Minutes of the Meeting of the Rimpton Parish Council Tuesday 6h May 2008 Rimpton Village Hall
Present R. Gibbs Chairman C. Petheram Vice Chairman C. Ryall Councillor B. Hunter-Inglis Councillor P. Caruth Councillor
A. Neill Clerk
In Attendance M. Lewis District Councillor H. Hobhouse County Councillor S. Barnes SSDC Play and Youth Facilities Officer T. Mead PCSO Mrs Thelma Mead R. Stephens Tree Warden C. Kirkpatrick Leader of the Playground Refurbishment Project
5 Local Electors
1. Open forum for Electors to raise matters of concern
Mr John Spencer raised the issue of the future of the Playing Field. He had been unable to attend the presentation by Fields in Trust and wanted assurance that any action being considered by the Parish Council would safeguard the field for the benefit of the Village and as an open recreation space. The Chairman advised that this subject was to be considered under item 8. a. on the agenda and he felt all of Mr Spencer’s concerns would be addressed at that time. Mr Richard Stephens commented that Rimpton was not unique and many Councils were probably considering similar action. The Clerk confirmed that he had been instructed by the Parish Council to investigate the current protection covering the Playing field and with the assistance of Mr Ken Marsh of the Somerset Playing Field Association had established that little to no protection currently exists.
Mr Richard Stephens raised the issue of speeding in the Village which he considered was getting worse and it was only a matter of time before an accident occurred particularly where Back Lane joined Middle Street. Councillor Ryall observed that this was a frequently raised issue and the Parish Council need to get and take the advice of the District and County Councils as well as the Police. PCSO Mrs Thelma Mead noted that Sherborne had purchased an automatic speeding sign that they were prepared to rent out for £50 per week. It was acknowledge that there was no speed limit in the Village and as noted by Mr Ian Mackay 30 miles was probably inappropriate (too fast) in certain parts of the Village, at road junctions such as Back Lane, Home Farm Lane and Middle Street and on some of the bends going out of the Village to the White Post Inn junction. It was agreed that those people travelling at inappropriate speeds came from all age groups. It was further agreed that it came down to a question of educating Residents on the issue and finding a way of getting the message over. It was agreed to hold on any specific action until County Councillor Henry Hobhouse has had the opportunity to raise the issue with Mrs Bev Norman (Highways Engineer). Mr Ian Mackay raised a concern regarding the tree planted at the entrance to the Village Hall car park in that unless it was protected by a guard it was likely to be damaged by deer. Mr Mackay thought he may have some spare suitable plastic guards and it was agreed that the Tree Warden would liaise with Mr Mackay regarding this. Page 1 of 28 Mr Mackay questioned the work being undertaken with regard to the repositioning of the gate in the Paddock recently purchased by Mr John Townsend and whether putting the new gate on the junction of High Street and Back Plan was safe. The Clerk confirmed that the matter had been discussed and cleared by the Planning Department and the Highways Department.
PCSO Mrs Thelma Mead reported that in the last 4 to 5 months the only incidents had related to road traffic issues at and around the White Post Inn junction and the Village itself has been very quiet. She also advise that there was to be a “Beat Surgery” at Marston Magna Village Hall on the 23rd May.
There being no other questions the Chairman closed the Open Forum at 08:05 pm.
2. Playground Refurbishment Project
Progress Report – Mrs Caroline Kirkpatrick
Progress Report 2 – 6th May 2008
Since the last report to the Parish Council (5 th February 2008) the team has held a further 4 meetings and the notes of the meetings have been provided for the Parish Council so that they can be appended to the minutes of this Parish Council Meeting.
The Team has also been active in visiting other local village playgrounds to observe possible equipment and to increase overall knowledge of the range and type of equipment available.
Probably the single most significant event was the survey of all Rimpton Residents views. This was based on a form designed by the Team and included a specific section for young people.
The number of returns whilst relatively low (37 out of approx 120 distributed) was informative as was the input from the young people – the results of the survey can be seen in the notes of the meeting held on 19 th March 2008. The Team have used the results to shape their thinking on the possible equipment to be selected as part of the project.
The Team has also obtained sample pricing for the potential equipment identified as a result of the survey and a matrix of these costs can be seen in the notes of the meeting held on 3 rd April 2008.
Recently we have been gathering information about the sources of potential funding and have in our possession many application forms that will need to be completed.
The Team have reached the point that they are able to give an indication of the likely size of the budget that will be required (this will be further refined over the coming months) and the major milestones planned for the next 4 to 5 months. These are :-
1. Outline Budget –likely to be in the order of £30 000 to £40 000
2. We would like the Parish Council to start to consider its own contribution. We are not expecting an amount to be committed at this meeting but if possible we would like to be advised by the end of May.
Page 2 of 28 3. The Team plans to begin applying for funding in early June and by that time we will be close to finalising the range of potential equipment and our strategy of purchase.
4. The Team plans to hold a meeting early in June to which all Rimpton residents will be invited. This will take the form of a presentation covering the projects progress, the points and factors considered, the equipment being selected and why, funding and procurement strategy.
5. The Team hopes to start to enter the procurement phase in late July/August when the funding position will be clearer.
Mrs Caroline Kirkpatrick Team Leader
Comments from Mr Stephen Barnes SSDC Play and Youth Facilities Officer
The Clerk reminded the Parish Council that Mr Barnes has been working closely with the Team acting as an advisor bringing his considerable experience of these types of projects.
Mr Barnes stated :-
He had first got involved when meeting Councillors last November to discuss options.
He has also been working closely with the team
He feels that it is a strong Project group which includes two Councillors and 3 Residents and that the Team have very good terms of reference.
The consultation in the village was very important as it is vital to ensure the views of the community are fully taken into account and to be seen to shaping the views of the Team and the direction of the Project.
