PARISH COUNCIL SUMMONS to attend a meeting of the RECREATION AND AMENITIES COMMITTEE Virtual meeting to be held on MONDAY, 1st FEBRUARY 2021 at 7.30pm

Due to the current Coronavirus pandemic, the Parish Council will meet virtually via Zoom by clicking HERE rather than in the Community Centre. You can also use the link below https://us02web.zoom.us/j/2892053439

Zoom is available for Personal Computers, Apple Mac’s, mobile phones, and tablets. Just go to the appropriate app store.

To join the meeting the ID is 289 205 3439

The press and public may not speak when the Council is in session. Members of the press and public will be muted when joining the meeting. The Press and Public can make points or ask questions regarding items on the agenda only, in the allocated time during agenda item

To do so please raise a virtual hand during this agenda item and wait to be invited to speak by the Chair.

Background papers if appropriate are available on request before the meeting. They will be circulated to Councillors in the days before the meeting.

Please note that the timing shown on the agenda is a guide only and agenda items may be brought forward, suspended or deferred which will result in the agenda item being dealt with at a different time.

Debbie Harding, Clerk to the Council, Wednesday, 27th January 2021

A G E N D A

Agenda Business/Decision Lead Time Page No 52/19 Apologies for absence Cllr 7.30 Veck 53/19 To receive any Councillor declarations of pecuniary or non-pecuniary Cllr 7.31 interests, in relation to any items on the agenda. Veck 54/19 To approve the accuracy and sign the minutes of the meeting of the Cllr 7.32 3-11 Recreation Committee held on 11th November 2021 Veck 55/19 Update on minutes from the last meeting and other matters. Clerk 7.37 (for information only) including • Tree planting update 12 • Insurance claim for the artificial grass theft • Illegal encampment gates • Poor condition of Boyes Lane • Roller door to the Bowls Club store

56/19 The meeting to adjourn for public participation which takes place in Cllr 7.42 agenda item below Veck 57/19 To receive any comments, updates and questions from members of the Cllr 7.52 public, sports clubs, caretakers and wardens (to include the impact of Covid- Veck 19 for information only) 58/19 Public participation to come to an end Cllr 8.10 Veck 59/19 To update on the Recreation Committee project budget for 2020-21 and Clerk 8.11 discuss the resurfacing of the footpath from New Road to the Recreation 13 Ground

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60/19 To update on the resurfacing of Colden Common Park Car Park and resolve Clerk 8.20 14 any further works required from the project budget for this purpose in the financial year 2020-21 61/19 To receive information in respect of income and expenditure relating to sports Cllr 8.35 15-16 facilities from 2015 to date. (Appendix A) Veck

To resolve if the Committee wants to develop a policy in terms of parity in relation to sports facilities in the village.

If a parity policy is favourable, what steps and further information is required to develop it 62/19 To review and approve the licenses for the Bowls and Cricket Clubs for 2021 Cllr 9.00 17 season. (Appendix B&C) Veck 63/19 To resolve to suspend standing orders and recommend to the Full Council to Clerk 9.20 18-20 place an order, for a free-standing water tank to service the bowling green sprinkler system to be completed in the new financial year.

64/19 To receive a quotation for bollard barriers at Colden Common Park and agree Clerk 9.30 21-24 further information actions required 65/19 To agree items for the next meeting date to be confirmed Cllr 9.45 Bollard barriers at Colden Common Park Veck

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COLDEN COMMON PARISH COUNCIL MINUTES OF THE RECREATION COMMITTEE VIRTUAL MEETING HELD ON MONDAY, 11th NOVEMBER 2020 AT 7.30PM

Due to the current Coronavirus pandemic, the Parish Council met virtually via Zoom

Present Cllr Maggie Hill Cllr John Boyes Cllr Richard Izard Cllr Rob Veck (Chair) Cllr Maggs Pearson Cllr Hazel Crosthwaite Cllr Pam Glasspool

Apologies Amanda James, CC Tennis Club

In attendance Debbie Harding (Clerk) Sophie Thorogood (Asst Clerk) Geoff Edwards, CC and Sporting Wessex Cricket Club) Derek Conway (Colden Common Bowls Club) 1 member of the public

REC40/20 APOLOGIES FOR ABSENCE No committee members were absent. Amanda James gave her apologies due to a diary clash with the Tennis Club AGM

REC41/20 TO RECEIVE ANY COUNCILLOR DECLARATIONS OF PECUNIARY OR NON-PECUNIARY INTERESTS, IN RELATION TO ANY ITEMS ON THE AGENDA. Cllr Izard declared a non-pecuniary interest in the Cricket Club as Vice President. Cllr Veck declared a non-pecuniary interest in the Tennis Club as a member and the Chairman of the Allotment Association

REC42/20 TO APPROVE THE ACCURACY AND SIGN THE MINUTES OF THE MEETING OF THE RECREATION COMMITTEE HELD ON 5th OCTOBER 2020 It was resolved that the minutes of the meeting held on the 5th October 2020 were confirmed and accepted as a true record of the meeting, proposed by Cllr Pam Glasspool seconded by Cllr Izard and carried.

REC 43/20 UPDATE ON THE MINUTES FROM THE LAST MEETING AND OTHER MATTERS (FOR INFORMATION ONLY) The auto closures on the gates have been fitted at Colden Common Park

Due to the new National Restrictions Macks Fitness are no longer holding indoor classes.

The Clerk is still trying to finalise a date when Scandor will commence the repairs to Car Park at Colden Common Park.

The repair to the roller door for the cricket store at Colden Common Park is still outstanding.

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Despite significant savings in the Recreation Project budget (which cannot be vired elsewhere without Full Council approval), the running budget of this committee is tight for the remainder of the year, this is due to an overspent of £8,000 so far on tree works with more expenditure expected. This expense had been met by vired funds from budgeted funds for “extra contractor works”.

A trio of Volunteers, have kindly agreed to remove some brambles from the footpaths, sweep the footpaths and cut a ring of Ivy from the trees in Bluebell Wood. They have a copy of the volunteer agreement and are aware of the TPO Woodland status and restrictions.

The Play areas will be independently inspected on the 18th November and this will include the decay testing. The Parish Council handyman will be in attendance, so he is familiar with what is tested on the operational checks and understand any items which need attention.

The Lengthsmen visit is due on Wednesday 18th November.

REC 31/20 TO RECEIVE ANY COMMENTS, UPDATES AND QUESTIONS FROM MEMBERS OF THE PUBLIC, SPORTS CLUBS, CARETAKERS AND WARDENS (TO INCLUDE THE IMPACT OF COVID-19 FOR INFORMATION ONLY) The following sports clubs gave the following updates:-

Colden Common Bowls Club Derek Conway on behalf of the Bowls Club circulated prior to the meeting a summary of their understanding of grants paid to other Bowls Clubs in the District, specifically Littleton where it was understood the Parish Council distributed the £10K covid grant they received from WCC to the Bowls and Tennis Club.

The Bowls Club explained that their revenue was down this summer as they have been unable to host any fundraising events, The Club normally runs at a profit with fundraising and they are fundraising to increase revenues for improved club room facilities.

Although building an additional club room has not been agreed by the Parish Council The Chairman of the Bowls Club explained that an aspiration of improved facilities, gets members interested, gives the members focus and keeps the club movign forward to a goal. Other Bowls Clubs have better facilities.

The Chairman stated that the club has approx 27 members.

After a question and answers session, Cllr Hill summed up that the Bowls Club need to be able to present a case more clearly and concisely and constistantly in regard to the number of members, projections for the future on members, varified accounts, income and expenditure and a business plan on growth of the club membership.

Cllr Veck offered to help the Club prepared a buisness plan as he was the Chairman when Colden Common Tennis Club took on the full repairing lease for the tennis courts. A detailed business plan was required for the LTA loan that they applied for as part of the overall funding.

