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 Monday, 12th March, 2007, commencing at 8.00pm.

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

In Attendance:   10 Members of the Public.   

170.    Apologies for Absence were received from Mrs. Worthington-Leese (personal reasons).  The reason for absence was duly ACCEPTED.

171.    To Receive Declarations of Interest from Members.  Mr. Head declared a personal and prejudicial interest in agenda item 7(b) Planning Decision regarding Floodlights and letter from resident, Storrington Recreation Ground.

172.    To Approve and Sign the Minutes of the last Meeting held on the 12th February, 2007. The minutes were duly AGREED to be a correct record of the proceedings thereat and were signed by the Chairman.

    Matters Arising :-

173.    Minute No. 167: Close Boarded Fence, Sullington Recreation Ground.  Saxon Weald had supplied a map indicating the boundaries that they were responsible for.  Unfortunately the fence in question was not included.  It was therefore decided that further quotations should be obtained for its repair.

With the agreement of the meeting, it was resolved to vary the order of business in order to take the items that the public were most interested in next.

174.    Storrington Recreation Ground - Planning Decision regarding Floodlights and letter from resident.  Mr. Head left the meeting.  During this item the meeting was closed in order to allow the members of public present to express their opinions.  The Chairman explained the current situation to the meeting and reported that it had been suggested that a Working Group of three members, who had nothing to do with the football club or live anywhere near the recreation ground, be formed to fully investigate this matter.  If formed this group would invite people to make representations about the various issues.  It was resolved to spend time to discuss the criteria for this group.  The Chairman outlined suggested terms of reference for this group as follows :-

1.    To confirm the required grading of the ground with the Sussex F.A.
2.    To confirm mandatory requirements for a club in this league and higher in case they should get promoted.
3.    To confirm what would happen to the club if items in 2 above could not be met in full or in part.
4.    To confirm dimensions of lights and obtain photographs.
5.    To visit other clubs to see examples of lights and look at other aspects of being in this league.
6.    To examine what was legally possible on a public recreation ground and ascertain on what basis this land had been    
        bequeathed.
7.    To examine illumination of the lights and the affects they would have on surrounding houses.
8.    To fully understand the ramifications relating to junior football in Storrington should the floodlights not be installed.
9.    To understand the affect of any additional league requirements on the environment.
10.    To obtain details of cost of lights and ongoing maintenance, electricity, etc.
11.    To understand who would own these lights.
12.    If considered appropriate, to appraise how many club members live within the parish.
13.    To seek, by letter or public meeting, opinions of local residents.

The following criteria were added :-

14.    To undertake research around the County of other recreation grounds used for football that were owned by Parish Councils in order to see how others have addressed this problem.
15.    At the end to report back to committee and make public everything ascertained.

It was UNANIMOUSLY AGREED :-

    To appoint a Floodlighting Working Party and the membership of this should be Mr. C. Mason, Mr. R. Carter and Mrs. L. Wheatley.

175.    Storrington Greenfingers re: Floral Displays for 2007.  Due to the previous vandalism, they wished to reduce the multi-tiered planters to the base only and the northern container would be brought closer to the main road to make it more visible.  The troughs on the railings by the river would be compacted to make them more visual, which would mean there would be three containers on two sets of railings and none under the tree.  They would like to put a further five containers (provided by H.D.C.) on the railings by the Post Office.  It was considered that overall this would give a better display and hopefully prevent some of the vandalism.  The meeting was closed in order that the member of public present could speak on this matter, during which it was explained that they hoped to be able to place a container under the sign to Water Lane.

    The members were sad that there had been vandalism to the displays, but this was an on-going problem in the village.  The committee appreciated the efforts of this group in making the village look attractive.  Mr. Walter Proposed; Seconded Mrs. Wheatley and UNANIMOUSLY AGREED :-

        To agree with the request.

176.    Infrastructure Improvements, Storrington Recreation Ground.  The meeting was closed in order to allow the member of public present to speak on this matter.  The Vipers Football Club would not be able to use the Cricket outfield next year due to the drainage works that would be taking place.  This club continued to require more sites and it was wondered whether anything could be done about the rabbit holes in the Hormare field and to generally improve this land as they would like to have a small pitch up there.  The members wondered why the club were not making use of the Sullington Recreation Ground.  It was AGREED :-

        To obtain a report on what was needed to improve the Hormare field.  

