May 24 2022 - Extra-Ordinary Meeting
MINUTES OF THE EXTRA-ORDINARY MEETING OF LEADENHAM PARISH COUNCIL
Held on Tuesday 24 May 2022, 7.00 pm at Leadenham Village Hall.
PRESENT: Cllr Melanie Nelstrop (Chair), Cllr G McLusky (Vice-Chair), Cllr N Johnson, Cllr S Locking, Cllr G Luff, Cllr T Sisson (arrived 19:39).
Ruth Keillar (Clerk/RFO)
Also present: Mrs E Sisson, Leader of the Play area Working Group.
0 members of the public present.
CHAIRMAN’S OPENING REMARKS. Chair Cllr M Nelstrop welcomed everyone to the meeting.
1. APOLOGIES FOR ABSENCE.
None received. Cllr K Willgoose did not attend, apologies received retrospectively. Cllr T Sisson had advised that he would be arriving late.
2. DECLARATION OF INTERESTS
Members of the Parish Council are required to declare any personal or prejudicial interests they may have in any matter which is to be considered at this meeting.
None.
At the Chair’s discretion, item 4 was taken before item 3.
3. PLAY AREA.
i. The following points were noted, including background information:
a) The current PA consists of 6 items (balance beam and stepping logs/climber activity log/multi-play with slide/rocker horse/junior swings/toddler swings/wobbleboard)
There is also a bench and litter bin.
b) The current PA is inspected on a monthly basis by the Play area Community Inspector, Mr M Everett and reports forwarded to the PC, where issues and updates on the condition of the equipment is noted at PC meetings.
The reports had highlighted a deterioration in the junior and toddler swings, and it was agreed to continue monitoring pending the RoSPA report,
c) 06/08/2021. Letter received from Leadenham Village Hall Committee, commenting on the deterioration of some PA equipment and suggesting an application for funding be made, to replace the equipment and to install a new PA.
The Clerk circulated this correspondence to all Cllrs and it was agreed that the RoSPA report be received before any decision regarding replacing equipment is made. (It was noted that this was recorded in the Notes of Actions taken under the Delegation of Powers to the Clerk, due to coronavirus restrictions on meetings, 01/08/21-31/08/21, in place of face-to-face meetings – see resolution 04/05/2021, minute 18 b) and c)).
d) An annual RoSPa report is conducted by Playsafe Ltd.
On 17 August 2021 the RoSPA inspector reported that the junor and toddler swings were deemed ‘Medium’ to ‘High Risk’ in parts and he advised that they must be taken out of use immediately. This was done within hours of the advice.
e) The final RoSPA report was received on 24/08/2021 and circulated to all cllrs and to the PA community inspector.
f) Reported in Actions taken under the Delegation of Powers to the Clerk 01/09/2021-30/09/2021, item 2, it was noted that an investigation into the costs and feasibility of repair/replacement should be carried out and reported at the next meeting for consideration.
g) At the PC meeting of 10/11/2021, minute 11 c), the following was provided by the PA project leader and noted:
i. Three suppliers have been approached for initial layout ideas
ii. Three quotes have been received, indicating costs of around £60k. the quotes include removal of old equipment, installation, landscaping and warranty cover.
iii. Grant funding has been investigated, as an initial stage, to cover costs as far as possible.
iv. It was agreed that the PA project be taken forward and that the principle of a new area is approved.
v. It was agreed that the PC will make any application and the LVHC will support the application by providing relevant information and any breakdowns of costs, to complete the application as fully as possible.
h) At the meeting of 13/12/2021, minute 12 b), it was agreed to discuss a possible application for PWLB funding for a PA at the next meeting/precept provision.
i) At the meeting of 24/01/2022, during consideration of the Precept, any application for a PWLB to fund the PA was discounted at that time.
j) At the meeting of 12/01/2022, following an update from the PW project leader, it was noted at minute 12 b) that grant-funding is still considered attainable and that consideration of a PWLB loan to cover the costs of redevelopment be postponed at this stage, following discussion of the Precept.
k) At the meeting of 14/04/2022, minute 12 b), it was resolved that the PA project leader form a Working Group (WG) to include Cllrs and/or members of the community, to discuss and progress the project and to bring any findings and items for consideration to the PC for official approval. It was noted that a meeting of the Working Group is scheduled for 26 April 2022 (tbc).
l) A member of the WG had conducted a preliminary consultation with members of the community to gauge interest in the development of a new Play Area, between 25-29 October 2021.
m) A Public consultation had taken place on 29 January 2022, where draft plans and discussions around the type of PA items preferred were discussed and taken to the suppliers for revised quotes, although not like-for like.
ii. A report was presented by the Play Area (PA) Working Group (WG) project leader, Mrs E Sisson and the following points were discussed and noted:
a) New quotes had been received from the 3 current suppliers, for revised PA plays taking all public comments into consideration. These were substantially higher than the provisional quotes received at item 3 i g) above, ranging from £92k - £124k.
b) The Project Leader voiced her concerns at lack of people to carry the project forward and it was agreed to include a request for WG volunteers at the forthcoming APM (29 May 2022).
c) It was agreed that members of the WG would carry out a comparison of PA equipment and size of offering at adjacent villages, as a comparison.
d) It was agreed that the Clerk enquire about PA suppliers within the Clerk community.
e) It was noted that if no additional volunteers are forthcoming, then it may be necessary to re-consider the proposed equipment and proceed as follows:
i. postpone the project to a future date
ii. investigate the replacement of the decommissioned items only (junior and or baby swings), which could be funded/part-funded from the CIL funds (currently £3,427.39) and potentially be topped up by a lower grant application or a contribution from the PC reserves, which would involve checking legislation and S137 spending (currently £8.12 x 327 = £2,655.24, excluding current donations).
f) It was noted that consideration should be given to the project costs Vs the population in the parish who would directly benefit and the possible users who do not live within the parish but benefit from the facilities provided.
g) It was noted that the PC budget should take the following into account, should the project proceed:
i. Increased insurance costs
ii. Increased RoSPA annual inspection costs
iii. Potentially increased Community Inspector costs (currently provided FOC).
h) It was agreed that the WG leader call a meeting of the WG to discuss the plans in more detail, decide a revised layout with reduced equipment preferences and to request new like-for-like quotes from a minimum of 3 suppliers. It was agreed that an additional supplier(s) be consulted due to one of the existing suppliers being a poor match for the requirements of the project and also the costliest.
4. FINANCIAL MATTERS
a) AGAR 2021-2022.
i. The Annual Internal Auditors Report was noted.
ii. The Governance Statement was approved, and the Chair and Clerk signed, noting the minute reference: 4 a) ii.
iii. The Accounting Statement, signed and dated by the RFO prior to presenting for approval, was approved and the Chair signed, noting the minute reference: 4 a) iii.
iv. The Exemption Certificate was approved and the RFO and Chair signed, noting Minute reference 4 a) iv.
v. It was noted that the Notice of Public Rights will be posted onto the website for at least 30 working days, commencing Monday 13 June to Friday 22 July 2022.
vi. It was noted that the above documents and the following will be posted onto the PC website:
a. Bank reconciliation
b. Explanation of Variances
c. List of all expenditure of £100 and over
d. Asset list to 31/03/2022
It was proposed by Cllr M Nelstrop seconded by Cllr G McLusky and it was RESOLVED that the financial report and audit documents for 2021-2022 be accepted.
There being no further business the Chair ended the meeting at 20:00.
Chair………M. NELSTROP…………..Date……08/06/2022……