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A resident of Boyes Lane spoke about his concern over security and anti social behaviour at Colden Common Park. He welcomed the agenda item later this evening to discuss security. He fedback that the caretaker locking the gates has reduced late night activity in the park out of hours. The Clerk thanked him for his support and assistance in volunteering to lock the gates when the caretaker was not available.

The resident asked that the Council continued to promote consideration to residents who live in Boyes Lane. It was not only park users who drive carelessly in the lane, but business owners as well.

Colden Common, Otterbourne and Sporting Wessex Cricket Club Geoff spoke on behalf of the Cricket Club. They have completed their clean up of the cricket store. The new club website will be on a the platform cricket.com. A councillor asked about the cricket nets. The cricket club do not plan to remove the nets in the winter. The Clerk has instructed CIty Council pest control to lay some bait at Colden Common Park, due to the rats nest found in the cricket club store.

Colden Common Tennis Club The Tennis Club were not present at the meeting, but wanted to report that the courts have been cleaned (£1200 plus VAT) and treated with an algae remover. There is a noticeable improvement so it was worth doing. The Tennis Club reported 171 households are members. If you consider all members of that household, membership is 468 potential users.

The 171 memberships is split into 57 advanced members and 114 basic members.

Allotments Almost all tenancy agreements have been returned and most rents are paid. The Allotment waiting list still remains at 25. Plot holders whose cultivation needs attention have been contacted by the Clerk. The Trustees will be asked to consider a policy for regular plot inspections and non cultivation termination of tenancy.

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REC 47/20 TO REVIEW THE QUOTATIONS RECEIVED SO FAR FOR ILLEGAL ENCAMPMENT PREVENTION WORKS, AND SECURITY IMPROVEMENTS TO COLDEN COMMON PARK AND THE RECREATION GROUND.

TO RESOLVE TO RECOMMEND TO THE PARISH COUNCIL TO SUSPEND STANDING ORDERS AN PLACE AN ORDER WITH COMPANY 5 FOR TWO BARRIER GATES TO THE PLAYING FIELDS AT COLDEN COMMON PARK AND THE RECREATION GROUND, FUNDED BY SAVINGS MADE FROM OTHER PROJECTS IN THE RECREATION COMMITTEE PROJECT BUDGET FOR 20-21

TO CONTINUE RESEARCH INTO THE COSTS OF TIMER- CONTROLLED BARRIER GATE AT THE ENTRANCE TO COLDEN COMMON CAR PARK WITH COMPANY 5 AND COMPANY 2 FOR INCLUSION IN THE 2021-22 RECREATION COMMITTEE PROJECT BUDGET.

The Clerk contacted 5 companies to quote for new security gates to be installed at the playing field entrances at Colden Common Park and the Recreation ground.

It was resolved to recommend to the Parish Council to place an order with quote 5, MJ Ellis manufacturing for two vehicle barriers with shrouded combinations locks, fully welded hinges and concrete filled bars, fully installed at a cost of £2750 each plus VAT. It is proposed to fund these works through the Recreation Committee project budget, by using savings from other budgeted projects.

Proposed by Cllr Rob Veck, seconded by Cllr Maggie Hill and carried.

It was agreed for the Clerk to arrange a site visit with MJ Ellis to finalise the size of the barrier. Cllr Veck and Boyes offered to be attendance to ask our questions on the security of the specification.

A discussion took place on the security of Colden Common Park Car park, the risk of illegal encampments and the anti-social behaviour due to its remoteness.

It was resolved that the Clerk will instruct quote 2 to conduct a site visit and survey to formalise a written quotation for installation of automated vehicle bollards at a cost of £200 plus Vat which will is fully refundable in the event of placing an order. Proposed by Cllr Rob Veck, seconded by Cllr Maggie Hill and carried.

REC 48/20 TO UPDATE ON THE INSURANCE CLAIM FOR THE STOLEN ARTIFICIAL GRASS AT COLDEN COMMON PARK The Clerk has no update on this item and is chasing a response from the insurer.

REC 49/20 TO UPDATE ON THE TREE PLANTING PROJECT FOR THE VILLAGE THIS AUTUMN

The quotation has been received from Hillier’s, and Cllr Glasspool will liase with them directly on finalising the order.

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Cllr Glasspool and Pearson will produce the planting schedule and the number the trees and locations.

Once a delivery date is known, Cllr Glasspool and Pearson will produce the planting schedule and the numbering scheme so that the Parish Office can start to organise the campaign to get volunteers to plant the trees.

The Clerk has been contacted by a local resident who took part in a TV programme for a garden make over. 5 Beech and 2 Hawthorn trees were left over, and she has kindly donated them to the Parish Council to be included in the tree planting this autumn. They are approx. 150CM high.

REC 50/19 TO RECEIVE A QUOTE FROM THE GREAT OUTDOOR GYM COMPANY

TO RESOLVE TO AGREE THE SPECIFICATION OF THE EQUIPMENT AND THE SURFACING TO RESOLVE TO AGREE THE INSTALLATION LOCATION

TO RESOLVE TO SUSPEND STANDING ORDERS AND RECOMMEND TO THE FULL COUNCIL TO PLACE AN ORDER, WITH A MAXIMUM OVERSPEND ON THIS PROJECT BUDGET OF £3,856 BE FUNDED BY SAVINGS ACHIEVED ON OTHER RECREATION COMMITTEE PROJECTS IN THIS FINANCIAL YEAR.

This project commenced in December 2018, has been discussed at many meetings and a vary of different suppliers and equipment has been researched and tested over the years.

The Council previously resolved the Great Outdoor Gym Company as the preferred supplier, chosen for quality. A community questionnaire placed The Green as the preferred location for the equipment.

The Committee had the benefit of a question-and-answer session from a representation of The Outdoor Gym Company prior to the meeting. The equipment is not designed for an intensive gym user, but to get more people active that perhaps would not join a gym. The equipment does not have variable resistance, but on some items, it works on pushing your own body weight. Overall, the equipment is focused on use by a varied demographic from the young to the elderly, different ages and abilities.

The Committee discussed the fact the outdoor gyms are closed by order of the government during the national restrictions currently in place. However, outdoor gyms are one of the first items to reopen when restrictions are lifted. The equipment is laid out a minimum of 1.5 metres apart. It was agreed that the Clerk to ask if the area can be slightly extended to allow for a 2 metre gaps between equipment, which is the current recommended distance to be Covid safe. The Clerk to ask for a requote on this basis for final decision on this matter at Full Council.

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It was resolved to recommend that the Parish Council suspends standing orders and places an order with for a medium community gym with black wet pour base with The Great Outdoor Gym Company. The final costs to be determined prior to the Full Council meeting, the shortfall of funding required be funded using savings made from savings made in other budgeted recreation projects in this financial year.

The gym to be installed on The Green in area A as shown in appendix 1 to these minutes. Proposed by Cllr Izard, seconded by Cllr Glasspool and carried.

REC 51/19 TO DISCUSS THE FOLLOWING PROJECTS FOR THE FINANCIAL YEAR 2021-22, AGREE WHICH PROJECTS SHOULD BE INCLUDED IN THE DRAFT BUDGET FOR 2021-22 BUDGET AND THE VALUE TO MAKE A PROVISION FOR

• REPLACEMENT OF LIGHTING ON THE RECREATION GROUND FOOTPATH FROM THE PAVILION TO THE TENNIS COURTS FROM COLUMNS TO LOW-LEVEL LIGHTING • REVIEW OF ALLOTMENTS PLOTS AVAILABLE IN THE VILLAGE • BOWLS CLUB WATER TANK • RECREATION GROUND PAVILION • TENNIS CLUB FLOODLIGHTING • REPLACEMENT PLAY AREA EQUIPMENT - THE TRIANGLE • REPLACEMENT PLAY AREA EQUIPMENT - COLDEN COMMON PARK • ART TRAIL

A list of potential projects was circulated prior to the meeting with recommendations from the Clerk. A copy of which is attached to these minutes. It was felt that the tennis club aspirations for new LED floodlighting, could be considered under a grant funding application, under the Finance Committee budget and would considered with other competing village projects for 2021-22.

