WSCC Committee meeting, 12/7/2016 – Minutes

WELLESBOURNE PARISH COUNCIL

The minutes of Wellesbourne Sports and Community Centre Committee meeting on Tuesday 12th July 2016 at 7.00pm  at the Parish Council Office, 2 School Road, Wellesbourne

Present: Chairman: Cllr Mrs Prior  Councillors: Mrs Bartlett, Heaton, Mrs Hurdman, Kendall, Mrs Michael, Shepherd

Clerk: Mrs Scriven    Non-Council members: Mrs Cook, Mr Dowsett, Mrs Woodhouse  Members of public: 2

  1. Welcome
  1. Apologies for absence – Cllr Thomas
  1. Declarations of Interest – None
  1. Confirmation of the Order of the Agenda – Add Election of Vice Chairman at 7.2 – agreed
  1. Identification of any items that might be resolved for confidential session – None
  1. Confirmation of the Minutes of the meeting 17th May 2016

Item 10.2 leaflets, Mrs Woodhouse not Cllr CM. Agreed with amendment.

  1. Matters arising (not within the agenda)

7.1        Quote for reduced build J.F.G Fencing Ltd (Mr Gulliver) update Cllr Mrs Prior – Cllrs observed the quote had been higher than the original MUGA costings sourced and it appeared there had been a misunderstanding between the oral instruction and actual documentation of requirement by Mr Gulliver. Cllr Mrs Prior had attended the meeting with Mr Gulliver on Good Friday to accommodate his diary and no other Cllr had been available to attend. It was noted that wherever possible, at least two persons should be present at such meetings.

7.2        Election of Vice Chairman:

Cllr Kendall nominated for Vice Chairman, no other nominations received. Prop:Cllr AP, 2nd Cllr BH carried
  1. Open session for members of the public to raise any matters of relevance to the Parish

Mr Warr, Newlands Caravan Park, Loxley Lane, said the caravan site had been developed over the last 20 years which included space for shipping containers. Due to demand for additional storage he planned a 2 hectare extension which he said would not be visible from the road. He extended an invitation to the Council to undertake a site visit.

Mr Podbury, Kineton Road, asked why the MUGA did not appear on the Community Centre plans logged with SDC as he had been contacted by a concerned resident. Cllr Kendall confirmed no planning had been required other than lighting.

  1. Contract update – Cllr AP

9.1        Update on work schedule progress from meeting 16th June 2016 Cllr AP – it was noted that some of the contingency funds had been expended and work was approximately 3-5 weeks behind schedule, although it was not anticipated to alter the completion date. Next meeting: Thursday 14th July 2016.

10         Fundraising – Cllr AP/Mrs Woodhouse

10.1      Tesco Bid – update Mrs Woodhouse – The bid had been submitted and receipt acknowledged.

10.2      Donation from Street Fayre update Cllr AP – The fayre had been most successful and a donation of £2500 was being made to the WSCC project. Cllrs congratulated the committee on their success and a letter of thanks was to be sent.

Action: Letter of appreciation to be sent to the Street Fayre committee By: Office

10.3      Buy a Brick – update Cllr AP – contributions were now over £7000.

  1. Information on and consideration of funding through the Public Works Loan Board – Cllr AP/AS

11.1      Rationale

11.1.1   Business Plan (extract) for MUGA – Circulated prior to the meeting – Cllrs reviewed the business plan.

11.1.2   Available funding – report Cllr AP – Circulated prior to the meeting – Cllrs acknowledged existing funding availability

11.1.3   Draft Risk Assessment – Public Works Loans Board (PWLB) Circulated prior to the meeting – Cllrs carefully and fully considered all elements of the Risk Assessment relating to a loan from the PWLB

Draft Risk Assessment Construction of the MUGA Cllr AS – Circulated prior to the meeting – Cllrs carefully and fully considered all elements of the Risk Assessment relating to construction of the MUGA.

The Clerk reminded Councillors of the undertaking to provide community and sports facilities for the parish in accordance with the findings of public consultation and confirmed that the Council currently had the power to provide such facilities under the General Power of Competence part of the Localism Act.

 

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11.2     

Recommendation to Full Council – Accept PWLB to meet the deficit for completion of the MUGA Recommendation amended

 

Recommendation to accept a loan from the Public Works Loans Board (PWLB) of up to £200,000 for a period of one year with any remaining balance at the end of that year rolled over into a new five year loan Prop Cllr Kendall, 2nd Cllr Heaton – carried

 

  1. Appointment of Manager/Staff

12.1      Discussion and consideration of duties – It was agreed this staff should be hired by the Charitable Trust, but that the appointed Trustees could begin the preparatory work of compiling the contracts. Cllr Mrs Michael said she would like to be considered as a Trustee along with Cllrs Kendall and Mrs Prior. There were no other nominations but Mrs Woodhouse and Mr Dowsett indicated they would consider the matter.

12.2     

Recommendation to submit contracts for tendering for Manager/Staff under the Charitable Trust Withdrawn by prop Cllr AP
  1. Potential Gym ideas – Cllr AP

13.1      Visuals for a potential gym – Circulated prior to the meeting – noted

  1. Marketing Proposal (WSCC Branding Redesign 2016) (Whiteroom) Cllr CM Circulated prior to the meeting – It was noted that Whiteroom acknowledged there would be no claim on the marketing material but retained the right to use the material in promotional work for their company.

13.1     

Recommendation to accept and use the branding for launch of WSCC subject to clarification of outright ownership of all marketing material by WWPC Prop Cllr AP 2nd Cllr CM carried
  1. Charitable Status – Cllr AP

14.1      Charitable status update–Cllr AP – The Solicitor was preparing the documentation to form the Company to be registered.

14.2      Memorandum of Charitable Trust (for non Council members) – Circulated at the meeting

  1. Cllrs, Clerk and non-members Exchange of Information

Cllr FH, the hedges at the top of Walton Road required cutting back

Cllr CM, suggested that the competition for the Primary School children to produce a picture/mural for the WSCC be started

Cllr BH, a new mother and toddler swing had been advertised on Facebook and suggested it could be suitable for the play area

Cllr VB asked for the tree on the triangle in front of the war memorial be canopy lifted as it obscured the vision splay

Cllr AS said he had received a letter outlining closures on the A46 from Longbridge Island until August for resurfacing works

Cllr AP had been contacted by the Courier regarding the reduced police cover in Wellesbourne

It was noted that the Airfield Café had just signed a new 15 year lease.

  1. Date of next meeting 13th September 2016 (earlier meeting to be arranged)

There being no further business to discuss, the meeting closed at 9.25pm

Chairman: Cllr Mrs Prior…………

 

Signed…………………………….

 

Date………………………………

 

(Completed by 15th July)