Property Committee Minutes

Minutes of the meeting of the Property and Recreation Grounds Committee held in The Reading Room, Church Road, Buxted at 7.30p.m. on Tuesday 28th June 2016



Present: Cllrs. Rose (Chairman), Blandford and Johnson

Also present: Miss B Macklen Clerk



Public: None



Apologies for Absence

Apologies were received and accepted from Cllr Cox, Hall and clerk, Claudine Feltham



Declarations of Members Interests.





Minutes of the meeting held on 16th June 2015 were ratified as a correct record of the meeting (signed at the parish council meeting following the 16th June 2015 property committee meeting)



Annual Review of Risk Assessment of the Council’s Property


Prior to the meeting the clerk had circulated a report providing an update of all physical assets for the year 2015/16 which was noted and the comments below were made:


Reading Room:


Work continues to eradicate the Japanese knotweed. Treatment works are due to finish in September 2017 with annual inspections for two years following.

Following a recent service, it was highlighted that the Reading Room boiler is old and should ideally be replaced. However it was noted that although a new boiler itself would be more efficient, the old radiators would not make the new boiler any more effective. Therefore, it is not considered cost effective to replace the boiler at this time.


High Hurstwood Children’s Play Area

RoSPA inspection annually. Last inspection was June 2015, nothing significant required, next inspection expected shortly.

Work will be needed to playground surfacing within next few years, or when RoSPA recommends. This may be done earlier on largest area if climbing frame is renewed.


High Hurstwood Recreation Ground

New junior goal posts are in the possession of the parish council. Clerk has received a quote for the installation of the posts. It was agreed that the clerk should accept the quote and to get the goal posts installed at the earliest possible opportunity.


Buxted Recreation Ground/Buxted Pavilion

Maintained on a regular basis by Buxted Football Club who update Parish Council regularly on proposed changes to pavilion and any works requiring council attention on the recreation ground

Nevill Road

Tree survey carried out bi-annually. Tim Laddiman of Broad Oak Tree consultants inspected the whole site in 2013 and recommended work to be carried out. Next inspection has been arranged.


The Dene:

Grass cutting carried out six times per year by Barcombe Landscapes

Recently the subject of an application to become a community asset by a local residential group. Parish Council raised no objection.

Maintained on a regular basis by Buxted Football Club who update Parish Council regularly on proposed changes to pavilion and any works requiring council attention on the recreation ground

Littlewood Lane Triangle

Bi Annual tree inspection is required at this location. This has been arranged for this year.


Allotment Grounds

This site is now managed by the Allotment Association who collect rents and organise all works required on the site.


HH Allotment Field

Regular payment is received from the lady who rents the field for her horses.


Buxted War Memorial

No issues. Cleaning arranged for current year. Next due in 2018.


Pound Green Triangle

Now in parish council ownership and registered.


Bus Shelters:

Coopers Green and High Hurstwood bus shelters maintained by the Parish Council.  Very little works required.

BT Telephone Box (Tanyards Cottages): It is noted that the greenery around the telephone box has been cut back. The clerk was asked to contact BT to ask if they are going to remove new style box opposite Buxted Primary School.


Annual Review of Parish Council’s Risk Assessment

The internal auditor confirmed the Council’s Risk Assessment was fit for purpose at the 2015/16 internal audit. Members noted.



Annual Review of Parish Council Insurance Policy


It was noted that the current insurance policy is part of a three year ‘tied in’ plan with one year to run.


The clerk confirmed that Parish Council insurance cover has been amended to include the Pound Green Triangle and fencing, incurring no extra cost.



Members Questions

Members discussed Reading Room fees and charges and request that the Finance Committee review these in November, but with a recommendation for no raise in fees.



Any Other Matters Properly Notified

None this meeting.



The meeting closed at 8.30p.m.



Posted in Property Meetings