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Hurstpierpoint & Sayers Common
Parish Council

Court Bushes Advisory Group

June 4, 2019

MINUTES of the meeting of the COURT BUSHES Committee  held at 8.00 pm on Tuesday 4 June  2019 in the Village Centre, Trinity Road, Hurstpierpoint.  

Committee Members Present 

Malcolm Llewellyn (Chairman) Claire Majsai 

John Lowman Duncan Ranger 

Also Present:   

Stephen Hoyles  CLERK TO THE COUNCIL Nick Sinclair    FACILITIES MANAGER 

CB19/003  Apologies for Absence and Declarations of Interest:  There were no apologies for absence and no declarations of interest.   

CB19/004.  Minutes of the meeting of the Court Bushes Community  Hub  Working Group 19 February 

2019:  The Committee  noted the minutes, and that in future the Committee will be considering minutes of this 

Committee’s meetings.  (REF:  Minutes of the meeting of the Court Bushes Community  Hub  Working Group 19 February 2019) 

CB19/005.  Adjournment for questions from the public:  There being no members of the public present the 

Committee was not required to consider whether to adjourn the Meeting in accordance with clause 1(d) of Standing Orders. 

CB19/006.  Financial control:  The Committee considered the following:   

  1. (1) Budget 2019/20:  The current year budget, as approved by Council 28 February 2019 was noted.  It was particularly noted that two items of expenditure were now known to be significantly different from the budget:  (1) Insurance:  actual £481  vs Budget £1,800  and (2)  Business Rates  £6,360  vs £12,960  budget.  The Business Rates figure was based on the actual valuation of £13,250  @48p.  In discussion it was agreed that further consideration would be given to an appeal on the Rateable Value.  Matters to be taken into account would be:  (1)  To ensure that the correct title was registered with VOA, (2) explore the possibility of 100% rebate, noting that the Council currently has a rebate for South Avenue Cemetery, (3) check that the VOA category code 061 is the right description, (4)  check the time limit on an appeal process.   (REF:  Court Bushes 2019/20  Budget V6   19 Feb 2019;  VOA ltr 8 May 2019 ) 
  1. (2) Income/expenditure 2019/20:  The current figures against budget were noted.  These figures were known income/expenditure to  31 May 2019:   
Account code Item     Income ACTUAL    BUDGET Expenditure  ACTUAL    BUDGET 
            
  CAPEX         
8000 equipment     553.98   
8000 furniture     11936.00   
8000 equipment     3396.01   
8005 legal fee     2811.00   
8000 fire equipment     999.00   
8000 fencing     17830.00   
  MSDC community grant 5000.00 0.00     
  2019/20 year CAPEX       20000.00 
  2018/19 year CAPEX       20000.00 
TOTAL   5000.00 0.00 37,525.99 40000.00 
            
  REVENUE         
  MSDC rates grant   6200.00     
  2019/20  Revenue   19188.00   42230.00 
1116 insurance 0.00   481.92   
TOTAL   0.00 25388.00 481.92 42230.00 
            

In discussion it was agreed that improvements were necessary to the reporting of figures, to include future expenditure as well as committed.  It was noted that the CAPEX budget was largely expended, and there remained further necessary items, notwithstanding the receipt of £5,000 grant from MSDC.  The revenue expenditure was satisfactory, despite previously unbudgeted items emerging, but mitigated by reduced Rates and insurance costs.   It was agreed that a more thorough schedule would be available for the next meeting of the Committee.  

  1. (3) Award of contracts:  The Committee considered the following:   
    1. (3.1) Installation of fire extinguishers and associated equipment:  The supply and installation of these items was not part of the initial ‘shopping list’  approved by  Council 13 December 2018 (Minute C18/081) but was nevertheless an essential requirement before the building can be occupied.  Quotes were sought from two suppliers and, in the interests of urgency and with the agreement of the Chairman of the Committee, the contract was awarded to CFP Ltd  for a price of £998.85 + VAT  and the items installed 28 May 2019.  The Committee approved this decision. (REF:  CFP Ltd Quote    HP&SCPC Email  23 May 2019)   
  1. (3.2) Cleaning services:  The Committee was asked to approve the appointment of cleaners.  It was noted that this cost exceeded the budget but the contractors would be paid for actual hours worked, up to the maximum specified and this was expected to result in lower expenditure in the early months.  (REF:  BRIEFING NOTE  Cleaning Contract  29 May 2019) 

RESOLVED: O’Sullivan are appointed for a 1-year term at up to £485.33 per month commencing 10 June 2019.   

  1. (3.3) Waste services:  The Committee was asked to approve the appointment of waste disposal contractors.  It was noted that the quotes might be subject to modest inflation increase.  It was also agreed that investigations would be made into installing a small compound for the waste bin, to prevent misuse. Discussion took place on the merits of directly charging hirers for waste disposal but it was agreed that this would be too complex.   (REF:  BRIEFING NOTE  Waste Services  29 May 2019) 

RESOLVED:  

(1)  Biffa are appointed for a 1-year term at approximately £127.79+VAT per month commencing 10 June 2019 with a 50% contribution being requested from the Nursery Provider.   (2)  Principal Hygeine are appointed for a 1-year term at approximately  £118.55+VAT per month commencing 10 June 2019 with a contribution of £97.55 per month being requested from the Nursery Provider.   

