001 ELECTION OF CHAIRMAN

Cllr Shinkins was proposed, seconded and accepted the nomination. There were no further nominations and Cllr Shinkins was unanimously elected as Chairman.

002 APOLOGIES FOR ABSENCE – Cllr Dilks who was engaged at a Police Authority meeting.

003 DECLARATIONS OF INTEREST – None.

004 INSPECTION OF THE PLAYING FIELD

The Committee inspected the land and noted that whilst the hedges, access gate and grass surface were in good condition there were issues relating to the fence, play equipment and litter. It was unanimously agreed to recommend that:

• Quotations for the cost of removing the old swing frame and the adjoining redundant tyre swing and the surfacing underneath each, returning the land to grass in both cases, are sought and works carried out due to potential health & safety risks.
• Quotations for the removal of the other redundant wooden play equipment to ground level with the area left safe, infilling the edges of the play surfacing with pea gravel or similar, are sought and works carried out due to potential health & safety risks.
• The clerk re-iterates to Lincolnshire County Council the urgency to effect repairs to the damaged chain link fence and gate between the school playing fields and the Council’s land.
• The clerk obtains prices for the supply and installation of a litter bin near the entry/exit of the playing field.

005 SAFETY INSPECTION AND REPORT FOR HEALTH & SAFETY PURPOSES

The Committee acknowledged its responsibility towards setting up an inspection and record regime and agreed to recommend that Huddlestone Landscapes be asked to provide a quote for undertaking a weekly litter collection and concurrent inspection of the area to a checklist to be drawn up by the clerk.

006 REVIEW OF THE PROGRESS ON THE RE-GENERATION PROJECT

The clerk reported that South Kesteven District Council, Lincolnshire County Council and the Trustees of the Deeping St James United Charities had all indicated their approval of the reduced scheme and confirmed their pledges. It was unanimously agreed to recommend that:

• The Parish Council now goes ahead with working towards the reduced scheme as debated at the Council meeting held on 24 April 2003 (minute 142.1) subject to the confirmation of approval the Lincolnshire Police Authority.
• The clerk submits grant applications to the Vital Villages Community Services fund seeking £25,000 and the Lottery Awards for All scheme seeking £5,000 on the basis of the revised project.
• The clerk assesses and reports on the future maintenance costs of the playing field once the facility is open.
• Members of the Committee are authorised to speak with businesses in the area to secure further financial assistance and support.
• The Parish Council considers commissioning structural/architectural consultants, as it did for The Cross refurbishment scheme, to manage all aspects of the tendering, building and signing off process once the Council is in a position to go ahead.

007 TERMS OF REFERENCE, DELEGATED POWERS AND MEETING TIMETABLE

It was unanimously agreed to recommend that the Committee should:

• Undertake to consider on behalf of the Council all aspects of activity relating to the playing field and make decisions in accordance with any approved delegated powers or, where none exist, make recommendations to the Council.
• Prepare a budget for the forthcoming financial year in accordance with the Financial Regulations of the Council and its precept timetable.
• Monitor its expenditure from time to time throughout the year and consider adjustment of plans and activities if appropriate.
• Deal with any other matter passed to it by the Council from time to time.

It was unanimously agreed to recommend that:

• Expenditure of a revenue nature (maintenance/general) may be approved by the Committee without recourse to the Council providing the expenditure is contained within the previously approved annual budget for the Committee and reported to the next Council meeting.
• Expenditure of a capital nature takes the form of a recommendation to the Council for decision.
• All other activities/actions of the Committee take the form of a recommendation to the Council for decision.

It was agreed to recommend that the Committee meets three times per year (January, May & September at 7.45pm on the Thursday immediately preceding the Council meeting. Further meetings will, if necessary, be called for urgent business arising between meetings.

This recommendation will not have any cost implication as the meeting would be held immediately after the monthly Planning Committee meeting.

008 DATE OF NEXT MEETING - Thursday, 18 September 2003 at 7.45pm.

There being no further business, the meeting was closed at 8.00pm.