PITSTONE PARISH COUNCIL SPORTS & LEISURE COMMITTEE
Minutes of the Sports & Leisure Committee Meeting 
held on 9 May 2016 at the Pavilion, starting at 7.30pm

PRESENT:	Cllr Mrs Groom (Chair), Cllr Saintey, Laurie Eagling (clerk), Paolo Aquila (Senior FC), 
Daryl Masters (JFC), Matthew List (JFC) and Gayle Sturrock (I&P Scouts).
APOLOGIES:	Cllr Weber (work commitment), Cllr Blunt (work commitment) and John Groom (Groundkeeper) (work commitment)

SL11/16	ATTENDANCE AND APOLOGIES - See above.    The meeting was not quorate.  Therefore, it was RESOLVED to proceed on the basis that all recommendations be forwarded to full council for approval/consideration on 26 May.

SL12/16	QUESTIONS FROM THE PUBLIC – None present.

SL13/16	DECLARATIONS OF INTEREST

Councillor Groom declared a pecuniary interest in A J Groom.

SL14/16	APPROVE MINUTES OF LAST MEETING 
	
The minutes of the previous meeting held on 11 April 2016 were approved as a true and correct record.  The Chairman was duly authorised to sign them.

SL15/16	PAVILION/SPORTS SITE RE-DEVELOPMENT

1.	Scout Hut

Gayle Sturrock provided an update from 1st Ivinghoe & Pitstone Scouts.   A number of Scouting funding streams had been identified to help fund dedicated building works.  The Scout Group were in the process of considering all their possible options eg refurbishing, rebuilding on current site, building in Pitstone, utilising Brookmead, shared buildings etc.  No decisions had yet been made as the group were still in the process of collecting information and considering the various possibilities.  Meetings continue over the coming few weeks and Gayle will keep the committee advised of any decisions.

2.	Football Redevelopment

a.	Pitch Extension
The senior football club had decided to postpone the pitch extension works until the shut period at the end of the 2016/17 season.  They will utilise the intervening 12 months to fundraise, apply for grants etc.

Ball Stop Netting
b.	The parish council had resolved at their meeting on 28 April 2016 to offer a grant of £680 to the senior football club towards the cost of ball stop netting, and to meet the costs associated with an application for planning permission.
c.	ML indicated that JFC may be willing to contribute towards the cost of the project as there would also be an upside to their club.  ML to speak to the JFC committee and report back to the next sports & leisure committee meeting.
d.	A walk around the site was held at the end of the Sports & Leisure Committee meeting to determine the exact requirements of the planning permission and the necessary revisions to the draft quotes.

Pitch Barrier
e.	PA advised that the senior football club aspire to raise enough funds to install a pitch barrier during the 2016/17 season.  The club should keep the sports and leisure committee updated with progress and the committee will consider the application at the appropriate time.

Internal Amendments
f.	The senior football team wish to remove the privacy panels (at their cost) inside the home changing room.  It was RESOLVED that the clerk would check if this was permissible with Bill Scholes of the South Midlands League.
g.	The senior football team wish to install a serving counter with storage and/or fridge underneath across the kitchen area and consider offering fried food at matches as well.  It was RESOLVED that the PA would obtain some quotes for the council to consider.  It was RESOLVED that the clerk would help the club investigate legal issues surrounding environmental health, food safety certification etc.   It was RESOLVED that full council be asked for a general steer ahead of the work being undertaken to obtain quotes.

3.	Tennis/Netball

The provision of the floodlit MUGA for tennis, netball and 5-aside football is dependant upon the procurement of additional neighbouring land.  The landowner is still trying to establish the terms under which it might offer the land for lease.  

4.	Parish Council Redevelopment of building, external storage, perimeter, car park etc
The parish council need to work on an exact specification for the proposed building and accompanying business case.

SL16/16	OTHER PAVILION CENTRE MATTERS

1.	It was noted that the large pitch will be closed from Sunday 15 May and the smaller pitch closed from Sunday 22 May.  In previous years, the pitches have been re-opened for limited play in August with full play in September.  The ground-keeper will keep clubs updated as the renovations progress.
2.	It was RESOLVED to meet the cost of necessary repairs since the last meeting including: one replacement padlock for the kitchen security grill and one replacement flip top bin for the home changing room.

SL17/16	OTHER SPORTS AND LEISURE MATTERS

1.	Allotment tenancy renewals now complete.  No vacant plots.
2.	It was noted that no remedial works had been required at the play areas during the previous period.
3.	The annual playground inspection report provided by Wicksteed was discussed.  As not all members were present, it was therefore RESOLVED to carry this item forward to the next full council meeting where the members would make recommendations to full council.
4.	It was noted that the full parish council had resolved to purchase a socketed park goal for the kicking area by Hever Close playground.  Permission for erection had been granted by both Taylor Wimpey and Aylesbury Vale District Council.
5.	Open Space Policy – comments and amendments not yet received from all members.

SL18/16	REPORTS

1.	No new reports.

SL19/16	DATE OF NEXT MEETINGS

	The attendees were reminded of the next meeting dates:

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.

SL20/16	CLOSURE OF THE MEETING 	

There being no further business to be transacted, the chairman closed the meeting at 9.40pm.

Signed:    ________________________________________		Date: _____________________             Chair