Community, Parish Council & Village
Jumble Sale TomorrowThe ever-popular 1st West Bergholt Scouts‘ Jumble Sale is tomorrow, 11th January. They are open today to receive donations (jumble, bric-a-brac, books etc – NO furniture please).
Doors to the Scout HQ in Lexden Road will open at 2 pm tomorrow, entrance is 50p and it is then £1 to fill one of their bags or £5 to fill a black bag.
For more details contact 852780. Charity number is 285352.
Guided History Tour with Sir BobOn Wednesday, August 7th members of the Local History Group gathered outside the Colchester Arts Centre for a guided walk around Colchester led by former Colchester MP Sir Bob Russell. The group will learn all about the ‘wreck of the Cromer Express‘ at their next meeting.
This was a stimulating walk of over 2½ hours during which Sir Bob provided lots of information and opportunities to ask questions. It is surprising how little members knew about the town even though they had lived here for many years!
Continue reading “Guided History Tour with Sir Bob”
Early Methodist ChristmasThe Methodist Church has two seasonal events following on from their weekend of “Methodist Memories” at the end of September. The weekend saw record numbers attending the main three events.
The ‘Sharing Memories’ featured several displays with pictures, objects & memories going back over 130 years (links to pictures and some memories.) Continue reading “Early Methodist Christmas”
St Mary’s Update – 16th April 2018St Mary’s Church update for 16th April provides listings of services and other events and news. This update includes special Pentecost and St George’s Day services, Thy Kingdom Come wave of prayer, Home Groups, Christian Aid Week and news from the Annual Church Meeting.
Sue Day has been re-appointed as Church Warden but Pete Jeffery has had to Continue reading “St Mary’s Update – 16th April 2018”
St Mary’s Church update for 4th April provides listings of services, bible readings and other events and news such as IGNITE! Youth Ceelebration Service, St George’s Day Parade, Alpha Course and Senior Citizen’s Lunch.
Don’t forget, the church is now open on weekdays if you would like a quiet space to reflect or say a prayer for someone.
IGNITE! Youth Celebration Service – Friday 21 April 7.45pm, St Mary’s, West BergholtThe first IGNITE service in January was such a success that the young people have asked for another one! Continue reading “St Mary’s Update – 20th April”
The Premises & Recreation Sub-Committee of West Bergholt Parish Council met on 5th September when, among other items, they discussed health & safety, terms of hire, asbestos surveys, social club, Bergholt Heath YFC, Orpen Hall toilets and storage.
Continue reading “Premises & Recreation – 5th September 2016”
The Premises & Recreation Sub-Committee of West Bergholt Parish Council met on 4th July when, among other items, they discussed Health & Safety, Scouts, Social Club, Youth Football, Flower Club, Orpen Players & Orpen Hall toilets.
The Premises & Recreation Sub-Committee of West Bergholt Parish Council met on 9th November when, among other items, they discussed Health & Safety, cleaning contract, football, refurbishment of toilets and financial matters.
| Councillors present | Brian Butcher (Chair), Murray Harlow (Vice chair), Rosemary James, Harry Stone, Jenny Church, Bob Tyrrell. |
| Apologies | Victoria Beckwith-Cole & Phil Cook |
Andrew Savage (RFO), Laura Walkingshaw (Parish Clerk), David Short, Phil Spencer and Mark Pollitt also in attendance
1. |
Matters from Last Meeting |
|
| 1.1 | Orpen Hall Signage
BT was concerned the sign was a little large, has now reduced it to the size of a door. Committee all agreed to basic principle and size. BT to now obtain some formal quotes. Once committee content with price, will confirm placement and wording. |
BT |
| 1.2 | Health and Safety Questionnaire
BB has received no negative response. Health & Safety checklist for village and community halls. Will review and bring back to next meeting. |
BB |
| 1.3 | Mowing of Scout Hut Grass
Completed – item moved to Environment. |
|
2. |
Clerks & Administrator’s ReportAs attached (Appendix 1) |
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3. |
Cleaning |
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| Cleaning contract has been re-written – Contract agreed, with a couple of small amendments for LW to make, to be approved at Finance, then Parish Council meetings. | LW
Agenda Item |
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4. |
West Bergholt Football Club – grass cutting Lorkin Daniell Field |
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| Football club have requested a back-payment of grass cutting money – April to November, 8 months @ £40/month = £320. All agreed, however WBFC must sign agreement first. | LW & WBFC
Agenda |
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5. |
Bergholt Heath Youth Football Club – Saturday morning training proposal |
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| After training on the Lorkin Daniell Field at short notice on Sat 7th November, the BHYFC have been asked to refrain from training there, until a decision has been made. The Parish Clerk awaits a response to this email. A meeting is to be arranged by LW with the club and BB, CS + two other members of the Premises committee to discuss the proposal in full. BB to report back at the next meeting. | LW & BB | |
6. |
Refurbishment of Orpen Hall Toilets |
|
| It was agreed by all that if undertaken in the next 3 months an article will be placed in the Village Bulletin & on the westbergholt.net website looking for “local builders who must have the skills, knowledge and experience and the organisational capability necessary to undertake such or similar work and a working knowledge of CDM 2015” from which a short list of local contractors can be put together, from whom tenders could be sought for any works between £500 and £25,000.
