1 August 2017 ACSReC meeting Agenda

Avebury Parish Council

A meeting of Avebury Community Sports and Recreation Committee (ACSReC) will be held at 7.30pm on Tuesday 1st August 2017, Social Centre, High Street, Avebury

All members of the public are welcome to attend.

Maggie Lewis, Secretary ACSReC

Agenda

  1. Apologies for absence
  2. Declarations of interest
  3. Minutes of last meeting and matters arising
    1. Pavilion and football shed
  4. Lease Renewal – report on meeting with ASSC
  5. Groups
    1. Community Orchard Group
    2. Football Club
    3. Cricket Club
  6. Date of next of meeting

 

31st May 2017 ACSReC Agenda

Avebury Parish Council

A meeting of Avebury Community Sports and Recreation Committee (ACSReC) will be held in the Pavilion, Avebury Sports Field at 7.30pm on Wednesday 31st May 2017

All members of the public are welcome to attend.                               Maggie Lewis, Secretary ACSReC

Agenda

  1. Apologies for absence
  2. Declarations of interest
  3. Minutes of last meeting and matters arising
  4. Budget
    1. Financial statement
  5. Lease Renewal (confidential session)
  6. Fundraising suggestion from Kennet Community Minibus
  7. Groups
    1. Community Orchard Group
    2. Football Club
    3. Cricket Club
  8. Date of next of meeting

 

 

 

 

19th April Transport Group Meeting Agenda

19th April 2017 Transport Group :

Agenda

Avebury Parish Council

A meeting of the Transport Group Committee of Avebury Parish Council will be held in the Waggon and Horses meeting room, SN8 1QJ at 19:30 on 19th April 2017

All members of the public are welcome to attend.

Mike Bedford, Vice Chairman Avebury Parish Council

Liz Moore, Clerk to Avebury Parish Council,

Agenda

1. Apologies for absence

2. Declarations of interest

3. Acceptance of minutes of 13th December 2016

4. Actions from minutes:

5. Update re meeting with Stephen Hind and review of work plans for WHS transport document progression. MB and RM

6. Footpaths: report by Tim Lewis

7. Double yellow lines in Trusloe

8. Speed limit request in Trusloe

9. Cyclethon for fundraising – Moya

10. Footpath 22 – resurfacing is urgent

11. Signage Audit update

12. Any other business

13. Date of next meeting

1st March 2017 ACSReC Meeting Minutes

Minutes of the meeting of the Avebury Community Sports and Recreation Committee (ACSReC) held on Wednesday 1st March at the Waggon and Horses, Beckhampton

Present Avebury Parish Councillors Mrs Lynzey Paradise, Dr. Mike Bedford, Mrs Maggie Lewis and Mr Stephen Stacey, Mrs Di Gater (Community Orchard Group), Mr Alan Blake (Avebury Sports and Social Club)

  1. Apologies Mr Bruce Hinder (Avebury Youth Football Club), Mr Dominic Fry (Avebury Cricket Club)
  2. Declarations of interest None
  3. Minutes of the last meeting and matters arising
    1. Notice board – Mrs Paradise reported that the notice board had been removed sensitively with minimal disturbance to the surrounding ground. The NT has been reassured that there was no ground disturbance when it was lifted out of the ground. It was now in storage.
    2. Renewal of lease – Mrs Paradise and Mrs Lewis will attend a meeting with Catherine Hosie, Rural Surveyor for the NT, on Monday 20th March.  Ms Hosie has said that a copy of Alexander Keiller’s will has now been found and she will bring it to the meeting.  It is hoped that a copy can be made.

Although not present at the meeting Mr Fry had suggested that the committee re-read the condition in the lease that the pavilion should be handed back to the NT in the condition that it was given.  The committee felt that the condition of the pavilion when APC took control of it ought to be clarified – this would have been when ASA first came into being in 2000.

It was also reported that the NT considered Mr Colcomb, the map seller, as being engaged in a commercial activity, something proscribed under the terms of the lease.  He has indicated that he is winding down his business but it is not clear how long he will want to continue trading for.

