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, 12th March, 2008, commencing at 7.30pm.

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

129.    Apologies for Absence were received from Mr. C. Mason (attending another meeting), Mr. R. Dawe (attending another meeting) and Mr. B. Walter (work).  The reasons for absence were duly ACCEPTED.

130.    To Receive Declarations of Interest from Members.  Mr. Head declared a personal interest in Minute No. 118: Football Club Floodlights.

131.    To Approve and Sign the Minutes of the last Meeting held on the 13th February, 2008.  These minutes were duly AGREED to be a correct record of the proceedings thereat and were signed by the Chairman.

    Matters Arising :-

132.    Minute No. 118: Football Club Floodlights.  The conditions had been sent to the Football Club for comment, but no response had yet been received.  The point should be made to the Club that if a signed copy was not received by the next Council Meeting on the 26th March, that they could not proceed with the installation of the lights.

133.    Minute No. 112: Chanctonbury Leisure Centre.  It was reported that the Leisure Centre were to have another meeting with H.D.C., in April when the Leisure Centre would give a presentation.

134.    Minute No. 120: New Offices and Toilet Refurbishment.  One quotation was to hand and one company had visited but was not prepared to quote on the suggested design because they did not feel that it would be possible to comply with the requirements for the disabled toilet and suggested a different layout with a separate disabled toilet.  It was agreed that H.D.C. Building Regulations Department should be contacted to check the legal requirements for such provision.

135.    Minute No. 128: Skate Park.  Mrs. Wheatley had spoken to the person that had made this approach and their group were very interested and were willing to fundraise by undertaking sponsored walks, etc.  The group would be willing to look after a skate park area.  The only problem was the site.  It was tentatively suggested that Meadowside play area might be a suitable location once the play equipment was moved and investigations in this respect should be made.  Nearby residents would have to be approached in order to obtain their views. 

136.    To Consider the Inspection of Play Equipment Reports.  No reports had been received.  The Clerk should take the two new office staff around all the sites and show them how to undertake an inspection.
   
137.    Report on Sullington Play Project.  The Lottery had agreed to grant £30,000 and an application had been submitted to Viridor for £20,000 and an application had been submitted to H.D.C., for £5,000.  Consultation with young people had started with copies of a questionnaire having been given to the Storrington First School, Scouts, etc., in an attempt to obtain the youngsters views as to what they would like on this site.  It was hoped to get a team of youngsters to be custodians of the area.

138.    Terms and Conditions of Hire.  A draft had been distributed to Members.  The following amendments were AGREED :-

    (a)    “booking deposit will be 50%” should be deleted.
    (b)    “damage deposit may” should be changed to ‘damage bond will’
    (c)    there were a few spelling mistakes that should be amended.
(d)    should hirers have difficulty with laying out the tables and chairs themselves and they require the Council to undertake this task, they should be advised that there was a charge of £9.00 for this service.

139.    Front Door, Sullington Parish Hall.  Report on latest position with Thomas Doors & Windows -  The Council had issued Small Claims proceedings against them and they had stated that they were defending this so they now had until the 23rd March to submit their defence.  Following this a court date would be set.  A second opinion report had been requested on the doors together with a quotation for doing the work as recommended by the surveyor.

140.    To Consider Quotation from Kestrel Alarms for New Entry System for the Sullington Parish Hall and the Football Pavilion.  The Council had raised a number of queries regarding this and the replies were :-

(a)    Electronic Door – If the electronic front door was wedged open for some reason, when the IA system was timed to be set, a set failure signal would be sent to the Alarm Receiving Centre who would then in turn contact the relevant keyholders to attend site.

(b)    Warranty – There was a twelve months warranty on the work.

(c)    Parts and Labour – Parts would be chargeable under the maintenance agreement after the first 12 months although as part of the maintenance agreement all parts, labour and callouts are charged at a discounted rate.

(d)    Access Control System – To link the five doors at the main hall to the fire alarm system so that when activated the doors would release.  This could be connected for £750.00 plus V.A.T.  If the pavilion had a fire alarm installed, there would be an additional cost of £150.00 plus V.A.T.

(i)    Sullington Parish Hall – Access Control System with Intruder Alarm System incorporated in the sum of £5,320.00 plus V.A.T.
(ii)    Storrington Football Pavilion – system via a network router in the sum of £2,232.00 plus V.A.T.  A broadband telephone line would be required for this installation.
(ii)    10 Key fobs for the sum of £48.00 plus V.A.T.
(iii)    Maintenance Agreement for the Access Control System in the sum of £148.00 plus V.A.T., per annum.

