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138 09/10 MINUTES OF THE FACILITIES COMMITTEE MEETING
HELD ON TUESDAY 2nd FEBRUARY 2010
Present: Cllr J Cusack Cllr M Harwood
Cllr S Jones Cllr S Boulton Apologies: Cllr J Frank, Cllr S Roberts In attendance: Penny Ibbotson FC144 Declarations of Interest in items on agenda
Cllr Jones declared a personal interest in item FC152. FC145 To confirm the minutes of the meeting held on 1st December 2009
The word ‘Councillors’ was added in item FC140: this could be done by individual Councillors and submitted accordingly. Following this amendment, the minutes of the meeting held on 1st December 2009 (pp 113-114 09/10) were signed as a true and accurate record of the proceedings. FC146 Matters arising:
* Ref item FC132, The Finance committee has agreed normal outgoings but would like to wait until the end of the financial year before spending out on larger projects.
* Cllr Jones will promote the Weds Market Community Bus service in the next issue of Ripples.
* The survey from Action for Market Towns on how people are coping in rural areas needs to be discussed at some point. FC147 Update on CCTV project
The location of the cctv cameras seems to vary on different quotes. It was agreed that the following positions are needed: 2 on the Bull Hotel for the Market Place, 1 looking east along A417 and 1 looking either up or down the High Street. St Mary’s Church has been approached with reference to putting a sender unit on the top of the church. This will be discussed at Church Council, which meets on the 10th Feb. The owner of Colston House is also happy to help with hosting a unit if required.
It was suggested that a camera for the Playing Fields could be sited at the top of the pole previously used for the rotary seat apparatus.
ACTION: Recommendation to be made to Full Council to go ahead with this project. Cllr Jones to try and circulate information prior to meeting. FC148 To review matters arising following Festive Market 2009
* Entertainment area – this is the main item that needs to be improved: needs better barriers, staging, away from fairground, louder PA system. Lechlade Market uses an open sided lorry that apparently works well
* Electricity – 90% of stall holders ask for access to electricity but not all use it. Need to emphasize the need to bring own named extension cables of a minimum length. It was agreed to make an additional charge of £2.50 to use the electricity. A cable layout plan needs to be prepared in advance.
* Use of walkie-talkies to contact each other during the event would be helpful – the FEAG walkie-talkies should be available
* Santas Grotto – worked well but a bit hidden – needs more promoting on the night and better signage
* Fairford Arts Society was thinking of holding its 2010 exhibition in the Community Centre on the same night as the Festive Market
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* Mr Doo suggested starting his entertainment earlier than 6.30pm as the crowds are usually around from about 6pm, then finishing earlier as it is quiet towards the end. It was agreed that this would be sensible.
* The PA should be used to announce the names of Choirs, opening of Grotto etc. A louder system would be better.
* Apparently our stall hire is cheap compared to other Markets. It was agreed to increase the stall rental to £20 for early bookings and £25 for bookings after 1 Nov
* More litter bins/bin bags are needed on the night
* Signage for incoming vehicles could be improved and those also to clear vehicles from the Market Place on the day of the event
* No vehicles should park by Fairford House as this is a very dark area – additional lighting here would be beneficial
* The Community Centre could be used more on the night and perhaps have a small tree outside
* The Red Cross are expensive, the new Fairford Volunteer First Aid Group may be up and running by December 2010
* The expenses and income for the market were reviewed. A number of items purchased this year will also be used for subsequent markets eg cable covers, lights and presents for grotto
FC149 To agree details for March’s edition of Ripples Magazine
The following subjects will be covered: Affordable housing, FEAG, Citizen of the Year, Doggy bags, Community Bus, Playground and Precept.
FC150 To discuss Playing Fields
Cllrs Jones, Harwood and Boulton had had a meeting with Jo Williams and Mike Tanner on the 27th January to gain more information.Cllr Jones circulated a Plan and Costs for the playground in the Walnut Tree Playing Field. She also has a copy of the last ROSPA annual report (April 2009) and the November 2009 monthly report. It was agreed that this information should be submitted to Full Council and that inspections should continue as currently in place with ROSPA ie monthly and annual. Weekly inspections are also recommended. The maintenance issues raised at the November inspection will need attention in the near future. East Gloucs Engineering is willing to carry out repairs to metal equipment. The Skate Ramp should be included in the inspection system.There is currently a sign at The Croft entrance, this needs updating and similar signs installed at the other two entrances. Dogs are currently not allowed in the playground area but are in the rest of the field – this needs rationalising. It was thought ECT may be providing the additional signage.It would be preferable to have a disabled access from The Croft, this would need to be able to prevent motorbikes from entering.It was agreed that an official handover should be arranged for the Annual Town Meeting.To try and encourage involvement with young families, it was suggested that a working group is set up with 3 Councillors, and invite representatives from the Primary School, Pre-School etc and also contact the individuals that had expressed an interest in joining FTC. 140 09/10
ACTION: Recommendation to go to Full Council to take over lease and responsibility for the Walnut Tree Playground from 1st April 2010.
FC151 Update on Welcome Pack
The document is ready for distribution. A local Estate Agent is happy to distribute the packs to new Fairford residents.
ACTION: The Clerk to distribute to other local Estate Agents and suitable outlets such as Fosseway Living, Coln Park etc. (About 5 to each outlet to start with) FC152 To consider request from Choral Society re: Charity event in December 2010
Item deferred to Full Council as other Councillors may wish to be involved. FC153 To consider issues relating to publication of the newsletter
There has been a suggestion that there should be less Local News and more Council News in the Newsletter – this follows on from having to cut a number of articles in the Feb issue.
The Clerk is happy to do this, but it is up to Councillors to write more articles. There is not normally a need to carry out so much editing, so it may have been a one-off. It was agreed that Council articles should be given a priority and the situation is to be monitored. FC154 To agree inclusion into CDC Tourism newsletter
This is a new publication, distributed by email. There is a request for events planned for 2012 – FTC currently has no special events planned. There is also a new website to promote events: www.cotswoldculture.com . It was agreed to add events to this site as and when necessary. FC155 To consider items Chair considers urgent
Items for the Agenda for the March meeting:
* Update on Allotments: Lechlade has a private scheme running that works well.
* Receipts and Payments
* The East Cotswold Strategic Partnership is looking into branding the area as a whole to benefit all the towns and villages. A similar exercise has been carried out successfully in West Oxfordshire. Ideas from the Town Councils would be beneficial.
FC156 Date of next meeting: Tuesday 2nd March 2010
There being no further business, the meeting closed at 9.30pm
_________________Chair
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