WADHURST PARISH COUNCIL
MINUTES OF A MEETING OF THE RECREATION GROUND MANAGEMENT COMMITTEE
ON 19 APRIL 2007 AT 20:00

Present: Cllrs. Standley (Chairman), Mamlok and Wheeler, R Miller from Wadhurst Tennis Club and T Anstee from Junior Football Club.
Also in attendance: Clerk, Caretaker and one member of the public.

1.             To receive apologies for absence
None.

2.             To approve the minutes of meeting 25.01.07
The minutes of the previous meeting were approved and signed.

3.             To determine matters arising from the previous Minutes for updating and noting
None.

4.             Public Forum
None.

5.             Tennis Matters
Landscaping has been planted; a temporary fence has been installed to protect the hedge until it becomes established. Consideration to be given to planting a further section of hedge between the existing beech hedge and the pavilion in order to minimise visual appearance of the screening.
Contractor has been instructed to repair the perimeter fence that was damaged in the high winds. WTC to liaise with contractor on ways to strengthen the fence; a permanent solution is required before the Autumn.

No progress to report on floodlighting.

6.             Junior Football
Large goal posts on main pitch are not required. It was agreed to leave one goal post on the main pitch for children to use during the week; consideration to be given to position to ensure minimum disruption to neighbours.

Presentation evening will be held 23.06.07 at 5pm; application has been submitted to WDC for a licence for the event.
The urn has been broken due to mis-use; enquiries to be made to see if it can be repaired.

The far pitch on the Voelcker Land has not been used this season due to the grass having been cut too short on the last cut and the poor condition of the ground. The main area of the Voelcker Land has been trouble free all season. Some maintenance of all pitches will be required during the summer.
Junior membership continues to increase and the future use of pitches and redundant area of Voelcker Land must be considered.

To review Agreement
Agreed to recommend to full council continuing current annual rental payment of £500 for a further year from 1.08.07. Whilst supporting and encouraging youth sport, the need to increase the rental payment in future is recognised.

Discussion on JFC membership/playing income and possible reduction in fees for an annual payment. Major expenditure items are the hire of indoor facilities at Uplands for winter practice and league fees/registration. Some fathers are undertaking coaching courses which will reduce coaching fees. Club will be eligible to apply for grant funding once Charter status has been achieved.

To consider removal of dug-outs
Whilst dug-outs are not required, they are used as graffiti areas and there is concern that their removal might encourage graffiti in areas of the site. Agreed to leave dug-outs in position for the present.
Request from caretaker for the remaining dug-out roof to be taken away as it is too heavy to manoeuvre – JFC to see if any parents can help.

To consider alterations to referees’ room
JFC use the referees’ room to prepare teas/coffees for sale to parents. Quote to be obtained for isolating the shower and removing fittings, installing a power socket and water supply.

To discuss possible extension of path from new landscaping to Voelcker Land.
The approach to Voelcker Land becomes very waterlogged and muddy in the winter and JFC would like to install a path. Suggestion that Parish Council might pay for materials if labour provided by JFC and volunteers.

7.             Bookings
To consider revised letting policy
Letting policy revised to reflect availability of pavilion following departure of Senior Football Club. Agreed to recommend revised policy to full council for approval.

8.             To consider memorial for gift of Voelcker Land
Discussion on possible memorial items; there is a possibility of incorporating a memorial stone within the proposed new path.

9.             To consider maintenance/operating issues and improvements and authorise expenditure
Resolved to undertake the following maintenance items:

• Replace two panes of glass which have been subject to graffiti – cost £185 + VAT
• Replacement of damaged external light by front door – agreed up to £100 + VAT
• Four replacement weatherboards to external doors - £100.
• Annual electrical equipment testing which is scheduled for 4.05.07.
• Annual check of fire extinguishers and fire blanket – cost £164.80 + VAT.
• Provision of signs/notices required for Smokefree legislation

Payments to be made under LG(MP)A 1976 s19.

One seat of the see-saw is broken; manufacturer is not known so replacement cannot be ordered.

To consider if BBQs should be allowed on site
There have been a few incidents of youths gathering on site and using disposable BBQs. Members did not consider that BBQs were an issue but were concerned about the consumption of alcohol on site unless as part of an organised event – guidance to be sought from Police.

The meeting closed at 21:16

Next meeting Thursday 12.07.07.