Mrs. Worthington-Leese Proposed; Seconded Mr. Carter and UNANIMOUSLY AGREED :-

    Acceptance of this quotation.  (Local Government (Miscellaneous Provisions) Act 1976 s.19) 

141.    To Consider Quotation from Kestrel Alarms for the Maintenance of the C.C.T.V., Systems.  To maintain the existing C.C.T.V., system - annual service for the sum of £68.00 plus V.A.T., per annum.  Additional callouts would be charged at £56.00 plus V.A.T. (during office hours) and £101.00 plus V.A.T. (outside normal office hours).  Parts and labour are additional.  Mrs. Worthington-Leese Proposed; Seconded Mr. Carter and UNANIMOUSLY AGREED :-

        Acceptance of this quotation.  (Local Government (Miscellaneous Provisions) Act 1976 x.19)

142.    To Consider Quotation from Kestrel Alarms for the Servicing of the Disabled Door Exits which can be maintained at the same time as the Access Control System, in the sum of £38.00 plus V.A.T.  Mrs. Worthington-Leese Proposed; Seconded Mr. Carter and UNANIMOUSLY AGREED :-

        Acceptance of this quotation.  (Local Government (Miscellaneous Provisions) Act 1976 s.19)

143.    To Consider Quotations for New Stage Steps.  The meeting adjourned to the Main Hall in order that Members may look at the existing stage steps.  A number of quotations were to hand, but the cheapest of these was in the sum of £532.60.  It was AGREED :-

    Further investigations should be made as it was felt it should be able to obtain steps that were much cheaper. 

144.    To Consider Letter from Rotary Club of Storrington re: Storrington Village Day, 28th June, 2008 at Storrington Recreation Ground.  The Rotary Club had written in response to all the Council’s queries following last year’s event and Members were satisfied with the replies.  It was AGREED :-

        That the Committee were quite happy for this event to proceed.

145.    Health and Safety.  Allianze Insurance had written to advise that the Council’s policy falls due for renewal on the 1st June, 2008.  Their claims department were still dealing with the incident whereby it was alleged a third party tripped on a pavement.  The claim was being dealt with under separate correspondence claim reference wg 2 105326.  Allianz reserve their rights to take any relevant underwriting action deemed to  be  necessary  following  this incident.  In addition renewal of the policy was invited subject to all areas and property under the control of the Parish Council being kept in good condition and subject to a regular inspection and maintenance programme.  All inspections and maintenance to be logged and recorded.  They were arranging a survey of the Parish Hall and renewal was subject to all survey requirements being complied with within any time scale given.  It was suggested that the new Caretaker should undertake Health and Safety risk assessments on all the Council’s property.

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

    Chairman’s Announcements :-

147.    Ryecroft Lane Allotment Site.  The Storrington Parish Church had written requesting payment of the annual rent for 2007 in the sum of £40.00 and another £40.00 for 2008.  However, the Council had been given notice to quit this site on 31st March, 2008.  Therefore, it was AGREED :-

    To pay the PCC Storrington the sum of £40.00 in respect of the current year’s rent.  (Small Holding and Allotments Act 1908, ss. 23, 26 and 42)

148.    Circus Visit.  Cirque de Normandy had enquired as to the possibility of visiting the Storrington Recreation Ground this year.  They are a small family circus with 8 personnel and only seating 200 people.  There were no animals and their top seat prices were £7.00.  The charge for such events in the past had been £38.00 per day.  Enquiries had been made as to what other Councils charged: Billingshurst £40.00 per day; Steyning do not give permission; Southwater and Pulborough had never had a circus and Henfield charged £500 for a 3-day event.  This circus had visited Forest Row last year, therefore, it was felt that the Clerk should speak to their Clerk about this.  Mr. Read Proposed that the Council should allow them to visit subject to being happy with the response from Forest Row.

149.    H.D.C. Trade Refuse Charges – landfill costs and landfill tax and fuel prices had significantly increased and therefore H.D.C., had reviewed their trade waste prices.  The new charge for each 660 Litre bin would be £6.90 per week.  This was NOTED.

150.    Storrington Greenfingers.  Mr. Read asked that the Council consider giving permission for a circular flower container to be placed on the post of the Village Sign.  This would be placed high up to hopefully reduce the possibility of vandalism.  Following discussion this was AGREED.

There being no further business the meeting closed at 8.40 p.m.