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Minutes Approved by Chair / Acting Chair : ………………………………… Date: ……………………………
BRERETON AND RAVENHILL PARISH COUNCIL
DISTRICT OF CANNOCK CHASE COUNTY OF STAFFORDSHIRE
Minutes of the
HALL MANAGEMENT COMMUNITY ENGAGEMENT COMMITTEE MEETING
To be held at: the Parish Hall, Ravenhill Park, Brereton, Rugeley. WS15 1DU
Thursday 1st February 7.30pm – 8.10pm
WELCOME
Cllrs Present: S Merriman (SM) (Chair), C Davies (CD)(Vice Chair), M Blackham (MB), R Hall-Davies (RHD), K Paul (KP), D Blocksidge (DB), , C Boulton (CB), R Hall (RH), K Theobald (KT),
APOLOGIES
Cllrs Absent: apologies were received from A Cowdell (AC), (who would be arriving late. (Arrived 8.15pm.)), J Gascoigne (JG), and J Johnson (JJ) which were accepted.
Apologises received from J Smith (JS)(Caretaker), L. Featherstone (LF)(RFO)
In Attendance: PR Whibley (Clerk)
9. DECLARATIONS OF INTEREST IN ANY ITEMS ON THE AGENDA
None
10. FORMAL ANNOUNCEMENTS BY THE CHAIR
None
11. AGREEING THE MINUTES FROM THE PREVIOUS MEETING
The previous minutes were agreed and signed as a true record.
12. MATTERS ARISING
4.1 Review rates for different groups – update
4.1a. Completed. The letters have been sent with only two exceptions, which will be completed this week. It has come to light that the previous Council introduced an agreed practice allowing staff and councillors a 20% discount on the hiring of the hall. After much discussion it was agreed that this practice would continue, at present. 4.1b. Completed. RHD has made the price list available to all hirers on the PC’s Facebook page and has given the Caretaker a paper list for the display in the parish hall office. 4.4. Solar panels/update
4.4a. Resolved: That MB will discuss with a contractor who had given a previous quote, whether he would be still interested in tendering for the work. No Update. Place on Agenda for next meeting. ɸ
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Minutes Approved by Chair / Acting Chair : ………………………………… Date: ……………………………
4.11. Allotment update
4.11a. Completed. KT has contacted various agencies and has found out that the land is not owned by the parish council. However, it appears that the land nearby/adjoining may be the cause of a dispute over its ownership. The land has had houses built on it. KT will endeavour to find out the circumstances and outcome.
4.14. Bus Shelters on used bus route
4.14a Completed. To be presented to the Full Council immediately after this meeting.
4.14b Resolved: That SM/CD investigate the final cost of refurbishment for the three unused bus shelters and ask that the Finance and Asset Committee agree to their request. No Update. Place on Agenda for next meeting. ɸ
6.2 Bollards
6.2a Completed. The PC took over responsibility for the paths in 2000. The PC have already actioned a contractor to make good the path as a matter of urgency. A further contractor is sought to erect 3 bollards to ensure the issue does not reoccur.
Further discussion agreed that DB investigate the type and costings of the purchase of the three bollards. It was mentioned that the bollards would have to be able to be dropped by the emergency services themselves, especially in case of a fire or medical emergency. The path must therefore be able to take the weight of larger vehicles.
6.2a. Resolved: That the clerk would send DB information on ‘drop’ bollards and contact details of the person at CCDC who may be able to help her.
6.2b. Resolved: That DB would investigate the range and costings of ‘drop’ bollards.
6.3 CCTV signage and contract review, re: key holder
6.3a Resolved: That JS purchase new CCTV signs for the exterior of the Parish Hall using the Amazon account. No Update. Place on Agenda for next meeting. ɸ
6.4 Meeting room floor
6.4a Three separate quotes being sought. Place on Agenda for next meeting. ɸ
6.5 Telephone and broadband update
6.5a Resolved: That JS would bring an oral report on the reliability and operation of both the phone line and broadband to the next meeting. Place on Agenda for next meeting. ɸ
7.2 Drop in book, updates on sessions and feedback
7.2a Completed. DB/AC are completing ‘drop-in’ forms for all individuals during each session and these are filed in a folder in the parish hall office for members to access.
7.3 Handyman role
7.3a Resolved: That MB investigate the cost of hiring a rotary vehicle. Place on Agenda for next meeting. ɸ
13. PUBLIC PARTICIPATION
None
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Minutes Approved by Chair / Acting Chair : ………………………………… Date: ……………………………
14. HALL MANAGEMENT
14.1. HM Revenue & Customs (C)
The clerk after discussion with the caretaker, has completed a comprehensive request from the HM agency concerning the Lease and Rental agreement between CCDC and the parish council. The meeting was informed that the lease had until 2099 to run on a peppercorn rent of £1. (when sought)
14.1. Resolved: That the clerk file the request and the council’s response in the Parish Hall office.
14.2. Soccer Training (SM/C)
It was mentioned that a soccer trainer who used the grassed area immediately outside the hall had suggested that the training sessions had been authorised by a member of the PC. This was not the case. No one on the PC had given him permission to run a training session on land that belonged to CCDC. One of the members had previously spoken to the trainer and expressed their concerns.
14.2a. Resolved: That the clerk contact Cannock Chase District Council and inform them that the PC have never given permission, supported or taken responsibility for the training to take place on CCDC land.
This prompted a much wider debate about the hiring of the Hall by various groups. The Council are always mindful about keeping everyone safe and taking whatever steps are needed to do so. This led to the Council discussing DBS checking. A member stated that they would peruse this further whilst the clerk would contact CCDC and fact find.
14.2b. Resolved: That the clerk contact Cannock Chase District Council and discuss the safeguarding issue raised.
COMMUNITY ENGAGEMENT 15.1. Warm Welcome Scheme (DB) DB informed the meeting about the Morrison’s Supermarket scheme which helped people find warm welcoming places. She told the meeting that the PC had not had to apply but had been gifted £50 to help create a welcoming environment based within the Drop-In’ sessions. 15.1a Resolved: That DB use the voucher to purchase sundries i.e. tea, coffee, biscuits etc..
DATE OF NEXT MEETING
Thursday 7th March 7.30pm in the Parish Hall