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Present: Cllrs. Doyle (Chairman), Phipson, Miss Whatmore and Wheeler,
R Miller from Wadhurst Tennis Club and
T Anstee and C Curtis from Junior Football Club.
Also in attendance: Caretaker and six members of the public.
1. To
receive apologies for absence
Apology received from Cllr. Standley; reason noted and accepted.
2. To approve the minutes of meeting 8.05.08
The minutes of the meeting held 8.05.08 were approved and signed.
3. To determine matters arising from the previous Minutes
for updating and noting
Telephone line has been altered from payphone to emergency use only.
4. Public Forum
Suggestion that a resident be appointed to Recreation Ground Management
Committee. Non council committee members are on an advisory basis only.
Suggestion to be put before Full Council for consideration.
5. Tennis Matters
A planning application for nine floodlight columns has been approved
by WDC. The validity of the planning decision is being disputed by
a group of local residents.
The deeds for the site have been examined by Cllr. Phipson and the Clerk.
There are two restrictive covenants on the site, neither of which is
now applicable.
To consider new security system for tennis courts and club house and
authorise expenditure
The existing security/locking system has been broken and cannot be repaired.
Astra Security has recommended an updated system; entry to be controlled
by cards or key fobs which the Tennis Club would authorise through a
computer. Resolved to authorise expenditure of £2700 + VAT for a new
entry system, payment to be made under LG(MP)A 1976 s19. Tennis Club
will grant funds towards the project in accordance with the Agreement.
To discuss arrangements for Pay & Play
Uplands Sports Centre has been approached about the possibility of taking
over the Pay & Play booking system; this would provide an extended
opportunity for people to book sessions. It was suggested that Costcutters
should also be approached due to the close proximately to the recreation
ground. Committee will need to consider requirements of record keeping
and possibly taking a deposit from users to ensure entry cards are
returned.
6. Junior Football Matters
Messrs Anstee and Curtis arrived at 7.55pm.
To consider revised Agreement
Revised Agreement reviewed. Junior Football Club to take responsibility
for planning and raising funds for improvements to the pitches. It will
also pay 50% of the cost of any grass treatments with a maximum Parish
Council contribution of £500, and make a contribution to the conversion
of the Referee’s room. The Parish Council will continue to pay for grass
cutting. Rental to be increased by £50 to £550 pa, with an annual increase
based on inflation. Resolved to recommend to Full Council the approval
of the revised Agreement with the Junior Football Club.
To consider Junior Football Club’s proposal for improvements to the
Voelcker Field and main pitch
The aim is to extend the playing area in the Voelcker Field to create
an 11 a-side pitch near the allotments and to recover the unused area
near the tennis courts.
Drainage improvements are required to the main pitch.
The Club continues to work towards Charter Status; it is hoped that
once this is achieved, grant funding may be more readily available.
To approve alterations to referee’s room and approve expenditure
Resolved to approve expenditure of £1200 + VAT for alterations to the
shower area in the referees room to create a sink unit and install
a wall mounted kettle; payment to be made under LG(MP)A 1976 s19. Junior
Football Club will grant funds towards the project in accordance with
the Agreement.
Other football issues
Club is still keen to create a patio area near to the referee’s room;
grant applications have not been successful and fund raising may be
undertaken for the project.
Saturday training sessions commence 6.09.08; Club is aware of parking
issues and will work to keep this under control.
7. To consider extending CCTV system
Quotation of £4402 + VAT received to install additional CCTV equipment
to provide extended coverage including car park and play equipment.
There has been a reduction in the number of incidents of anti-social
behaviour since the appointment of the new caretaker; the Police have
also been more active in the area. It was agreed not to take forward
the proposal for additional CCTV at the present time.
8. To review Health & Safety inspection report 27.06.08
and Fire Risk Assessment
A Health & Safety inspection was carried out by the Clerk and Caretaker
27.06.08. Some minor items identified; these have now been addressed.
Fire Risk Assessment reviewed and noted.
9. To discuss boundary hedge/trees between main pitch and
Voelcker Land.
The Chairman proposed to reduce the height of the overgrown hedge between
the main pitch and the Voelcker Land and to create a further opening
between the two areas. Rupert Bamford from Uckfield Tree Surgeons visited
the site and will provide a quote for the following work: all existing
specimen Oaks to remain, dead trees and wood to be taken out and hedge
reduced to approximately 5ft. Other trees on the recreation site were
also examined and there is dead wood that needs to be removed.
Discussion on the merits of hedge laying; advice/cost to be sought.
An appointment is to be arranged with Mr Mellor of WDC for work required
on trees at the adjacent allotment site and the opportunity will be taken
to discuss proposed work at the recreation ground.
10. To note spend to date and consider budget requirements
for 2009/10
Spend to date reviewed and noted.
Discussion on budget requirements for the next financial year; projects
may include work to trees and updating of play equipment. Draft budget
to be circulated and agreed by Council members of the Recreation Ground
Management Committee prior to the Finance Committee meeting 2.10.08.
Funds are due from the affordable homes development for play provision
and a working party is being established to review existing equipment
and consider future needs. WDC is managing some grant funding for play
provision and applicants must be able to demonstrate consultation and
involvement with the public and in particular children.
11. To consider maintenance/operating issues and improvements
and authorise expenditure
To note results of electrical testing
Full electrical testing of the pavilion was undertaken and two additional
circuit breakers have now been installed. Testing is required every three
years.
The microwave has been disposed as it failed the recent appliance testing.
To review play equipment inspection report and authorise expenditure
for repairs/play bark
A copy of inspection report circulated to Cllrs. prior to the meeting.
Cllr. Doyle, Clerk and Caretaker have undertaken a site visit to review
the report and a number of minor repairs will be undertaken. Some of
the equipment is old and cannot be repaired. No items in the report have
been identified as high risk.
Resolved to approve £900 + VAT for play bark, payment to be made under
LG(MP)A 1976 s19.
Graham Thorpe has been instructed to install further wooden planks adjacent
to the hedge on toddler area to contain the bark.
There being no further business the meeting closed at 20:45
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