PITSTONE PARISH COUNCIL SPORTS & LEISURE COMMITTEE
Minutes of the Sports & Leisure Committee Meeting 
held on 8 August 2016 at the Pavilion, starting at 7.30pm

PRESENT:	Cllr Mrs Groom (Chair), Cllr Weber, Cllr Mrs Crutchfield, Laurie Eagling (clerk), John Groom (Groundkeeper)
APOLOGIES:	Cllr Blunt, Cllr Saintey, Matthew List (JFC), Paolo Aquila (Senior FC), Daryl Masters (JFC) and Brian Brooks (assisting with the new building).

SL41/16	ATTENDANCE AND APOLOGIES - See above.    

SL42/16	QUESTIONS FROM THE PUBLIC – None present.

SL43/16	DECLARATIONS OF INTEREST

Councillor Groom declared a pecuniary interest in A J Groom.

SL44/16	APPROVE MINUTES OF LAST MEETING 
	
The minutes of the previous meeting held on 11 July 2016 were approved as a true and correct record.  The Chairman was duly authorised to sign them.

SL45/16	PAVILION/SPORTS SITE RE-DEVELOPMENT

1.	Football Redevelopment

a.	Ball Stop Netting and Wooden Fencing
i.	UK Power Networks had attended a site visit with the Parish Council.
1.	UK Power specified their requirements re ball stop netting near the pylon and would return to speak with the appointed contractor
2.	UK Power will arrange for the anti-climb spikes to be replaced
3.	UK Power have no objections to the fencing around the stays being removed.  A quotation to remove fence, clear and grass seed has been requested from J Leonard.
4.	UK Power will make initial enquiries re moving the final stay out of the pavilion site but advised the process can take 3 years.
5.	Very important that all excavations above the cabling is hand dug and not mechanical dug.
ii.	Taylor Wimpey are not yet in a position to supply contact details for Network Rail as the land has yet to transfer.
iii.	The meetings with ball stop netting suppliers, and the issues/options arising, were discussed.  It was RESOLVED that a tabulation of the options/prices would be presented to the next meeting for decision about the final requirements.
iv.	The meetings with wooden fencing suppliers, and the issues/options arising, were discussed.  It was RESOLVED that a tabulation of the options/prices would be presented to the next meeting for decision about the final requirements.
v.	Neither Paolo Aquila nor Bob Saintey were present, but the committee is not aware of any site visits having been arranged to view ball stop netting in situ.
vi.	It was noted that a member of P&IUFC had arranged for a section of the balancing pond to be cleared.
vii.	It was noted that the Town Lands Charity were not able to meet with the committee until mid-September re the hedge.
viii.	Feedback from the site visit with Reg Porter re the hedge was considered.  At least a 5m clearance would be required for the equipment and therefore there was insufficient space.
ix.	It was noted that the likely cost of the project would exceed available funds and that grants etc would need to be sought.
x.	It was noted that planning permission could not be sought until the final plans were agreed. 

2.	Tennis/Netball/5-aside football

It was noted that the landowner was not in a position to discuss the parish council’s request at present, but that they would revert to the council once they had obtained the necessary advice.

3.	Building Redevelopment

a.	Paolo Aquila was not present to provide details of the architects recommended by Football Foundation.
b.	It was noted that no conversations had taken place with potential operators for a commercial kitchen/bar re their requirements.
c.	Feedback was received from an initial meeting with the Memorial Hall Charity.  They are likely to be some time away from making any decisions about redevelopment.  Plans for the second building may therefore be best placed on hold until an overall plan for the community can be established.  Pitstone Parish Council meeting with the Memorial Hall Charity at the end of September.
d.	The requirements for the brief to architects were discussed but not finalised.  Further work needs to be undertaken during the month and the plans presented to full council for approval.
e.	It was noted that the architects fees were likely to be high and additional funding would need to be secured.

SL46/16	OTHER PAVILION CENTRE MATTERS

1.	The groundkeeper provided an update on the summer renovation works.  The top goalmouth had been damaged by badgers and subsequently repaired, but was thus the most vulnerable.  The rest of the pitch area was improving.  There hadn’t been any youths breaking into the site during the summer holiday.  Assistance had been requested with the off-pitch areas and the parish council was seeking a number of alternative quotations.
2.	It was RESOLVED to meet the cost of necessary repairs since the last meeting including: repair of the pedestrian gate locks.  It was noted that a supply of toilet rolls had been ordered.
3.	A quotation has been sought for the repair and installation of the donated benches.
4.	The bi-annual legionella risk assessment had been carried out.  The final report was still pending.  It was noted that some works may be required to replace the single TMV in the boiler room with multiple TMVs nearer the shower heads.
5.	The annual water sampling had been carried out and results showed no signs of legionella.  Certificate received.
6.	The annual review of the water treatment control systems and records was undertaken and it was RESOLVED to adopt the schedule circulated.
7.	A site meeting had taken place with Safran re the hire of the car park and terms supplied.  No further correspondence had been received from Safran.
8.	It was noted that the six monthly fire alarm check was due in September and work had been commissioned from Vita Electricals.

SL47/16	OTHER SPORTS AND LEISURE MATTERS

1.	No remedial works had been required at the play grounds this month.
2.	It was noted that both AVDC and Taylor Wimpey had granted permission for a litter bin to be installed by the Hever Close goal and it had subsequently been ordered.  Lead time approximately 3 weeks.
3.	Open Space Policy – carry forward to next meeting.

SL48/16	REPORTS

1.	Cllr Groom provided an update from the P&IUFC match at the weekend and also the P&ICUFC charity match on the recreation ground.

SL49/16	DATE OF NEXT MEETINGS

	The attendees were reminded of the next meeting dates:

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.

SL50/16	CLOSURE OF THE MEETING 	

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

Signed:    ________________________________________		Date: _____________________             Chair