PITSTONE PARISH COUNCIL SPORTS & LEISURE COMMITTEE
Minutes of the Sports & Leisure Committee Meeting 
held on 9 May 2019 in the Millennium Room at Pitstone Memorial Hall 
commencing at 7.35pm and concluding at 7.55pm

COMMITTEE PRESENT:	Cllr Weber (Vice Chair of the Committee and Chair of this meeting), 
Cllr Mrs Crutchfield, Cllr Dr Frearson, Paolo Aquila (P&IUFC), Roy Woodford (P&IUFC) plus Laurie Eagling (clerk).
APOLOGIES:  Cllr Saintey (on leave) and Jerry Dutton (P&IUFC).
ABSENT: Eugene Doherty (P&IJFC), John Groom (ground-keeper) and Feargal Tierney (P&IJFC).

SL16/19	ATTENDANCE AND APOLOGIES - See above.    

SL17/19	DECLARATIONS OF INTEREST
	No interests were declared.    

SL18/19	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.

SL19/19	APPROVE MINUTES OF LAST MEETINGS
The minutes of the previous meeting held on 4/4/19 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.

SL20/19	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.	Electrical Tests – completed
4.	Plumbing works – completed
5.	Ball Stop netting – fixed
6.	Fire Equipment Service – took place on 9/5/19.  Water extinguisher had been partially discharged and needs replacing.  Will be delivered next week.
7.	Playground Inspections – booked for 14/6/19
8.	Match Day signage – P&IUFC arranging
9.	Usage for 2019/20 – both P&IUFC and P&IJFC to confirm (by July) which teams they wish to utilise the pavilion site for the forthcoming season, as both clubs are hoping to field more so training may need to be limited.
10.	Re-opening date – site opening date to be advised depending on grass growth eta August
11.	Non-available dates – 1-3/11/19
12.	Playground Inspections – booked for June
13.	PIE container – PIE wish to locate a shipping container at the pavilion site (size to be clarified). Full council resolved that they were open to this in principle.  Cllr Weber to provide suitable wording for the agreement.

SL21/19	CORRESPONDENCE:  No specific correspondence received by the committee.

SL22/19	PHASE II IMPROVEMENTS FOR THE SPORTS PAVILION (building and frontage)

1.	Planning
AVDC have finally approved the planning application.  Council to now settle outstanding Woods Hardwick account, submit an S106 claim and determine how to proceed to the next phase.
2.	Funding
a.	Grant applications ongoing.
b.	P&IJFC to confirm their contribution after their committee meeting at the end of April – no representative present at the meeting, so carried forward to June.
c.	P&IUFC confirmed that now planning had been granted, Steve Harris, would be happy to assist with grant applications to support the new build.

SL23/19	PHASE III IMPROVEMENTS FOR THE SPORTS PAVILION
Conversations were ongoing with 1st Ivinghoe & Pitstone Scouts.  No actions required at present.

SL24/19	GROUNDKEEPER’S REPORT – J GROOM
Groundkeeper not present. Carry forward to June meeting.
Portable junior goal combination padlock code to be changed following mis-use by persons unknown.

SL25/19	OTHER SPORTS PAVILION RELATED MATTERS
1.	Remedial works - It was noted that several roof tiles had been replaced.  It was also noted that a section of wooden fencing had been leaning and a concrete support post had needed to be added.
2.	Annual Maintenance Requirements – Following review, it was RESOLVED to accept the updated schedule of maintenance requirements and the Chair was duly authorised to sign on behalf of the council.
3.	Online Booking System – Being investigated by Cllr Nicholls.  Carry forward to June meeting.
4.	P&IUFC Bank Account – It was noted that the P&IUFC bank account remains frozen following outside fraudulent activity.
5.	P&IUFC Teams for Next Season – It was noted that P&IUFC wished to hold trials for their proposed Development Team at the pavilion ground on 25/5/19.   It was noted that P&IUFC wished to operate an <18 youth team as well, potentially based in Leighton Buzzard or potentially based on the Recreation Ground in Pitstone if they are accepted into the Sunday league & P&ICUFC don't field a team next season.  It was RESOLVED to seek clarification from P&ICUFC.

SL26/19	OTHER PLAY AREA/OPEN SPACE MATTERS
1.	Remedial matters: It was noted that the groundkeeper had carried out remedial works to the Hever Close goal and net.  Net to be replaced if there is a spare in the container at the pavilion.
2.	Windsor Road Chicken Spring Mobile:  It was noted that the handle had been vandalised and broken and RESOLVED to include replacement amongst the remedial works booked with Wicksteed following the annual inspection in June.
3.	Trees:  
a.	It was noted that a young maple on the recreation ground had shoots at ground-level but the existing branches were dead.  Temporary remedial action taken in case the tree could self-recover.  
b.	It was noted that an Ash on the Local Green Space by The Crescent was showing signs of dying.  To be monitored until in full leaf.

SL27/19	REPORTS: None.

SL28/19	MATTERS FOR REFERRAL TO FULL COUNCIL
No matters required resolution by full council.

SL29/19	DATE OF NEXT MEETING

The dates of the forthcoming meetings were noted as: 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 June meeting include:

o	Annual ground-keeping budget for pavilion
o	June – December maintenance sheets to be produced for caretaker
o	Play Policy & Risk/Benefit Assessment review post annual play inspections
o	Annual gas check/service for July
o	Occupational Licence for P&ICUFC use of Recreation Ground
o	Quarterly financial update from P&IUFC
o	Reconsider annual Careplan service agreement

SL30/19	CLOSURE OF THE MEETING 	
There being no further business to be transacted, the chairman closed the meeting at 7.55pm.

Signed:    ________________________________________		Date: _____________________             Chair