It was resolved to put forward the following recommendations for the Recreation Committee budget for 2021-22. Proposed by Cllr Rob Veck and carried.

Project £’s

Bowls Water tank £6,000 Replacement item on Triangle £1,000 Multi play unit at CCP ** £25,000

Illegal Encampment landscaping £7,000

Bench with arms on the Recreation Ground £1,000

Security gate CCP £15,000

Total £55,000

** Multiplay unit at Colden Common is being tested for decay on the 18th and an opinion on its remaining life will be clear after that inspection.

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Appendix 1

Map showing area proposed for installation of the Outdoor Gym Equipment

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PROJECT DESCRIPTION SUGGESTED ACTIVITY / PROVISION Lighting down footpath from Replacement of lighting on the Recreation Suggest this item is included in the Recreation ground pavilion refurbishment specification Pavilion to Orchard Close Ground footpath from the Pavilion to the Tennis courts from columns to low-level lighting Review of allotments Large waiting list currently, high demand Review land already available in the Parish ownership for possible conversion to Allotments, provision in the village which could be driven by the pandemic, debate, discuss and consult. furlough etc Identify any suitable land which could potentially be available to lease or purchase. Make tentative enquiries into availability. Discussion possible landshare scheme (those with large gardens sharing space with others). Recommendation No financial provision this financial year Research as detailed above and wait to see if “Covid” demand continues Consider Allotment space (and other competing village needs) in any master plan for policy CC2 in the Colden Common Local Plan Bowls Club water tank Installation of a free-standing water tank for Recommendation the Bowls Green water sprinkler system It is strongly recommended that the water tanks in the loft are isolated due to a slow leak which could threaten the building Make a provision in the budget for approx. £6,000 to install an external water tank. Recreation Ground Pavilion Conversion of the garage to a tennis club This project is not yet out to tender, so costs are not yet known. room Funds available to the Recreation ground charity stand currently at £90k Internal changes and refurbishment of the Recommendation pavilion That no financial provision is made in the budget, but it is flagged to the Parish Council that the Recreation Charity may potentially be looking for an additional £20k towards these works. The Parish Hall Trust will be approached, as may the Parish Council at a later date. Work to the pavilion is strongly recommended to prevent further deterioration of the building.

Tennis Club floodlighting Replacement of the floodlighting on tennis Project costs estimated at £40k courts Planning permission is required Columns will be relocated and replaced Timescale of this project is not yet defined. The Tennis Club has indicated that this project is the priority for the Committee. A greater priority than a club room.

The tennis club have indicated that they have the potential sources of income which they will be approaching in due course A grant from the Parish Hall Trust Injection of funds from CCTC (possibly backed by a matching loan from LTA) Any grant forthcoming from PC Community Support Crowdfunding grant From Winchester DC Page 10 of 24

A grant from Sport (although the Club has been advised that the project would be considered to be a low priority). Further fundraising activities to be determined (Covid impact)

Recommendation Recommend to the Finance Committee to ear mark in the grant budget £10k towards this project, pending planning permission and an grant application being approved by Full Council. Replacement play area Replacement of Rocker Decision needed on long term strategy for this area / play area equipment - The Triangle Trim trail has limited play value Missing a rocker See pictures on Appendix 1

Recommendation Replace the missing item at estimated cost of £1,0000 Replacement play area Awaiting condition report on the wooden Play area inspector is testing the integrity of the wooden structure shortly equipment - Colden Recommendation Common Park Provision of £25K in the budget, more information should be received prior to January budget approval. If the ROSPA inspection indicates a longer life, commence repairs under running budget and remove provision in the 21-22 budget Art trial Art installation around a walking trail in the Recommendation village Ask residents if they would like to contribute Maps can be produced at virtually no cost via Parish Online No budget provision for 2021-22 Possibility if a walking route, a Planning Committee project

Bowling Green Fence Condition a concern Limited life Recommendation Agree to replace within 2-3 years, No financial provision for 21-22 budget Agree specification in consultation with Bowls Club in the financial year 2021-22 Should the material to be used not be wood but a tennis club type fencing (with access gate for machinery) so that the green can be viewed from the Park. Make provision in 21-22 to install new signage to promote the club to Park users and use of the public rink Work with the Bowls Club on a written plan to grow membership and adhoc public use of the rink Including written public costs and procedures. Illegal Encampment Work Landscapes works at the Recreation Ground Recommendation £7k for landscaping and new dragons’ teeth

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Agenda number 55/19

Update on minutes from the last meeting and other matters. (for information only)

Tree Planting The trees are expected to arrive Wednesday, 3rd February. It is planned for volunteers to plant them and nurture them for the first few years until they establish. This will be managed via the village information service. The communication will invite volunteers to select a tree digitally via Eventbrite. A type of tree in a pre-determined location will be available to select.

We intend to store them on the Bowls Green patio terrace.

We will then be handing them out over Friday 5th and Saturday 6th of February and Friday, 12th and Saturday 13th. The slots are likely to be 3-5pm on Fridays and 10-12 on Saturdays.

The tree will be collected from Colden Common Park, with instructions of how to plant, some topsoil, a stake and a tie.

We will have volunteers in place to help, but at all times a member of the Parish Council will be on site and access to the Bowls Terrace will be supervised at all times by a member of the Parish Council.

We will have Covid secure protocols in place and a risk assessment for the collection of the trees.

Social distancing measures will be in place and included in the risk assessment given to all volunteers.

The final details will be communicated by the Parish Information Service.

Insurance Claim The Clerk hopes to have a verbal update from the insurance company at the meeting.

Illegal encampment gates The illegal encampment gates are fully installed.

Condition of Boyes Lane access road The Clerk and a Boyes Lane resident have been in contact with the owner of the access road regarding the potholes. The Clerk has expressed in writing the health and safety concern. The owner’s agent has indicated that they will be in touch when they have spoken to their client.

Bowls Store roller door Temporary repairs have been made and a quotation has been received for recommended works.

Outdoor Gym The Outdoor Gym installation starts on 28th January 2021. An article has been placed in the village newsletter regarding the gym. This will also be sent out on the Village Information Service. National Lockdown guidance is that outdoor gym facilities must remain closed.

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Agenda number 59/19

To update on the Recreation Committee project budget for 2020-21 and discuss the resurfacing of the footpath from New Road to the Recreation Ground

The 2020-21 Recreation Committee project budget currently stands as follows: -

Committed Budgeted Item Actual Notes Cost Cost Fencing Colden Common Park play area £14,000 £7,469 Complete

New equipment Green Toddler park £5,000 £5,342 Complete

Skateboard park lighting £7,000 £4,305 Complete

Recreation ground pavilion consultancy £6,000 £6,000 Committed costs, part invoice due

Noticeboard at Colden Common Park £1,000 £1,000 Ordered under delegated powers

New Road to Rec Footpath £7,000 £0 Awaiting more quotes

CCP Car park improvements £15,000 £2,811 Potentially additional costs Committed and under construction Actual Outdoor gym equipment £11,000 £16,743 cost £26,743, offset with a grant of £10k

Total £66,000 £43,670 -£22,330

At the last meeting held on the 29th June, the Committee resolved to surface the area with scalping’s and instructed Rocon for this work. When the order was placed, Rocon increased the quotation and the order was abandoned.

Another quote was received from Scandor.

The Clerk has approached 3 more ground/landscaping contractors to quote for this footpath and will report back shortly. Quotes for Tarmac and scalping’s have been requested.

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Agenda number 60/19

To update on the resurfacing of Colden Common Park Car Park and resolve any further works required from the project budget for this purpose in the financial year 2020-21

Cllr’s Veck, Boyes, Izard and Pearson met at Colden Common Park with Scandor to review the Car Park surface.

