held at the Pavilion, Sparrows Green on Thursday 16 June at 19:30

Present: Councillors Clark, Doyle, Gadd, Matthews (chairman), and Meredith-Hardy and two members of the public.
1.         To receive apologies and reasons for absence
Cllr. Standley
2.         To receive declarations of interest on items on the agenda
Cllrs. Clark and Matthews declared his interest in item 6.2 
3.         To approve the minutes of the meeting of 21st April, 2011
Resolved to approve the minutes of the meeting held 21st April, 2011 as a true record.
4.         To determine matters arising from the previous minutes
The H&S inspection by the clerk and caretaker has not yet been carried out and is to be carried forward. The gas engineer’s report again highlighted that hirers would be unable to turn off the main gas supply in the event of an emergency and Cllr. Matthews is to contact the engineer to learn what remedies are available. The caretaker is to arrange for an electricity inspection to be carried out in July.
5.         Public Forum
One member of the public stated that he thought access to the tennis courts for the public could be increased and that there was little information available concerning how members of the public obtain access. Mr. Miller told the committee that, for a cost of £2, public had access to the courts from 6 p.m. until dusk on Thursdays, between April and October, in addition to the dedicated ‘pay and play’ court and further asked that any additional suggestions to improve involvement from non-members be directed to him.
Concern was expressed at their being no planned supervision of the proposed teenager/pagoda area. As the proposed area to be set aside for the pagoda was furthest away from residents and without sides or seating it was felt that close supervision was neither required nor would it be welcomed by the users. The point was made that, as a group, the teenagers didn’t get enough out of the area and that it would not be right to  complain about them if we didn’t listen to, and help them out, when we could.
6.         Tennis matters
6.1       To receive report/update
The committee learnt that subscriptions were slightly down on last year’s and that the judicial review regarding the floodlights was to be heard on the 7th of July with a decision expected on the day. There was an open day held in April and another being planned for later in the summer and re-iterated that any suggestions to increase public use of the courts would be welcomed.
6.2       To consider renewal of hire agreement terms
The agreement to renew the hiring arrangements expired in March, 2011 and was to be reviewed at that time when it was expected that the floodlights would have been installed. As this has not happened if was resolved to propose to the full council that the existing arrangement be renewed for a further year, or earlier if the floodlights were to be installed. As the amount required, with the increase in V.A.T., would need to increase from £10,091.28 to £10,560 Mr. Miller stated he would need to refer back to the Tennis committee before responding.
7.         Junior Football matters
7.1       To receive report from site meeting 3rd June, 2011
Noted that the Voelcker field had been seeded and that the project, with the recent rain, was still on track. Other work to pitches had been completed using football club monies but cutting of overhanging branches on the Voelcker pitch would need to be completed before any matches could be played. The clerk is to check for Tree Preservation Orders against the relevant trees. Discussions took place regarding the husbandry of the hedge between the Voelcker and main field and it was noted that the football club had access to their own tree surgeon and that the club would obtain an estimate for the work which would be needed if the committee were to be asked for a contribution. It was noted that Cllr. Meredith-Hardy would discuss the work further with the club’s tree surgeon and that no work on the hedge could be started before the end of July, 2011 and that it was the responsibility of the club to ensure that relevant insurance and public liability cover, etc., etc. was in place. Further noted that Mr. Curtis was to look into other alternatives to the erection of a low level barrier at the corner of the Voelcker field were the ground sharply slopes away.

7.2       To consider Philip Smith’s request to rent football pitch
Resolved to decline Philip Smith’s request to rent a football pitch as the resource was available initially for residents, currently marked up as mini-pitches and unsuitable for adults. It was noted that the adult team that originally used the facilities left as they were not suitable.

8.         Play Area/Equipment
8.1       To note ROSPA inspection scheduled for June, 2011
Noted.
8.2       To discuss teenage shelter/pagoda
Generally agreed that a pagoda area in the grass triangle bounded by the tennis courts and Voelcker field would be a good amenity for the residents and especially for teenagers, opening up more of the field for use. Concern was expressed at how muddy the path leading to the proposed pagoda area might become in winter. Resolved that Cllrs. Clarke and Doyle form a working party to move the project forward and investigate suitable surfaces to reduce the effect of the poor drainage.
8.3       To discuss sensory garden
Discussion covered the inclusion of additional seating for parents within a sensory garden situated between the pavilion and bottom gate to improve the area. Councillors heard that the proposed sensory garden area was currently used as a skate board run-off and that some of the pavilion hirers activities might be disrupted in view of the close proximity of the garden. Resolved that Cllrs. Gadd and Meredith-Hardy set up a working party with a view to handing over the ownership of a sensory garden project to a local group or groups.
8.4       To consider the need for additional benches/seating areas
Noted that the provision of additional benches/seating area could be covered within the sensory garden (8.3).
8.5       To consider the need for adequate lighting between pavilion and top car park
Discussion as to the sighting of adequate lighting between the pavilion and top car park highlighted that
It would not be possible to site them within the wooden boundary of the play area as this was not considered to be ‘permanent’. Cllrs. thought solar powered lights sunk into the path might be the way forward. Resolved that the caretaker would ask the electricity engineer and Mr. Curtis would also make enquiries

9.         Pavilion
9.1       To discuss inventory of documents
Councillors learnt that the clerk holds all original letters, files and correspondence and that any copies held by outgoing councillors are being returned to Cllrs. Doyle and Matthews.
10.       To consider maintenance/operating issues and improvements and authorize expenditure
10.1     To consider tree safety work order October, 2009
Resolved that the tree safety work dating from 2009  was no longer required.
10.2     To approve cost of repairs to broken window
Resolved to approve the cost of repairs to the broken pavilion windows with glass costing approx.. £50 and labour of up to three hours and that a replacement monitor may also be purchased with a value of up to £100.
11.       Budget
11.1     To note 2011/12 budget
Resolved that the committee would need to review the budget for the coming year as the amounts were set by the previous committee and may need amending in the light of new priorities.
12.       Urgent issues at the discretion of the Chairman for noting or inclusion on future agenda
Discussions took place in response to a request for input into the ‘Blueprint’ document focusing on what residents wanted from the pavilion and recreation ground and what issues were most important whilst continuing to support and encourage sporting and recreational activities.
Resolved that the next meeting be held at the Pavilion, Sparrows Green at 7.30 p.m. on Thursday the 1st of September, 2011.

The meeting ended at 9.30 p.m.