It was also agreed to seek a fee quote from a local designer to act as Designer and Principal Designer for the WCs. The budget needs to take said fee into account and may also be needed to cover an asbestos refurbishment survey, for the WCs. CIF panel meeting very soon, there is a lot of interest in this funding and the committee await an answer. |
BB | |
7. |
Storage Units |
|
| Lack of usable storage is becoming a problem; a rationalisation or extension of the garages is needed. The Orpen Players need to review the contents of their garage after the Panto has finished. VB-C to instruct Orpen Players. BB requires a plan of the Hall, LW will provide. HS to measure size of storage units and produce a rough plan. Will discuss again at January meeting. | VB-C, LW, HS | |
8. |
Terms of Reference |
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| Changes made with Environment sub-committee – Premises incorporates the Halls & their storage units, the maintenance of such and the hiring out of the Halls & other areas. It no longer includes the maintenance of anything other than the Halls and the storage units.
BB will obtain a copy of the Terms of Reference and will circulate it for member’s approval. |
BB | |
9. |
Budget for next year |
|
Attendance by RFO to discuss budget requirements. Attached (Appendix 2) is the proposed budget produced by the RFO. The committee sought guidance from the RFO on paying for some of the following improvement ideas:
AS advised that the Hall account always tends to underspend by £7000 and that the General account has a donations/projects fund. One way to achieve these improvements would be to reduce costs or increase letting/hire charges. After analysing of the figures provided by AS, it was agreed in principle to increase the hire charges by 5%, raising an extra £2000. VB-C to bring the current hire charges to the next meeting. VB-C to also provide any data she has on Hall usage. Perhaps a bar chart highlighting times when the Halls are often free? |
VB-C | |
10. |
AOB |
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Overflowing RubbishAt present the rubbish is collected weekly by Colchester Skip Hire on a Thursday, however the skip is frequently full and overflowing. MH proposed a twice weekly collection, seconded by JC. All agreed. Mondays were requested, LW to phone Colchester Skip Hire. |
LW
Agenda Item |
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11. |
Date of next meeting – No meeting in December. LW to advise date of January meeting, following meeting with VB-C. | LW |
| Appendix 1
Clerks Report – West Bergholt Parish Council – Premises Committee |
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| Meeting Date | Agenda Number | Minute Reference | Information and decision made | Action taken and outcome | Date note closed |
| 21/10/2015 | Oct-15 | 2a | WBFC – grass cutting Lorkin Daniell Field – The agreement awaits signing by both parties. | Awaiting signing – have asked for back payment see item 5 on Nov Agenda | |
| 21/10/2015 | Oct-15 | 2b | WBFC – to contact developer of 45-47 Lexden Road re: mesh net. Clerk to be copied into email | Clerk gave details of developer to WBFC, but has not heard anything yet | |
| 21/10/2015 | Oct-15 | 7 | Cleaning – BB & the Clerk to update the current contract to include the need to seek quotes on an annual basis. | Updated contract – to be agreed | |
| 21/10/2015 | Oct-15 | 11 | Terms of Reference – BB requested that the Clerk highlight the changes that have been suggested so he can make an informed decision. | Terms of Reference for Environment & Premises highlighted and sent to Chair | 06/11/2015 |
