaces land adjoining the River Shreen, at the rear of Cherryfields and Swallowfields. 

    3.  Staffing – Advertisements for a replacement Office Manager / Deputy Town Clerk and Receptionist / Mayors Secretary will be placed in the January 6th and 13th editions of the Blackmore Vale Magazine.

    4.  Festive Lighting.   A report containing details of costs for the 2011 Festive Lighting will be presented to the January meeting of the General Purposes Committee.

    5. Assets Register - The Assets Register and Insurance Valuations have been reviewed and updated.  A report will be presented to the January meeting of the Policy and Resources Committee.