Tag: health & safety

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Premises & Recreation – 7th March 2016

Premises & Recreation – 7th March 2016

The Premises & Recreation Sub-Committee of West Bergholt Parish Council met on 7th March when, among other items, they discussed health & safety, bollards, licences, lighting, Poors Land, Orpen Hall toilets and Football Clubs.

Premises & Recreation Minutes

Monday 7 March 2016 at 7.30pm in the John Lampon Hall

Councillors present Murray Harlow (Vice chair), Harry Stone and Bob Tyrrell.
Also in attendance Laura Walkingshaw (Parish Clerk)

 

1.

Apologies
Brian Butcher, Jenny Church and Rosemary James

2.

Matters from Last Meeting

2.1

 

Orpen Hall Signage

This item is on hold at the moment and will be removed as an agenda item. Will re-visit later in the year.

2.2

 

Health and Safety Questionnaire – Asbestos Report/Fire Extinguish Training

The Clerk has found documents relating to asbestos in switch room, Health & Safety Fire Risk Assessments, Site Specific Risk Assessments and also a Building Survey from 1999. The Clerk has now provided these documents to BB. Await to hear from BB if sufficient.

The Hall Administrator has spoken to Bluebells and they felt a fire extinguisher handling session would benefit them. Dependant on costs there is the possibility of extending that training to the Parish Council and the heads of the various groups. VB-C to find out about costs.

The need for a clear Assembly Point was noted and a reminder needed to the various users to clarify that & general housekeeping rules prior to each event. BB & VBC to liaise to discuss.

 BB, VBC

3.

Clerks & Administrator’s Report

3.1

 

Scouts – Asbestos Survey

Clerk has contacted Scouts regarding a warning notice on the area of asbestos in the Scout Hut. The Scouts have a committee meeting the week beginning 7th March. Will await reply and report back to Premises sub-committee.

 LW

3.2

 

Bollards

Clerk still waiting to obtain copies of two left-hand bollard keys from WBFC, will hopefully pick up on Sat 12th March. Handyman has moved bicycle rack to make it more difficult to drive over the ramp onto field. Committee need to discuss MUGA bollards.

Committee agreed that the small space accessed past the MUGA bollards is not an imminent problem.

 LW

3.3

 

Draft T&C for one-off hirers

VBC to draft additional Terms and Conditions to one-off hirers to be signed on day of hire – to note their responsibility on the day. Item in progress.

 VB-C

3.4

 

Bar Licence & Music Licence

Clerk spoke to PRS for Music, licences are no longer issued, the only proof is the invoice & statement of payment.

Bar Licence –  Clerk has been approached by the Orpen Players concerned that the Social Club will no longer be keeping the Premises Licence for the entire building. LW to check with Social Club.

 LW

3.5

 

Lighting inside and out at Hall

Outside – flood lights fixed, waiting for starter motors on others.

Inside – Hall Administrator to check through internal lighting to ensure all bulbs working and all grills re-applied.

 VB-C

3.6

 

Car Parking

An email had been received from Andy Tomkins of the Pentecostal Church regarding parking on Sundays at the Hall. The Church has had difficulties finding free parking spaces of late, due to the number of Sunday matches played by WBFC. They requested that an area of the car park be cordoned off to allow five spaces to be reserved for them and ensure their children’s safety.

VB-C obtained a fixture list from WBFC, there are 11 matches a year played on Sundays from Sept – May, 3 matches left this season. It was noted that no part of the car park is cordoned off on Saturdays, when the Football Club also play and often coincides with parties occurring at 2 pm.

It was agreed by the committee that the Orpen Hall Car Park is a public car park and that the Hall does not have the staff available to approve this request. VB-C to reply to Andy Tomkins.

 VB-C

3.7

 

Tables

The Hall Administrator has found lately that both Halls are frequently booked at the same time and has suggested that each Hall should have their own set of tables. The committee were happy for her to obtain some quotes regarding this matter and then report back to them.

 VB-C

4.

Poor’s Land – Countrywide
This item was already agreed at the Parish Council meeting on 24th Feb and therefore did not need to be discussed.

5.

Bergholt Heath Youth Football Club
The committee agreed the wording on the draft T&C to BHYFC regarding the use of the Orpen Hall disabled toilet. However, following the response from BHYFC it is clear that the day needs to change to Sunday and the times from 9.30am-4.00pm. VB-C to make changes and go ahead with proposed T&C, which will be presented at the next Parish Council meeting. VB-C

Agenda Item
The committee discussed the viability of a lockable toilet being built on the Poors Land and the possibility of the PTA funding this. HS to liaise with the Headteacher, Mr Hallam when he next meets with him. HS

6.

