The minutes of the RECREATION GROUND COMMITTEE held on 12th November 2007 at
The Parish Office 3 Gorringe Valley Road Willingdon BN20 9SX

Present:
Councillor Derek Cooper (Chairman) (DC)
Councillors Jo Carr (JC), Jim Gleeson (JG), Sandra Fullman (SF), Ray Ingram (RI), John Pritchett (JP), Daniel Shing (DS), Ron Cussons (RC).

In attendance: Mrs Carol Adams (CA)- Parish Clerk
Mrs Lorraine Powell (LP) - Finance Officer and Assistant Clerk
Mr Peter Goad (PG ) - Willingdon Cricket Club

R07/21 Apologies and substitutes
Cllrs Trish Delaney, Fran Pritchett, Mr Brian Kensit (Willingdon Football Club)

R07/22 Declaration of Interests
404 - Cllr John Pritchett - Tenders - WDC Employee

R07/23 Minutes
The minutes of the meeting held on 24th September 2007 were agreed.

R07/24 Matters Arising not itemized on the agenda
None

R07/25 Reports of Football and Cricket Clubs

Football Club
Mr Brian Kensit sent the report below.
We would as requested list below certain maintenance items which need attention:-

1 - Showers are now in need of more positive attention and overhaul.
2 - Handles need to be fixed to cylinder cupboard doors.
3 - The fans in the showers and kitchens need to work again.
4 - The gents urinals need new waste outlets as they overflow on the floor
every time they flush.
5 - The shower waste pipes outside have been broken off and need replacing
possibly in galvanized barrel pipe but at present all the water from the shower
discharge straight on to the path and into the soil - not good for the enviroment.
6 - Finally the garage needs cleaning out as you have seen and we would be happy to
meet who ever does this to help and make sure the wrong things do not get
thrown away - Saturday morning would be best.

We are sorry to bring up so many points but the building does need some love and attention and as you saw there are several cracks appearing which need to be looked at.
We await your comments from the meeting.

Cricket Club

Mr Goad advised the Committee that the First 11 had been promoted. Next years games
will start at 1.30p.m. till 8/9/08. As the club is being promoted, in order to conform to
Cricket League rules they will need to obtain Sight Screens and are looking at permanent
wooden screens that can be taken down in winter and left by the Pavilion.
The Third 11 are starting and are proposed to play at Jevington every other Saturday, in
order to bring on Juniors or older players. May start a younger side but need someone to
run it.
Advised Committee of the problems with the showers in the Pavilion. See R07/27
The Clerk advised the Committee and Mr Goad of an accident that had been reported of a
boy that fell and injured himself on the scaffold pole cricket nets see RO7/27.

R07/26 Jevington Recreation Ground (including report from Jevington Sports and Cricket
Club)
Cllr Jo Carr advised no problems.

R07/27 Huggetts Lane Recreation Ground

A discussion ensued about the state of the Pavilion and a list of repairs required was
advised to the Committee and the need for some works to be carried out as soon as
possible. It was decided that once any works are completed, a Councillor (Cllr Derek
Cooper volunteered) would check the Pavilion after every game, and do a thorough check and sign to confirm if in order or if any damage. If anything is found to be either damaged or
missing since the last check, the Club responsible for using the facilities at that time,
would be charged for any necessary repairs or replacement.
Clerk to make Inspection list of Pavilion at present and for an updated one when works
Completed.
Immediate repairs of approx £1500 need 3 quotes. Cllr Colin Laycock to list repairs and
provide in writing.
Clerk to get 2 other quotes.
Mr Goad was asked if he could please supply the Council with a copy of the Clubs
Insurance certificate and to check that they have indemnity of £5 million.
Mr Goad was advised that a risk assessment needs to be carried out on the nets and
measures taken to make them safer such as red and white tape around leading edges and
bolted areas. It was suggested that Mr Goad contact official bodies to get advice.

Committee asked Mr Goad how many keys the Cricket Club possess. Mr Goad to advise.
Clerk to check with Mr Kensit how many keys the Football Club possess as well.

To Consider the Licence for Football/Cricket Clubs
Committee agreed to defer to next meeting

Garages -tidying
Committee agreed to defer to next meeting

Wicksted Invoice
Clerk advised the Committee that the invoice had now been sorted and that we had received a discount due to the problems experienced.

Blue Roped area
Committee agreed to defer to next meeting

Dog Fouling
Clerk advised that the Dog Warden had been contacted and would make extra checks before games. Issue to be monitored, Clerk to check with Cllr Jim Gleeson and the Dog Warden before next meeting.

Dog Attacks
Letter received from Cllr Dick Broady on 8/10/07 re an attack on his son's football.
See R07/29 below.

