KINGS HILL PARISH COUNCIL
MINUTES OF THE MEETING OF THE KINGS HILL SPORTS COMMITTEE HELD ON
WEDNESDAY 11TH FEBRUARY 2015 AT 7:30PM
IN THE FRONT YOUTH MEETING ROOM AT THE KINGS HILL COMMUNITY CENTRE
Present:
Cllr
Cllr
Cllr
Cllr
Cllr
G Hall
A Board
R Cassidy
P Lambotte
A Steel
Apologies:
Cllr S Barker
Also in attendance:
Ms H Munro
Ms J Brown
Mr N Hills
(Chair)
(Chief Executive Officer)
(Sports Park Manager)
(Sports Bar Supervisor)
KHS 14/240 To receive and apologies for absence with reasons for approval
Apologies were received from Cllr Barker with a reason for her absence. It
was RESOLVED that the reason be approved.
KHS 14/241 To receive declarations of interest
There were none.
KHS 14/242 To receive declarations of lobbying
There were none.
KHS 14/243 Minutes
The minutes of the meeting held on 7th January 2015 were circulated and it
was RESOLVED that they be signed as a true record.
KHS 14/244 Chairman’s Announcements
There were none.
KHS 14/245 Officer’s Report
KHS 14/184 Trophy Cabinet
This has now been installed.
KHS 14/185 Security
Keys have been received for extra key-holders. The guarding company were
not able to take key holder contact details unless a contract was entered into.
The CEO was asked to write to the Landlord sharing details of the key holder
contact information.
CEO
KHS 14/191 Social Area Carpet
The Landlord has been contacted and a response is awaited.
KHS 14/223 Sports Bar Opening Times
The amended opening times were highlighted on the website.
Due to the confidential nature of the following business in item KHS 14/245, the press and
public were excluded from the meeting in accordance with standing order 1c at 19:31
Staff Structure
KHS 14/246 To consider staff structure review and agree actions
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A draft report was circulated and discussed. It was agreed that the first phase
of the restructure be recommended to the Finance and HR Committee.
FHR
The meeting was re-opened to the public at 20:00
Sports Park Manager & Sports Bar Supervisor entered the meeting at 20:00
KHS 14/247 Public session – There was none.
Pavilion
KHS 14/248 To receive update on insurance claim for water damage and agree actions
The insurance claim was submitted the claim and a response awaited.
KHS 14/249 To receive update on progress with remedial works to the pavilion and agree
actions
Outstanding works were being completed and a fully updated log would be
requested.
SP Mgr
KHS 14/250 The request for missing commissioning paperwork flagged previously was still
outstanding and would be highlighted with the Landlord.
CEO
KHS 14/251 No update had been received from the Landlord about the original specification
of the plant room. The CEO would chase for an updated response.
CEO
KHS 14/252 To receive report on pavilion maintenance and costs and agree actions
Pavilion maintenance and additional contracts were discussed. The following
actions were agreed:
KHS 14/253 Concern about the original commissioning of the extractor fan and continuing
problems were discussed and would be raised with the Landlord.
SP Mgr
KHS 14/254 It was RESOLVED that an annual maintenance contract be entered into for 3G
pitch maintenance. Three quotes would be obtained and the CEO would
approve the final contractor.
SP Mgr
CEO
KHS 14/255 It was RESOLVED that the fire alarm maintenance contract be entered into.
The Sports Park Manager was asked to ascertain the legal requirements and
the contractor’s recommendation. Three quotes would be required. The cost
and specification for the Community Centre contract would be checked. They
should also be asked to quote for maintaining the intruder alarm to ascertain if
there would be any saving from the combined contract.
KHS 14/256 The Sports Park Manager was drawing up a full list of planned maintenance for
the next year to ensure the cost was within budget.
KHS 14/257 A light in the car park continued to be problematic which was on-going. The
CEO would flag this with the Landlord as it was considered to be a continuation
of the existing problem.
KHS 14/258 It was RESOLVED that the recommendation to put signs and barriers along
the access way to improve parking be accepted and a budget of £100 was
agreed.
Sports Park Operations
KHS 14/259 To receive and discuss Park Operations Report and agree actions
The operations report was circulated. It was noted that increased bookings
were occurring.