Refurbishment of Orpen Hall Toilets
Esposito McLean have been appointed as designers for the Orpen Hall toilet refurbishment. BT & VB-C await to hear from him regarding timescale and access to the building for measuring up.

7.

Storage Units
The Environment sub-committee will be discussing this item on Thursday 10th March, it will then be brought back to this committee next month.

8.

AOB
No other items were raised. Meeting closed at 8.15pm

 

Date of next meeting – 4th April 2016 – 7.30pm John Lampon Hall
 

 

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Premises & Recreation – 1st February 2016

The Premises & Recreation Sub-Committee of West Bergholt Parish Council met on 1st February when, among other items, they discussed Orpen Hall, Health & Safety, budget, storage, football clubs, licences and toilets.

Premises & Recreation Minutes

Sub-committee meeting held on Monday 1st February 2016 in the John Lampon Hall

Councillors present Brian Butcher (Chair), Murray Harlow (Vice chair), Jenny Church, Rosemary James, Bob Tyrrell.
Apologies Harry Stone

Also in attendance Victoria Beckwith-Cole (Hall Administrator)

2.

Matters from Last Meeting
2.1 Orpen Hall Signage
Work in progress, will update at next meeting. BT
2.2 Health and Safety Questionnaire
This has now been completed with the exception of obtaining a copy of the Asbestos Report – Parish Clerk to look further and to contact previous Parish Clerk to where the Report maybe located. LW
BB/VBC will organise unannounced fire drills throughout the year. BB/VBC
BB asked about fire extinguisher training – VBC confirmed that she has undertaken this in another employment. As Bluebells are the main users of the Hall – VBC to ask if their staff know how to use extinguishers. VBC
At this point reference was made to the chair clips (Panto Orpen Players) – that they were not functioning properly – VBC pointed out the correct positioning of the clips and confirmed that she will meet with the Orpen Players Friday night to show the Front of House the correct way positioning them.  We discussed the Orpen Players smoking, “instructing” Zoe etc, and agreed we would meet them to discuss. VBC

3.

Clerks & Administrator’s Report
3.1 Bar Licence and Dance/Music Licence – LW has sent off PPL and PRS paperwork.  Bar Licence: LW to check with Social Club. LW
3.2 Additional Bin Hire – This will only need to be considered when the CSH implement their “weighing payment” method. However, currently it will work out cheaper to have a 360l wheelie bin for glass and cans. LW
3.3 JL Hall Toilet/Boiler – VBC updated that the plumber had to come out and deal with a leak in one of the toilets (replacement ball valve) and a leak on the boiler.
3.4 Job Role of Hall Admin – H&S – VBC reported that all points are covered within her role at present apart from “ensuring a fire risk assessment is maintained”. VBC to implement this. VBC
3.5 Draft T&C for one-off hirers – in progress will update at next meeting. VBC
3.6 West Bergholt Website – has been updated with up to date information especially with making contact details more prominent – will be checked periodically.

4.

Cleaning
No further comments – this item can now be taken off the Agenda.

5.

West Bergholt Football Club – grass cutting Lorkin Daniell Field
Signed off – this item can now be taken off the Agenda

6.

Bergholt Heath Youth Football Club – Saturday morning training proposal
Prior to meeting CS sent the Committee correspondence regarding this.  The Committee were to talk through the “Action Points” – As the first point was of utmost importance, this was discussed and agreed in principal that BHYFC could use the Orpen Hall disabled toilet – this was on the proviso that they agreed and signed the T&C which VBC will draft and send to BB for approval. VBC
The other action points will be followed up as and when necessary. ALL

7.

Refurbishment of Orpen Hall Toilets
A discussion ensued about the layout whether to draw up as per plans or to refurbish what we have. It was agreed to go with existing plans but with option that “cosmetic changes” be made once tendered. Bluebells would like to have at least one lower basin for handwashing but its need was not agreed. BB has been in dialogue with three designers and is nearing obtaining quotes for this work. BB

8.

Storage Units
Measurements of the storage units have been done and concluded that there is not enough storage.  Various options to increase storage in the future were proposed, when funding is available. One being building another garage onto the existing two garages towards the football club.  Two, where the CSH bin is located to have a unit to house the rubbish, salt, equipment needed for the handyman, etc.  MH suggested racking out the current garages to optimise the space would help.  MH to speak with the Orpen Players, BYG and Bluebells who currently rent them and come up with drawings and costings for next meeting for the Committee to consider. MH

9.