The Team has been considering what type of equipment might be selected and has been taking the time to visit other playing fields to gather ideas and to learn about aspects such as what type of surfaces will be required.
He stated that the team has been very busy and has been pushing very hard which is extremely encouraging.
He believes the Project will take at least 12 months and the coming phases of applying for funding and consideration of which suppliers to select will be key.
Councillors Ryall and Caruth felt that Mr Barnes summary was very good and confirmed that there was a lot of enthusiasm in the Team. They also felt that whist the budget might be ambitious it was felt it was achievable. Mr Barnes stated that he was aware of many projects where the spend was between £20,000 and £30,000 and he thought the Rimpton budget was realistic but could also be cut back if sufficient funding was not forthcoming.
The question of the Parish Councils contribution was briefly discussed. The Clerk suggested that the Parish Council needed to take the time to remind themselves of the contribution of other Parish Councils (e.g. West Camel) and the state of the Parish Councils funds. It was agreed that this would be discussed amongst the Councillors with a decision being made and communicated to the Team by the end of the month.
Page 3 of 28 3. Minutes of the Meetings of Tuesday 5th February 2008
It was confirmed that the minutes of the quarterly meeting held on Tuesday 5th Febuary 2008 had been circulated to the Councillors. The Chairman confirmed on behalf of the Council that they were a true and accurate account of the previous meeting. The Chairman duly signed the minutes at the end of the meeting.
4. Matters arising
The Clerk advised that a report on matters arising had been circulated to the Parish Council Prior to the meeting. The Clerk summarised these as follows :-
Point Raised at Meeting 5th February Topic Action Since Last Meeting 2008 The Clerk was instructed to contact the Signs have been posted in 5 locations Dog Dog Warden regarding the signs and to and a reminder was publish in the Fouling seek further advice as well as draft a March issue of the Parish Magazine reminder for the Parish Magazine. The Clerk was instructed to contact the Police on the matters of speeding and The Clerk has written to the police on Speeding Rimpton being used as alternative route both matters and have received a and during the Marston Road Bridge reply from Mrs Thelma Mead PCSO alternative closure asking for their assistance and who advised that she would monitor route to establish what could be done. the situation
Page 4 of 28 th Topic Point Raised at Meeting 5 February Action Since Last Meeting 2008 Mr Davies visited the Village on 19 th Feb to discuss the issues raised. The Outcome was as follows :-
The communication issue with the Call Centre regarding complaints about Back lane has been identified and resolved.
The Plan is to run a camera through the drain system in Back Lane (scheduled to happen within the next two months) to identify cause of suspected blockage. If tree roots then special cutter will be used to resolve problem.
If blockage is due to a collapse then more substantial work is required which will be done in a time frame The Clerk was instructed to contact Mr Davies to establish what was happening which allows for the appropriate administration and liaison to be regard to the quick fix in Back Lane, to completed. Flooding report back to him the views being in Back expressed at the meeting and to accept Further work maybe required if the Lane his offer to come to Rimpton to visit the site and discuss a final resolution to above does not solve flooding problem. the problems.
Will look at a possible concrete gully to direct water into drains at bottom of Back Lane.
The Chairman advised that he had spoken to the landowner regarding the possibility of improving the ditch at the side of the road as suggested by Highways Department. The Land owner is prepared to do the work but is concerned that it may be a danger to vehicles if they stray off the road and also it may cause the edge of the road to subside. It was agreed that this work should be held until the actual cause of the flooding was known and this to be raised with Highways at that time. In the meantime the Chairman will advise the land owner accordingly
Page 5 of 28 th Topic Point Raised at Meeting 5 February Action Since Last Meeting 2008 This has been done and we have been advised that Rimpton has been selected for the project. The Tree Warden Mr Richard Stephens has agreed to be the liaison person on this. The communication received included :-
“we will be allocating your parish a variety of bulbs for this coming Autumn (typically Daffodils or Crocus depending on the site).
As we have had such a healthy response to this initiative, I will need to gather as much information prior to the event as possible so that we can ensure a smooth running event.
We will be looking to undertake the Spring The Clerk was instructed to contact Mr planting in October / November, and Bulb Fox to express the Parish Councils I would like to gather all the Printing interest in getting involved in the information needed by the end of Project. June, so that I can organise a plan of action and inform you of the date we will be coming to the parish.
In brief what we would like to know is:
- The locations that you would like to be included (maps or detailed location would be appreciated) - If you have any volunteers who would be willing to help (numbers would be helpful) - Main contact details for the parish or -Anything you feel that we should be aware of.”
The clerk was instructed to formerly advise Mr Stephens would be the liaison person for this project.
Page 6 of 28 5. Parish Council Nominations.
The Rimpton Relief In Need Charity
When the Charity was set up the Parish Council was tasked with nominating two representatives who would hold office for four years.
The Parish Councils current nominees are Mrs Shelia Fewkes and Mr Gordon Diment.
The Clerk advised that he had been approached Mr John Spencer of the Charity as nobody seems to remember when these nominations were last made. He has requested that the Parish Council therefore re-nominate for a further four years. The Clerk has established that Mrs Fewkes and Mr Diment are both prepared to be re-nominated.
The Resolution is that Mrs Shelia Fewkes and Mr Gordon Diment be nominated as the Parish Council’s Representatives to serve on The Rimpton Relief In Need Charity Committee for a period of 4 years from 1st June 2008 and that the Clerk be instructed to advise the Chairman of the Charity.
The resolution was Proposed by Councillor Ryall and Seconded by the Vice Chairman and accepted unanimously by the Parish Council.
The Village Hall Committee
When the Village Hall Committee was set up the Parish Council was tasked with nominating two representatives who would hold office for one year.
