MINUTES OF THE MEETING OF THE SPORTS & LEISURE COMMITTEE
HELD ON WEDNESDAY 9TH SEPTEMBER 2015 AT 7:30PM IN THE
FRONT YOUTH MEETING ROOM AT THE KINGS HILL COMMUNITY
CENTRE
Present:
Cllr Petty (Chairman), Cllr A Board, Cllr D Murray, Cllr T Steel, Cllr K Tanner
Apologies:
Cllr G Hall,
Also in
attendance:
Ms H Munro (Chief Executive Officer), Mrs G Jackson (Assistant Clerk), Miss J Brown
(Sports Park Manager), Mrs N Clarke (Community Centre Manager)
SL15/109.
Election of Chairman
In Cllr Hall’s absence, Cllr Petty was nominated and unanimously elected to
chair the meeting.
SL15/110.
To receive and accept Apologies for Absence
Apologies were received from Cllr Hall with reasons for his absence. It was
RESOLVED that the apologies be accepted.
SL15/111.
To receive Declarations of Interest & Lobbying
There were none.
SL15/112.
Minutes – It was RESOLVED that the minutes of the meeting held on 20th
August 2015 be approved and were duly signed.
SL15/113.
Chairman's Announcements – to receive announcements
There were none.
SL15/114.
Officer’s Reports – to receive reports and note update
SL15/63 To consider remedial works to plant room floor due to omission by
contractors and agree actions
It was reported that no formal response had been sent to Liberty Property
Trust from the contactor to answer the technical queries. Contact would be
made again to request the information.
SL15/81 – Officers Report – Communication between Hirer and Sports &
Leisure Committee
A meeting has been arranged. It was AGREED that an informal agenda
would be circulated and Councillors should contact the Parish Office to ask
for items to be added to the agenda.
Clerk/
Cllrs
SL15/84 – Events – To review future events requests and agree actions
A reply concerning the request for an Open Air Cinema has been sent to the
event organisers. Noted.
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SL15/85 – Publicity – To review communications with the public and agree
actions
A request has been made to the Communications Working Group to review
public communications. Noted.
SL15/87 – Publicity – Final versions of communications to be sent to all
councillors
This request has been passed to the Marketing Officer. Noted.
SL15/88 – Customer Liaison – Liaison with Sports Park Hirers
It was AGREED that a date would be discussed at the next meeting.
S&L
SL15/108 – Questions from Councillors and Future agenda items – Water
meters at Sports Park
All Sports Park staff to be shown location of water stop cocks at the park
once the correct stop cock keys have been purchased.
SL15/115.
SP Mgr
Public Session and to consider any Issues Raised by Residents for
discussion
There were none.
Operations
To receive and discuss Operations Reports and agree actions
SL15/116.
Community Centre
Updates on points raised from the Operations Report were received and
noted.
SL15/117.
A discussion took place regarding procedures in relation to the building
security at the Community Centre. It was AGREED that current reference
to procedures in the Terms and Conditions would be sufficient.
SL15/118.
Sports Park
Updates on points raised from the Operations Report were received and
noted.
Cllr Board entered the meeting at 19.46
SL15/119.
It was RESOLVED that a Hirer could locate an additional Trophy Cabinet at
the Sports Park on the same terms and conditions as previously stipulated.
SL15/120.
Sports Bar
An update was received and noted.
SP Mgr
Events
SL15/121.
SL15/122.
Working Party to give an update on progress.
It was RESOLVED that Cllr Steel would join the Working Party and an
update would be given at the next meeting.
To discuss a day rate/ half day rate for sole use of the facilities and agree
actions
A report was given and it was AGREED that further investigation would be
undertaken.
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S&L
SP
Mgr/
CC Mgr
Initialled…………
Facility Management
SL15/123.
To note water leak from bar and actions taken
An update was received and it was noted that the corrective work had been
approved and completed.
SL15/124.
To receive update on Sports Bar flooring and agree actions.
After discussion regarding the flooring and acoustics at the Sports Bar. It
was RESOLVED that quotes would be obtained for carpet and an area of
hard flooring leading from the bar to the door. This will then be an Agenda
item at the next meeting.
SP
Mgr/
S&L
To receive report on roof at the Community Centre and agree actions
A report was received and it was RESOLVED that quotes would be
circulated once received.
CC Mgr
SL15/125.
SL15/126.
To receive report on Planned Preventative Maintenance contracts and agree
actions.