  1. (3.4) Additional furniture:  The Committee was asked to approve the purchase of two chair storage trollies to supplement those already obtained.  It was noted that the original ‘shopping list’ had scheduled 4 trollies, but only two had been ordered.  These further two items would be consistent with the list.  (REF:  Office Furniture quote  4850570  24 May 2019)   

  RESOLVED: Two chair storage trollies are purchased at a cost of £652.00 + VAT   

(4).  Forward bookings:  At 28 May 2019  the Hub had  162 committed sessions booked, to  a value of £4035 covering the period to 31 December 2019.  This excluded the income from the Nursery, which is expected to be £8350 in the year 2019/20.   

CB19/007.  Property management:  The Committee noted that the Council completed the lease with MSDC on 17 

May 2019 and took possession of the building and land.  The perimeter fencing and gates were now installed, the furniture and equipment was installed, and the building and contents were insured.   

At this time the following matters remained outstanding:   

  1. 1) Surfacing of Nursery outside space  (MSDC to do) 
  2. 2) Removal/realignment of external handrail to Club Lounge entrance (MSDC to do) 
  3. 3) Removal of debris from north side of site.  (MSDC to do) 4) Change of light fittings in Function Room 
  1. 5) Confirmation of electricity supplier and contract lodged 
  2. 6) External lampposts to be supplied and installed: clarification was being sought regarding planning permission;  alternative quotations would be sought.  
  3. 7) Locking and alarm system to be suited.  
  4. 8) Carpark area to be trimmed and tidied. (To be treated as a revenue cost.) 
  5. 9) Installation of cycle rack 
  6. 10) Terrace areas:  The area by the bi-fold doors of the Club Lounge would be deferred and reviewed in autumn 2019.   
  7. 11) Security camera:  a camera was in place but did not export recordings as no broadband connection is currently in place.   

It was agreed that the following would be prioritised:  

  1. 1) External store for waste bin 
  2. 2) Locks, suiting and alarm for the three zones 
  3. 3) Function room pendant lights replace 
  4. 4) External lighting, but could be deferred to autumn 2019 

Other matters were  noted:  there is no smoking permitted on the premises, inside or outside;  the Landlord had yet to confirm the maximum numbers of persons permitted in each room.  At present the numbers n the Operational Manual were being adopted.   

The process of approval of further expenditure was considered.  It was agreed that, where necessary between meetings,  the Committee Chairman and the Clerk  would consider proposals and advise Committee members by email, seeking approval.   

RESOLVED:  For authority for further expenditure, where necessary between meetings,  the Committee Chairman and the Clerk  would consider proposals and advise Committee members by email, seeking approval.   

CB19/008.  Other matters:  The Committee noted:   

  1. (1) Colts FC  tournament  8/9 June 2019:  The football club holds its event on the recreation ground  and historically had used the Hub carpark, in addition to parking on the field.  Unfortunately there was also an event at the Hub on the morning of 8 June 2019.  Discussions had taken place and it had been agreed that the Colts FC parking would be permitted on the Hub  site after 1.00pm on 8 June 2019, provided that they provide a marshal on the gate to prevent access before that time.  They would also be prevented from using the Hub’s toilet facilities at all times. (REF:  Colts FC email 23 May 2019)   
  1. (2) Point Church  café requirements:  The Committee considered the CONFIDENTIAL  Briefing Note which set out some recent requests for the use of space at the Hub.  It was agreed that no changes would be permitted to the kitchen  installation of the Function Room to facilitate an enhanced café service at this stage, but the matter would be reviewed after 6 months operation of the Melting Pot Café.  The prospect of a ‘portakabin’ office in the carpark would not be considered further, due to planning, lease and issues connected with sharing the Hub with many users.  (The matter was confidential  due to the potential  commercially sensitive nature. )   (REF:  CONFIDENTIAL Briefing Note  The Point Church  – 29 May 2019) 
  1. (3) MSDC Open Day  1 June 2019 :   Members of the Committee had attended the event and agreed that it ran well and there was strong attendance of 80 to 100 people.  The nursery group were well received and there were many compliments about the building.   
  1. (4) Advisory Group:  At Council 28 March 2019  (Minute C18/116)  it was agreed that the Advisory Group would comprise:   
  2. 1. Parish Councillor (Malcolm Llewellyn appointed 16 May 2019)) 
  3. 2. Parish Councillor (Claire Majsai appointed 16 May 2019) 
  4. 3. District  Councillor (to be decided) 
  5. 4. MSDC  Community Engagement Officer  
  6. 5. Hurst Festival representative 
  7. 6. Point Church representative 
  8. 7. Nursery operator representative 
  9. 8. Young person  
  10. 9. Young person  
  11. 10. Resident  

Meetings had been  set for 2 July 2019 and 5 November 2019, however, with the forthcoming changeover of the Council’s Clerk there it was proposed that the number of meetings was reduced for the time being.  It was therefore agreed that appointments were made to the Group but that its first meeting was deferred until 5 November 2019.  The Committee was asked for suggestions for persons filling the vacant posts, which were noted.   

  1. (5) Future meetings of the Committee:  It was agreed that future meetings would be held at the Hub.   

There being no other business the meeting closed at  9.50 pm       

Chairman 

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