113 09/10

MINUTES OF THE FACILITIES MEETING

HELD ON TUESDAY 1ST DECEMBER 2009

PRESENT: Cllr Frank           Cllr Harwood             Cllr Cusack
            Cllr Boulton         Cllr S Jones(Chair)

In Attendance:  Vanessa Lawrence (Clerk)

APOLOGIES: Cllr S Roberts

FC128 Declarations of Interest in items on agenda:
 None received

FC129 To confirm the minutes of the meeting held on 3rd November 2009  (pp095-096 09/10)
 The minutes were signed as a true and accurate record of proceedings. 4 in favour, 1 abstention.

FC130 Matters arising
* Fairford T.C. Crest – It was agreed to add this item to the agenda for the January Facilities meeting to allow the Clerk time to obtain information on the cost of acquiring a Trademark for the FTC Crest.  Requests from residents and organisations for the use of the crest would be considered at this time. ACTION: Clerk to add this to the Agenda for January Facilities meeting.

FC131 To review receipts and payments for Facilities Committee to end October 2009
 The receipts and payments were reviewed and accepted, with no comment.

FC132 To discuss estimated expenditure to year end – recommendations from Finance Meeting
 It was decided to add £1000 for miscellaneous projects into the budget for 2010,2011,2012 all  other figures were approved to be finalised at the next Finance Meeting. ACTION: Clerk to  pass this information to the Finance Committee.

FC133 CCTV: Update on progress 
 A meeting has been arranged on the 7th December with representatives from the Police,  CDC,  CCTV supplier and Cllrs Cusack, Frank and S Jones. 

FC134 Update on Health Check
 There has been another meeting with the consultant & the first report has been received relating  to Health.  Discussion has taken place regarding the naming of this project.  This to be decided at  the next meeting of the HealthCheck Committee. Work on this will re-commence after Christmas.  
FC135 Update on Wednesday market
* Bus service – It was decided that notification of the availability of CCVS bus service for the Wednesday Market should be put into the “Ripples” magazine and into the newsletter.  Very little feedback from villages regarding the availability of this service. ACTION: Clerk to advertise in the relevant publications.

FC136 Update on Festive market and Xmas lighting.
* Progress to date – The clerk reported that the festive market preparations were nearing completion with road closures in place, notices prepared, on the day help arranged, celebrity organised, decoration of Santa’s Grotto and gifts organised, layout of stalls finalised.  It was agreed to pay £15.00 for small bags, the money to go to charity. ACTION: Clerk to raise a cheque for £15.00. There has been no response from businesses to the Shop window competition.

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FC137 Update on Welcome Pack
* Sample folder – The sample folder was shown to the Councillors and it was agreed that this could be obtained at a lower price.   Cllr Frank will be sourcing the folders. ACTION:  Cllr Frank.

FC138 Update on Playing Fields
* To discuss costs and to formulate plan for take over –ACTION: Clerk to add article in relevant publications to ask for volunteers to help run the Playing Fields.
* Update on lease – ECT has supplied an annual figure
* To discuss Play Portfolio – the next meeting is to be held on the 4th January 2010 at 2.00pm.  The Clerk will attend if possible if there are no Cllrs available.
It was agreed that a Risk Assessment needs to be completed for the Playing Fields and also a ROSPA check needs to be done.  Details of Risk Assessments can be obtained from the Playing Fields Association.  It was agreed that a meeting should be organised with Mike Tanner and Jo Williams.  ACTION: Clerk to arrange a meeting.

FC139 To agree responsibility for writing articles for the Ripples Magazine.
 It was agreed that the responsibility of organising falls under the remit of the Facilities Committee.  Cllr Harwood volunteered to prepare an article for the February edition of Ripples. ACTION:  Cllr Harwood to prepare article – deadline 8th January 2010. 

FC140 To consider CDC Open space, sport & recreation study – online survey
 Cllr S Jones informed the Committee that an online survey should be completed and it was agreed that this could be done by individuals and submitted accordingly. ACTION: Cllrs to complete online survey and submit by 18th December.

FC141 To consider Items Chair considers urgent.
 No urgent items to be considered. 

FC142 Date of next meeting: Tuesday 5th January 2010

Meeting ended 9.50pm

...............................................Chairman

.....................................2009