DRAFT - Recreation Committee - 31 March 2022
Ruskington Parish Council
Minutes of a Recreation Committee meeting held on Thursday 31 March 2022 at the Parish Office at 7pm.
Present: Cllr G Cox, Cllr G Conway, Cllr S Cotter, Cllr L Tomlinson (from 7.15pm)
Also in attendance: Kathryn Locke (Clerk to Council)
Apologies Cllr Tonge, Cllr P Cunningham, Cllr Trolley, Ann Waldeck (Lions FC)
No members of the public were present, and Cllr Tomlinson had advised that he would be late arriving at the meeting.
The Chairman, Cllr Cox, opened the meeting at 7.05pm.
1. To receive and accept apologies where valid reasons for absence have been given to the Parish Clerk prior to the meeting.
Cllr Cunningham, Cllr Tonge, and Cllr Trolley were unable to attend the meeting and their reasons for absence were known.
Action: The Committee RESOLVED to accept the valid reasons for absence. Proposed by Cllr Cotter, seconded by Cllr Conway and approved unanimously.
2. Receive declarations of interest and consider applications for dispensations in relation to DPIs.
Disclosure of Pecuniary and Non-Pecuniary Interests is to be in accordance with the Localism Act 2011.
None were declared at this time.
3. Notes of the meeting of the Recreation Committee held on 3 March 2022 to be approved as Minutes.
Action: The Committee RESOLVED to accept the notes as accurate Minutes. Proposed by Cllr Conway, seconded by Cllr Cotter and approved unanimously.
The Chairman signed the Minutes.
4. Finances:
4.1. Expenditure to date.
No changes to report. The committee was still working within its budget.
5. To Review the Terms of Reference (TOR) for the Recreation Committee and make any recommendations for Council to consider. (Previously circulated.)
Action: The Committee RESOLVED to recommend to Council that the draft TOR be approved following the removal of the word “amenity” in paragraph 1. Proposed by Cllr Conway, seconded by Cllr Cox and approved unanimously.
At 7.15pm, Cllr Tomlinson joined the meeting.
6. Refurbishment of Parkfield play area - To review the updated plans for Parkfield play area following on on-site meeting with the manufacturer on 15 March 2022 and agree any recommendations to make to council. (Previously circulated).
The play equipment manufacturer and FCC Communities Foundation were aware of the agreed changes to the equipment. A final site visit would be made to mark out the locations of the play equipment on the ground to ensure these were accurate and as agreed by Council. The Terms and Conditions of the funding agreement had previously been approved by Council, would be signed by the RFO, and posted to FCC on 1 April 2022. The £10,500 third party (Council) contribution had been paid to FCC and the project was registered with the scheme's regulator ENTRUST.
Wicksteed had advised a start date for 15 August 2022 but would try to bring this forward.
The accessible roundabout was currently being installed.
Action: The Committee RESOLVED that if the play equipment installation could not be completed before the school summer holidays, it should be commenced in September 2022 (after the summer holidays). Proposed by Cllr Cotter, seconded by Cllr Conway and approved unanimously.
7. Review of the pavilion and changing rooms at Parkfield playing fields.
The changing rooms were almost empty with just a couple of items left to be removed. The concrete floors would be sealed and painted with anti-slip paint and the building would be deep cleaned.
7.1. To receive the outcome of the Survey Monkey questionnaires sent to all the users of Parkfield sports facilities regarding the facilities they use and would like to be provided.
The results were not yet available.
7.2. To receive an update on the refurbishment of the pavilion kitchen.
The solenoid valve for the showers had been installed on 14 March 2022 and the new hot drinking water boiler had been installed on 28 March 2022. The kitchen refurbishment (items donated in kind by the Lions Junior FC) would commence on Saturday 2 April 2022 by a qualified and insured volunteer. The Lions FC would be providing a George Forman grill, hotplate, and toasting machine for their own use. These were all brand new and would be PAT tested in accordance with current electrical regulations.
8. To review the draft Agreement Form for the use of the pavilion kitchen by the Lions Junior Football Club for recommending to Council.
At this time, Cllr Tomlinson declared an interest in agenda items 8, 8.1 and 14, below.
Action: The Committee RESOLVED to recommend the draft agreement form to Council for approval. Proposed by Cllr Cox, seconded by Cllr Cotter and approved with 3 votes for and one abstention.
8.1. To review the draft Terms and Conditions form the use of the pavilion kitchen by the Lions Junior Football Club for recommending to Council.
Action: The Committee RESOLVED to recommend the draft Terms and Conditions to Council for approval, with two amendments: displaying allergen information and undertaking PAT testing of the Lion’s own electrical equipment in compliance with current electrical regulations. Proposed by Cllr Cotter, seconded by Cllr Cox and approved with 3 votes for and one abstention.
9. To consider an application from a resident to use the pavilion to hold an annual charity doggy coffee morning.
Action: The Committee RESOLVED to accept the application for the coffee morning on 29 September 2022. Proposed by Cllr Conway, seconded by Cllr Tomlinson and approved unanimously.
10. To receive the Clerk’s report.
This had been circulated prior to the meeting. In addition, the Clerk advised that two doors in the changing rooms needed replacement due to damage. Cllr Ditch had supplied advice on fire-doors. A fire door for the pavilion kitchen may also be required. The Caretaker for Buildings was obtaining quotes but had advised that fireproof frames and hinges were also required, and he did not feel comfortable to fit these. Cllr Tomlinson agreed to investigate possible alternatives to the frames.
11. Delegate/Councillor Reports and items for the next Council or committee meeting.
Cllr Conway asked that the changing rooms be made fit for use as soon as possible.
Cllr Tomlinson advised that the pavilion kitchen should be Phase Two ready by the start of the next football season, with the volunteers qualified in food handling.
12. Agree date for the next committee meeting.
To be arranged.
13. To resolve whether to exclude the public and press, in accordance with the Public Bodies (Admissions to Meetings) Act 1960, to discuss the following legal and lease matters.
As Councillor Tomlinson was a member of the Lions Junior FC, he would be required to leave the meeting before item 14, below, could be discussed. Before Cllr Tomlinson left, the committee agreed that the Chairman could ask him questions regarding the funding bid and loan.
Cllr Tomlinson advised that the reasons for the poor condition of the pitch due to no pitch rotation was due to three teams per week using one pitch, and lack of lighting to move the pitch. However, the club were investigating the purchase of mobile flood lights. The Lions FC did not consider the MUGA surface to be safe for the use by a junior team.
Action: The Committee RESOLVED to close the meeting. Proposed by Cllr Cox, seconded by Cllr Conway and agreed with 3 votes for and 1 abstention.
The meeting closed at 8.20pm. Cllr Tomlinson left the meeting. The meeting re -opened at 8.21pm.
14. To consider a request by a local junior football team to enter a lease for the use of Parkfield playing fields to enable the team to apply for funding from the Football Foundation for grass pitch maintenance.
Action: The Committee unanimously RESOLVED to recommend to Council not to lease the playing fields to the Ruskington Lions Junior FC for reasons which included: not enough information about the funding opportunity being known; the fields were community playing fields, not football pitches; other requests for use of the playing fields might be received, and Council had a responsibility to maintain the playing fields and had renewed the grass cutting contract for a further three years ( 1 April 2022 – 31 March 2025).
The Chairman closed the meeting at 8.35pm.