| 21/10/2015 | Oct-15 | 13a | Documents – BB requested the following documents from the Clerk/Hall Administrator: • Hall Insurance • Health & Safety Plan • Risk Assessments • Asbestos Management Plan |
Clerk has Hall Insurance & Risk Assessment documents – sent to Chair. Checking with Hall Administrator re: H&S and Asbestos Plans | |
| 21/10/2015 | Oct-15 | 13c | Indian Ceremony – fire pit outside. Fire extinguisher required on hand and isolated in car park. | Administrator has relayed information to users | 05/11/15 |
| 21/10/2015 | Oct-15 | 13d | Trainer – The committee were concerned with CRB implications and requested the Clerk seek advice from the EALC. | Trainer should have a DBS check (Declaring & Barring Service – replaced CRB). However, PT has contacted Administrator saying not able to start as planned – hoping for New Year. Awaiting info we requested from him. | |
| 21/10/2015 | Oct-15 | 13e | New Tap – Administrator to order new tap | Plumber has been informed and will complete the work within the next two weeks | |
| 21/10/2015 | Oct-15 | 13f | Safe – Administrator to task Ivor | Ivor to move week commencing 09/11/15 | |
| 21/10/2015 | Oct-15 | 13g | Boiler – Administrator to send BB details of current boiler and to seek advice from local repairer. | Admin. has sent BB information. Until receive new error code cannot contact repairer – will keep an eye on it. | |
| 21/10/2015 | Oct-15 | 13h | Firework Display – VB-C and the Clerk to create the signage. | Signage created and cars parked to block left side of Hall | 07/11/2015 |
| 21/10/2015 | Oct-15 | 13i | Orpen Players asked for reduction in bill – agreed to reduce bill by £200 | Orpen Players would like to thank the Premises committee for their generosity. | 05/11/2015 |
| 03/11/2015 | Asbestos Survey received from Scouts (David Kay) re: Scout Hut | Clerk has aknowledged receipt of survey and requested copy of Asbestos Management Plan. | |||
| 04/11/15 | Bollards on Lorkin Daniell Field – Cannot find keys to 3 bollards and those by MUGA area are not even padlocked. Also tractor able to drive over ramp onto field. | Clerk will obtain copies of two left-hand bollard keys from WBFC. Clerk has contacted Steve Cook about right-hand bollard – now received. Committee need to discuss MUGA bollards. | |||
| 04/11/15 | Colchester Skip Hire – Christmas collection times. Clerk unaware should charge Social Club half of waste disposal costs. | Collection day Thursday, therefore Hall not affected. Times forwarded to Administrator. Clerk will bill Social Club for waste. | |||
The Premises & Recreation Sub-Committee of West Bergholt Parish Council met on 21st October when they discussed a range of issues affecting Orpen Hall & playing fields such as Football Clubs, Play Equipment, Cleaning, H&S, Scouts, Personal Trainer, Orpen Players & Green’s Fish Bar.
| Councillors present | Rosemary James, Jenny Church, Bob Tyrrell, Brian Butcher, Murray Harlow, Chris Stevenson |
| Apologies | No Apologies |
Victoria Beckwith-Cole (Hall Administrator), Laura Walkingshaw (Parish Clerk), Phil Spencer in attendance, also Michael Bell and Terry Farrow from West Bergholt Football Club.
1. |
Election of New Chair & Vice Chair |
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| Brian Butcher was proposed by Murray Harlow, Rosemary James seconded. All in favour.
Brian Butcher elected new Chair of Premises Sub-Committee. |
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| Murray Harlow proposed as Vice chair by Brian Butcher, Rosemary James seconded. All in favour.
