18 October 2023 Minutes
CHAPEL ST LEONARDS PARISH COUNCIL
MINUTES OF THE MEETING OF THE
ADMINISTRATION COMMITTEE
Wednesday 18thOctober 2023 at 1:00pm at the
Church Hall, Church Lane, Chapel St Leonards
Present: Cllr Seabrooke, Cllr Hamilton, Cllr Doko, Cllr Whitmore, Cllr Robinson and Cllr Christie-Smith
Apologies: Cllr C Jude
Deputy Parish Clerk: Mrs S Bristow
Proper Officer: Miss A Maynard
Members of public present: 0
AC1/10-23 Chair’s Welcome
AC2/10-23 Apologies for absence
Apologies were received and accepted from Cllr Jude. Cllr Doko left the meeting at 14:05 and Cllr Seabrooke left the meeting at 14:50.
AC3/10-23 Declarations of Interest
None
AC4/10-23 To resolve as minutes the record of the meeting on 18 September 2023
RESOLVED and signed by the Chair
AC5/10-23 To consider additional MUGA fencing quotes
The office noted receiving an additional quotation, where the costs far exceeded expectations. The operatives will be tasked with looking at in-house possibilities. The quotes for the accessible swing replacement and repair were deferred until after the upcoming play park inspection.
AC6/10-23 Parking and public conveniences update
The office advised payments from the new parking managers were being received in good time and all was working well. The previous managers had only just submitted the tally for April-August 2023 and a payment has been promised forthwith. The office confirmed the Chapel Point toilets will close on 4th November with a deep clean and drain down taking place later that week.
AC7/10-23 To discuss potential sponsorship of Council owned vehicles
RESOLVED not to offer sponsorship and the office will investigate disposal and replacement of the council vehicles.
AC8/10-23 To finalise the 2024/27 Grass Cutting tender package
The tender package was RESOLVED to finalise, subject to notes. These include:
• adding a mutual get-out clause to the verbiage,
• updates to the exemplar as follows,
o adding the Football Fields at the same frequency as Charlie’s Folly
o removal of the Memorial Green and Beach Areas
o changing Recreation Field to read Community Play Area
o inclusion of strimming to the Churchyard and Cemetery
o updating Village Footpaths to three cuts per season
o adding a third Church hedge trim per season
• to clarify Grass Removed as removed from the village, not piled for compost,
• to advise that only the footpaths noted with red lines on the October 2023 Parish Paths North & South maps will be included for tendering, (this point was excepted by the Chair as not having been resolved)
• updating the associated word documents to reflect the same areas and frequency of maintenance as the exemplar (grass cutting) and maps (footpaths).
AC9/10-23 To consider quotations for the 2023 Tree Survey
The committee considered two quotations received and RESOLVED to go with the more cost effective of the two. Green Cuts will be advised and booked in to undertake this work at a cost of £300 + VAT.
AC10/10-23 To resolve the date of the next Administration Committee meeting
Resolved as Monday 27th November at 1:00pm.
Having concluded the agenda, the meeting was adjourned at 15:23.