COMMUNITY & LEISURE FACILITIES COMMITTEE

AGENDA REPORTS PACK – JANUARY 2016

Item 16L/004

Community and Leisure Facilities Committee Minutes Meeting held in the Village Hall on Wednesday 16th December 2015 at 7.30pm

Present: Cllrs Mudd (Chair), Berenger, Young, Andy Ward (S&SC) and the Clerk In attendance: 1 member of the public

15L/192. Chairman’s Introduction and Apologies – Cllr Mudd stated that the King George Vth grant application forms had been submitted for additional cricket pitches but we had been unsuccessful. Apologies received from Cllrs Collier (personal), Morris (personal), Nicholas (personal and Dave Munns.

15L/193. Public participation – Standing Orders to be suspended – no comments. 15L/194. To accept Declarations of Interest - To receive disclosures of pecuniary and non-pecuniary

interests from Councillors on matters to be considered at the meeting. None received. 15L/195. Minutes - Resolution that the minutes of the Committee meeting held on the 17th November

2015 be signed as a correct record. RESOLVED. 15L/196. Reports

Clerk – report circulated prior to the meeting to highlight matters on agenda & update on matters arising since last meeting. The Carol Concert went well despite the weather and the new grotto format had been well received. Alan Raven arrived at 7.35pm.

Playground safety – report to follow. Pavilion – update on the project – Clerk stated that there had been some problems with the

gas supply over the weekend which had been rectified. 15L/206. Annual bike show – to consider permission for use of the Village Hall/Rec Ground on 23rd July –

Standing Orders suspended at 7.40pm. Andy spoke to say that the bike show normally runs at the Cottenham Club but they were seeking permission to use our carpark for static display of bikes and the Village Hall/bar for bands in the evening. Standing Orders reinstated at 7.42pm. Only area in front of VH would be required so the rest is available for cricket match (if required). There would also be food served and a few stalls. Cllr Mudd said the situation regarding public liability would need checking. Resolution to support use of the carpark and Village Hall subject to public liability being in place, hire costs and signing of agreement form. RESOLVED. To go to full council in January.

15L/197. Dog Fouling – to receive an update on village-wide ‘clean up after your dog’ campaign – Via reports pack Cllr Collier submitted details an outline campaign. It was agreed that anything to raise awareness was positive. Await further details of poster in the new year.

15L/198. Online booking system – Item deferred. 15L/199. User contracts - Review current state of play on contracts for Rec/Village Hall facilities – Cllr

Mudd reported that the process was ongoing. Cllr Richards arrived at 7.50pm. 15L/200. Village Hall refurbishment – Item deferred. 15L/201. Village Hall replacement – to receive an update on the project – Cllr Mudd outlined details from

reports pack. Cllr Richards suggested that Andy Ward (S&SC) be invited. An evening meeting would be preferable.

15L/202. Open Space S106 – Report circulated prior to the meeting. 15L/203. Budget 2016/17 – To consider CALF suggested items discussed at FLAC meeting – Cllr Mudd

outlined project items which had been put forward: cricket squares, WARG field and outdoor gym equipment. Total budget reduced to £28k from the £58k originally proposed.

15L/204. Public art – To consider process for selecting projects – Cllr Mudd outlined the project suggestions detailed in the reports pack and Cllr Berenger outlined Dissenters plans. Cllr Richards asked if a kickboard could be created as public art; this could double as a sight screen for cricket.

15L/205. Yesteryear Road Run – Resolution to recommend permission for use of the Village Green on 24th April for the Yesteryear Road Run with fees waived. RESOLVED. Item to go to full council in January.

15L/207. Youth provision – Resolution to approve £4k for an ‘enrichment programme’ for young Cottenham residents subject to further costings for inclusion in the 2016/17 budget. RESOLVED. Clerk to request further info from Cllr Collier. Item to go to FLAC in January.

15L/208. Tenison Manor tree belt – to consider brief for work with a view to putting out to competitive tender – Cllr Mudd outlined. We need to ask BC Trust for a report of the work completed to date. Cllr Mudd suggested contacting residents along the belt to ask their opinion of what work should be done. Agreed that we proceed with work to clear space along the ditch line in the meantime. Resolution that consultation letter is issued to residents along the Tenison Manor tree belt and that a spec for interim work along the ditch line is prepared. RESOLVED.

15L/209. Removal of hedging at Rec Ground – to consider quotes for removal to facilitate additional car parking and consultation letter to residents – Clerk has received 2 quotes to date. It was considered that the hedge currently creates a soft edge to the Rec and it is possible to move the pitches by a big enough margin to give the same additional space for parking. Resolution to retain hedge and move the bund and pitch accordingly to create additional space. RESOLVED. To go to full council in January.

15L/210. Matters for consideration at the next meeting – Festival. 15L/212. Date of next meetings – Tuesday 19th January 2016 15L/213. Close of Meeting - 8.40pm.

Signed _____________________________ (Chair) Date_______________________

Item 16L/005 - CLERKS REPORT – Jan 2016

Village Hall

Aerobics will no longer be using the hall on Wednesday evenings. Recreation ground

County Farms has been contacted regarding getting damaged fence on 3rd field repaired. No response received to date. Chased again and enquiry has now been passed to Lorna Thomsen.

