October 2024 Minutes (Play Park Committee)
GEDNEY HILL PARISH COUNCIL
PLAY PARK COMMITTEE
MINUTES OF THE INAUGURAL MEETING OF THE GEDNEY HILL PARISH COUNCIL
PLAY PARK COMMITTEE (PPC) MEETING
held at the Gedney Hill and District Memorial Hall, Hillgate, PE12 0NN
on Wednesday 16 October 2024, at 7pm
PRESENT:
GHPC Councillors: M Shepherd (Chair), A Watson
Clerk: V Watson
Also present: 5 members of the public (4 of whom became members of the committee)
PUBLIC FORUM
Nothing was raised in the public forum.
1. Chairmans remarks.
The Chairman welcomed everyone to the first meeting.
2. Apologies for absence and acceptance of reasons given.
None
3. Declarations of interest under the Localism Act 2011 and consideration of any requests for dispensation.
None
4. To instate the GHPC Play Park Committee.
Nominations
Chair: Cllr Mellissa Shepherd – appointed by full council at meeting on 1 October
GHPC Member: Cllr Angela Watson - appointed by full council at meeting on 1 October
Clerk: Vicki Watson - appointed by full council at meeting on 1 October
Vice-Chair: Sarah Berrisford – appointed by M Shepherd
Election of members – 4 residents of the village or those with special knowledge or expertise that will aid the project (including the vice-chair).
Tom Bill – a resident of the parish
Dominique Leedham – experience as a parish clerk, in grant writing, in local government
Mitch Vernon – a resident of the parish
All proposed by S Berrisford and seconded by M Shepherd, agreed by all present
5. To confirm details of the Bank Account.
A savings account and current account have been opened with Unity Bank. When grants are received the funding will be placed in the savings account and transferred into the current account as required.
The clerk accesses the account under instruction from the committee. 2 members of the Parish Council need to authorise payments.
A financial account will be given at each meeting.
6. To receive a financial update.
The accounts are open. There is currently £250 in the current account as a donation from the Parish Council. This money can be used for small expenses, paper, photocopying, presentation material, tea/coffee. If required the money can be used as a float for an event and paid back to the account.
SHDC Councillor Laura Eldridge has pledged £1000 to the fundraising. Clerk to send details of bank account.
ACTION: CLERK
7. To discuss and resolve to pass recommendations to Full Council on:
a) Using Crowd fundraising through ‘Go Fund Me’ – SHDC offer a match funding and it would be good to look at this.
We will also look at Easyfundraising which makes donations from purchases. It does not cost the purchaser anything. The purchaser can choose which fund to support.
ACTION: D LEEDHAM
b) Donations – once the Crowdfunding is set up donations should be filtered through this as it will double the donation.
c) Grant funding – Forms will be completed by the working group or committee and sent to the Full Council via the Clerk. If they are needed to be authorised outside of a GHPC meeting an extra meeting may need to be called. Once GHPC has agreed the bid a copy of the forms will be retained by the committee. D Leedham and T Bill are working a bid to the Lottery.
8. To discuss and resolve to pass recommendations to Full Council on:
a) Facebook poll on what equipment people would like – this has now finished.
b) Letters of support – it was agreed to ask for letters of support from Gedney Hill School, Shepeau Stow School, Rev Jane Bareham-Sivers, Jack and Jills Play Group, Little Acorns Drama Group.
ACTION: WORKING GROUP
c) Questionnaires – currently 145 have been returned (approximately 16%) The facebook questionnaire will remain open. The committee will continue to collate the responses.
d) Public Consultation meeting – a public presentation is planned for December, to present the possible layouts, before a decision is made and the best plan presented to the Full Council.
9. To discuss and resolve to pass recommendations to Full Council on:
a) The proposed plan and layout – to be presented to the Full Council on 20 January 2025.
b) Onsite visits with equipment firms and contractors – on-going, 5 contractors have been asked to visit the site, with members of the committee, over the next two weeks, and produce a plan and costings.
A pre-planning application will be put in to SHDC via the Clerk.
ACTION: S BERRISFORD, CLERK
10. To Resolve to form the Play Park Committee Working Group.
It was resolved to form a Working Group consisting of all those who have given their emails to the Parish Clerk and anyone else who wishes to join.
RESOLVED
Chair – S Berrisford
Vice-Chair – T Bill – proposed S Berrisford, seconded D Leedham, agreed by all
Secretary - G Taylor - proposed S Berrisford, seconded D Leedham, agreed by all
11. To agree the Terms of Reference for the Working Group.
Remove the section in 1.5 about contact details.
AGREED
12. Agree date for Working Group meeting.
D Leedham has a list of proposed dates to be sent to the Clerk. Next meeting to be called within 2 weeks.
ACTION: WORKING GROUP
13. Items to be added to agenda for next meeting.
Discuss fundraising and use of the £250 donated by the Full Council.
14. Agree date for next PPC meeting.
Tuesday 12 November, 7pm, GH & D Memorial Hall.
15. Date of next GHPC meeting 18 November 2024.
Meeting ended at 8.10pm