BRATTON FLEMING PLAYGROUP

NEW BUILD MEETING

Wednesday 21st January 2009

PRESENT

Gail Ridd-Jones (Secretary), Annie Jones (Treasurer), Nikki Wheatley (Build Committee),

Rachel Zeale (Build Committee), Frank Benbow (Benbow Management Services Ltd),

Joe Tucker (D.C.C.),

APOLOGIES

Lynn Gresham (Play Leader), Malcolm Prowse (N.D.D.C. Parish Councillor), Gary Smith (Transform),

Hannah Harrington (N.D.D.C. Community Development Officer), Sarah Wills (NPS SW Ltd),

Gareth Edwards (Woodward Smith Architects), Val Worms (Chair of School Governors)

ACTION

Gail was advised on arrival that the following had given their apologies for the meeting - Hannah

Harrington, Val Worms and Malcolm Prowse. Gary had a meeting at Combe Martin and would try

and make it to the meeting later and Gareth had sent an e-mail at 11am advising of a road accident

on the route to the meeting where, after long delays, decided to turn around.

We were disappointed, as there were issues relating to the architects and the funding which we did

want resolved this morning. We were very grateful to Frank and Joe for their attendance.

PANELS

(i)

Annie confirmed that the panels were still securely padlocked and protected with

sheets and fencing. There were some concerns that the rain had reached some

pieces, but we were grateful for being able to store them and no alternative was

available at the moment. A letter would be sent to Rob Bawden and Kevin Wheatley

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for helping to provide protection for these.

BUSINESS PLAN

(i)

Gail thanked Frank for the work he had done in producing the Business Plan.

Annie had send updated contact information regarding the Playgroup and the New

Build Committee.

(ii)

Gail asked if it was necessary to have a Chair and Frank would check to see if

this was needed and let us know. Frank advised that the Business Plan would

stay with playgroup and if any changes or expansion within the playgroup took

place, the Business Plan would need to be updated.

(iii)

Frank advised that he was still awaiting Build Costs from Hannah Harrington. This

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has been outstanding since November and so Gail will chase these.

GUARANTORS AND LEASE

(i)

Gail advised that Mark Reynolds has passed all correspondance relating to the

project to Sarah Wills of NPS SW Limited, based in Exeter. She is the Assistant

Estates Surveyor. Sarah confirmed in an e-mail dated 16/1/09 that she has received

instruction to proceed with the ground lease from D.C.C.

She has copies of the plans and will prepare draft terms for us and would like to

arrange a meeting and a possible site visit for week commencing the 2nd February.

cont'd

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ACTION

GUARANTORS AND LEASE continued . .

(ii)

Joe Tucker suggested Friday 6th February and those present agreed this was the

date we could arrange for a build meeting and could follow with a site visit. Gail

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would send an e-mail advising all parties of this.

(iii)

Frank said it would be useful if we could have sight of a draft lease before the

meeting so we could look at the terms, etc and Gail would ask Sarah for a copy.

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(iv)

As soon as the the terms of the lease are agreed, we can proceed in asking for

a letter from Terry Squire regarding the Parish Council to act as guarantors.

note

FUNDING

(i)

Capital Funding - Claire Rockcliffe of D.C.C. Early Years advised that a

feasibility study needs to be carried out (we are 1 of 18 settings to be studied)

Although Bratton Fleming has been identified as a priority, we won't know until all 18

settings have been done. Hannah was seeking advice from Fran Butler.

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Gail would speak with Hannah to see if there is any update on this for us.

(ii)

Airport Fund - Hannah advised 15/1/09 she had correspondance from D.C.C.

where they did agree in principle to £65k.

As Hannah was not present at the meeting, we had no further details on this, so

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Gail would contact her for an update.

(iii)

Frank asked that we would need to know if the money would be given as a lump sum

or drip-fed and he may need to look at preparing a cash flow forecast. Gail would

also check with Hannah on this.

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Joe advised that he was confident the monies for this project were there, but it

needs confirming where it would be coming from.

TRANSFORM WEBSITE

(i)

Gary had advised that he would like to speak with the architects to see how the

latest copy of the plans could be uploaded onto the website.

As neither the Gary or a representative from Woodward Smith was available, Gail

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will e-mail to see if Gary could do this direct. If not, hopefully this would be

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addressed and resolved at the next meeting.

DESIGN AND ACCESS STATEMENT

As Gareth Edwards or John Woodward were not at the meeting, the following issues were

difficult to finalise. Joe Tucker expressed his concerns, particularly relating to fees and

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Gail would try and obtain answers as a matter of urgency.

