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, 6th May 2009, commencing at 8.00 p.m.

Present:  Mrs. L. Wheatley in the chair, Mr. R. Carter, Mr. A. Head and Mrs. A. Worthington-Leese.

130.    Apologies for Absence were received from Mr. C. Mason, and Mr. R. Dawe (prior engagements), the reasons for absence were duly ACCEPTED.

131.    To Receive Declarations of Interest from Members. There were no declarations of interest.

132.    To Approve and Sign the Minutes of the Last Meeting held on the 1st April, 2009.  The minutes were duly APPROVED as being a correct record of the proceedings thereat and were signed by the Chairman.

    Matters Arising :-


133.     Minute Nos. 80, 98 and 118: Lease Agreement for Meadowside Play Area.  It was reported that a verbal acknowledgement to the Parish Council’s letter had been received from H.D.C., and a written response was still pending. Mrs. Worthington-Leese Proposed, Seconded Mr. Head and it was AGREED :-
       
That a further letter be sent to H.D.C., to advise that the Parish Council would no longer be responsible for the play equipment and that arrangements would be made to remove the items from the Parish Council’s insured schedule of responsibilities.

134.      Minute No. 119: Play Equipment at Cootham Hall. Members were advised that there had been no response to the last letter sent by recorded delivery, to the Trustees of the hall. In the absence of such a response, Mrs. Worthington-Leese Proposed, Seconded Mr. Head and it was AGREED :-

That arrangements be made to remove the play equipment as soon as possible and to contact the Parish Council’s insurance company to remove the equipment from the schedule.  A letter advising of this action should be sent to the Hall Trustees.

135.    Minute No. 120: Sullington Play Project.  It had been reported that a meeting between local residents and the Police had been arranged for 14th May, 2009.

136.    Minute No. 121. Little Bears Pre-School - Free Play Area.  Members were advised that there had been no further developments on this matter.

137.     Minute No.  126. Gas Boiler, Storrington Football Pavilion.  It was reported that British Gas had completed the pre-inspection and the boiler had now been accepted for a service and maintenance contract.       
           
138.    Minute No. 129: Cutting Storrington Graveyard.  Garden Care had reported that they were currently contracted to cut one area of the Graveyard and the vicar had been provided with the contact details to obtain a quote for the closed churchyard with a view to retrieving costs from Horsham District Council.


139.      To Consider the Inspection of Play Equipment Reports.  One report had been received:-
     
(a)    Storrington Recreation Ground.  The report highlighted that the surface below the Pod Swing had been burnt and defects on a cradle swing (fixing bar bent) and a cap missing on the Aquatic Multiplay.  These items would be addressed.

(b)    Meadowside.  As there had been no further contact from Horsham District Council regarding Meadowside, the items on the report would not be addressed at this time.

(c)    Cootham Hall.  As there had been no response from the Trustees of the Hall, the items on the report would not be addressed at this time.

140.    Documents for Councillors to Read.
   
    True Energy You Can Trust – Available from the Parish Office.

141.     Report on the Sullington Play Project.  The following quotations had been received.
   
EQUIPMENT                PRICE
        Proludic                £33,268.00 Plus VAT
        MonsterPlay                £53,951.02 Plus VAT
        Lappset                    £60,302.00 Plus VAT

        SAFETY SURFACE
        Ecoscape Softbond            £10,450.57 Plus VAT

        INSTALLATION
        Ecoscape                £ 7,900.00 Plus VAT

    A discussion ensued and it was AGREED :-

    To accept the quote from Proludic for equipment and from Ecoscape for Safety surfacing and installation. (Public Health Act 1875 , s, 164)                   

After consultation with children from the local area, the choice had been made to order the safety surfacing in green.  It was reported that the equipment had now been ordered and that the application for planning permission for the Youth Shelter had been submitted.  It was planned that works would be completed in time for the School Summer Holidays.
                     
142.     Allotments.  Members were advised that a copy of the waiting list, containing 33 names, had   been forwarded to S.A.G.A and two new requests would need to be forwarded once responses to permission letters had been received.  Plans would need to be progressed regarding the management transfer of the Ravenscroft site and a report on progress would be presented at the next meeting.

143.    Old Well, West Street.   It was reported that a hole had appeared in a grass verge in the village on land owned by the Parish Council.  The space appeared to be an old well but there were some pipes visible which were found to be leaking heavily.  The Water Board had carried out repairs and a report had been requested following their visit.  Members raised concerns regarding the health and safety implications and it was AGREED :-

        That steps should be taken to fill in and cover over the hole as soon as possible.

144.     Progress report, Ravenscroft Football Facility.  It was reported that two companies had been approached to provide quotations for this facility.  The tight budget meant that previous quotations for full Multi Use Games Areas had to be declined.  The quotes received had provided for fencing around the area to a height of 2 metres but it was suggested that the fence should be higher.  Further research would be required and quotations obtained for fencing at a height of 3 metres.

145.    H.D.C. Mobile Skate Park and Football Cage.  It was reported that this item had been addressed during the full council meeting on 29th April, 2009.

146.    Trade Refuse Charges.  A letter had been received from Horsham District Council advising of increases to Trade Refuse Charges which came into effect on 1st April, 2009.  Members acknowledged these details.

147.    Health and Safety.
   
(a)    Report on Risk Assessments.  It was reported that progress had been made with the completion of Risk Assessments.

(b)    Problems.  There were no problems highlighted on recently completed Risk Assessments.

(c)    Intruder Alarm Procedures – Quotation from Kestrel Alarms.  A quotation had now been received for Kestrel Alarms to act as main key holder and point of contact in case of alarm activation at The Parish Hall and Storrington Football Pavilion.  The Committee discussed the matter and it was suggested that in cases where the alarm had been activated as a result of hirer negligence, then the charges for call out should be passed on to the hirer.  It was UNANIMOUSLY AGREED :-
           
    To accept the quotation from Kestrel Alarms in the sum of £217 plus VAT annual charge plus call out charges as follows:
            Mon-Fri – 9:00hrs – 17:00 hrs    -    £58 plus VAT
            All other times            -    £104 plus VAT.
            (Local Government and Rating Act 1997 s.31)

The terms and conditions of Hire would be amended to reflect the implications of hirer negligence and hirers would be asked to sign a copy as indication of agreement.
       
148.             Chairman’s Announcements.  There were no Chairman’s announcements.

There being no further business the meeting closed at 8:40 p.m.