PFAA-minutes-16th-October-2018.pdf

HELLESDON PARISH COUNCIL

The Council Office, Diamond Jubilee Lodge, Wood View Road, Hellesdon, Norwich, NR6 5QB
Tel: 01603 301751 www.hellesdon-pc.gov.uk email: contact@hellesdon-pc.gov.uk
Parish Clerk: Mark Knight

Minutes of the meeting of the Playing Fields, Amenities & Allotments Committee held on
Tuesday 16th October 2018 at 7pm in Diamond Jubilee Lodge, Hellesdon

PRESENT

Cllr D King - Chairman

Cllr U Franklin Cllr D Jones-Blackett Cllr M Fulcher

Cllr Attenborough Cllr Sear

Mr Mark Knight (Parish Clerk)

Mr K Sage (Head Groundsman) Mrs Louise Reeves (Projects Officer)

IN ATTENDANCE

Cllr. Sue Prutton and sixteen members of the public.

The Chairman welcomed those in attendance and opened the meeting at 7pm. The
Chairman also proposed that item 5 on the agenda be discussed after item 6 due to the
nature of the business to be conducted. This was agreed by all members present. It was
further proposed to suspend standing orders and allow the public half an hour to speak on
various issues. This was also agreed by all members present.

1. Absence and Apologies for absence

All members were in attendance.

2. Declarations of Interests and Dispensations

None declared.
Dispensations. None Received

3. Public Participation

A member of Hellesdon Bowls Club spoke at length regarding their wish to ground
share with Anglian Windows Bowls Club due to a fall in their membership. Fixture lists
were presented showing that this was feasible. Concern was also raised about their

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 ability to recruit new members and the impact this has on fees to the existing
members.

A member of the Hellesdon Allotment Holders Association then spoke about the
possibility of resuming regular meetings with the Parish Council. It was agreed that
should any particular issue arise that a meeting could be arranged during office hours,
but that members should be encouraged to attend the regular council meetings and
keep in contact with the Parish Clerk where their concerns could be shared and acted
on more expediently.

4. Approval of the minutes of the last meeting held on 14th August 2018

Resolved: To accept the minutes as a true record.

5. To discuss matters pertaining to the upcoming budget with reference to the
financial report

The report from the Head Groundsman was discussed at length. Particular attention
was paid to his research on expected changes in prices in the 2019/20 financial year
of around 9%. Therefore it was agreed to RECOMMEND to the Property, Policy and
Resources Committee a budget increase of 9% across the budget of this committee. It
was also AGREED to ensure that depreciation and rolling maintenance was
developed and included in future budget setting processes.

6. General Matters

6.1 To set the 2019/20 sports hire charges

The charges for sports were set at:

30% increase on football pitch hire.

Tennis to remain the same on £7 per session.

Unlimited use of the tennis courts: £30 per month.

Floodlight hire to increase by £1 to £7 per session.

Netball hire:

£22 per 2 hour slot (winter – including floodlights)
£16 per 2 hour slot (summer)
£11 per hour (training)
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 Junior Football (training): £45.50 per session.

Junior Football (per season): £197.60

Senior Football (per team, per season): £942.50 (including changing rooms and
floodlights).

Bowls Club: £1600 to Anglian Windows Bowls Club; £1400 to Hellesdon Bowls Club.

6.2 To discuss a proposal from the Hellesdon Bowls Club to share the Parish
Council facilities with Anglian Windows Bowling Club

It was RESOLVED to allow the ground share under the understanding that both teams
would be treated as separate entities and invoiced as such. Any bookings to be
overseen by the Parish Office and due consideration given to any members of the
public who also wish to hire the facilities.

6.3 To approve the proposed changes to the 2018/19 allotment rules and
procedures

Much discussion took place surrounding the report from the Parish Council staff. It
was noted that the current upscaling process allowed too much scope for plots
becoming wild, leading to extra problems when these plots have to be cleared and a
substantial impact on public funds used to clear them.

It was AGREED to switch with immediate effect to a 28 day notice period of
repossession of the plot as soon as an inspection flags up a problem. This will then
managed on a caseload basis by the office and grounds staff who will work with the
plot holder to rectify the issue in question. These expectations to be clearly set out in
the rules given to all plot holders and the tenancy agreement updated to set out
expectations going forward.

6.4 To discuss the allotment tenancy charges for 2018/9 for recommendation to
Full Council. Currently £49 per annum for a full plot and £24.50 for a half plot

It was RESOLVED that in order to try and increase the take up of plots the charges for
the upcoming year were set as £45 for a full plot and £22.50 for a half plot.

7. Exchange of information

Cllr. King gave an update on funds being made available to upgrade the under 9s play
area.

The Projects Officer gave the committee notice of an upcoming walk around at land on
the Low Road which was requested at the previous meeting.
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 Cllr. Prutton gave an update on some rainwater hoppers which were being made
available by the developers of Silk Mill Close.

8. Date, time and venue of next meeting

As agreed the next meeting would be held in
The Council Chamber, Diamond Jubilee Lodge on Tuesday 19th February 2019 at
7pm

The meeting closed at 10.05pm.

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