Murray Harlow elected new Vice chair of Premises Sub-Committee. |
||
2a. |
West Bergholt Football Club – grass cutting Lorkin Daniell Field |
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| Minute Reference: Item 3 Sept 15. It was agreed, in principle, with the Football Club to pay £40 per month to them for cutting the Lorkin Daniel Field. The areas have also been agreed with WBFC. The agreement awaits signing by both parties, with attached plan. | BB, LW (& WBFC) | |
2b. |
West Bergholt Football Club – development at 45-47 Lexden Road |
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| The Football Club raised concerns about footballs entering the new development currently under construction in Lexden Road. They have added a comment on the CBC Planning website, but feel a mesh net may be needed in the future to stop wayward balls. BB needs more advice, but advised WBFC to deal directly with Glenmore Developments in the first instance and to copy the Parish Clerk into the response, before he sought such. | BB
(& WBFC) |
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3. |
Bergholt Heath Youth Football Club – Saturday morning training proposal |
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| BHYFC have submitted a proposal for Saturday morning training on the Lorkin Daniell Field. WBFC felt there is little time/room on the field prior to a match, although there is the oblong along the side of the pitch. BB, having just seen the proposal, felt it was too early to make a decision and needed some time to consider it, before then feeding back. | BB | |
4. |
Dado Rail in John Lampon Hall |
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| Minute Reference: Item 1 Sept 15. Ivor Beckwith-Cole has rounded off the corners of the dado rail as part of the original specification. Item is therefore now closed. | ||
5. |
Play Equipment |
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| Minute Reference: Item 2 Sept 15. Third toddler swing now installed by Ivor B-C. H/S inspector commented on problems with the black safety sufacing previously installed by Playequip under the climbing frame & roundabout. An email regarding the subsequent meeting with Playequip & Phil Walby has been forwarded by Phil, stating that they will take responsibility & rectify some parts of the splitting surface in December, but others will need Ivor B-C to complete the work. This now comes under the Environment Sub-committee’s Terms of Reference and the email has been forwarded to the Chair, John Gili-Ross. CS asked that JG-R see the matter through to its conclusion, although help is available from the Premises committee if required. | JG-R | |
6. |
Orpen Hall Signage |
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| Minute Reference: Item 4 Sept 15. BT to submit quote. | BT | |
7. |
Cleaning |
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| Minute Reference: Item 5 Sept 15. Mike’s Cleaning was given 3 months’ notice on 24/09/15, he instead chose to stop cleaning the halls at the end of September. The Premises committee thanked both the Hall Administrator and the Parish Clerk for stepping into clean at such short notice and will reimburse them with overtime payments to cover the cost. The committee also thanked the Hall Administrator for finding a replacement cleaner so promptly. Zoe’s Cleaning Services began on Mon 5th October. The PC has received two references, insurance details and have had positive comments from regular users so far. Clerk to send Cleaning Schedule and previous Cleaning Agreement to BB to review. Committee agreed to give Zoe a three month contract at present. VB-C to put into writing the difficulty of seeking quotes & the abrupt loss of Mike’s Cleaning. BB & the Clerk to update the current contract to include the need to seek quotes on an annual basis. | LW
VB-C BB |
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8. |
Health and Safety |
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| Minute Reference: Item 6 Sept 15. BB has emailed around his questionnaire to BT, AS & CS and awaits a response. | BT, AS & CS | |
9. |
Vicky Beckwith-Cole |
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| It was agreed that the Hall Administrator should be invited to all Premises Committee meetings from now on. It was also agreed that VB-C will produce an agenda and take the minutes at future meetings. | ||
10. |
Mowing of Scout Hut Grass |
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| An email has been received from David Kay of the Scouts requesting grass & hedge trimming around the Scout Hut. The committee agreed to request that the Handyman/Ivor B-C be instructed by RJ, in JG-R’s absence, to cut the grass and hedges. | RJ | |
11. |
Terms of Reference |
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| JG-R and PW had agreed to re-balance some of the Terms of Reference covered by the Premises and Environment sub-committees. BB requested that the Clerk highlight the changes that have been suggested so he can make an informed decision. | LW | |
12. |
Budget for next year |
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| The committee agreed to invite the Responsible Finance Officer AS to next month’s meeting to discuss the budget. | ||
13. |
AOB |
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a) |
Documents |
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BB requested the following documents from the Clerk/Hall Administrator:
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LW
VB-C |
|
b) |
Fire Extinguisher Check |
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| VB-C reported that the Fire Extinguisher Check had been carried out, all fine, just a couple of small purchases needed. | ||
c) |
Indian Ceremony |
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| VB-C had a request for an external fire pit to be used during an Indian Ceremony. The committee agreed it couldn’t see a problem, although stipulated a fire extinguisher be on hand during the ceremony and that such should be isolated from the car park so as to prevent damage. VB-C will relay this to the users. | VB-C | |