A report was received and it was RESOLVED that further investigation
would be needed to ascertain cost savings. This will be added as an Agenda
Item at the next meeting.
CC
Mgr/
S&L
Future Development
SL15/127.
SL15/128.
To note invitation to tender/ fee bid to the architects for Community Centre
development and agree actions
The deadline for the architect’s response is 17 September 2015. It was
AGREED that this would be added to the next Agenda for consideration.
S&L
To consider rabbit proof fencing around grass pitches and funding options
and agree actions
It was RESOLVED that three quotes be obtained and further research
would be undertaken in relation to grant funding. Once received it will be
presented to the Finance & HR Committee for approval.
SP
Mgr/
FHR
SL15/129.
To receive archery club proposal for consideration and agree actions.
It was RESOLVED that this could not be progressed at this time due to
concerns regarding the location proposed.
SL15/130.
It was AGREED that the Sports Park Manager would liaise with the hirer
regarding an alternative proposal.
SP/Mgr
The Community Centre Manager, Sports Park Manager and Assistant Clerk
left the meeting at 20.53
Pursuant to section 1(2) of the Public Bodies (Admission to Meetings Act) 1960 it is resolved
that, because of the confidential nature of the business to be transacted, the public and the
press leave the meeting during consideration of items SL15/131 to SL/141
Strategic, Administration and Finance
Bar Operations
SL15/131.
To note bar management actions taken.
A report was received with details of costs incurred to operate the bar
during this period and noted.
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SL15/132.
To consider proposals and heads of terms for the short term management
of the Sports Bar operation and agree actions.
The draft heads of terms were discussed and amendments agreed for
further negotiation.
SL15/133.
A professional deep clean would be undertaken prior to handover and
details reported to the committee.
SL15/134.
To consider management of the Community Centre bar operations and
agree actions
The recommendation to keep the operations of the Community Centre bar
in house was approved by RESOLUTION. It was agreed that this would be
subject to a review in due course.
SL15/135.
To consider kiosk proposal, management of operations and agree actions
This item was deferred to a future meeting.
SL15/136.
To consider recommendation for long term management of the bar
operations to Full Council.
After discussion it was RESOLVED that a recommendation be made to Full
Council to undertake a tender process after 6 months.
Clerk
Clerk
S&L
Full
Council
Pursuant to section 1(2) of the Public Bodies (Admission to Meetings Act) 1960, because of
the confidential nature of the business to be transacted, the public and the press were asked
to leave the meeting during consideration of items SL15/137 to SL15/141
Pavilion Maintenance
SL15/137.
To note recommendations from Water Risk Assessment, actions taken and
agree further actions.
Recommendations from the Water Risk Assessment were reported and
discussed. Some of the remedial works had been undertaken addressing
some of the items. Other works remained outstanding. It was RESOLVED
that a meeting with the Landlord be arranged to discuss concerns.
Clerk
Administration and Finance
SL15/138.
To receive Chief Executive’s report for discussion and agree actions.
The report was circulated and noted.
SL15/139.
To receive financial statements and other reports for review and comment.
These were reviewed and noted.
SL15/140.
To note goodwill payment received for loss of income due to Community
Centre hall floor works
The payment of £2,500 was noted.
SL15/141.
To consider hire charges for the Community Centre and agree actions
A recommendation not to increase the Community Centre hire charges was
discussed. It was RESOLVED that the hire charges remain the same and
Hirers informed.
Medium Term Objectives
SL15/142.
To receive suggestions for medium term objectives for discussion.
The current objectives from the Terms of Reference were reviewed. No
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changes were proposed at this time.
To report external meetings with representatives of the Sports Park
Committee
SL15/143.
SL15/144.
SL15/145.
SL15/146.
26/08/2015 – Bar Operations meeting – Cllrs Steel and Tanner attended
30/08/2015 – Archery Event – Cllr Hall attended
03/09/2015 – Bar & Café Operations meeting – Cllrs, Hall, Petty, Steel
and Tanner attended
24/09/2015 – Meeting with hirer – all to attend – get informal agenda set
Correspondence and matters for information
SL15/147.
Date of next meeting 14th October 2015
SL15/148.
Questions from Councillors and future agenda items.
A request for consideration of the installation of a temporary classroom to
be put on the next agenda was agreed.
S&L
Meeting ended at 21:48pm
Signed………………………………………………………………………………………………………………
Date……………………………………………………………………………………………………………………
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