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ALDINGBOURNE COMMUNITY SPORTS CENTRE
Registered Charity No. 276055
Minutes of the Trustees Meeting – 13th December 2009.
Meeting started at 18:40pm
Those Present
Jon Leahy (JL), Jon Vinsome (JV), Alan Johnson (AJ), Mike Burton (MB), Linda Fromont (LF), Tom Tappenden (TT), Bill Warwick (BW) John Penfold (JP), John Wakeham (JW), Dennis Leonard (DL) and Helen Wright (HW)
1 Apologies
None
2 Minutes of the 8th November 2009.
The minutes were accepted as correct Proposed AJ, seconded JV.
3 Matters arising 8th November 2009.
Item 4 Correspondence
Letter to ASC re New Year Eve function sent. Deferred to item 14 of the
Agenda
Item 11 Schedule of works for the coming year
BW reported that a return pipe to the centre to carry away waste water was
not practical.
Hall Extension
MB stated obtaining quotes was someway off
JP reported that the response by the PC was somewhat luke warm. There
Was a reluctance to spend money on such a project at the moment
Item 14 Update new community building (Hopscotch)
MB stated he had asked about the possible use of the barn for the Pre-School
But was informed it was too small.
16 AOB
JV yet to engage with Todd Miller to conduct a site survey
ACTION POINT JV to approach Todd Miller to conduct a survey
4 CORRESPONDENCE
Item 51 User group and hall Hire Booking Charge Meeting 17/08/2009
Item 52 Corres. relating to Door Access System
Item 53 Letter to ASC re New Years Eve function
Item 54 Letter to ASC re setting date for annual review
Item 55 E-mail to all trustees from Sec. re placing order for stage curtains
Request to authorise expenditure in lieu of applying for a grant
Item 56 Letter from ASC re opening times over the Christmas period
Item 57Contract with Greenstar waste disposal
Item 58 Letter to PC giving details of projects and costs for coming year
Item 59 Minutes of ASC negotiations 19/11/09
Item 60 Corres from ARUN DC re tree pruning
Item 61 Record of Finance meeting held 18/10/09
Item 62 replies with regards to Item 55 above
Item 63 Copy JDAC application re stage curtains
Item 64 Quote from Sargeant’s Carpets re snooker room and copy application
to the PC for a grant to cover same.
5 PUBLIC SESSION
No public in attendance
6 CHAIRMAN’S REPORT
JL thanked MB and JV for their work in preparing the stage for the arrival of the
new back stage curtains. He also thanked HW for the refreshments laid-on for the
morning of the Signal Box move
7 TREASURER’S REPORT
JV informed everyone that it had been a good month. Due to refunds from both
JV stated he wished to ‘put aside’ the sum of £3,500 as a contingency for
repair/replacement of the boilers. This was seconded by AJ. The vote was
unanimous in favour of this proposal
The accounts were proposed by MB, seconded by DL. The vote was unanimous
in favour of acceptance of the accounts
8 SECRETARY’S REPORT
MB stated that further to the request he had sent round for support to employ an architect/surveyor, Tim Murray had been engaged. The plans and application for the new community building (Hopscotch) was nearing completion. The new design was of solid construction of block work with brick coynes, together with an apex roof. High quality insulation would be applied and build into the spec’ was the option for underfloor heating powered by an air heat pump converter.
In addition Tim was also drawing up plans to extend the hall to provide further storage.
Curtains for the rear of the stage had been ordered and the fixing of the curtain track was planned for this coming Tuesday
Two grant applications had been made during the month, one to JDAC regarding the rear stage curtains and one to the PC to assist in the carpeting of the snooker room.
The order for the benches had also been dispatched
MB stated he had attended the December PC meeting having, as requested written to the PC Finance committee to appraise them of the various ACSC project for the coming year together with estimates. He was somewhat disappointed at the reaction of the Finance Committee having gone to this trouble that it had been dismissed on the ground that only applications would be considered.
