2025-26 Minutes (Playing Field Committee)

MINUTES OF MEETING OF HOGSTHORPE PLAYING FIELDS COMMITTEE

 HELD ON TUESDAY 2nd July 2025

1. Present: Ellen Smith (Chairman) Diane Hanson Matthew West, Fran Wilson, & Kath Hayes (Secretary).  

2. Apologies:           Greg and Joyce Ainsworth.  No apologies from Dani Ellis

3. Minutes of meeting   Minutes of 4th June 2025 were approved and signed.

4. Finance

1. Forms for change of mandate had been completed again.  DH and FW had completed their sections and authorisation from ES was awaited.
2. Once the mandate changes had been made, KH and ES would set up a BACS payment system.
3. Confirmation of payments: Hallgate of £34.50 for servicing of fire extinguisher, £478.00 to Hogsthorpe Parish Council in repayment to Sovereign for Playpark inspections for next 5 years and British Gas of £28.09.

5. Car Boots

1. ES reported that Car boots both traders and footfall were doing very well.  Stocks of refreshments were required.

6. Report on grants status

As DE was not present there was no full report available.  It is understood that the grant application for the zip wire has been submitted.

7. Maintenance update

1. KH reported that the patching of the ground surface has been organised and should be completed shortly.
2. The spotlights were working now the correct switch had been identified.
3. Most of the items had been removed from the changing rooms.  Some bulk car boot items had been sold off.  There was still an amount of equipment which must remain.  DH and ES to check these on Sunday.
4. Most of the items in the shed needed to be kept.  DH and ES to sort this on Sunday.  FW needed to store the litter picking equipment in the shed.
5. KH had not yet had a chance to contact LCC/ELDC regarding the playing field and Hogsthorpe Village Hall signs but would do so as soon as time allowed.
6. GA had it in hand to replace the broken window.  He would do this without any cost to the charity.
7. Fire extinguisher had been checked and re-set.  There was no need for new equipment.  The certificate

would be laminated and placed above the extinguisher.

8. It had been noted that the grate cover on the incoming road was loose.  GA would be looking into this.
9. ES would put together a schedule of work to be done so that outstanding work could be completed.

8. Risk assessments and Playpark Inspections

1. PAT testing of electrical equipment in changing rooms is still required – DH to source a competent electrician.
2. The monthly inspection report was examined.  Of note was one bar of gate was bent – MW to fix this; dead grass round edge of playpark needs strimming; holes in the ground (being attended to); light bulbs not working in entrance hall, store room, both toilets and kitchen; cords of light switches are too long; no hand towels in machine – DH to get from Bookers; the shutters need oiling.  In addition, an outside lamp is being hidden by trees which will need to be cut back – this may belong to the LCC public footpaths and not the playpark – DH to investigate.
3. Discussion took place on what the area behind the changing rooms should be used for.  Before deciding on its use and the layout, it required completely clearing.  To be added to the schedule of outstanding work to be prepared by ES.
4. ES would contact contract grasscutter to ensure that playing field is cut prior to the school’s sports day on 11th July.

9. Forward planning

1. A booking had been made for hire of the playpark for £50.
2. It was agreed that a set of keys should be kept in the changing rooms to the shed, and the hand towel machine, etc.  ES to arrange.
3. Although a football team had been discounted, it was agreed to advertise on all facebook and social media accounts to state that the playing field was for hire.
4. Planning on what use could be made of the area behind the changing rooms.

10. Date of next meeting

Next meeting was set for Wednesday 3rd September 2025 at 5 p.m. (No meeting in August unless required).

Kmh: 03/07/2025