Sportsfield Working Group 16/07/07

SP07/08.1 To appoint the Chairman of the Working Group for the = ensuing=20 year.

SP07/08.2 Introductions and apologies for absence.

SP07/08.3 To inform the Sports Association that the Parish Council = has=20 agreed to work on a project to provide a pavilion at the sportsfield and = that a=20 series of resolutions were passed by the Parish Council at its meeting = on=20 10/07/07.

SP07/08.4 Working Group to note that the Aims and Objectives of = the=20 Council will be as follows:

To build a replacment pavilion at Sedlescombe Sportsfield to = encourage=20 participation in sport by people of all ages and abilities and which = will also=20 be suitable for occasional public/village use.

Working Group to comment on public/village access.

SP07/08.5 Personnel. Working Group to note that Cllr Rand has been = appointed Project Manager by the Parish Council and that members of the = Project=20 Team and other appointments will be at the discretion of Cllr Rand and = Cllr=20 Wright (Chairman of the Council).

SP07/08.6 Working Group to note the Scope of the Project that has = been=20 agreed by the Parish Council.

6.1 Provision of a portakabin. The Parish Council will undertake the=20 alternative portakabin accommodation project, if agreed by the Sports=20 Association and Football League. It is expected to start as soon as = possible=20 with the aim of being completed by the end of August 2007 and should be = suitable=20 for use for two football seasons. It is expected to be paid for from = existing=20 funds held by the Sports Association and/or the Parish Council. Proceeds = from=20 the sale of the portakabin on completion of the building project will be = used to=20 reimburse the Parish Council.

Cllr Rand to inform the Group of the proposed arrangements. Working = Group to=20 comment.

6.2 Remainder of the project. Subject to funding, the Parish Council = will=20 undertake the building project to include demolition of the existing = buildings,=20 piling, construction of a new pavilion, completion of the new entrance = and=20 closure of the entrance by the bridge. The project is expected to start = in April=20 2008, or when funding has been obtained. Completion will be achieved as = soon as=20 possible but, realistically, this may not be until the middle of June = 2009. The=20 Council has noted that it may also be necessary to include ground and = pavilion=20 surveys in the scope of the project, depending on whether Football = Foundation=20 grant aid is to be sought.

Cllr Rand to inform the Group of the Football Foundation funding = situation=20 regarding the design of the proposed pavilion and reasons for the = proposed=20 timing of the project. Working Group to comment.

SP07/08.7 Financing the Project. Group to note the = following:

7.1 The Parish Council intends to keep the cost to the Sedlescombe = Council=20 Taxpayers as low as possible by applying for grant aid and obtaining = funds from=20 any available sources. Funding sources are currently being identified = and it is=20 planned that applications will be submitted by the Parish Council at = least by=20 the end of September 2007.

Working Group to comment.

7.2 The Sports Association will be expected to match fund the amount = raised=20 from Parish Council Tax. Currently the amount approved by the Council is = =A319,465.

Working Group to comment.

SP07/08.8 Future of the new pavilion. Group to note the = following:

8.1 That, with the Sports Association's agreement, on completion of = the=20 pavilion and associated work, the new pavilion will be handed over to = the Sports=20 Association for its running and maintenance in accordance with the = Parish=20 Council/Sports Association Lease dated 01/08/2005. No rent will be = charged by=20 the Parish Council and this will enable the Council to reclaim VAT on = the=20 building project.

Working Group to comment.

8.2 That, as soon as possible, the Sports Association should provide = the=20 Council with a report showing how the future running/maintenance of the = new=20 pavilion is to be funded.

Working Group to comment and suggest when this report will be = available.

SP07/08.9 Any other pavilion business.

SP07/08.10 Date of next meeting.

Pauline Raymond
Clerk/Responsible Financial Officer
Sedlescombe = Parish=20 Council

13/07/07

SEDLESCOMBE PARISH COUNCIL

PAVILION WORKING GROUP