KHS 14/260 The progress with the local Archery Club was discussed as follows:
 The Archery Club would need storage and would move their shipping
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SP Mgr
SP Mgr
SP Mgr
CEO
SP Mgr


container to the compound. The club would pay for all expenses
relating to this.
The Archery Club had asked for a 5 year lease which was not possible
to grant at this time. Further discussion would be needed.
An annual charge was suggested and would be considered.
KHS 14/261 To approve charges for 2015/16 season and agree actions
The draft amended charges were circulated. It was RESOLVED that the new
charges be approved from September 2015 to August 2016 and hirers
informed of the increases.
SP Mgr
SP Mgr
KHS 14/262 To report progress with Cycling Club
The club held their first ride which was advertised by the Parish Council.
Sports Bar Operations
KHS 14/263 To receive and discuss Bar Operations Report and agree actions
The report was circulated and discussed.
 It was noted that the next Sunday roast for 70 covers had sold out.
 Half the tickets for The Race Night had sold already. Further
advertising would be done through social media. Profits from the
racing would be put towards equipment for the park.
 Recruitment for a new chef was underway.
 The condition of the carpet continued to be a concern. The Sports Bar
Supervisor was asked to contact the manufacturers to ask their advice
on cleaning.
Social
Media
SB
Sup.
KHS 14/264 To consider logo and branding for the bar and agree actions
The potential branding for the bar was considered and was supported. A
potential sponsor had approached the Council to support the cost of branded
polo shirts for the bar. This would be considered further.
KHSP
KHS 14/265 To consider conducting a customer survey and agree actions
This was deferred to the next meeting.
KHSP
Events
KHS 14/266 To receive update on existing 2015 community events and agree actions
An update on the Fun on the Hill and Kings Hill Football Tournament was
reported. Sports Park would have the following at the Fun on the Hill Day:
 The new in-house archery club would be operating.
 Staff would man a table with information about the facilities.
 The Sports Bar would be open.
 Market research would be undertaken about other food establishments
at the event.
KHS 14/267 To receive suggestions for new community events to be grant funded and
agree actions
It was agreed that an “It’s a Knockout” community event was the preferred
option. It was agreed that provisional dates would be either 20th or 21st June
2015. Further details would be required. Cllr Hall agreed to liaise with the
potential sponsor of the event.
KHS 14/268 To consider organising a circus event and agree actions.
There were too many events being held in the year to consider another so this
idea was deferred.
Sports Park Facility Review
KHS 14/269 Update on proposed Section 106 additional facilities & agree actions
An update was given and noted.
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GH
KHS 14/270 To consider project plan for future expansion and agree actions
Once the section 106 was approved, work would commence on preparation of
the plan.
CEO
KHS 14/271 To review project plan for archery facilities and agree actions
The project plan was circulated and discussed. The financial plan would be
amended accordingly.
CEO
Cllr Hall left the meeting at 21:56. Cllr Cassidy took the Chair in the
Chairman’s absence.
KHS 14/272 To consider request for installation of additional dog bins at the park
The request was considered. However, an additional bin empty had now been
arranged and it was RESOLVED that this would be monitored and reviewed.
Administration & Finance
KHS 14/273 To receive financial statement for review and comment
The financial statements were circulated and discussed. Changes to
operations within the park and bar were being undertaken to improve best
value and these changes were making a noticeable difference to the financial
position. It was RESOLVED that a report be presented to Full Council about
the actions taken to improve the financial position of the facilities.
KHS 14/274 To discuss regular reporting required and agree actions
A template was circulated. However, it needed to be simplified further.
KHS 14/275 To review Terms of Reference and committee objectives in line with Council
strategic direction and agree actions
The amended Terms of Reference were discussed and it was RESOLVED that
they be recommended to Full Council for approval.
Other Matters – to receive update for discussion
KHS 14/276 Allotments – Poor weather continued to delay works.
KHS 14/277 Future Development – Nothing to report.
KHS 14/278 Landscaping – Trees had been replaced by the Landlord.
KHS 14/279 Communications – Nothing to report.
KHS 14/280 Correspondence and Matters for Information – all correspondence
received, together with responses and other information pertaining to the work
of the committee
Email from resident regarding the Community Right to Bid application for the
Sports Park – noted.
KHS 14/281 Future Meeting – 11th March 2015
KHS 14/282 Questions from Councillors and future agenda items
There were none.
The meeting ended at 22:22.
Signed:
Date:
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