STORRINGTON & SULLINGTON PARISH COUNCIL

 

Minutes of the Meeting of the Recreation and Property Committee held in The Chanctonbury Room, The Parish Hall, Thakeham Road, Storrington, on Wednesday, 1st July 2009 commencing at 7.00 p.m.

 

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

 

14. Apologies for Absence were received from Mrs L. Wheatley (prior engagement). The reasons for absence were duly ACCEPTED.

 

15. To Receive Declarations of Interest from Members. Mr. Head declared an interest in item 11. Football Club Floodlights.

 

16. To Approve and Sign the Minutes of the Last Meeting held on the 3rd June 2009.  The minutes were duly APPROVED as being a correct record of the proceedings thereat and were signed by the Chairman.

 

17. Matters Arising :-

 

(a) Minute Nos. 80, 98, 118, 133 and 6(a) Play Area Meadowside.  It had been reported that no response had been received to the Parish Council’s letter of 29th May 2009.  Mr Dawe had agreed to raise this matter directly with Horsham District Council.

 

(b) Minute Nos. 119, 134 and 6(b): Play Equipment, Cootham Hall.  Attempts had been made to remove the equipment, however the Trustees provided a copy of a letter sent on 10 June 2008 requesting information relating to the costs involved making the repairs. The office had no record of receiving this letter and would review the contents and respond to the Trustees.

 

18. To consider the Inspection of Play Equipment Reports.  One report had been received:-

 

(a) Meadowside.  Due to the actions of Minute No. 4 (a), the items on the report would not

be addressed.

 

(b) Cootham Hall.  Due to the actions of Minute No. 4 (b), the items on the report would not

be addressed at this time.

 

(c)   Storrington Recreation Ground.  The report highlighted minor repair needs which

would be addressed.  .

 

Further to the quotation  received from Proludic for the part to repair the Aeroskate for £68.92, it had been ascertained that the warranty period for component parts had been two years and had now expired. It was therefore AGREED.

 

To purchase the part at a cost of £68.92 (Public Health Act 1875, s 164)

 

19. Documents for Councillors to Read.  

 

ICIS News – Mr. Roper took this to read.

 

20. Report on the Sullington Play Project.

 

(a)  To consider quotation for Minor Landscaping Work.  Mrs Wheatley had reported

the requirement for additional minor landscaping work to the site at the Parish Council

Meeting on 24th June 2009, and a quotation had been received from S J Aplin Playgrounds Ltd for the amount of £1,338 plus VAT. It had been reported that there were sufficient contingency funds to cover this cost and it was AGREED.

To accept the quotation from S J Aplin Playgrounds Ltd for the sum of

£1,338.00 plus VAT. (Public Health Act 1875 s. 164))

 

           (b) To consider Official Opening Event.  It had been suggested that a Formal Opening

           of the Play Area should be considered and members had been asked for their comments.

              A discussion ensued and it was suggested that plans be made for the event to be held in

           September and that representatives from Viridor and the National Lottery be invited in

           recognition of their contributions to the project.

21.       Allotments. 

 

(a)  Amberley Road.  A claim for compensation had been received in respect of termination

of tenancy.  Members were advised that the claim included costs for fertiliser, compost, fruit

canes and bushes for a total cost of £96.93. Members had been advised that photographs

taken of the plot on 15 January 2009 showed no evidence of the canes and bushes and no

receipts of purchase had been provided by the claimant. It was AGREED.

 

That a letter should be sent to the Claimant advising that the Parish

Council considered that adequate notice was given to allow the removal

of the plants and to request proof of purchases referred to in the claim.

 

(b) Ravenscroft.  A new agreement was currently being formed and would be referred to the Parish Council’s solicitor for review.

Members were informed that a greenhouse had been erected by an existing plot holder who currently rented two plots, onto an adjacent vacant plot, preventing the vacant plot being offered to the next person on the waiting list. It was AGREED.

 

That a letter be sent to the owner of the greenhouse advising that the

building should be removed with immediate effect. Alternatively, the

owner should be invited to swap one of his existing plots for the site

where the greenhouse was located.

 

22.    Ravenscroft Football facility.  Saxon Weald had reported that the early results of the consultation with residents had shown overwhelming support for the installation of the Football Wall and members were asked to consider the quotations received.

 

Wicksteed:

To install one Open Goal Module with 3 meter high panels,

Supply and install relevant surfacing to an area 11m wide by 12m long

Supply and install 3mtr high wire mesh fencing to three sides (open at opposite end to goal so that facility could be extended

to install another goal module, creating a pitch, In the future?)

£24,995 excl VAT

 

Playground Facilities Ltd.

