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EMERGENCY COUNCIL MEETING MINUTES

MINUTES OF THE EMERGENCY MEETING OF SEDLESCOMBE PARISH COUNCIL HELD IN COMMITTEE ROOM 2 OF SEDLESCOMBE VILLAGE HALL ON TUESDAY 7 APRIL 2009, 19:30 TO 20:00

PARISH COUNCILLORS PRESENT: Cllr Wright (Chairman of the Council), Cllr Rand (Vice-Chairman of the Council), Cllrs Dellow, Wheatley, Martin, Irwin, Glew, Mitchell

 

CLERK/RESPONSIBLE FINANCIAL OFFICER, SEDLESCOMBE PARISH COUNCIL: Mrs P Raymond

 

Also present: PCSO Demetrius Georghiou

C09/10.1 Apologies and reasons for absence. None, all present.
C09/10.2 Interests. Declarations of existence and nature of councillor's interests, whether personal/prejudicial, in accordance with the adopted Code of Conduct 2007, with regard to items on the agenda. No interests declared.
C09/10.3 Public Participation Session. No participation.
C09/10.4
Minutes. RESOLVED: That the Chairman of the Council is authorised to sign the Minutes of the Meeting of the Council held on 10/03/09.
C09/10.5

Sale of portacabin. It was noted that a five-year temporary planning permission has been obtained for retaining the portacabins in a new location at the Sportsfield to be used as a youth centre. The planning permission also includes replacement of the two garages with one new groundsman shed/tractor shed to the east of the proposed youth centre. The plans were available at the meeting for members to inspect.

 

The Parish Council has offered to sell the 40'x10' portacabin to the Sedlescombe Youth Group for £5,000. At a meeting of the Youth Group on 01/04/09, at which representatives from the Sports Association, the Parish Council, the Youth Development Service and Orbit Housing Association were present, because of concerns about the level of funding available, the Youth Group agreed to offer £3,500 to the Parish Council for the portacabin and, if they have any grant money left, to increase their payment up to a maximum of £5,000. A confirmation letter had been received from the Youth group. A copy of the Sedlescombe Youth Group constitution was available.

 

RESOLVED: That the Parish Council agrees to sell the portacabin to the Sedlescombe Youth Group for an initial price of £3,500 but notes that this is expected to be increased by the Youth Group to a maximum of £5,000, if grant money remains at the end of the proposed development.

 

The Clerk will write to the Pestalozzi International Village seeking approval to the proposed development at the sportsfield, in accordance with the covenant on the land.

C09/10.6

Subletting of part of the sportsfield by the Sedlescombe Sports Association to the Sedlescombe Youth Group. Para 2(v) of the Parish Council/Sports Association lease allows parts of the Field to be sublet with the prior written consent of the Council (such consent not to be unreasonably withheld). The Sports Association is willing to let an area of the sportsfield north of the new pavilion (as detailed on the plans attached to RR/2009/287/P) to the Sedlescombe Youth Group for the youth centre on a temporary basis with various safeguards concerning behaviour attached. The Youth Group will also be allowed to use all or part of the sportsfield on two evenings a week depending on other users. Parish councillors wish to see conditions of the sub-letting that will safeguard the pavilion and neighbourhood and which will lead to closure of the youth centre if necessary because of bad behaviour.

C09/10.7

Completion of the pavilion's construction. To note that a Completion Certificate under The Building Act 1984 dated 31/03/09 has been received. The completion date on the certificate is the 26/03/09. Included are details of checks made and:

  1. A commissioning certificate for the fire alarm system dated 24/03/09 from Uny Systems Limited, Unit 7, Robell Way, Water Lane Trading Estate, Storrington RH20 3XX, 0870 9008877. A quotation for a service contract has been requested.
  2. A Electrical Installation Certificate dated 23/03/09 from Kewtech.

The Parish Council was pleased to note that the building was completed exactly to schedule.

C09/10/8

Funding. The funding position at the end of the 2008/09 financial year was noted as follows:

Pavilion Summary 31/03/09

 

The Clerk/RFO reported that a cheque for £6,000 (included in table above as "Additional local fund-raising to 31/03/09") had just been handed to her from the Sportsfield Pavilion Fund. This includes funds raised at the Dinner (£3,113), Mrs A Lacy-Tate Trust (additional £2,000), Chelsea Football Club (£500 through Sedlescombe Rangers), sale of bird boxes (£54) and donations from local residents.

 

The Parish Council was pleased to note that the project has been completed on budget (as well as on time).

C09/10.9

Maintenance of buildings on the sportsfield. Para 2(viii) of the Parish Council/Sports Association lease requires the Sports Association to "maintain at their own expense any buildings now or hereafter to be erected on the field".

 

With the completion of the new pavilion and the proposed sale by the Council of a building on the sportsfield, does the Council wish to add any additional requirement on the Sports Association?

For example, requirements:

  1. Not to make any alterations (inside or out) to the pavilion without the prior written consent of the Council.
  2. Not to take any action nor omit to take any action that will put the Sports Association's insurance cover of the pavilion in jeopardy.
  3. To maintain "in good order" at their own expense any buildings.........

 

The Sports Association has been alerted to the possibility of amendments being needed. As approved by the Finance Committee, the Clerk/RFO has referred the matter of a possible deed of variation on the sportsfield lease to Roger Taylor of Hedleys Solicitors. The cost is expected not to exceed £250.

C09/10.10 Insurance of the pavilion. Para 2(x) of the Parish Council/Sports Association lease requires the pavilion and ancillary buildings to be insured to "cover the cost of replacement". It was noted that the Sports Association is insuring the pavilion for £180,000 for reinstatement as new through Sterling Insurance. Property Owners' Liability of £2mn is included. There is a £250 excess (£1,000 excess for subsidence).
   
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