PITSTONE PARISH COUNCIL PAVILION COMMITTEE
Minutes of the Pavilion Committee Meeting 
held on 15 October 2012 at the pavilion, starting at 7.30pm

PRESENT:	Cllr Saintey (Chairman), Cllr Ginda, John Groom (Ground Keeper), Kirk Rogers (JFC), Robert Culley (I&PUCC), Jay Adlem (P&IU Snr), Daryl Masters (JFC) and David Frankum (I&PUCC), Laurie Eagling (clerk).
APOLOGIES:	Cllr Blunt, Bob Beasley (P&IU Snr), Stuart Plenty (P&IU Snr) & Mark Roberts (P&IU Snr)

P13/12	ATTENDANCE AND APOLOGIES - See above.    In light of the fact that there were only two members of council and therefore the quorum was not met, the following points were made for information only and no resolutions were made.

P14/12	QUESTIONS FROM THE PUBLIC – None present.

P15/12	DECLARATIONS OF INTEREST – Cllr Ginda declared that he was a trustee to the Towns Land charity.

P16/12	APPROVE MINUTES OF LAST MEETING 	
The minutes of the previous meeting held on 30 April 2012 were approved as a true and correct record.  The Chairman was duly authorised to sign them.

P17/12	CLERKS REPORT – noted, see attached

P18/12	GROUND KEEPERS REPORT
Probably needs 50 tonnes of top dressing per pitch for 5 years to get both pitches into good condition and even then the underlying soil conditions may mean it never becomes excellent.

It was recommended that approximately £4,000 per pitch, which is in line with nationally recognised levels, be set aside for maintenance work this year – weather dependant.

The JFC will assess their options to see if the end of season presentation day can be brought forward so that A J Groom can have access to the pitch by mid May instead of June.

P19/12	POTENTIAL SITE DEVELOPMENT
I&PJFC and I&PUCC both need to work together to identify which parcels of land they are negotiating with the Towns Land Charity, how much land they can share, what other requirements the plan will generate (eg use existing pavilion or need extra one?) and provide a business case to the charity that will support an application to the Charity Commission to prove that such an application/change of use would be in the best interests of the charity (eg both financially and via security of tenure).

The parish council is to re-confirm to the Towns Land Charity that there is no formal Pitstone 2020 plan being produced at present but that we would be in support of redevelopment of this site to include football and cricket provision for the village.

P20/12	CRICKET CLUB
The success of the team, the creation of an extra development team and the impact on the recreation ground was discussed.   Cricket will now be played nearly every week end during the season, which concludes at the end of August.   All matches will be logged with Sue Gregory to ensure there are no clashes with pre-season football matches.   Congratulations were given to the cricket club on their success.

P21/12	PITCH USE DURING BAD WEATHER
All clubs agreed to be flexible with regard to pitch use during bad weather to ensure that matches weren’t held if it was likely to damage the pitch for a subsequent hirer or subsequent period of time.    This is particularly important at the beginning of the season when trying to preserve the state of the pitch for as long as possible.    Clubs were thanked for their co-operation.

P22/12	REPORTS
See attached clerks report.

Signage
I&PJFC requested permission to erect a sign on the front of the building saying “Pitstone Sports Pavilion, home to:  xxxxxxxxxxxxxx, xxxxxxxxxxxxxxxx” where the teams could be listed.   This will help visiting teams find the site.  The JFC will meet the cost and ensure it complies with any necessary planning obligations.

Balancing Pond
Both teams advised the council that the balancing pond site owned by Taylor Wimpey is becoming a health and safety concern because of the size of the brambles.  It is now almost impossible to retrieve lost balls from the site.    The parish council can’t spend public money on privately owned property and the probation service is not sending out teams at present due to a lack of supervisors.   The parish council will write to Taylor Wimpey and encourage them to take remedial action on their land to ensure public health and safety.  The parish council could reconsider a properly installed netting system along the top of the fence & may like to obtain some quotes.  It should be noted that this side fence is unlikely to be removed whatever the redevelopment of the site holds.
	
P23/12	DATE OF NEXT MEETING
	Monday 18 March at 7.30pm in the pavilion, with proposed fees for following season and an update on site development plans from the clubs on the agenda.

P24/11	CLOSURE OF THE MEETING 
	There being no further business to be transacted, the chairman closed the meeting at 9.30pm.

Signed:    ________________________________________		Date: ______________________

                Chairman