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 September, 2007, commencing at 8.00pm.

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

In Attendance:  Six Members of the Public.

The Chairman explained to the meeting that the agenda for this meeting was extremely long, therefore, he proposed certain measures to try and truncate it a little.  With the agreement of the meeting the order of business was altered to take items 5, 9, 10, 13, 17, 22 and 24 first.

24.    Minute No. 29 – Front Door, Sullington Parish Hall.  Thomas Doors had inspected the door, but would not offer a new door.  They proposed to move the hinges.  This action has been queried and they suggested that the Council obtain a written report from a local carpenter on the door for their consideration.  Silver Tower would provide a report. 

25.    To Consider the quotations to upgrade the Fire Alarm System at the Sullington Parish Hall.  Three quotations were to hand :-

        Guardian hi-tech in the sum of £3,345.00 plus V.A.T.
        Contra-Fire Ltd. in the sum of £345.00 plus V.A.T.
        Fire Risk UK Ltd. in the sum of £375.00 plus V.A.T.

    It was therefore AGREED :-

    To accept the quotation from Contra-Fire Ltd., in the sum of £345.00 plus V.A.T.

26.    To ratify expenditure incurred since July, 2007.
(a)    Sullington Parish Hall Repairs to one corner of the building that needed urgent attention, invoice received from Silver Tower Services in the sum of £1,073.00.  This expenditure was duly RATIFIED.

(b)    Noticeboards.  The noticeboards had been damaged once more and this was the eleventh time in less than twelve months that such vandalism had been reported to the Police.  An invoice was awaited.

(c)    Fencing, Storrington Recreation Ground and Sullington Recreation Ground.  The cost of this work had been £323.94.  This expenditure was duly RATIFIED.

27.    Sullington Parish Hall – to consider request from the public that energy saving lighting should be used.  It was AGREED :-

        That where possible energy saving lighting should be used.

28.    To Consider installing ‘No Dog Fouling’ signs in Hormare Field, Storrington Recreation Ground. A member of the public was permitted to speak and requested the provision of rubbish bins and Dog Fouling Signs  in  the  Hormare  field.   The  Chairman explained that such provision within the Parish was open to discussion with H.D.C., but the Parish Council was trying to get additional bins and to get them emptied more frequently.  It was AGREED :-

    To purchase ‘No Dog Fouling’ signs and erect them in the Hormare Field.

29.    To Consider request that the Council install a doorbell at the Football Pavilion.  This was AGREED.

30.    Signage, Storrington Recreation Ground.  It was AGREED :-

    New signs should be erected as soon as possible.  It was estimated that these would cost in the region of £250.00 plus V.A.T., each.

31.    To consider quotations for CCTV Monitor at Chanctonbury Leisure Centre Reception.  A number of quotations were to hand, but information was still awaited regarding the cable attachments required.
 
32.    Presentation by Amberley Road Allotment Association.  One of their committee members stated that they had received the draft lease and tenancy agreement, which they had studied in detail and been in consultation with the National Society of Allotment and Leisure Gardens.  All members of the Association had seen copies of this and they had a list of comments and observations on this and there was a need to look at how to address those in the future.  One more substantive item when originally the idea of taking on the lease of the allotments was muted, the majority of their members had voted in principle to exploring the possibility.  Unfortunately, support for the move and the membership of the Allotment Association had dwindled and the reason for this was when the new agreements were issued in April, and in particular the £50.00 deposit, this caused them damage because people thought that this could have been handled in a more sensitive way than it was.  The Association had been trying to combat that.  As it was, they were currently representing just over 50% of the allotment holders and the membership were not necessarily in favour of taking on the lease at the moment.  They would, however, like in the short term to have a close working relationship with the Council and to find ways of working more effectively together, recognizing the administrative burden that the allotment site was.  It was thereby hoped to build more trust and confidence and look to taking on the lease at a later date.  It was pointed out that some of the allotments were overgrown. 

    It was AGREED :-

    To form a Working Party consisting of Mr. Head and Mr. Roper to have a meeting with the Association, produce a report and report back to this Committee.      

33.    The Glade.  The Council’s solicitor had advised by the builder’s solicitor that the Transfer had been executed.  They were chasing the commuted sum payment.

34.    Apologies for Absence.  There were no apologies for absence.

35.    To Receive Declarations of Interest from Members.  Mr. Head declared a personal interest in agenda item 26 (Floodlights) and Mr. Read declared a personal interest in agenda item 20 (Ravenscroft allotments).