9 PARISH COUNCIL REPORT
JP stated the next PC meeting would be in February.
At the November meeting £500 had been donated to Aldingbourne Alive
The PC were in receipt of the two plaques for Bertha Watson. One
to be erected in the hall.
There was no further progress with the play area quotes for the work were
still awaited
The PC had shown no enthusiasm for a PC office at the centre
JV queried who was responsible for expenditure on the play area at the
moment. At the meeting with Richard Beresford Richard had stated the
PC would take over responsibility as of November.
ACTION POINT JP to write to PC clerk for clarification
ACTION POINT JV to contact Mike Kennedy to stop grass cutting
MB asked if the responsibility and costs to cover the tree pruning of the
tree in the play area could also be referred to the Clerk if permission were
granted on the 31/12/09. JP stated that all documents should be passed to the PC
Clerk.
ACTION POINT MB to pass ARUN Planning documentation to the PC Clerk once received
10 ALDINGBOURNE ALIVE
LF reported that matters were ‘steaming ahead’. A potential licence
condition had been sorted out in the common sense had prevailed thanks
to the help of the Licencing Officer at ARUN.
SPIRIT FM had agreed to attend the event and to advertise it in advance
and had reduced their fee by 50% to £750 An advertising brochure had
been designed which will be delivered to 7000 houses
There was a user group meeting in January
11 BARNHAM TROJANS
JV stated he had now received a list of cup games played but was concerned this
was not all the cup games played.
DL stated the list mentioned was all the information he had so far
He asked for any for any additional payments to be added to the normal
payments.
DL also advised that the main pitch had an infestation of broad leaved plants
which was restricting the growth of the grass. He advised that the club would be
engaging Mike Kennedy to treat the ground at the end of the season, this would
result in the whole area being cordoned off.
Following from this there arose a discussion concerning the escalating problem of dog fouling on the site. The trustees discussed either charging dog owners to walk the site or banning them entirely. It was decided that MB and JV would in the first instance erect a number of notices if this failed to stop the problem, or a significantly reduce it then a proposal would be made to debate a total ban on all dogs.
12 SIGNAL BOX
MB stated that the box was still on jacks as the sills needed repairing, this meant that the new Barnham Signal Box Trust had not yet taken ownership. MB pointed out that one of the first things to be done would be to start on the landscaping but unfortunately this would not start until the ground started to dry out.
JV stated that no formal agreement had yet been made between the Charity and the Trust.
MB stated that he, JP and JW all needed to declare an interest as they were also trustees of the BSBT . Any negotiations would have to take place with Tony Dixon and Andy Ayling.
JL stated that the discussion would probably be conducted by himself and JV.
13 NEW COMMUNITY BUILDING
Covered in Secretary’s Report.
14 ASC MATTERS ARISING FROM MEETING OF 19/11/2009
JL stated the unresolved issue of the stage bar being in the wrong place when compared to the plan drawing used as the basis for negotiation had arisen in conjunction with discussions around putting in a serving hatch for use by persons in the hall.
HW raised the point that building in a hatch would result in loss of space in the hall and would not be dig enough to cater for the need of 80+ people.
MB asked if anyone had obtained a quote to move the stage bar divider
ACTION POINT HW to obtain quote to move stage bar divider
JL also informed everyone that the ASC wished to increase the ‘licenced
area’ to cover the immediate area around the building. This was agreed
The matter of the New Years Eve function and the attendance of children
was raised.
HW informed everyone of the history of this problem in that the ‘adult’
act had been hired and originally the ASC committee had agreed no
children would be allowed. This decision had been reversed and had
come to light following informal talks in the club and a letter from the
ASC Secretary. HW pointed out that although children were now allowed
Not one child ticket had yet been sold. Arrangement had been made that
any children attending would be kept at the far end of the lounge and must
be supervised by their parent(s) at all times.
