COMMUNITY & LEISURE FACILITIES COMMITTEE

AGENDA REPORTS PACK – OCTOBER 2015

Item 15L/160

Community and Leisure Facilities Committee Minutes Meeting held in the Village Hall on Tuesday 15th September 2015 at 7.30pm

Present: Cllrs Mudd (Chair), Collier, Morris, Andy Ward (S&SC), David Munns (CUFC) and Clerk (Jo Brook) In attendance: 2 members of the public

15L/142. Chairman’s Introduction and Apologies – Cllrs Berenger (illness), Nicholas (illness) and Terry Keeble. Cllr Richards arrived at 7.33pm.

15L/143. Public participation – Standing Orders to be suspended – no comments. 15L/144. 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/145. Minutes - Resolution that the minutes of the Committee meeting held on the 21st July 2015 be

signed as a correct record. RESOLVED. 15L/146. Reports

Clerk – report circulated prior to the meeting to highlight matters on agenda & update on matters arising since last meeting. There has been an emergency in the kitchen re. the boiler and a replacement may be needed – TBC. Alan Raven arrived at 7.35pm. Cambs FA would like to book the new pavilion for an event in November; agreed in principle but need to speak to them further. Musician contacted us wanting to book the hall in return for a gig. Currently unable to accommodate.

Playground safety – report circulated prior to the meeting Connections Bus – termly report. Cllr Collier reported that there had been considerable issues

re. parking over the summer. Need signage to say no parking during their sessions and add cone. The situation will be alleviated during the autumn with football training taking place at the College. AGM is coming up soon and Cllr Collier has been speaking to youth provision office regarding how we could have some form of permanent provision in the village.

Changing Rooms – update on the project – Cllr Morris reported that snagging would be taking place this Friday with a view to handover the following week. The roadway would be completed by Friday 2nd October. Opening event now 11th October. Still need to sort out the formal user agreements.

15L/147. Playground repairs – To consider various items of work as highlighted in the safety report – Clerk reported that Playdale will look at the items highlighted by Rospa and will report back. Still need to solve issue with paving slab trip hazard near toddler area.

15L/148. Fen Reeves – To consider quote for additional maintenance work needed – Clerk reported that the work had already been undertaken by Groundsman.

15L/149. Signage at rec ground – To consider quote for signage to state ‘no balls against the Village Hall’ – Item deferred.

15L/150. Ladybirds fencing – To consider quotes for replacement Ladybirds fence – Item deferred. 15L/151. Projects – to consider a refresh of the capital projects and maintenance budgets in the 4-year

wish list – Cllr Morris ran through possible project list. Cllr Richards then ran through village hall initial plans. We have had 50 architects response to the expression of interest regarding a new building.

15L/152. Football pitches 2015/16 season – To consider update on usage and requirements – Cllr Mudd outlined. We need to find space to accommodate existing requirements. On the first field there is only the first pitch + junior cricket. Second field: pitch within a pitch but still struggling with a mini league pitch. This can be placed over the far side. All users to currently train on the third field. Third pitch on the second field still has a slight drainage issue; Clerk to follow up with Mel Pooley. Rota required to see what clubs are using pitches when.

15L/153. Tree on Village Green – To consider maintenance to the weeping tree near the Rampton Road corner – Clerk to obtain quotes.

15L/154. Matters for consideration at the next meeting 15L/155. Date of next meetings – 20th October 2015 15L/156. Close of Meeting – 8.55pm.

Signed _____________________________ (Chair) Date_______________________

Item 15L/161 - CLERKS REPORT – Oct 2015

Village Hall

Issues with users not being out of the building before the next user which is causing knock-on effects. Meetings to be set up and finalising of contracts required.

Users have been contacted about cleanliness issues in the kitchen and main hall i.e. dirty floor, not locking cleaning cupboard, non-edible items in the kitchen.

User meetings being arranged to finalise contracts. 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.

Rope bridge has been reinstated as part of the trim trail.

Drainage works have been undertaken by Mel Pooley on second and third fields. Need to monitor effectiveness.

Issues with guttering to Ladybirds building + rotten windowsill. Abco investigating.

User meetings being arranged to finalise contracts.

Misc admin

Dog bin on Lyles Road due to be installed in mid-October.

Fly tipping at Fen Reeves – SCDC have been out to clear due to the presence of asbestos.

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

Thurstons Funfair would like to book Green for 13th – 15th October 2016. Checking possible clash of dates with Feast.

Maintenance work has started on the tree belt behind Kingfisher/Woodlark. Slower going than expected but main entrance has now been cleared. Will stockpile the brush and use a chipper later so it can be done in one hit.

We’ve been asked by Barratts to consider adoption of the open space on Racecourse View. Item will be tabled for full Council meeting in November.