Given the recent changes with the Village Hall Committee the Parish Council needs to fulfil its obligations and nominate two representatives. The Chairman of the Parish Council Mr Bernard Eric Gibbs is currently the only Parish Council nominated Village Hall Committee member and has agreed to be re-nominated. Mrs Caroline Jones had also agreed to be the second Parish Council nominee however it was established at the last moment that Mrs Jones being a paid part time employee of the Village Hall is therefore not eligible to be a Committee Member as per the legally binding conditions specified in the original documentation setting up the Village Hall Committee. The resolution was therefore modified to reflect this and is as follows
The Resolution is Mr Bernard Eric Gibbs be nominated as the Parish Council’s Representative to serve on Village Hall Committee for a period of 1 year from 1st June 2008 and that the Clerk be instructed to advise the Chairman of the Village Hall Committee of this and the reasons why the nomination of Mrs Caroline Jones could not be made.
The resolution was Proposed by Councillor Ryall and Seconded by the Councillor Caruth and accepted unanimously by the Parish Council.
6. Planning
The Clerk advised on the recent planning applications and noted that with the exception of the Applications for the Mill Cottage that are currently being viewed by the Parish Council the Parish Council have raised no objections to any of these Applications
Page 7 of 28 1. 08/01777/FUL 11 Mill Cottage Mill Street Rimpton Yeovil Somerset BA22 8AB Not Issued Proposal: Alterations and the erection of extensions to dwellinghouse (Revised Application) (GR 360948/121926) 2. 08/01778/LBC 11 Mill Cottage Mill Street Rimpton Yeovil Somerset BA22 8AB Not Issued Proposal: Alterations and the erection of extensions to dwellinghouse (Revised Application) (GR 360948/121926) 3. 08/01386/FUL The Mill House High Street Rimpton Yeovil Somerset BA22 8AB Not Issued Proposal: Conversion of mill into a holiday let (Revised Application) (GR 360916/121925) 4. 08/01388/LBC The Mill House High Street Rimpton Yeovil Somerset BA22 8AB Not Issued Proposal: Conversion of mill into a holiday let (Revised Application)( GR 360916/121925) 5. 08/01427/FUL Pound House Church Lane Rimpton Yeovil Somerset BA22 8AE Application Withdrawn Proposal: Alterations and the erection of extensions to dwellinghouse and new garage (GR: 360969/121834) 6. 08/00495/FUL Covert House Home Farm Lane Rimpton Yeovil Somerset BA22 8AS Application Permitted with Conditions Proposal: The erection of a single storey extension (GR 360542/121895) 7. 07/05464/LBC The Coign High Street Rimpton Yeovil Somerset BA22 8AD Application Permitted with Conditions Proposal: Replacement of drylining to dining area and 3 no. replacement timber casement windows. (GR 360856/121642) 8. 07/05483/LBC The Coign High Street Rimpton Yeovil Somerset BA22 8AD Application Permitted with Conditions Proposal: Various structural repairs (GR 360856/121642) 9. 07/05492/LBC The Coign High Street Rimpton Yeovil Somerset BA22 8AD Application Permitted with Conditions Proposal: Repair and replacement of part of ground floor construction (GR 360856/121642) 10. 07/05456/FUL The Old Rectory Church Lane Rimpton Yeovil Somerset BA22 8AE Application Withdrawn Proposal: Erection of new front boundary wall (GR 361017/121797)
Page 8 of 28 7. Trees
Mr Richard Stephens Tree Warden delivered the following report
Tree Planting Progress
Limited success over the past year with only two trees planted:
a) Verge opposite Crossways Farm – Castle Gardens planted red oak funded by Virginia Dewhurst;
b) On verge to right of Village Hall entrance in Back Lane – red oak agreed by Parish Council again planted by Castle Gardens.
As tree warden, I have assured Virginia that I shall keep both trees watered, ease ties, and in time remove staking.
All the other sites suggested by S.S.D.C. around the village were rejected for a variety of reasons, including costs involved for site clearance, long-term ownership and maintenance.
However, John Ryall is happy to have trees planted in any hedgerow gaps around his land which are suitable. As tree warden I will pursue this.
Also, Charles Counsell plans to plant a small arboretum on part of his land at Heaven’s Door, but no apparent progress on this yet. This will be a private scheme without further involvement from me as tree warden or the Parish Council.
Future opportunities for Tree Planting
Looking to the future, when the new play equipment has been installed we can look at appropriate tree planting to enhance it in that part of the playing field.
Unfortunately, Rimpton has little in the way of land in public ownership, and thus limited scope for tree planting to be promoted by the Parish Council. One can only encourage private individuals to plant trees and provide advice on suitability if approached or opportunities arise.
Tree Preservation Orders (TPO’s)
The red chestnut at the Darlington’s home, Southbrook House, Home Farm Lane, which had a TPO has had to be felled because it was diseased and would become unsafe.
New TPO’s have been put on the group of trees along the Old Rectory front boundary opposite the church.
Concern has been expressed about the lime trees either side of the road into the village from Villa Farm. They have all been checked and most are doing well. S.S.D.C. confirm that no Councils will apply for TPO’s on young trees of this size, and would only be applied once the trees had reached maturity.
Page 9 of 28 There is nothing else to report other than I attended the S.S.D.C. Annual Tree Wardens’ meeting in November.
The Vice Chairman asked the Tree Warden if he had a list of all the trees in the Village that had preservation orders and the Tree Warden confirmed that he had.
