PITSTONE PARISH COUNCIL SPORTS & LEISURE COMMITTEE
Minutes of the Sports & Leisure Committee Meeting 
held on 14 March 2016 in the social room at the Memorial Hall, starting at 7.30pm

PRESENT:	Cllr Mrs Groom (Chair), Cllr Weber, Cllr Blunt, Cllr Saintey, Laurie Eagling (clerk), Paolo Aquila (Senior FC), Matthew List (JFC), John Groom (Groundkeeper), Daryl Masters (JFC), John O’Keefe (Scouts)

P32/15	ATTENDANCE AND APOLOGIES - See above.   

P33/15	QUESTIONS FROM THE PUBLIC – None present.

P34/15	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.

P35/15	APPROVE MINUTES OF LAST MEETING 
	
The minutes of the previous meeting held on 1 February 2016 were approved as a true and correct record.  The Chairman was duly authorised to sign them.

P36/15	PAVILION/SPORTS SITE RE-DEVELOPMENT

1.	Overall Site
It was noted that Hanson had confirmed that they had no issues to the proposed redevelopment in relation to their covenant, so long as no commercial or residential units were included.

2.	Parish Council Redevelopment of building, external storage, outside perimeter, car park etc
a.	Design and Build
Following several meetings it was concluded that a Design and Build contract was probably the most effective way to take the project forward.  It was noted, that advice received indicated that it was vital that the project was properly specified at the outset to ensure adequate quotations were received.  Given the estimated size and cost of the project, the council will be required to operate under strict procurement legislation.  The Parish Council were seeking procurement assistance from AVDC.
b.	Funding
An expression of interest has been lodged with AVDC re S106 part funding and a full application will be submitted once costs clearer.
An expression of interest has been lodged with New Homes Bonus and a full application invited by 29/7/16.
Other grant opportunities a possibility but need costs/planning prior to application so will depend on need and available timescale.
c.	Ongoing Finance
The parish council to work with all clubs that will utilise the site to develop a business plan for submission with the grants and to show an improved ongoing funding stream to support the site.

3.	Football
a.	Paolo confirmed that set levels of funding were available from the Football Foundation.  The level of funded depends upon whether the team are promoted at the end of the season.  Maximum 70% of any one item.  Maximum £100,000 if promoted to step 6.  One years grace to put all the measures into place.
b.	The football club seek permission to implement a number of items during the closed summer period this year ie May 2016 to September 2016 including lengthening and moving the senior pitch, moving the junior pitch, ball stop netting to the balancing pond and rear sides, pitch barrier, pitch path, turnstiles etc.  A number of quotations had been obtained for each item.  It was RESOLVED to arrange a separate meeting to consider all the quotations and options, look at the funding obtained and determine which elements can proceed in what timescale.  It was noted that Planning Permission would be required for the ball stop netting and therefore this could not be installed in May.
c.	Paolo outlined some thoughts to assist with the ongoing financing of the site including the sale of advertising on boards around the pitch fencing, sponsorship of the site, sponsorship of the stands (once they were installed) and proceeds from bar sales.

4.	Scouts
Options for the scouts were discussed and considered again.  John O’Keefe to speak to the 1st Ivinghoe and Pitstone Scouts and return to the parish council with any update etc.

5.	Tennis/Netball
The provision of the floodlit MUGA for tennis, netball and 5-aside football is dependant upon the procurement of additional neighbouring land.  A meeting is scheduled with the owner next week.

P37/15	OTHER PAVILION CENTRE MATTERS

1.	It was noted that regardless of whether the pitch lengthening could take place, the grounds would still require summer renovation, because the bulk of the pitch areas would remain in use.  It was RESOLVED that the ground-keeper would submit a quotation for the works for consideration/approval at the Parish Council meeting on 24/3/16 (likely to include 50 tonnes of top dressing, 15 bags grass seed and fertiliser).
2.	It was noted that some fence panels had fallen and RESOLVED to meet the cost of replacement by the ground-keeper (estimate £350 vs 2 other quotes in the region of £700).
3.	It was noted that Tring Town had requested the ability to train at the pavilion site from September to March on a Thursday evening.  Both JFC and seniors thought this may be possible.  Both clubs to discuss and confirm before the slot is released.

P38/15	OTHER SPORTS AND LEISURE MATTERS

1.	Allotment tenancy renewal letters have been issued.  All paperwork due to be returned by 25/3/16.
2.	It was noted that no remedial works had been required at the play areas during the previous period.
3.	It was noted that the meeting had not yet been arranged with the youths.
4.	It was decided to postpone consideration of the Open Spaces Policy to the next meeting.  Councillors to read the document and come prepared to discuss prices/terms etc.  Clerk to re-issue.

P39/15	REPORTS

1.	Annual playground inspections booked for April 2016 with Wicksteed.

P40/15	DATE OF NEXT MEETINGS

	The attendees were reminded of the next meeting dates:

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.

P41/15	CLOSURE OF THE MEETING 	

There being no further business to be transacted, the chairman closed the meeting at 9.05pm.

Signed:    ________________________________________		Date: _____________________             Chair