PITSTONE PARISH COUNCIL SPORTS & LEISURE COMMITTEE
Minutes of the Sports & Leisure Committee Meeting 
held on 1 February 2016 at the pavilion, starting at 7.30pm

PRESENT:	Cllr Mrs Groom (Chair), Cllr Weber, Cllr Blunt, Cllr Saintey and Laurie Eagling (clerk)

P24/15	ATTENDANCE AND APOLOGIES - See above.   

P25/15	QUESTIONS FROM THE PUBLIC – None present.

P26/15	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.

P27/15	APPROVE MINUTES OF LAST MEETING 
	
The minutes of the previous meeting held on 13 January 2016 were approved as a true and correct record.  The Chairman was duly authorised to sign them.

P28/15	SITE RE-DEVELOPMENT

1.	After much consideration it was RESOLVED that it would be best to pull all the plans together during the course of the next 12 months and aim for implementation May-August of 2017, rather than try to rush anything through for May 2016.   This allowed for the fact that AVDC would require at least 12 weeks to determine any planning application, which would be necessary for ball stop netting, floodlights and building improvements and therefore there was insufficient time to implement this before May 2016.

2.	It was RESOLVED to task the football teams to progress quotes, layouts and planning for the football pitch related items.  Assuming planning is granted, they can follow through with grant applications and funding plan.   To be completed by the end of the calendar year.  Progress to be reported at each monthly meeting.

3.	It was RESOLVED to task the 1st Ivinghoe and Pitstone Scouts to progress quotes, layouts and planning for the scout hut/community building.  Assuming planning is granted, they can follow through with grant applications and funding plan.   To be completed by the end of the calendar year.  Progress to be reported at each monthly meeting.

4.	It was RESOLVED that the Parish Council should progress quotes, layouts and planning for the extended/replacement pavilion building and associated general works such as perimeter boundary and car park as this would also permit a wider community benefit.

5.	It was RESOLVED that the Parish Council would investigate quotes for layouts, architectural plans etc for the potential community/youth building.

6.	It was RESOLVED that the Parish Council would obtain initial information and then apply for an S106 grant to fund development costs, architects etc as well as the building works relating to item 4 above.

7.	It was RESOLVED that the Parish Council would apply for additional grants towards the construction costs of work detailed in item 4 above wherever applicable.

8.	It was noted that no further update was expected from the Town Lands Charity until March and therefore the multi-use games area element could not be progressed at present.

9.	It was noted that Hanson had requested further information relating to the covenant.

10.	See attached revised lists of responsibilities and project breakdown.

P29/15	TERMS OF REFERENCE AND COMMITTEE STRUCTURE

	It was RESOLVED to no changes were required to the terms of reference for the committee.  All items of a strategic nature will continue to be referred to the full council for approval.

P30/15	DATE OF NEXT MEETINGS

	It was RESOLVED to cancel the 8/2/16 meeting so that progress could be made before meeting the clubs.

Monday 8 February 2016 – Meeting Room at Pitstone Memorial Hall - cancelled
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

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

P31/15	CLOSURE OF THE MEETING 	

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

Signed:    ________________________________________		Date: _____________________             Chairman