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The order of presentation of these reports has been changed so that the most recent is shown first, and so on.  From April 2009 onward these minutes will be in .pdf format for ease of printing.

Meeting held on Monday 3rd October 2011

Meeting held on Monday 4th July 2011

Meeting held on Monday 4th April 2011

Meeting held on Monday 10th January 2011

Meeting held on Monday 4th October 2010

Meeting held on Monday 28th June 2010

Meeting held on Monday 12th April 2010

Meeting held on Monday 4th January 2010

Meeting held on Monday 6th July 2009

Meeting held on Monday 8th June 2009

Report of the Recreation Committee Meeting held on Monday 6th April 2009, at Great Waltham Village Hall.

1. Record of Members present

Chairman: Mr J Bell

Councillors: Mr Huggins, Mr Blaber, Mr Micklem and Mr Steel.

2. Apologies for Absence

Were received from Mrs Dickinson.

3. Declarations of interests (existence and nature) with regard to items on the agenda.

Mr Micklem declared and interest in item 5.

4. Public Participation session with respect to items on the agenda.

There was no members of the public present

5. Allotments.

Mr Micklem declared an interest.

(a) Report of current situation regarding allocations and vacant plots.

The clerk reported that all allotments were allocated apart from 3.5 rods lost to vegetation. There were currently two applicants on the waiting list.

6.  Children's Play Area – Great Waltham – Additional play equipment project.

Mr Bell reported that the extended children’s play area had been fenced by the Community Service workers. Discussion and consultation of the proposals had taken place with the schools and parishioners at the School Summer Fete and the Church Fete.

Three play equipment manufacturers, Wicksteed, SMP and Monster Play Systems had been invited to look at the present area and come up with ideas for a project to provide equipment in line with the current budget (approximately £21K). The proposals included a cone climber, a roundabout and to move the train and possibly add features to the tower. Provided that the project remained within budget then consultations as were felt necessary could be carried out and report back to the July Recreation Committee.

7. Youth Shelter - Update, and do the PC hold an event to officially open?

Mr Bell and Mr Huggins reported that the football afternoon held on Sunday 5th April 2009 and organised by the youth had been a great success, and well attended by youngsters, parents and grandparents. The event had raised £73.30. The grand total raised by the Youth totalled £459.62. £100 was sufficient for Essex Environmental Trust to grant the additional £1000. The balance would be held in a separate account and would be used for another project to be decided upon by the Youth.

It was agreed that a letter would be sent to the thirty-four youths who had attended the first meeting inviting them to a further meeting to select the shelter to be ordered subject to the budget available. The meeting would also decide upon an official opening event for the shelter possibly with some sporting activity taking place at the same time.

A vote of thanks was recorded to Steve Huggins and John Bell who had worked very hard on the projects organised in connection with the Youth fund raising activities.

8. Grass Cutting and Grounds Maintenance - consider agreeing a budget for additional cuts and ground maintenance.

A review of the budget for grasscutting took place. The 2009/10 budget includes £5,200 for contracted grass and hedge cutting. The contract price was £4020 for 15 cuts of recreational areas and 12 cuts of amenity areas. This left a balance of £1,180 for additional cuts. This was felt to be more than adequate.

Consideration was given to two estimates for the further attention required to the reseeded area of Ford End Playing Field.

The estimate from Bradley Faulkner to roll, fertilize and cut the area for the sum of £400 was accepted.

It was noted that the budget for grounds maintenance was £350. It was agreed to use this budget plus £50 from the general reserve to carry out the works which were now urgently required.

The Finance and General Purposes Committee would then be asked to sanction the transfer of £50 from the general reserve for the addition grounds maintenance budget and also be requested to consider a further grounds maintenance budget of £100 for rolling Great Waltham Recreation Ground.

9.  Football at Great Waltham Recreation Ground 2009/10 Season - consider request from Walnut Tree FC to use pitch for their games next season.

The request from the Walnut Tree FC was considered.

It was agreed to write to Ravens FC to seek information on the team’s requirements for the 2009/10 season.

The Parish Council agreed in principle to allow the Walnut Tree FC use the Great Waltham Recreation Ground facilities for the 2009/10 season provided this could be managed and was physically possible given the possibility of a clash of fixtures.

The Walnut Tree FC would be asked to provide further information.

10. Ford End - mini soccer pitch/erection of goals and allowing matches to be played.

Mr Bell reported that the Ford End Playing Field would be ready for football for the 2009/10 season. It was agreed that the mini soccer goals would be sited across the field east to west to make a pitch suitable for 7 a side mini soccer.

The Parish Council reviewed the complaints received when the field was previously used for organised football. The complaints had been regarding car parking and cleaning of boots on the footway outside the gate.

Mr Bell reported that he had spoken unofficially to Barnston FC who had indicated an interest in talking to Great Waltham Parish Council to form a team to play on the field with the possibility of engaging Ford End and Great Waltham children.

It was stated that there would be no additional expenditure by the Parish Council and Barnston FC would be expected to provide any additional facilities required.

It was agreed that an official approach would be made to Barnston FC to talk about the use.

Report of the Recreation Committee Meeting held on Monday 5^th January 2009, at Great Waltham Village Hall.

1. Record of Members present

Chairman: Mr J Bell

Councillors: Mrs Harper, Mr Huggins (from item 6), Mr Blaber, Mr Micklem and Mr Steel.

2. Apologies for Absence

Were received from Mrs Dickinson.

3. Declarations of interests (existence and nature) with regard to items on the agenda.

Mr Micklem declared and interest in item 5.

