Title: Minutes of the meeting held on 30 March 2006 at 7
Author: x
Last saved by: Laurie
Company: Hewlett-Packard

PITSTONE PARISH COUNCIL SPORTS & LEISURE COMMITTEE
Minutes of the Sports & Leisure Committee Meeting 
held on 2 March 2017 in the Millennium Room at Pitstone Memorial Hall, 
commencing at 7.30pm

PRESENT:	Cllr Saintey (Chair), Cllrs Mrs Crutchfield, Cllr Weber, Cllr Mrs Arney, Cllr Starling, 
Cllr Nicholls, John Groom (Groundkeeper), Paolo Aquila (Senior FC) Daryl Masters (JFC) and Laurie Eagling (clerk). 
APOLOGIES:	Matthew List (JFC), Brian Brooks and Cllr Blunt

SL107/16	ATTENDANCE AND APOLOGIES - See above.  

SL108/16	QUESTIONS FROM THE PUBLIC – None present.

SL109/16	DECLARATIONS OF INTEREST - No interests declared at the commencement.  See later minute re post match hospitality.

SL110/16	APPROVE MINUTES OF LAST MEETING 
The minutes of the previous meeting held on 9 February 2017 were noted as a true and correct record and the Chairman signed on behalf of the council.

SL111/16	PAVILION/SPORTS SITE RE-DEVELOPMENT

1.	Phase I New ball stop netting, replacement fencing & relocation of senior pitch (estimate Summer 2017)
a.	The meeting to score the suppliers had taken place and a preliminary preferred bidder identified, however this could not be confirmed until (1) the references had been followed up and (2) the grant applications had been submitted (as these stipulated that no contractual obligations were already in place at the point of application).
b.	The funding position was summarised and grant applications discussed.  PA to investigate possible funding sources for the ‘football’ led elements including Football Foundation and Bucks Playing Field Association and LE to make enquiries with AVDC re S106.

2.	Phase II New building, external storage, outside perimeter, car park etc (estimate Summer 2018)
a.	The meeting to score architect submissions had to be postponed and will now be held at the end of the month.

3.	Phase III: Tennis/Netball/5-aside floodlight ball-court
On hold until the landowner can provide an update

SL112/16	GROUND KEEPERS REPORT
	Only small amount of marking out.  Anticipate minimal renovation this summer.  All sites holding up well.

SL113/16	OTHER MATTERS
1.	Zebra plumbing still to carry out service the TMVs.
2.	It was noted that 1 roof tile had come adrift following Storm Doris and one fence post was in need of an additional support post.  It was RESOLVED to meet the associated cost of these works.

SL114/16	REPORTS
	No reports were submitted.

SL115/16	DATE OF NEXT MEETINGS
	The next meetings are scheduled for:  

It was RESOLVED to cancel the meeting presently booked for Thursday 9/3/17.  The next meetings would therefore be:
Thursday 13 April 2017 7.30pm at the pavilion (Maundy Thursday & school hols)
Thursday 11 May 2017 7.30pm at the pavilion
Thursday 8 June 2017 7.30pm at the pavilion
Thursday 13 July 2017 7.30pm at the pavilion
Thursday 10 August 2017 7.30pm at the pavilion
Thursday 14 September 2017 7.30pm at the pavilion
Thursday 12 October 2017 7.30pm in the Millennium Room
Thursday 9 November 2017 7.30pm in the Millennium Room
Thursday 14 December 2017 7.30pm in the Millennium Room

Meetings to be in the meeting room at the hall during cold/winter months and on site at the pavilion during warmer/summer months.

SL116/16	POST MATCH HOSPITALITY
It was RESOLVED to permit PA to provide further details of the proposed post match hospitality arrangements to assist the deliberations later in the evening.  

That concluded the public section of the meeting at 8pm.  In accordance with The Openness of Local Government Bodies Regulations 2014 (SI 2014/…) and The Local Authorities (Executive Arrangements)(Meetings and Access to Information)(England) Regulations 2012 (SI 2012/2089) the public and press were excluded from the last two items due to the sensitive nature of the business.

SL117/16	CHANGE TO FUTURE PAYMENT PROCEDURES
It was RESOLVED to introduce a monthly ‘in advance’ invoice system for P&IUFC for the 2017/18 season.

SL118/16	POST MATCH HOSPITALITY FOR P&IUFC
Cllr Starling declared an interest as a trustee for Pitstone Memorial Hall Charity and refrained from voting on this agenda item.
1.	It was RESOLVED to continue to encourage P&IUFC to liaise direct with Pitstone Memorial Hall Charity regarding possible post match hospitality arrangements for the remainder of this season.
2.	In case the new hall facilities were not available in time, it was RESOLVED to permit P&IUFC to apply for 3 x TEN licences to cover the remaining 3 matches of the existing season.  No alcohol/equipment to be stored on site.  Copy of the TEN must be provided to the council ahead of the match.  P&IUFC to be responsible for all associated licences and compliance to legislation eg Health & Safety, Environmental Health etc.
3.	It was RESOLVED that it was unlikely that TEN would provide a viable option for the 2017/18 season and therefore to encourage P&IUFC to liaise direct with Pitstone Memorial Hall.

SL119/16	CLOSURE OF THE MEETING 	
There being no further business to be transacted, the chairman closed the meeting at 9pm.

Signed:    ________________________________________		Date: _____________________             Chair