NORFOLK PLAYING FIELDS ASSOCIATION

Minutes of the NPFA Annual General Meeting

held at Norfolk RCC offices, Ambassador Way, Green’s Road, Dereham

Thursday 17 th July 2014 from 6pm

Present: John Carrick (Chair) JCJohn Pennell JPAllan Bedford ABJohn Rogers JRLaura Webster LWLee Sutton LSMike Gibb MGHeather Longman HLLiz Knight

Speakers:John Reader (NGF Play Ltd) JR John Pennell (NPFA) JP

AGENDA ITEM

NOTES ACTION

1. Welcome:The Chairman, John Carrick, welcomed everyone and introduced the two speakers, noting that NPFA was not endorsing NGF Play Ltd equipment over any other brand

2. Apologies:Received from Richard Jewson, Pam Dorling, Jane Wright, Penny Ashby, Margaret Dewsbury, Anne Barnes, William Richmond

3. Minutes from last AGM held on 18th July 2013Agreed as a correct record.Proposed JP, all seconded.Chair’s ReportNPFA have just held an Executive Committee meeting in which were discussed some issues facing the organisation. It has struggled a bit with loss of finance from Norfolk County Council & been unable to continue affording the secretariat with Larking-Gowen. As a result, trustees have been attempting to cover the work between them and this has meant that there had been some lag in finance reporting but all is now up to date. The real issue facing NPFA now is governance. The Executive Committee believed they were working to a governing document that was probably updated in the 1980’s but it has been discovered that the constitution still registered with the Charity Commission is from 1960 and not fit for purpose. It makes insufficient distinction between elected trustees and thus raises liability issues for representatives from DC’s on the Exec, as does the updated version.NRCC and NPFA now have a SLA and NRCC are undertaking the secretariat and financial work and advising on governance updating, but the Exec has agreed to take professional advice and determine the most appropriate vehicle for NPFA operation with a new constitution that will be fully compliant, with those who

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become trustees properly insured against liabilities and advice given, and with representatives clearly indicated as not liable in decision-making.This takes time and money but it is intended that NPFA will do this work within the next month.

NPFA feels it should also look to increase income in order to avoid whittling away reserves on administration and insurance costs, so that it should not impact the ability to award grants.

A late reminder was made for subscriptions, in May, so they are only now coming in, along with increased interest in grants. NPFA are offering one £20k pot, with one £10k grant, one £5k and 2 of £2.5k, as some projects request more than the usual £1.5k. Also a larger grant may become quite high profile in the county, gain publicity and perhaps persuade non-members to join.This would also dovetail with work underway to get the Duke of Cambridge to come to the autumn awards event – JC is liasing with the Lord Lieutenant.

HL – new grant applications – eligible for additional funding?NPFA is reviewing its appraisal process and has asked for letters of intent before the end July for this years’ funding, and receipt of full applications by end Aug.Several projects are at a more advanced stage, but they have to match with other funders etc to meet NPFA criteria.JP – if a parish council is applying it doesn’t have to apply to a PC as is it one, but it should apply to its BC or DC, but if BC/DC has become a single umbrella NPFA member it has to be treated separately (as GY).The late newsletter may mean we extend the applications’ deadline as long as all monies can still be distributed in this financial year, as it is envisaged Prince William will give out the grants at Easton. HL – the National PFA is not well recognized, so Norfolk PFA needs more publicity, so people know about the funding opportunities & the support & knowledge base in NPFA – a priority should be to improve NPFA profile with the public.JC –agreed that NPFA priorities were to get the governance right, raise the profile, and award grants to help local people get what want.

Treasurer’s Report SOFA and BAL SHEET 2014 presented to AGM.In the last year there had not been much activity. This will change this year.

JP had said he would step in pro tem as temporary treasurer, however the Exec had agreed until the governance issues are resolved, JC should remain responsible.JP had expressed concern that NPFA reserves were increasing and assured attendees that the organisation remains committed to increasing grant allocations.Of the late renewals requests for subscriptions, 133 have been returned to date and one borough, GY, has also paid its own and all its parish councils’ fees, a development that NPFA hopes to roll out across the county.It is also hoped that PC’s could be encouraged to sign up to NPFA, Norf ARC, NPFA, NPCA

NPFA have employed an independent scrutineer, Anne Barnes.It has been suggested that NPFA could approach finance directors of substantial Norfolk companies to see if they will provide a voluntary treasurer as part of their

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civic duties.

