ITEM

   NO

SUBJECT

ACTION

     BY

R09/17

Apologies and Substitution

Cllrs Jo Carr, Derek Cooper, Trish Delaney, Colin Laycock, Daniel Shing.

R09/18

Minutes

The minutes of the meeting held on 27 th April which were approved at Council on 11 th May were signed by the Vice Chairman.

R09/19

R09/19

( contd)

Matters Arising

• Huggetts Lane Recreation Ground

a) Drainage – The Clerk reported that there was little detailed history on file, however Cllr John Pritchett reported that when the ground was mole drained many years ago it rectified the problem until last year.

RESOLVED : that the Clerk be requested to obtain estimates for mole draining of the pitch.

b) Pavilion Roof Apex – The Clerk reported that WDC had indicated that Planning Permission would be required for any changes to the exterior of the building.

RESOLVED : To discuss this under item 6 on the agenda.

c) Music in the Park on Recreation Ground – The Clerk reported that the event went to plan and was well received by the residents, partly due to the weather. Cllr Broady thanked Cllr Ingram for suggesting the event in the first place, the Clerk for organizing it and all the other helpers for all their hard work. The Clerk circulated a financial statement which showed a surplus of £584.

RESOLVED:a) To make a contribution of £50 to St John Ambulance ( Eastbourne) and £600 to EAPAG; the Chairman agreed for any short fall to come from the Chairman’s Allowance. b) The Clerk is requested to arrange for a cheque to be presented by the Council Chairman to the Downland Farm Project (EAPAG).

2)   Tott Yew Recreation Ground

a) Dogs – The Clerk reported that draft bye-laws (model set x) and the completed application form for provisional approval, must be submitted together to the Communities and Local Government Byelaws Section. Only when provisional approval has been given should the Council make, seal and advertise the byelaws.

RESOLVED: that due to the adverse effect any bye-laws could have on the majority of dog walkers in Huggetts Lane and Tott Yew not to impose any bye-laws at present but to continue to record complaints and monitor the situation.

GP

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R09/20

Huggetts Lane Pavilion repairs and re-decoration

The Clerk reported that there were several issues regarding the Pavilion and these included potential subsidence, woodworm (this was treated previously in 2003 but still appeared to be active), damaged hanging tiles on the apex of the roof, the aged water boiler (poor inside and lid is missing) and general decorative condition of the interior of the building. Cllr Broady stated that he considered that the building had potential for more uses including office accommodation and meeting room.

RESOLVED: To request the Clerk to:

• Obtain a Structural Engineer’s report on the subsidence and if possible the woodworm in the roof.
• Purchase a new water boiler
• Seek planners and an architect’s views on allowing commercial premises on the recreational site.
• To defer any decision on any improvements to the next meeting after the results of the above.

GP

R09/21

Jevington Recreation Ground, alternative access - The Clerk reported that landowner Linda Dawson has offered to allow permissive use over her land for say up to 10 years as an alternative access to the ground. She was making this offer to provide a safer route for people using the ground which currently has a gate on the narrow Jevington Road. This part of the land would need fencing at the Council’s expense.

RESOLVED: To request the Clerk to arrange a meeting with Linda Dawson the Council Chairman and the Clerk to discuss this in more detail and report back.  

GP

R09/22

Adult Play Equipment – The Clerk reported that a letter had been received from a resident referring to an outdoor fitness playground which has been sited at the Archery Recreation Ground in Eastbourne and requesting the Council to consider a similar scheme. Councillor Broady commented that the Eastbourne scheme was in its infancy and that this Council needed to monitor the use of the facility in Eastbourne.

RESOLVED: a) To request the Clerk to write to the resident informing him that the Council would give consideration to adults needs when planning or redeveloping any future play areas b) To monitor the Eastbourne scheme over the next 12 months.

GP

R09/23

Risk Management

a) Playground Inspections- The Clerk reported that the annual inspection had been carried out and issues with moderate to high risk ratings have been or are being addressed. It was noted that there were unresolved items identified in the report and carried over from the previous one which had clearly been addressed.

RESOLVED: a) To request the Clerk to write to the consultants to query the unresolved items mentioned above b) To continue regular inspections and if possible repair any shrinkage to the play surfaces.

b) Insurance – The Clerk reported that the Committee had not reviewed the insurance portfolio for some time. The renewal invitation for 2009-10 was reviewed in detail by the members.

RESOLVED: To request the Clerk to write to Allianz via AON Ltd a) instructing them to delete playground equipment and underground play surfaces from the schedule as there was an excess and minimal risk of a claim; this would save £1,103 per annum in premiums which would be set aside for self insurance b) instructing them to add the store/changing room at Jevington Recreation Ground to the schedule valued at £10,000 resulting in an additional premium of £37 per annum.

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R09/24

Urgent Items - for noting or referral to next Agenda for Council or appropriate committee. Cllr Broady requested that Fire Risk Assessment be carried out for all buildings in the Council’s ownership/control.

GP

Meeting Closed at 21.09hrs