4. Budget

Dr Bedford reported that between the Lloyd’s and Nationwide accounts there is £2,850 and APC has a net liability to ACSReC of £38.82 bringing total funds to £2,889.31.  Fees from ACC will be higher this year following the increase in games as Cherhill CC will be playing fixtures at the ground – £1,200 – and APC has pledged £1,000

It was felt that both the bank accounts should remain active with the Lloyd’s account acting as a working account to pay bills from and the Nationwide account acting as a fundraising account.  Mrs Lewis and Dr. Bedford to liaise to get Mrs Lewis added as a signatory on the Nationwide account.

5. Pavilion

The committee expressed their thanks to Mr Mark Paradise and Mr & Mrs Keith Paradise who had installed new guttering on the pavilion recently.  The rainwater now flows away better as a result into the drainage/soakaway

During the recent risk assessment one of the support posts for the veranda roof and the wooden edge to the veranda were noted to be rotten and posed a hazard.  Mr Mark Paradise had suggested a method of repairing these and improving the maintenance.  Mrs Paradise is happy to ask her husband’s uncle, Mr Victor Paradise, if he can help to do this -proposed by Mr Blake and seconded by Mrs Gater.

Following the request from Thames Water for proof of septic tank emptying Mrs Lewis reported that the tank is situated under the kitchen, which was added as an extension at a later date.  There should be a hatch under the linoleum on the kitchen floor.  Mrs Paradise said that she had attempted to lift the floor covering but it was glued down.  There was speculation that there was not a tank but a soakaway. Old brick work had been noted behind the pavilion during the recent planting exercise.  The issue needs investigating.

Mrs Paradise and Mrs Lewis also noted during the assessment that rubbish bins had been left overflowing and sand buckets on the veranda also had rubbish in.  User groups to be reminded to clear up after themselves.

Other issues noted during the assessment were:

  • Kit in changing rooms should be moved to storage
  • Fire exits need signs to remind users that they should be unbolted when the pavilion is in use and kept clear
  • The mould is still quite bad, it had been suggested that the internal doors be left open to aid air flow. Mrs Paradise and Mrs Lewis had left a small radiator on and it seemed to have made a difference.
  • The new padded benches were an acquisition from Cherhill CC from their old club house.

6. Maintenance

    1. Update on checks – inventory and risk assessment completed.  The PAT testing of electrical items is scheduled for 9th March.  The fire safety assessment has yet to be arranged. It had been noted that mole hills were again appearing and it may be necessary to get WRF Pest Control in at an earlier date than planned
    2. Repairs to roof – following research it had been found that the Church Communities Fund will only make funding grants to churches.  Following an inspection using a cherry picker no obvious signs of damage could be seen so there was no easy way of telling where the water is getting in which meant that patching may not work. The surveyor had suggested that there was a solution that would cost hundreds, not thousands, of pounds and as cost is an issue this seemed like a solution.  To be investigated further.

7. Groups

    1. COG – the remaining whips were planted behind the pavilion on a cold snowy morning in the middle of February.  Mrs Gater reported that Mr Farthing will be asked to spread wood chip mulch on the area in due course.
    2. AYFC – no report
    3. ACC
  • have completed the merger with Cherhill Cricket Club, adding 26 new members, a second Saturday side, and 8 new Wednesday evening fixtures.
  • we hope to add 40 members to the Avebury sports & social club this year.
  • our fixture list for 2017 now includes 36 Saturday fixtures, 18 Sunday friendlies and 15 mid-week fixtures, 69 fixtures in total.
  • sadly, we fell victim to the 90mph winds of storm Doris and suffered around £2,000 of damage to our practice batting cages and artificial net. Unfortunately, we were not covered by our insurance for these items.

 Date of next meeting

The next meeting will be held on Wednesday 5th April, venue to be advised

There being no other business the meeting closed at 9.49 p.m.

1 March 2017 ACSReC meeting Agenda

Avebury Parish Council

A working group meeting of Avebury Community Sports and Recreation Committee (ACSReC) will be held in the meeting room, Waggon and Horses, Beckhampton at 7.30pm on Wednesday 1st March, followed by a short business meeting at 8.30 p.m.

All members of the public are welcome to attend.