6. Election of Committee MembersJC - not sure we can nominate anyone until we are sure that attendance at the Executive does not constitute trustee liability. There were 2 resignations at this Exec, Margaret Dewsbury (independent) resigned and LW (for SNDC).

JP nominated Lee Sutton to join NPFA, who expressed his willingness but was not sure of his work commitments from Aug on. LS was part of the team in GY that has provided an improved planning strategy with public spaces and play and leisure facilities included at an early stage with developers.

Nominated JP, seconded HL

JC - not sure how governance issues will go and may keep all Exec members on – not the same as trustees (list out of date with CC) but will put this update right once, not in advance of updating constitution.

LW – if there is a question of electing Executive Committee based on the previous list, LW, MD (and SNDC’s Gary Howard who stood down at the last AGM and was never a trustee) should be noted as standing down from the Committee.

WB provided an up-to-date Executive Committee list based on new representatives from DC’s etc and current attendees.

LW reiterated the SNDC current position – LW is not on the Executive Committee, no SNDC representative to that has ever been a trustee and she is attending the AGM as a member.

HL– suggested that NPFA sort out constitution and membership/exec and then elect exec.JP proposed & JC seconded the amended version - that NPFA will do so but will accept Lee Sutton’s nomination but postpone all others until after governance issues are resolved.

At Exec before AGM, it had been agreed to update the constitution urgently, resolution proposed by LS and AB seconded.

JC – NPFA need some expert advice on it which they will pursue when NRCC’s CEO Jon Clemo is back & with the Charity Commission.Options to be considered will be recommended through another AGM in the autumn.

7 Speakers1. John Reader, NGF Play Ltd: PLAYGROUND ISSUES

Own local business making, sourcing & installing play equipment for schools and parish councils mainly, in Norfolk & Suffolk.His presentation ran through a checklist of installation considerations:budget, funding, age groups, type of equipment, materials, surfacing, fencing, signage, maintenance & inspections

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Budget: chop into bite-sized chunks to apply for funds, best place to start looking for funding get advice from NPFA/DC’sAge groups: start with juniors – use equipment for longest period (toddlers v short period) & teenagers move towards sport & fitness, agility trails etc Adult equipment is usually fundable under fitness, rather than play.Equipment & Materials: safety standard BS EN 1176 – 2 standards for manufacture & for installation – must meet both to comply fullyMost popular is still swings, followed by teen trails. JR often recommends considering shelters & furniture for teens and parents.Materials – wood, steel, recycled plastic - not as strong as wood,For toddlers who prefer playing stories rather than climbing, suggest adventure shapes eg boats, forts etcFor Adult fitness this is NOT play equip and while most manufacturers make theirs 1176 compliant, there is a grey area about where it sits in relation to a play area – a new standard is coming out but at present it should be placed in a fenced area or 25 m away from the kids play area to discourage kids from using and potentially hurting themselves. For shelters/furniture – put on concrete to avoid decay.Surfacing: safety standard BS EN 1177Woodchip used but high maintenance to keep compliantRubber loose fill option doesn’t rot but still moves out from area & needs maintenanceGrassmats Bonded rubber mulch –chopped up forklift tyres bonded with glue- laid in situ and has the advantage over Wetpour as it doesn’t need preparation of ground underneath.Artificial grass/natural grass – up to 1.5m critical fall height and must remain soft enough always to stick screwdriver in.Fences: useful to keep animals out or kids in if traffic, but it is not obligatory to have one. If choose to fence, standards are that there should be no sharp tops, narrow between pales to stop head trapping, and that, as gates can be hazardous, compliant gates should have slow-close hinges not springs, with fingerspace with rubber stopper to avoid trapping. It is also required that there should be 2 pedestrian gates (alternative escapes from fenced area) & another for vehicles/wheelchairs.Signage: safety signs for typical users, no dogs, contact phones etcDogs can be admitted if owners are required to be responsible, and clean up after them.JP noted that the emergency services won’t react to a call unless they have a postcode to go to, so JP recommends adding this to any public signage.Checks: regular checks, maintenance and independent qualified inspections are required to remain compliant with safety regulations and thus insurances. More information can be obtained from ROSPA, API (Association of Play Industries) but check that those advertising equipment or installation or inspection are compliant with the standards and registered as qualified inspectors.

