Poplar Sports Ground Committee

Burton Joyce Parish Council POPLAR SPORTS GROUND COMMITTEE Minutes of Meeting held at Library Building, Meadow Lane, Burton Joyce, Nottingham On the 9th February 2016 at 7.30pm

Present: Cllrs Cluff (Chair), Ringham & Wells In attendance: Jayne Savage (Deputy Parish Clerk), David List (Ground & Amenities Manager), John Harrison (Consultant)

1. Apologies Received: Cllrs. C & P Blandamer, Greenfield, J Dawn & A Magson 2. Declaration of Interest: None received 3. Minutes of 8th December 2015: The minutes of the meeting held on 8th December 2015 were approved as a true record and signed by the Chair. 4. Bar Performance and Figures – Cllr Cluff gave verbal update relating to:

a. Staffing levels: The Bar and Servery Staff would need further discussions to ensure the levels of staffing are in proportion to requirements. It was noted figures are to be produced to address an in depth understanding of expenditure. It was proposed to generate Bar Profit/Loss on a monthly basis. The figures will also include weather conditions and operational hours. John Harrison to prepare the framework for the figures. It was also proposed to meet in March 2016 to review Bar Profit/Loss.

b. Kitchen capital items: It was noted the Budget for next year does not include kitchen improvements. It was noted the kitchen fridge is to be repaired. Also noted the glass washer has been repaired however, further repairs are required to include dispensing of detergent/rinse aid. A quotation is being prepared.

5. 3G Steering Group – Notts FA have requested a meeting to understanding the mechanism BJPC have to analyse 3G performance in relation to plan (a condition of the grant). It was agreed a Steering Group would be set up; the volunteers are Cllrs Cluff, Ringham, Wells, D List & J Harrison. This group will meet every 6 months to ensure conditions of the grant are being met. It was agreed the group would meet on Wednesday 13 April 2016. Cllr would confirm the time/venue. This meeting would then be followed by the Poplars Sports Ground Committee meeting.

6. 3G Build Status and Further Action for Completion – Cllr Cluff confirmed the Parish Council’s Solicitor has advised the ‘register of interest’ against the Poplars has been approved. The following actions are noted: Fencing to the rear of the Fishermen’s car park and lighting on the Embankment is to be completed. For future consideration are solar bollards & resurfacing of the Fishermen’s car park.

7. 3G Operational Status and Usage - Cllr Cluff gave verbal update relating to:

a. Sunday pay & play – is now operational. It was noted weather conditions have resulted in low attendance. It was agreed to reinforce the ruling Parents can go into the 3G pitch but playing on the pitch by the Parents was strictly prohibited. Email communications would be sent out from Poplars Administration to reiterate this message. It was agreed no further plans are to be put in place for monitoring. b. Saturday pay & play – this service is open to all for a fee to play of £3.00 per player. It was noted a presence would be needed at the Poplars to take payment. Also agreed there is value for this service and interest to promote it is to be generated by Poplars Admin. c. Income to date against plan: It was noted income is on target.

8. Transfer of Administration - verbal update was noted:

a. Transfer of management of administrative processes from Meadow Lane to PSG – this was in progress. Customers of PSG would be advised (using website and other media sources) of changes in practice. Bookings and payments for use of PSG are, whenever possible, to go directly through to PSG. b. Social media – live from Friday 12 February 2016. This will be in an article in Parish Magazine and BJPC website. c. Booking and payment processes – WorldPay machine is installed and operational with a minimum of £5.00 spend.

9. Centre Section Shutter Renewal – Verbal update was noted. Damage sustained is now irreparable. Replacement shutter for centre section is urgently required as a priority. It was agreed the replacement was an emergency. Cllr would raise the request.

10. Petanque ground - Verbal update was noted. The pitch is not playable at the present time. The Parish Council had received correspondence offering assistance. It was agreed Poplars Administration would respond and also investigate fees. This would be reported at next Poplars committee meeting.

11. BJ Cricket Club – Cllr Cluff gave an overview of the current pricing and also discussed the proposed response. The proposed match fees for 2016-2017 are: Senior week end matches (grass) £50.00 Senior week day matches (grass) £40.00 Junior week day matches (grass) £40.00 Junior week day matches (artificial) £40.00 Weekly rates for nets/outfield practice £30.00. This would include senior practice on a Thursday evening and junior practice on a Sunday morning. Anything outside of these times (except on match days) would be booked and paid for separately at a rate to be agreed. In the case of matches being cancelled, then this would be a link between the materials and total income e.g. if only half the matches were played then only half of the materials would be invoiced pro-rata.

With regards to 3rd party play, BJPC Grounds Staff would prefer to prepare the wickets.

12. Girls Football – A request from BJFC and Burton Joyce Primary School to offer a number of 3G taster sessions to encourage new participation was discussed. BJPC would provide a Developmental Assistance Tariff to promote Girls Football. It was agreed an offer would be made as follows: i. Girls Football – 3:45 to 4:45 3G pitch on every Monday. The first 4 weeks free of charge therein after £1.00 per player per week. The start date is to be confirmed. This offer will be in place to the end of July 2016. ii. Training 4/5/6 year olds – 8:30 to 9:30 3G pitch for a period of 4 weeks on a Saturday. A reduced tariff of £15.00 per half size pitch with a maximum of 10 players. A reduced tariff of £25.00 for the full size pitch with a maximum of 20 players. Start date to be confirmed.

13. Information Update: Committee Dates: It was recommended by the Sub Committee, the Poplars Committee to move from Tuesday to Wednesday evenings. Also the Committee venue to move from the Library Building to the Poplars Sports Ground. This would be subject to the agreement with Committee members.

Meeting closed at 9.55pm

Date of next scheduled meeting: 16 March 2016