STORRINGTON & SULLINGTON PARISH COUNCIL

Minutes of the Meeting of the Recreation and Property Committee held in the Chanctonbury Room, The Sullington Parish Hall, Thakeham Road, Storrington, on Wednesday, 13th February, 2008, commencing at 8.00pm.

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

In Attendance:  Mr. J. Williams
           2 Members of the Public.

108.    Apologies for Absence were received from Mr. R. Dawe (holiday) and Mr. B. Walter (work).  The reasons for absence were duly ACCEPTED.

109.    To Receive Declarations of Interest from Members.  Mr. Head declared a personal interest in agenda item 7 and Mr. Read declared a personal interest in agenda item 8.

110.    To Approve and Sign the Minutes of the last Meeting held on the 9th January, 2008.  Minute No. 93, page 22, bottom line, the word ‘made’ should read ‘male’.  With this amendment the minutes were duly AGREED to be a correct record of the proceedings thereat and were signed by the Chairman.

    Matters Arising :-

111.    Minute No. 104: Notice Boards.   It was suggested that glass with wire mesh in it should be used.

112.    Minute No. 92: Chanctonbury Leisure Centre.  The Trustees had attended various meetings with Cabinet Members at H.D.C.  It was hoped that a solution had been found.  The Leisure Centre needed to draw up a list of capital projects that H.D.C., would then look at sympathetically.  The Trustees were to produce by the middle of this month an Action Plan and Financial Plan.  It was hoped the Leisure Centre could be brought up to an acceptable standard in order to generate more income to cover running costs and put them back on a sound financial footing.  There still remained the long-term problem of H.D.C., funding three leisure centres in the district at a cost of £1.25 million a year and three leisure centres to sink or swim by their own devices.  This meant that taxpayers in Storrington were paying twice.

113.    Minute No. 61 (2006): Cricket Club Lease.  Mr. Roper asked whether this document had been signed be the Cricket Club yet.  It was reported that the Council’s solicitor had recently advised that the tenant’s solicitors had now registered the lease against the Council’s title and a copy of the lease and amended registered title would be sent to the Council.
 
114.    Minute No. 91: Saxon Weald re: Oak Close.  The proposed meeting would be held on Wednesday, 19th March, 2008 at 9.30 a.m.

115.    To Consider the Inspection of Play Equipment Reports.  There were a number of missing caps from the equipment at Storrington Recreation Ground.  An order had been placed for replacements and spares.  Mrs. Worthington-Leese reported that the Storrington Recreation Ground gate catch was broken.

116.    Sullington Play Project.  The initial meeting of the Working Party had taken place.  Membership was Mrs. Wheatley, Mr. Mason, Mr. Dawe, Mrs. Marshall, Mrs. Younger, Ms. Chapman (W.S.C.C. Youth Worker) and Ms. Bone (Saxon Weald).  The consultation process with the young people had started.  Following this the next step would be to invite suppliers to submit their plans.
   
117.    The Glade – Storrington Conservation Society getting Woodsmill to draw up a Management Plan (current and 5 year long term) at a cost of approximately £300.00.  This was duly NOTED.  It was reported that Andrew Gale Tree Surgery had undertaken a safety test of the trees and had suggested some fairly minor works be undertaken.  A quotation for this work was awaited.  This area was meant to be a relatively wild, natural area, but must be safe.

118.    Football Club Floodlights Conditions.  Mr. Mason reported that the conditions were dependent on lighting levels.  He had this afternoon received by e-mail a report from H.D.C’s independent consultants.  A copy of this would be circulated.  The report states that the lighting that would be installed on the football ground would be within the levels laid down within the ILE recommendations, but what it does not give is what the levels are in terms of figures.  The report does, however, stated that the field is a zone E2 environment and advises where the information can be found.  The Clerk would look these up on the internet.  There had been discussions between the consultants, the Football Club and the proposed suppliers and the specification had been reduced dramatically from the original application.

119.    Report and suggested Policy for Browns Lane Allotments.  A copy of this document had been circulated to Members prior to the meeting.  There was the issue of a couple of plots being used as part of a play area to go with the Abbey House development, but the Council was waiting to hear back from W.S.C.C., as to whether that would be possible.  

120.    New Offices and Toilet Refurbishment.   One quotation was to hand.  One company wanted a site meeting, but no others had replied, therefore it was felt that further requests for quotations should be sent out

121.    H.D.C. Village Hall Improvement Grant 2007/08 – This was a capital fund and none had been allocated for the last three years.  This grant was not available to making improvements to existing Village Halls, but to assist with the cost of new facilities in the District.

122.    Terms and Conditions of Hire.   A copy of the current document had been circulated to Members prior to the meeting.  It was suggested that there should be conditions that hirers should clear up and leave the premises as found and also that for children’s parties there should be one adult to so many children and a bigger deposit should be requested.  Should any Members have any further suggestions on how to improve these conditions, they should convey them to the Clerk.

123.    Front Door, Sullington Parish Hall.  The independent surveyor’s report had been received and a copy sent to Thomas Door and Window Controls.    The  report  stated  that  the  workmanship was not good.  Thomas Doors maintain that all the issues  raised  relate  to  the original door frame, with the exception of the brush seals.  The report did not mention the slight warp in the door.  Thomas Doors would charge for undertaking the recommended works.   The surveyor had informed Mrs. Worthington-Leese that should the Council take the company to court, they may or may not win, and it might be better getting someone else to come in and sort out the problem.  A quotation was awaited.

    A quotation was also awaited for an automatic unlocking and locking system and that would deadlock them at a certain time each night.  People would gain access either by a code or fob and would then only have access to the areas that they had booked as all other areas would be locked. 

124.    Health and Safety.   There were no matters raised.

125.    Documents for Councillors to Read :-
(a)    Playground Facilities Ltd. – Newsletter.  Mrs. Wheatley took this to read.
(b)    Playdale Playgrounds Ltd. – Flyer.  Mrs. Wheatley took this to read.

    Chairman’s Announcements :-

126.    W.I. Collage in the Foyer of the Sullington Parish Hall.  A request had been received that the Council should have this moved out of direct sun because it was fading.  Following discussion it was AGREED :-

    To take this down and put it in store until the alterations were carried out and then it should be erected where the current hatch was on the wall of ‘The Den’.

127.    Rotary Club – Film Nights.  The Rotary Club would like to request that the Council apply to vary the Premises Licence of the Sullington Parish Hall to cover the showing of films.  Currently they had been purchasing Temporary Event Notices, but this was expensive.  They had so far held five film nights and were becoming very popular with the community.  They consider this a worthwhile and much needed activity and they had booked the Hall until the end of 2009.   These film nights were not a major fundraising activity, due to the associated costs of the film company, hire of the hall and the cost of event notices.  They consider this activity to be a contribution and commitment to the local community and the ‘profits’ were somewhat a secondary consideration, although these were donated to good community causes.  Following discussion it was AGREED :-

        To apply to H.D.C., for a variation to the Premises Licence.

128.    Skate Park.  A request had been received that the Council should re-open discussions on the provision of a skate park in Storrington.  Mrs. Wheatley would speak to this person on behalf of the Council, to explore this further, as there was a project being worked on by H.D.C., for provision of a mobile skate park.

There being no further business the meeting closed at 9.10 p.m.