A verbal update on the conversation will be given at the meeting.

A quotation for additional recommended works has been requested from Scandor to be received before Friday, 29th January 2021, and this will be circulated to Councillors as soon as it is received for further discussion and resolution at the meeting.

The Heras fencing (provided by Scandor free of charge) which is protecting the soft areas of the car park will be rearranged over the following dates to open up areas of the car park which are hard enough to drive on.

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Agenda number 61/19

To receive information in respect of income and expenditure relating to sports facilities from 2015 to date.

To resolve if the Committee wants to develop a policy in terms of parity in relation to sports facilities in the village.

If a parity policy is favourable, what steps and further information is required to develop it

An analysis of income and income and expenditure, per sport is attached in the following pages. Also included is details of the historic costs of directly employed grounds staff, and details of the grounds contract which is now in place. (See appendix A)

Summary

Little income is generated from Colden Common Park and the Recreation Ground. Colden Common Park pavilion income reduced significantly when the pre-school closed, and fitness classes ceased due to Covid restrictions.

Football income has been declining since 2015. The decline started with Colden Common Football Club reducing from 4 teams to 3, then 2, then moving completely to Otterbourne. At Otterbourne they have a lease for the pavilion and 1 adult pitch. The Club wanted to play at the Recreation Ground with a pavilion which met step 7 football facilities which Colden Common Parish Council did not wish to provide due to the facilities already being available at Colden Common Park. The Club played at Colden Common Park briefly before their move.

The figures in Appendix A need to be considered along with the notes1. For instance, the Cricket Club in the first few years shows high income and low cost, this is because the cost of maintaining the square was covered by Parish Council employed grounds staff. This staff cost is not split out into the different functions/areas they maintained. Now this agreement has changed, as the Cricket Club maintain the square themselves in lieu of no hire charge a similar agreement to the Bowls Club. The Cricket provision still has some cost in the grounds contract, which also is not split out into all the different functions/areas in the village.

The cricket nets were refurbished in 2016, at a cost of £10,960. This has not been included in direct costs to the cricket club as they were provided and available to all in the village. Of the £10,960, the Cricket Club contributed £1,440, the Parish Council £6,180 with the remainder funded by grants secured by the Parish Council.

The Tennis Club shows the grant we made to them for the Tennis Refurbishment. The Parish contributed a lot more than £20K, but this was offset with grants.

All bookings, projects and grants application use Parish Council staff resource, but this is not shown in the accounts by sport.

1 Please note the bowls club information has been updated since the original submission. Page 15 of 24

Prior to 2014/15 the Bowling Green patio and the Pavilion had asset investment, paid for by the Parish Council. The investment was to convert an old storeroom into a useable “club room” for the Bowls Club. This was so that the main room in the pavilion would be available to hire. It was subsequently hired by a pre-school at a cost of £4 per hour, which later folded. The patio area of the Bowls Club was also re-laid as it was uneven and dangerous. The conversion of a storeroom in the pavilion to a Club room for the Bowls Club was approx. £14k. This took place in 2009. As part of this project, the Parish Council built another storage shed which is next to the “tractor store” at a cost of £22,500. This was to house some of the items kept in the pavilion store. Currently, this is mainly used as a store for bowls club equipment.

What is required now is to agree what the Parish Council is trying to achieve and what further information is required to achieve this outcome.

Please refer to Appendix A

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Agenda number 62/19

To review and approve the licenses for the Bowls and Cricket Clubs for 2021 season.

The season licences for the Cricket Club and Bowls Club need to be approved and issued for the coming season.

Both Clubs have an arrangement where they incur no pitch fees in exchange for preparing the playing surfaces at their own costs.

Considerations for the Council

Cricket License (Appendix B)

• The Cricket Club agreement could be more explicit in terms of free pitch hire. It does specific the use of the Neil Smith Suite (between noon and 8pm) in exchange for preparing and maintaining the cricket wicket.

• The Cricket Club intends to have Sunday matches this year and no agreement is in place for this arrangement in terms of pitch fee or room hire fee as this will prevent hire of the pavilion. The Council will need to consider its position on this.

• The Council is responsible for the year end renovations.

• The equipment used to maintain the square is owned by the Parish Council and currently is insured and serviced by the Parish Council.

• Consideration of utility costs

Bowls Club License (Appendix C)

• No clause exists for public access / public rink.

• No clause exists to clarify the responsible of the sprinkler system close and or maintenance.

• Consideration of utility costs

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Agenda number 63/19

To resolve to suspend standing orders and recommend to the Full Council to place an order, for a free-standing water tank to service the bowling green sprinkler system to be completed in the new financial year.

Background

The Recreation Committee first considered this item at the meeting on the 26th May 2020.

Currently, the sprinkler system is not ideal as the pump is being fed by domestic water tanks in the loft space which are in a very confined space and difficult to clean and maintain. Due to tank capacity, the sprinkler system must be programmed to irrigate one area, stop, refill the tanks and move onto the next area. This is repeated on a programme when the tanks have refilled.

The legionella risk assessment2 recommend that the tanks are cleaned, and new covers fitted. The quote to clean the tanks was received at £2,000. Due to the high cost of this work a second quote to clean the tanks was sought. This second quote found a leak on the join from one tank to the other. This leak has rotted out the board one tanks sits on and will eventually rot the joist. A temporary fix has been made, but a full fix will require the pavilion roof coming off to provide access. Due to the high cost of the works required, the Clerk contacted specialist irrigation company Quality Irrigation to quote to install an external tank. This would resolve the leak and access issues going forward, improve health and safety and resolve cleaning issue in relation to legionella management.

The quote received from quality irrigation is for works as follows: -

• For supply and installation of a 6,500 surface mounted tank (2600mm in diameter) sufficient capacity for the complete irrigation cycle of the bowling rink area.

• Due to the stability required of the slab (taking a load of 6,500 tonnes) It is recommended by the contractor that the existing slab which borders the bowls fence is not suitable. The area in the picture below is recommended as the location.

2 28th January 2019 with a review January 2021 Page 18 of 24

• This proposed location does not impact any possible expansion of the pavilion / Green room which is a concern of the Bowls Club.

• The tank to be supplied will have a lockable access hatch to reduce the risk of any accidents by anyone accessing the tank lid.

• The quote included laying a slab of suitable size for the tank to stand on (3000 mm square). The Parish Council would need to clear the land of all foliage. The quotation allows for a slab to be layed 200mm thick. Excavation of the earth on a prepared area is included, but its removal from site is not. The Parish would need to provide a skip or an area very close by to store the soil on site.

• Once the slab is set the tank will be installed on the slab and at the same time excavation works will cut a trench from the tank to the pump house so the necessary connections can be made. The tank will be fitted with an isolating valve at its outlet.

• The pipework from the loft will be cut off as near as possible to the ceiling and it is the Parish Council responsibility to remove the loft tanks (if required) and dispose of them.

• Should a new water meter be required to monitor the use of water, this will be an extra £410 plus VAT.

• Rainwater harvesting is not recommended as not proven effective. When water is needed (during the summer months) it does not rain. When it rains the sprinkler is turned off manually by the bowls club. 6,500 litres of water will run the sprinklers on one cycle of watering in dry weather, the watering system is programmed to run overnight.

This new external tank will offer improved health and safety and ease of maintenance and cleaning.

Normal lead time on delivery of the tank is 10 working days.

Page 19 of 24

On the 29th of June, the Recreation Committee made the following resolution.

It was resolved to suspend financial regulations and accept the quote from Quality Irrigation for the supply and fit of a new external tank at the cost of £4,995 plus VAT to include a new concrete base, all pipe work, including cutting the supply to the tanks in the loft, but not removing the tanks in the loft.

It was also resolved that if the Cil funding grant application is not determined by the next Parish Council meeting, or that an update has not been received to confirm a decision is imminent, that the Recreation Committee recommend to the Parish Council that the project is funded through savings made on other projects contained in the Recreation Committee budget this year.

