Minutes of the Meeting of the Village Facilities Committee, Thu 7 Sep 2006,

Brampton Memorial Centre, 7.30pm

Present:	P Downes (Chairman), M Shellens, Mrs L Ruston, S Jordan, Mrs B Leighton, J Innes-Clarke, Clerk
1	Apologies: NM, KW, JK, MW, SM for absence, MS for lateness
2	To Approve as a correct record, minutes of the meeting, 31 Jul 06
Proposal:	Approve – 1^st LR, 2^nd BL	Carried
3	Matters Arising from those minutes
3.1	3.1 – 3 x barriers @ PF entrances have been installed – issue over motorised wheel chairs – check with Manor residents	BL
3.2	3.4 – radiators hot to touch in Comm Ctr – check with user group – carry forward	SM
3.3	3.6 – separate cubicles in 1 x shower room for ladies – inspected with M East – nothing on specs for this – M East to price up for curtained cubicles to 1 x room and advise
3.4	3.10 – ground environs, Comm Ctr – grounds staff have pruned back trees, removed weeds and cement filleted cracks in ground, either side of front door. Awaiting Community Services to decorate – scheduled for early Oct
3.5	3.11 – baby changing unit, Comm Ctr – check with user – await call back Note since meeting: user requests we ask our contractor to install when work to meeting room is being done
3.6	3.12 – T Burnely advises it is a photo display required not a trophy cabinet – he is working on a design for a photo display, to go on wall immediately on left as you enter Community Room
3.7	12 – cleaning at high level in Comm Ctr – now done
4	Young People and Vulnerable Adults Protection Policy
	Amendments to first draft done, to go to PC 20 Sep – final check to 2^nd draft	SM
5	CCTV
5.1	Monitoring from HDC went live 17 Aug – feedback from Frank Cannon: · 59 activations during Aug, most were nothing, 1 or 2 were where someone was close to building but nothing to warrant their control room taking further · Monitoring is not putting any extra burden on Control Room staff
5.2	Consider a voice warning when the beam is broken – investigate costs, advise next VF	JIC
5.3	Operator signage at front gate outstanding – to incorporate with car park signage	JC
6	Memorial Centre
6.1	Booking rate enquiry – KFA training day – apply Rate 6 – commercial booking
6.2	User satisfaction survey – draft questionnaire & covering letter tabled – approved - proceed to issue
6.3	Bookings Clerk to monitor the above returns
6.4	Windows opening wide creating hazard to people walking around building: a) Punch-in channel to prevent hinges from opening wide b) Remove 1^st row of slabs round building where there are windows & plant low level, low maintenance shrub beds, which will prevent people from being able to walk close to open windows, action:
	Proceed with b) – retain slabs to use at Sk8 Pk entrance gate, west fence and at service gates – instruct staff	JIC
6.5	Footballs against windows – constant and deliberate, windows always being cleaned – consider re-installing window grills
	No to grills as they allow a foothold onto roof – install notice ‘No Ball Games against building’	JIC
6.6	Snagging is complete – await sign-off from architect Total redec was required for Community Room – PC contribution is £200
6.7	Marketing: · Updated flier tabled – proceed, soften photo of building if possible · Article booked for next edition of District Wide – cost to be advised · Also contact Business Link and Federation of Small Businesses · Phase II – leave until feedback received from Phase I · Ask Town Crier to do article	JIC/JB JB JB JB
7	Playing Fields
7.1	FA goal post replacement scheme – our application has been submitted to Hunts FA for 3 x replacement steel sets £742.50 total, 50% contribution from PC is £371.25. Hunts FA have now forwarded to FA – timescale for outcome: between 2 wks to 2 months
7.2	Safety issues with stake holes from cricket square – NM suggests cutting sections of copper pipe to use as sockets	JIC
7.3	Training area –PD to attend Biffaward 8 Sep re: available grant aid – outcome dependent on survey results after next issue BM
7.4	Vandalised benches – KW asks why we are only replacing 1 x bench with new when our insurance excess is £100 whether we replace 1 or 2 – KW would like to see both benches replaced similar to new one installed near MC Replace both benches, + salvage re-useable materials to repair 1 x bench, 1 new bench to be installed along S wall of MC	JIC
7.5	Quick drop goal post sockets – 1 x cover missing + 1 x socket bent – probably vandalised – renew sockets	JIC
7.6	Request to hold car boot sale, located on 75% of training area on a Sun morning, date TBA. Invite to view area on a Sun – issue whether there will be enough room after parking from football and Martial Arts	JIC
7.7	Disturbance to cricket match during Aug – last match this season is next Sun 10 Sep, action: · erect signed notice onto Sk8 Pk fence to remind users of closure during matches · PD will be available during the match
7.8	Gravel outside workshop – now replaced with concrete
7.9	Hardstanding & fencing for equipment – new drawing/requirements from groundstaff were discussed, action: seek further alternatives	JIC
8	Byelaws
	Example byelaws were discussed in detail:
8.1	Approve an area for Bar B Qs – design for which, to be carried forward
8.2	Part 3, horses, cycles and vehicles – add dogs
8.2	16 – delete cycles
8.3	23 – ball games – add d) no ball games against building
8.4	24 – delete cricket
8.5	Amend doc, email to JIC to circulate before PC 20 Sep	PD
9	Skate Park
	Grounds staff to slab area in front of service gates and west pedestrian gate – slabs supplied from those to be removed from 1^st row around MC w’dow walls (see 6.4 above)
10	Play Areas
10.1	Annual inspections and risk assessments – actions ongoing – trip hazards to tiles done
10.2	Display 4 x proposals to go to schools to survey preferences – all 4 around same costs Members examined the proposals, action: write to both schools to ask if they can undertake the survey and in what format. Funding: 50% contribution from section 106 money, Feltwell development	JIC
11	Community Centre
11.1	PD & NM had met to discuss best use of back room – drawing tabled 2 x quotes received for work as per drawing: a) Recommended Interiors - £3,470 + VAT – total £4,077 b) T D Services - £4,750
Proposal:	Proceed with a) – to be ratified by PC	PC
11.2	Liaise with user group over limited storage	MS
11.3	Community Services – work to front exterior – rescheduled early Oct	Noted
13	Date of next Meeting
	Mon 13 Nov (NB. Moved from original date of 20 Nov)
	__________________________
	Peter Downes, Chairman