PITSTONE PARISH COUNCIL SPORTS & LEISURE COMMITTEE
Minutes of the Sports & Leisure Committee Meeting 
held on 14 November 2019 in the Millennium Room at the Memorial Hall 
commencing at 7.30pm

COMMITTEE PRESENT:	Cllr Saintey (Chair), Cllr Mrs Crutchfield, Cllr Dr Frearson, John Groom (groundkeeper) plus Laurie Eagling (clerk).
APOLOGIES:  Cllr Stoddart, Cllr Weber
ABSENT: Senior FC, Junior FC

SL87/19	ATTENDANCE AND APOLOGIES - See above.    

SL88/19	DECLARATIONS OF INTEREST
	No interests were declared.    

SL89/19	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.

SL90/19	APPROVE MINUTES OF LAST MEETINGS
The minutes of the previous meeting held on 10/10/19 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.

SL91/19	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.	Bonfire/Fireworks – event now taken place.   
4.	Possible Phase III of site improvements to Pavilion site – Pending.
5.	PIE container/equipment – PIE equipment currently in parish council container.  Awaiting update from PIE.
6.	Wave/Anglian Water Sewerage Rebate – application submitted.  Responded on 23/10/19 to apologise for delay and say awarding a £20 credit to account as apology.  Will respond within 22 working days ie by 25/11/19.
7.	Calorifier Blow Down – Cllr Frearson undertaking. 
8.	Kitchen tap – cleaner descaled for 1 hr x 2 weeks in row.  Revised water sample testing being arranged to identify if any further remedial actions required.
9.	Purchase of Leisure Land – awaiting documents from Land Registry for Parcel 1.  Parcel 2 to complete at same time as PDA.
10.	Portable Full-Sized Goals on the Recreation Ground – Both the parish council and the recreation ground charity had granted permission for a one season trial of portable goals on the recreation ground.  P&IUFC to adequately maintain goals and keep secured when not in use.  Situation to be reviewed prior to next season.
11.	Recreation Ground Tree – 1 x replacement now planted.  

SL92/19	CORRESPONDENCE:  The correspondence received was noted.

SL93/19	PHASE II IMPROVEMENTS FOR THE PAVILION (building and frontage)

1.	Funding
a.	Senior FC were not represented at the meeting so all discussions carried forward to next meeting.
b.	Progress with other grant applications was noted.

2.	Tendering
a.	Following the initial all-party design meeting, it was RESOLVED to approve the specifications for the pavilion design being used to compile the Employers Requirements brief.
b.	It was noted that the Parish Council urgently needed to commission a Geotechnical Report for the pavilion site, to issue with the Employers Requirements, and RESOLVED to consider the quotations and agree the appointment electronically to avoid delaying until after the full council meeting.
c.	Following the evaluation of the Expressions of Interest, it was RESOLVED to approve the short list of contractors being invited to submit full tender packs.

SL94/19	OTHER PAVILION SITE RELATED MATTERS
1.	Remedial works - It was noted that more roof tiles had required replacement, that both the balancing pond gate and the pedestrian gate had required remedial work, that a section of fencing required repair to the bottom panel, that the pipe outside the gents toilet had been broken and required repair/replacement, that the silent soldier than disappointingly been knocked over & broken so required repair before he could be erected ahead of Remembrance Day, that the sink in the Away changing room had been found hanging off the wall & required urgent remedials and that the away changing room emergency light required replacing.   It was RESOLVED to accept the associated costs.   
2.	Pitch Barriers
It was noted that further discussions between P&IUFC and PPC needed to take place after Christmas.
3.	Portable Floodlights
It was noted that further information was required from P&IUFC and PIE, therefore this item will be carried forward to the next meeting.
4.	Full Floodlights
It was noted that initial information had been received from P&IUFC and the parish council would consider this in due course.
5.	Pavilion Financial Position
The latest financial position was noted.

SL95/19	GROUND KEEPER’S REPORT – J GROOM
1.	Bonfire event was cleared away well, especially given the weather.  The groundkeeper has been over the fire site with a magnet to remove any remaining nails.  The pitch has only required white lining etc.
2.	Can all clubs/users please ensure that the back bars on the socketed goals on the senior pitch are lifted and secured after each match otherwise the groundkeeper can’t carry out the necessary ground maintenance in the goal mouths.    
3.	Can all clubs/users please ensure that the padlocks are fitted to the bottom of the back bar during matches and not left affixed half-way up the side supports as this poses a hazard to the goalkeepers.
4.	It was noted that full council had approved the recommended pavilion ground-keeping budget for 2020/21 of £10k (in line with the current budget) and a budget of £950 per quarter for the recreation ground site.

SL96/19	OTHER PLAY AREA/OPEN SPACE MATTERS
1.	Remedial matters:  It was RESOLVED to commission the installation of a further section of wooden fence at the Recreation Ground to make good the gap created by youths at the far end by the basketball court.
2.	Leisure Land by Recreation Ground:
a.	It was noted that full council had approved the appointment of Huck Tech to remove the old playground equipment and install the new play space.  Works eta March-June 2020.
b.	Tendering for a concrete skate park will commence once the play space timescales are confirmed.
c.	It was noted that I&PUCC would investigate the implications of renovating the practice nets and/or installing new nets and/or installing bigger nets and would revert to the parish council in the new year.

SL97/19	REPORTS/OTHER: 
1.	P&IUFC were not present at the meeting so invoicing terms could not be discussed.
2.	No other reports received for consideration.

SL98/19	MATTERS FOR REFERRAL
It was RESOLVED to no matters were required for referral to full council.

SL99/19	DATE OF NEXT MEETING

The date of the forthcoming meeting was noted as: 12/12/19 at the pavilion.  No new matters were raised for the agenda.  

SL100/19	CLOSURE OF THE MEETING 	
There being no further business to be transacted, the chairman closed the meeting at 8.10 pm.

Signed:    ________________________________________		Date: _____________________             Chair