ALDINGBOURNE COMMUNITY SPORTS CENTRE
Registered Charity No. 276055
Minutes of the Trustees Meeting –6th June 2010.
Meeting started at 7:07 pm
Present , Jon Leahy (JL), Alan Johnson (AJ), Jon Vinsome (JV), Mike Burton (MB), Dennis Leonard (DL), Linda Fromant (LF), , Bill Warwick (BW), , Derek Freeman (DF). Philip Pilcher (PP)
1 Apologies Helen Wright (HW), Tom Tappenden (TT), Mark Wilcox (MW)
2 Minutes of the 9th May 2010
The minutes were agreed correct. Proposed JV seconded DL.
3 Matters arising from the minutes of the 9th May 2010
Item 3 Matters arising from the minutes of the 7th February 2010.
HW not in attendance no further progress has been made with regards to obtaining a quote for the path around the signal box
ACTION POINT HW to liaise with MB regarding information required.
11 Report on Barnham Signal Box
JL stated contact had been made – subject deferred to Chairman’s Report
9 Treasurer’s Report
JV stated he had written to the VHTF thanking them for the donation
15 Boiler Quotes
MB stated he had contacted the ASC regarding arranging a suitable time for the boiler replacement. He was awaiting a reply
DF stated the matter would be discussed at the next ASC committee meeting to be held 7th June
b) New Mower
MB stated he had been informed by AJ that his motor mower had now been repaired there fore a new mower was not now required.
MB stated he had informed TT of the situation
Item 96. Regarding the Stage Bar partition deferred to Chairman’s Report
11 STAGE CURTAINS
MB stated that an order had been placed on the 11th may Ref Correspondence Item 98. Nothing had yet been heard in reply.
12 BOILER QUOTES
The further quote had still not been received from John Penfold
The meeting was anxious progress on appointing a company to replace the boilers was settled so that the work could be carried out in the summer holidays.
JL stated that approval for the replacement had already been agreed and money was set aside
ACTION POINT MB to chase up JP for the final quote then e-mail everyone the details of all the quotes so that a decision could be made who to employ whereupon MB could place the order.
MB had updated the Business Plan which had been approved by JV and JL
ACTION POINT MB to place the Business Plan on an agenda after the AGM
a) JV and JL stated they were concerned that this task was now being dealt with by HW and LF? LF stated she had been contacted by the Kitchen Manager of Covers Ltd who she had passed on to HW.
LF stated she believed that Covers had produced a drawing that she thought conformed with the spending criteria
ACTION POINT JL to speak with HW to find out what was going on and obtain a second quote from Howdens.
c) DL stated he was waiting for the Sussex FA to reply to him but that courses for Emergency first Aid would be run probably on a Sunday evening. The courses lasted for about 3 hours.
d) MB stated that an over-ride key had been given to the ASC however when he spoke to bar staff they were unaware. In addition other staff had activated the over-ride then forgotten to switch it off and the end of the evening
ACTION POINT DF to make enquiries and ensure bar staff were properly instructed
g) MB stated disposable sanitary bags had been obtained
h) DL stated he had yet to arrange the meeting with Mike kennedy regarding the football field maintenance
ACTION POINT DL to arrange a meeting and inform MB/JV
Item 97 letter, dated 11/05/10, to the ASC requesting a mutual date for boiler repairs
Item 98 Letter dated 11/05/10, to Stage services ordering new front of stage curtains
Item 99 letter from PTC Building contractors requesting to tender for new building
Item 100 letter, dated 13/5/10, to Dyson king requesting 6 new Master keys
(Keys now received)
Item 101 letter from ASC notifying ACSC of new Trustee Rep- Derek Freeman
Item 102 Copy of the Insurance covering the Signal Box
5 PUBLIC SESSION
No public in attendance
6 CHAIRMAN’s REPORT
JL informed everyone that together with JV he met with the ASC, Moira Waring and Harry Hedges. The ASC were in favour of constructing a hatchway into the hall. Quotes for this work were to be obtained
They confirmed that the cellar floor was to be raised and that they were intending of repairing the wall behind the bar which had become damp due to the faulty chiller, they had £1,000 put aside for this work. JL stated they had asked the ASC to obtain quotes for the work involved and to keep them informed, if costs were excessive then they would approach the Trustees to assist financially
It was reported that despite earlier claims HH had still not obtained the Licence Extention
They regarded this now as a priority.
