PITSTONE PARISH COUNCIL SPORTS & LEISURE COMMITTEE
Minutes of the Sports & Leisure Committee Meeting 
held on 8 March 2018 in the Millennium Room at Pitstone Memorial Hall
commencing at 7.30pm and concluding at 8.30pm

PRESENT:	Cllr Saintey (Chair), Cllr Mrs Crutchfield, Cllr D Frearson, Richard Wade (JFC), Paolo Aquila and Jerry Dutton (P&IUFC), John Groom (groundkeeper) plus Laurie Eagling (clerk)
APOLOGIES:	Matthew List (JFC), Cllr Weber (Vice Chair)

SL152/17	ATTENDANCE AND APOLOGIES - See above.    

SL153/17	DECLARATIONS OF INTEREST
	No declarations made.    

SL154/17	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.

SL155/17	APPROVE MINUTES OF LAST MEETINGS
The minutes of the previous meetings held on 8 February 2018 had been circulated with no amendments notified or issues raised.   The minutes were duly accepted as a true and correct record, and the chairman was authorised to sign on behalf of the council.

SL156/17	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.	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.
3.	Open access MUGA within PDA development - full planning application still with AVDC for determination.
4.	Electrical checks booked for March/April
5.	60 tonnes 50/50 root zone ordered for delivery in April
6.	Hever Close goal – thanks expressed to Paolo Aquila for the donation of a football goal net and to John Groom for swapping the nets over.

SL157/17	CORRESPONDENCE – Receipt of the following correspondence was noted:

1.	Correspondence relating to Woods Hardwick and Alpha Fence – Circulated electronically to council members

SL158/17	PAVILION/SPORTS SITE RE-DEVELOPMENT

1.	Phase I new ball stop netting, replacement fencing & relocation of senior pitch
a.	Cllr Saintey provided an update on the ball stop netting & fencing project.  Both nets now erected.  Final snagging issues to be RESOLVED 19/20 March.  It was resolved to pay £2,000 of the final invoice and hold over £1,000 until works completed on 20/3/18.
b.	Pitch extension timetabled for the first week in May.  Site closed from the end of April.

SL159/17	GROUND KEEPERS REPORT – J GROOM
The ground keeper advised that there was no additional information to provide.

SL160/17	OTHER SPORTS PAVILION RELATED MATTERS
1.	It was RESOLVED to commission repair/provision of the following matters: broken roof tiles, replacement plug & chain, plus bolts/padlocks for balancing pond gate and maintenance gate.
2.	It was RESOLVED to commission the groundkeeper to repair the ground damaged caused by the cherry picker when it sank.
3.	The quotation for external match day signage was discussed.   Paolo Aquila to obtain alternative quotation/illustration for consideration.
4.	Following comparison of other local providers, it was RESOLVED to increase hire charges by approximately 5% for 2018/19.   Fees had not been increased for 5 years.  2018 fees therefore confirmed as:
Local Senior Match £53.00 (inc VAT) and training £40.50 (inc VAT)
Local Junior Match £34.00 (inc VAT) and training £25.20 (inc VAT)
5.	P&IUFC presented their quarterly financial update.  No issues arising.

SL161/17	OTHER PLAY AREA/OPEN SPACE MATTERS
1.	It was RESOLVED to commission repair of the WI bench and other minor works.
2.	Following consideration of the quotations, it was RESOLVED to commission the annual playground inspections from Wicksteed at a cost of £45 per site.

SL162/17	REPORTS
1.	P&IJFC still to provide the defibrillator so that suitable storage can be arranged
2.	It was noted that the business rates invoice had been received and AVDC had again discounted to zero.

SL163/17	MATTERS FOR REFERRAL TO FULL COUNCIL
The chair will update the full council on the increase in hire charges and provide feedback on the building plans.

SL164/17	DATE OF NEXT MEETINGS

	The next meetings are currently scheduled for:  

April – 12th April 2018 at the pavilion site
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.

It was noted that the following items would appear on the April agenda:

1)	Quotes for the annual fire equipment check
2)	Review and re-issue occupational licence to P&IUFC
3)	Notify clubs of any dates the ground will not be available during 2018/19 season

This concluded the public section of the meeting.  There then followed an agenda item where, in accordance with The Openness of Local Government Bodies Regulations 2014 (S.I. 2014/…) and The Local Authorities (Executive Arrangements)(Meetings and Access to Information)(England) Regulations 2012 (S.I. 2012/2089) the public and press were excluded due to the confidential/sensitive nature of the business. 

SL166/17	DRAFT PROPOSALS FOR PHASE II IMPROVEMENTS TO THE BUILDING
The parish council provided the user groups and groundkeeper with draft plans for Phase II improvements to the building on a strictly confidential basis.   Plans only to be utilised within the clubs to assess provision.  The clubs to provide council with any feedback/issues w/c 12/3/18.  The chairman confirmed that there were no current plans to operate a social club from the site nor provide a full bar.

SL167/17	CLOSURE OF THE MEETING 	
There being no further business to be transacted, the chairman closed the meeting at 8.30pm.

Signed:    ________________________________________		Date: _____________________             Chair