2023 Minutes

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Minutes of a meeting of the New Pavilion Committee held 18:00hrs, Tuesday, 06 June 2023, in the Bridge Room at the Curlew Centre, Sutton Bridge.

Present: Cllr A Billings, Cllr D Bruch, Cllr S Mclaughlin, Cllr N Mills, Cllr R Perkins, Cllr M Philpott, Mr R Sandell (Ridge & Partners LLP), Mr A Oglesby (Oglesby & Limb Ltd), Mr L Marchant (Co-opted member from 18:22hrs) Mr R Smith (clerk), Mrs K Croxford (admin. asst.), seven members of the public

Absent: Cllr A Landy, Cllr M Middleton

Cllr Bruch welcomed everyone to the meeting.

23.022.It was resolved to elect Cllr Middleton as chair for the year.  In the absence of the chair, it was resolved to elect Cllr Bruch as chair of the meeting. Not being a member of the Pavilion Committee, he did not participate in any vote.

23.023.Apologies were received from Cllr A. Landy and Cllr Middleton

23.024.There were no declarations of interest or requests for dispensation.    

23.025.Public Representations

01.A member of the public expressed concerns over the number of members on the committee. It was felt that a reduction in numbers would increase productivity within the project.

02.An email proposing a reduction in the size of the committee was noted.

23.026.As no comments had been received from previous committee members, it was resolved to approve the minutes of the meeting held on 17 January 2023.

23.027.The notes from the working party on the 07 March 2023 were noted.

23.028.It was resolved to move agenda item 8 forward to allow Cllr Perkins to participate in future voting.

23.029.The resignation of Cllr M Landy was noted, it was resolved to appoint Cllr Perkins to the committee.

23.030.The committee’s terms of reference were noted.

23.031.Co-option of non-councillor members.

01.It was resolved to co-opt a representative of Sutton Bridge United Football Club to the committee.

02.The chair asked if any members of the public wished to be co-opted onto the committee.

18:20hrs Standing orders were suspended to allow members of the public to speak.

03.Mr Lawrence Marchant offered to stand. He gave a brief résumé of his background and experience. This included project management works undertaken for London Underground.

04.A member of the public proposed Mr David Wall for co-option.

18:24hrs Standing orders were resumed.

01.It was resolved to co-opt Mr Marchant to the committee.

02.Following an amendment to a proposal to co-opt Mr Wall, as Mr Wall was not in attendance, it was resolved that Mr Wall should be invited to the next committee meeting, at which members would consider a proposal for co-option.

23.032.It was resolved to that a Parish Referendum on the design and costs of the new pavilion should be held at an appropriate time.

18:30hrs following an interruption to the meeting from members of the public, one of those involved left the meeting (see appendix for apologies received for causing a disturbance).

23.033.Consultation Matters

01.Members discussed different options about public consultation for the new pavilion project. Further details and ideas were be considered at the next Parish council meeting.

23.034.It was resolved to delegate the completion of a UK Shared Prosperity Fund Application to a working party made up of Cllr Landy, Cllr Middleton, & Cllr Philpott. It was noted that SHDC Asst. Director Matthew Hogan had previously offered to assist Parish Council’s complete the form.

23.035.It was resolved to move into closed session in accordance with the public bodies (Admission to Meetings) Act 1960 s.1(2).

18:38hrs Six members of the public left the meeting. Mr L Marchant joined the committee.

23.036.Receipt of Project Manager Report, Mr Roger Sandell, Ridge & Partners LLP.

01.Mr Sandell introduced himself to the committee and confirmed that he had been appointed as project manager in Spring 2022. He described his role as guiding the project through the Royal Institute of Architects (RIBA) stages one to four, stage five being the construction phase of the project. The project was still at RIBA stage one.

23.037.Receipt of the Architect’s Report, Mr Andrew Oglesby, Oglesby & Limb Ltd.

01.Mr Oglesby introduced himself to the committee and confirmed that he had been appointed as architect for the project, towards the end of 2022.

02.Three initial locations for the building had been considered. These locations included: behind the current Curlew Centre, site of existing pavilion, and on the opposite side on the south side. After an initial assessment, location three had been quickly disregarded as the least viable.

03.The two remaining locations both had advantages and disadvantages. However, in Mr Oglesby’s opinion, the location of the existing pavilion looked most promising.

04.A discussion took place on the costs & benefits of the building having a second floor. Mr Oglesby replied that this would depend on the schedule of accommodation and other factors still to be determined. However, he believed that a single storey building was more likely to be preferred.

05.Following a discussion about the possibility of relocating the Memorial Park’s children’s play area, it was reported that concerns had been received from members of the public about moving the area nearer to the car park.

06.Cllr Mclaughlin asked about funding for the project. Mr Oglesby replied that funding was to be investigated, envisaging the FA, Sport England, and Changing Places as major funders.

07.It was noted that members of the public were understandably concerned about the potential costs of the project. Mr Oglesby stated that costs were dependent on further investigations and an agreement on the schedule of accommodation.

23.038.Next Steps

01.Mr Sandall would send the clerk an updated progress summary of work up to date for circulation.

02.Further quotes were to be received for investigations into services, drainage strategy, and ground investigations.

03.For the next meeting, Ridge & Partners LLP & Oglesby & Limb Ltd would work on two design options, with cost estimates. The first would minimise the floor area to Sport England specifications. The second would provide additional club area.

23.039.The next committee meeting was scheduled to take place 19:00hrs 04 July 2023 in the Bridge Room of The Curlew Centre.

20:10hrs the chair closed the meeting.