MINUTES OF THE FACILITIES COMMITTEE MEETING HELD ON TUESDAY 5th MAY 2009

Present:  Cllr S Jones (Chair)  Cllr Cusack  Cllr Harwood  
    
Apologies:  Cllr Roberts & Cllr Wardle
In attendance: Penny Ibbotson, Cllr Frank

FC016 Declarations of Interest in items on agenda: None declared

FC017 To confirm the minutes of the meeting held on 7th April 2009
The minutes of the meeting held on 7th April 2009 (pp 003-005 09/10) were signed as a true and accurate record of the proceedings.

FC018 Matters arising
· The Publication Scheme still needs to be added to the website
· Cllr Cusack has written to Farmor’s regarding litter issues – no response to date
· No further offers of land for allotments have been made. There are currently 14 people on the waiting list for an allotment.
· The Festive Market Risk Assessment needs to be sent to Mike Gray for comment.

FC019Fairford Leaflet
Due to a change in printing machines the layout has had to be altered by Local Authority Publishing. A revised document is to be sent for approval. It was resolved the Clerk could approve the layout to speed the process along.

FC020 Risk Assessments
A Risk Assessment is to be prepared for the erection of the flags.  Cllr Jones has located guidance on the use of ladders, which could be incorporated. Training is also available on the use of ladders.
ACTION: The Clerk to prepare a Risk assessment for the Flag Festival

FC021 To discuss erection of flagpoles for flag festival
Cllr Cusack and Harwood offered to erect the flags, hopefully with the help of Robin Thompson. ACTION: The Clerk to contact Robin Thompson.
A record needs to be kept of which flags are located where and the security of holders checked before poles are fixed in.
The Clerk needs to check the flags are still available from RAFCTE.
(Post Meeting Note: RAFCTE has kindly allowed the loan of the flags for 2009.)
It was agreed to meet between 16-18th May to fix the flags to the poles and erect on Saturday 23rd May. It would be nice for the young competition winner to raise the new flag. 
ACTION: Cllrs to liaise ref fixing of flags to poles
  
FC022 To discuss results from Healthcheck
There is no further progress to report. The comments made at the Annual Town Meeting have been incorporated. It was resolved to recommend to Full Council that the free GMTF consultancy hours are used to direct the Council on how to proceed with the Healthcheck.
ACTION: Item to go on Full Council agenda

FC023 To discuss frequency of newsletter
Three comments recorded at the Annual Town Meeting were in favour of keeping 2 monthly issues of the newsletter.
ACTION: A questionnaire is to be included in the June issue of the newsletter and on the website to gain the views of residents.

FC024 Update on CCTV
The next step is to apply for funding for the cctv audit. Cllr Frank is willing to help the Clerk with this.
ACTION: Cllr Frank and the Clerk to submit grant applications for funding.

FC025 Update on Festival Market
Only 8 stalls have been booked to date. It was resolved to recommend to Full Council that unless 15 stalls have been booked by 12th May, the Market should be cancelled. The cost to hire the stalls is £350.
ACTION Item to go on Full Council Agenda     
   
FC026 Items the Chairman considers urgent
· The young people have not yet attended a meeting or painted the bus shelter. If they are not able to paint the bus shelter, Coln House could be approached, otherwise the Council maintenance man will need to carry out the work.
ACTION: The Clerk to invite Youth Services and it’s members to the June meeting

· There is a GMTF Networking Meeting in Stow on the Wold on 21st May, part of the meeting will be discussing facilities for young people. This is open to all Councillors and Cllr Harwood encouraged attendance.

FC027 Date of next meeting: Tuesday 2nd June 2009

 
There being no further business, the meeting closed at 8.20pm

      ______________________Chairman

      _______________________2009