Premises & Recreation – 3rd June 2019

The Premises & Recreation Committee of West Bergholt Parish Council met on 3rd June when they elected committee officers and discussed repairs to a crack in the MUGA, hall updates, roofing, VE Day and other regular matters.

Premises & Recreation Minutes

Committee Meeting held on 3rd June 2019 in John Lampon Hall

Committee members present:	Brian Butcher, Bob Tyrrell, Andrew Savage (seconded)
Also in attendance:	Victoria Beckwith-Cole (Hall Administrator)

1	Apologies Jenny Church, Murray Harlow and Harry Stone
2	Minutes of the last meeting on 29th April 2019 were agreed.
3	Election of Chairman and Vice Chairman on the Premises and Recreation Committee It was voted as follows: Chairman – Brian Butcher – Proposed by Bob Tyrrell and seconded by Andrew Savage Vice Chairman – Bob Tyrrell – Proposed by Brian Butcher and seconded by Andrew Savage
4	Clerks and Administrator’s Report
4.1	MUGA – BB has received written quote in respect of repairing the crack. There is a minimum volume of 4T to be purchased which will mean a lot of excess asphalt. This quote does not include extraction of the root – BB not certain what the company requires, the Handymen to do the preparation of the area first so is liaising with the company and Handymen. It was agreed that VBC contact the coaches to seek their views whether the crack area is safe to leave for a year when the courts will be resurfaced.	BB/VBC
4.2	Hall Administrator’s Updates – LW and VBC are going to Coggeshall on Tuesday to speak to their Clerk about their on-line booking system. VBC wanted confirmation if the charge for hosting the election for next year should be increased – it was agreed to leave at the same figure. VBC to investigate and get quotes in respect of a fixed camera to cover the gazebo area and will report back. Agreed to proceed with weeding the borders once confirmation has been received from LW that finance is available. BB would like this be done before the Village Fete. VBC received two noise complaints over the weekend – a discussion ensued and an email will be going out to those concerned. VBC to chase Zoe on her Contract and schedule ready for a meeting with BT, LW and VBC. BB, PS, VBC and Terry Smith had a meeting at the Hall to discuss children climbing onto the roofs – anti-climb paint has been applied and signage has been put up. There is still more anti-climb paint to be applied and LW to notify residents via website/Facebook etc.	VBC/LW
4.3	Roofing Project – Having narrowed it down to 2 – LW and AS are now working on funding/grants etc. Consequently, one grant may cause probable delays until November. Will need to consider implications of works. LW to go back to contractors and ask if their quote will be honoured until then. If that is the case, then happy to proceed and organise a meeting with the contractor and hall users to discuss implications.	LW/AS
4.4	Handyman Schedule – VBC confirmed the following works are outstanding: – colour bulbs to be replaced in the OH, drain guards to be placed over the drains around the JL Hall, purchased a nautical pulley for the stage curtains.
4.5	Update on new New Chairs and painting of JL Doors – Chairs have now arrived and on trolley. LW is finding out the paint number for STC to then start on the new set of doors in the JL Hall. If not paint number is found, then a colour card to find the colour and STC to show Committee before being used.	LW
4.6	VE Day 75th Celebration – 9th May 2020 – This will be put on next month’s Agenda
5	Hall Accounts – Nothing to report.
6	Meeting with primary Hall Users
	VBC will arrange a meeting with OP for early July for BB to meet up with them.	BB/VBC
7	PC Action Plan Review
	No changes
8	Premises Licence – Sale of alcohol requests
	Film Club – 15th June 2019
9	Next month’s noteworthy hirings
	Film Club 15th June
10	Village Fete Sub Committee
	Next meeting 10th June, Queens Head 7.30 pm. A lot of progress has been made. LW getting DK to put Fete information onto website.
11	Communication Officers Report
	June edition will be delivered and distributed this week.
12	Items to be discussed at next meeting
	Hall signage, VE Day
Meeting closed at 8.40 pm
Date of next meeting – 1st July 2019 – 7.30 pm John Lampon Hall

Premises & Recreation – 3rd June 2019

Premises & Recreation Minutes

Committee Meeting held on 3rd June 2019 in John Lampon Hall

Committee members present:

Also in attendance:

1

Apologies

2

Minutes of the last meeting on 29th April 2019 were agreed.

3

Election of Chairman and Vice Chairman on the Premises and Recreation Committee

4

Clerks and Administrator’s Report

5

Hall Accounts – Nothing to report.

6

Meeting with primary Hall Users

7

PC Action Plan Review

8

Premises Licence – Sale of alcohol requests

9

Next month’s noteworthy hirings

10

Village Fete Sub Committee

11

Communication Officers Report

12

Items to be discussed at next meeting