The CIL grant application was unsuccessful, but the 2021-22 budget has made a provision in the Recreation Committee budget line of £6,000.

Recommendation

The Committee resolve to suspend financial regulations and accept the quote from Quality Irrigation for the supply and fit of a new external tank at the cost of not more than £6,0003 plus VAT to include a new concrete base, all pipe work, including cutting the supply to the tanks in the loft. This quote does not include removing the tanks in the loft. The work to be commissioned for the new financial year.

3 May’s quotation may have increased, this leaves the Clerk room to negotiate. Does the Committee require a water meter fitted? Page 20 of 24

Agenda number 64/19

To receive a quotation for bollard barriers at Colden Common Park and agree further information actions required.

Background

At a meeting of the Recreation Committee on the 11th of November a page was presented on 3 different options and quotations for automated security gates/bollards at Colden Common Park.

It was resolved at that meeting to continue to investigate a firm quotation from a company which installs automated bollards and a sum of £15,000 was provided in the 2021-22 budget ear marked for this purpose.

After a site visit which was attended by the Clerk, Cllr’s Veck and Boyes, the following quotation has been received.

Further to our meeting at the above address. It was good to meet you and your colleagues to discuss this project in detail.

As you will recall we discussed quite a few options regarding the system and installation. Given the criteria I feel the best method to restrict access to vehicles at the Boyes Lane Car park would be with vandal resistant automated vehicle bollards. These will stop vehicle access during certain hours but allow pedestrian foot traffic without compromise.

In brief, we propose the installation of 2 no. automated bollards with LED illumination across a 3.6 – 4metre opening. The remaining opening width is then restricted with a combination of fixed static mole posts & lockable retractable mole posts to accommodate the need for extra wide vehicles. The automation and access control requirements through the entrance can controlled by a combination of our MLT GSM intercom controller with integral timer and programable relays, text message control, authorised dial in release, free exit vehicle detection loop, and remote transmitters.

To avoid confusion please note these costs are based on the following assumptions detailed in the Installation Specific Notes, if we have misunderstood your requests or missed any items please let me know and I will revise the quotation accordingly. As follows:-

Page 21 of 24

Installation Specific Notes A 230v 13-amp electrical supply is required for automated systems, this supply is to be provided externally to the property adjacent to the gate. The electrical supply is deemed to be in accordance with the current wiring regulations. An allowance has been made to dispose of waste with a medium mini skip being collected by others. If required additional waste removal is charged at £114 inc vat per 1 tonne / 1 cubic yard full or part waste bag collected. Any existing equipment utilised is deemed to be fully operational & serviceable. Existing equipment is not covered by any warranty or guarantee. All gates, automation & access control equipment is being supplied by ASAS. All gate automation & control wiring will be supplied & installed by ASAS. All quoted prices will be subject to VAT at the prevailing rate. All works are to be carried out during office hours. ASAS Terms & conditions apply.

As follows:-

AUTOMATED RISING BOLLARDS Installation Work Dig footings & foundations for 2 no. automated bollards. Removal of localised surface for drainage, ductwork, gate controls & system cabling. 2 no. Cast in ground bollard foundation cases. 2 no. Cast in ground lockable retractable galvanised steel mole posts. 3 no. Cast in ground fixed galvanised steel mole posts mole posts. 2 no. Cast in ground lockable retractable mole posts. Cast in ground lockable retractable mole posts. 1 no. Installation of localised containment as required for system wiring and controls. 1 no. External control cabinet enclosure. Automation Equipment 2 no. Underground electro mechanical retractable bollards. 2 no. LED illumination kits. 1 no. Radio receiver board. 1 no. System control panel with enclosure. 1 no. Safety controller. Safety Equipment 2 no. Safety vehicle detection direct burial inductive loops. Access Control 1 no. Vehicle Free exit vehicle detection inductive loop installed up to 5 metres from entrance gates to lower bollards automatically when a vehicle is detected. 2 no. Hand held radio transmitters for remote operation of gates. 1 no. Surface fireman switch to lower bollards. Please note that this control will only work if the system is fully operational and has no damage or faults. 1 no. GSM MLT wireless intercom. The external surface mounted audio station is to be located in a position to be agreed.

Page 22 of 24

When the call button on the outstation is pressed this will ring the pre-programmed number, on answering the call a two way conversation can take place, you then use the telephone keypad to control the bollards. Features: Gate release by pressing digits on your phone keypad. Independent text message control of gates & access control items (exit/entry loops, entry/exit buttons). Gate release by pressing digits on your phone keypad. Free access for authorised Users by calling the SIM card in the system. Vehicle gate release from your phone handset. Timed trades free entry button for free entry during certain hours. Timer to control other devices. Coded entry through vehicle gates. Coded hold open facility for vehicle gates. Independent text message control of gates & access control items (exit/entry loops, entry/exit buttons) . (NB: Unit requires sim card to be provided by others)

Installation Cost £12520.00 + vat

AUTOMATION OPTIONS (Prices only applicable if carried out at time of installation) i) 1 no. Additional remote radio transmitter to operate gates. Cost £22.00 Each + vat ii) 1 no. Recommended ASAS GSM Intercom Premier Gold Plan SIM plan for existing GSM Intercom. 5 Remote GSM programming changes included each month. Inclusive minutes each month. Unlimited text messages each month. 12 Month contract. Cost £178.00 Inclusive of VAT per annum

General Notes All quoted prices will be subject to VAT at the prevailing rate. ASAS Terms & conditions apply.

HEALTH & SAFETY This quotation has been prepared on the basis of Health and Safety information provided to us at the time of the survey. A risk assessment is carried out at this time taking into consideration the use & requirements of the automation system. Safety protection was designed around this assessment. On completion of the system the relevant handover & testing documentation will be provided. After industry standard force testing of the automation system there may be the requirement to install additional safety edges. No allowance has been made for this work. If the safety requirements recommended is declined by the client it is deemed that they are fully aware of their obligations and responsibilities and the action is deemed as a disclaimer. ASAS accept no responsibility for any injury or damage as result of the recommendations not being carried out.

If you have any further queries or questions, please let me know. I look forward to receiving your further instruction.

Page 23 of 24

Recommendation

That the Clerk seeks references and if possible, site visits a similar installation locally.

The Clerk confirms the cost in writing for installation of the electrical supply and produces a document which outlines the total cost, references, functionality of the bollards in detail (in practice) and list the benefits.

That the Committee review the details as above, raise any question or queries and consider a resolution at the next Recreation Committee. Date to be confirmed.

Page 24 of 24

Recreation Committee Meeting papers - 1st February 2021

Agenda Item 61/19 - Appendix A 2014-15 2015-16 2016-17 2017-18 2018-19 2019-20 2020-21 Colden Common Park Income Colden Common Football Club 1,040.00 1,010.00 1,105.00 1,198.39 1,382.92 5,736.31 Colden Common Youth Football Club 2,047.00 1,556.00 1,680.00 1,706.07 1,692.68 1,667.82 874.00 11,223.57 Sporting Wessex 814.00 500.00 1,314.00 Total Colden Common Park Income 3,087.00 2,566.00 2,785.00 2,904.46 3,075.60 2,481.82 1,374.00 18,273.88

REC CHARITY INCOME Colden Common Football Club 820.00 2,080.00 1,755.00 881.90 331.50 5,868.40 Colden Common Youth Football Club 637.00 507.00 1,019.00 661.60 1,529.33 1,218.94 513.00 6,085.87 Rising Sun FC 130.00 650.00 484.10 1,264.10 Total Recreation ground Income 1,457.00 2,717.00 3,424.00 2,027.60 1,860.83 1,218.94 513.00 13,218.37

