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

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

SL21/16	ATTENDANCE AND APOLOGIES - See above.    

SL22/16	QUESTIONS FROM THE PUBLIC – None present.

SL23/16	DECLARATIONS OF INTEREST

Councillor Groom declared a pecuniary interest in A J Groom.

SL24/16	APPROVE MINUTES OF LAST MEETING 
	
The minutes of the previous meeting held on 9 May 2016 were approved as a true and correct record.  The Chairman was duly authorised to sign them.

SL25/16	PAVILION/SPORTS SITE RE-DEVELOPMENT

1.	Football Redevelopment

a.	Ball Stop Netting
i.	JFC were thanked for their offer to contribute £300 towards the cost of ball stop netting.
ii.	It was RESOLVED to ask PA to arrange a visit to a site with the netting installed; to confirm happy with operational mechanism/number of poles/leaving up over weekend/screws.  Once happy all issues considered, then can apply for planning permission.

b.	Privacy Panel and Kitchen Amendments
i.	Panel removed.  PA to move to container.  BS to attend to check PA key etc.  PA to take remedial action with now exposed stud in floor.
ii.	P&IUFC waiting for a quote re internal kitchen amendments.  Now propose to only sell tea/coffee and packaged snacks, no cooking.  It was suggested that they may then prefer to utilise tables rather than investing expenditure for just one season.

2.	Scout Hut

No representative present.  It was RESOLVED to write to Gayle Sturrock.

3.	Tennis/Netball

The provision of the floodlit MUGA for tennis, netball and 5-aside football is dependent 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

a.	Revisions to the proposed configuration of the new building(s) were discussed.  It was RESOLVED to pursue amendments and extension of the existing building for football/sports use plus a separate second self-contained building for other hire/studio activities/youth café.  It was noted that this may change, depending upon the response from scouting.
b.	It was RESOLVED to obtain quotes for initial concept drawings
c.	It was noted that the parish council needed to do lots of work on the business case for this project.  It was felt that there were still too many unknown factors to produce a compelling document prior to 29/7/16 for NHB submission.
d.	It was RESOLVED to contact NHB to update on the project delays and see whether an application could be submitted with just the available information or if the council would be better waiting until the next year’s submission.

SL26/16	OTHER PAVILION CENTRE MATTERS

1.	The groundkeeper had advised that the season for P&IUFC commences on 6/8/16 although it is not yet known if this will be a home or away match.   
2.	JFC advised that their matches would not recommence until September as usual.
3.	The pitch hire analysis for the 2015-16 season was circulated.
4.	It was RESOLVED to meet the cost of necessary repairs since the last meeting including: one peg needs replacing in the changing room and one row of pegs needs re-affixing to wall (commission J Leonard)

SL27/16	OTHER SPORTS AND LEISURE MATTERS

1.	It was RESOLVED to meet the cost of necessary repairs since the last meeting including: one bench on the recreation ground needs a slat re-affixing, a section of matting in front of the kicking goal needs removal to avoid trip hazard plus a home-made skate ramp needed removal from the Hever Close play area (commission M F London for all).   Spilt bean bag beans had been largely removed by litter picker, some remain.  It was noted that one of the swing poles was rocking again – investigate repair.
2.	It was noted that the goal had been installed at Hever Close on 9/6/16.  Many parents and young people supportive.  One resident raised a concern about litter.  One resident raised numerous concerns.  No anti-social behaviour identified at present.  It was RESOLVED to increase visits to the site and monitor the situation.  
3.	Open Space Policy – carry forward, comments and amendments not yet received from all members.

SL28/16	REPORTS

1.	It was noted that the Brookmead School visits to the allotment site had been very successful. 
2.	It was noted that there were wild orchids growing on the allotment headland, which is wonderful.
3.	It was noted that PI&CUFC were trying to arrange a charity football match on the recreation ground during August but if this could not be accommodated due to cricket, that the club would request the pavilion.

SL29/16	DATE OF NEXT MEETINGS

	The attendees were reminded of the next meeting dates:

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.

SL30/16	CLOSURE OF THE MEETING 	

There being no further business to be transacted, the chairman closed the meeting at 9.00pm.

Signed:    ________________________________________		Date: _____________________             Chair