4. Public Participation session with respect to items on the agenda.

There was no members of the public present

5. Allotments.

Mr Micklem declared an interest.

(a) Report of current situation regarding allocations and vacant plots.

The clerk reported that all allotments were allocated apart from 3.5 rods lost to vegetation. There was  no waiting list.

6. Ground Condition Ford End Playing Field and to consider potential use of Ford End Playing Field in the future

Mr Bell reported that the reseeded and treated areas were looking good, the grass having germinated well. He felt that by early spring the area could be cut and brought back into use. Mr Bell indicated that time effort and money had been spent on the playing field and expressed the opinion that encouragement should be given for more use of the area.

Mr Bell suggested that Barnston Football Club, a well organised and structured club should be asked whether they had a need for an additional playing area for the 2009/10 playing season as their two pitches at Barnston may be overused. Mr Bell stated that a lot of clubs were seeking facilities. It was suggested that for the long term a local village club should be encouraged but there were many matters to be considered in starting up a football club. If the ground were used this would allow some revenue to be obtained to offset the costs of the field.

Discussion took place and it was suggested that the use of Ford End Field by Barnston FC for a charge may not be attractive if they could use their own facilities without charge. It was suggested that the field should be given a year at least to settle down. Mention was made of complaints received from neighbours when the ground was used for Junior Football some four/five years ago regarding language and mud on the footways and road. It was further pointed out that the Ford End representative on the Recreation Committee was not in attendance and should be given the opportunity to provide input to the discussion. The question was raised – was it desirable to have football played on all recreation grounds.

It was generally felt that use of the area should be encouraged for sporting activity.

It was agreed that the matter should be taken forward to the April meeting of the Recreation Committee to allow for the Ford End representative’s input and to obtain advice from the grounds maintenance contractor regarding the use of the ground.

7. Changing rooms - Health and Safety Matters

The clerk reported that Mr Gary Hunt had offered to carry out a Health and Safety and Fire Risks inspection of the Changing Rooms. Mr Hunt was experienced in these matters. A meeting had been arranged for 9^th January 2009.

The clerk had contacted M and G Fire Protection (Essex) Limited and had been advised that the firm could carry out a Fire Risk Assessment but this would probably be expensive and was something that could be done by the owner of the premises. Reference had been made to information on M and G’s website www.mgfire.co.uk which linked to Government advice.

In general terms, having looked at the information available, the clerk recommended the following actions:

Name the hierarchy of responsibility for the changing rooms – suggest as follows:

Clerk

Changing Room Caretaker

Hirer/User

Prepare a notice for the board in the hallway reading. ‘On detecting a fire: 1. All persons are requested to immediately clear the building. 2. Call Fire Brigade by dialling 999 3.Clear car park of cars to provide access for the fire brigade 4. Do not attempt to tackle fire.

Install four smoke alarms in positions in hallway, kitchen, and the two toilets.

Install two fire extinguishers in the hallway – one a CO2 extinguisher for electrical fires and the other a foam extinguisher for use on other materials.

The clerk to carry out an inspection using the Safety Inspection Sheet at six monthly intervals.

The cost of the extinguishers was estimated to be in the region of 2 x£65 plus VAT. The cost of an annual check for the extinguishers would be £24 plus VAT. Four smoke alarms would probably cost 4 x £10 maximum.

It is estimated that the total cost of project would be £200 start up costs plus ongoing costs of say £50 per year.

It was suggested that a notice should be displayed indicating that the improper use of extinguishers would attract a charge.

It was further stated that an agreement should be prepared for the ad-hoc hire of the premises which would include a clause regarding the misuse of extinguisher. A similar clause would be added to the football club agreement.

The proposals were acceptable to the Committee subject to any other issues raised at the meeting with Gary Hunt on 9^th January 2009

8. Youth Shelter Project

Mr Bell reported that a meeting had been arranged with Monster Play Systems on 6^th January 2009 and updated information was being obtained from Park Leisure.

The clerk would chase the Police regarding their contribution of funding towards the project which was awaiting confirmation. The remainder of the funding was now in place.

A date would be made to meet the local youth at Great Waltham School. A draft leaflet was available at the meeting and comments were made upon it. The leaflet would be finalised by Mr Huggins, Mr Bell and the Clerk. Mr Bell undertook to speak to Chelmer Valley High School regarding distribution of the leaflet.

9. Children’s Play Area Project – Great Waltham Recreation Ground.

Mr Bell reported that the funding was in place for this project being £15,000 from the Community Initiatives Fund (Youth) and £6,000 from the Parish Council reserve.

It was agreed that as a first step arrangements would be made to move the fence at the western end of the children’s play area to allow a larger area. Mr Bell would arrange for the Community Service workers to undertake the work to construct a new fence-line and to remove the old fence from the site. An estimate would be obtained for the fencing materials.

The new area would then indicate to playground equipment contractors the area which they had to work with.

10. Renewal of Grass Cutting and Hedge Maintenance Contract – present contract expires 31^st March 2009.

Mr Bell reported that the current contract expired on 31^st March 2009. Mr Bell and the clerk had been working on a specification to be sent to prospective contractors. The major changes were that the contract would now be let for a two year period and that the specification would be for a cutting length of grass rather than a number of cuts per annum. It was agreed that the specification should mention the maximum number of cuts being 15 for recreational areas and 12 for amenity areas. The specification would call for total prices for year one and year two and additionally seek prices for grass-cutting at each area in case additional cuts were required.

The clerk would finalise the specification and following agreement by Mr Bell and Mr Micklem issue the document to grounds maintenance contractors.