PITSTONE PARISH COUNCIL SPORTS & LEISURE COMMITTEE
Minutes of the Sports & Leisure Committee Meeting 
held on 14 February 2019 in the Millennium Room at Pitstone Memorial Hall 
commencing at 7.45pm and concluding at 8.35pm

COMMITTEE PRESENT:	Cllr Saintey (Chair), Cllr Weber (Vice Chair), Cllr Mrs Crutchfield, Cllr D Frearson, John Groom (ground-keeper) plus Laurie Eagling (clerk)
APOLOGIES:  Jerry Dutton (P&IUFC)
ABSENT: Paolo Aquila (P&IUFC), Richard Wade (P&IJFC), Feargal Tierney (P&IJFC), and Eugene Doherty (P&IJFC)

SL93/18	ATTENDANCE AND APOLOGIES - See above.    

SL94/18	DECLARATIONS OF INTEREST
	No interests were declared.    

SL95/18	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.

SL96/18	APPROVE MINUTES OF LAST MEETINGS
The minutes of the previous meeting held on 11/10/18 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.

SL97/18	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 able to negotiate with the parish council
2.	Open access MUGA within PDA development - full planning granted by AVDC.  Nicholas King Homes in process of completing purchase with landowners.
3.	Opt to Tax – HMRC approved.  Effective from 1/1/19 for at least 20 years

SL98/18	CORRESPONDENCE:  The correspondence received by the committee was noted.

SL99/18	PHASE II IMPROVEMENTS FOR THE SPORTS PAVILION (building and frontage)

1.	Planning
AVDC extended their determination date from 4/1/19 to 8/3/19.
2.	Funding
a.	Grant applications ongoing.
b.	As neither club was present, it was RESOLVED to write to both P&IUFC and P&IJFC and ask them to confirm their level of contributions.
3.	Potential Phase III
It was noted that full council had confirmed on 31/1/19 that they were willing to discuss the possibility of 1st Ivinghoe & Pitstone Scouts relocating to the site & building a new scout hut. 

SL100/18	GROUND KEEPERS REPORT – J GROOM
1.	General Ground-Keeping at Pavilion
The ground-keeper advised the committee of the current ground works.
Clubs were asked to ensure that they were not training on the main pitch as this is suffering heavy use/wear due to 4 teams currently utilising it for matches.
2.	Recreation Ground renovation
It was RESOLVED to approve patch treating, seeding and scarification.
3.	Recreation Ground ground-keeping 2019/20
It was RESOLVED to accept the quotation of £900 per quarter, a slight increase on last year to account for rising costs of materials etc.
4.	Renovation of pavilion pitches
It was RESOLVED to purchase 1 x 20 tonne load of top soil and 15 bags of grass seed + fertiliser to allow over-seeding all of both pitches but only full renovation of goals mouths, centre circles and other areas of wear.

SL101/18	OTHER SPORTS PAVILION RELATED MATTERS
1.	Remedial works - It was noted that several roof tiles had been replaced.  P&IUFC had been granted permission to erect 2 x old wooden dug outs to provide further seating, on the condition that these were not stored by any perimeter fencing (which may encourage anti-social out-of-hours behaviour).  The Ground-keeper re-positioned both the latch and slide bolt holes and lubricated the combination lock for the gate to the balancing pond to prohibit use by intruders.  Clubs were asked to ensure that they re-secure the gate at the end of their hire periods as sometimes it has been opened so they can retrieve balls & then not re-secured.
2.	Electrical Works – It was RESOLVED to accept the quotation of approx. £500 + VAT from Vita Electricals (zero increase on last year) to carry out the 6 monthly tests of emergency lighting/fire alarm and PAT tests for all pavilion and youth café equipment.  To be completed over the Easter holidays (for ease of access to youth café equipment).
3.	Additional Plumbing – It was RESOLVED to accept the quotation from The Boiler Blokes for the supply & fit of new isolation valve to incoming mains, new limescale reducer to incoming mains, new isolation valve upstream of limescale reducer and adjustment of pipework to accommodate new fittings.  It was RESOLVED to further investigate isolation valves for the expansion chambers & progress if possible.  It was RESOLVED to only progress with the new drain valves on expansion chambers if the isolation valves could be fitted.  It was RESOLVED to also approve isolation valves for the TMVs is disabled changing room.   Approx. cost £1863 + VAT.   It was further RESOLVED to recommend to full council, that council budgets and holds £2k contingency fund in perpetuity in case any legionella issues are ever identified to facilitate remedial works.
4.	External match day signage – It was RESOLVED to ask P&IUFC to confirm if they still plan to pursue this signage.

SL102/18	OTHER PLAY AREA/OPEN SPACE MATTERS
1.	Remedial matters: 
a.	Bicycle removed from tree in Recreation Ground in November; 
b.	2 x vandalised floodlights on the Recreation Ground in November – full council resolved to install new LED floodlights; 
c.	the youth shelter bin had become loose and needed a new concrete base; 
d.	no smoking signs were replaced at the bus shelter opposite Masons and affixed with extra strong external silicone; new no smoking sign erected in new bus shelter by Rushendon Furlong; 
e.	full parish council resolved to repair the swinging plank from the Windsor Road play area (in progress by contractor).
f.	One of the retaining bolts from the Recreation Ground football goal storage rack was found to be missing and the goals leaning.  Bolt and padlock replaced.
2.	Kicking Wall:  It was RESOLVED to remove some of the matting to remove trip hazard.
3.	I&PUCC requests re the Recreation Ground:  The Parish Council planted 4 mature trees on the recreation ground.  I&PUCC confirmed that no mesh required on top of existing wooden fencing.  No actions to be taken regarding outside seating area until post Memorial Hall discussions re potential redevelopment.  I&PUCC to consider ‘match in progress’ signs.  No further action required at present.

SL103/18	REPORTS: Quarterly financial report from P&IUFC noted.

SL104/18	MATTERS FOR REFERRAL TO FULL COUNCIL
It was RESOLVED to refer (a) prosed renovation work for the pavilion and recreation ground (b) proposed plumbing enhancements at the pavilion and (c) the proposal to hold a £2k contingency in case any legionella issues ever identified.

SL105/18	DATE OF NEXT MEETING

The dates of the forthcoming meetings were noted as:  14/3/19 (John Groom tendered apologies), 4/4/19, 9/5/19, 13/6/19, 11/7/19, 8/8/19, 12/9/19, 10/10/19, 14/11/19, 12/12/19 in the Millennium Room at Pitstone Memorial Hall unless otherwise advised.

Items for discussion at the March meeting include: review of pavilion hire charges for next season, consider playground inspection quotations, consider if any bee-orchids that need protecting, confirm April availability (re school hols) and confirm meeting date.

SL106/18	CLOSURE OF THE MEETING 	
There being no further business to be transacted, the chairman closed the meeting at 8.35pm.

Signed:    ________________________________________		Date: _____________________             Chair