PITSTONE PARISH COUNCIL SPORTS & LEISURE COMMITTEE
Minutes of the Sports & Leisure Committee Meeting 
held on 9 November 2017 in the Millennium Room at the Memorial Hall 
commencing at 7.40pm

PRESENT:	Cllr Saintey (Chair), Cllrs Mrs Crutchfield, Richard Wade (JFC), John Groom (groundkeeper) and Laurie Eagling (clerk).
APOLOGIES:	Cllr Weber
ABSENT:	Cllr D Frearson, Paolo Aquila (P&IUFC)

SL95/17	ATTENDANCE AND APOLOGIES - See above.    The meeting did not have a quorate number of councillors and therefore the meeting progressed just for information, with all decisions to be ratified by full council.

SL96/17	DECLARATIONS OF INTEREST
	No declarations made.    

SL97/17	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.

SL98/17	APPROVE MINUTES OF LAST MEETING 
The minutes of the previous meeting held on 18 October 2017 had been circulated with no amendments notified or issues raised by those present, they were therefore noted as a true and correct record and the Chairman signed on behalf of the committee.  The minutes to also be ratified by full council, as the committee meeting was not quorate.

SL99/17	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.	PIE Bonfire & Firework Festival on site meeting took place 7/10/17.  Both pitches are still in good order.  The training area is rather boggy, but council can still take bookings if the clubs are happy to continue with use.  Both the grounds and the pavilion were cleaned very well following the bonfire and firework event.
3.	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.
4.	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.

SL100/17	CORRESPONDENCE – Receipt of the following correspondence was noted:

1.	Correspondence relating to Woods Hardwick – Circulated electronically
2.	Correspondence relating to Football Foundation grant – Circulated electronically

SL101/17	PAVILION/SPORTS SITE RE-DEVELOPMENT

1.	Phase I New ball stop netting, replacement fencing & relocation of senior pitch (estimate Summer 2017)
a.	It was noted that the Football Foundation had confirmed acceptance of the completed grant acceptance forms and the procurement could now take place.
b.	Alpha Fence had reviewed their quotation and advised that no increase in price was necessary.  They anticipated that work could commence in approximately 3 weeks.  The ground keeper confirmed that there were no restrictions on start date as the works did not interfere with ground keeping.  Clerk to liaise with supplier.
c.	Agripower had advised that the pitch extension would be best undertaken in spring to enable the grass seed to germinate.  This was supported by the ground keeper.  Clerk to liaise with supplier, eta post Easter tbc.

2.	Phase II New building, external storage, outside perimeter, car park etc (estimate Summer 2018)
a.	Initial drawing received from Woods Hardwick.  Council members reviewing at a meeting next week.

SL102/17	GROUND KEEPERS REPORT
	It was stressed that users should not kick into the goals whilst the back bars are fixed up, otherwise they could be a crush hazard if they fell.  Matthew List has sent an email to all the junior football club managers.
Both pitches are in a good state of repair.  The training area is now muddy, so the teams can self-guide when they wish to stop using.

SL103/17	OTHER SPORTS PAVILION RELATED MATTERS
No new issues or remedial matters identified during the month.
Junior Football Club advised that they were seeking to locate a defibrillator at the site (not public external emergency access unit) and would require a suitable locked cabinet.  Richard Wade to determine size/requirements (eg power) etc and then arrange a site meeting with the council.

SL104/17	OTHER PLAY AREA/OPEN SPACE MATTERS
No new issues or remedial matters identified during the month.

SL105/17	REPORTS
There were no reports to note.

SL106/17	MATTERS FOR REFERRAL TO FULL COUNCIL
As per the previous minute, the minutes of the previous meeting will be referred to full council for ratification.  The committee will also need to update full council on the initial proposals from Woods Hardwick.

SL107/17	DATE OF NEXT MEETINGS

	The next meetings are currently scheduled for:  

Thursday 14 December 2017 7.30pm in the Millennium Room (to include quarterly financial update from P&IUFC).    It was noted that the Chairman can no longer attend on this date and agreed to move it to Wed 13 Dec at the sports pavilion.
January – meeting should fall on 11 January, however PPC hosting a volunteer event.  It was therefore agreed to schedule for 10th January 2018.
February – 8 February 2018
March – 8 March 2018
April – would fall on 12th April 
May – 10 May 2018
June – 14 June 2018
July – 12 July 2018
August – 9 August 2018
September – 13 September 2018
October – 11 October 2018
November – 8 November 2018
December – 13 December 2018
January to March are at Memorial Hall when possible, April to September at the sports pavilion, and October to December at the Memorial Hall.

SL108/17	CLOSURE OF THE MEETING 	
There being no further business to be transacted, the chairman closed the meeting at 8.05pm.

Signed:    ________________________________________		Date: _____________________             Chair