BRATTON FLEMING PLAYGROUP

NEW BUILD MEETING

FRIDAY 6th MARCH 2009 at 10.00am

PRESENT

Malcolm Prowse, Frank Benbow, Gareth Edwards, Gail Ridd-Jones, Annie Jones, Rachel Zeale and

Nikki Wheatley

APOLOGIES

Lynn Gresham, Sue Peckett, Joe Tucker, Lin Hibbard, Gary Smith, Brian Holme, Sarah Wills,

Jim Weedon and Val Worms

ACTION

MATTERS OUTSTANDING FROM THE LAST MEETING 21/1/09

(i)

The timber framed Bin Store to house the Black & Green freestanding bins was added to the

plans on 27/1/09

(ii)

A donation of a computer had been accepted earlier in the year and Frank advised of a

further computer of which the Committee accepted and were very grateful for.

(iii)

As at 5/2/09, Frank had kindly updated the Business Plan and copied to relevant parties.

Frank's hard work on this was much appreciated.

(iv)

Thank you to Malcolm/Frank for completing the Design & Access Statement which now

incorporates the Travel Plan - this was discussed and endorsed at a meeting by the School

Governors 12/2. If we are unable to have a copy of the Minutes of their meeting, Val will write

a letter of confirmation on this to the build committee.

(v)

A copy of the D & A document was sent via e-mail by Malcolm to Woodward Smith and Gail

sent a hard copy in the post on the 19/2/09. Frank also gave Gareth an extra copy today.

(vi)

To try and simplify the updated plans on the Transform website, could Gary liaise with Gareth

GS/GE

as this could be done using a 'slideshow' format.

POWER BUDGET

(i)

Prepared by Giles Benbow Electrical Services 30/1/09. Conclusion that a single phase feed

should be adequate. (max. predicted load 89.48A). Frank advised that he will now send this

to Western Power where they will prepare a quote for the feed.

LEASE AGREEMENT

(i)

Sarah Wills (NPS Assistant Estates Surveyor), had emailed draft terms for the ground lease for

us. A site visit took place on Tuesday 24th February with Sue Peckett (School Headteacher),

Jim Weedon from D.C.C. Early Years, Frank, Annie and Gail. Copies of the minutes have

been circulated to the relevant parties.

We were very grateful to Sarah and Jim for coming along to talk to us and were grateful for

their advice on this project.

(ii)

Sarah sent an updated draft copy of the terms for discussion at todays meeting which

including a site plan highlighting the newly created footpath to the building and the

vehicular access.

(iii)

Other points from Sarah's e-mail (5/3/09), were noted including the Public Liability

Insurance figure which would need to increase from £3M to £5M and we also noted the

suggestion of a 10 year lease, with a review every 3 years.

(iv)

As the access to the school and playgroup building would be shared and two construction

works could be running, as well as a Project Manager, a Construction Design Manager

would also be required. Sarah advised that she could ask one of her colleagues to contact

us about this, however it was decided at the meeting that the build committee would be

looking into a separate C.D.M. for this project.

committee

(v)

A few issues relating to the external areas were raised by Sarah and these are covered

under no. 4 of the minutes.

(vii)

Reminder - as soon as all this is in place, then tell Terry Squire so he can give us a letter

committee

regarding Parish Council to act as guarantors?

continued . . .

-2-

ACTION

BUILD LAYOUT - EXTERNAL AND INTERNAL

Following the meeting with Sarah Wills and Jim Weedon, we were advised to take other

matters into consideration:-

EXTERNAL

(i)

With regards to the surface of the proposed 2 new car parking spaces, Gail spoke with

Gareth has

John Woodward who advised this will be 'grasscrete' and would be shown on the plans.

done this

It was also decided that we would like the grasscrete to extend from the two car parking

spaces towards the build (north) to allow easy walking access to the entrance.

(ii)

Jim suggested an alternative to the timber decking, due to algae build up which would be a

slipping hazard. Gail spoke with John and recycling materials/composites were suggested of

which Gareth brought an example with him (CorrectDeck) and so we are looking at an

committee

alternative.

(iii)

Sarah wanted better clarification of picket fencing around the new build from the pathway.

Gareth brought a copy of the plan to the meeting, where a gate was to be added for access

Gareth has

from the 2 car parking spaces and the picket fencing erected on the external side of the

done this

pathway leading to the building was already shown.

Gates to allow access for school maintenance work are now shown on the plans, all

GR-J

copies of which will be sent to Sarah and Jim when finalised.

(iv)

With regards to the boundary of the site which was highlighed in red, it was suggested if

GR-J spoke

Gail could speak with Sarah regarding the possibility of extending the boundary to include

with Sarah 9/3

more of the grass area along the bank, which would extend from our proposed garden/

wildlife area. This would also help with our external square metre per child space, which Jim

advised was 9 sq.m per child. It would be a shame to waste this green space (South elevation)

Sarah will e-mail Sue Peckett with the proposal that the boundary be extended right up to the

Response?

hedge/boundary of the Old School House. Will await for a response.