(i)

D & A Document - An updated copy had been updated and sent to W

Smith, however the following were outstanding:-

Bin stores - Playgroup advised we wanted our own black and green wheelie bins.

We need architects to confirm this is acceptable without making any design change.

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Contact at the Local Authority - Need to find out from Malcolm who this is

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Planning Certificate - serve notice on the school? - we need more details from the

architects on this as we are not sure what this is.

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cont'd . .

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ACTION

DESIGN AND ACCESS STATEMENT continued . . .

(ii)

Car Parking

Updated plans showing the two proposed car parking spaces had been sent to Ped.

Frank advised that when the Travel Plan is available which will show the traffic

management, this will be explained to Ped and will hopefully resolve their issues

with the car parking. If it does not and the Governors are still unhappy, we will still

proceed with an Application. Joe Tucker advised that the delay of an Application

being granted, could well delay our funding.

(iii)

Travel Plan

Gail advised that on the 9th January, John Woodward was still waiting for a copy of

the Travel Plan so the Application could be submitted. Frank was under the

impression from Malcolm that this has already been sent to them.

Frank will speak to Malcolm about this. Joe Tucker advised Frank of a colleague,

Mr. Mike Newcombe, who may be able to help with a Travel Plan if required.

Frank said that if a Travel Plan needed to be prepared from scratch, he would send

a draft to Malcolm for him to review it before sending to Woodward Smith.

Gail confirmed that Annie had given details to Frank regarding the use of the two

proposed car parking spaces (1 staff, 1 emergency/visitors which can be used as

picking up/dropping off point).

Annie advised that parents would be encouraged to walk to reduce traffic.

Rachel and Nikki both requested a copy of the latest architects plan which Gail

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would do.

(iv)

Drain/Surface Water Culvert

Gareth advised in an e-mail 23/12/08 that they would proceed with Application and

after careful excavation, decide the best way to place the foundations (either around

or over the pipe).

PLANNING APPLICATION

Before the Planning Application can be submitted, Woodward Smith need to be in receipt of

the Travel Plan to complete the Design and Access Statement.

Gail advised that the cost would be £670 which Gareth said was based on a floor space of

97 sq.m. Transform have kindly covered the cost of this for us.

ARCHITECTS FEES

Gail advised that John Woodward wants confirmation as to who instructs them?

Frank and Joe agreed that Gail should be the main point of contact and she would confirm this

to Woodward Smith. Obviously, copy information would be delegated to the varioius parties

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and if Gail was unsure of any issues, she would ask.

Project Manager - Fee agreement - John Woodward advised that there was no fee agreement

in place. Gail asked for a statement of what monies were left and for a fee breakdown on the

9th January. We were hoping Gareth would have given us this information today.

Joe expressed his concerns on this as a fee agreement should have been put into place

before the project started. Gail would chase this with John and Frank said this needs to be on

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a 'fixed price' basis.

cont'd . . .

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ACTION

A.O.B.

(i)

Concrete measurements - Annie advised that due to the current credit

difficulties, we may not now be able to get this free. She will approach Geoff

Horrell again nearer the time about this, even if we get the concrete at a reduced

rate this would help.

(ii)

Updated Contacts List - Gail gave out an updated copy at meeting and

e-mail to those who were not present. Gail confirmed that Stephanie Lion had

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stepped down as a New Build committee member and had not heard back from

Louisa or Zoe and so these have been removed from the list at the moment.

(iii)

Power Supply - Frank advised that he had spoken with Western Power

the overhead line and the telegraph pole. The line to the building would be a single

phase which would mean low costs, however if a three phase supply is found to be

needed, this would mean going under the road and could be in the region of £3.5k.

Frank asked if he could be in receipt of items that would be involved in this, so a

Power Budget could be prepared.

The committee advised of a cooker, fridge, washing machine, microwave, kettle,

lighting, heating and a computer. Rachel said that based on the original list, this would

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bring it in line with a domestic house. We need to confirm this list to Frank asap.

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(iv)

Computer - Frank advised that he has had an offer of a computer whic

for a good home and if playgroup were interested, to let him know as soon as

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possible. Playgroup will be in touch about this.

DATE OF NEXT MEETING

It was agreed that the next meeting should be scheduled for Friday 6th February which will be

held at the Sports Club at 10.00am.

Gail will e-mail to all parties, particularly Sarah Wills who we look forward to meeting to discuss

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the lease in more detail.