JC thanked JR for the instructive talk and said that the lesson to take away was to do the research and go and see other people’s installations.

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2. John Pennell, NPFA and many other voluntary roles: FUNDING STREAMSJP introduced his talk with some personal history underpinning his motivations to liase from grassroots to government to ensure funds directed as the people want.Seeking funding: Ask why funding is needed, and collect evidence to prove this to funders approached. Research the funder and the outcomes they expect for their money and check that these dovetail with own aims and expected provable delivery upon completion. Consult the potential users and local opinion, don’t assume that any idea is what that village/group etc really wants.Consider any differences between which wanted and also unwanted outcomes are likely and those that are not likely to occur just through the funded project.

Tips: Network repeatedly, as individuals and as a team, get known, you, your village, your projects, your PC/DC/BC Cllr’s/MP’s etc (but no party politics) Learn to punch above your weight. Always have some small project/part of project/needed match funds up your sleeve to enable you to apply for all the bits left over in various pots to get a bid in quickly. Have evidence of need ready and an up-to-date village plan etc, showing what residents want. It is sensible to modify the aspirations of village plans to take advantage of funding opportunities. NB this year is 100th anniversary of 1914 war. Set a target for the fundraising effort eg 10% more than any other village gets Don’t give up when turned down Don’t employ professional fundraisers as they are expensive Beware of experts – especially if they charge to consult Use contemporary sources of evidence eg opendatacommunity.org Use contemporary buzzwords in the funders’ jargon, eg green, sustainable, Don’t automatically go for large sources of money – eg EU funds, as these can be very complicated Check Central government pots eg mycommunityrights.org Discover if local districts or county have special purposes pots, eg capital grants for land purchase Everyone remembers the Big Lottery but there is also the Dream Fund Small funders - most require evidence of prior contact with the local DC/BC over proposed plans before funding, as does NPFA, Housing Associations, Norwich Community Foundation etc. Others to approach include Awards for All (up to £10k), local businesses for Sponsorship, and many projects now get kickstarted through online crowdsourcing. NB LEP/LAGs do consider social enterprises for funding, so if your project is set up as one, this will not preclude access to grants. Always keep a checklist of questions to work out whether applying to any particular funder is worth while

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NPFA gives standard grants up to £2k but as a special this year are offering 1 at £10k, 1 at £5k and 2 at £2.5k

Consultations: Collect evidence to prove need Check it is the right evidence Ask what do people want? Don’t assume that you, your group or even the PC knows or speaks for the community. Ask everyone, young to old & hard-to-reach Refine people’s wish lists into business plans for parishes to deliver Pick from these a top priority each year Use modern technology not just written questionnaires, to get good percentage feedback Don’t ask leading questions Do include space for unrestricted feedback. Interview children – they are an important part of the community but ask questions in an environment where they feel comfortable and safe and don’t let them talk to friends during the questioning to allow all voices to be heard. It is usually better to separate by gender to ensure girls’ voices are heard.

JP had consulted on GYBC play and leisure policies, now to be considered strategically and within building/planning activity right from the outset and regularly reviewed. There will be 3 working groups, indoor leisure, outdoor play, outdoor leisure – planning for wider consultation to detail play and leisure strategy.

AB referenced the Queens Hall development in West Norfolk, the kids have grown out of play areas, referring to the limitations as noted by JR of stopping fundraising after a single age group investment has been achieved. Grants from Housing associations eg Saffron might be possible and also for hall furniture.

LS – NPFA type interest groups will be important lobbyists to protect from cuts by DC/BC’s.

JC – thanked the 2 excellent speakers with lots of useful information that a larger audience today would have benefited from. He expressed the need NPFA feels to get their name out there to help and protect against deprivation in Norfolk and thanked everyone for attending the meeting.

Notification of the results of the governance deliberations and updates will be circulated and an additional Executive Committee meeting called to make decisions, and an extraordinary general meeting to which all members will be invited to ratify these updates and he hoped for the attendees continued support.

AGM meeting closed at 8.40pm

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