Minutes of the Meeting of the Village Facilities Committee, Mon 31 Mar 2008, Meeting Room,

Community Centre, High Street, Brampton at 7.30pm

Present:	P Downes, Chairman VF, M Shellens, Chairman PC , S Jordan, Mrs B Leighton, J Richmond, Mrs L Ruston, J Innes-Clarke, Clerk
1	Apologies: KW, NM, SM, MW
2	Declarations of Interest
	SJ re: MUGA
3	To Receive a Report from Brampton Youth Forum
3.1	No formal report – arrange future item to read Consultation with BYF		JIC
3.2	PD has shown BYF draft plans for MUGA, which were well received
4	To Approve the minutes of the meeting held 4 Feb 08
4.1	Strike KW from those present
	Approve 1^st MS 2^nd JR		Carried
5	Matters Arising from those minutes
5.1	5.1 – Portable kicking walls – no further report - ongoing		SM, PD
5.2	5.3 – Motorbike Inhibitors – access for disabled – width at arm rest height = 29” – no further action – monitor		All
5.3	14.1 – Mobile cinema – review in autumn		C/F
5.4	14.2 – questionnaire to BM summer edition – market facilities for indoor games		MW
6	Cost Centre Budget Monitoring
6.1	Reports for: Community Centre Memorial Centre Playing Field Play Areas		Noted
6.2	C/F £5k, unspent for new play area equipment to 08/09		JIC
6.3	Community Centre, contingency budget overspent – labour & tower scaffold hire for re-dec
6.4	Memorial Centre, contingency budget used to purchase extra tables & crockery
6.4	Playing Field, maintenance budget overspent by £888– this budget is well used for; verti-draining & over-seeding pitches, goal mouth areas, weed spraying, white lining and tree work – note since meeting; £950 spent on tree work alone, £634 spent on goal mouths
7	CCTV
	No issues
8	Memorial Centre
8.1	8.3 – blinds are now fitted to youth room doors + side window
8.2	8.4 - Key pad access to front door – quotes for 3 x systems: Complete computerised & fob system - £1,487 + £4 each fob Key Pad, digital, with single or multi-code entry - £370 Key Pad, mechanical, single code - £170
	Disturbances tailed off – hold in abeyance – costs are useful		Monitor
8.3	8.5 - Push down taps – no costs as currently mixer taps so would require replacement WHBs & single push down taps for hot & cold – with M East for costs. SJ advises there may be single push down for mixer taps available – no further action at this time		Monitor
8.4	8.6 -Monitoring disturbances to users – only 1 x form returned from Cromwell Quilters = Nil Verbal confirmation from ballet = Nil Note since meeting: 1 x form received,1/4/08, from Aerobics at MC Wed evenings = 5 x Nil
8.5	8.7 - Ballet school, pupils changing in foyer: Teacher has instructed pupils to change in toilets Not acceptable for pupils to change in classroom as would cause disturbances Prefers MC venue, especially with parking facilities
8.6	8.8 – Partitioning for ladies shower – with M East		(JIC)
8.7	8.8 - Heating controls: Changing rooms – timed for early evenings, Mon to Fri, & days Sat & Sun MC – timed from 7.30am to 10pm. Stat set to 21-21.5^o except for Day Ctr (24^o) & by special request (Hunts Caledonian Soc)
8.8	8.10 – Wall spikes – installation planned to start next week		(JIC)
8.9	8.12 – exterior security lighting – some days some are coming on during day – sensors are turned down as far as possible – request M East to advise us of manufacturers so PC can take up issue direct with them		JIC
8.10	8.14 - Hearing loop installation – Wed 9 Apr for installation
8.11	8.15 - Bar is being promoted well for bookings such as private parties – ongoing
8.12	8.17 – PD to meet with P Telford re: décor panels – ongoing		PD, BL
8.13	Breakfast meetings have chosen alternative venue – mainly due to acoustics
8.14	First corporate booking – both rooms all day, except for one room when ballet starts at 3.30pm – 4 June, Leeds Day
9	Playing Fields
9.1	14 orders for Memorial Trees – update spreadsheet + add column – 1^st & 2^nd choice		RM
9.2	Plaques – JC to provide sample as to how they would be installed in ground – cost around £40		JC
