WADHURST PARISH COUNCIL
DRAFT MINUTES OF A MEETING OF RECREATION GROUND MANAGEMENT COMMITTEE
in THE PAVILION, SPARROWS GREEN, WADHURST THURSDAY 7 June, 2012 AT 8 P.M.
Present: Councillors Clark, Doyle (chairman), Gadd and Meredith-Hardy. Keith Curtis (WUJFC).
Also in attendance: Bob Penny (caretaker/groundsman) and one member of the public
1. To receive apologies and reason for absence.
Apologies, and reasons accepted, from Cllrs. Matthews, Standley and Mr. Miller.
2. To receive declarations of interests on items on the agenda.
Cllr. Clark declared a personal interest in items relating to the Wadhurst Tennis Club.
3. To approve the minutes of the meeting held 23rd February, 2012 Approved
4. To determine matters arising from the previous minutes.
4.1 (5) Skate/BMX Park.
Mr. Curtis reported that an area of land by Styles Lane had been suggested as a suitable site for a skate/BMX park by some of the members of the Junior Football Club. Members felt that being so close to a residential area would not be ideal. The clerk is to contact the family that raised the idea regarding thoughts for a potential site and seek the views of Wadhurst Warriors who are thought to be exploring various youth related projects.
4.2 (4.1) Zip wire – Maintenance work £309.79 (inc. VAT) on hold.
Members learnt that the Wealden Pollution Control Officer agreed that the noise levels had reduced but suggested modifications to reduce noise levels further. The clerk is to investigate options.
4.3 (4.6) To note anchoring of steps to fort unit completed.
4.4 (4.7) To note cheaper electricity supply contract obtained.
4.5 (4.8) To note completion of disabled bay marking.
4.6 (4.9) To note completion of lighting to bottom car park steps.
4.7 (6.1) Update regarding need to obtain new environmental reports and surveys for planning application regarding floodlighting of tennis courts.
No update available.
4.8 (10.2) To note progress re. low-level lighting between top car park and pavilion, agree a contractor, approve costs and proceed with planning application.
Discussions relating to the quotations for the work concluded that five ‘drive-over’ sunken lights be used and that power should be taken from the lower steps. The clerk is to ask the contractors to re-quote, obtain an additional quote and commence the planning application process.
4.9 (10.3) To note that the first of two tranches of tree work have been completed.
Noted. The second tranche has now also been completed.
5. Public Forum – time limit 15 minutes.
Members heard from a representative of the local residents that they will oppose any plan to install low-level lighting between the pavilion and the top car park. In response to a question regarding the progress made in planting to cover the football kit container Mr Curtis assured members that planting would now be arranged.
6. Tennis Matters.
6.1 To receive report.
6.2 To consider regular maintenance, and associated costs, of tennis court surface, and make recommendations to full council.
Following on from the full council decision to meet the costs of quarterly and half-yearly maintenance of the tennis courts it was resolved that £400 be spent on the first tranche of maintenance work. The clerk is to contact Mr. Miller concerning the completion of a log to record the weekly maintenance tasks.
7. Junior Football Matters.
7.1 To receive report.
Members learnt that the club had won two cup finals with a league win for the U11s and a runners up position for the U10s. Two football courses had been run and club presentations will be held on 7th July, 2012. Details of new regulations regarding pitch sizes for U11 and U7 teams have still to be received.
7.2 To consider timetable and resourcing the completion of the coppicing work, and approve costs.
Lessons learnt from the first coppicing phase carried out by WUJFC have resulted in members agreeing to consider the use of contractors for the next phase, due after September. Cllr. Meredith-Hardy and Cllr. Doyle are to draw up a specification for the clerk to circulate to potential contractors.
7.3 To discuss update on ground treatment.
Mr. Curtis reported that some recently seeded areas on the football pitches had not taken due to compaction. A recent soil survey highlighted that improvements could be made and that sand and slitting work to the Voelcker field had been delayed due to poor weather.
8. Play Area/Equipment.
8.1 To discuss progress regarding pagoda.
Some work is still needed to complete the attachment of benches but this has not stopped the pagoda being used. Members thanked the Wadhurst Warriors for their work in assembling the pagoda. Discussion regarding the positioning of the plaque resolved that Cllr. Matthews continue her work in assessing the options; members resolved that either of the two options discussed (attaching to the inside of the pagoda roof, or mounting on a piece of wood embedded in concrete next to the pagoda) would be acceptable.
No pavilion items.
10. To consider maintenance/operating issues and improvements and authorise expenditure.
10.1 To discuss requirement for and policy relating to (commercial) regular users of the recreation ground.
Members debated the requirement for a policy relating to regular users of the recreation ground including consideration of public liability, risk assessments, catering regulations and first aid provision concluding that the clerk investigate further and produce a draft policy with a view to a decision being made at the July full council meeting.
9:35 p.m. Cllr. Gadd left the meeting.
10.2 To consider plan for sensory garden, and approve costs.
Cllr. Meredith-Hardy elaborated on his previously circulated plan explaining the benefits of noise, smell and feel of plants to both toddlers and the impaired. Discussion concluded that a group or business would be needed to take on the maintenance commitment before committing funds to the project. Cllr. Meredith-Hardy agreed to draw up a list of potential partners for the clerk to contact.
11.1 To review spend to date.
11.2 To note cost of two litter bins being £478.00 +VAT.
11.3 To note credit balance of £271.80 with South East Water.
Noted and agreed to continue with credit balance.
12. Urgent issues at the discretion of the Chairman for noting or inclusion on future agenda.
There being no further business the meeting closed at 9:50 p.m.