8. Playing fields
Fields In Trust
The Clerk confirmed that a presentation had been given to the Parish Council (along with Mr Ken Marsh of the Somerset Playing Field Association) on Tuesday 29 th April by the Mr Paul Allen of the National Playing Field Association (NPFA). Mr Allen covered the options available under the NPFA operating name of Fields in Trust (FIT) to protect the Playing field. The preferred option being a Deed of Dedication,
Quoting from a email which had been received from Mr Allen the Clerk summarised these as being :-
1. As landowner the Parish Council will have the power to protect the land using the Deed.
2. The Deed would sit on top of, and enhance, any existing Covenant.
3. All legal costs of preparing and implementing the Deed are paid by FIT.
4. There are no fees or charges.
5. Under the Deed scheme the Parish Council retains 100% of operational control locally.
6. Under the Deed scheme the Parish Council retains 100% of financial control locally.
7. The land becomes charitable, meaning additional protection AND financial advantages.
8. The land is protected against development in perpetuity.
9. Village Halls, pavilions, changing rooms, toilets, machinery stores etc are all allowed on the site.
10. Implementing the Deed protects future administrations from the pressures they will come under to allow development.
11. From the time the Parish Council sign the Deed, the community cannot ever lose access to protected recreational space.
12. Deed protection would enhance the Parish Council’s ability to attract grant aid, from FIT and from most other funding bodies.
13. Some 1200 locations around the country have already chosen NPFA (FIT) land protection for their land.
The Clerk confirmed that he had received a electronic copy of the Deed of Dedication. Page 10 of 28 After a short debate the Parish Council decided on the basis that they wish to move forward with this to instruct the Clerk to seek legal advice on the Deed of Dedication and also to take advice from Mr John Spencer. The Clerk was also instructed to follow up with Mr Paul Allen and provide him with the current legal documents relating to the playing field.
Grass Cutting
The Clerk advised that since the last meeting contracts for cutting the Playing Filed grass have been awarded to SSDC and the Churchyard Grass to Mr William Draper. Both these were the incumbent suppliers but submitted the lowest tenders.
Play Area Inspection Report
Another Inspection was carried out on 14 th March 2008 – same findings as before
Cut in one flat seat of swing Monitor
Chains worn on both sets of flat swings Monitor
Chains worn on one cradle swing Monitor
Goal Posts loose in ground Monitor.
9. Highways
Nothing was raised under this item.
10. Correspondence
Gate In Rowe Lane
The Chairman has been contacted by Mr Priaulx of Rowe Croft questioning why he required planning permission for an entrance into his paddock when a similar scheme in Back Lane did not. The Chairman spoke with Mr Priaulx who has no problem with the entrance in Back Lane and is in no way is objecting to it, but he feels somewhat aggrieved that the SSDC planning department have refused his application, whereas in the case of Back Lane they do not have a problem and no permission is required.
The Clerk was instructed to raise this with the Planning Department.
With the assistance of District Councillor Lewis the following has been established :-
The Gate in Back Lane does not need planning permission since:-
1. It does not open on to a classified road.
2. The hedge concerned is not a protected hedge.
3. The new gate will not create an unauthorised use nor change the use of the land.
Whereas the Gate in Rowe Lane did need planning permission as it was to provide an access to a dwelling, Rowe Orchard, over a field/agricultural land.
Page 11 of 28 The Chairman confirmed that he had advised Mr Priaulx and added that he felt that the Planning Department could have been a lot more helpful and sympathetic with regard to Mr Priaulx application and predicament
11. Clerk’s business
a. Current financial situation.
The Clerk advised that a complete report on the Parish Councils financial situation has been circulated to the Parish Councils the week before the meeting. The Clerk summarised the Bank Balance position as :-
Bonus Savers Account £8,036.27
which includes £500.00 for the Playground Refurbishment Project
Current Account £100.00
Reserve Account £413.96
Total £9,050.23
The Clerk commented that Mr Tony Ing who had completed the Internal Audit for the previous years accounts had recommended that a separate Bank Account be opened for the Playground Refurbishment Project and the Clerk would be arranging this as soon as possible.
b. Receipts / Payments since last meeting.
The Clerk reported the following as being the receipts and payments since the start of the Parish Councils Financial year :-
Total inflows £3,675.00
Total outflows £646.42
The inflows being the precept for 2008/2009 of £3,675.00.
The outflows being made up of business bills relating to :-
Grass Cutting of the Church Yard £90.00
Playing Field Grass cutting for the year 2007/2008 £556.42
c. Clerk’s Salary & Expenses
The Clerk advised that as we are only one month into the new financial year he had decided to hold over any salary or expense claim until the next meeting.
d. Renewal of Insurance
Page 12 of 28 The renewal of the Parish Council’s insurance is due on 2 nd June 2008. The current insurers are offering renewal at £386.38 (this is less than the budget of £400 for this financial year).
County Councillor Hobhouse has provided information on an alternative insurer and the clerk will endeavour to obtain a quote for comparison purposes.
The Clerk was given approval to renew with the current insurers unless the alternative quote results in a reasonable reduction in which case the Clerk will liaise with the Chairman before proceeding.
12. Dates of future meetings
It was agreed to delay the next meeting by one week from the previously agreed date. The dates for future meetings where therefore agreed as :-
Second Quarterly Meeting 2008/2009 Tuesday 12 th August 2008
Third Quarterly Meeting 2008/2009 Tuesday 4 th November 2008
Forth Quarterly Meeting 2008/2009 Tuesday 10 th February 2009
13. Any other business of the Council
The question of requesting PCC to make a contribution to the cutting of the Churchyard grass was raised. The PCC had made a contribution of £100.00 last year. Mr Spencer commented that the PCC funds were very limited and anybody in the community (whether regular Church goers or not) where entitled to be buried in the Graveyard. Mr Spencer as a member of the PCC undertook to raise the possibility of a donation with his colleagues on the PCC.
Councillor Ryall raised the question of a mirror being placed at the White Post Inn junction to help with seeing up the hill to the right when coming out of the road from Abder. The Clerk reminded the Parish Council that Highways Department had previously advised that they could not condone or support the placing of a mirror as they were considered to be a hazard in themselves as motorist may be tempted to put too much reliance on the mirror and not take other precautions when negotiating the junction. They would however turn a blind eye if one were erected. It was agreed to leave this subject open until the next meeting.