36.    To Approve and Sign the Minutes of the last Meeting held on the 11th July, 2007. These minutes were duly AGREED to be a correct record of the proceedings thereat and were signed by the Chairman.

37.    Matters Arising.  There were no matters arising.

    Storrington Recreation Ground:-

38.    Infrastructure Improvements.  The car park was now complete. 

39.    Storage Container.  The storage buildings had not been handed over because the doors were the wrong size.  The new doors were on order.

40.    Drainage of the Football Pitch.  Unfortunately the field had not been returned to a playable state as it should have been and the first game was suppose to be played on Saturday.  This matter was being actively pursued with the people concerned in order to get them to return the pitch to the state it should be in.  The Council were on the edge of being in dispute with Thomas’.

41.    Storrington Football Club re: payment of Utility Bills.  A letter had recently been sent to the Football Club about the outstanding utility bills following the unproductive meeting that had been held with them.  It was understood that the Football Club were discussing their response to this letter.

42.    Floodlight Working Party.  Mr. Head declared a personal interest in this item and left the meeting. 

    The Floodlight Working Party had produced a report and this had been distributed to the whole Council in order that this may be fully debated at the next Council Meeting.  It was very important to point out that there were strong opinions on both sides, therefore, there would be winners and losers and whoever loses will not like the decision.  Members were asked to contact the members of the Working Party if they considered that anything had been missed.  This topic would be on the agenda for the 26th September.

    Mr. Head re-joined the meeting.
   
43.    To Consider the Inspection of Play Equipment Reports.  An inspection report had been received from H.D.C., and the main concern was Meadowside because they recommended that the site should be closed. 

44.    Play Equipment Meadowside and Sullington.  A site meeting had been held with H.D.C., a few weeks ago about the possibility of obtaining Lottery funding towards the renovation of this play area, but H.D.C., considered the need of the Sullington Play Area to be greater and hence this area had been included in the application.  The decision would be known in December.  H.D.C., had stated at that time that all Meadowside playground was okay and  just  needed  some  tender  loving  care.   They  considered  the grass was too long and the overhanging vegetation needed trimming.  The ramp to the climbing fort needed attention, the tyre on the aerial runway was too close to the ground and new seats and chains were required on the swings.  It was suggested that the Clerk and Mrs. Wheatley should meet Anna Chapman and Mr. Keates from H.D.C., in Meadowside play area.  It was AGREED :-

        The gate should be padlocked and signs should be erected.
   
    Jill Carlowe of the Street Scene Team would like to attend a Parish Council Meeting. A copy of the agenda should be sent to jill.carlowe@horsham.gov.uk.

45.    Parish Office.  This matter was put on hold.
 
46.    Licensing Act, 2003: Removing DPS Requirement for Village Halls and similar Community Buildings.  This was NOTED.

47.    To Consider letter from resident re: Public Seat to be placed in Amberley Road.  This resident particularly wanted the seat to go in Amberley Road Allotment site because the allotments had been the place that her husband had enjoyed many happy hours.  It was AGREED :-

    That permission should be granted for her to place a public seat in Amberley Road Allotment site and for her to choose its position.

48.    Illegal Accesses onto Sullington Recreation Ground and around Storrington Pond.  Following discussion it was AGREED :-

    That Licenses should be issued to these residents allowing them to keep their accesses, however, the householders should indemnify the Council against any accidents caused due to these.  The residents should pay for the Licenses.  No rights of access, rights of way or rights to the land on which the steps stand, would be gained under the Licenses.

49.    AirS Sussex Village Halls Conference Saturday, 10th November, 2007 at The Victory Hall, Balcombe, Mid-Sussex.  This was duly NOTED.

50.    Storrington Cricket Club no longer use EDF Energy and have entered a new contract with Scottish and Southern Energy.  This was duly NOTED.

51.    Illegal Access rear Sullington Parish Hall.  This matter was now in the hands of H.D.C., as it was their land.  It was understood that this resident would be asked to make the land safe, reinstate the fence and then H.D.C., would offer them a License.

52.    Health and Safety.
(a)    Possible risk from hot water systems that over heat.  This was duly NOTED.

53.    Documents for Councillors to Read.  There were no documents.


54.    Chairman’s Announcements.

(a)    Net Football Field.  Complaints had been received that this net was sagging and needed attention.

The Press and Public were duly excluded from attendance during the next item due to the confidential nature of the business to be transacted.

55.    Replacement Allotments Land and to Consider offer of W.S.C.C., to extend Parish Council usage of the Ravenscroft Allotment site for a further five years. 

There being no further business the meeting closed at 10.12 p.m.