Terms of Reference
BB forwarded to CS – this item can now be taken of the Agenda.

10.

Budget for next year
2016/2017 fees were approved at the Parish Council meeting. VBC to advise regular hirers of increases. VBC

11.

AOB
BB listed out various light bulbs not working and VBC will get these replaced VBC

12.

Date of next meeting

7th March 2016 – 7.30pm John Lampon Hall
(Brian Butcher offered apologies in advance)
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Premises & Recreation – 10th September 2015

The Premises & Recreation Sub-Committee of West Bergholt Parish Council met on 10th September when they discussed a range of issues affecting Orpen Hall & playing fields such as The Heath, play equipment, signs, football club, health & safety and cleaning.

Premises & Recreation Report

Sub-committee meeting held on Thursday 10th September 2015 at the Orpen Hall

Councillors present Rosemary James, Jenny Church, Murray Harlow, Phil Walby, Brian Butcher, Bob Tyrrell
Apologies No Apologies

Victoria Beckwith Cole and Laura Walkingshaw in attendance.

1. John Lampon Hall
Dado rail installed, but a potential Health and Safety issue raised. Young children could possibly be injured by the sharp corners of the rail sited near the emergency door exit. Ivor Beckwith-Cole to be asked to round off these corners as part of the original specification. PW
2 Play Equipment
Equipment ready for H/S inspection next week. Possibility of a third swing to be installed was raised at the E and H sub-committee meeting, but was seen by this committee to be a possible H/S issue. Decided we would be guided by the inspector to see if a third swing would be compliant, before being considered. PW
3 Football Club
£480.00 has been agreed to be paid to the football club in respect of them mowing LD field, however it was felt that it was not prudent to pay all monies up front and a better way would be to set up a standing order from the PC to the football club. Suggested that this fee may also be covered by postponing their rent to us in lieu of the use of the field. Decision to be made by the Finance Committee at their next meeting.

Concern raised regarding their insurance when mower in use by FC club. Clerk to PC to send a letter to confirm details.

Some confusion around who mows what areas, clarification required. Clerk again to produce documentation with delineated areas of responsibility.

 PW

LW
4 Orpen Hall Signage
BT submitted quote for signage to OH, after on-site inspection was decided should be double-sided and located to left of disabled parking area. BT to submit Finance Committee a new quote. BT
5 Cleaning
Cleaning has not improved, complaints from hirers continue to be received. Payment of bill to be withheld and Mike given 3 month’s notice.

Meanwhile, need to advertise for new cleaner even going out to the commercial cleaning sector and consider overnight cleaning etc.

 PW
6 Health and Safety
BB has drafted a contractors questionnaire, needs to be reviewed by suitable our experienced councillors who have this necessary expertise. BB
7 Crack in link corridor parapet wall.
BT met with contractor on site and was advised that the wall was structurally safe, therefore no cause for concern. Cosmetics to be dealt at next maintenance.
Date of next meeting – 21st October 2015 at 6.15p.m.in JLH

 

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Premises & Recreation – 9th July 2015

The Premises & Recreation Sub-Committee of West Bergholt Parish Council met on 9th July when they discussed a range of issues affecting Orpen Hall & playing fields such as The Heath, play equipment, signs, football club, health & safety and the fish & chip van.

Premises & Recreation Report

Sub-committee meeting held on Thursday 9th July 2015 at the John Lampon Hall

Councillors present Rosemary James, Jenny Church, Murray Harlow ,Phil Walby, Brian Butcher, Bob Tyrrell
Apologies No Apologies

Victoria Beckwith Cole in attendance.

1. Terms Of Reference for Premises and Recreation Working Party
Itwas proposed at the Environment and Highways sub committee that the following items be abstracted from the T of R for the Premises and Recreation Working party and be included in the T of R for the Environment and Highways Working Party:Maintenance of field markings on Lorkin Daniel Field and Poors Land.

Maintenance of Children’s play areas and equipment.

This was agreed by this sub committee.