TOTAL INCOME BOTH PARKS 4,544.00 5,283.00 6,209.00 4,932.06 4,936.43 3,700.76 1,887.00 31,492.25

EXPENDITURE Aeration football pitches 280.00 850.00 1,130.00 Verti draining pitches 600.00 600.00 Weedkilling 5 football pitches 831.60 831.60 Fertiliser application 440.00 440.00 New goals posts x 2 2,895.00 2,895.00

TOTAL EXPENDITURE 280.00 - - 440.00 3,745.00 1,431.60 - 5,896.60

PROFIT / (SUBSIDY) 4,264.00 5,283.00 6,209.00 4,492.06 1,191.43 2,269.16 1,887.00 25,595.65

Notes

Colden Common Football Club now have a lease for the ground at Oakwood Park, Otterbourne, hence income since 2018 Expenditure does not include line marking the pitches Expenditure does not include cleaning the pavilion or any pavilion maintenance, energy, water etc Expenditure does not include wear and tear on the car park It is not known how many members Colden Common Youth Football Team have It is not known how many members of Colden Common Youth Football Team live in the village 2014-15 2015-16 2016-17 2017-18 2018-19 2019-20 2020-21 CCPC INCOME Cricket Club 1,040.00 980.00 1,105.00 1,198.39 100.00 Twyford Colts 2,047.00 1,586.00 1,680.00 1,706.07 133.32 Fair Oak Youth Cricket 66.66 TOTAL INCOME 3,087.00 2,566.00 2,785.00 2,904.46 199.98 100.00 -

EXPENDITURE End of season cricket maintenance 320 360 376.5 362.5 768 844.5 864.5 Verti draining cricket square 100 100 100 120 202

TOTAL EXPENDITURE 320 460 476.5 462.5 888 1046.5 864.5

PROFIT / (SUBSIDY) 2,767.00 2,106.00 2,308.50 2,441.96 - 688.02 - 946.50 - 864.50

Notes Expenditure does not include the cost of maintained the cricket wicket which was performed by our grounds staff until In 2018, the Cricket Club took over cutting of the square, employed their own contractor in lieu of no hire charge Prior to 2018 the Parish Grounds Team maintained the cricket square fully, which was probably 10 hours work a week Expenditure does not include cutting the boundary every week during the playing season Expenditure does not include cleaning the pavilion or any pavilion maintenance, energy, water etc Expenditure does not include wear and tear on the car park It is not known how many members the cricket club has It is not known how many members live in the village 2014-15 2015-16 2016-17 2017-18 2018-19 2019-20 2020-21 CCPC INCOME Bowls Club 4,800.00 4,800.00 5,650.00 5,350.00 100.00 100.00 100.00 Extra contribution 378.00 1,100.00 500.00 TOTAL INCOME 4,800.00 5,178.00 5,650.00 6,450.00 100.00 600.00 100.00

GENERAL EXPENDITURE Maintenance Contribution 3,964.00 3,964.00 3,964.00 3,964.00 Repairs 123.20 460.00 650.00 82.08 84.30 Materials purchase 564.49 427.43 660.50 100.00 Irrigation service 484.00 410.00 410.00 Top dressing 580.00 New gate 200.00 Renovate Bowling Green 1,650.00 1,650.00

TOTAL EXPENDITURE 5,135.69 5,581.43 7,144.50 6,364.00 82.08 - 84.30

CAPITAL EXPENDITURE Bowls Pump 3,055.00 Relay Side and rear of green pation slabs - 7,800.00 Total Capital - 7,800.00 - - - 3,055.00 -

PROFIT / (SUBSIDY) - 335.69 - 8,203.43 - 1,494.50 86.00 17.92 - 2,455.00 15.70

Notes In 2009 a plant room was converted for the sole use of the Bowls Club - renamed the Green Room at a cost of £14K Moving the Bowls Club out of the pavilion and into their own "room" allowed the PC to rent the main space which was eventually let to a pre-school IN 2011 The Bowls Green Terrace was relaid, cost paid for by the Parish Council £6,960 To 2017 we had a complicated arrangement for which we charged them rent and they charged us to maintain the green In 2018 a new lease was neogiated, we charged them a nominal rent, they mantained the green fully Expenditure does not include cleaning the pavilion or any pavilion maintenance, energy, water etc Expenditure does not include wear and tear on the car park

2014-15 2015-16 2016-17 2017-18 2018-19 2019-20 2020-21 CCPC INCOME Tennis Court Rent 222.00 716.36 72.00 Total Income 222.00 716.36 72.00 - - - -

EXPENDITURE Annual Rent Land adjacent to Orchard Close - - 50.00 50.00 50.00 50.00 50.00 CCPC Grant for Tennis Courts 20,000.00 - - 20,050.00 50.00 50.00 50.00 50.00

PROFIT / (SUBSIDY) 222.00 716.36 - 19,978.00 - 50.00 - 50.00 - 50.00 - 50.00

Notes The Tennis Court project was just under £100,000 but the majority was funded through grants and Tennis Club getting a loan The Tennis Club has a separate meter for electricity and charged accordindly The Tennis Club is NOT charged for water or adhoc use of the pavilion Wear and tear on the car park is not charged Tennis Courts are on a full repairing lease The courts are insured by the Tennis Club Colden Common Park Pavilion 2014-15 2015-16 2016-17 2017-18 2018-19 2019-20 2020-21 Total room rental Income 12,106.00 18,145.00 7,890.00 4,362.00 3,431.00 3,759.00 -

Utility Bills Colden Common Park Water 882.41 1,046.35 676.92 851.29 1,377.59 1,082.80 1,312.47 Electricity 3403.94 2720.10 4100.16 2,163.00 2,210.00 3,847.00 708.00 Total utilities 4,286.35 3,766.45 4,777.08 3,014.29 3,587.59 4,929.80 2,020.47

Ground staff cost incl Pension and NI 37,248.61 47,974.00 47,106.00 45,543.00 5,233.49 9,859.60 4,040.94 1 Full Time, Move to Employees 2 Full time 2 Full time 2 Full time 1 Part Time contractors

Green Smile Grounds Contract split into 2 parts: Original tender - land outside of the two recreation grounds 14,394.00 14,394.00 14,394.00 Tender extentions - Added in Recreation grounds when direct labour resigned 16,410.00 16,410.00 16,410.00 TOTAL 30,804.00 30,804.00 30,804.00

Ground staff costs were approx £47K annually PLUS costs for maintenance of the machinery we had. Service disruption from sickness, holidays New grounds contract is £31K a year with no additional costs for machinery, sickness and no hoilday cover

Relating to the sports clubs, the extension part of the contract covers grass cutting and marking of pitches, Leaf blowing of the cricket nets, litter picking, cutting the cricket boundary and line marking of football pitches at Colden Common Park and the Recreation Ground. This extension amount also covers shrub pruning, tree/hedge works at both sports grounds and the CCCC car park, health and safety checks of play areas and noticeboard work. It is hard to split this £16,410 over each separate area.

The original tender began on 9th April 2018 The extension began on 10th September 2018 Runs for 5 years from September 2018

Pavilion income notes In 2016 the pre-school at Colden Common Park closed. Appendix B – Cricket License agreement

THIS AGREEMENT is made the First day of April 2020 between

(1) Colden Common Parish Council of Parish Council Office, Community Centre, St Vigor Way, Colden Common, Winchester, (“the Council”) and (2) Colden Common, Otterbourne and SW Cricket Club (“the Club” of The Neil Smith Suite, Colden Common Park, Boyes Lane, Colden Common, Winchester, Hants, SO21 1TA

acting through its Chairman Geoff Edwards - 3 Lower Swanwick Rd, Lower Swanwick, Southampton, SO317HG and its Secretary Nigel Champion - 8A Ash Close, Romsey, SO515RX

NOW IT IS AGREED AS FOLLOWS:

1. Definitions and interpretations in this Agreement

1.1 “the Park” means Colden Common Park, Boyes Lane, Colden Common.

1.2 words importing one gender shall be construed as importing any other gender.

