MINUTES OF A MEETING OF THE MU LSANNE PARK USERS COMMI - PDF document

LSANNE PARK USERS COMMITTEE HELD ON WEDNESDAY 13 APRIL 2011 AT MULSANNE PARK PAVILION Present: Cllr. Giles McNeill (Chairman), Cllr. A Bonney (deputised for Cllr Mrs S Harland), Chris Brown deputised for Colin Wolfson), Cllr. J Downs, Suzanne Hayden, Chris Hill, Allen Page, Charles Shaw, John Thornton, Cllr. T Williams ex-officio), John Wilson, Also in attendance Ian Gerrard Facilities Manager 15/11 APOLOGIES Dave Nicholson (John Thornton deputised). Terms of Reference, following their consideration by the Property Committee. The main additions/amendments related - the number of Property Committee Members on the Committ which the multi-use courts were to be administered, which was in accordance with this Committee’s decision on 16 February (Minute No. 09/11) with the added proviso that exceptions to the public use would be made for Tennis Club Tournaments, which are to be advertised well before the date. Football Pitch Drainage – Further to the discussion at the last meeting about the Capital Programme (Minute No. 08/11) a quotation had now been received in the sum of £7015 (excluding VAT) from a drainage contractor for the 22/11 PARISH COUNCIL MATTERSThe Chairman mentioned that the annual item on Club rents would normally be considered in May, but that as the meeting dates fell differently this year it would be on the Agenda for the June meeting. 23/11 MANAGER’S REPORT It was mentioned that the coach conveying the French Twinning Party would be parked in Mulsanne Car Park over the Easter period. Arrangements regarding gate locking were agreed. The Twinning Association would liaise with the Cricket Club regarding parking arrangements on 22 April. 24/11 BAR COMMITTEE REPORT The Bar was currently being run by the Cricket Club, who reported no problems. FUTURE AGENDA ITEMSNo items were raised at the meeting. Wednesday 8 June John Wilson announced his imminent retirement as Football Club Chairman and that this would be his last meeting. All members present wished him well for the future and thanked him for his long and valuable service both to the Club and to this Committee. *************************** NETTLEHAM PARISH COUNCILMULSANNE PARK USERS COMMITTEE TERMS OF REFERENCEThe Committee is to meet on a regular basis, or whenever a meeting is deemed necessary. Meetings will normally be held at Mulsanne Park Pavilion. 2 The Committee will manage the facility at Mulsanne Park under the overall control of the Council’s Property 3 The Committee shall comprise:- Three members of the Parish Council, at least oneof whom must also be a member of the Property Committee, elected on to the Mulsanne Park Users Committee at the Annual Meeting of the Parish Council, or at other times should a vacancy occur. The Chairman and Vice-Chairman of the Parish Council shall be ex-officio to this Committee One representative from each of the User Clubs (Chairman or Vice-Chairman). The MPUC may co-opt additional member(s) in agreed circumstances. User Clubs are Nettleham Football Club, Nettleham Cricket Club, Nettleham Tennis Club and Timeout Club Two public representatives, who must be Nettleham residents, co-opted by the Committee and subject to the approval of the Property Committee. The Chairman of the Committee will either be a Parish Councillor or a public member By agreement the Parish Councillors issue which could have serious implications for the Parish Council; the matter will then be referred to the Property Committee for determination as soon as practicable 4 The Committee’s role will be both executive and consultative 5 The Committee will make recommendations to the Property Committee for potential expenditure and income as and when required 6 The Committee will make recommendations on an annual basis to the Property Committee for the Mulsanne Park Five Year Capital Programme 7 To support and facilitate the management of Mulsanne Park in such a way as to engage in the Council’s objectives and policies 8 The Mulsanne Park Bar Committee shall be administered by the Football and Cricket Clubs and shall:- Be responsible for the running of the bar facility at Mulsanne Park Ensure compliance with all legal and financial requirements relating to the running of the bar. Ensure compliance with all Club Rules appertaining to the running of the bar and the Club generally and to resolve any Membership/Admission issues Appoint a Bar Steward for the day to day running of the bar Liaise with the Mulsanne Park Users Committee in relation to the foregoing Submit Audited or Certified Bar Accounts to the Parish Council on an annual basis Submit regular reports to the Mulsanne Park Users Committee 9 The User Clubs shall submit to the Council annually an Audited or Certified Statement of ClubAccounts and a summary of membership numbers broken down by age, under/over 18residential status, within or outside 10 The Committee shall deal with other specific matters, as might be requested from time to time by the Parish Council or Property Committee. 11 The Parish Council will be responsible for maintaining a Certificate and a Premises Licence in accordance with the Licensing Act 2003. The following functions are specially retained by the Property Committee:- The overall management policy for Mulsanne Park and its public facilities The appointment of staff The fixing of letting/hiring charges to be paid by the User Clubs (after consultation with the Mulsanne Park Users Committee) The maintenance/replacement of trees and shrubs on the site Final Version, V3 subsequent to MPUC 13 April 2011. IG 14 April 2011