Agenda and draft minutes

Venue: Newton Leys Pavilion, Furzey Way, Newton Leys - NLP. View directions

Contact: Delia Shephard, Town Clerk  Email:

Note No. Item


Members' apologies for absence


It was RESOLVED that the apologies for absence listed above be noted.


Election of Chair


It was RESOLVED that Cllr Kelly-Wilson be elected as chair of the committee


Members' declarations of interest in matters on the agenda

(Under the Relevant Authorities (Disclosable Pecuniary Interests) Regulations 2012, made under s30 (3) of the Localism Act, Members are required to declare any disclosable pecuniary interests which they may have in any of the items under consideration at this meeting


There were no declarations of interests made by members of the committee.


Minutes of the previous meeting pdf icon PDF 273 KB


The committee RESOLVED that the minutes of the previous meeting held on 2 March 2021 be approved.


Public Speaking

To receive representations or questions from members of the public on matters on the agenda (please note this item will generally be restricted to a maximum of 15 minutes in total, individuals may speak for a maximum of 3 minutes each).


Members of the public who wish to make spoken representations should contact the Town Clerk (ideally by email) no later than 12 noon on the day before the day of the meeting to register to speak.  Alternatively written representations should be submitted by email to arrive no later than 12 noon on the day before the day of the meeting using the email address below.


Contact details:

Delia Shephard, Town Clerk

01908 649469


Please be aware that council meetings may be recorded including representations made by members of the public.   The Town Council continues to implement safety measures to mitigate the spread of Covid-19.  Thank you for wearing a face-covering during meetings and for observing other restrictions in place at this venue.  The restrictions are in place for the safety of all.  If you require more information about the health and safety measures in place please contact the Clerk.




There were no representations from members of the public.


Membership of the committee and engagement with Pavilion users


The committee RESOLVED that this item be deferred until the next meeting.


Financial report on expenditure and income against budget over the period since the last committee meeting pdf icon PDF 18 KB


It was RESOLVED that the financial report be noted.


Quotations for fencing between the pitches and balancing lake at Newton Leys


Following discussions of quotations it was RESOLVED to recommend to the Finance Committee that 1.2m high fencing be purchased and installed between the football pitches and balancing lake at Newton Leys to prevent loss of rolling balls in the lake.  A specified contractor was recommended at a cost of £9240. 


Quotations for a weather proof covering over the community hall patio


Following discussion of quotations it was RESOLVED to recommend to the Finance Committee that a retractable roofing system be purchased to provide shade in the outdoor area outside the Community hall, as quoted by a specified contractor at a cost of £22,583 and that further details with regards warranty and maintenance be made available for the final decision at the Finance Committee on 2nd November 2021. 


Verbal report on the preparation and transfer of the Football Pitches


The Environment and Premises Manager gave a verbal report on progress with pitch preparation and Members were pleased to hear that Concept Project Management Ltd had advised that preparation on the pitches was on schedule for hand over in January 2022.


It was RESOLVED that officers be tasked with preparation of a detailed report on potential pitch hire fees, arrangements for maintenance and line marking of the playing areas etc in anticipation of the transfer.



Review of general hire charges and arrangements to take effect from April 2022


Following discussion of current charges and recent experience with weekend bookings the Committee took the view that changes should be made to the charging structure of weekend bookings but, for a range of reasons, wished to avoid making any increases to regular community booking prices.


Therefore it was RESOLVED to recommend that officers undertake further research and present  a report including a new charging structure prepared on this basis to the Finance Committee on 2November 2021.