Playground Inspection Checklist Cottenham Parish Council Site: Cottenham Recreation Ground Date of Inspection: 30 September 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 Septmber 2015

Next Inspection on Wednesday 28 October 2015

Playground Inspection Action Report Cottenham Parish Council Site: Cottenham Recreation Ground Date of Inspections: 30 September 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 Swing – Inclusive Recent RoSPA Inspection Report noted that Chain Links Notched. Worn links should be removed and replaced in accord with ISO 1834 Standard. Sutcliffe to be contacted for advice Swing – Junior 2 Bay 4 Seat with Anti-wrap Recent RoSPA Report indicated that a swing had loose seat eye-bolts. Action referred as tighten up eye bolts. Andrew to possibly deal with this 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. Benches Cracks in wooded seating and some graffiti drawn on table top. (black spray paint tag) Efforts made to remove same from bench. 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

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. Attention needed to counteract trip hazards created by the new slabs. Possibly Andrew could use soil from the NCR mound or apply concrete to level of the hazard. See photo Himalayan Uniplay At edge of surrounding surface area facing Skatepark, there is a protrusion that needs to be removed (see photo).

Action Plan signed by Cllrs: David Mudd and Tony Nicholas David Mudd…................................................................................Date 30 September 2015 Tony Nicholas….............................................................................Date 30 September 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!

Changing Rooms

Building is “practically complete” within budget.

Some minor finishing off issues before Building Control revisit to “sign off”.

Opening went well - thanks to everyone pitching in and the Chequers

Working on “safe/secure usage” issues with David and Tony.

Physical access is not easy (it is dirty) at the moment until grass grows / binds the pathway together.

Final mastered lock and alarm configuration won’t be in place for another week or so

Some supervised trial usage possible soon.

Anticipate “Caretaker” will open / secure the building and set up the internal configuration for “booked” sessions

Safety-trained supervisors (need to arrange safety briefings) will have access to booked parts using a shutter key.

Cambs FA will probably run their Coaches 5-day Training Course here in early December (£500+VAT)

Item 15L/168. Projects

2015/6 budget items to be considered as possibilities for completion :

“Open Spaces” – Fitness kit on rec / Broad Lane – budget £11,250 – (I have included this item in my pack notes for £15,000 so part could be done this fiscal year and part 2016/7.)

“Sports” – Rugby development trial –budget £5,000 - (I know that some work has been carried out this week, but we need to move forward with this depending on our findings.)

“Village Hall” – Annual deep clean – budget £1,000 – (not sure where we are at with this. )

Item 15L/169. Projects 2016/17

Health & Safety survey – carried out 30/9/15. Matters needing attention: 1. Toddler area gate entrance. Trip hazard created by installation of concrete slab to cover the muddy area. Levelling off necessary. 2. Himalayan Uniplay. Surface area has a trip hazard as there is a protrusion that needs to be removed. Costs minimal.

WARG field – swing, bench, trees & wildflower seeds (possibly could be dealt with in 2015/6 & maybe consider other play equipment ) - £4,000 – would be more if other play equipment introduced.

Disabled access path + fence to skatepark area - £15,000.

Fitness equipment – Recreation ground and Old Village Green, Broad Lane - £15,000.

Additional cricket squares - £15,000.

Basketball net / board - £500. Total £49,500

These items are for discussion resulting in approval / rejection by CALF, and other items on the “blue list” of Community Facilities may be discussed if felt more warranted to move forward with. There are other items on the “blue list” which could possibly be actioned in 2015/6 such as :

War Memorial cleaning - £2,000.

Notice Boards – improving - £1,000.

Outdoor defibrillator - £1,000.

Kickboard - £500.

Pocket parks on Tenison Manor & Brenda Gautrey Way – 2 x 2bay swings & benches - £5,000.

Item 15L/170. KGV 90 Fund Fields in Trust was founded in 1925 by King George V and this year we are celebrating 90 years of protecting and supporting outdoor spaces for sport, play and recreation. To mark this milestone, we will be awarding up to £45,000 to two King George V Playing Fields for a capital project which will deliver one or more of the following criteria:

Increase participation in sport or play

Improve facilities for sport and play

Build community cohesion and well-being

Enhance the local environment The KGV 90 Fund is inviting King George V Fields to submit proposals by 19th November for a capital project that can be completed by 30th September 2016. The successful applicants will be announced at this year’s Fields in Trust Awards which takes place at Lord’s Cricket Ground on 2nd December and all shortlisted applicants will be invited to the event.

More information, application form and guidance notes are available here The KGV 90 Fund is the latest funding programme for protected sites and to be kept up to date with future funding programmes please sign up to receive our monthly e-zine

Not only will the KGV 90 Fund winners be announced at this year’s Awards but there are a number of categories that your site or active people in your community could be eligible for. Please take a look at the Awards Nomination Pack and see what FIT Ambassador Graeme Le Saux has to say about this year’s Awards. If your site has a completed improvement project, you’ve run an initiative to increase participation or maybe you want to nominate

someone as your Community Champion or Young Champion submit your award nominations by 23 October! All shortlisted finalists and a guest will be invited to celebrate with us at Lord’s. (Young Champions may invite two guests and will receive financial assistance towards travel and accommodation costs as applicable.) Come and join us in celebrating your King George’s Fields and other protected green spaces and do let me know if you have any questions. Kind regards, David. David Sharman Development Manager