January 18 - Extra Ordinary Parish Meeting
Minutes of an Extra Ordinary Carlby Parish Council Meeting held on 18 January 2024 at 19:30 in the Village Hall.
Present: Cllrs. Pete Holland (Chair), John Bavister (Vice Chair), Lesley Sweeting and Steve Markham.
In Attendance: Will Halford, Charlotte Cawdron From the Playing Fields Committee.
Public Forum: There were no issues.
Agenda
23/24-110 Apologies: received from Cllr. Chris Barnes. Apology was unanimously accepted.
23/24-111 Disclosure of Pecuniary Interests: There were none.
23/24-112 A general discussion took place on the future of the Carlby Playing Fields Committee (CPF), the main points discussed were:
• Only 2 existing members (present) were now on the committee.
• The Terms of Reference, which had been based on the 1973 conveyance, was updated and amended on 11 December 2023 (before 3 committee members stepped down). Advice was taken from the Charity Commission, and CPF voted that the committee could be quorate with 2 Trustees.
• Every effort had been made in the village to recruit trustees to CPF with only Charlotte coming forward.
• The committee asked if the Parish Council would consider being a Corporate Trustee. Action: c/f to next meeting.
• Trustee Liability Insurance was requested to be added to CPF’s existing insurance.
• Steve Markham offered to become a Trustee of CPF as a member of the public. It was noted that Steve would have to declare an interest with the Parish Council and abstain from voting on any issues of playing field matters.
• It was confirmed that the Carlby Parish Council are the ‘Custodian’ Trustee owners of the playing fields as the Registered landowners as per the Conveyance dated 28 September 1973.
• Action: Clerk to acknowledge Grant application for 2024/25 confirmed as £2k
Safety Issues
• Rospa safety inspections. Yearly inspections take place in September, regularly fortnightly visual checks to be formalised and recorded. Action: Clerk to share information.
• Bird nest swing is missing the secondary safety chain. Action Will to check this.
• Removal of broken bench
• Chain link fence has been flattened exposing the top. Action: CPF to check this and rectify.
• Grass Contractors will be asked to do more to help maintain areas.
Possible Grants to be sourced in the future.
• Tennis court area refurbishment
Future possible events for community engagement and hopefully raise extra funds
• It is hoped to have a May event, but more help would be needed for its organisation.
• Maintenance Days – when known a village ‘call out for help’ would be voiced.
Meeting closed at 19:50