(v)

John W confirmed bollard lighting in front of staff parking was being removed.

The committee advised that they were giving serious consideration to a solution for the

committee

school. This was being updated on the plans.

Gareth done

(vi)

With regards to the surface for the external play area to the north, we would be looking at

porous tarmac and the garden/wildlife area would be created with the children.

INTERNAL

(i)

Jim W suggested that for the wet play area we should consider vinyl flooring.

Lin Hibbard advised that it does not have to be, but certainly something practical - wet/scratch

resistant. It was suggested that Altro flooring could be used.

(ii)

Altro and vinyl flooring would also be used within the main internal play area.

(iii)

Jim W advised that for 23 children, we must have 3 childrens toilets and the plans are being

Gareth done

updated.

(iv)

Although a separate staff room was suggested, we felt there was not sufficient space for this

and so a separate area would be found in the staff office.

(v)

Jim W advised if 65m2 is retained, this would be sufficient space for 26 children.

Playgroup would only accommodated 3-5 year olds and therefore, we would allow for

2.3m2 per child. (This would need to be 2.5m2 per child if including 2 year olds)

(vi)

With regards to the play storage area, Nikki suggested we could use space under the external

decking and all agreed this was a good idea and so Gareth would look at updating the plans.

Gareth done

(vii)

The foyer space would be reduced and made within the covered entrance to the building.

Since the meeting on Friday, feedback to Gail included putting the Foyer back into the room

of the build, retaining the store on the left and making a 'horseshoe' type cloak room for the

children on the right as you walk in. Gail spoke with Gareth 10/3 and this was being updated.

The entrance porch will resort back to the pillars with the roof covering over.

(viii)

As soon as an updated and agreed copy of the plans were available, Gail would send this

GR-J

out to the relevant parties.

(ix)

Any information that changed and was relevant to the Business Plan would need updating and

also may need to look at the Design and Access Statement.

W/Smith

continued . . .

-3-

ACTION

BUILD LAYOUT - EXTERNAL AND INTERNAL continued . .

PLANNING APPLICATION

In order for the instruction to submit the Planning Application, it was felt the following needed

to be confirmed:-

(i)

All the picket fencing to be clearly indicated on the site plan.

done

(ii)

To ensure all gates/access are clearly indicated.

done

(iii)

To ensure the internal layout change does not affect any existing doors and windows.

done

(iv)

Are we able to extend the garden/wildlife area boundary (check with NPS)

Await response

(v)

Existing bollard lighting removed, being replaced by an alternative (not confirmed what)

on plans

(iv)

External timber decking alternative being considered

note

After a short discussion, it was agreed to submit the application through N.D.D.C.

note

ARCHITECTS FEES

(i)

Malcolm has asked John Woodward to liaise direct with Gary at Transform regarding fees.

JW/GE

John had been trying Gary and eventually had to send an e-mail on the 5th March.

FUNDING/GRANTS

(i)

Jim Weedon, D.C.C. Early Years visited the site 24/2/09. Capital Funding has definitely been

reserved for us, but we cannot as yet, have anything in writing. Jim advised final grant amount

will depend on actual costings, less any contributions from our own funds.

(ii)

Frank will be working to update the Business Plan which would include the build planning,

project manager and C.D.M. costs and a new updated copywould be sent, particularly to Jim to

help assess the amount of capital funding available for us.

(iii)

All agreed that we needed to know as soon as possible how much the funding would be and

when this would be available (drip-fed on in one lump sum) as we wanted to plan future

fundraising events and serious think how we could help source other equipment/furniture/fittings

for the build.

(iv)

NDDC £30,000

would this still be available if we get the Capital Funding?

HH/BH

Both Hannah and Brian were not present and we are unsure as to the situation with this.

update

(iii)

Big Lottery Funding - what stage can we apply - after Permission granted?

We can look at this again.

(iv)

Build Committee - planned future fundraising events.

Annie is organising a Race Night, proposed for 25th April at the Sports Club. More details to

AJ and helpers

follow.

A.O.B.

(i)

New Build Committee Chairperson? (FB - wait until Parish Council comment)

(ii)

Out of courtesy, it was decided to advise the occupant of the Old School House of the proposal.

This should include a letter and perhaps a set of updated plans. It was suggested that Gail

GR-J

could draft a letter and receive input/advice of content before being sent - who is this best

to come from? New Build Committee or Parish?

(iii)

School Governor's have got a meeting Tuesday 10th March. It was confirmed that as soon as

any new information/plans were available, a copy could be sent for their information.

DATE OF NEXT MEETING

A further meeting date will be arranged at a later time which Gail will send out.

GR-J

Since the meeting, Gareth from Woodward Smith Architects had sent through a set of

updated plans.

As soon as these have been approved, copies will be sent to the relevant parties.