9.3	Marshalls have donated 12 x bags soil improver – on site
9.4	Shrubs ordered, expecting to plant next week
9.5	Seats & bins are on order – 4-5 weeks delivery
9.6	Contractor wants to see seats before he designs tables to match
9.7	Global Tree solutions can donate as much wood chippings as we need
9.8	Memorial Garden: Letter of objection from 30 Manor Close – draft response		MS, PD
9.9	Weed spraying will be required – LR & BL to advise JIC when – grounds staff can do work		BL, LR
9.10	£7,648 expenditure for Memorial Garden paving – will be reimbursed when S106 money comes in. HDC have today requested whether we require £23k now or whether we wish to apply for the further £5k available. Write to request £23k now and ask that they hold remainder in abeyance until further consultations and decisions are taken		JIC
9.11	Consider arranging an official opening perhaps 1 summer evening – after seats & trees are installed. A press release will be needed at the appropriate time		BL, LR
9.12	MUGA: PD has been in contact with 4 x suppliers; 2 very detailed quotes from 2 different suppliers are received
	2 quotes very similar; £100k, £106k, latter includes removal of spoil within 3 miles
9.13	Grant process: need to provide proof of consultation – BIFFA; £50k is normally the largest grant, other sources for grants are available
9.14	Obtain 3^rd quote		PD
9.15	Ask PC to approve VF with proceeding with grant applications
9.16	Consultation: ask PC if VF can proceed to consult with Thrapston Road, Hurdles, Footballers, BYF
9.17	Spoil – find out if local farmer would like approx 400cm soil		LR
9.18	Spoil – find out if golf club would like approx 400cm soil		BL
9.19	Request HDC dog wardens patrol the Playing Fields – reply 27 Mar – did one patrol that day + one previous week – will continue on an ad hoc basis trying to fit in around 9.00am & 5.00pm when in the area
9.20	Awaiting address details from VF members; of those properties with gate access to PF – Manor Close no. ?, + 3 houses in Knowles Close		All
9.21	HDC request to run Twilight sports session for 13-19 yr olds, Tues 5-7pm, 29 Jul, 5, 12, 19 August – footballers will move their training sessions away from any area HDC chooses to use to accommodate the sports sessions
10	Litter
	G & F item		GF
11	Skate Park
11.1	Letter to Huntingdon Youth Centre confirming PC has approved installation of additional equipment to Sk8 Pk (HDC has confirmed they will maintain & insure) – sent 7 Mar
11.2	M East has acquired a non-domestic PIDS & will install to 1 x light to see how it works – advise Sk8 Pk management committee		JIC
Proposal:	Install 1 x PIDS – 1^st SJ, 2^nd JR		Carried
12	Play Areas
12.1	Laws Crescent: repairs to fencing ongoing – suppliers advise half round rails very hard to come by at moment – possibly 4-6 wk delivery wait!
12.2	Chase reply from landowner re: Hansell Road proposal		JIC
13	Community Centre
13.1	Rodent ingress access points sealed with crushed/squashed down chicken wire, ceiling tiles replaced. 1 x dead squirrel found + 3 x live ones
13.2	Since then, there has been some more ingress – contractor advises they can get through the smallest of holes & we will have to fill all around entire roof with expanded wire – cost around £200
13.3	During girl guide session WHB in ladies came off wall brackets & required repair – repair at least 2 hrs as not a simple job. Consequently JIC asked DS to issue Incident form. Reply details: 4 guides went in to wash make up from faces, one guide leant on WHB, which came away from wall!
14	Health & Safety
14.1	Risk Assessments: Community Centre – due Aug 08
	Memorial Centre – due asap
	Playing Field – due asap
	Play Areas – due Jul 08
14.2	Copy all RAs to relevant Chairman		JIC
15	AOB
15.1	MW: Hedge along Old Thrapston Road – flail has cut hedge + topped row of saplings & even their stakes – advise NM for G & F		G & F
16	Date of Next Meeting
	Mon 2 Jun 08
		Peter Downes, Chairman