Minutes of Great Staughton Playing Field Committee Meeting – 13th October 2011

Minutes of Great Staughton Playing Field Committee Meeting – 13th October 2011

Present:

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.

Matters arising:

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

Treasurers report:

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

2012

       

2012

 

Income  

 

 

  Expenditure  

 

 

Pre School  £    236.00 HDC rates  £  225.16
Parties meetings  £    105.00 Electricity  £  328.85
Football Club Cleaning materials  £   93.44
Interest  £       0.03 Decorating
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
PTA fete
Horticultural scty
Excess of Expt over income  £    150.83    

 

Total

£1,199.86

 

£1,199.86

 

               

 

Balance Sheet as at 10/10/2011          

 

Opening Balance at Bank  £  16.37 Debtors

 £ 04.00

Opening Cash  £  62.00 Closing Cash

 £    2.00

Add Opening Debtors  £  56.00 Payments in advance
Less Opening Creditors Excess of expenditure over income

 £150.83

Excess of inc. over expdt. Closing Bank

 £ 94.98

less creditors

£117.44

 £  4.37  

 £934.37

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.

Grass Cutting

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.

Operational matters:

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

Correspondence:

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

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