As this completed the business of the Parish Council the Chairman closed the meeting at 09:12 pm.
………………………..…………….Chairman …………………………………………Date
Page 13 of 28
2nd Meeting – Steering/Project Team Playground Refurbishment Project Wednesday 13 th February 2008 Mrs Liz Diment’s House
Present
Mrs Caroline Kirkpatrick Steering/Project Team Leader Mrs Kate Woodland Steering/Project Team Member Mrs Liz Diment Steering/Project Team Member Parish Councillor Ryall Steering/Project Team Member Parish Councillor Caruth Steering/Project Team Member
Mr Stephen Barnes SSDC South Somerset Play and Youth Facilities Officer
Andrew Neill Parish Clerk
Update on the Parish Council Meeting held on Tuesday 5 th February 2008
The Parish Clerk advised that the Teams report was delivered at the meeting and was well received. District Councillor Michael Lewis committed to provide £500.00 to the project from a discretionary fund available to him.
The Parish Council agreed to the changes to the Terms of Reference requested by the Team. The Parish Council also passed a Resolution to the effect that they are committed to providing funds to the Project, the sum to be decided.
Survey
The Team with the assistance of and input from Mr Barnes reviewed the sample surveys provided and agreed in outline the sections and questions to be included in the Rimpton Survey. The Parish Clerk agreed to draft the survey and accompanying letter for approval by the Team.
It was decided to distribute the survey on or around the 1 st of March and to allow 2 weeks for it to be completed. The plan being to collect the survey from Residents’ house over the weekend following Friday 14 th March. There will be the option for Residents to drop the completed surveys into one of the houses of any Team member or Parish Councillor or the Parish Clerk.
The team will collate the results of the survey in readiness of the next Team meeting.
Next Meeting
It was agreed that the next meeting will be Wednesday 19 th March 8:00 pm to 09:30 pm at Mrs Kate Woodlands house. It was note that Councillor Caruth will not be available to attend as he will be overseas that week.
The Main subjects to be discussed at the next meeting being :- Page 14 of 28
• Results of the survey • Budget • Potential Play Equipment • Potential Funders
Page 15 of 28 3rd Meeting – Steering/Project Team Playground Refurbishment Project Wednesday 19 th March 2008 Mrs Kate Woodland’s House
Present
Mrs Caroline Kirkpatrick Steering/Project Team Leader Mrs Kate Woodland Steering/Project Team Member Mrs Liz Diment Steering/Project Team Member Parish Councillor Ryall Steering/Project Team Member
Mr Stephen Barnes SSDC South Somerset Play and Youth Facilities Officer
Andrew Neill Parish Clerk
Apologies
Parish Councillor Caruth Steering/Project Team Member
Results of the Survey
Mrs Caroline Kirkpatrick had circulated the results of the survey prior to the meeting. Two additional responses had been received after the results had been collated. Approx 39 responses had been received and an edited version is attached to these notes.
The team discussed the possibility of publishing the results but in the end decided there was no benefit in doing so. The results would be used to shape the project moving forwarded and the future open day that is being planned will be used to communicate the results to the Residents. In addition it was agreed that the open day would feature close to the end product as identified by the team rather than just a collection of ideas.
A discussion took place regarding the possibility of tennis courts and after some debate it was agreed that this would be considered separately to the main project. The general idea being to consider approaching the Village Hall Committee about using the existing Basket Ball Court as a Tennis Court with a moveable net and set of posts. If such a facility was significantly used then future consideration could be given to use part of the Marden field as tennis courts.
The question of replacing the existing football pitch with a five aside pitch (turning the current pitch 90 degrees) with five aside goal posts and nets was considered a strong possibility linked to the potential use of part of the current football pitch for a Zip wire and Assault Course. Mr Barnes advised that he knows of someone who could possibly provide the goal posts and nets at a reasonable cost.
After a debate of the survey results and advice from Mr Barnes on suitable surfaces the following was agreed as the preferred list of equipment :-
• Zip Wire (25 or 35 or 40M) • Multi Unit (Junior size) with slide • Buddy Swing Page 16 of 28 • Roundabout or Cone Climber • Assault Course (6 to 12 year olds) • Retention of mound with Slide • Retention of Swings
The surface would probably be Grass Matting (i.e. Rubber Mat the at the grass can grow through).
It was also agreed that for ascetic reasons wooden equipment should be favoured over metal (whilst wooden may not last as long it would probably be cheaper)
In the absence of Councillor Caruth the other 4 team members agreed to each contact a different potential supplier for some outline costs for the above including the cost of the matting and installation. In doing so it was agreed that suppliers would be advised that the final decision would be made Rimpton Parish Council and would be based on lowest cost. The suppliers would also be told that the Team was being advised by Mr Barnes.
The Clerk suggested that it would be a good idea if the Team could prepare some outline costs in time for the next Parish Council Meeting on Tuesday 6th May.
Councillor Ryall also reminded the Team that they should consider making an approach to the Rimpton Charity organisation for potential funds.
Mr Barnes advised that when the Team was ready to approach organisations for funds it would be a good strategy to approach different organisations for a particular item of equipment as this may well increase the total funding that could be achieved.
Next Meeting
It was agreed that the next meeting will be Wednesday 2nd April at 07:30 at Councillor Ryall’s house.
