PITSTONE PARISH COUNCIL SPORTS & LEISURE COMMITTEE
Minutes of the Sports & Leisure Committee Meeting 
held on 18 October 2017 at the sports pavilion, 
commencing at 7.30pm

PRESENT:	Cllr Saintey (Chair), Cllrs Mrs Crutchfield, Cllr Weber, Cllr Dr Frearson, Richard Wade (JFC), Paolo Aquila (P&IUFC), John Groom (groundkeeper) and Laurie Eagling (clerk).
APOLOGIES:	None applicable.

SL81/17	ATTENDANCE AND APOLOGIES - See above.    It was noted that Daryl Masters has stepped down as a representative from the junior FC (thanks were expressed to Daryl for his time on the committee), and Fergal Tierney & Richard Wade were welcomed as representatives for the JFC.

SL82/17	DECLARATIONS OF INTEREST
	No declarations made.    Cllrs Saintey, Crutchfield and Frearson declared interests as allotment holders (no agenda items relate).

SL83/17	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.

SL84/17	APPROVE MINUTES OF LAST MEETING 
The minutes of the previous meeting held on 14 September 2017 were noted as a true and correct record and the Chairman signed on behalf of the council.

SL85/17	CLERKS REPORT – Receipt noted.  Ongoing matters detailed below to assist members of the public:

1.	Tennis/Netball/5-aside – no update from the landowner, who is not yet in a position to negotiate with the parish council.
2.	Beef steak fungus survey on Oak tree (no 19) took place on 1/9/17, report received, full council commissioning recommended reduction to canopy.  No further action required by S&L.
3.	Legionella water testing & TMV services carried out 5/9/17.  Report received.  No legionella identified.  
4.	MK Surveys surveyed existing pavilion building 7/9/17.  Report received and forwarded to architects.
5.	PIE Bonfire & Firework Festival on site meeting took place 7/10/17.  Preparations progressing well.  No further action required until weekend of event.
6.	Meeting has taken place with Pitstone Memorial Hall Charity, and the council awaits further update from them once they have had chance to discuss matters with their trustees.
7.	Open access MUGA within PDA development approved at planning committee meeting to which full council were summoned.  Full planning application still with AVDC for determination.

SL86/17	CORRESPONDENCE – Receipt of the following correspondence was noted:

1.	Correspondence with P&IUFC.
2.	One resident complained about the track around allotments – passed to National Trust who have responded to resident.
3.	Confirmation of grant offer from the Football Foundation.

SL87/17	PAVILION/SPORTS SITE RE-DEVELOPMENT

1.	Phase I New ball stop netting, replacement fencing & relocation of senior pitch (estimate Summer 2017)
a.	It was RESOLVED to accept the grant offer from Football Foundation.  The terms & conditions were noted.  The Chairman of the parish council and the Clerk were duly authorised to sign on behalf of the council.
b.	Council had already considered the quotes submitted in relation to the pitch extension.  It was RESOLVED to appoint Agripower, to request the work is scheduled and identify any increases to the quote.
c.	Council had already reviewed all tenders submitted in respect of fencing and ball stop netting.  It was RESOLVED to appoint Alpha Fence to undertake the work, to request the work is scheduled and identify any increase to the quote.

2.	Phase II New building, external storage, outside perimeter, car park etc (estimate Summer 2018)
a.	Initial site meeting with Woods Hardwick took place on 18/9/17.   They hope to provide initial sketches for consideration very shortly.

SL88/17	GROUND KEEPERS REPORT
	Pitch is holding up OK but the near goal mouth has seen excessive use for training etc.  Added more fertiliser last month but may need a further treatment towards the end of November.  The groundkeeper requested that the teams raise the net bars at the end of matches on the senior football match (to enable mowing) & replace the orange netting (to deter casual use).  Network Rail have undertaken some ground work on the adjoining site.  Anglian Water have cleared the blockage and water is draining from the balancing pond.  Richard voiced that the pitches were in good condition and much improved from a few years ago.

SL89/17	OTHER SPORTS PAVILION RELATED MATTERS
1.	It was noted that 1 roof tile had been replaced on the pavilion roof and it was RESOLVED to accept the associated costs.
2.	It was RESOLVED not to install an additional litter bin in the car park at the present point in time.  
3.	It was RESOLVED to ask the hedge cutter to both top & side the hedge by horse field, and side the hedge at the rear of the site by the arable field.

SL90/17	OTHER PLAY AREA/OPEN SPACE MATTERS
1.	Play Areas/Open Space: The following remedial matters were noted and it was RESOLVED to meet the associated costs: John Groom replaced  missing rear net pegs at Hever Close goal; brambles cut back where necessary; small amounts of bark stripping reported to TVP; broken glass cleared from recreation ground area by litter picker.

2.	Hever Close Goal: 
The results of the 3 month review of the goal area were considered and it was RESOLVED that no further action was required at present.

SL91/17	REPORTS
There were no reports to note.

SL92/17	MATTERS FOR REFERRAL TO FULL COUNCIL
The following matters were identified as requiring submission for full council agenda:
1.	Update from Woods Hardwick.
2.	Football Foundation grant offer and progress with Phase I works.
3.	Update on the meeting with Pitstone Memorial Hall Charity.

SL93/17	DATE OF NEXT MEETINGS

	The next meetings are currently scheduled for:  

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)

SL94/17	CLOSURE OF THE MEETING 	
There being no further business to be transacted, the chairman closed the meeting at 8.11pm.

Signed:    ________________________________________		Date: _____________________             Chair