Minutes of Great Staughton Playing Field Committee Meeting – 13th October 2011
Janet Bowen (Chair) Geoff Gilbert Bob Jewell
Anna Merchant William Mumford James Turner
Justin Waldock Louise Whalley Mervyn Young
Dianne Palmer (Clerk)
Apologies: received from John Hitchin and Claire Matthews
Approval of Minutes
The minutes of the meeting held on 14th July, 2011 were approved and duly signed.
3/7b – it was agreed to replace the lid only. Action: JB
7a – Claire Matthews has agreed to join the committee
3 – The new curtains are being made and will be fitted presently. Action: JB
8 – No Dogs signs – will be installed within the next 2 weeks. Action: WM
A reminder was placed in Life stating that dogs are not allowed on the playing field. As there is still a problem it was agreed that a further request would be placed in Life. Action: DP
9 – risk assessment – J Bowen will discuss with C Matthews. Action: JB
10 – Minutes on website – M Young and Clerk to check. Action: MY/DP
A report was circulated by the Treasurer and discussed. Please see below:
|Great Staughton Playing Field|
|Statement of Accounts for year up to Oct 2011|
|Pre School||£ 236.00||HDC rates||£ 225.16|
|Parties meetings||£ 105.00||Electricity||£ 328.85|
|Football Club||Cleaning materials||£ 93.44|
|Parish Council Grant||£ 500.00||Cleaning||£ 334.00|
|Cricket Club||£ 208.00||Anglian Water||£ 51.02|
|Tennis club||Fire inspection||£ 88.61|
|Football Kids||Repairs||£ 24.00|
|Safety signs||£ 54.78|
|Excess of Expt over income||£ 150.83||
|Balance Sheet as at 10/10/2011||
|Opening Balance at Bank||£ 16.37||Debtors||
|Opening Cash||£ 62.00||Closing Cash||
|Add Opening Debtors||£ 56.00||Payments in advance|
|Less Opening Creditors||Excess of expenditure over income||
|Excess of inc. over expdt.||Closing Bank||
R Jewell said that expenditure was higher than income but some users had not yet paid for the current year.
Reports from Clubs & Users:
Piglets – A Merchant said the new term was going well.
Football – J Turner reported that things are good.
Cricket – R Jewell said that the pitch had been treated and roped off to try and keep people off. L Whalley will put a request in the school newsletter. Action: LW
Tennis – J Waldock has submitted an application for funding and should know the result within the next few weeks. If the application is not successful the money will have to come from club funds.
School –L Whalley asked whether any progress had been made regarding an alternative to the school crossing patrol. M Young said this had been discussed at the Parish Council meeting and that they are also looking at a 20 mph limit outside the school.
J Bowen reminded the committee that it had been agreed that contractors would be invited to tender for the grass cutting next year. A letter had been received from P Rounds, the current contractor, offering to keep his prices at the present rate if he could be offered the contract until 31st March 2014. Clerk to reply that this will be considered at the January 2012 meeting. All users of the playing field felt that the current contractor had done an excellent job. It was agreed to approach contractors and ask for a figure for the current arrangement and for a second figure whereby some of the cuts would be half the work – not including the edges of all of the equipment and boundary detail. The Clerk would check the current specification and liaise with J Bowen and R Jewell. Action: DP/JB/RJ
Funding application for play equipment
An exact specification of equipment needed has still to be drawn up before the application can be submitted. However, Cambridgeshire ACRE seem confident that funds are available. Surveys are being conducted to determine exactly what the children would like. The school is supportive of the work. W Mumford pointed out that if all of the equipment was replace at one time it would probably mean that it would wear out at the same time and the Trustees need to consider the cost implications of this.
Queen Elizabeth II playing fields challenge
The paperwork has been submitted. There will be an inspection which, hopefully, will be followed by the playing fields being recognised.
Cleaner’s pay and conditions
Following discussion with the cleaner, it has been agreed that she will receive £15 per week to cover litter picking on the playing field, emptying the waste bins on the field and cleaning areas of the pavilion (Kitchen, main room, toilets, entrance hall and changing rooms). R Jewell will draw up a contract so that everyone is clear in future.
R Jewell had replaced the drain cover on the playing field next to Causeway Close. He said that the drain needs rodding. Action: RJ/WM
J Waldock had problems with the manhole cover in the tennis courts near the meter. Action: DP
G Gilbert informed the meeting that in 4 year time the Parish Council will be reduced by another 2 members and wondered what impact this would have on the Playing Field Committee.
W Mumford suggested that current contracts such as grass cutting and cleaning be brought to the meetings in future. Action: DP
See item 6. Grass Cutting – letter from P Round.
10. Any other business
Dates for 2012:
Thursday, 2nd February
Thursday, 5th April
Thursday, 12th July
Thursday, 11th October
Date of next meeting:
Thursday, 2nd February 2012 at 8.00pm.
The meeting closed at 8.50pm