Maggie Lewis, Secretary ACSReC

Agenda

  1. Apologies for absence
  2. Declarations of interest
  3. Minutes of last meeting and matters arising
    1. Noticeboard
    2. Lease renewal
  4. Budget
    1. Financial statement
  5. Pavilion
  6. Maintenance
    1. update on checks
    2. repairs to pavilion roof – next steps
  7. Groups
    1. Community Orchard Group
    2. Football Club
    3. Cricket Club
  8. Next meeting

1st February 2017 ACSReC Agenda

Avebury Parish Council

A meeting of Avebury Community Sports and Recreation Committee (ACSReC) will be held in the meeting room, Waggon and Horses, Beckhampton at 7.30pm on Wednesday 1st February

All members of the public are welcome to attend.

Maggie Lewis, Secretary ACSReC

Agenda

  1. Apologies for absence
  2. Declarations of interest
  3. Minutes of last meeting and matters arising
    1. Noticeboard
  4. Budget
    1. Financial statement
    2. Bank update
    3. Fundraising
      1. Film nights
  5. Pavilion – to consider the next steps in light of the surveyor’s repor
  6. Maintenance
    1. Safety checks
      1. Fire safety
      2. PAT testing of electrical equipment
      3. Risk assessment
      4. Inventory check
      5. Septic tank
  7.  Groups
    1. Community Orchard Group
    2. Football Club
    3. Cricket Club
  8. Next meeting – frequency of meetings

 

 

 

24th October ACSReC Meeting Minutes

Minutes of the meeting of Avebury Community Sports and Recreation Committee held on Monday 24th October 2016, in the pavilion, Avebury Sportsfield

In these minutes APC stands for Avebury Parish Council, ACC for Avebury Cricket Club, ASSC for Avebury Sports and Social Club, AYFC for Avebury Youth Football Club, COG for Community Orchard Group, NT for National Trust and WC for Wiltshire Council

Present: Parish Councillors Mrs Lynzey Paradise (chairman), Mrs Maggie Lewis, Mr Stephen Stacey, Dr. Mike Bedford, Mr Dominic Fry (ACC), Mr Bruce Hinder (AYFC), Mrs Di Gater (COG), Mr Alan Blake (ASSC)

Apologies for absence None

Mrs Paradise welcomed Mr Stacey to the meeting as the newest member of the committee

  1. Minutes of the last meeting

As these had been circulated very late they were not reviewed or signed.  This will be done at the next meeting

Lease terms and conditions

Mrs Paradise and Mr Stacey reported that they had met with Catherine Hosie, NT Rural Surveyor for what was a productive and useful meeting.  Ms Hosie didn’t feel a need for the recital of the (factually accurate) history in the lease and is researching for her own satisfaction.  The recital is thought to be useful as it shows long term use by the community which could be useful when applying for funding.

The conditions of use were agreed as acceptable and Mrs Paradise asked if there were any specific prohibitions to which the answer was only activities for commercial gain.  The map seller may muddy the waters a little in this area but it was felt that as he was a part time seller this could be overlooked.

Ms Hosie asked that the NT be informed of any activities in advance as a courtesy to avoid a clash, it might be possible to liaise to run complementary events.  The committee felt that it would be nice to get more than a week’s notice of any events.  The expansion of the APC website to include a village diary would help – Mrs Gater noted that a physical diary used to be kept in the village shop.

The NT are happy to look at a 40 year lease, having initially suggested 25 years, which would also help with funding applications and they have agreed to provide a supporting letter to go with any funding applications.

Ms Hosie also told Mrs Paradise and Mr Stacey of a scheme in Lacock in which a private individual is putting a community building on NT land and she will provide some details of this to help inform ACSReC.

A meeting between NT, APC, ASSC and ACSReC to brainstorm ideas was suggested.  Mrs Paradise asked who would represent ASSC at such a meeting and Mr Fry said that he and Mr Blake would.  Mrs Gater reported that the Social Centre Committee didn’t view the idea of combining ASSC, the Social Centre and the Pavilion favourably but she would be interested in being involved.  Mr Hinder noted that, from his past experience, the agreement with the NT should be obtained first before any plans are drawn up.

