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Minutes of the Parish
Hall & Grounds Committee held in the Parish Hall on Tuesday 9th
June 2009, at 7.15pm.
Present: Cllrs. Lockwood
(Chair), K. Birkitt, Mrs. M. Birkitt, Mrs. L. Harley, K.E. Rigby,
S. Hallam, R. McGann, Mrs. C. McGann & W. J. Bryant.
Clerk: Mrs. A.K. Mitchell.
_________________________________
01/09.To receive apologies
for absence.
Cllr. Lockwood moved acceptance of apologies from Cllr. Mrs. Bryant
(other commitments). Seconded by Cllr. Mrs. Birkitt. All in favour.
02/09. To elect a Chairman.
Cllr. Lockwood proposed by Cllr. Mrs. Birkitt, seconded by Cllr. Mrs.
McGann.
Cllr. Rigby proposed
by Cllr. Hallam, seconded by Cllr. McGann.
The proposals were
put to a secret ballot.
Cllr. Lockwood - 5
Votes, Cllr. Rigby - 4 Votes.
CLLR. GRAHAM LOCKWOOD
was therefore duly elected as Chairman.
03/09 To elect a Vice-Chairman.
Cllr. Mrs. Harley proposed by Cllr. Hallam, seconded by Cllr. Rigby.
Cllr. Bryant proposed
by Cllr. Mrs. Birkitt.
Cllr. Bryant declined the nomination.
The original proposal
was therefore put to the vote. All in favour.
CLLR. MRS. LYNDA HARLEY
was therefore duly elected as Vice- Chairman.
04/09. Declaration of
Members' interests.
None.
05/09 To note the minutes
of previous meeting.
Cllr. Mrs. Harley moved acceptance of the minutes of the previous
meeting held on 31st March 2009, as a true record. Seconded by Cllr.
Hallam. All in favour.
06/09. Matters arising
from the minutes.
06.1/09.Emergency Lighting
- recharge batteries.
All emergency lights had been checked & were working prior to
the start of the meeting & were being recharged during the evening.
07/09. Financial position
to date.
Cllr. Mrs. Harley moved acceptance of the statement. Seconded by Cllr.
Hallam. All in favour.
Cllr. Rigby advised
that he has done a rough calculation which shows that the Parish Council
is subsidizing the Parish Hall to a level of about £10,000 per
annum.
The Clerk was asked
for the next meeting to provide an estimate of how much the Parish
Hall is being subsidized on a year on year basis.
Cllr. Mrs. Harley had
a query on the Caretaker's salary involving hours & Sunday payments
etc.
Cllr. Hallam had a query
concerning grass cutting.
It was agreed that future
reports should include the income/ expenditure code alongside the
text for ease of reference.
08/09 Caretaking Issues.
The Clerk advised that she has arranged a meeting with the appropriate
officer at BBC in order to introduce recycling collections at the
Parish Hall.
The Clerk reported that
the Caretaker is concerned about the condition of the hall curtains.
It was agreed that this should be discussed at the next budget meeting
but that quotations should be obtained in the meantime.
The Clerk was also pleased
to report that the outstanding account for the damaged soap dispensers
has now been settled.
09/09. Play Park Report.
The Clerk advised that the grass has been cut ready for the summer
event. She also advised that she is in touch with BBC & RCAN regarding
funding opportunities for the proposed new play equipment.
The Clerk advised that
she has re-ordered the ball wall sign as BBC had lost the original.
It was noted that the
annual ROSPA safety report is currently awaited.
Cllr. Mrs. Harley advised
that both she & Cllr. Rigby are resigning from the Youth Club
facility committee & therefore there will no longer be a youth
club in the portacabin. Cllr. Mrs. Harley has informally approached
the football club & they are coming to look at the cabin. Unless
the Council wants to take it up the club has run out of funds, it
is disappointing but the committee has no option but to call it a
day.
Cllr. Mrs. Harley was
able to report that the football club is interested in having the
portacabin & they are prepared to bear the cost of having the
electricity supply disconnected, re-site the portacabin & reinstate
the ground at the Parish Hall. The only issue would be where to site
the cabin at Pit Lane.
Cllr. Rigby said he
would support the football club on this & make sure that the portacabin
is still insured whilst it is on the parish hall grounds.
Cllr. Hallam feels the
Council should support the football club as if it doesn't they will
be lost to the village. This project would therefore have his backing.
Cllr. Mrs. Harley advised that the club have already been offered
a pitch in another area.
Cllr. Rigby said that
the club has been a victim of its own success & they now need
changing facilities to comply with new F.A. regulations. If they don't
get these they could be forced to play outside of the village.
Cllr. Rigby is disappointed
that the youth club has closed.
The Clerk raised the
issue of planning permission for the portacabin to be at Pit Lane.
Cllr. Hallam clarified the point that the portacabin will become the
property of the football club & questioned whether this would
affect the planning application situation. It was noted that the Parish
Council applied on behalf of the Youth club for the cabin at the hall.
