STORRINGTON & SULLINGTON PARISH COUNCIL

 

Minutes of the Meeting of the Recreation and Property Committee held in The Skylight Room, The Parish Hall, Thakeham Road, Storrington, on Wednesday 1^st April, 2009, commencing at 7.30 p.m.

 

Present:  Mr. C. Mason in the Chair, Mr R. Carter, Mr. R. Dawe, Mr. A. Head, Mr. D. Roper, Mrs. L. Wheatley and Mrs. A. Worthington-Leese.

 

In attendance:  9 Members of the Public

 

113. Apologies for Absence There were no apologies for absence.

 

114. To Receive Declarations of Interest from Members.  Mr Mason declared a personal interest in agenda item12 as his wife is a member of staff at a local Pre-School.

 

115. To Approve and Sign the Minutes of the Last Meeting held on the 4^th March 2009.  The minutes were duly APPROVED as being a correct record of the proceedings thereat and were signed by the Chairman.

 

            Matters Arising: -

 

116. Minute No. 80 and 98: Lease Agreement for Meadowside Play Area.  It was reported that an acknowledgement to the Parish Council’s letter had been received from H.D.C and a further response was still pending.

 

With the agreement of the meeting, it was AGREED to vary the order of the agenda to accommodate the members of the Public present, and to take items 7 and 12 next.

 

 

117. Report on the Sullington Play Project. It was reported that letters had now been sent to residents surrounding the Recreation Ground, inviting them to visit the Parish Hall to view  the plans for the new play equipment. Requests had also been made from local children’s associations for their comments. It was hoped that at the end of this consultation period, the order for the equipment would be placed so that installation could be completed prior to the end of the schools Summer Term. Members of the public were asked if they wished to speak and comments were made regarding the positioning of the equipment, and the potential vandalism that could occur. Measures such as CCTV and lights were discussed and local residents commented that the installation of lights would present problems when they were trying to sleep. Further issues were raised relating to the congregation of groups of youths on the recreation ground acting anti-socially and comments were made regarding the lack of police presence and activity in this regard.  Mr Dawe suggested that a separate meeting be arranged between the Police and local residents to address this issue and it was AGREED:

 

Such a meeting would be arranged and letters informing local residents of

the time and date would be delivered as soon as possible.

 

 

As Mr Mason had declared an interest in the following, Mrs Wheatly took the Chair

for item 12 on the agenda.

 

118.      To consider request from Little Bears Pre-School for Outdoor Play Facilities in order  that they may comply with the Early Years Foundation Stage which became statutory in September 2008.  

Members had been given a copy of a letter from Little Bears which explained the requirements to provide “Free Play” facilities which ideally would present the children with the choice of undertaking activities inside or outside.  In order to achieve this, the children would need to be able to have access to a safe play area directly outside of the Main Hall.  At present, the children were being brought to the outside car park by the Pre-School staff to play but this was not considered safe as the area to the sides and rear of the Parish Hall was a one-way access road and car park. Members of staff from the Pre-School had monitored the level of traffic using the rear of the building and had reported that during  periods of sole-use by the Pre-School, cars very rarely travelled around to the back of the  building.  The Pre-school was proposing to cordon off the areas to the sides of the building  and to place signs and a member of staff at the corners to stop any approaching vehicles, so  that the children could be removed safely. It was proposed that at times when the building is being used by other hirers, then the “Free Play” area would not be utilised. It was reported  that the Parish Council’s insurance company had notified that it would not cover any such agreement and that the Pre-School’s own insurance company would need to provide full  indemnity against a claim being made to the Parish Council in the event of any mis-hap.

             Mrs Wheatley proposed; seconded Mr Dawe and it was AGREED.

That, provided Little Bears’ insurance company could indemnify the Parish Council as described, then the Committee would inspect details of proposed equipment to be used for cordoning and plans for implementation. If these plans are acceptable, then a three month trial period will commence.

With the item addressed, Mr Mason re took the Chair.

 

119.     To Consider the Inspection of Play Equipment Reports.  There had been no reports

received.

 

120.     Documents for Councillors to Read. There were no documents for Councillors to read.

121.     Allotments:

 

(a)  Amberley Road Lease  The Committee had been sent the proposed lease agreement for

review and suggested the inclusion of two further conditions relating to the associate members of the Allotment Growers Association and to the discharge of debts in the event of the dissolution of the Association. It was AGREED that these conditions be relayed to the Allotment Growers Association.

 

(b)  Clearance Works Ravenscroft. It was reported that Clearance works were underway

and that arrangements would need to be made for the removal of the accumulated debris, prior to the ploughing of the area.

 

122.     To consider request from Storrington Village Day Organizers to have an Archery event

            in a corner of the Football Field.  The Rotary Club had submitted a request for this event

            and provided that the Parish Council could be furnished with the relevant safety and

insurance documents, the request was duly AUTHORISED.

 

123.      Gas Boiler, Storrington Football Pavilion.  It was reported that British Gas had been

             approached to provide a service contract for the maintenance of the boiler and that

             arrangements had been made for a pre-service inspection to be completed on 7^th April 2009.

 

124.      Downsview Avenue – The Glade Land Registry Title. It was reported that this document

 had now been sent by the solicitors along with an invoice for the work undertaken in this

 respect.

 

125.      Health and Safety. 

             

(a)  Report on Risk Assessments. Members were presented with Risk Assessment reports

which had been completed and a number of issues had been highlighted particularly with

             the absence of smoke/heat detectors or extraction equipment in the kitchen. It was

 AGREED that a smoke detector should be purchased and installed in the area as soon as Possible.

 

(b)  Problems. Members had been advised of an incident where a hirer had left the main

 entrance doors of the Parish Hall propped open after a booking.  As the hire period occurred

 during a weekend, the incident had not been reported for 24 hours, leaving the Hall and it’s

 contents vulnerable.  The Committee was presented with the option of charging the hirer

 a penalty and UNANIMOUSLY AGREED on this course of action for all future breaches 

 of conditions of hire.

 

(c)   Intruder Alarm Procedures. Following discussion regarding the process in the event

 of the activation of the intruder alarm, members raised concerns that staff members should

 not attend alone or outside of hours.  It was therefore AGREED

 

That enquiries be made of the installers or outside companies regarding

  the provision of a monitoring and action service for alarm activations o

or failures.

 

126.     Chairman’s Announcements. Following meetings with representatives of the Cricket and

Football Club, Mr Mason reported on that both Clubs were opposed to the level of proposed rent increases.  Mr Mason informed the committee that both clubs were facing challenges felt that their futures would be threatened if the proposed increases were implemented. After a review of the figures,

it was DECIDED

That the proposed increases were fair and reflected the costs

involved in providing the services and amenities the clubs currently

received.

 

There being no further business the meeting closed at 10.00 pm.

 

 

 

 

 

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