PITSTONE PARISH COUNCIL SPORTS & LEISURE COMMITTEE
Minutes of the Sports & Leisure Committee Meeting 
held on 8 June 2017 in the sports pavilion, 
commencing at 8.10pm

PRESENT:	Cllr Saintey (Chair), Cllrs Mrs Crutchfield, Cllr Weber, Cllr Dr Frearson and Laurie Eagling (clerk) throughout.  John Groom (Groundkeeper), Daryl Masters (JFC) and Matthew List (JFC) until the conclusion of item SL32/17.
APOLOGIES:	Paolo Aquila (Senior FC).

SL24/17	ATTENDANCE AND APOLOGIES - See above.    It should be noted that at the Parish Council Annual Meeting on 25 May, Cllr Blunt stepped down from the Sports and Leisure Committee and Cllr Dave Frearson joined.

SL25/17	DECLARATIONS OF INTEREST – Cllr Frearson declared a new interest as an allotment tenant.

SL26/17	QUESTIONS FROM THE PUBLIC AND DISPENSATION REQUESTS – No members of the public present.  No councillors wished to speak on matters for which they have a relevant interest.

SL27/17	APPROVE MINUTES OF LAST MEETING 
The minutes of the previous meeting held on 12 May 2017 were noted as a true and correct record and the Chairman signed on behalf of the council.

SL28/17	CLERKS REPORT - No matters arising.

SL29/17	CORRESPONDENCE – request from an allotment tenant under consideration

SL30/17	PAVILION/SPORTS SITE RE-DEVELOPMENT

1.	Phase I New ball stop netting, replacement fencing & relocation of senior pitch (estimate Summer 2017)
a.	It was noted that the S106 grant application had been approved by AVDC.
b.	It was noted that P&IUFC had submitted their grant application to the Football Foundation – decision awaited.

2.	Phase II New building, external storage, outside perimeter, car park etc (estimate Summer 2018)
a.	It was RESOLVED to hold a further meeting to conclude the appointment of architectural services.
b.	It was RESOLVED to arrange a discussion with Pitstone Memorial Hall Charity committee regarding a possible joint consultation of village need.
c.	It was RESOLVED to obtain quotations for a CAD survey of the existing pavilion building as this would be required by the architects.
d.	It was RESOLVED to appoint Mr B Brooks as Employers Agent, and thank 
Mr Brooks for volunteering his time to this role. 

3.	Phase III: Tennis/Netball/5-aside floodlight ball-court
On hold until the landowner can provide an update, pending the publication of the AVDC Local Plan.

SL31/17	GROUND KEEPERS REPORT
1.	Both pitches had been renovated during May and new grass seed was growing well.
2.	It was RESOLVED to purchase 4 x new goal sockets (approx. cost £116 + VAT) and the associated Post Crete (approx. cost £40 + VAT).
3.	It was RESOLVED that the ground keeper could install 2 x goal sockets along the northern line in their final new position utilising new sockets.
4.	It was RESOLVED that the ground keeper could relocate 2 x existing southern goal sockets to their intermediate position, along the existing goal line but further to the east in line with the northern goal sockets.  
5.	It was RESOLVED to store the other 2 x new goal sockets until the pitch extension work had been completed, and then utilise them in their final new positions for the southern goal.
6.	It was noted that a treatment of fertiliser and possible weed killer would be required before the site re-opens and RESOLVED to meet the associated cost.
7.	It was RESOLVED to keep the site closed until Saturday 22 July.  Therefore, any earlier friendly matches or training would need to be held on the Recreation Ground (avoiding clashes with Cricket).
8.	It was noted that throughout the season, training sessions should be moved around the ground (including the northern end) to avoid over-wear of any given area.  Goal areas should be avoided.

SL32/17	OTHER PAVILION MATTERS
1.	It was noted that an emergency light had failed at the latest power outage check and RESOLVED to ask the electrician to repair.  No other remedial work had arisen during the month.
2.	It was noted that the fire equipment was now over 10 years old and required replacing.  It was RESOLVED to meet the associated cost of £147 + VAT.
3.	It was noted and welcomed that P&IJFC were fielding an under 18 team for the forthcoming season.
4.	It was noted that there had been a change in management for the P&ICUFC.  Clerk to establish new point of contact.

The football/pavilion related members of the committee then left the meeting.

SL33/17	OTHER PLAY AREA/OPEN SPACE MATTERS
1.	The issues arising with the previous Wicksteed quotation were noted.  Upon consideration of 4 new quotations it was RESOLVED to order a gate for the Windsor Road playground from Easy-Gate Ltd and employ J Leonard Ltd to install.  Total cost approx. £965 + VAT.
2.	The annual playground inspection report from Wicksteed was noted and considered.  It was RESOLVED that no additional remedial actions were required at present.
3.	Remedial matters:
a.	It was RESOLVED to meet the cost of bolt-cropping off the 3 padlocks from Castlemead litter bins and affixing replacing padlocks.
b.	It was RESOLVED to purchase a set of replacement cable ties for the Hever Close goal net.
c.	It was RESOLVED to purchase a replacement no smoking sign for the bus shelter opposite Masons.
d.	It was noted that the recent storms had caused some shed damage at the allotments and some minor branches to fall on the recreation ground.
4.	It was RESOLVED to initiate a 3 month monitoring program of Hever Close goal area  including:
a.	Identifying with Thames Valley Police any calls received over the last 12 months relating to anti-social behaviour.
b.	Requesting Thames Valley Police include the open space in their regular patrols.
c.	Requesting all councillors (especially those on the sports & leisure committee) undertake visits and log with the clerk.
d.	Log any complaints received from residents.
e.	Log litter/other issues identified at regular checks of area by staff.
Sports & Leisure Committee to review upon conclusion of the study.

SL34/17	ALLOTMENT MATTERS
It was noted that 3 allotments had been surrendered, 2 were now under new tenancy and 1 was currently vacant.  Pitstone Allotment Association AGM on 27/6/17.

SL35/17	REPORTS
1.	Croudace sign had been repaired following storm but not relocated.
2.	It was RESOLVED to permit the Bucks Open Studio sign.  Signage for an event in Slapton, with no permit requested, had been removed.

SL36/17	DATE OF NEXT MEETINGS

	The next meetings are currently scheduled for:  

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 19 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 at the Memorial Hall during cold/winter months and on site at the pavilion during warmer/summer months.

SL37/17	CLOSURE OF THE MEETING 	
There being no further business to be transacted, the chairman closed the meeting at 9.25pm.

Signed:    ________________________________________		Date: _____________________             Chair