PITSTONE PARISH COUNCIL SPORTS & LEISURE COMMITTEE
Minutes of the Sports & Leisure Committee Meeting 
held on 14 September 2017 in the Millennium Room at Pitstone Memorial Hall, 
commencing at 8.00pm

PRESENT:	Cllr Saintey (Chair), Cllrs Mrs Crutchfield, Cllr Weber, Cllr Dr Frearson, Matthew List (JFC) until close of agenda item 75/17.2, Jerry Dutton (P&IUFC) and Laurie Eagling (clerk)
APOLOGIES:	It was RESOLVED to accept apologies for absence from: Paolo Aquila (P&I Senior FC), John Groom (Groundkeeper – working on the cricket pitch) and Daryl Masters (JFC).

SL67/17	ATTENDANCE AND APOLOGIES - See above.    

SL68/17	DECLARATIONS OF INTEREST
	No declarations made.  

SL69/17	QUESTIONS FROM THE PUBLIC AND DISPENSATION REQUESTS – No members of the public present.  No councillors held a relevant interest that they wished to speak about.

SL70/17	APPROVE MINUTES OF LAST MEETING 
The minutes of the previous meeting held on 10 August 2017 were noted as a true and correct record and the Chairman signed on behalf of the council.

SL71/17	CLERKS REPORT – Receipt noted.  Ongoing matters detailed below to assist members of the public:

1.	NB: Councillors are reminded to email the clerk after all spot-checks to the Hever Close goal so that a comprehensive log can be compiled
2.	Playground gate for Windsor Road now installed.  Repairs to Recreation Ground gate now completed.
3.	2 x Play around the Parish sessions took place in August and well attended
4.	Sunday football update – Occupational Licence now approved by both parties.  Matches commence Sept.
5.	Tennis/Netball/5-aside – no update from the landowner, who is not yet in a position to negotiate with the parish council
6.	Beef steak fungus survey on Oak tree (no 19) took place on 1/9/17.  Report pending.
7.	Pavilion hirers confirmation slips issued to, and received back from, all clubs – received from <13, <13 girls, 14s, <15s, <16s, <18s and P&IUFC.
8.	Legionella water testing & TMV services carried out 5/9/17.  Report pending.
9.	MK Surveys surveyed existing pavilion building 7/9/17 (cost £825 + VAT).  Survey provided.
10.	PIE Bonfire & Firework Festival (4/11/17) referred to full council meeting 7/9/17 where it was resolved to grant permission for the festival to take place.  Site meeting being arranged with PIE w/c 2/10/17.
11.	Full council considered the PAA requests re bee keeping and polytunnels and associated National Trust response, and resolved to grant permission.
12.	Anglian Water attended the balancing pond and cleared blockage in outflow pipe to reduce water retention levels.
13.	Sink now re-attached to away changing room wall.  Roof tiles replaced x 6.
14.	6m fire alarm & emergency lighting check carried out 8 September 2017.  Leak from roof into emergency light fitting in gents toilet discovered and emergency plumber called out.

SL72/17	CORRESPONDENCE – Receipt of the following correspondence was noted:

1.	Link to FA Grading details – Circulated electronically to council members
2.	Correspondence with Anglian Water re balancing pond levels – Circulated electronically to council members and ground keeper
3.	Training requests – Circulated electronically
4.	Correspondence with contractors – Circulated electronically
5.	Enquiry from JFC re outside tap – responded & copied to Chair of S&L
6.	Quarterly financial update from P&IUFC – Circulated electronically to S&L council members only
7.	Correspondence from <18 manager re village facilities – Circulated electronically to S&L council members only  

SL73/17	PAVILION/SPORTS SITE RE-DEVELOPMENT

1.	Phase I New ball stop netting, replacement fencing & relocation of senior pitch (estimate Summer 2017)
The Senior FC has now submitted all necessary information to the Football Foundation and are now waiting for the results of their consideration.  JFC confirmed contribution of £300.  Therefore, no official appointments for the work could be carried out.

2.	Phase II New building, external storage, outside perimeter, car park etc (estimate Summer 2018)
a.	It was noted that the S&L committee meeting with the Memorial Hall Charity on 16/7/17 had been postponed by the hall charity.  Trying to re-arrange.  
b.	Initial site meeting arranged with Woods Hardwick for 18/9/17. 

SL74/17	GROUND KEEPERS REPORT
	Not present.  Grounds looking excellent.

SL75/17	OTHER SPORTS PAVILION RELATED MATTERS
1.	The following new remedial issues were discussed: 7 roof tiles had been replaced on the pavilion roof.  JFC reported a further tile now broken on the roof.  It was RESOLVED to accept the associated costs.
2.	All training requests now received from JFC and detailed above.  P&IUFC confirmed that they would now only be requiring training on Thursday evenings.
3.	Jerry Dutton, Treasurer for the Senior FC, provided the quarterly financial update for P&IUFC and answered questions from councillors.

SL76/17	OTHER PLAY AREA/OPEN SPACE MATTERS
1.	Remedial matters:
a.	Two goal support bars ordered from J Leonard as missing from the goal brackets on the recreation ground.   Broken glass found on the basketball court & reported to the litter picker for cleaning.  Two trees on the recreation ground suffered further damage, reported to Thames Valley Police.  It was RESOLVED to accept the associated costs.
b.	Open access multi use ball court: 
i.	the revised proposals were considered and it was RESOLVED that a number of matters had been identified for response to Wakelin including: 1.2m path required around entire MUGA, within application site; illustration of activity panel required; confirm no utilities beneath; confirm maintenance/accessibility re joint fences; re-examine foundations; signs on all sides; no loss of parking capacity.
ii.	It was further RESOLVED to respond to AVDC accepting the statutory noise nuisance responsibility and updating re their suggestions.

SL77/17	REPORTS
1.	The miscellaneous reports in the meeting pack were noted.

SL78/17	MATTERS FOR REFERRAL TO FULL COUNCIL
The following matters were identified as requiring submission for full council agenda:
1.	Report back to full council re progress with MUGA.

SL79/17	DATE OF NEXT MEETINGS

	The next meetings are currently scheduled for:  

Thursday 19 October 2017 7.30pm in the Millennium Room.
Thursday 9 November 2017 7.30pm in the Millennium Room
Thursday 14 December 2017 7.30pm in the Millennium Room (to include a quarterly financial update from P&IUFC)

	There are currently no issues identified in the forward file for inclusion on the October agenda.

SL80/17	CLOSURE OF THE MEETING 	
There being no further business to be transacted, the chairman closed the meeting at 9.20pm.

Signed:    ________________________________________		Date: _____________________             Chair