Items for repair are being looking at (as per safety inspection report) and manufacturers have been contacted accordingly.

Need to install signage on new gate by Les King Wood to state no dogs on the rec.

Issues with guttering to Ladybirds building + rotten windowsill. Abco have done work.

User meetings ongoing to finalise contracts.

Repair/maintenance work due to be undertaken on picnic benches.

Cromwell Fire carried out an alarm test on 11th January.

Aquarious due to carry out service of pump.

Misc admin

Dog bin on Lyles Road was due to be installed in mid-October. Asst Clerk has chased Heidi Duffett for update and it will now be installed mid-January.

Fly tipping reported at Les King Wood and this has been reported to County. Car parking area is also badly rutted and needs attention. Waiting response.

Thurstons Funfair would like to book Green for 29/30th Sept – 1st October 2016.

Carol concert, although damp, went well. The new grotto system worked well.

Playground Inspection Action Report Cottenham Parish Council Site: Cottenham Recreation Ground Date of Inspections: 25 November 2015

Location Attention Required

Main Play Area Aerial Runway Aerial cable appears to be somewhat slack and perhaps needs to be tightened up in order to raise the height.

Recent RoSPA Inspection Report found Chain Connectors Notched. Noted that Chain Connectors should be replaced in accord with ISO 1834 Standard. Hags play to be asked to attend to check the matters raised by RoSPA. HAS THIS BEEN DONE?? Slide-Embankment (new) Slide embankment looking rather tatty. Serious thought needs to be given to improve this new unit that is well-used by the younger children, with parental supervision. The unit does not do justice to the Parish Council’s endeavours to provide safe and enjoyable play facilities. PREVIOUSLY REPORTED AND NOTED San Hose Playhouse Entrance area in need of ground levelling. Depression retaining water and making unit unsuitable for children’s activity. Filling in might solve the problem. General state of unit is in need of painting/refurbishment Recent RoSPA Inspection Report note delamination of wood. Advised repairing delaminated wood. The Playhouse has seen better days and we [PC] should consider a replacement unit. Budget item for 2016/17. MATTER IN PROGRESS Space Net (New) Anchor Point on unit requires attention due to the undue degree of compressibility when stood upon. It becomes a trip hazard. Gate Entrance to Play Area Possible trip hazard associated with the entrances to the Toddlers Play Area. Slabs have been put down to avoid muddy areas being created by rain fall. NEEDS TO BE MONITORED

Himalayan Uniplay At edge of surrounding surface area facing Skatepark, there is a protrusion that needs to be removed (see photo). STILL NOT DONE Action Plan signed by Cllrs: David Mudd and Tony Nicholas David Mudd…................................................................................Date 25 November 2015 Tony Nicholas….............................................................................Date 25 November 2015 Action Plan to be sent to Clerk, and Chair and Members of the Community & Leisure Facilities Committee in order to progress the repairs noted in report. NOTE: All items that have been notified to CALF previously and probably now, hopefully, in the course of being actioned!

Playground Inspection Checklist Cottenham Parish Council Site: Cottenham Recreation Ground Date of Inspection: 25 November 2015 Person/s carrying out Inspection: Cllrs David Mudd and Tony Nicholas

Items checked and report issued if any item needs repair/maintenance. (see action report sheet) General Condition of Equipment: All equipment checked for the following:

Stability and condition of frames Fitting and Fixtures (present and secure) Guard rails Sharp edges or other protrusions Working of moving parts Swings, Seats and Shackles Slide surfaces Base plate of spring items secure

Play Area: Skateboard Park General area surveyed for possible damage Ramps and surface area checked for safe use by skateboarding users

Equipment Main Area

Carousel – Inclusive (New) Rotator – Bowl (New) Aerial Runway Rotator – Pole (New) Slide – Embankment (New) Space Net (New) Himalayan Uniplay (Newly adapted) Swing Group (New) Seats and Picnic Tables Swings (4 swing Unit) Single Swing Inclusive New) Trim Trail (New) Waste Bins General Condition of Area Tidy

Equipment in Toddler Area San Hose Playhouse Multiplay- New Swing - Toddler -1 Bay 2 seat (new) Swing - Toddler - 1 Bay 2 Seat (old Play Train (New) Stepping Posts - Rubber Rocker Seesaw (New) Rocker –-Bike (New)

Rocker Snail Fencing Seats/Picnic Table Gates Fencing General Condition of Area Tidy

Warning Signs and Notices

Present and in good condition Yes

General Declaration of Intent by Cottenham Parish Council

regarding Health and Safety

in respect of this report.

All areas/items will be checked only by means of Visual Inspection to identify any obvious hazards resulting from use, vandalism or weather conditions. These will be logged and notified to the Parish Clerk.

To avoid any doubts as to whether or not the areas/items have been Visually Inspected, the Cllrs will sign and date the report issued to the Parish Clerk. On Inspection of all units, any that are found, in the opinion of Cllrs, to be a problem regarding operation or stability, then if it cannot be corrected without delay, the PC will be advised to immobilise or remove the unit.

