Community Facilities Committee meeting, 25/09/2018 – minutes

Minutes for a meeting of the Community facilities Committee of the Council on Tuesday 25th September 2018 at 7.30pm at the Parish Council Office at 2 School Road, Wellesbourne

Present: Chairman: Cllr Mrs Prior Councillors: Mrs Bolton, Jackson Non Council members: Mrs Cook, Mr Isted
Clerk: Mrs Scriven Member of public: 2

1. Welcome

2. Apologies for Absence – Cllrs Kendall, Mann, Mrs Michael, Shepherd

3. Confirmation of the order of the Agenda – 16.1 Village Hall to be agenda item for Full Council (Oct) – agreed

4. Identification of any items that might be resolved for confidential session – item 16.1 Village Hall draft lease

5. Declarations of Interest – none

6. Open Session for members of the public to raise any matters of relevance to the Parish – none

7. Minutes of the meeting on 14th August 2018 – could not be approved as Cllrs at this meeting were not present

8. Matters arising
8.1 Soil from Dog Close – The site manager had agreed to move soil to the Bowls Club/Cricket Club entrance shortly.

9. Play areas
9.1.1 Play areas- update Cllr AP – Quotes were being sought for fencing around the children’s play equipment on Mountford
sports field to make this a dog free area. This cost would be met by Sec 106 monies.
Cllrs expressed their frustration at the attempts by juveniles to set fire to the picnic bench and climbing tower.
It was noted that there was an abundance of roll up cigarette ends under the swings on the Dovehouse play area.
Action: report roll up problem to the police as drug use was suspected By Office

10. Budget 2018/19 & 2019/20
Cllrs considered and set a draft budget for the coming year. It was noted that if WWPC take over the Open Spaces contract for the Grange further budget would be required for the grass cutting contract to begin in May 2019.

11. Handyman update Clerk – Inspections of the play equipment continued, and minor repairs carried out where necessary. A broken tree support outside the library had been removed and the arisings from the cut back of holly hedge near to the allotments pruned by a community minded resident were taken away for disposal.

12. Sports Association
12.1 Report – Simon Isted – noted. He said it was hoped that WWPC would have the Newbold Road land lease soon and confirmed that the travellers who had settled on the Warwickshire University (HRI) pitches had caused some minor damage and loss of the facility for the short time they were in situ. It was hoped that senior football would return to Wellesbourne soon.

A meeting had been arranged for WSA representatives to meet WWPC representatives to discuss the application for Sec 106 money on 4th October at 10am in the Council offices.

13. Council owned community facilities
13.1 Chedham’s Yard report – no report supplied

14. Section 106– update Cllr AP
14.1 Communication regarding open spaces at The Grange – update Cllr AP said that WWPC had to decide on whether to adopt
the open spaces on The Grange or not and to confirm to Persimmon.

15. Leases
15.1 Leases update Cllr AP – It was noted no further progress had been made with the leases.
Dog Close lease still had a matters for clarity regarding the easements and SUDS although it was noted the size of the SUDS had been considerably reduced. Newbold Road lease had no further query and the Council’s solicitor was to be asked to proceed to sign off.
Action: Ask Council’s solicitor to proceed to sign off on Newbold Road lease By: Office

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16. Forward Planning – Cllr AP/Clerk
16.1 Village Hall draft lease for consideration A draft lease for the Village Hall Management Committee was being put together for consideration but the lease to WWPC had been stalled by SDC’s query relating to the Community Asset status on the building which expires in 2019 but was requested by WWPC in the first instance.
16.2 Meeting with school (Mr Granelly – Chair of Governors/Pick Everard consultant) – update Cllr AP said that due to works planned at the school the flood risk had to be mitigated by flood modelling of the brook and surrounding land. It appeared that some of this work would cross over with that of WWPC for the flood risk assessments on the Newbold Road land so it was agreed it would be useful to share information. It had been agreed to meet again mid November.

17. Cllr, Clerk and members exchange of information
Mr Isted, asked if the planned repair of the Bowls Club entrance ground was still to be carried out.
Clerk – it had been brought to the Council’s attention that the gate at the Bowl’s Club entrance had been left open. It was agreed to remind all key holders of the importance of closing and locking the gates to prevent unwanted vehicles on the site.
Mr Podbury (WSA) said that youths had been getting under the cricket covers to eat and drink then leaving the rubbish behind.
Cllr Mrs Prior said that there was a broken goal mouth on the Dovehouse playing field which required fixing or removal with immediate effect.

18. Date of next meeting – 20th November 2018

Under section 100A of the Local Government Act 1972, in view of the confidential nature of the business about to be transacted, it is advisable in the public interest, as if members of the public were present during the consideration of such business, there would be disclosure to them of exempt information under paras 1 and 11 and Part 1 Schedule 12A of the said Act, that the public will be excluded

The Village Hall Management lease was reviewed for accuracy and suitability. To be discussed by the Council at the next Full Council meeting.

There being no further business to discuss, the meeting closed at 8.50pm

Chairman Cllr Mrs Prior

Signed A Prior

Date 20/11/18

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