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Minutes of AMENITIES COMMITTEE meeting held on Monday 14th June, 2010, the Pavilion, Vaggs Lane, Hordle. Present: Cllrs. Alan Bollom, Mandy Hayes, David Horne, David Ironside, Peter Smith and Reg Wareham. Also Mrs Susan Whitcher- Clerk. Mrs Sandy Smith - minutes secretary. Cllrs Roy Bowring & Alex Pepper and 2 representatives from Hordle Spurs F.C. In the absence of the Chairman, Cllr. Ironside took the chair. 1. Apologies for absence Cllr.Terry – holiday 2. Declarations of interest Cllr. Wareham – item 4 3. To confirm minutes of meeting held on 10th May, 2010 Confirmed 4. To confirm and publicise facility hire charges. The Clerk has circulated a list of the suggested current hiring prices for facilities. It was agreed to clarify the time of sessions for the hall, football pitch and recreation ground hire. The Clerk was requested to polish the final list of charges. 5. To consider requests made by Hordle Spur Football club. The meeting was closed for the representatives of Hordle Spurs to speak 5.1. To erect new goals on the recreation ground that involves the use of permanent sockets sunk into the ground. – it was agreed that 4 pairs of sockets would be used to set up so that the goal areas could be moved half way through the season to reduce wear and tear on the goal mouths. It was agreed that spare caps for the sockets would be purchased and the Club would ensure they were locked in place after the posts had been taken down. The small goals will still be stored in the goal storage cage. 5.2. To request that the fees for next year remain the same as paid this year and not the amount set – it was agreed that the fees would remain as quoted but if a full set of accounts was submitted then an application could be considered for a grant. 5.3. If fees are increased to consider the free use of the pavilion hall and kitchen to allow them to make and sell refreshments to produce an income – after discussion it was agreed to have a trial run for a month (bookings permitting) with the FC cleaning up after themselves. The Clerk will notify the FC if there are any bookings. 5.4. To consider the use of Dudley Avenue open space free of charge if they undertake the grass cutting - after discussion it was suggested that the FC look at the site for its suitability. 6.To consider ongoing seasonal maintenance of the recreation grounds. Following recommendations from Ecosol to undertake overseeding at Hordle recreation ground and fertiliser treatment at Hordle and Everton Recreation ground. - to ensure the best treatment for our sports grounds it was unanimously agreed to go ahead with the Ecosol program. 7.To confirm the proposal to work with the NFDC as project managers for the implementation of the Hordle play park scheme. 8.To receive concerns and requests from the Hordle Village Cricket Club 8.1. To discuss their concerns regarding no rain clause within our fee structure.- it was unanimously agreed that the charges would stand but they could apply for a grant provided full accounts were supplied. 8.2. To confirm their use of the pavilion toilets and changing rooms only during net practice sessions. This was agreed and would be added to their terms and conditions. 9. To receive a proposal that : This council will set up a working party to undertake a complete review of its current open spaces and consider new sites in view of the increased requirement for open space within the NFDC Core strategy. This review will establish i) how our existing land and any proposed new sites can be best used having consideration to the Vision Plan and public views; ii) possible sources of funding and project management; iii) The working party will produce a detailed 5 year action plan for recommendation to the council by the September meeting at the latest. It was agreed to accept amendments to the proposal so that it now reads. “This committee recommends this Council to set up a working party to undertake a complete review of its current open spaces and all Council and Council managed buildings. Will consider new sites in view of the increased requirement for open space within the NFDC Core strategy and consider the need for increased capacity by way of improvement or extension or new buildings. This review will establish i) how our existing land and buildings and any proposed new sites or building can be best used having consideration to the Parish (Vision) Plan and public views especially those of the end users; ii) possible sources of funding and project management; iii) The working party will produce a detailed 5 year action plan for recommendation to the council by the September meeting at the latest. It was agreed that there should be public consultation on how areas could be used in future, maps of the parish land will be circulated and any planning constraints will need to be identified. A review of the available budgets will be required. It was unanimously agreed by the committee to put this amended proposal before the full Council. 10. To agree to changes of the pavilion alarm codes to include one master code and separate codes for permitted users to be acknowledged and signed for along with key holder information to be updated. This was unanimously agreed by the committee. 11. To consider the need for temporary repairs to Hordle play park fence proposed budget £300. It was agreed for the Clerk to arrange temporary fencing” in house” with the proposed budget. 12. To consider and agree the work to Everton recreation ground in association with Everton Football Club. It was agreed Everton FC will undertake the work and Hordle PC will meet the cost of materials provided they do not exceed £300. 13. Correspondence and Clerks report. 13.1. War memorial open space-confirmation from Cllr Tinsley 13.2. Community safety audit 13.3. Hire of the Pound – for storage of cord wood and a trailer. The Clerk was requested to find out further details for leases change of use and costings and length of lease. 13.4. Hire of Dudley Ave – to grow trees, to have this considered within the open spaces working party proposal. 13.5. Village warden volunteer –it was agreed that he could maintain a watching brief for the council in the Charnock Close/ Yerville Gdns area but re-instating the ditch would require further investigation. 13.6. Lighting and cctv issues police verbal report. It was agreed that the CCTV arrangements need to be reviewed but the saving of footage has been extended to 20 days. 13.7. Review the under used space within the pavilion – dealt with in item 9 13.8. Request for late night hire of the pavilion – 18th September 11.30pm (birthday party) agreed but 2 people suggested for late night lock ups. 13.9. 6 a side tournament. Paul worked late into Friday eve – thanks. Some traffic delays but no complaints no traffic on pitches and no damage done. Paul reports all left very tidy. 13.10. Re playbus at Tiptoe – no response from NFDC so far 13.11. Gas safety inspection – booked. best price obtained via British Gas Commercial 13.12. Roofing off goal store- ad hoc repairs not considered safe enough. Should consider obtaining full quote for the works. 13.13. Easement for surface water across Dudley Avenue – It was suggested for the Clerk to arrange a site visit and contact the Barker-Mills estate and bring findings to Full Council. 13.14. Insurance cheque to be signed. 13.15. The land data capture for the GIS system needs to be processed. 14. Chairman’s report The Chairman requested any projects that could be undertaken this year. He was informed that a bench and bin had been requested by Everton and some more areas could be planted. It was suggested that a mobile water source for inaccessible areas would be of benefit. He was informed that several seats had been identified as in need of replacement in the survey. These projects will go before Full Council as there is some outside space budget which can be considered. 15. Councillors report 15.1. Cllr. Horne asked about the circus he was advised that it had been cancelled. 15.2. Cllr. Bollom observed that Vaggs Lane is due to be closed on 25th June 15.3. Cllr. Hayes Informed the committee that Tiptoe Green should be completed on 21st June but will not be open to the public until various works have been completed though an Open day will be permitted before this. 15.4. Cllr. Smith reported that the lights in the changing rooms had been left on on Saturday, probably by the Cricket club 16. Public Session None Meeting closed at 9.53pm
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