November 2024 DRAFT Minutes (Play Park Committee)
GEDNEY HILL PARISH COUNCIL
PLAY PARK COMMITTEE
DRAFT MINUTES OF THE PLAY PARK COMMITTEE MEETING held at the Gedney Hill and District Memorial Hall, Hillgate, PE12 0NN on Tuesday 12 November 2024, at 7pm
PRESENT:
M Shepherd (Chair), S Berrisford (Vice-Chair), A Watson, T Bill, D Leedham, M Vernon
Also present: Cllr L Eldridge, 2 members of the public
PUBLIC FORUM (15 minutes)
Nothing was raised in the public forum.
1. Chairmans remarks.
The chair thanked the committee members for attending and welcomed everyone to the 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 receive a financial update.
Current account has £249, £1 in bank charges. It was asked if the full council would pay the charges.
To raise at Council meeting
The donation from Cllr Eldridge will be paid soon.
When members of the committee make an expenses claim how soon will it be paid? Clerk will pay as soon as possible after authorisation by M Shepherd.
Clerk to send an expenses claim form to the Park Enhancement email address.
ACTION: CLERK
Will any VAT claimed back on park expenditure go back to the play park bank account?
To raise at Council meeting
If the money is returned to the play park bank account it should be earmarked for the maintenance budget or extra equipment outside the scope of this project such as CCTV or a seating area.
CCTV policy to be sent to Park Enhancement email address.
ACTION: CLERK
5. To update the recommendations to Full Council on:
a) Using Crowd fundraising through ‘Go Fund Me’
b) Using Easyfundraising
It was decided that the first grant bid would be to the National Lottery and looking at their rules and regulations it is possible they could fund the whole project. If it turns out not to be the case then ‘Go Fund Me’ and ‘Easyfundraising’ will be considered.
M Shepherd recommended the fundraising team make contact with the National Lottery to ‘test the waters’.
ACTION: T BILL/D LEEDHAM
Cllr Eldridge informed the meeting the UKSPF will re-open in March 2025, she will keep the Clerk and PPC informed when more information is available.
ACTION: L ELDRIDGE
6. To update the recommendations to Full Council on:
a) Working Group meeting
Minutes of the meeting have been sent to the Clerk to forward to the Full Council.
ACTION: CLERK
Can the Full Council confirm they will pay for litter and dog mess bins to be emptied?
Can the Full Council confirm how often risk assessments and safety checks need to be conducted?
To raise at Council meeting
b) Letters of support
Have been requested and received from individuals and local businesses. More will be collected in the next few weeks. These will help to strengthen the application with possible donors.
c) Public Consultation
A presentation ‘fun day’ is planned for Sunday 1 December in the Memorial Hall. The plans will be displayed and members of the public will be asked to comment. A board will display the pros and cons (gathered from the questionnaire). The Hall Committee will serve food, the PPC will have craft activities and a tombola, raffle and cake sale. Money raised will go back in the pot to be used for further activities.
ACTION: WORKING GROUP
7. To update the recommendations to Full Council on:
a) Onsite visits
4 visits from interested play park companies have been conducted. Two companies have produced designs and quotes. Awaiting 2 second visits before plans and quotes will be submitted.
Background checks have been undertaken on suppliers to ensure they are Associated of Play Industries (API) registered and the equipment offers the correct kitemark and safety standards.
8. Agree to recommend a budget for the cost of the park to Full Council.
a) Set budget for cost of park
Until the plans are back from the companies this cannot be detailed. Companies have indicated the costs to be in the region of £100,000 - £150,000.
b) Set budget for known costs – such as Hall Hire
Currently working on the £250 budget given by GHPC.
9. To discuss fundraising and use of the £250 donated by the Full Council.
As above, public consultation.
10. Items to be added to next agenda.
Plan of park
Budget
National Lottery application
Application for Full Planning, so that PPC can agree to put forward to PC
11. Agree date for next PPC meeting.
Tuesday 14 January 2025, 7pm
12. Date of next GHPC meeting 18 November 2024.
Meeting closed at 7.43pm