Page 17 of 28 RIMPTON PLAYGROUND SURVEY RAW RESULTS
Number of surveys back: 37
Q1 - How often do you use the playground? NEVER 4 RARELY 14 MONTHLY 6 WEEKLY 9 MORE 3
Q.2 What age range would you like the play area targeted towards? 0 – 5 13 6 – 14 10 Separate 21
Q.3 What five things you would like to see in the play area? THINGS TO CLIMB 24 SWING 22 PHYSICAL CHALLENGE 19 SLIDE 18 ROUNDABOUTS 14 FORTS 14 SEE-SAW 12 THINGS FOR BABIES AND TODDLERS 10 FLOOR GAMES 9 THINGS TO ENCOURAGE MAKE BELIEVE PLAY 4 SENSORY EQUIPMENT 3 DISABILITIES 2
Q.4 What would make you use it more? BETTER EQUIPMENT 19 MORE EQUIPMENT 25 MORE FOR BABIES & TODDLERS 6 BENCHES AND SEATS 13 Page 18 of 28
Q.5 What is the age range of the children you take to the park. 0 – 5 18 6 –14 26 COMMENTS REGARDING THE PLAY AREA/MARDEN FIELD AS A WHOLE • Please no skate park- many problems in Sherborne and MM has already got one. Do we need to duplicate? • Fencing needed to keep dogs out. • Dog droppings in park, people walk them through. • Trees needed to break up the area, give character and shade. • Field is a community facility to encourage families, not forgetting the older residents. Could we see more BBQ’s / sports days / animal shows? • More rubbish bins • A drinking fountain • Equipment on the left, so that a large area on the right, is left open for village activities. • Consider the person who cuts the grass in your design. • Rubber matting not grass. • ADAM MARTIN (KINDER) 07967 700395 can source BSI play bark / plants at slightly above cost. • Need lights for older children to enjoy park later in winter evenings, on their bikes. • No netting in goal posts and they don’t line up.
CAN WE HAVE • Ice-cream van visiting once a week during summer months? • Steps for the slide, so children keep feet and knees clean. • A tennis court ( mentioned many times ) as would be used by older residents as well as young. NB FIELD NOT JUST FOR CHILDREN! • Tennis court could be run efficiently, with a Booking Secretary, who organises coaching sessions and reservation of the court. All ages can use this facility – children grow up and playground equipment is expensive and interest in it only fleeting. • The football pitch replaced by 5 a side (mentioned many times that it is not really used ) . Maybe change the layout. • An all weather surface • A youth area • A mini-golf course • Skate ramps • Netball nets • Roller skating area
Page 19 of 28 • A dirt track • Some mini ramps • Shapes and targets on a wall to aim at with a ball. • Regular cleaning of equipment and litter control in the park • Finally the grassed area is not flat and so gets very muddy where the rain gathers – can this be sorted?
CHILDREN’S SURVEY
What are your favourite things to play on, in a play park?
ZIP WIRE 15 SWINGS 14 ASSAULT COURSE 12 TYRE SWINGS 10 ROPE BRIDGES 10 ROUNDABOUT 10 MONKEY BARS 10 CLIMBING NETS 9 SLIDE 8 FORT 8 CLIMBING FRAMES 8 SEE-SAW 7 BEAMS 4 SPRING ROCKER 3
Page 20 of 28 4th Meeting – Steering/Project Team Playground Refurbishment Project Thursday 3 rd April 2008 Parish Councillor Ryall’s House
Present
Mrs Caroline Kirkpatrick Steering/Project Team Leader Mrs Kate Woodland Steering/Project Team Member Mrs Liz Diment Steering/Project Team Member Parish Councillor Ryall Steering/Project Team Member
Mr Stephen Barnes SSDC South Somerset Play and Youth Facilities Officer
Andrew Neill Parish Clerk
Apologies
Parish Councillor Caruth Steering/Project Team Member
Note meeting was changed from Wednesday 2 nd April 2008
Results of outline pricing from suppliers.
The following matrix summarises the pricing from suppliers. It is shown in two forms – the first by supplier the second by type of equipment.
Page 21 of 28
SUPPLIER COSTS BY SUPPLIER Unit Install Base Base Total Other Grand Type Sup Item Size Price Cost Type Cost Cost Cost Total 1 W Yoyo Swing (Buddy ) 4,431 1,039 WP 2,520 7,990 7,990 2 W Spiral - Roundabout 2,732 676 WP 2,964 6,372 6,372 3 W Rota Web 1.8m 3,965 806 WP 3,332 8,103 8,103 3 W Rota Web 2.4m 4,428 901 WP 4,130 9,459 9,459 3 W Rota Web 3.3m 5,383 1,128 WP 6,478 12,989 12,9 89 4 W Cable Way - Zip Wire 20m 6,721 2,626 WP 2,184 11,531 11,531 1 P Junior Birds Nest -Buddy 1,824 362 SG 792 2,978 2,978 3 P Clone Climber 2.4m 3,555 1,138 SG 1,535 6,228 6,228 4 P Arial Runway - Zip Wire 30m 4,568 1,370 SG 4,464 10,402 10,402 5 P Adventure – Assault co urse 6 Elements 7,066 2,686 SG 7,035 16,787 16,787 6 P Multi Unit High Energy 15,338 3,834 WP 3,941 23,113 2,779 25,892 1 H Buddy Swing 3,800 981 WP 2,624 7,405 1,178 8,583 3 H Clone Climber 2.4m 2,969 1,250 WP 2,013 6,232 1,213 7,445 4 H Arial Runway - Zip Wire 30m 4,292 1,360 WP 1,709 7,361 7,361 1 S Basket - Buddy Swing 2,100 423 WP 1,880 4,403 4,403 2 S Roundabout 2,955 351 WP 2,326 5,632 5,632 3 S Clone Climber 3.3m 4,850 811 WP 4,455 10,116 10,11 6 4 S Arial Runway - Zip Wire 30m 6,180 1,310 WP 10,168 17,658 17,658 6 S Multi Unit 9,514 1,069 WP 4,565 15,148 15,148 SUPPLIER COSTS BY EQUIPMENT TYPE Unit Install Base Base Total Other Grand Type Sup Item Size Price Cost Type Cost Cost Cost Total 1 W Yoyo Swing (Buddy) 4,431 1,039 WP 2,520 7,990 7,990 1 P Junior Birds Nest -Buddy 1,824 362 SG 792 2,978 2,978 1 H Buddy Swing 3,800 981 WP 2,624 7,405 1,178 8,583 1 S Basket - Buddy Swing 2,100 423 WP 1,880 4,403 4,403 2 W Spiral - Roundabout 2,732 676 WP 2,964 6,372 6,372 2 S Roundabout 2,955 351 WP 2,326 5,632 5,632 3 W Rota Web 1.8m 3,965 806 WP 3,332 8,103 8,103 3 W Rota Web 2.4m 4,428 901 WP 4,130 9,459 9,459 3 W Rota Web 3.3m 5,383 1,128 WP 6,478 12,989 12, 989 3 P Clone Climber 2.4m 3,555 1,138 SG 1,535 6,228 6,228 3 H Clone Climber 2.4m 2,969 1,250 WP 2,013 6,232 1,213 7,445 3 S Clone Climber 3.3m 4,850 811 WP 4,455 10,116 10,116 4 W Cable Way - Zip Wire 20m 6,721 2,626 WP 2,184 11,531 11,531 4 P Arial Runway - Zip Wire 30m 4,568 1,370 SG 4,464 10,402 10,402 4 H Arial Runway - Zip Wire 30m 4,292 1,360 WP 1,709 7,361 7,361 4 S Arial Runway - Zip Wire 30m 6,180 1,310 WP 10,168 17,658 17,658 5 P Adventure - Assault Course 6 Elements 7,066 2, 686 SG 7,035 16,787 16,787 6 P Multi Unit High Energy 15,338 3,834 WP 3,941 23,113 2,779 25,892 6 S Multi Unit 9,514 1,069 WP 4,565 15,148 15,148