To install ball wall with goal, basketball hoop, ring and backboard.

Supply and install 22m x 12 m of hard surface.

Supply and install 3metre high tennis court style fencing to four sides with

Matching gate.

 

£21,606.84 excl VAT

 

Concerns were raised relating to the tennis court style fencing quoted by Playground

Facilities Ltd and enquiries had been made regarding the effectiveness of this type of

Fencing.  The company had made suggestions to strengthen the fencing and further

quotations had been requested to provide theses options. Mr Dawe Proposed, Seconded

Mr Mason and UNANIMOUSLY AGREED.

 

That the quotation be accepted from Playground Facilities Ltd for the

sum of £21,606.84 plus VAT and to request that the extra strengthening measures to the fencing be included provided that the total cost did not exceed the amount budgeted for this project of £24,000. (Public Health Act 1865 s. 164)

 

 

23. Football and Cricket Club Rent Review.  It had been reported at the Parish Council

Meeting on 24^th June that both Clubs had made reference to conditions in their leases which

stated; At least three months prior to the date of each Rent Review Date, the Landlord shall

by writing indicate to the Tenant the proposed rent for the period commencing on the

following Rent Review Date. The Rent Review Date being 30th April 2009. Legal advice had

been sought and members had been advised that Schedule F para 2 of the lease stated;

with regards to all period of time referred to in this Schedule time shall be deemed not to be

of the essence. With this in mind it was AGREED.

 

That both Clubs be informed in writing that it was the Parish Council's

position that the original decision to increase the rent would stand.

 

 

24. Football Club Floodlights.  It had been reported at the Parish Council Meeting on 24^th

June that the Football Club had requested authority to install a Kilowatt Hour Meter as an alternative to a separate meter for the floodlights. Members had raised concerns as the Deed of Variation stated that a completely separate meter would be required to ensure that the Football Club would maintain full responsibility for the floodlights. The Football Club had reported that there was insufficient space in the existing cupboard to house a separate meter and the alternative meant that the new meter would need to be fitted to the outside of the building which could potentially be subject to vandalism.  The Football Club's request involved the Parish Council being invoiced for the cost of electricity used by the floodlights, along with the current electricity costs for the building.  The kilowatt Hour Meter would be read on a regular basis and the costs calculated and recovered from the Football Club.  The Club reported that it had a written estimate for these costs of £12.00 per month but Members commented that this estimate appeared to be very low. Members voted and the results of the vote were:

 

1 Against. 1 Absention. 4 in Favour.

 

It was therefore DECIDED.

 

That the Football Club be granted permission to install the Kilowatt

Hour Meter provided that they were able to confirm the estimated cost

of electricity at £12 per month.  Should the estimate prove to be more

expensive then the Football Club would be required to pay the amount

of £200 in advance.

 

 

25. To consider potential venues for Chichester Archers to hold Archery Events.  Members

had been asked to consider potential venues for this type of event and  it was suggested that

the Leisure Centre may be a suitable location. It was AGREED.

 

 

That further information be obtained regarding to ascertain how

frequent the events may be and to contact the Leisure Centre

regarding prices and availability.

 

 

26. Kestrel Alarms - Keyholder Agreement.  Members had been informed that Kestrel Alarms

had contacted the Office regarding the Keyholder Agreement and had advised that further

costs of £110 per venue, would be required to pay the Monitoring Station before the

arrangement could be put into place.  Members commented that this cost should have been

included in the original quotation discussed in Minute No. 147 (c). But it was felt that the

arrangement was necessary and therefore it was AGREED.

 

That the further costs of £110 each be accepted for the Football Pavilion

and The Parish Hall. (Local Government and Rating Act 1997 s.31).

 

 

27.   Insurance - To consider quotation to increase the Office Contents to £20,000.   A quotation of £45.15 had been received from Came & Company to increase the amount insured for Office Contents.  Members enquired whether the current contents cover of £10,000, was sufficient and it was AGREED.

 

                        That the existing cover of £10,000 was sufficient for the time being.

                        However, this matter would be reviewed upon completion of the Office

                        refurbishments.

 

28.   Health and Safety.

 

(a)  Football Pavilion.  Members had been advised that a recent Fire Safety Inspection had highlighted the need for a number of safety measures to be implemented at the Football Pavilion and that this would be addressed by the Caretaker.

 

Chairman’s Announcements. 

 

29.    Mill Pond.  It had been announced that works would commence within the next four weeks to dredge the Mill Pond and that the silt would be moved from the area and used to form a bank at Meadowside.  Residents of Meadowside would be kept informed of the progress of the project.           

           

There being no further business the meeting closed at 9 pm