    There continued to be a problem with moles on the cricket field which the Cricket Club regarded as a health and safety issue and also considered that part of the field was beginning to erode.  Following discussion Mr. Walter Proposed; Seconded Mr. Dawe and AGREED :-

        To obtain quotations for the eradication of the moles.

    Discussion then ensued on the football wall at the Storrington Recreation Ground, because the hard standing had still not been removed from the front of this, the Cricket Pavilion continued to be used as an alternative.  A resident had written expressing the view that the hard standing should be removed because it was a Health and Safety matter and an accident waiting to happen.

    It was reported that the contractors undertaking the infrastructure improvements had removed some trees that should not have been removed, but strong representations had been made in this respect. 

    Allotments :-

177.    Amberley Road Devolved Management – draft Lease.  A copy of the suggested Lease had been distributed to members prior to the meeting for consideration.  It was AGREED that the following amendments should be made :-

        1.    Bonfires should not be allowed.
2.    Sheds did not include greenhouses and definitely not polytunnels as these required planning permission.
3.    Item 3.72 – people living in dwellings without gardens and change ‘locality’ to “in the parish”.
4.    Where maintenance of hedges was mentioned, add ditches.
5.    Make it clear that the Parish Council would hold the waiting list for allotments on this site and that that Association should obtain details of the next person on the list when vacancies arise.

Once those amendments had been made, a copy of the draft Lease should be sent to the Amberley Road Allotment Association for their comment and to request a reply within six weeks, otherwise the Council would assume that they accept this.

178.    Possible Purchase/Lease/Rental of Land for Allotments.  Members had been and inspected some land that was on offer in Fryern Road.  This land would appear suitable for allotment purposes, but would cost £20,000 per acre.  The only drawback was that it was a long way to walk and there were no pavements.  On four acres it would be possible to accommodate 64 x 10 pole plots.  There were two fields totalling 9 acres.  Following discussion it was AGREED :-

1.    To ask the Planning Department at H.D.C., for their views on this land becoming allotments.
2.    To express an interest in taking the whole of this land to the current landowner, but subject to securing finance.

179.    Deposit situation.  The majority of the allotment holders had now paid the deposits, but there were two gentlemen in their 80s who were on straight state pensions that had said that they could not afford to pay this, but would like to continue with their plots.  Mr. Roper agreed to contact the Hooper Coates Trust to see whether they would be prepared to assist, but they would naturally get this returned to them when the allotment holders gave up their plots in good condition.

180.    To Consider the Inspection of Play Equipment Reports.  The only new item on today’s list was that there was a wobbly post on the Amason Basin at Sullington.  It was AGREED :- 

That the Clerk and the Chairman would examine this to see if it was dangerous and take appropriate action.

    Tayplay had agreed to take away the net of the Cone Climber at Storrington Recreation Ground for repair and return same.  There was also a problem with caps on some of the Proludic equipment as these kept being removed by vandals.  Playgrounds U.K., were to visit site when they take down the net and would then chain this to the ground until transport arrived.  The key would be given to the Clerk.  Whilst on site they would check the Proludic caps that had been removed.  Proludic had now agreed that the Cone Climber would be covered by their ten-year guarantee.  They would write to confirm this. 

Proludic had now supplied the Council with a maintenance manual for the equipment which entailed :-

Weekly – Carry out checks on individual pieces of equipment using the current sheet.  Cone climber – grease using Castrol MP2 grease Speerol 125 or equivalent.

Monthly – Check for signs of vandalism or weather damage.  Inspect tightness of fittings.  Check for broken or missing parts, splinters on wooden equipment.  Check protective covers are in place.

Every Three Months – High pressure cleaning of softpour surface.  Equipment to be cleaned with water and detergent, high pressure clean.  Check for wear.  Supernova – grease appropriate parts.  Football walls – check stability and state of fixing elements.

