PITSTONE PARISH COUNCIL PAVILION COMMITTEE
Minutes of the Pavilion Committee Meeting 
held on 23 September 2013 at the pavilion, starting at 7.40pm

PRESENT:	Cllr Saintey (Chairman), Cllr Blunt, John Groom (Ground Keeper), Daryl Masters (JFC), 
Jim Fisher (JFC) and Laurie Eagling (clerk).

APOLOGIES:	Kirk Rogers (JFC), Robert Culley (I&PUCC), Stuart Plenty (P&IU Snr), Jay Adlem (P&IU Snr) and Cllr Ginda

ABSENT:	Bob Beasley (P&IU Snr) and David Frankum (I&PUCC)

P12/13	ATTENDANCE AND APOLOGIES - See above.  As there were not three members of council present, the meeting continued for information only and all matters that need resolution will be referred to the next full council meeting.    

P13/13	QUESTIONS FROM THE PUBLIC – None present.

P14/13	DECLARATIONS OF INTEREST – None declared.

P15/13	APPROVE MINUTES OF LAST MEETING 	
The minutes of the previous meeting held on 8 July 2013 were approved as a true and correct record.  The Chairman was duly authorised to sign them.

P16/13	CLERKS REPORT – noted, see attached

P17/13	GROUND KEEPERS REPORT

Pitches looking great.   JFC commented on how good the pitches are this year.   The grass has been left a little bit longer this year which has helped to protect the pitch.  JFC praised the pitch maintenance and said that even when other clubs were having to call off matches due to the weather, that the pavilion pitch was still fine as it has good drainage.

The adult goal mouth nearest the pavilion is being eroded by the kids that keep climbing the fence.  The rest of the adult pitch is holding up well, especially given the volume of matches that have already taken place this year (as opened for pre-season friendlies in July).  

P18/13	POTENTIAL SITE DEVELOPMENT

This issue has been ongoing since March 2011 when the clubs first approached the charity, and to-date no real progress forwards has been made. The JFC will drive forward the development plans with the Towns Land Charity.   The JFC and the CC are still due to submit a joint business plan, but this hasn’t happened.  The parish council explained the parameters around the existing maintenance funding for the pitch (due to expire in 12-24 months), the fact that the pavilion maintenance money has already run out, and the leisure funding being held by AVDC (must have developed plans by 2017).  In order to comply with the 2017 deadline, the parish council will need to work on plans by 2015 to allow sufficient time for options to be investigated, clubs to be consulted, public procurement processes to run, grants and planning permission to be applied for etc.   

The parish council stressed that it was very supportive of the proposed development by the JFC and CC, and wanted to give the clubs/charity as much opportunity as possible to reach an agreement, but that it was important that significant steps were made in the next 12 months to reach a conclusion (positive or negative) otherwise alternative plans would have to be made for the site.

The parish council offered any assistance that JFC may need and also offered to tailor pavilion committee meetings around their development needs eg the meetings could revert to monthly if that would be of benefit.   A date for the next meeting to be proposed by JFC once they have investigated the current issues.

P19/13	TRAINING / MATCHES

1.	Training

JFC presented the case for their belief that the training space did not offer good value for money due to the size of illuminated ground and state of the off-pitch areas.  Both of these points were acknowledged.  JFC currently pay £24 per session at the pavilion vs £41 per hour at Tring (for one third of a floodlit all-weather pitch).

An external team (with local children that play for them) have also enquired whether they could train at the facility on a Tuesday evening but believe the price to be uncompetitive.  They are paying £15ph in Watford for floodlit all-weather facility.

The Senior football club are training at the site on a Tuesday and Thursday evening from 
8-9pm for £38.40 per session.

Many of the JFC teams will be relocating to the all-weather pitch at Tring during the winter (as per last year) so DM said there would be little point altering the hire rate now.  There was a belief expressed that the training area would be unplayable by the end of October if the weather was poor, due to the high use of this small area (as occurs most years due to the lack of a proper training space).   As in previous years, some training may resume in the spring.

It was agreed that the matter would be referred to the full council meeting for consideration.

2.	Matches

The JFC raised their concern over foul language at a recent senior match when the juniors were playing at the same time.  The incident has already been raised with the football club concerned by the parish clerk and they apologised.  Both teams and the referee had apparently been briefed before the match on the need for language to be moderated but the club will ensure that the message is repeated at each match.   John Groom advised that the referee has to react if a complaint is made, so if the issue arises again in the future the managers on site should raise the issue with the match referee.

JFC raised a concern about the level of smoking on site, however this is taking place outside the pavilion building and is therefore not prohibited.   There is no-way for the parish council to enforce a total site ban.   It was not proposed to take any action at present.

The Senior football club are playing at the site on Saturday 12 October when the recreation ground is unavailable (P&ICU have arranged an away match that weekend).

P20/13	SPONSORSHIP/INCOME OPPORTUNITIES

1.	Banners

Ashby’s banner erected.  It was agreed to request that the parish council consider offering the club sponsors the opportunity to advertise their banners at the pavilion free-of-charge for this one year only, as part of their sponsorship package.  This may help to drum up more paying business.   If the adverts work, they may take out banner advertising the following year.  Seeing more banners erected may prompt more advertisers to take advantage of the opportunity.

The JFC commented that they may wish to erect a banner at the site.  The planning regulation prohibitions relating to advertising by the highway were discussed.

2.	Sponsorship/lunchtime football

The possible limitations to attract sponsorship were discussed.  It was suggested that we may be able to make enquiries with Rob Spiller who works at Safran about their sports provision / enquries.  Otherwise, place on hold.

P21/13	FEE AND COMMITTEE STRUCTURE

The issues surrounding pavilion hiring policy and fee structure were discussed.   It was felt that these issues will be considered more fully at the annual rent review but for the present, the discount policy should remain as at present, with village based teams receiving a discount and an advisory seat on the committee so that they can influence development at the site.

P22/13	REPORTS

See clerks report.

21 roof tiles have been broken in the space of 2 weeks.   It is now believed that this is being done by kids/young adults (14-24years) that think it is a game to see if they can smash one.  There has been up to 20 kids on the field during the summer holidays that have climbed over the fence or come through the balancing pond gate.  Thames Valley Police have been asked to patrol the area to speak to any kids they can find.   John Groom will dismantle the adult goals and put them in the container.  JFC approved for John Groom to padlock the remaining portable goals together (combination code provided to those present) to see if that acts as a deterrent to the kids.

JFC advised that they will be bringing a set of 9 a-side goals in October.  They will not be transferring ownership to the parish council as have been part grant funded.   Therefore, they can’t be insured etc by the parish council and JFC will take full responsibility for their ongoing maintenance and insurance.  JFC will try to leave the goals complete in the container to protect them.

P23/13	ANY OTHER BUSINESS

JFC asked if the parish council had given thought to the provision of a defibrillator in the village (cost £800-£2000).   JFC resolved at their last committee meeting that they would investigate the matter further.   The parish council agreed to also make some initial enquiries regarding Community First Responders and amongst health professionals and the matter can be discussed again at the next committee meeting.  

P24/13	DATE OF NEXT MEETING

	JFC will propose a date shortly.

P25/13	CLOSURE OF THE MEETING 

	There being no further business to be transacted, the chairman closed the meeting at 9.10pm.

Signed:    ________________________________________		Date: ______________________

                Chairman