Type 1 Buddy Swing Base SG Safer Grass 2 Roundabout WP Wet Pour 3 Clone Cl imber 4 Zip Wire 5 Assault Course 6 Multi Unit
Page 22 of 28 Based on this matrix of costs it was agreed that the Team need to formulate a potential budget and short list of suppliers who will be asked to quote for the supply and installation of equipment. It was noted that equipment maybe supplied by different suppliers.
Over the next two weeks the Team will visit different playgrounds as part of the process of finalising the potential equipment short list.
Councillor Ryall will be contacting the agreed list of organisations to be approached for grants.
Mr Barnes agreed to approach Paul Heathcote of West Camel to seek his views/assistance regarding a potential approach to the Managing Director of Hags who is understood to live in West Camel.
Mr Barnes also advised that there may be funds available from County Councillor Hobhouse and District Councillor Lewis. Mr Barnes agreed to attend the next meeting of the Parish Council (Tuesday 6 th May 2008 – 07:30pm Rimpton Village Hall) to verbally give his professional view on the Project.
The next meeting will focus on creating an outline budget, reviewing the application forms for grants and planning the application process and outlining the next report to the Parish Council.
Note – Mr Barnes will not be attending the next meeting.
Next Meeting
It was agreed that the next meeting will be Wednesday 16 th April at 07:30 at Mrs Caroline Kirkpatrick’s house.
Page 23 of 28 5th Meeting – Steering/Project Team Playground Refurbishment Project Wednesday16th April 2008 Mrs Caroline Kirkpatrick’s House
Present
Mrs Caroline Kirkpatrick Steering/Project Team Leader Mrs Kate Woodland Steering/Project Team Member Mrs Liz Diment Steering/Project Team Member Parish Councillor Ryall Steering/Project Team Member
Andrew Neill Parish Clerk
Apologies
Parish Councillor Caruth Steering/Project Team Member
Mr Stephen Barnes SSDC South Somerset Play and Youth Facilities Officer (Mr Barnes advised at the previous meeting that he would not be available to attend).
Survey of other Playgrounds.
Mrs Kirkpatrick and Councillor Ryall advised that had visited a number of playgrounds to view equipment.
The Zip Wires that they saw they were not impressed with and had also learnt that they regularly need to be inspected and maintained.
They were impressed with a Gyro Spiro (Seesaw Whiz Around) but had been subsequently advised by Mr Barnes in an email to Councillor Ryall (see below) that this was supplied by Proludic who were not on the SSDC select list of suppliers so there would be an issue with regard to funding is this item was selected. The Clerk was asked to email Mr Barnes to establish if this meant that SSDC would not provide any funds if selected or whether they would not fund this item. At the same time the Clerk was asked to find out whether it was correct that South Barrow are just about to install a Zip Wire.
During their visits they also met a Contractor installing equipment (Mark Bennett, Play Equipment & Safe Surface Contractor – SNC (Exeter PO Box 414, Exeter EX4 8WY 01392 422424 mobile 07768 177772 www.safesurfaces.co.uk - Business Card passed to Clerk) who advised that they could often quote lower prices than the suppliers of the same equipment. Mr Barnes in the email to Councillor Ryall urged caution on the use of Installation Contractors sighting the need to be careful regarding Guarantees and Liabilities and possible non compliant EN 1176 equipment. These concerns were noted however it was wondered whether the inclusion of an Installation Contractor on the Potential Suppliers list maybe a way of getting lower prices from the main suppliers.
Strategy
Page 24 of 28 In discussion it was also noted that the Team could adopt a strategy of identifying two or three versions of the same equipment from different suppliers (or Installation Contractor) and ask the individual companies to bid for that equipment in the full knowledge of who they were in competition with. This could mean a different mix of suppliers would be asked to bid for different items of equipment. This would need to be balanced against potential lower overall costs as a result of one supplier being awarded the whole contract.
There is a growing feeling that as the current slide is going to be retained then if a Multi Unit is selected maybe this should be without a slide. It was agreed that the Team needs more time to draw up a final short list of potential equipment and further visits to other playgrounds (possibly with a selection of young people from the Village) is required.
