Actions Agreed

Resp

Target

PREV. Status

1.    To seek agreement of the Gt. Bealings PCC and arrange for revised nomination to be submitted to Margaret Wilson. 

EB

03/01/06

Still O/S - RR expected to be ratified as rep at the next GB PCC meeting.

2.    To seek a new representative for Lt. Bealings PCC and to advise Margaret Wilson of the new nomination.

MD

03/09/05

O/S – Progress unknown - MD was unable to be present at the meeting on October 4^th   or .5^th Dec.

14. Identify need for planning consent using current design as a basis for discussion. 

EB

20/12/05

15. Investigate design companies used by other parishes (talk to parish clerks and also Suffolk ACRE). Requests for information to include CV and how much they would charge. Also ensure they are aware that we already have a full site measured survey.

JS

03/01/06

16. Prepare and distribute draft proposal (2 pages A4 max).to be distributed in time for full team meeting on 3^rd Jan. JS will lead prepare of draft seeking input from the team. Approval to be given by EB.

JS/EB

31/12/05

17. Request locality funding for Playingfield project via Peter Bellfield (SCC) on behalf of Lt. Bealings Parish Council.

JS

03/01/06

18. Team to advise JS of known contacts at the various parishes.

Team

asap

Introduction

The Friends of Playingfield held its first open meeting on Saturday 26^th November 2005.

Fifty or so adults attended the meeting and several brought their children. The intention of the meeting was to seek input on the outline design developed earlier in 2005 by Grass and Grounds Inc.  The outcome was continued support for the facilities proposed and a healthy debate on key issues which need to be addressed as part of the project.

Key matters which need to be addressed include: on-going maintenance; provision of access to toilet facilities for sports players; consideration of multi-function pitch in place of grass five-a-side pitch and lighting for tennis courts; and safety both on and off the field including pedestrian access to the site. Some members of the public also raised the question of the general appearance of the hall itself and the car park.

It is acknowledged that the proposed project is a significant undertaking (initial estimates for costs are probably in excess of £100,000, a figure which excludes any work on the hall itself and a multi-function pitch).

The Friends would like to deliver the proposed facilities in phases, as funds allow, ideally beginning with the children’s’ play equipment although it is understood that some levelling work might need to be carried out before hand. The logistics need to be carefully planned. Also planning approval may be needed depending on the extent of earth moving that may be required.

The aim of this paper is to seek VHMC approval of the proposals to take the Playingfield project to the next stage

Project Approach

Before applications for major grants may be initiated it is necessary to finalise the design and confirm costings and if necessary seek approval to the proposed changes from the planning authority. This work requires the creation of firmed up specifications and appropriate development plans to be drafted. We will need to employ professional designers to do this work and to develop precise costings.

Both Villages have small funds set aside to support professional fees required at this initial stage of the work and the Friends are also planning more local fundraising activities to cover professional fees for later stages. Major grants will be needed for the construction project.

The next stage of the project includes:

·       finalising the design,

·       if required seeking planning approval and

·       formally initiating local fundraising activities.

The Friends will return to the VHMC with a fully-costed proposal in due course which would include a proposed protocol for the authorisation of budgets, funding, contractual appointments. The VHMC will be able to control the process within defined limits of authority delegated to the Friends.

In addition to local experts involved in the project the Friends have appointed three officers to lead the work required:

·       Chairman – Eric Barnett (Gt. Bealings)

·       Fundraising Officer – Roger Roseboom (Gt. Bealings)

·       Project Leader– Jenny Shaw (Little Bealings)

Request For Approval To Proposed Next Steps

The Friends now request VHMC approval to three actions:

1.       appointment of an appropriately qualified designer to develop the scheme to the level of detail which would enable planners to determine whether there is a need to seek planning approval. The resultant  scheme would be submitted to the VHMC for approval.

2.       creation of a local design team under the auspices of the Friends to provide direction to the design company and including at least one VHMC Trustee.

3.       creation of a special bank account for the playingfield project, under the auspices of the VHMC, to hold funds raised locally and grants received. Proposed signatories are: Roger Roseboom, Malcolm Watson and Eric Barnett.