JL stated that many parents did not see the attendance of their children as
a problem. It had been stated that children could see worse on the TV at
home and that they thought it should be their decision if the attend.
MB pointed out that what a child was allowed to do in its own home was
irrelevant , different laws applied. This was a community hall under the
responsibility of the trustees. Everyone had a responsibility towards the
care and protection of children and as such we could not condone children
being in attendance when an ‘adult’ act was performing.
Following considerable debate it was resolved that in the light of there
being no policy with regards to ‘adult’ acts, even to the point of what was
an ‘adult’ act, that cancellation would lead to disappointment and that the
Chair of the ASC had offered to ‘police’ the arrangements on this occasion
the trustees would allow the use of the hall although they continued to
have concerns over the matter. Future use of the hall by anyone, ASC or
private hire, would have to be discussed.
It was agreed that a clause should be added to the hirer agreements so as
to make any hirer disclose what type of entertainment they intended to
provide.
ACTION POINT MB to write to ASC regarding licence extention
15 NEXT MEETING
10th January 2010
BOOKINGS
Sat 19/12/2009 JV to open
JL to close
02/01/2010 HW to cover
09/01/2010 JV to open
MB to close
ACTION POINT MB to inform ASC no cleaner 01/01/2010 it will therefore be their responsibility to clean up.
16 AOB
a)
JL stated control access readers had been changed but there were still
Problems.
ACTION POINT JL to seek further quote from Global Access and Defensor to
Replace system
b)
JL stated the hall would be 30 years old in the coming year. The question
of naming the hall had arisen.JL proposed in lieu of the considerable time
and work put I by AJ it would be fitting to name the hall ‘The Johnson
Hall’. This received a unanimous vote in favour.
c)
JP advised that JDAC looked like it would soon be disbanded with a loss
of the grants.
d)
JL stated that Hobden the Barnham estate agents had agreed to distribute
A brochure about the centre with their new buyers pack. A brochure was
Being prepared.
Meeting ended 8:23
ALDINGBOURNE COMMUNITY SPORTS CENTRE
Registered Charity No. 276055
Minutes of the Trustees Meeting – 13th December 2009.
Meeting started at 18:40pm
Those Present
Jon Leahy (JL), Jon Vinsome (JV), Alan Johnson (AJ), Mike Burton (MB), Linda Fromont (LF), Tom Tappenden (TT), Bill Warwick (BW) John Penfold (JP), John Wakeham (JW), Dennis Leonard (DL) and Helen Wright (HW)
1 Apologies
None
2 Minutes of the 8th November 2009.
The minutes were accepted as correct Proposed AJ, seconded JV.
3 Matters arising 8th November 2009.
Item 4 Correspondence
Letter to ASC re New Year Eve function sent. Deferred to item 14 of the
Agenda
Item 11 Schedule of works for the coming year
BW reported that a return pipe to the centre to carry away waste water was
not practical.
Hall Extension
MB stated obtaining quotes was someway off
JP reported that the response by the PC was somewhat luke warm. There
Was a reluctance to spend money on such a project at the moment
Item 14 Update new community building (Hopscotch)
MB stated he had asked about the possible use of the barn for the Pre-School
But was informed it was too small.
16 AOB
JV yet to engage with Todd Miller to conduct a site survey
ACTION POINT JV to approach Todd Miller to conduct a survey
4 CORRESPONDENCE
Item 51 User group and hall Hire Booking Charge Meeting 17/08/2009
Item 52 Corres. relating to Door Access System
Item 53 Letter to ASC re New Years Eve function
Item 54 Letter to ASC re setting date for annual review
Item 55 E-mail to all trustees from Sec. re placing order for stage curtains
Request to authorise expenditure in lieu of applying for a grant
Item 56 Letter from ASC re opening times over the Christmas period
Item 57Contract with Greenstar waste disposal
Item 58 Letter to PC giving details of projects and costs for coming year
Item 59 Minutes of ASC negotiations 19/11/09
Item 60 Corres from ARUN DC re tree pruning
Item 61 Record of Finance meeting held 18/10/09
Item 62 replies with regards to Item 55 above
Item 63 Copy JDAC application re stage curtains
Item 64 Quote from Sargeant’s Carpets re snooker room and copy application
to the PC for a grant to cover same.