Yearly – Check softpour surface.  Check for chipped paintwork and tough up if necessary.   Inspect anchoring systems, frames and springs.  Check swings for wear to seat fittings, chains and the wearing parts (see manual).  J.2581(Skate) check trolley bearing, handle chains and stops.  Twinfly – check cables, rotation and remove upper and lubricate.  Rodeoboard – check springs for corrosion and remove upper and lubricate.  Football walls – check anchorage, welds on load bearing elements.  Supernova – grease appropriate parts.  Cone Climber – grease appropriate parts.

The cost to hire a pressure cleaner for one day would be £75.67 for a petrol version and £62.16 for an electric one.  These prices include V.A.T., and insurance.

Playgrounds U.K., had quoted for the annual check in the sum of £500.00 plus parts and equipment.

Members were shocked that it had taken Proludic almost a year before sending the maintenance manual for this equipment and were surprised that the company had not made these requirements clear during the negotiations.  Proludic should be asked where within their sales literature/agreement it was stated that this equipment required this amount of maintenance.  This was not obvious to laymen and hence the Council should not be liable.  It was AGREED :-

    To check the Council’s position with Trading Standards or Consumer Direct and then to write to Proludic advising that it had not been made clear during the contract and therefore the Council expect them to undertake the maintenance as they provided the equipment.
 
181.    To consider Letter from Weight Watchers regarding rent for hire of the Football Pavilion.  Weight Watchers were requesting that the Council consider reducing the rate required for their hire of the pavilion and suggested £35.00 per session (£70.00 a week).  Following discussion it was AGREED :-

    That as a gesture of goodwill Weight Watchers should be offered a hire charge of £35.00 per session for the next three months and following that it would increase to £40.00 per session.
       
182.    Cluttons re: Renewal of Agreement relating to Ravenscroft Allotments from 1st April, 2006 to 31st March, 2008 and rent increase to £340.00 per annum.  This was a retrospective rent increase and it was not possible for the Council to go back to its allotment holders to request additional rent.  It was AGREED :-

    Cluttons should be advised that insufficient notice had been given of this increase.  Mr. Wilkinson should be sent a copy of this letter.

183.    Health and Safety  - Letter from Allianz Cornhill regarding renewal of policy.  Due to the insurance claim where it was alleged a third party sustained injury, Allianz Cornhill reserved the right to take any relevant underwriting action deemed necessary following their investigation.  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.  It was AGREED :-

    To add to the Caretaker’s weekly inspection of play equipment list additional items for him to check and record.  Signs should be erected at entrances stating that users of premises do so at their own risk and take special care, etc.

184.    Documents for Councillors to Read :-

    (a)    Playback – available in the Parish Office.
    (b)    Rekk youth shelters – available in the Parish Office.
    (c)    Monster Play brochure – available in the Parish Office.
   
    Chairman’s Announcements.

185.    EDF re: Electricity Charges.  EDF had advised that from the 1st May, 2007 their charges would be increased to :-

        Fixed daily charge (pence/day)        66.00p
        Charge for each kWh used at all other times     7.29p

    It was AGREED :-

    To compare these prices on the internet (Uswitch) and the Council needed to be ‘greening’ their activities.

186.    Insulation of Chanctonbury Room.  It was considered that there was a need to add some form of insulation to the doors from the stage in the Chanctonbury Room because of the disturbance caused to meetings from the noise in the Main Hall.  It was AGREED:-

        To obtain quotations.

187.    Leisure Centre C.C.T.V. Supervision.  Mr. Roper had attended the recent Leisure Centre meeting.  At that meeting it was considered that the Parish Council should be arranging for the moving of the screen for this system to behind the reception desk by the company that installed it.  It was AGREED :-

    That an e-mail should be sent to Steve Good, the Chairman, to check this with him.

188.    Sussex Heritage Trust Awards, 2007 – Details relating to these awards were available in the Parish Office.

189.    Infrastructure Improvements.  Mr. Head reported that he had witnessed the contractor’s employees cutting reinforced mesh without the use of goggles, etc.  This was a serious Health and Safety issue and should be reported to Royal Haskoning and Edburtons.

190.    Chairs, Football Pavilion.  It was reported that the chairs had screws falling out and the Caretaker was finding it difficult to mend them sufficiently.  Investigation should be made into the costs of replacement chairs.

There being no further business the meeting closed at 10.40 p.m.