Minutes Mar 27 06

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Minutes of the Maresfield Parish Council Environment and Maintenance Committee Special meeting held on Thursday 27^th April 2006 in the Parish Office, Nutley

This meeting discussed the Clerk’s Paper (dated 2^nd March 2006) on Play Areas, and related matters.

Present: Cllr P Tester (Chairman), Cllr W King, Cllr G Hardy, Cllr R Tester, Cllr J Gutteridge, Cllr T Sparrow & Mr T Allen (Clerk)

Cllr Sparrow and Cllr Gutteridge were co-opted onto the Committee for the meeting.

1. Public Session – None.

2. Apologies for absence – Cllr C Stephens.

3. Declarations of interest – None.

4. Adoption of a general Play Area Policy – It was agreed that the following Policy should be proposed to Council for adoption:-

“MARESFIELD PARISH COUNCIL – POLICY STATEMENT FOR PLAY AREA PROVISION

Children need and want to take risks when they play. In providing Play Areas, Maresfield Parish Council aims to respond to these needs and wishes by offering children stimulating, challenging environments for exploring and developing their abilities. In doing this Maresfield Parish Council aims to manage the level of risk so that children are not exposed to unacceptable risks of death or serious injury.”

5. Adoption of Play Area levels of Inspection

· Routine Visual Inspections - It was agreed that these Inspections should be conducted weekly by the Clerk and/or the Assistant Clerk, and that the frequency of these Inspections may be increased in times of peak useage and/or if faults are more regularly found. The aim of these Inspections is to identify obvious hazards that can result from vandalism, use, weather conditions, etc.

It was agreed that a quality check of the effectiveness of these Inspections should be conducted by Councillors on a rota basis.

Formal records of Inspections should be kept and retained by the Parish Office, and referred for information/discussion to the Environment & Maintenance Committee as appropriate. It was agreed that records of Inspections will be stored ‘electronically’ and kept for a minimum period of four years.

· Operational Inspections - It was agreed that these Inspections should be conducted quarterly by the Clerk and/or the Assistant Clerk, and that the frequency of these Inspections may be increased in times of peak useage and/or if faults are more regularly found, or where manufacturers guidelines advise.

It was agreed that a quality check of the effectiveness of these Inspections should be conducted by Councillors on a rota basis.

· Annual Main Inspections – It was noted that the aim of this type of Inspection is to establish the overall level of safety of equipment, foundations and surfaces, including repaired equipment or equipment that has been replaced or added to. Compliance with EN 1176 and any other Standards will be noted, and it is a chance to measure the effectiveness of the Routine and Operational Inspections; these Inspections should be carried out by a competent and fully qualified Inspector/Engineer.

It was noted that currently these Inspections are carried out by Zurich Insurance Engineers on a six monthly basis at an annual cost of £711.91, but that these Inspections do not have to be conducted by Zurich Insurance, and that more independent Inspectors could be used. An example extract from a report produced by Digley Associates Ltd for Willingdon & Jevington Parish Council was discussed, noting that their charges were considerably less than those of Zurich Insurance.

It was agreed that the use of an Independent Inspector should be secured for these Inspections, subject to Zurich Insurance being fully satisfied with the new arrangement, and costs being within the boundaries discussed (£50 to £100 per play area). ACTION: Clerk to research Inspectors used by one or two other Councils (including East Grinstead). ACTION: Clerk to engage an Independent Inspector once the matter has been cleared with Zurich Insurance.

Formal records of faults/problems should be kept, reports retained by the Parish Office, and referred for information/discussion to the Environment & Maintenance Committee as appropriate.

It was agreed that Cllr P Tester will provide support for inspections, and carry out informal inspections, for Fords Green Play Area; Cllr R Tester will do the same for Maresfield Recreation Ground Play Area.

6. Risk Management and Assessment – It was noted that there is risk for the Council, Councillors and staff in managing play areas and in dealing with problems, particularly where immediate action is required.

It was agreed that Risk Assessments should be conducted by an Independent Inspector at the same time as the Annual Main Inspections. ACTION: Clerk to arrange.

7. Budget/finance provision – Budget figures for the play areas were circulated by the Clerk.

8. Detailed Action Plan for Play Areas – The Operational Playground Inspections and Risk Assessment reports dated 7^th March 2006 were reviewed.

· Fords Green – The following action was agreed:-

o Fences – Repair

o Gates – ensure self-closing and remove latches

o Seats – treat and paint

o Seesaw – purchase new parts required (bumper mechanism, column assembly and new skirts), estimated cost £675.00. Arrange fitting of parts locally. Descale and paint once new parts have been fitted

o Infant Slide – Descale and paint

o Slide – check details of head and torso test failure and ascertain what action can be taken (e.g. welding on of extra bars) to remedy this. Descale and paint once issue has been resolved

o Spring Mobiles – Descale and paint

o Climbing Frame – Descale and paint

o Round-a-Bout – Obtain expert advice on whether this item can be mounted on a concrete plinth to solve the ground clearance issue, and if so, whether the continued use of woodchips would be acceptable as a safety surface. If above is acceptable, purchase new bearings (estimated cost £100.00) and arrange fitting locally. and descale and paint once new parts have been fitted

o Swings – purchase new parts required (bearings, bolt fixings, shackles, bushes and seats), estimated cost £180.00. Arrange fitting of parts locally. Descale and paint once new parts have been fitted

o Woodchips – order and arrange installation

It was noted that the estimated cost for descaling and painting is £500.00

ACTION: Clerk to proceed as above.

· Maresfield Recreation Ground – The following action was agreed:-

o Gates – ensure self-closing. ACTION: Cllr R Tester

o Trees – inspect and report. ACTION: Cllr Hardy. Consider removal of birch tree inside the play area. ACTION: Cllr R Tester

o Woodchips – order and arrange installation

o Embankment Slide & Concrete Tunnels – earmarked for removal and replacement with the climbing apparatus being moved from Parklands Play Area, subject to site survey and report to Council on 16^th May 2006. ACTION: Cllr P Tester, Cllr R tester, Cllr R Street

o Climbing Frame – Check for damage to tyres, repair if required. Descale and paint

o Stepping Logs – Check surface and repair if required

o Swings – Descale and paint

It was noted that the estimated cost for descaling and painting is £320.00

ACTION: Clerk to proceed as above.

· Parklands Play Area – It was noted that, as a very new play area, there were a few minor items that require attention, and that these are in-hand with the New Parklands Residents Association.

9. Related matters

· Fairwarp Village Green Play Area – It was agreed that the Clerk’s Play Areas Paper could be copied to the Fairwarp Village Hall Committee. ACTION: Clerk.

It was agreed that the Parish office should not be listed as an emergency contact for the Fairwarp Village Green Play Area, as the Parish Council has no involvement with this site and could only forward messages on to another party. ACTION: Clerk to advise the Fairwarp Village Hall Committee that it needs to make proper arrangements in this regard (use Foresters Public House as a contact point?).

There being no further business the meeting closed at 21:07.