5 PUBLIC SESSION
No public in attendance
6 CHAIRMAN’S REPORT
JL thanked MB and JV for their work in preparing the stage for the arrival of the
new back stage curtains. He also thanked HW for the refreshments laid-on for the
morning of the Signal Box move
7 TREASURER’S REPORT
JV informed everyone that it had been a good month. Due to refunds from both
JV stated he wished to ‘put aside’ the sum of £3,500 as a contingency for
repair/replacement of the boilers. This was seconded by AJ. The vote was
unanimous in favour of this proposal
The accounts were proposed by MB, seconded by DL. The vote was unanimous
in favour of acceptance of the accounts
8 SECRETARY’S REPORT
MB stated that further to the request he had sent round for support to employ an architect/surveyor, Tim Murray had been engaged. The plans and application for the new community building (Hopscotch) was nearing completion. The new design was of solid construction of block work with brick coynes, together with an apex roof. High quality insulation would be applied and build into the spec’ was the option for underfloor heating powered by an air heat pump converter.
In addition Tim was also drawing up plans to extend the hall to provide further storage.
Curtains for the rear of the stage had been ordered and the fixing of the curtain track was planned for this coming Tuesday
Two grant applications had been made during the month, one to JDAC regarding the rear stage curtains and one to the PC to assist in the carpeting of the snooker room.
The order for the benches had also been dispatched
MB stated he had attended the December PC meeting having, as requested written to the PC Finance committee to appraise them of the various ACSC project for the coming year together with estimates. He was somewhat disappointed at the reaction of the Finance Committee having gone to this trouble that it had been dismissed on the ground that only applications would be considered.
9 PARISH COUNCIL REPORT
JP stated the next PC meeting would be in February.
At the November meeting £500 had been donated to Aldingbourne Alive
The PC were in receipt of the two plaques for Bertha Watson. One
to be erected in the hall.
There was no further progress with the play area quotes for the work were
still awaited
The PC had shown no enthusiasm for a PC office at the centre
JV queried who was responsible for expenditure on the play area at the
moment. At the meeting with Richard Beresford Richard had stated the
PC would take over responsibility as of November.
ACTION POINT JP to write to PC clerk for clarification
ACTION POINT JV to contact Mike Kennedy to stop grass cutting
MB asked if the responsibility and costs to cover the tree pruning of the
tree in the play area could also be referred to the Clerk if permission were
granted on the 31/12/09. JP stated that all documents should be passed to the PC
Clerk.
ACTION POINT MB to pass ARUN Planning documentation to the PC Clerk once received
10 ALDINGBOURNE ALIVE
LF reported that matters were ‘steaming ahead’. A potential licence
condition had been sorted out in the common sense had prevailed thanks
to the help of the Licencing Officer at ARUN.
SPIRIT FM had agreed to attend the event and to advertise it in advance
and had reduced their fee by 50% to £750 An advertising brochure had
been designed which will be delivered to 7000 houses
There was a user group meeting in January
11 BARNHAM TROJANS
JV stated he had now received a list of cup games played but was concerned this
was not all the cup games played.
DL stated the list mentioned was all the information he had so far
He asked for any for any additional payments to be added to the normal
payments.
DL also advised that the main pitch had an infestation of broad leaved plants
which was restricting the growth of the grass. He advised that the club would be
engaging Mike Kennedy to treat the ground at the end of the season, this would
result in the whole area being cordoned off.