It was noted that the
cabin needs the pool table clearing out. The table belongs to TAAC
& not the Parish Council & this would mean that the Parish
Council would have to look after the pool table for 4 months before
its future storage could be discussed again. It was noted that if
the future of the pool table holds up the handover the insurance on
the building may lapse. Cllr. Lockwood commented that perhaps the
Council could hold it in the hall for a short period of time. Cllr.
Hallam said that should the pool table come back into the building
it needs to be established that it is only a short term solution as
the Caretaker cannot be expected to move it regularly as it is too
heavy. It was however noted that a revision of the Council's previous
decision cannot be made for another 4 months.
It was agreed to contact
TAAC's secretary on this point.
Cllr. Rigby advised
that it would be quite easy to dismantle the table. It was suggested
that the pool table be dismantled & TAAC be offered the table
tennis table instead.
It was agreed that once
the portacabin has been removed the Parish Council do not want the
pool table back in the hall but the Council would be prepared to house
the table tennis table instead. That way the pool table could then
be disposed of. It was noted that the table tennis table is brand
new. Cllr. Mrs. Harley did point out however that TAAC do advertise
pool facilities at their club. Cllr. Lockwood suggested a 2 week response
period.
10/09. Catillow Limited
Security Contract - Update.
The Clerk has been in touch with BBC who has advised that their contract
has been extended until April 2010 but it is possible that the level
of service may be reduced in the meantime. It was noted that the future
of this contract has been referred to the Finance & General Purposes
Committee for further discussion.
11/09.Fire Safety Regulations - progress report.
It was noted that the fire doors are bolted for security. The Clerk
pointed out that this is highlighted in the hall hire agreement.
Cllr. Lockwood felt
that it may be worthwhile investigating alternatives. Cllr. Hallam
commented that this might be worth following up. Cllr. Bryant suggested
point of shock or glass bolts as possible alternatives.
Cllr. Hallam suggested
contacting the Fire Prevention Officer to arrange a visit to the hall
to make some suggestions regarding safety & security.
12/09.Improvements to
CCTV System.
It was noted that alternative funding opportunities are being pursued
as per the Finance & General Purposes Committee last week.
13/09. Parish Hall Inventory
Report.
The Clerk advised that she has completed all the points raised for
action.
It was agreed that
as the Clerk is on leave on the proposed inventory date that the date
be moved accordingly.
14/09. Palisade Gates - Update.
The Clerk reported that the Caretaker is in the process of installing
the prickle strips now & new signs have been issued accordingly
15/09. Employee CRB
Checks.
The Clerk's paperwork has been submitted & Caretaker needs to
provide some further documentation for his application.
16/09. Draft Revised
Parish Hall Conditions of Hire.
The Clerk advised that she is currently in touch with BBC & RCAN
regarding a Fire Management Policy template.
It was agreed therefore
to issue the new hire agreement now & then add in the new fire
management policy later.
17/09. Benchmarks for
managing your Community Hall.
It was noted that work is continuing on this survey.
18/08. External Painting.
It was noted that the Clerk is awaiting a third quotation & is
obtaining updated quotations from the other two contractors.
19/09. Kitchen Flooring
Works.
The Clerk is currently obtaining quotations from specialist fitters.
20/09. Overgrown Trees
in the Play Park.
The Clerk advised that she has chased BBC for a quotation on this
but added that they are very busy. It was agreed that if BBC are unable
to carry out the works then the Clerk should investigate the possibility
of alternative contractors.
21/09. Best Run Village
Hall Competition.
The Clerk is currently awaiting notification of a judging date from
RCAN.
22/09. Misc. items of
repair, maint. etc.
The Clerk advised Members of the following:
Cistermiser Unit - £153.00
Lincat filter - £63.21
The Clerk advised that
she has arranged for the cistermiser unit to be installed.
Cllr. Rigby commented
that the replacement cistermiser is well worth the cost for the savings
it makes in water usage.
Cllr. Hallam proposed
that the Council purchase a good quality replacement kettle for the
Parish Hall kitchen. Seconded by Cllr. Bryant. All in favour.
23/09. To consider applications
for hire.
Cllr. Rigby moved acceptance of applications with "bar"
permission where requested. Seconded by Cllr. Hallam. All in favour.
Cllr. Mrs. Birkitt commented
that often halls charge extra for the use of kitchen facilities.
24/09. Clerk's Report.
The Clerk was pleased to report that Cllr. Rigby had kindly offered
to pay the outgoing postage costs for the special edition of the Trowell
Times to be distributed shortly.
Members were than asked
to note the draft accounts from the recent Revival Concert. The Clerk
advised that she had sent a thank you email to the band. It had been
a good night & had generated some interest for the forthcoming
Daniel Smith Concert too.
25/09. Date of next
meeting - Tuesday 22nd September 2009.
The meeting closed at approximately 8.05pm.
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