Category: Premises & recreation

Premises & Recreation

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Premises & Recreation – 4th April 2016

Premises & Recreation – 4th April 2016

The Premises & Recreation Sub-Committee of West Bergholt Parish Council met on 4th April when, among other items, they discussed health & safety, licences, lighting, Poors Land, bollards, MUGA, Orpen Hall toilets, storage and BHYFC.

Premises & Recreation Minutes

Sub-committee meeting held on Monday 4th April 2016 in the John Lampon Hall

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

Also in attendance Victoria Beckwith-Cole (Hall Administrator)

2.

Matters from Last Meeting

2.1

 

Orpen Hall Signage

BB enquired to why this matter was put on hold at the previous meeting in his absence.  Reasons being (1) the new storage/garage was proposed to go where the sign was being erected, (2) double sided sign would cost approx. £2,000 – looking at single sided and to be placed by cycle rack, this point will be revisited later on in the year.

2.1

Health and Safety Questionnaire

BB has now been provided with a copy of the Asbestos Report.
VBC is looking into a fire extinguisher handling session to be undertaken at the Hall, potentially to be extended to Parish Councillors, and heads of various groups. VBC

 

3.

Clerks & Administrator’s Report

3.1

 

Bar Licence –

LW to check with Social Club as a priority as to the current position.

 LW

3.2

Lighting inside and out at Hall – update

This has been in  hand since the last meeting with our electrician Simon from EKB Contracts.  Parts have had to be ordered hence the delay.

3.3

Tables

More research/investigation into cost/storage/quantity will be sought by VBC for next meeting.

 VBC

3.4

 

Draft T&C for one-off hirers

in progress will update at next meeting.

 VBC

3.5

 

Bollards

in progress, will update at next meeting.

 LW

3.6

 

Scouts – Asbestos Survey

in progress, will update at next meeting.

 LW

4.

Provision of ‘MUGA Spectator’ benches
Following BB’s introduction, HS spoke on behalf of BYG who had come forward with an idea to place two wooden benches along the side of the ‘MUGA’ to enable spectators to watch either the tennis or the football.  BYG had offered to contribute to the cost with surplus money from their tuck shop on 21st April towards the benches. The PC may also ask the West Bergholt Football Club if they wish to contribute.  It was agreed that they would be wooden, with no backs, bolted into the ground.  It was agreed to get quotes from the handyman in the village.  Approx. size to be 8ft long x 1ft wide.  BYG would advise their suggested location and a plaque to be placed to record BYG’s contribution. VBC/HS

5.

Bergholt Heath Youth Football Club
T&C were amended and agreed.  David Bowden is compiling a list of Managers and VBC suggested that as there could be as many as 6 managers that they each have a unique code rather than a fob so that we can easily manage any misuse.  VBC waiting for list and will then arrange training of the alarm system.  There was mention that their Committee Members had changed – VBC to check. VBC

6.

Refurbishment of Orpen Hall Toilets
A meeting was being held with Steve McLean of Esposito McLean on 5th April with BT to discuss details.  It was suggested to enquire if STC, Ponders and Tamarisk Buildings would be interested in tending for the works and LW to deal with this, so that the works can be completed during the Summer Holiday. BT/BB/LW

7.

Storage Units
A discussion ensued about various options of extending the current garages to store equipment from the CBC garage which will no longer be rented by the Parish Council and the PC’s mower.  Prior to the meeting BB/VBC had a meeting with the Orpen Players, and informed them that the Parish Council will no longer be renting the CBC garage but that they will not get any more space, however they, will need to look at what they store at present and see if they can declutter – HS/BB and Roger will meet at the garages to discuss further.    Likewise a meeting with Bluebells – to see what their storage needs are.  This matter will be discussed further at the next meeting once the outcome from discussions with the Orpen Players and Bluebells have taken place. BB/HS

8.

AOB
1)    Servery – it was agreed that this room will need to be refurbished sooner rather than later. ALL
2)    Social Club – following the monthly litter pick JC brought to our attention the number of cigarette ends on the ground around the Social Club’s entrance – it was suggested that LW approach the Social Club to bring this to their attention and for them to clean up on a daily basis or put a bucket of sand outside. LW
Meeting closed at 8.34pm

9.

Date of next meeting
2nd May 2016 – 7.30pm John Lampon Hall

 

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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 – 9th November 2015

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.

Premises & Recreation Minutes

Sub-committee meeting held on Monday 9th November 2015 in the John Lampon Hall

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 Report

As attached (Appendix 1)

3.

Cleaning

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

4.

West Bergholt Football Club – grass cutting Lorkin Daniell Field
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
 

5.

Bergholt Heath Youth Football Club – Saturday morning training proposal
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
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:

  • refurbishing the Orpen Hall toilets, including fees & survey
  • extending the garage storage areas
  • improving the servery
  • upgrading the upstairs meeting room
  • improving the rubbish area (new store)
  • paying for the sign (see item 2.1)

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

Overflowing Rubbish

At 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

11.

 Date of next meeting – No meeting in December. LW to advise date of January meeting, following meeting with VB-C. LW

Appendix 1

Appendix 1

Clerks Report – West Bergholt Parish Council – Premises Committee
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.

Appendix 2

Appendix 2 9th November 2015

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Premises & Recreation – 21st October 2015

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.

Premises & Recreation Report

Sub-committee meeting held on Wednesday 21st October 2015 at the Orpen Hall

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
Brian Butcher was proposed by Murray Harlow, Rosemary James seconded. All in favour.