Following from this there arose a discussion concerning the escalating problem of dog fouling on the site. The trustees discussed either charging dog owners to walk the site or banning them entirely. It was decided that MB and JV would in the first instance erect a number of notices if this failed to stop the problem, or a significantly reduce it then a proposal would be made to debate a total ban on all dogs.
12 SIGNAL BOX
MB stated that the box was still on jacks as the sills needed repairing, this meant that the new Barnham Signal Box Trust had not yet taken ownership. MB pointed out that one of the first things to be done would be to start on the landscaping but unfortunately this would not start until the ground started to dry out.
JV stated that no formal agreement had yet been made between the Charity and the Trust.
MB stated that he, JP and JW all needed to declare an interest as they were also trustees of the BSBT . Any negotiations would have to take place with Tony Dixon and Andy Ayling.
JL stated that the discussion would probably be conducted by himself and JV.
13 NEW COMMUNITY BUILDING
Covered in Secretary’s Report.
14 ASC MATTERS ARISING FROM MEETING OF 19/11/2009
JL stated the unresolved issue of the stage bar being in the wrong place when compared to the plan drawing used as the basis for negotiation had arisen in conjunction with discussions around putting in a serving hatch for use by persons in the hall.
HW raised the point that building in a hatch would result in loss of space in the hall and would not be dig enough to cater for the need of 80+ people.
MB asked if anyone had obtained a quote to move the stage bar divider
ACTION POINT HW to obtain quote to move stage bar divider
JL also informed everyone that the ASC wished to increase the ‘licenced
area’ to cover the immediate area around the building. This was agreed
The matter of the New Years Eve function and the attendance of children
was raised.
HW informed everyone of the history of this problem in that the ‘adult’
act had been hired and originally the ASC committee had agreed no
children would be allowed. This decision had been reversed and had
come to light following informal talks in the club and a letter from the
ASC Secretary. HW pointed out that although children were now allowed
Not one child ticket had yet been sold. Arrangement had been made that
any children attending would be kept at the far end of the lounge and must
be supervised by their parent(s) at all times.
JL stated that many parents did not see the attendance of their children as
a problem. It had been stated that children could see worse on the TV at
home and that they thought it should be their decision if the attend.
MB pointed out that what a child was allowed to do in its own home was
irrelevant , different laws applied. This was a community hall under the
responsibility of the trustees. Everyone had a responsibility towards the
care and protection of children and as such we could not condone children
being in attendance when an ‘adult’ act was performing.
Following considerable debate it was resolved that in the light of there
being no policy with regards to ‘adult’ acts, even to the point of what was
an ‘adult’ act, that cancellation would lead to disappointment and that the
Chair of the ASC had offered to ‘police’ the arrangements on this occasion
the trustees would allow the use of the hall although they continued to
have concerns over the matter. Future use of the hall by anyone, ASC or
private hire, would have to be discussed.
It was agreed that a clause should be added to the hirer agreements so as
to make any hirer disclose what type of entertainment they intended to
provide.
ACTION POINT MB to write to ASC regarding licence extention
15 NEXT MEETING
10th January 2010
BOOKINGS
Sat 19/12/2009 JV to open
JL to close
02/01/2010 HW to cover
09/01/2010 JV to open
MB to close
ACTION POINT MB to inform ASC no cleaner 01/01/2010 it will therefore be their responsibility to clean up.
16 AOB
a)
JL stated control access readers had been changed but there were still
Problems.
ACTION POINT JL to seek further quote from Global Access and Defensor to
Replace system
b)
JL stated the hall would be 30 years old in the coming year. The question
of naming the hall had arisen.JL proposed in lieu of the considerable time
and work put I by AJ it would be fitting to name the hall ‘The Johnson
Hall’. This received a unanimous vote in favour.
c)
JP advised that JDAC looked like it would soon be disbanded with a loss
of the grants.
d)
JL stated that Hobden the Barnham estate agents had agreed to distribute
A brochure about the centre with their new buyers pack. A brochure was
Being prepared.
Meeting ended 8:23