Reports from Working Party Meetings

Report from a Pavilion Project Working Party meeting held on Monday 16 March 2026 at 2pm at Parkfield Pavilion.

Present: Cllr Conway, Cllr Cox, Cllr Cunningham, Cllr Ditch, Cllr Hislop, Kathryn Locke (Clerk to Council)

Prior to the meeting, the working party members walked around the pavilion and discussed the plans. It was recommended that, to aid security for the kitchen when it was closed, that the wall between the kitchen and the new seating area/ hall remain in situ but with a large serving hatch and counter. This would mean the existing doorway into the corridor would need to stay in place rather than be bricked up.

Staff coats and personal items could be hung/stored in the CCTV cupboard, which might also be a suitable space for solar batteries, if applicable.

1. Apologies

Cllr Sheldon

2. Declarations of interest on any items on the agenda.

None declared at any time during the meeting.

3. To receive an update on the pavilion project.

The updated plan for submitting to building control had been circulated earlier in the day to show the kitchen hatch with a sliding window.

4. To consider/agree the dates for the tender process as follows:

   a. Tenders available – Monday 13 April 2026

   b.  On site meeting with tender applicants – Tuesday 28 April 2026 (Councillors/staff member to be agreed.)

   c. Tender return – Friday 29 May 2026 - by 12 noon

   d. Tender assessment - Week commencing 1 June 2026

   e. Award of tender – Week commencing 8 June 2026

   f. Work to commence – As soon as possible

5. To consider any practical requirements for the pavilion project, including locations for electrical sockets, appliances etc.

• The location for sockets would be agreed on at a later date, taking advice from the successful contractor.
• Cllr Ditch suggested a suitable kitchen layout to aid workflow.
• An area with sofas, a soft play area, and book swop shelf/bookcase was considered.
• To consider vending machines in the community hall area for refreshments when the café area is closed. Proceeds could go to the café owner.

Post meeting information from Cllr Ditch…

• Position power sockets in cafeteria or commercial kitchens to ensure safety and efficiency by keeping them at least 300mm–600mm away from water sources (sinks) and heat sources (hobs/ovens)
• Install outlets 100mm–150mm above worktops for easy access and use high-mounted or IP-rated waterproof sockets for protection against spills.
• Key Guidelines for Socket Positioning:
• Safety Distances: Maintain a minimum 300mm–600mm horizontal distance from sinks to avoid water contact.
• Worktop Height: Place sockets 100mm–150mm above the work surface to prevent appliance cords from curling or getting damaged.
• Appliance Specifics: Large appliances (ovens, refrigerators) require dedicated power points, often at lower heights (20cm–75cm).
• Island Outlets: Use pop-up or hidden sockets on kitchen islands to keep surfaces clear and provide flexible power.
• Hidden Options: Install sockets inside cabinets or drawers for appliances not in constant use to reduce clutter.
• Voltage and Protection: Ensure all outlets are RCD-protected (Residual Current Device) and, in high-moisture zones, utilize IP54-certified splash-proof sockets.
• Safety and Efficiency Tips:
• Avoid Overloading: Use multiple double sockets along walls rather than relying on adapters or extension leads.
• High-Power Appliances: Use a dedicated circuit and a separate isolator switch for high-power appliances like electric ovens and dishwashers.
• Optimal Height: Generally, keep sockets about 110–120 cm from the floor, or slightly higher, to prevent damage and improve accessibility.

Key Requirements and Best Practices

• Separation: Changing areas must be separate from food storage and preparation areas to avoid contamination.
• Storage: Lockers or cupboards must be provided to keep personal clothing, shoes, and effects separate from protective uniforms.
• Location: Ideally, changing rooms should be positioned at the entrance to the production area, allowing direct access without walking through public or external areas.
• Clean/Dirty Division: To prevent contamination, there should be a clear distinction or physical barrier between "dirty" (street clothes) and "clean" (workwear) zones.

Staff toilets. 

Recommend 1-25 staff= one toilet. However:

Separate toilet facilities for food handlers are highly recommended as best practice to ensure high hygiene standards, although the law generally focuses on the design, sanitation, and accessibility of toilets rather than strictly requiring a completely separate set of toilets from customers in all cases. 

My interpretation:  if you don't have separate staff toilets, the risk can be managed.