1.3 words importing the singular shall be construed as importing the plural and vice versa.

1.4 references to persons shall include bodies corporate.

1.5 the clause heading do not form part of this agreement and shall not be taken into account in its construction or interpretation.

2. Licence Subject to Clause 3 the Council now grants to the Licensees the rights set out in sub clauses 2.1 to 2.3 below with the intent that the said rights shall be enjoyed by the Licensees and all persons being members of the Club.

2.1 The right for the Club to have priority use of the cricket square at the Park on a Saturday during the period from May 2020 to the end of August 2020.

2.2 Subject to availability, requested in writing and confirmed in writing by the Clerk, the right for the Club to use changing facilities in the pavilion and Neil Smith Suite for matches between noon and 8pm for the duration of this agreement.

2.3 The Council shall not be liable to the Club or its members for any personal injury damage loss or inconvenience caused to them or any goods or property brought by any person into the Park it being the intention of and agreed between the parties to this agreement that the Club and its members, visitors and employees shall do so at their own risk and the Club will hold its own insurance a copy of which shall be handed to the appropriate officer of the Council prior to the commencement of each season.

3. The Club’s undertaking The Club agree and undertake with the Council as follows:

3.1 To advise the appropriate officer of the Council in advance in writing when and what facilities at the Park are required.

3.2 To carry out the cricket square preseason and wicket preparation and maintenance tasks as detailed in the maintenance schedule shown on appendix 1 for the Clubs matches and adhoc wickets required by other hirers, if 7 days’ notice given to the club by the Parish Council.

Preparation of the square and wickets pre and during the season, is the sole responsible of Colden Common and Otterbourne Cricket Club with all employment liabilities and associated costs the sole responsibility of the club.

3.3 To keep the Cricket Scorebox clean and tidy at all time.

3.4 To maintain such records as may be required by the Council and in such form as shall be prescribed by the Council and made available for financial purposes.

- 1 - 3.5 To ensure that all changing and other facilities to which the Club has been granted access are kept in a clean and tidy condition at all times.

3.6 To use all equipment provided by the Council applicable to use or the Cricket square in accordance with the manufacturer’s recommendation. To advise the Clerk in writing of any repairs or maintenance required to machinery. To provide VAT receipts for any fuel purchased for the roller or mower to the Council for reimbursement.

3.7 To ensure that all equipment provided by the Council is not removed from the Park and is properly and securely stored in the storage areas provided for that purpose.

3.8 To observe such rules and regulations as the Council may make including

To request permission from the Parish Council before applying for temporary event licenses for the sale of alcohol.

Not to impede in any way the Council or its officer’s servants or agents in the exercise of the Council’s rights of possession or control of the Park.

Not to alter nor add to the building nor to install furniture, equipment, fixtures or fittings without the prior written consent of the Council.

4. Council’s undertakings The Council undertakes with the Club as follows:

4.1 To use its reasonable endeavours to ensure that Boyes Lane and the access track leading there from shown coloured brown on the Plan are kept clear of obstruction and in a fit state for vehicular use.

4.2 To seek advice as required of an appropriate and competent person or organisation to give an opinion on the condition of the cricket square and its management by the Cricket Club, and in particular on its fitness for the playing of competitive cricket.

4.3 To use its best endeavours to secure the free and uninterrupted flow of electricity and water under or over Boyes Lane and other land not in the Council’s ownership as is necessary to secure the proper servicing of the Park and building.

4.4 To maintain the car park in a proper and usable condition for the parking of vehicles or transport.

4.5 Subject to the maintenance tasks being completed in line with 3.2 of this agreement, the right for Colden Common and Otterbourne Cricket Club to use the cricket square, changing facilities and the Neil Smith Suite without charge from noon to 8pm for a maximum of 18 matches to be pre-booked in writing.

5 General provisions 5.1 The terms and conditions of this agreement may be withdrawn or amended at the discretion of the Council and upon the giving of ninety days’ notice to the Club of such withdrawals or amendments.

5.2 This Agreement may be terminated immediately by notice given by the Council if the Club shall have failed for a period of 28 consecutive days to remedy any breach (capable of remedy) of any of the covenants and conditions contained in this agreement after being required to remedy such breach by notice in writing from the Council specifying the breach and requiring it to be remedied. Such notice to be sent by recorded delivery post addressed to the Secretary of the Club.

5.3 It is agreed between the parties that this Agreement constitutes a licence and confers no tenancy on the Club.

5.4 The Club is the sole beneficiary of the Licence and it cannot be transferred to any other organisation club business or person and it has no monetary value and cannot be assigned at any time.

- 2 -

5.5 This agreement shall continue for a period of one year from the date of the agreement and may be renewed for a further period or periods of similar or greater duration upon application in writing by the Club to the Council and at the sole and absolute discretion of the Council so long as the Club has properly fulfilled its obligations as provided for in this agreement.

5.6 Should the Council decide to sell or otherwise dispose of the Park; this licence has no monetary value and no compensation will be paid by the Council to the Club.

Signed on behalf of Colden Common Parish Council

………………………………………….. Clerk

………………………………………….. Witness

Signed on behalf of Colden Common and Otterbourne Cricket Club

…………………………………………... Chairman

…………………………………………… Secretary

…………………………………………… Witness

- 3 -

Preseason 1. Roll square in different directions from March until May (Weekly) 2. Drag brush once a fortnight and when at site to disperse dew 3. March, reseed and bare or thin areas on ends

Wickets 1. In April Square the Square and market wick positions by dots and dashes

2. Preparation for matches, mow, scarify, brush and roll, preceded by Watering if required to mark out 3. Repair used wickets immediately after wickets have been used and re-seed worn areas

Renovation of the square To be recommended to the Council The Council to place any such orders in consultation with Cricket Club for any renovations to the square The Club to inspect the square weekly during Autumn/Winter months for problems with worms, disease etc. and report to the Council

- 4 - Appendix C – Bowls Club license

THIS AGREEMENT is made the First day of April 2020 between

(1) Colden Common Parish Council of Parish Council Office, Community Centre, St Vigor Way, Colden Common, Winchester, Hampshire (“the Council”) and (2) Colden Common Bowling Club (“the Club” of The Bowling Green, Colden Common Park, Boyes Lane, Colden Common, Winchester, Hants, SO21 1TA Hampshire acting through its President Derek Conway, The Swallows, Portsmouth Road, Fishers Pond, , SO50 7HF and its Secretary Barry Pitman 3 Dragonfly Way, Allbrook, Eastleigh, Hants, SO50 4DD

NOW IT IS AGREED AS FOLLOWS:

1. Definitions and interpretations in this Agreement

1.1 “the Park” means Colden Common Park, Boyes Lane, Colden Common.

1.2 “the Plan” means the plan annexed to this agreement edged in orange.

1.3 words importing one gender shall be construed as importing any other gender.

1.4 words importing the singular shall be construed as importing the plural and vice versa.

1.5 references to persons shall include bodies corporate.

1.6 the clause heading do not form part of this agreement and shall not be taken into account in its construction or interpretation.

2. Licence

Subject to Clause 3 the Council now grants to the Licensees the rights set out in sub clauses 2.1 to 2.5 below with the intent that the said rights shall be enjoyed by the Licensees and all persons being members of the Club.

2.1 The right for the Club to have sole use of Bowling Green situated at the Park during the period from 15 April to 30 September.

2.2 Subject to availability, requested in writing and confirmed in writing by the Clerk, the right for the Club to use changing facilities in the pavilion at the Park for the duration of this agreement .

2.3 The right for the Club to use have exclusive use of the Green Room at the Park for the period shown in clause 2.1.

2.4 To be responsible for the cleanliness and the hygiene of the Green Room during the period shown in clause 2.1

2.5 The Council shall not be liable to the Club or its members for any personal injury damage loss or inconvenience caused to them or any goods or property brought by any person into the Park it being the intention of and agreed between the parties to this agreement that the Club and its members shall do so at their own risk and the Club will hold its own insurance a copy of which shall be handed to the appropriate officer of the Council prior to the commencement of each season.