Brian Butcher elected new Chair of Premises Sub-Committee.
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
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
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)

3.

Bergholt Heath Youth Football Club – Saturday morning training proposal
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
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
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
Minute Reference: Item 4 Sept 15. BT to submit quote. BT

7.

Cleaning
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

8.

Health and Safety
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
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
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
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
The committee agreed to invite the Responsible Finance Officer AS to next month’s meeting to discuss the budget.

13.

AOB
a)
Documents
BB requested the following documents from the Clerk/Hall Administrator:

  • Hall Insurance inc. Public Liability
  • Health & Safety Plan
  • Risk Assessments
  • Asbestos Management Plan
 LW

VB-C
b)
Fire Extinguisher Check
VB-C reported that the Fire Extinguisher Check had been carried out, all fine, just a couple of small purchases needed.
c)
Indian Ceremony
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
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
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
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
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
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
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
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
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
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

 

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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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Anyone for tennis?

Anyone for tennisAnyone for Tennis?

At the start of a new summer season the Parish Council is keen to see that its recreation facilities are used as fully as possible.  In particular the tennis courts at the Multi Use Games Area (MUGA) beside the Orpen Hall are not used as widely as possible.  The MUGA is available mainly for tennis but can also be used for other sports such as football. It can be booked on a casual hourly basis through the booking system at the Co-op for £4 an hour.

For families a more economical way of ensuring access is through membership of the West Bergholt Sports Club costing just £45 for a family for a year from 1st June.  Membership details are available from Gill Sims at [antibot mailto=”[email protected]”] or full information can be found on the Sports Club webpage on this site and on the noticeboard beside the courts.

With Wimbledon a few days away to enthuse us this is a great opportunity to begin to produce the next generation of champions from our village.  All we need is a good summer to ensure a season of sporting pleasure at a bargain price from facilities on the doorstep.

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2015 Parish Meeting Well Attended

Refreshments before the meeting
Refreshments before the meeting
Opportunity to review the Neighbourhood Plan exhibition boards
Opportunity to review the Neighbourhood Plan exhibition boards
Public at 2015 annual meeting
Much debate between members and villagers
Discussions with parish councillors
The opportunity to talk to councillors was definitely taken up

2015 Parish Meeting Well Attended

The 2015 Parish Meeting saw over 100 local residents attending to receive the annual report from the Parish Council, the draft minutes of the meeting have already been published online but the following are highlights of the event.

Chairman’s Report

In his last Annual Meeting as Chairman, John Gili-Ross reflected on the importance of the Neighbourhood Plan in ensuring West Bergholt develops in accordance with the wishes of the local community.  On the subject of community, John also discussed the important part played by the many local volunteers:

Our future lies firmly within the many volunteers who help provide a vibrant and interesting village life.  Imagine how different our village would be without the many volunteers who provide our village with clubs, recreational pursuits, youth organisations, church communities, institutes and associations. I would like to express my sincere appreciation to all our village volunteers.

Other areas he covered included the Superfast Essex broadband project, the achievement of the Local Council Quality Award, and the commitment of local councillors.  In winding up his Introductory messages he gave thanks to Val Walsom who will be retiring as Parish Clerk after many years, also to Vicky Beckwith-Cole, Halls Administrator and Stephen Cook, village handyman.

Committee Reports

Environment & Highways

Harry Stone reported on the wide span of responsibility this committee covers including:

  • The Allotments where he addressed the improvements in management and support with the rotavator and replacement of water tanks,
  • The Village Green & Poors Land which require regular maintenance,
  • The 3 ponds which need regular clearance of reed mace,
  • General maintenance in and around the village,
  • Traffic congestion and parking, updating on progress with the Traffic Safety Plan,
  • Highway Maintenance, liaison with Essex Highways attempting to prioritize those areas most needing attention,
  • MUGA & Sports facility which, whilst well used, has sometimes been abused but remedial action appears to be working,
  • Dog Fouling, Snow Clearance and Tree Conservation.

Premises & Recreation

Phil Walby reported on the halls and the high levels of lettings and events, not least by regular groups.  Projects undertaken in the past year included the resurfacing  and new LED lights for the car park, interior hall redecoration and provision of all-weather football facilities.  Projects planned for the upcoming year (funds permitting) include safety improvements to play equipment, stage curtains, floor treatments and introducing new regular events such as film nights.

Planning & Development

Chris Stevenson reported that the busiest part of this portfolio related to 43 planing applications in the past year (20% higher than the previous year) where the committee supported 19, objected to just 5 but made observations on a further 19.  Longer term, more strategic, activities included consultations with the Borough Council on Local Planning and provision of design guidance.  The committee was also deeply involved with the Orpen Hall car park resurfacing project.

Parish/Neighbourhood Planning

Chris Stevenson was able to report that most elements of the Parish plan, produced in 2008, have now been addressed and that progress has been made on its successor, the Neighbourhood Plan, through collection of evidence, analysis and eventual plan production – it is planned for a draft consultation document to be issued by the end of 2015.

Finance, Policy & Personnel

Andrew Savage reported that the 2013/14 accounts were signed off by the external auditor.  Financial activities in the past year were dominated by the Orpen Hall car park resurfacing which cost over £60k, but other projects have also been progressed including new chairs for both halls.  Projects like these are often fully or partly funded by grants, and indeed, some grant income did support these, but these are becoming increasingly difficult to secure and so to continue moving forward a small increase in the parish precept has had to be made.

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