Minutes of the Ordinary Meeting of Chobham Parish Councilas Sole Trustee of Chobham Recreation Ground Charitable Trust

held on Tuesday 8th September 2015 at 8.00pm

Committee:Cllrs Mrs Tedder (Chairman), Mrs Head (Vice-Chairman), Mrs Beach, Mrs Barr, Mrs Mancini, Taylor, Bentall, Coombs and Wheeler

Present:Cllrs Mrs Tedder, Mrs Head, Mrs Barr, Taylor, Bentall, Coombs and Wheeler

Absent:Cllr Mrs Beach (apologies received after the Meeting)

Minutes

588.APOLOGIES FOR ABSENCE:CllrMrs Mancini

589.DECLARATIONS OF INTEREST: None

590.MINUTES OF THE MEETINGS HELD ON:

Approved – 2nd June

Approved - 4th August 2015: on the provision the following was corrected –

#586 – It was noted that maybe they move to Cricket Club if possible

#587 – Scouts not Scouts Hut

Maintenance Fee – should be clarified as Fee

591.UPDATE ON ACTIONS AND CLERKS REPORT:

Actions from the 2nd June meeting have been satisfactorily completed.

Actions from 2th August are outstanding.

Discussion regarding the new signage for No Hard Ball Games:

Three signs –

Public Safety Notice

NO HARD BALL

GAMES ALLOWED

Clerk to contact Football Club to request that they remove all the rubbish from outside their building.

AWS – marketing

Investigate cost of extra court marking and netball postsACTION

Provide members with a schedule of current bookingsACTION

592.CHAIRMAN and REPRESENTATIVE REPORTS:

a. Scouts – Clerk to chase risk assessment and their Public Liability Insurance to cover the Pre-School presence and also, to note if they accept the fee arrangement in writing.

Pre-School would like to erect a banner to advertise the school during term-time and to advertise their open days from October-December.

Roped to the hedge opposite Tesco.

Cllr Coombs proposed not to permit the banner to be erected on to the hedge this was seconded by Cllr Mrs Head.

All agreed.

Clerk to inform Pre-School of decisionACTION

b. Football Club –

Plans to remove the blue shutters and replace the windows on the pitch side of the clubhouse, and fill and render the two ends of the club house.

Grant funding has been secured by the football to pay for the replacement windows.

Clerk noted planning permission may be required if they change the visual aesthetics of the club house.

Investigate Planning rules to see if they’ll apply, Cllr Mrs TedderACTION

Football Club Issues –

Rubbish:Offer the Football Club the option to use the bins providing they conform with the recycling rules.

Training Pitch: The Football Club is not able to use the training pitch due to the condition of the ground.

Cllr Mrs Tedder and Mr Coombsto meet on Saturday, 11th Sept to discuss this further.

Dug Outs:New dug outs, require secure fixings this will require a concrete block to be buried into the ground

Proposal to allow by Cllr Mrs Tedder, seconded by Cllr Coombs.

All agreed

New League:Rules require pitch being roped off. Corner posts to be removed and holes in ground cappedwhen not in use.

Cllr Mrs Tedder to feed back to Football ClubACTION

Insurances:Ensure that the Tennis Club, Scouts group and Football Club all carry the relevant Insurance and Gas and Elec checks/ certificates.

ACTION

c. Tennis Club:

Courts work has commenced,they are currently closed whilst they wait for the new surface to dry, temporary lines will be drawnto enable the courts to be used.

Clerk to check Insurance informationACTION

593.OUTDOOR TENNIS TABLE

Funds received to date £700, anticipated cost £2,100.

Considerations discussed including – siting/ base/ style

Cost including concrete base £3,145

Clerk to chase Surrey Community TrustACTION

Cllr Mrs Tedder will submit an application form to thePoors Allotment Charity and, Surrey Heath Show for possiblegrant funding. Any balance will be requested from Council Reserves.

Cllr Mrs Tedder proposed the Trust accepts any costs left after Grants have been applied for/ received, Cllr Coombs seconded.

All agreed.

594.RECREATION GROUND’S VISITORS

Football Club would be happy with an entrance barrier if one were to be installed to prevent unwanted visitors, fly tippers and caravans accessing the grounds.

Clerk to research costs of barrier and installation.ACTION

595.PUBLIC LAVATORIES

Requirement for a public lavatory on the Recreation Ground.

What should be considered?

Disabled Facility with a RADA Key

Male and Female Cubicles/ rooms.

Special considerations will be given to be vandal proof.

Cllr Mrs Tedder to come back to the next meeting with more informationACTION

599.PARISH COUNCIL FINANCE COMMITTEE UPDATE

Cllr Taylor as Chair of the Council Finance Committee updated the Trust on progress of the separation of the Council and Trust Accounts.

Clerk to review the VAT implications for the Trust once the accounts are run separately. ACTION

Cllr Mrs Tedder proposed that the Trust Bank Account name be changed to Chobham Recreation Ground Charitable Trust (CRGCT). Seconded by Cllr Mrs Head.

All agreedACTION

600.FINANCIAL MATTERS – DEFERRED TO NEXT MEETING

601.GENERAL CORRESPONDANCE and MINOR MATTERS

Management Structure/ Committee to be deferred to the next meeting.

Clerk to share communication from the Internal Auditor regarding this option.

602.AGENDA PLANNING

Management Structure

Entrance Barriers

Training Pitch

Public Lavatories

Finance/ Budget

603.Date of next meeting

Tuesday 15th December at 20.00

Clerk to review the Planning Meeting Agenda for Tuesday 8th December – if it is agreed that Agenda is small, CRGCT will be moved to the 8th.

604.EXCLUSION of PRESS and PUBLIC

Approved as a correct record of the Meeting

Chair Cllr Mrs P Tedder, Chobham Recreation Ground Charitable Trust

Signed…………………………………………………………………………..

Date ……………………………………………

18th September 2015