Committee Minutes 1 April 2021 - 31 March 2022

Ruskington Parish Council

Minutes of a Recreation Committee meeting held on Thursday 22 July at the Parish Office at 7pm.

No members of the public were in attendance.

At 7.01pm the Chairman opened the meeting and welcomed the delegates. As no members of the public were present, the Chairman declared the meeting open.

1. To election a Chairman for the Recreation Committee.

Action: The Committee RESOLVED to elect Cllr White as Chairman of the Recreation Committee. Proposed by Cllr Cunningham, seconded by Cllr Trolley and proposed unanimously.

2. To elect a Vice-Chairman for the Recreation Committee.

Action: The Committee RESOLVED to elect Cllr Trolley as Vice-chairman of the Recreation Committee. Proposed by Cllr White, seconded by Cllr Cox and approved unanimously.

3.  To receive and accept apologies where valid reasons for absence have been given to the Parish Clerk prior to the meeting.

Apologies were received from the Ann Waldock (Ruskington Lions) and Cllr Tonge.  Cllr Menday was not present at the meeting and no apologies had been received.

Action: The Committee RESOLVED to accept the apologies for Ann Waldock and Cllr Tonge. Proposed by Cllr White, seconded by Cllr Trolley and approved unanimously.

4.  Receive declarations of interest and consider applications for dispensations in relation to DPIs.

No declarations of interest were made at this time.

5. Notes of the meeting of the Recreation Committee held remotely on 9 March 2021 to be approved as Minutes.

Action: The Committee RESOLVED to approve the notes of the Recreation Committee meeting held on Tuesday 9 March 2021 as accurate Minutes. Proposed by Cllr Trolley, seconded by Cllr Cox and approved 4 for and one abstention.

6. Finances - Expenditure to date.

Information had been circulated prior to the meeting. As of 30 June 2021 the Committee had 75% of its budget remaining, with an underspend of approx. 16.4% or £4031.00. Cllr White advised that of the full year budget £8,000 was ringfenced for projects such as equipment replacement etc.  Cllr Cunningham advised of future CiL money following developments of housing in the village.  A discussion on future developments was held and it was agreed that a public consultation was needed so ascertain future demands. Cllr White asked that the matter of a sensory garden in the Co-op grounds be re investigated.  Questions on the finances were answered.

Action: The Committee RESOLVED to accept the finances to date. Proposed by Cllr White, seconded by Cllr Cunningham, and approved unanimously.

7. Solar panels and wind turbines for the pavilion.

No update was available.

Action: Further research to be undertaken. Either solar panels and or wind turbines would need to have a battery for storing energy. Previous contractors had been seen but usage given to them did not include usage of the MUGA lights.

8. Update on the storage for the tennis nets.

The caretaker had provided measurements for a storage unit that would fit inside the MUGA storage cage and contain the tennis posts and nets (1.4m long x 300m wide).

Action: A robust storage unit to be secured to the ground and located against the pavilion. Cllr Cox offered to find the supplier used by Carres Grammar School for storing sports equipment.

9. To consider a request from a business to hold additional outdoor exercise classes at Parkfield playing fields.

There was a discussion about letting a business use the facility at no cost.

Action: The Committee RESOLVED to allow the use of the playing fields until the end of the summer, with a reminder that the football pitches were not to be used and a suggestion that a donation towards costs to be made.

10. To consider the maintenance of the football pitches, goal posts and other sports equipment.

Cllr Cunningham provided a history of the maintenance of the goalposts and sports equipment.

Action: The Committee RESOLVED that the Parkfield goal posts were to be removed from the RoSPA inspection for 2021. The Lions FC to be informed that due to health and safety, the pitch was out of use until the problems with the goal posts had been rectified. A contractor was to be sought to complete the work required on site. Cranwell FC could still play on the north field pitch.  All pitches would be rotated.  Proposed by Cllr White, seconded by Cllr Cunningham and approved unanimously.

11. To consider the surface of the MUGA.

Correspondence had been received from Ruskington Lions Junior FC and the Ruskington Walking Football Club requesting an improved surface for the MUGA, such as 3G as neither team considered the current surface suitable for use and an improved surface would encourage use of the facility. The cost of a 3G surface would be approx. £25,000 +VAT, which would only be suitable for football. A 4G surface would be a further £10,000. It was explained that the MUGA was designed for community use not for elite sporting teams, cost had been a factor and the current surface had been agreed with the manager of the Lions Junior FC.

Action: Further information to be sought. The MUGA surface to be considered as a question for the public consultation.

12.  To consider the preparations for the RoSPA inspection in August 2021.

The caretaker had provided a list of repair work that was underway.

13. Review of Covid-19 measures and the lifting of restrictions:

    13.1 Re-opening of sports pavilion following government guidelines. (Currently closed, except the toilets which are available for 30 minutes before and after a game / training.)

    13.2. Play areas (Currently open with daily weekday cleaning, disinfecting, and guidance for use displayed.)

    13.3. MUGA (Currently open - daily weekday cleaning, disinfecting, and guidance for use displayed.)

Action: The Committee RESOLVED that all current measures and restrictions above stay in place and be reconsidered at the next Committee meeting, or earlier if required. Proposed by Cllr White, seconded by Cllr Trolley and approved unanimously.

14. To review the Terms & Conditions and User Agreement for the sports facilities.

With one amendment to the Terms & Conditions, (clubs who could prove their affiliation to a league did not have to provide copies of their risk assessment or insurance), both were approved for the upcoming season. 

15. To receive an update on the dogs off-lead exercise area at Parkfield.

There was no update. The doggy coffee morning had a new date of 10 September 2021. This provided an opportunity to meet with dog owners and the matter would be included in the next public consultation.

16. Delegates/Councillor Reports and items for the next Council or committee meeting.

It was requested that:

• CCTV coverage be viewed, as per policy, to see if the individuals involved in smashing bottles outside the pavilion could be identified.
• To check the coverage of all CCTV cameras to see if an additional camera was required.

Cllr Conway reminded the Committee that Aurora would be taking over the security services from 1 October 2021 and could lock and unlock Parkfield car park gates. 9.30pm for closing the gates was proposed (once the MUGA lights had switched off) but a caretaker could open them in a morning.

The Chairman closed the meeting at 8.45pm.

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