The Clerk was asked to make contact with a representative of Castle Cary to establish what is their experience with the Zip Wire they have installed.
It was agreed that including a Five a Side football pitch ( with small goal posts) should probably be included in phase one as this would free up space (football pitch being turned 90 degrees and moved down towards the Village Hall) either for the inclusion of a Zip Wire in phase one and/or a Tennis Court as part of a future phase.
Timetable and Report to Parish Council
The timetable was discussed plus various strategies for moving the project forward. It was agreed the next Parish Council Meeting (6 th May) should be the short term focal point and at that meeting the following should be covered as part of the report to the Parish Council :-
6. Outline Budget – upper and lower potential spend. It was agreed that the Team would immediately start considering this and have another meeting prior to the 6 th of May to finalise. It was agreed that the range could be as wide as for example £20,000 to £30,000 but would start to give some dimension to the project.
7. The Parish Council would be asked to start to consider its own contribution. It was acknowledged that an amount would not be committed at the meeting on the 6 th but the Parish Council would be asked to notify the Team by the end of May if possible.
8. The Team will advise that it plans to start to apply for funding early June and by that time the Team would be close to finalising the range of potential equipment and its Strategy for procurement.
9. The Team will advise that it plans to hold a meeting early June and to invite Residents to the meeting. This will take the form of a presentation covering the projects progress, the points and factors considered, the equipment being selected and why, funding strategy and procurement strategy. It was also considered highly desirable if Mr Barnes could also contribute giving an SSDC view and also endorsement of the Rimpton Project.
10. The Team will advise that it hopes to start to enter the procurement phase in late July/August when it is hoped that the funding position will be clear.
Page 25 of 28 It was agreed that the Clerk would draft the report to the Parish Council for the Team Leader to agree and this will be presented by Mrs Woodland at the Parish Council meeting on the 6 th May as Mrs Kirkpatrick will not be available.
It was also noted that Mr Barnes will also be at the meeting to give an SSDC view of the project and this should happen immediately following the Teams report.
Potential Funders.
Councillor Ryall advised that she had contacted and received information (including some application forms) from the following potential funders :-
• SSDC
• Awards for All
• Viridor
• Hedley Foundation
• Tesco
• The People Millions (probably would not be followed up as deadline end May and would require too much time with only a very small chance of success)
• Changing Spaces / Community Spaces
• Foundation for Sports and Arts
Mrs Woodland has also obtained the forms from the Police Community Trust. It was noted that the next meeting was 29 th July and applications would need to be in 6 weeks before which is in line with the planned early June start to seeking funding.
It was agreed that this information would be circulated amongst the Team so Team Members could familiarise themselves with what will be required to complete the funding applications.
Next Meeting
It was agreed that the Clerk will immediately circulate the Email received from Councillor Caruth suggesting dates for the next meeting (all dates are prior to the 6 th of May) at which the outline budget can be agreed.
Page 26 of 28 Email From Mr Barnes in Response to Councillor Ryall
From: "Stephen Barnes"
Dear Claire,
Thank you for you email good to hear the group is having a look round at different play areas.
I will try and answer some of your points.
The zip wire in Cary may well need attention the Town Council at Cary, should check their equipment weekly, then when faults are found move forward and get maintenance completed.
The 'Monkey Bar' at South Cadbury is called a 'Shuffle Bar' and made by Playdale.
The 'See Saw Whizz' is called a 'Giro Spiro' and made by Proludic. Proludic is a company that is not currently on SSDC select list and if Rimpton PC decide to apply for funding from SSDC the Giro Spiro will not be able to be part of equipment installed. However if Rimpton PC decide not to use SSDC for funding this piece of equipment could be part of the project.
Installation contractor, it may be an option to buy through an installation company, but you would have to be very careful guarantees and liabilities are acceptable. There are a lot of non compliant EN 1176 pieces of equipment on the market that copy market leaders I feel it would be better to go through a Play Company if possible.
Different Zip wires have different types of seats and locking mechanism. Zip wires do need to be maintained to a good standard to work well, maybe this is something to bear in mind when selecting equipment.
Hopefully this answers some of your questions. If you want more information please let me know.
Steve Barnes Play Areas and Youth Facilities
>>> "Ryall"
Hi Stephen, Caroline Kirkpatrick and I took my girls out and about this morning - whistlestop tour of playgrounds. North Cadbury, S.Cadbury, Castle Cary, South Barrow and Marston Magna! Yes we had to stop for refreshments in Castle Cary!
A couple of comments, the zip wire at C.C. seemed very slow and didn't go Page 27 of 28 past half way. This didn't impress us much. However a couple of pieces of equipment did - which I have attached. Just wondering if you recognise them and can tell us who manufactured them plz? The Monkey Bar is from South Cadbury. It had hand grips that slid along the horizontal bars. The See-Saw Whizz Around was at C.C. We thought that was absolutely cracking!
Whilst at South Barrow we saw some chaps installing a Buddy Swing and Cone Climber. One chap - a Mark Bennett, told us they do installations for many manufacturers. When we enquired if he may be in a position to negotiate a discount with any of them he informed us he was involved in a business operating from Exeter, so then we asked for a business card.Play Equipment & Safe Surface Contractor. Play Equipment & Safe Surface Contractor SNC (Exeter) www.sncexeter.co.uk / Specialists for the Education & Leisure Industry www.safesurfaces.co.uk Do you know anything about them? Mark Bennett indicated he could do a much better price than the large manufacturors, but all their equipment is purchased from the likes of Hags, Playdale, etc. and that is who they also work for, doing their installations. This chap also told us that some zip-wire equipment has a locking mechanism above the 'seat cable' and that the weight on the seat is meant to release it, so this is something we need to investigate.
Many thanks if you can help with any of this
Regards Claire Ryall
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