Agenda item

Consideration was given to the report presented by Phil Gill, Green Spaces Manager, which provided current details on the construction of the new camping and caravan site at Rother Valley Country Park.  The development was on track and scheduled for completion and handover in March, 2019, in line with the original project programme.  This was an ambitious programme, but would be in operation from Easter, 2019.

 

Further information was provided on the capital costs of the programme, approval of planning permission in April, 2018 and tenders and the interest and consultation which helped shape the proposals.

 

The project was being carefully managed and there were odd issues cropping up which were being managed within budget.

 

Operation and marketing of the site moving forward was being developed, alongside the secure booking system which would be simple to use deliver best possible income.  This would be subject to further evaluation and review.

 

Additionally, a short presentation, using PowerPoint, was provided for the Select Commission and highlighted:-

 

·                Consultation – Elected Members and examples of comments.

·                Consultation – Youth Cabinet and examples of comments.

·                Consultation – Access4All and examples of comments.

·                Consultation - Caravan Users and examples of comments.

·                Consultation - Local Residents and examples of comments.

·                Recent Progress in photo format – 5^th September, 2018.

 

A discussion and a question and answer session ensued and the following issues were raised and clarified:-

 

·                Site access, disabled pitches, controlled use of showers/toilets and the possibility of caravan storage facilities. 

 

These issues were all being addressed with disabled pitches for reservation nearer the reception and access controls to the toilet blocks.  Whilst there was no independent storage space for caravans planned in the longer term consideration will be given to identifying a piece of land specifically for caravan storage to maximise business opportunities. 

 

·                Completion of groundworks and any potential risk to the project not being completed on time.

 

All the building work and surfaces were complete. There were no areas of concern in relation to groundworks. Work was still ongoing to roadworks to bring them up to level to get surfaced and pitches were now having topsoil, being levelled and planted.

 

 

 

·                Page 12 of the report referred to a proposed revised scheme being submitted to Planning Board for a variation to contract and it was not clear if this had been approved.

 

The planning application to vary the condition had been submitted, but had not yet been considered.  There were no concerns outside the main contract works.

 

·                Procurement of the online booking system to go live before end of 2018.  Could the Commission have an update on progress at its February, 2019 meeting.

 

An update on the booking system would be provided in February.  It had taken some time to obtain the approvals needed and an order had now been placed to tailor to specific needs. 

 

·                Business opportunity for caravan owners to store caravans and then have them placed onto a pitch.

 

This was a helpful suggestion on a storage service and would be considered in due course.

 

·                Seasonal pitch consideration which may alleviate some concerns for traffic at arrival/departure times.

 

The provision of seasonal pitches was under review, but some evaluation of demand was required, before branching into other areas.  Departure and arrival times were also being closely looked at to minimise disruption on the road network, for visitors to the park and to enable necessary maintenance around pitches. 

 

·                Monitoring of shower blocks to prevent accidents and to avoid children using them as playgrounds.

 

It was important to maintain shower blocks to prevent abuse and any potential risks.  These areas would be closely monitored by site staff.

 

·                Had consideration been given to contracts for energy and utilities in order to contribute to the savings targets.

 

Further information was to be sought regarding energy and utility contracts.

 

·                Business opportunities for storage and relocation of caravans for owners could be considered, in addition to whether or not local scout groups could use the area out of season and if discounts may be applicable.

 

The service remained open and enthusiastic about discounts and special deals for local groups, but would still have to be mindful how this may impact on other users. 

 

·                Operational signage plan for the whole site and whether this would specific planning permission.

 

Liaison was taking place with colleagues in Transportation around signage and more specifically the brown signs which were strictly controlled.  These could not be provided too far from the site, but initially would be placed at the junction at Wales Bar.  The site was very large and would require internal signage.  Colleagues were considering how best this could be achieved.

 

·                Were there any further plans for static caravans, any indoor entertainment and charging points for electric vehicles.

 

The planning permission did not allow for static caravans nor did it fit with the business model and it was aimed specifically at touring caravans, motorhomes and tents.  An indoor activity would be provided within the main block and have space for a café bar, television, separate games room and some recreation.

 

In the longer term development of the caravan site would be explored further.

 

Discussion had taken place with regards to electric vehicles with some provision installed in 2019. Further information would be shared in due course.

 

·                What were the plans for recycling within the park and were there any plans to dovetail waste plans with those across the Borough.

 

There were plans for special bins to be designed for the separation of waste.   This would be subject to monitoring by staff and signposting information accordingly to users.

 

·                Contingency plans following handover and the official opening for Easter, 2019.

 

The caravan site’s completion date was 4^th March, 2019 and it was hoped to then operate on a trial basis.  Progress would be closely monitored should it be found bookings could not be honoured.  Information already shared via social media showed that the service had already received a huge amount of interest.

 

·                Could the Select Commission visit the site for a pre-completion check.

 

Details regarding a visit would be shared in due course and the appropriate arrangements made.

 

Resolved:-  (1)  That the construction of a new camping and caravan site at Rother Valley Country Park, which was on track and scheduled for completion and handover in March, 2019, in line with the original project programme, be noted.

 

(2)  That a report be submitted early in 2019 looking at the procurement on the online booking system and progress once it was live.

 

(3)  That an update report on progress be submitted to the Improving Places Select Commission six months after the official opening and to feedback on the impact on local residents.