MINUTESof the MEETING of SILKSTONE PLAYING FIELDS WORKING PARTY held on Monday 28 September2009 at 7.00pm at Silkstone Pavilion.
PRESENT:Chairman : D Walker
N Bentley (SUFC Over 35’s), A Horsfield (SUFC Adults), S Jackson (SUJFC u 14’s), G Jones (SUJFC u 11’s & 13’s), Cllr R Leech (Silkstone PC), J Ward (SUJFC u 12’s), G Wells (SUJFC u 17’s).
In attendance: Mrs K Canadine (Clerk to Silkstone Parish Council)
09-24APOLOGIES
RESOLVED to accept apologies from L Boswell, S Chambers & Cllr R Stier.
09-25DECLARATIONS OF INTEREST
None
09-26MINUTES
RESOLVED to approve the minutes of the meeting held on 27 July 09 as a true and accurate record.
09-27CORRESPONDENCE
RESOLVED to note that British Gas had sent Marketing post to the Pavilion, the Clerk will contact them again to ask that they remove the Pavilion address from their distribution list.
RESOLVED to note that the Health & Safety report had been received from Barnsley MBC, only two items were highlighted as needing attention. One being the uneven flags at the bottom of the steps at the side of the Pavilion and the light in the key cupboard needs a cover. The Inspector also suggested that the outside steps have yellow markings on them to aid visually impaired people. The Handyman will action these items over the next few weeks.
FURTHER RESOLVED to note that the Inspector was very pleased with the H&S records and congratulated the Handyman and Cllr Stier for actioning all of his comments from the last inspection. He advised that no further inspection is required unless a significant change of use occurs.
09-28ACCOUNTS
RESOLVED to note the bank balance in the Playing Fields Management Committee account is £583.23. A Horsfield will arrange for this to be transferred to the Parish Council and the account then closed.
RESOLVED to note the Receipts and Payments schedule and Budget Monitor up to 21 September 09. The Clerk explained that the projection column had been calculated by adding the actual to date figure to the total under each heading for the months of October to March from the previous year. G Wells suggested that the projected totals should be an average of the last three years and not just the previous year. The Clerk explained that this would be a very time consuming taskand that
since the budget last year was overspent this seemed a reasonable way of including some contingency in the projected totals. Those present agreed that using the previous year’s figures would be acceptable. This method should be reviewed regularly to ensure a realistic projection figure is included in the monitor.
09-29HANDYMAN & GROUNDSMAN
Those present viewed the timesheets for the Handyman and Grounds man for the months of July and August 09. It was noted that the Handyman’s hours were less than those worked in the same months last year and the Groundsman’s were slightly higher.
- Tractor
The Grounds man has advised that he does not carry out maintenance checks on the tractor apart from topping up the oil when required and hosing down after use to remove the grass.
RESOLVED that the Handyman be asked to carry out weekly maintenance checks on the tractor; in accordance with the tractor maintenance checklist
supplied by Armitages
RESOLVED that following the Grounds man’s advise that the tractor roller belongs to him, the football club will apply to the Parish Council for a grant towards the £120 spent on repairing the roller.
09-30PAVILION
RESOLVED that the Band should be advised that they can leave their band equipment in the cricket score board area over winter if they wish.
RESOLVED to note that the Parish Council have given their approval for the Handyman to part tile the changing room and toilet affected by damp.
- Booking Charges
RESOLVED that N Bentley will calculate how much it actually costs to open up the pavilion for one hour i.e electric, gas, water etc and that the booking charges will then be discussed again at the next meeting.
- Comments Book
The Chairman read through the comments book and signed it. A number of the comments are reoccurring including a request that users groups switch off lights and heaters and remove rubbish from the Pavilion. A reminder also that fire doors should not be blocked.
A new gate padlock has been purchased following the disappearance of the padlock, new keys were issued to all present. The new padlock will be put on the gate tonight.
The Clerk took keys for the padlock and bollard for the Handyman and Cllr Stier.
2 new un-inflated footballs have gone missing – anyone who has seen them is asked to contact D Walker.
09-31PAVILION BOOKINGS/HIRE
RESOLVED to note that a Pilate’s exercise class has booked the Pavilion for 1 hour on a Monday and Wednesday. The charge agreed between senior members of
the SPFWP was £10 per hour. (Post meeting note – Unfortunately Mr Gaunt had no
interest in the class at the Pavilion and will therefore no longer be using the
community room).
RESOLVED to note that a Sunday adult football team from the Ring O Bells has asked if they can use the pavilion when they have a home game (they are using the Silkstone Common Recreation Ground for the actual match). There was some
discussion on what charge should be made for use of the shower facilities. It
was agreed that this would be discussed at the next meeting when the hourly
calculation charge for the Pavilion would be available.
A query was raised regarding the invoicing of the Football Clubs. Members were reminded of the invoicing process agreed last year for the teams – The Clubs are all invoiced in April for the forthcoming year when the teams will have advised the Clerk how many matches they intend to play. The invoice for the following year will include a +/- adjustment for the number of matches actually played.
09-32RECREATION GROUND
- Cricket Banking
RESOLVED that the grass on the cricket banking area only needs to be kept low during the cricket season – the Clerk will advise the handyman.
RESOLVED that a price will be obtained for a new bin to be located next to the benches at the cricket banking, the Clerk will obtain approval from the Parish Council if required.
- Shrub Border
RESOLVED that the Handyman be asked to keep this area tidy. CARE is planning to do some improvement work to the area later in the year.
- Rockin the Rec
RESOLVED to note that Rockin the Rec will be a standing item on the agenda for this meeting so that the organisers can give an update on progress. All Health & Safety issues and finish times etc will be approved by the Parish Council.
RESOLVED to note that the date for next year’s Rockin the Rec will be
3 July 2010. A Horsfield advised that the bands have been booked.
- Events on the Rec
RESOLVED that the Clerk will liaise with the organisers of Rockin the Rec to compile a guidelines document for events on the Rec.
- Football pitch maintenance
RESOLVED that the Clerk will check the recommendations in the STRI report relating to fertilising of the football pitch and worm casting treatments. She will also seek advice from the Grounds man.
The Chairman advised that white lining marker is located in the garage for use of all football teams.
09-33ANY OTHER PAVILION OR PLAYING FIELDS BUSINESS
G Wells expressed concern that during the change over period at the beginning and end of the season (when both cricket and football are playing) it seems that the cricket matches always get preference over football matches and the football game has to be rearranged.
D Walker replied that football is played for 8 months of the year and cricket for 5 months, which is a shorter time to fit in matches. During April & September when football and cricket are both played, Cricket fixtures move from a Saturday to a Sunday in order to avoid a clash with adult football games. It was acknowledged that unfortunately it is not possible to avoid adult and junior matches as football matches are played on a Saturday and Sunday.
A Horsfield suggested that the junior teams could contact the Huddersfield league to advice that the pitch is not available until after the date of the end of the cricket season. This would mean that the junior teams would play away for a few weeks. G Wells stated that the Huddersfield League had been asked about this in the past and had advised that they are not able to adjust dates. It was also suggested that maybe
junior cricket could play away for their first few matches. D Walker agreed to contact the league to find out if this is possible.
The Clerk advised those present about the plans for Silkstone Common Rec which includes improvements to the access road, fencing in the basketball court and creating a footpath up to the basketball court and a cricket wicket. D Walker suggested a concrete cricket wicket with brick wall wicket and semi circular fence around the wicket.
09-34DATE OF NEXT MEETING –16 November 2009 at 7pm
The Chairman closed the meeting at 9.20pm
SPFWP Minutes28 September 2009