Musical event on Recreation Ground
Clerk reported that she had spoken to WDC re event management and that the Council
Would need to apply for either a 'Temporary event notice' which costs £21 and includes a small bar licence. This covers an event for up to 4 days and 499 people, and can be applied for up to 12 times in a calendar year. If event to be on a regular basis then a 'Ground/Field' licence can be applied for which costs £100, but an advert costing around £200 has to be placed in the newspaper to advertise the application. It then costs £70 per year and can be renewed indefinitely.
Committee agreed to defer to next meeting.

Accident on Cricket Nets
The Council had been advised by Cllr Colin Laycock of an accident that had occurred at
the Recreation Ground to a boy that fell and injured himself on the scaffold pole cricket
nets. The safety of the nets was discussed and it was pointed out to Mr Goad that any
liability will fall upon the Cricket Club. Committee to await further details of the incident.
The Clerk to contact Cllr Laycock reference more information.
The Cricket Club to take steps to improve the Health and Safety around the nets, by
Placing safety taping around hazardous areas such as joints bolts etc.

Youth Issue on Recreation Ground
The Clerk reported to the Committee of the recent issues over Youth problems in the Recreation Ground and the surrounding area. Committee agreed to defer to next meeting.

Daily and Weekly Inspections
The Clerk advised the Committee that as a consequence of a recent training event attended, a regular Recreation Ground and Play equipment inspection would be carried out to conform to Health and Safety Guidelines.

Proposed storage containers for Willingdon Warriors
Committee agreed to defer to next meeting

Play equipment for loan from WDC
Committee agreed to defer to next meeting

Additional Play equipment fro 2-6 and 12-16 year olds
Committee agreed to defer to next meeting

R07/28 Tott Yew Recreation Ground
Letter received requesting additional goal posts and basket ball hoop. See R07/29.

R07/29 Correspondence

Memorial Seat
Letter received from a Mrs V Procter requesting a seat for the Recreation ground in
memory of her late husband.
The Committee agreed in principle but the location of the seat would have to be agreed
with the Committee. Mrs Procter to be advised that the Council accepts no liability for
damage and that the seat would be sited under the Council's terms and conditions.

Resolved:
Proposed to agree Memorial seat subject to siting and terms and conditions. Proposed
Cllr Ray Ingram Seconded Cllr Jim Gleeson unanimously agreed.
Clerk to contact Mrs Procter.

New Equipment for Tott Yew
Letter received from Cllr Dick Broady requesting additional goal posts, football nets and
basket ball hoops.
It was advised that due to the rules and regulations of the Tott Yew recreation ground, it
is not possible to have two goal posts as this will breach the covenant in place and change
the usage of the ground to be that of a sports ground . It was agreed to look at the
covenants that are in place. Clerk to check.
Due to the damaged football post Committee will consider replacement at next meeting.
Defer to next meeting
Clerk to check details of Metal nets and regulations around Health and safety of their usage.

Dog attack 8/10/07
Letter received from Cllr Dick Broady on 8/10/07 re an attack on his son's football.
This is not apparently the first time this has happened. The Clerk advised that the Dog
Warden had been contacted both locally and at WDC. Advised that as no details of owner were known, there was nothing that could be done, but the situation would be continued to be monitored.

R07/30 Tenders
Clerk advised the Committee that Southern Land Services had submitted a bill for Retail Price Index increase that is on the existing contract and has not been added for years 07 and 07. A bill will be submitted separately. Bills 06 £273.45 and 07 £281.65, totalling
£555.10.
Committee were advised of and viewed the tenders received from the three applicants. Cllr John Pritchett retired for voting.

Huggetts Lane Tender.

Resolved:
Proposed to accept tender for G. Pocock. Proposed Cllr Derek Cooper seconded Cllr
Ray Ingram unanimously agreed.

Tott Yew Tender

Resolved:
Proposed to accept tender for G. Pocock. Proposed Cllr Derek Cooper seconded Cllr
Jo Carr unanimously agreed.

R07/31 Cricket and Football Club Rents
Committee discussed rents and agreed to wait for cost of repairs and to defer licence
renewal till next year.

Resolved:
To wait for cost of repairs and to defer licence renewal till next year.
Proposed Cllr Ray Ingram seconded Cllr Sandra Fullman unanimously agreed.

R07/32 Consideration of estimates for recommendation to Finance and Policy for 2008 - 2011

The Committee viewed the estimates and made alterations, see attached sheet.

Resolved:
Proposed to increase estimates for repairs to Huggetts Lane Pavilion from £10,000 to £15,000 for year 2008-2009 and the £1000 for year 2009 - 2010 and £1100 for year
Proposed Cllr Sandra Fullman seconded Cllr Jim Gleeson unanimously agreed.

It was suggested that the Council look into the possibility of obtaining a grant for the
Refurbishment of the Pavilion. Clerk to investigate

Resolved:
Proposed to accept estimates for recommendation to Finance and Policy for 2008 - 2011.
Proposed Cllr Derek Cooper seconded Cllr Jim Gleeson unanimously agreed.

R07/33 'Any other business - for noting or referral to next Agenda for Council or appropriate
committee'.

None

Meeting Closed at 9.05 p.m.