JL stated he had met with the final access control company regarding our entry system. The meeting was encouraging. The system was the same as that being proposed by Defensor but their rep stated they would use the existing wiring and card reader. Hopefully this will reduce the costs. The rep had also suggested an ‘On/Off’ switch to replace the current key operated over-rides. These could be incorporated in any system and switched could be mounted in the hall, office and behind the bar.
The current abuse of the security system by user groups propping open the front door was a concern. One instance was reported that the door was still open when the ASC opened up long after any user group had departed.
ACTION POINT MB to write to User Groups offering them an over-ride key and warning them against leaving the front door propped open.
JL also stated he had met with the PC Clerk to bring a structured approach to the meetings with the BSBT. A meeting was scheduled for the 19/20 June.
7 TREASURER’S REPORT
JV stated that the donation from the Village Hall Trust Fund had been received, this had covered the first two cuts of he fields. The water bill had been received which was considerably higher due to the leak in the field after the Aldingbourne Alive Event. After taking into account all budgeted expenses the Charity had over £6,600 to use as it saw fit.
It was decided unanimously that an order should be placed to insulate the roof space and walls following the quote from Downs Insulation
ACTION POINT MB to write to Downes Insulation confirming the order for insulation
DL asked the Trustees approval to obtain quotes and go ahead with having the toilet doors in the changing rooms planned to fit. This was agreed unanimously
The accounts were proposed for acceptance by DL, seconded BW
8 SECRETARY’S REPORT
MB stated he had applied for three grants for the new building, two of which were now onto the second stage.
During the month he, together with JV had met the representative from WSCC with regards the new building. Previously the WSCC were offering only £20,000 towards the building, the representative had agreed to try and increase this figure to £40,000. She had left the meeting intending on seeking approval for this amount.
An estimate for a wooden frame for the new building had been received. This quote was very reasonable and it was thought the overall cost could be reduced from £170,000 to nearer £100,000.
9 PARISH COUNCIL REPORT
Deferred to next meeting
10 BOILER QUOTES
Dealt with under matters arising
11 CHILDREN’S PLAY AREA
AJ reported that the matter had been discussed at the PC meeting.
Quotes were still being obtained with a view to moving the area
MB reported that MW had earlier said that the area vacated by the play area could be used for allotments. JL thought that there was some merit in this but whilst the PC had taken on the responsibility for maintaining the play area the land was under lease to the ACSC and it was the decision of the ACSC what to do with the area.
12 NEW BUILDING
Sat 12th June 6:30 – Midnight
JL stated this was a Club who he believed would also be using the bar area to watch the football on the big screen and therefore did not require opening and closing
JL to liaise with ASC to confirm
Sat 19th June BLS not required
Sat 26th June 12 am to midnight JV to open HW to close
Sat 3rd July Car Club
Sun 4th July Car Club Helen to supervise
21st July 2010 at 7pm
15 NEXT MEETING
To be held after the AGM
a) DL raised the matter of Felpham Beach FC becoming Aldingbourne FC. It was agreed if they could have a Representative Trustee
b) JV requested a list of all additional matches
ACTION POINT DL to provide list of all additional matches played
c) BW reported that the snooker table brushes had gone missing
d) JV asked DF if greater care could be taken with cleaning the tables after Friday evening bingo.
e) AJ reported that 22 caravans had used the site over the bank holiday they were very impressed and had already re-booked for 2012.
f) AJ asked if we could obtain some more road cones
ACTION POINT MB to ask DW for assistance with this.
g) AJ raised the matter of the benches being fixed. It was agreed that a work part was required. MB to e-mail suitable dates to everyone
Meeting ended 8:28pm