PITSTONE PARISH COUNCIL SPORTS & LEISURE COMMITTEE
Minutes of the Sports & Leisure Committee Meeting 
held on 13 January 2016 at the pavilion, starting at 7.30pm

PRESENT:	Cllr Mrs Groom (Chair), Cllr Weber, John Groom (Ground Keeper), Paolo Aquila (P&IUFC), Daryl Masters (JFC), Matthew List (JFC) and Laurie Eagling (clerk)
APOLOGIES:	Cllr Blunt, Cllr Saintey, Keith Steers

P1/15	ATTENDANCE AND APOLOGIES - See above.   As the council committee was not quorate (only 2 members in attendance), it was agreed to progress with the meeting for update purposes, but all matters requiring resolution would be referred to full council.

It was agreed that Councillor Groom would chair the meeting in the absence of Councillor Saintey.

P2/15	QUESTIONS FROM THE PUBLIC – None present.

P3/15	DECLARATIONS OF INTEREST

Councillors Weber and Groom both declared interests as members of the Neighbourhood Development Plan committee, for which a dispensation exists.
Councillor Groom declared a pecuniary interest in A J Groom.

P4/15	APPROVE MINUTES OF LAST MEETING 
	
The minutes of the previous meeting held on 30 March 2016 were approved as a true and correct record.  The Chairman was duly authorised to sign them.

P5/15	POTENTIAL SITE DEVELOPMENT

1.	It was noted that the South Midlands League were positive about the development plans.  Sport England had provided an initial response but would require further details when the planning application was submitted before they would respond fully.

2.	An application had been submitted to Hanson with regard to the covenant on the land.  Their legal department are currently considering the issue and will respond in due course.

3.	No update was available from the Town Lands Charity at the time of the meeting.

4.	The project breakdown (attached) relating to the layout was considered.   None of the clubs expressed any issues with the proposed definition and proposals.

Paolo provided some initial quotations for various elements supplied by Stadium Solutions and Prism Construction.  The council thanked him for the work undertaken to date.

Paolo had investigated ball stop netting.  A system that could be wound down to ground level when not in use and rolled up during a match would cost in the region of £4-8k excluding installation.  The Senior FC would like this installed to three sides of the ground (balancing pond side, car park side and rear charity field side) prior to commencing at the site in September 2016. 

The senior club would also like a more permanent pitch barrier (currently post and rope) prior to the start of the season, plus better facilities to provide refreshments eg a fridge.  

5.	The JFC expressed some concerns that if the Senior FC took over a lease of the site that provision for junior football may be slowly eradicated in the long term.   JFC expressed a desire to remain at the pavilion site and not to utilise the recreation ground pitch.

6.	Funding Routes

a.	Paolo advised that the Football Foundation offered grant programs funding up to 70% of the cost of items required to meet the league requirements.
b.	Some S106 funding may be available.
c.	It may be possible to apply for New Homes Bonus grant.
d.	Other football and sports grants streams may be applicable.

Each will need to be considered as we progress through the project stages in more detail.

P6/15	ONGOING FINANCING OF SPORT AND LEISURE

The latest financial update for the site was considered (see attached).   It was noted that the S106 maintenance funds had now finally been depleted.   The total cost of site management was therefore being funded from rental income and precept.  This placed a responsibility on the parish council to ensure that the council tax funds were being spent for the advantage of all residents and providing good value for money.

Longer term income streams were discussed including site sponsorship, advertising hoardings, income from a bar and income from other hirers.

P7/15	PAVILION / SPORTS SITE ISSUES

1.	Goal safety inspections and usage

Clubs were reminded about the goal use policy and the need to carefully check the goals prior to each match.  This is something that the clubs need to undertake as it is the club that moves the goals into position before play.

It was recommended not to undertake goal strength test inspections at the present point in time (quotation £450 for 5 goals from Mark Harrod who appear to be the only body to offer the service).

2.	Youth Issues

The activity of the youths was discussed.  There is no easy solution until the perimeter fencing can be enhanced and/or an alternative site is available for the teenagers to use.

3.	Maintenance Works

A summary of the works undertaken to date was considered and noted (see attached).

P8/15	GROUND KEEPERS REPORT

The ground keeper provided an update on the condition of the pitches and the disappointment following the mis-use over the Christmas school holidays that had damaged the larger pitch by both the goal areas and penalty points.

A replacement longer chain was requested for the front car park gate to make entry/exit easier.

P9/15	FEEDBACK FROM HIRERS

Neither JFC or SFC had any further issues to raise.

P10/15	OTHER SPORT & LEISURE DEVELOPMENT

1.	Open access football/basketball MUGA (not floodlit) is still aspired to by the village green/recreation ground and will be subject to discussions with the developer of the Pitstone Development Area (PDA) when they are appointed.

2.	
The parish council still aspires to provide a skate park and new play area on the land currently used for leisure next to the village green.  They will be working with the developer of the PDA about knock-on implications for leisure development to try and safeguard this possibility.

3.	Any issues arising from sport on the village green
It was understood that the cricket club would be writing to the parish council in due course about portable cricket nets/cages and the provision of some form of pavilion.

4.	Play Provision
No issues or remedial works had arisen since the council meeting.

P11/15	RECEIVE FEEDBACK FROM PITSTONE YOUTH FORUM

Councillor Groom and the Clerk attended the Youth Forum meeting on 13/1/16.  The young people were still keen to see a skate park and updated play equipment installed.  They acknowledged the current problems regarding the pavilion and vandalism to the youth shelter.   The Forum would make further enquiries to see if a full sized football goal on land by Hever Close would be welcomed.

P12/15	EVENT AND OPEN SPACE POLICY

Consideration of this draft policy was postponed until the next meeting as councillors hadn’t considered the issues in depth.

P13/15	REPORTS
	No further reports tabled.

P14/15	DATE OF NEXT MEETINGS

	It was agreed that in order to progress the redevelopment plans that meetings would need to be held monthly for the foreseeable future.  All meetings to be on a Monday evening at 7.30pm.  Ideally 2 weeks prior to the main council meeting so that any issues requiring resolution by full council can be included on the next agenda issued 1 week ahead of the meeting.

Therefore, dates proposed as:

Monday 8 February 2016 – Meeting Room at Pitstone Memorial Hall
Monday 7 March 2016 – Meeting Room at Pitstone Memorial Hall
Monday 11 April 2016 – the sports pavilion
Monday 9 May 2016 – the sports pavilion
Monday 13 June 2016 – the sports pavilion
Monday 11 July 2016 -  the sports pavilion
Monday 8 August 2016 – the sports pavilion
Monday 12 September 2016 – the sports pavilion
Monday 10 October 2016 – Meeting Room at Pitstone Memorial Hall
Monday 7 November 2016 – Meeting Room at Pitstone Memorial Hall
Monday 12 December 2016 -  Meeting Room at Pitstone Memorial Hall

It was noted that not all meetings would require attendance by all members and therefore the core councillors would attend each meeting, and invitations would be issues to those for whom there were relevant agenda items.

Meetings to be in the meeting room at the hall during cold/winter months and on site at the pavilion during warmer/summer months.

P23/14	CLOSURE OF THE MEETING 	

There being no further business to be transacted, the chairman closed the meeting at 8.40pm.

Signed:    ________________________________________		Date: _____________________             Chairman