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 4th March, 2009, commencing at 7.00 p.m.

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

In attendance:  2 Members of the public

94.    Apologies for Absence were received from Mr. R. Carter (away).  The reason for absence was duly ACCEPTED.

95.    To Receive Declarations of Interest from Members.  Mrs. Wheatley declared a personal interest in agenda items 10 and 11 – Cricket Club as her husband was a member.

96.    To Approve and Sign the Minutes of the Last Meeting held on the 4th February 2009.  Minute number 75, second sentence, should read “The minutes were duly APPROVED…” With this amendment, the minutes were duly APPROVED as being a correct record of the proceedings thereat and were signed by the Chairman.

    Matters Arising: -

97.     Minute No. 77: Play Inspection Reports.  It was reported that no answer had been received
    from the Trustees of Cootham Hall.  A further letter would be sent requesting that a response be received within 
    two weeks of receipt or that steps would be taken to remove the play equipment behind the hall.

98.     Minute No. 80: Lease Agreement for Meadowside Play Area.  It was reported that no response had been received from H.D.C. and that this matter should be chased.

99.     Minute No. 86: Kestrel Alarms.  Following two recent false intruder alarm activations at the Football Pavilion, it was reported that Kestrel Alarms would be returning to site on 23rd March to inspect the system and discuss the possibility of removing the sensor in the Changing Rooms to allow access by the Football Club during periods that the alarm was activated.

100.    Minute No. 87: Football Pavilion Lift.  It was reported that Pickerings had yet to visit the Football Pavilion to discuss the spate of faults occurring with the lift.  This matter would be chased.

101.    Minute No. 89: Portsmouth Football Club.  It had been ascertained that the Storrington Football Club had been receiving £30 per day for the use of the facilities by Portsmouth Football Club.  This amount covered the costs of lining the pitch and cleaning the Changing Rooms.  Mrs. Worthington-Leese enquired how much the Parish Council charged other hirers such as the Funfair for use of the Hurston Lane Field and was advised that the cost was £38 per day.  Following further discussion regarding the condition of the field used for the event, it was AGREED :-

A letter should be sent to Portsmouth Football Club advising that for safety reasons, the main Football Pitch was considered a more suitable surface to use and that the daily charge for this would be £38.00.

With the agreement of the meeting the order of business was altered to allow the Allotment item to be taken next.

102.    Allotments including condition of ditches Ravenscroft Site.  It was reported that a response had been received from Storrington Allotment Growers Association and that letters were being prepared to send to allotment holders, informing them of the end of their tenancy.  The Clerk had requested that the Allotment Association provide copies of the new agreements so that these could be sent at the same time.

Mrs. Worthington-Leese referred to the Parish Council’s position that a maximum plot    size should be implemented by 2011 and members of the Allotment Association advised that no existing plot holder could be forced to reduce their current plot size but that it was hoped that they would be persuaded to do so eventually.  It was also suggested that the proposed new charging tariff would encourage people to maintain smaller plots. A lengthy discussion ensued and concerns were expressed regarding this issue.  The committee was informed that there was no legal argument that could be enforced to reduce existing plot sizes in this situation and an undertaking had been received by members of the Allotment Association Committee that its objective was to achieve a desirable plot size by 2011.  A meeting had been arranged at the Ravenscroft site for 5th March between members of the Council and the Allotment Association and it was RESOLVED :-

That the objectives of this meeting should be to move forward with the Self Management of Amberley Road Allotments as rapidly as possible and to consider the Allotment Associations proposals for the Ravenscroft Site.  The condition of the blocked ditches would also be inspected and discussed.

103.    To Consider the Inspection of Play Equipment Reports.  One report had been received
which highlighted deficiencies with the equipment at Meadowside and Cootham Hall.  These issues would be addressed upon receipt of responses to letters sent to H.D.C. and the
Trustees of the Hall respectively.  The small defaults recorded at Storrington Recreation Ground would be rectified.

104.    Documents for Councillors to Read. 
Associated Surfaces and Materials pamphlet – available from the Parish Office.

105.    Report on the Sullington Play Project.  Mrs Wheatley reported that a meeting had been held on 2nd March to discuss three quotations/designs that had been received.  Amendments had been requested from two of these companies and it was hoped that a further meeting to make a final decision would be held within the next two weeks so that an order could be placed before the end of April.  The aim was to have the works completed by the first week in July. Mrs. Wheatley was congratulated on her efforts in getting this project to fruition.

106.    Rent Review Storrington Football Club.  It was reported that the Football Club currently pays £600 per annum inclusive of VAT for rent of the Football Pavilion. As the building is shared use, the Football Club also pays 50% of the utilities bills.  The Parish Council absorbs the cost of grass cutting at approx. £2,245 per annum and it was acknowledged  that 75% of this figure would be necessary even in the absence of the Football Clubs usage of the pitch.  The costs for annual testing and maintenance of fire and electrical equipment was also funded by the Council at approx. £200 per annum.  Current Income generated from the hire of the Football Pavilion amounted to £7,600.  Following discussion Mr. Head Proposed; Seconded Mr. Mason and it was UNANIMOUSLY AGREED :-

That the rent should be increased to £955 per annum plus VAT and a review should be undertaken bi-annually.

107.    Rent Review Storrington Cricket Club.  It was reported that the Cricket Club currently paid £600 per annum inclusive of VAT for rent of the Cricket Pavilion.  This building was solely used by the Cricket Club and they cover all utility bills.  The Parish Council absorbs the cost of grass cutting at approximately £2,245 per annum and it was acknowledged that 75% of this figure would be necessary even in the absence of the Cricket Club’s usage of the field.  The costs for annual testing and maintenance of fire and electrical equipment was also funded by the Council at approximately £200 per annum.  Mrs. Worthington-Leese Proposed; Seconded Mr. Roper and it was UNANIMOUSLY AGREED :-

That the rent should be increased to £955 per annum plus VAT and a review should be undertaken bi-annually.

108.    Maintenance of Cricket Field.  Mr. Mason reported that following the completion of the drainage works to the Cricket Field, some wet patches were still evident after recent heavy rain.  Mr. Mason had attended a meeting on the site with the Agronomist and a Groundsman and had received advice from the Agronomist that no action should be taken at this time and that a further two months should be given for the field to settle, but to monitor the situation during this time.  The matter should then be reviewed in April.  Mr. Head informed the committee that he had inspected the outlets following the heavy rain.  The outlet did appear to be running slowly.  He would re-visit the location after the next period of wet weather and report back.

109.    The Glade  Mrs. Worthington-Leese reported that she and Mr. Mason had met with members of Storrington Conservation Society who had proposed coppicing 10 -20 trees per annum rather than felling.  These proposed works were AGREED provided that the cost did not exceed £1,000 per year.

110.    Use of Storrington Recreation Ground Car Park.  A member of the public had reported that following the recently implemented Car Parking Controls, people were parking their cars at the Storrington Recreation Ground Car Park, to meet and board a coach trip that would leave from this location.  Enquiries had been made of the staff at the Leisure Centre and the committee were informed that no major difference in parking levels had been noticed.  The Leisure Centre staff had agreed to monitor the situation and report if any problems were encountered.

111.    Health and Safety.  Mr Dawe asked that any deficiencies in this area be reported to the council at the next meeting.

112.    Chairmans Announcements.  There were no announcements.


There being no further business the meeting closed at 9.30pm