d) |
Trainer |
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| A personal trainer has applied to use the Lorkin Daniell Field for boot camp training of parents & toddlers several mornings a week during term time. The committee agreed to charge £10 an hour, although have requested insurance documents and certificates of qualifications first. The committee were concerned with CRB implications and requested the Clerk seek advice from the EALC. | LW | |
e) |
New tap |
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| The Hall Administrator requested a new tap in the John Lampon Hall toilet. The committee agreed to go ahead with the purchase. | VB-C | |
f) |
Safe |
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| The Hall Administrator asked to move the safe which holds the remote controls & microphone, as it sits over a radiator. The committee agreed VB-C can reposition it wherever she thinks is fitting. | VB-C | |
g) |
Boiler |
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| The hall has two domestic boilers used for heating and hot water, one of which was replaced last year. The second boiler is now playing up and frequently emitting an error code. VB-C to send to BB the details of the current boiler and to look further into replacement. VB-C to seek advice from manufacturer as to local repairer. | VB-C | |
h) |
Firework Display – Sat Nov 7th |
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| VB-C informed the committee that there is both a football match in the afternoon and a party booked into the hall that evening, therefore rendering the car park useless as overflow parking for Heathlands Firework Display. The Clerk has informed the firework committee already, however the Premises committee agreed the car park needed to be coned off, with signs noting “parking for football & party goers only”. VB-C and the Clerk to create the signage. | VB-C
LW |
|
i) |
Orpen Players |
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| VB-C informed the committee that the Orpen Players have asked for a reduction in their bill, due to the cancellation of their latest production. The committee agreed to reduce the Players Panto bill by £200. | VB-C | |
j) |
Smell in Orpen Hall Ladies Toilet |
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| VB-C reported a smell in the ladies toilet in the Orpen Hall. The handyman was called and carried out an emergency repair, sealing between the pan and the floor. The smell has now gone and will hopefully no longer be an issue once new toilets are installed with possible CIF funding. | ||
k) |
Green’s Fish Bar |
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| The Clerk informed the committee that Green’s Fish Bar have now paid their first month’s rent for use of a parking space at the Orpen Hall. It was agreed not to chase him for the electricity charges as that would result in him using his own generator and thereby disturbing nearby properties. | ||
l) |
Hall Administrator’s Holiday |
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| The committee were informed that the Hall Administrator will be on holiday between the 15/11/15 – 29/11/15. The Clerk will be covering her duties and will therefore take the minutes of the next Premises meeting. | LW | |
Date of next meeting – 18th November 2015 at 6.15p.m.in JLH |
The Environment & Highways Sub-Committee of West Bergholt Parish Council met on 9th July 2015 when they discussed a range of issues including handymen, traffic safety, Heath footpath and requests from the Scouts & St Mary’s
| Councillors present | John Gili-Ross, Harry Stone, Rachel Howard, Jenny Church, Phil Walby, Murray Harlow, Rosemary James |
| Apologies | None |
| 1 | Election of vice chairperson | |
| Rosemary James agreed to take on the role of vice chair for this sub-committee. | RJ | |
| 2 | Terms of Reference | |
The original terms were discussed and it was felt by all that they were suitable. It was proposed that 2 items of the Terms of Reference for the Premises and Recreation sub-committee would sit more suitably in this subcommittee. They are as follows
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| To be discussed at next Premises and Recreation sub-committee meeting. | PW | |
| 3 | Traffic Safety Plan | |
| Since the yellow lines were set in place, there has been little problem with poor parking. Forms have been printed for Parish Councillors to place on the window screens of any cars found parking illegally. As yet none have been needed. The NEEP will be asked to monitor this situation in future.There has been no communication confirming when the remainder of the Highways tasks planned will be carried out. | JGR | |
| 3 | Handyman work schedule | |
| a) It is proposed that we employ a temporary handy man for 5 hours a week (possibly a holiday job for a young person) at £5.30 an hour to cover for peak summer times, July and August, when there is more handy man work needed. Propose to advertise on Web site and notice boards. Steve could possibly give extra hours in the meantime. | JGR | |
| b) The Beacon needs setting on the pole. Steve and Ivor will do this. John to arrange. | JGR | |
| c) A plaque for the beacon will be ordered by Murray. | MH | |
| 4 | Footway across Heath by school. | |
| The surface of the path is slightly rutted, but not a problem at the moment. To be monitored over this autumn and winter. | JGR | |
| 5 | Scouts | |
| A letter from the Scouts was received requesting that the PC should cut the grass surrounding the hut. Steve or Ivor could do this but we need more time to consider the request. Need to respond to Scouts for more information for this new request. | JGR | |
| 6 | Letter from St Mary’s Church | |
| The Church Warden has requested help from PC with tidying the churchyard. The Church Warden will be asked for a specific proposal on this. | HS | |
| 7 | Purchase of garden “Blower” | |
| This has been purchased and is ready for use. | ||
| 8 | Cleaning of Signs at Orpen Hall | |
| Steve to be asked to clean the “No dogs on Field” signs | JGR | |
| 9 | Date of next meeting – Thurs 10th Sept 2015 at 5pm (no meeting in August) |