3. The Club’s undertaking

The Club agree and undertake with the Council as follows:

3.1 To advise the appropriate officer of the Council in advance in writing when and what facilities at the Park are required, other than use of the bowling green.

3.2 To advise the appropriate officer of the Council in advance in writing when exclusive use of the Neil Smith Suite in the pavilion at the Park is required at a pre-agreed rate when more than 5 dates are requested. (5 dates are provided free of charge)

- 1 - 3.3 To advise the appropriate officer of the Council in advance in writing when exclusive use of the Neil Smith Suite in the pavilion at the Park is required for evenings throughout the season for Southampton and District league matches, subject to prior negotiation with other authorised users and invoiced accordingly.

3.4 To carry out the maintenance tasks as detailed in the maintenance schedule shown on appendix 1

3.5 Subject to the maintenance tasks being completed in line with 3.4 of this agreement, to pay to the Council the sum of £100.00 per annum as determined by the Council for the use of the Bowling Green and Green Room for the April to September season, in October including water and electricity.

3.6 To maintain such records as may be required by the Council and in such form as shall be prescribed by the Council and made available for financial purposes.

3.7 To ensure that all changing and other facilities to which the Club has been granted access are kept in a clean and tidy condition at all times.

3.8 To use all equipment provided by the Council applicable to use of the Bowling Green in accordance with the manufacturer’s recommendation. To advise the Clerk in writing of any damage, wear and tear of the equipment. The Bowls Club to arrange servicing, replacement or repair by a company qualified to provide such replacements or to carry out such repairs and settle the accounts directly with the supplier accordingly

3.9 To ensure that all equipment provided by the Council is not removed from the Park and is properly and securely stored in the storage areas provided for that purpose.

3.10 To be run by a Committee in accordance with a constitution in a form approved by the Southampton and District Bowling Association or other body responsible for the organisation of bowling a copy of which shall be given to the appropriate officer of the Council.

3.11 To be affiliated to the Southampton and District Bowling Association or other body responsible for the organisation of bowling.

3.12 To indemnify the Council and keep the Council indemnified against all losses claims demands actions proceedings damages costs or expenses or other liability arising in any way from this agreement any breach of any undertakings on the part of the Licensees contained in this Clause 3 or the exercise or purported exercise of the rights granted in Clause 2.

3.13 To observe such rules and regulations as the Council may make and of which the Council shall notify the Licensees from time to time governing the use of the Park.

3.14 Not to impede in any way the Council or its officer’s servants or agents in the exercise of the Council’s rights of possession or control of the Park.

3.15 Not to alter nor add to the building nor to install furniture, equipment, fixtures or fittings without the prior written consent of the Council.

3.16 To ensure that all equipment in The Green Room is insured and fit for use with correct portable appliance testing

4. Council’s undertakings

The Council undertakes with the Club as follows:

4.1 To use its reasonable endeavours to ensure that Boyes Lane and the access track leading therefrom shown coloured brown on the Plan are kept clear of obstruction and in a fit state for vehicular use.

4.2 To seek advice as required of an appropriate and competent person or organisation to give an opinion on the condition of the Bowling Green and its management by the Bowls Club, and in particular on its fitness for the playing of competitive bowls.

- 2 - 4.3 To use its best endeavours to secure the free and uninterrupted flow of electricity and water under or over Boyes Lane and other land not in the Council’s ownership as is necessary to secure the proper servicing of the Park and building.

4.4 To maintain the car park in a proper and usable condition for the parking of vehicles or transport.

General provisions

5. The terms and conditions of this agreement may be withdrawn or amended at the discretion of the Council and upon the giving of ninety days’ notice to the Club of such withdrawals or amendments.

6. This Agreement may be terminated immediately by notice given by the Council if the Club shall have failed for a period of 28 consecutive days to remedy any breach (capable of remedy) of any of the covenants and conditions contained in this agreement after being required to remedy such breach by notice in writing from the Council specifying the breach and requiring it to be remedied. Such notice to be sent by recorded delivery post addressed to the Secretary of the Club.

7. It is agreed between the parties that this Agreement constitutes a licence and confers no tenancy on the Club.

8. The Club is the sole beneficiary of the Licence and it cannot be transferred to any other organisation club business or person and it has no monetary value and cannot be assigned at any time.

9. This agreement shall continue for a period of one year from the date of the agreement and may be renewed for a further period or periods of similar or greater duration upon application in writing by the Club to the Council and at the sole and absolute discretion of the Council so long as the Club has properly fulfilled its obligations as provided for in this agreement.

10. Should the Council decide to sell or otherwise dispose of the Park, this licence has no monetary value and no compensation will be paid by the Council to the Club.

Signed on behalf of Colden Common Parish Council

………………………………………….. Clerk

………………………………………….. Witness

Signed on behalf of Colden Common Bowling Club

…………………………………………... President

…………………………………………… Secretary

…………………………………………… Witness

- 3 -

Appendix 1

April April Daily brushing to remove dew to prevent disease outbreak Open up season on as high cut as possible Several light rollings Grounds team to cut Mon's, Wed's & Fri's weeky Switch greens as required Commission irrigation system

May May Daily brushing to remove dew to prevent disease outbreak Cut at 6mm or higher for a long as possible Switch greens as required Grounds team to brush and cut Mon's, Wed's & Fri's weeky before 1pm to not interfere with play

June June Brushing Tues, Thurs, Sat & Sun to remove dew to prevent disease outbreak Verti-Cut and Groom Switch greens as required maintain growth at 5MM 3 x times a week as above Solid line spiking before 1pm to not interfere with play Manage irrigation system

July July Scarifying/ verticutting as directed by Grounds staff Manage irrigation system Ensure rink usage is spread sideways on a regular basis and Manage cutting length depending in weather, cut three Mon, Wed & Fri rinks turned 90 degrees daily to avoid runs developing before 1pm to not interfere with play Brushing Tues, Thurs, Sat & Sun to remove dew to prevent disease outbreak

August August Scarifying/ verticutting as directed by Grounds staff Purchase and application of fertiliser Ensure rink usage is spread sideways on a regulary basisand Manage cutting length depending in weather, cut three Mon, Wed & Fri rinks turned 90 degrees daily to avoid runs developing before 1pm to not interfere with play Brushing Tues, Thurs, Sat & Sun to remove dew to prevent disease outbreak Manage irrigation system

September September

- 4 - Close down to be completed by external contractor including top dressing, Approx £2K Daily brushing to remove dew to prevent disease outbreak Observation of crane fly / leatherjacket activity

October October Daily brushing to remove dew to prevent disease outbreak Observation of crane fly / leatherjacket activity Repairs to banks Cut 10-12mm as required to reduce disease attack, diagonally corner to corner

November November Daily brushing to remove dew to prevent disease outbreak Monitor worm activity Remove leaves Observation of crane fly / leatherjacket activity Cut 10-12mm as required to reduce disease attack, diagonally corner to Monthly aeration corner

December December Daily brushing to remove dew to prevent disease outbreak Monitor worm activity Remove leaves Observation of crane fly / leatherjacket activity Monthly aeration Purchase of sulphate of iron Cut 10-12mm as required to reduce disease attack, diagonally corner to Sulphate of iron application corner Bowls Club to pay for mower servicing

January / February January / February Daily brushing to remove dew to prevent disease outbreak Purchase and application of fertilisers Monthly aeration Purchase of top dressing Cut 10-12mm as required to reduce disease attack, diagonally corner to Support groundstaff with top dressing application corner Check with snow mould beneath snow if appropriate

March March The Green may benefit from light rolling Complete renovations Daily brushing to remove dew to prevent disease outbreak Apply Spring fertiliser (if appropriate) Cut 10-12mm as required to reduce disease attack, diagonally corner to Monthly aeration corner

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