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083 09/10 MINUTES OF THE FACILITIES COMMITTEE MEETING HELD ON TUESDAY 6th OCTOBER 2009 Present: Cllr J Cusack Cllr M Harwood Cllr S Roberts
Cllr S Jones Cllr S Boulton Apologies: Cllr J Frank In attendance: Penny Ibbotson FC095 Declarations of Interest in items on agenda
Cllr Harwood declared a personal interest in item FC104. FC096 To confirm the minutes of the meeting held on 1st September 2009
The minutes of the meeting held on 1st September 2009 (pp 069-072 09/10) were signed as a
true and accurate record of the proceedings. FC097 Matters arising:
The Palmer Hall has issued a wish list of items. The committee needs to ask for a specific
amount of money for specific items. The tarmac work has been completed, for which FTC is
contributing. FC098 To review receipts and payments for August 2009
The receipts and payments were accepted. FC099 To consider budget for Facilities (3year programme)
It was RESOLVED to defer this item to the end of the meeting. FC100 CCTV: Update on progress
It has been agreed not to include the Community Centre CCTV as part of this project as this is
the joint responsibility of the Community Centre landlords. The system by Redhand as demonstrated at Wotton under Edge appears to be the most
suitable but Councillors to study all the quotes for a decision at the next meeting. Input from
Cllr Frank and the Clerk would be helpful as they have carried out the majority of the work. An
option to lease the equipment has also been quoted for. Listed Building Consent would be needed to change the cameras on The Bull. If sufficient funds are available, a camera covering the Walnut Tree Field would also be
helpful. A grant of £2,000 has been received from the Glos Market Town Forum. It might also be
possible to apply for funds from CDC Crime and Disorder Partnership. A commitment would be needed from the Police that they will monitor the system in the event
of an incident. The Clerk has contacted local businesses to assess if any would be willing to donate to the
new CCTV system. Feedback will be given at the next meeting.
ACTION: Cllrs to assess quotes in preparation for the next meeting. FC101 Allotments: Update on Progress
Another possible site has been suggested near Cinder Lane, the landowner will be contacting
the Town Council shortly. Lechlade Town Council is also looking for land for allotments, there might be the possibility of
working together for mutual benefit. Cllr Harwood will raise the issue at the next East Cotswold
Strategic Partnership. Cllr Cusack is going to approach the ECT again regarding land along Mill Lane.
084 09/10
FC102 Update on Healthcheck and to consider suitable slogan
A small group of Councillors met with Martin Davis from GMTF to discuss the way forward. A
number of areas need to be looked at, each with a leader to look at the various aspects of the
healthcheck: Attracting Sustainable Tourism, Maintaining a Sustainable Environment,
Improving Public Safety, Transport Issues, Developing Educational/Sporting Facilities, Improve
Health Service Availability and Community Provision. Leaders have been found for some of
the groups.
When the team is in place a second meeting with the advisor will be arranged to agree the next
step forward. Cllr Cusack will chair the meeting. It was agreed to decide on a slogan when the team is in place. FC103 Update on Festive Market and Christmas Lighting
The stalls have been booked (48 max) and invites sent out to previous stall holders. Fifteen
stalls have been booked to date, some by new traders.
It is likely that Brendan Cole will open the Market –confirmation should be received soon.
Cllr Boulton has located a hire company that loans out cable covers at a rate of £11.50 per 5m
length. It was agreed that this would be a much better option than purchasing the covers.
ACTION: Cllr Boulton to ask if floodlights are also available to hire. The bus shelter will need cleaning out during the day before being transformed into a Grotto. It
was agreed to charge 50p per child and small presents would be given. Cllr Hing has agreed to
be Father Christmas. Money should be available from the Christmas lights budget to cover
costs of the Grotto as it is not planned to purchase new lights this year. Cllr S Roberts is looking into the cost of news lights to brighten up the town and investigating
grant funding. It was agreed to hire ‘Mr Doo’ as street entertainer again as he was successful last year.
ACTION: The Clerk to appoint Mr Doo. An emergency evacuation procedure needs to be in place as part of the Risk Assessment.
ACTION: Councillors to consider emergency evacuation procedure in advance of the next
meeting. The Community Bus may be available for a Park & Ride service to reduce the amount of street
parking. Farmor’s School car park was suggested. If ground conditions were suitable, The Park
may be a possibility – Cllr Boulton will ask ECT.
ACTION: The Clerk to ask Farmor’s School if their car park could be used. The Clerk has checked with CDC and a Public Entertainment Licence is not needed. The Clerk has been in contact with Glos Street Lighting – a white box can be installed on 3
London St for xmas lights. A box can also be installed on Londis, but would need to be run off
their electricity, it was suggested that FTC make a contribution to Londis for the use of their
electricity. The Manager is happy with this arrangement.
ACTION: The Clerk to arrange for PAT Testing of the xmas lights. FC104 Update on promoting the Wednesday market
The list of regular stall holders has been added onto the website. The Market Manager will
inform of any new stalls. Nearby Parish Councils have been contacted to gauge interest on a
Community Bus to Fairford on Wednesday to visit the market. No responses to date. Cllr Harwood reported that FTC had originally agreed not to restrict the free stall at the
Wednesday Market to only Charities, but to open it to other organisations to encourage
diversity. He feels t he suggestion not to allow political groups goes against this intention. The
concern about political groups was that the stall could be used as a platform for political
lobbying but the view was put forward that if no propaganda, just fund raising, then OK.
ACTION: Item to go the agenda for Full Council to discuss 085 09/10
FC105 Update on Welcome Pack
A draft Welcome Pack was circulated for comment.
ACTION: Councillors to feedback comments to the Assistant Clerk
A suitable folder needs to be located and a costing exercise carried out.
ACTION: The Clerk to assess costs involved. FC106 To consider purchase of replacement flags
It was RESOLVED to purchase replacement flags for Austria (£26.50) and Argentina (£92.50)
that went missing during the Flag Festival.
ACTION: The Clerk to check which building had the Austrian flag on and double check it
is missing before ordering as FTC was not aware of this one being stolen. FC107 Update on Town Criers Event 2010
The Fairford & Lechlade Business Club has agreed to offer some sponsorship for this event. It
is not sure how much this will be yet. Member businesses may also offer individual
sponsorship. FC108 Update on Playing Fields
Five years of accounts are needed from Fairford Playing Fields Ltd before November Full
Council.
ACTION: the Clerk to check whether these have been received. The recent article in The Standard was misleading and Cllr Cusack has contacted the
committee to offer support and thank them for their hard work. FC109 To consider new format newsletter
The committee was pleased with the new format newsletter.
Suggestions were made for possible articles eg a week in the life of the Town Mayor, info on
the number of successful grant applications applied for and a regular feature to focus on local
voluntary groups. FC099 To consider budget for Facilities
The following recommendations were made: CCTV maintenance £1,000 £1,000 £1,000
Playing Fields and Skate Ramp £5,000 £5,000 £5,000
Palmer Hall £3,000 £3,000 £3,000
Town Crier £3,250 £1,250 £1,250
Website £500 £500 £500
Newsletter/Welcome Pack £1,200 £1,200 £1,200
Xmas lights £500 £500 £500
Football Club (Cinder Lane) £1,000 £750 £500
Healthcheck £500 £500 £500
Festive Market £1,500 £1,500 £1,500
Allotments £1,000 £1,000 £1,000 Any other items not listed to be as per 2009/2010 budget. FC110 Date of next meeting: Tuesday 3rd November 2009 There being no further business, the meeting closed at 9.05pm _________________Chair ________________2009
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