Councillors who check the areas/units are fully aware of the importance of the safety to all users of the Play Area.

Visual Inspection carried out by by: Cllrs David Mudd and Tony Nicholas Councillors Signatures:........................................................................................... ….......................................................................................

Dated: Wednesday 25 November 2015

Next Inspection on Wednesday 30 December 2015

Playground Inspection Action Report Cottenham Parish Council Site: Cottenham Recreation Ground Date of Inspections: 30 December 2015

Location Attention Required

Main Play Area Aerial Runway RoSPA Inspection Report found Chain

Connectors Notched. Noted that Chain Connectors should be replaced in accord with ISO 1834 Standard.

Hags play to be asked to attend to check the matters raised by RoSPA. HAS THIS BEEN DONE??

Slide-Embankment (new) Slide embankment looking rather tatty. Serious thought needs to be given to improve this new unit that is well-used by the younger children, with parental supervision. The unit does not do justice to the Parish Council’s endeavours to provide safe and enjoyable play facilities. PREVIOUSLY REPORTED AND NOTED San Hose Playhouse Entrance area in need of ground levelling. Depression retaining water and making unit unsuitable for children’s activity. Filling in might solve the problem. General state of unit is in need of painting/refurbishment Recent RoSPA Inspection Report note delamination of wood. Advised repairing delaminated wood. The Playhouse has seen better days and we [PC] should consider a replacement unit. Budget item for 2016/17. MATTER IN PROGRESS Space Net (New) Anchor Point on unit requires attention due to the undue degree of compressibility when stood upon. It becomes a trip hazard. Gate Entrance to Play Area Possible trip hazard associated with the entrances to the Toddlers Play Area. Slabs have been put down to avoid muddy areas being created by rain fall. NEEDS TO BE MONITORED Skate Board Surface Area There are at least 6 cracks that have appeared on the

surface of the skate board area. They have been plastered over in what is basically is an ‘elastoplast’ attempt to cover up the cracks. Looks very amateurish job. Why have such cracks appeared? It does need investigating. Picnic Tables Two of the tables are still without 3 bolt head caps each, which are situated beneath the table. The bolts are in place BUT can be removed quite easily and could potentially undermine the stability of the table. Action Plan signed by Cllrs: David Mudd and Tony Nicholas David Mudd…................................................................................Date 30 December 2015 Tony Nicholas….............................................................................Date 30 December 2015 Action Plan to be sent to Clerk, and Chair and Members of the Community & Leisure Facilities Committee in order to progress the repairs noted in report. NOTE: All items that have been notified to CALF previously and probably now, hopefully, in the course of being actioned!

Playground Inspection Checklist Cottenham Parish Council Site: Cottenham Recreation Ground Date of Inspection: 30 December 2015 Person/s carrying out Inspection: Cllrs David Mudd and Tony Nicholas Items checked and report issued if any item needs repair/maintenance. (see action report sheet)

General Condition of Equipment: All equipment checked for the following:

Stability and condition of frames Fitting and Fixtures (present and secure) Guard rails Sharp edges or other protrusions Working of moving parts Swings, Seats and Shackles Slide surfaces Base plate of spring items secure

Play Area: Skateboard Park General area surveyed for possible damage Ramps and surface area checked for safe use by skateboarding users

Equipment Main Area

Carousel – Inclusive (New) Rotator – Bowl (New) Aerial Runway Rotator – Pole (New) Slide – Embankment (New) Space Net (New) Himalayan Uniplay (Newly adapted) Swing Group (New) Seats and Picnic Tables Swings (4 swing Unit) Single Swing Inclusive New) Trim Trail (New) Waste Bins General Condition of Area Tidy

Equipment in Toddler Area San Hose Playhouse Multiplay- New Swing - Toddler -1 Bay 2 seat (new) Swing - Toddler - 1 Bay 2 Seat (old Play Train (New)

Stepping Posts - Rubber Rocker Seesaw (New) Rocker –-Bike (New) Rocker Snail Fencing Seats/Picnic Table Gates Fencing General Condition of Area Tidy

Warning Signs and Notices

Present and in good condition Yes

General Declaration of Intent by Cottenham Parish Council

regarding Health and Safety

in respect of this report.

All areas/items will be checked only by means of Visual Inspection to identify any obvious hazards resulting from use, vandalism or weather conditions. These will be logged and notified to the Parish Clerk.

To avoid any doubts as to whether or not the areas/items have been Visually Inspected, the Cllrs will sign and date the report issued to the Parish Clerk. On Inspection of all units, any that are found, in the opinion of Cllrs, to be a problem regarding operation or stability, then if it cannot be corrected without delay, the PC will be advised to immobilise or remove the unit.

Councillors who check the areas/units are fully aware of the importance of the safety to all users of the Play Area.

Visual Inspection carried out by by: Cllrs David Mudd and Tony Nicholas Councillors Signatures:........................................................................................... ….......................................................................................

Dated: Wednesday 30 December 2015

Next Inspection on Wednesday 27 January 2016