 JC
2 The Heath
Following guidance by Essex Ecology, BB confirmed that The Heath is not an area of SSSI when regarding maintenance.
3 John Lampon Hall
Only one quote submitted by Ivor Beckwith Cole for £500.00 regarding installation of dado rail in hall. A specific spec.to be written by PW to emphasise need for child friendly usage and to be constructed of MDF. PW will liaise with Ivor re Parish Council requirements. Quote to then be submitted to Finance Committee for their approval. PW
4 Locking Chairs
BT has clarified with Jason Lockerby that the chairs when in use need to be locked together to comply with fire regulations.VBC to advise various organisations who hire hall of their obligations and responsibilities. VBC
5 Hire of Orpen Hall
PW to take the decision to recommend a hire fee of £250.00 for the forth coming elections of PCC and CBC to the next Finance Committee. PW
6 Play Equipment
PW confirmed still awaiting replacement parts and paint for swings. PW
7 Football Club
Mower has been purchased by the club out of their own funds, PW to submit detailed written agreement at next Finance Committee. PW
8 Orpen Hall Signage
BT submitted draft proposal and detailed drawing, various proposals regarding siting and format discussed. Suggested the notice board be sited beside cycle rack at entrance to hall. BT to obtain budget costs. BT
9 Health and Safety Issues
BB has drafted letter and questionnaire to be used where relevant for any on-site contractors to the hall. This has been passed to The Parish Clerk. BB
10 Cleaning
Issues around cleaning contractor. PW has discussed the problems with Mike, especially regarding the supervision of employees. PW to meet with Mike again and emphasise a need for improvement. PW
11 Fish and Chip Van
Need to start charging for use of car park and electricity. Letter to be sent from Clerk stating hire charge of £15.00 p.w. with effect from August. PW
12 AOB
a)   BT brought to the attention of the committee a long horizontal crack in the link corridor parapet wall, this will need to be investigated BT has arranged meeting with John Inkpen of Inkpen Downie Architects on 22 July @9.30am. BB is of the view that the plaster should be removed the crack covered with eml and the wall replastered. This should resolve the problem. PC will need to make insurance claim. BT
b)   Potential hazard at entrance to JL hall, Chris Stevenson to be informed. PW
Date of next meeting – Thurs 10th Sept 2015 at 4pm (no meeting in August)

 

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Premises & Recreation – 11th June 2015

The Premises & Recreation Sub-Committee of West Bergholt Parish Council met on 11th June when they discussed a range of issues affecting Orpen Hall & playing fields such as The Heath, locking chairs, play equipment, puppy training and football.

Premises & Recreation Report

Sub-committee meeting held on Thursday 11th June 2015 at the John Lampon Hall

Councillors present Harry Stone, Rosemary James, Jenny Church, Murray Harlow, Phil Walby, Brian Butcher, Bob Tyrrell
Apologies No Apologies

Victoria Beckwith Cole in attendance.

1. Harry welcomed sub committee and proposed that Terms of Reference be sent to all committee members.
2 Election of Chair:
Jenny proposed Phil who was seconded by Rosemary, agreed by all.
3 Election of Minute Taker:
Brian proposed Rosemary who was seconded by Murray, agreed by all.
4 Responsibilities of Committee
Brian asked for clarification of committee’s role.  This will be covered by the issue of the Terms of Reference.
5 The Heath
Bob raised concerns re mowing of the Heath as could be considered an area of SSSI.  Brian to investigate and report back to committee at next meeting. BB
6 John Lampon Hall
Vicky reported back re installation of dado rail to be fitted in hall.  Existing quotes were considered unsuitable.  Recommendation new quotes be obtained from Scot and Ivor. PW
7 Locking Chairs
Bob raised concerns again re the need for locks on chairs in Orpen Hall.  Bob to clarify Fire Regulations. BT
8 Hire of Orpen Hall
Elections of PCC and CBC next May, charge for hire of hall recommended as £250.  Phil to take to Finance Committee. PW
9 Play Equipment
Health and Safety assessment still to be completed.  Phil to report back when completed. PW
10 Football Club
Club have purchased mower for £2500.and have requested reimbursement from the PC.  Committee discussed merits and benefits and recommended go to Finance Committee with proviso that a written agreement will be needed. PW
11 Puppy Training in Hall
Phil reported that hire tenure contract has been cancelled with effect from July.
12 Communication
Murray volunteered to act as Co-op notice board officer. MH
13 Orpen Hall signage
Bob again brought the attention of the committee the messy signage on the Orpen Hall.  Recommend Bob design integrated sign and submit to PC meeting. BT
Agenda
14 Health and Safety Issues
HSE leaflets were distributed to all members for the use in the future engagement of on site contractors.
Date of next meeting – Thursday 9th July at 6.00p.m. in JL Hall
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