Ms Hosie will now be ACSReC’s main point of contact with the NT.  A draft copy of the new lease will be sent in due course

Noticeboard

 

The NT want the new noticeboard removed on the grounds that they were not consulted on the process.  Mr Fry has already circulated one email chain that indicates that they were consulted on the whole process as well as part funding it and has other emails that show that they were in the loop.  APC Chairman Mr Williamson has forwarded this to Jan Tomlin but has yet to receive a response.  A site meeting has been proposed with all interested parties.

The committee debated the objection from the NT and decided that on the evidence of co-operation from the NT no further action was required.  Mrs Lewis will check previous minutes for reference to NT being aware of the installation of the noticeboard.

Lloyd’s Bank Update

Mrs Lewis gave a brief résumé of her efforts to get the bank mandate sorted out – it would seem that 2 sets of correctly signed papers and proofs of identity from Mrs Lewis and Dr Bedford have been lost in the system and no-one knows what is happening!  Mrs Paradise asked that the complaints procedure be initiated as it has now been 9 months since the process started.

Dr Bedford gave a brief update on the budget and will go to see Mr Williamson to run through it before the APC meeting on 1st November as he is not able to attend.  The projected net outgoings are £4, 822 more than we earn at present.  The net gain/loss per year is £3-4,000.  Running costs are £4,200.  There was no income from Avebury Day.

If the outfield dressing, seeding and repairs and the cost of employing a cleaner are removed then the costs go down to £2,200 not including the capital expenditure which would be £6,486.  ACSReC will be £4,500 in debt in a year’s time if additional income isn’t generated.

Income yet to be received is £825 from the Spratts for the hire of the pavilion during their building works and £200 from Mr Colcomb in addition to the £300 already paid.

Mr Hinder suggested a fundraising committee and that participation in the village bazaar might raise some funds.  Mrs Paradise noted that Marlborough Area Board grants are capped at £5,000 but that our local councillor, Mrs Jemima Milton, is very supportive and councillor led funding isn’t capped.

Cost cutting measures were discussed at it was decided that we cannot afford to have a regular cleaner so Ms Wood’s services will be terminated.  Mrs Lewis to action.  If we don’t install new flooring and gate and undertake minimal maintenance then we could break even.

User fees to be reviewed and a possible cancellation policy – no play, no pay is the current policy but this is dependent on the weather and no shows.  Cancelled games are rearranged.

It was decided that a strategy to replace the building be formulated, that we tread water as far as the current building is concerned and fundraising is undertaken.

Fundraising

Until the new lease is in place it will be hard to know what we can and can’t do.  A first priority is to raise money to maintain what we already have.  It was decided that a working group should meet to discuss fundraising ideas.

Maintenance 

The external tap has been installed and a notice informing people that the water is not suitable for drinking has been put up.  The tap should be turned off under the sink and drained after use.

User groups

    1. Community Orchard – Mrs Gater reported that the application for further work to the trees behind the pavilion has been submitted and that the work is hoped to be carried out before Christmas.  Following this clearance work will be undertaken by volunteers and more whips slit-planted and the fencing completed.  There will be some costs but there is no expectation of a contribution from ACSReC
    2. Avebury Youth Football Club – Mr Hinder asked if there should be a fee for the Sunday morning training session for the Starlets, the youngest group.  The participants pay and sessions last about an hour.  The general feeling was that no charge should be made but a donation would not be refused.

Mrs Paradise asked  that parents attending all sessions be asked not to park too far down the field so as not to damage the surface.

c. Avebury Cricket Club – ACC have gained promotion to the 1st Division.

Mr Fry reported that there is a community fund to bring an overseas player in again in 2017 who will coach the youth sides as well as play for the club.  The club has also received a grant of £10,000 from Sport England for new equipment to maintain the pitch as well as a grant for new covers.  He also reported that there had been no progress on maintenance works on copper beech on the northern side of the field, the crown of which needs raising a couple of feet.  Mrs Paradise suggested contacting Ms Hosie to see what can be done.

Date of next meeting

The next meting will be a working group to discuss fundraising and will take place on 1st December, venue to be advised.