Minutes of the Trustee’s Meeting of 13th September 2009

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Posted: 13/09/2009
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ALDINGBOURNE COMMUNITY SPORTS CENTRE


Registered Charity No. 276055


Minutes of the Trustee’s Meeting of 13th September 2009.


 

Meeting started at 18:35pm

 

Those Present

 

John Leahy (JL), Jon Vinsome (JV), Alan Johnson (AJ), Mike Burton (MB), Dennis Leonard (DL), Linda Fromont (LF), Helen Wright (HW), Tom Tappenden (TT), Bill Warwick (BW) John Penfold (JP).

 

1          Apologies

 

None received

 

2              Election of Officers                                                                                                                                           

 

Chairman                      Jon Leahy Proposed MB, seconded JV

D/Chairman                   Alan Johnson Proposed JL, seconded HW

Secretary                      Mike Burton Proposed HW, seconded DL

Treasurer                      Jon Vinsome Proposed JP, seconded BW

All Officers to the charity were returned unanimously

 

3              MINUTES OF THE 9TH AUGUST 2009.

 

The minutes were accepted as correct Proposed DL, seconded HW.

 

4          MATTERS ARISING FROM THE MINUTES OF THE 9TH AUGUST 2009         

 

Matters arising from the Minutes of the 14th June

2   Election of Officers –Dealt with

3   Litter Bins –MB Still awaiting a response from ARUN

ACTION POINT – MB   

Quote for plumbing and pipe fitting - HW still ongoing

ACTION POINT HW

10  Recommendation to Committee re  Utilities – JV Ongoing

ACTION POINT JV

Obtain quote re electrical work from Steve Grubb

Deferred to Correspondence

17 Letter to go to UG’s re attending first aid course-MB Ongoing

ACTION POINT MB

 

MATTERS ARISING FROM MINUTES OF 9TH August 2009.

9  Chairman’s Report

Obtain hire charges from other local halls-HW Done

Letter to ASC re cleaning tables – MB Done see correspondence

11 Contact with absent Trustees re vote on grant for Modular Building Project-

Not required due to Planning Permission refusal by ARUN

14 Letter to TT re ‘use’ of Civil Engineer member – MB Done

15 Contact Caravan Club re date- HW Done

16 AOB

Contact Harry re Insurance Claim-JV/MB Done

Contact resident at 38 Olivers Meadow re tree-MB Ongoing

ACTION POINT MB

New tables-JV Done Tables due 17/09/2009.

 

5            CORRESPONDENCE

 

Item 15 Corres. with Mrs. De La Cruz and JP over the children’s play area

Item 16 Letter to ARUN re litter Bins

Item 17 Letter to ASC re cleaning hall tables after use

Item 18 Quote for new hall tables

Item 19 E-mail to ARUN re Oak tree pruning

Item 20 Letter from ASC re no future 18th Birthday tests

Item 21 Letter from ASC re closure of barrier to car park

Item 22 DATE PROTECTION ACT register Entry Report

Item 23 List of electrical works required at the centre

Item 24 Letter to ASC acknowledging 18th Birthday Party letter

Item 25 Letter to ASC acknowledging ASC letter Re Barrier

Item 26 Quote for electrical works (Item 23)

Item 27 Letter from Sime Darby Re LEC site Invite to apply for S106

Item 28 E-mail to PC, Richard Beresford requesting meeting re S106 and funding of Children’s play area

Item 29 Report from JL re ‘PLAYGROUND RENOVATION PROJECT’

Item 30 Grant Application to WSCC JDAC re benches

 

           BARNHAM TROJAN’S PITCH FEES PROPOSAL

 

DL declared an interest.

 

JV stated increases in line with other users had been agreed in addition it was also agreed that the Trojans would , on behalf of the Charity would manage the Felpham Beach Football Team using the main pitch on Sundays. It was agreed they would charge an amount for the hire of their equipment and maintenance of the pitch.

The total fee was agreed at £1890.00

 

Proposed AJ, seconded HW. Unanimous vote in favour

7            ACSC WEBSITE

 

JV stated the site was nearing completion. He informed the meeting that the site was linked to that of the PC and all user groups. Its existence would be advertised in the local shops and via the Parish magazine.

JP stated he thought it could be beneficial to include the web address on all future media articles.

 

 

 

 

8            USER GROUP & HALL HIRE FEES PROPOSAL

 

JV informed everyone that a meeting of JV, JL and HW had been held on the 17th August 2009 during which it had been decided to simplify the system. The new system was to include ‘Peak’ and ‘Off Peak’ periods with separate rates that would only be discounted for Aldingbourne residents.

(A copy of the minutes of that meeting detailing the new hire charges is to be attached to these minutes)

There were discussions relating to a separate charge for weddings but these were dismissed as an unnecessary complication.

The new charges would come into effect as of 01/10/2009

The proposal to approve the new hire charges was made by DL and seconded by LF.

 

9             PUBLIC SESSION

 

No public in attendance

 

10      CHAIRMAN’S REPORT

 

JL thanked those Trustees and their partners who had been involved with thye    children’s play area clean up. The area was looking in a much better state

He referred to correspondence item which was a small report he had compiled with regards to the outstanding work required. He had sent the report to various installers and manufacturers for quotes and further ideas and comments.

 

HW stated she had obtained some bark for the bark pits around the apparatus but not enough, she would continue to source the rest.

 

11     TREASURER’S REPORT

 

 

June 2009 accounts. Proposed MB, seconded HW.

July 2009 accounts. Proposed HW, seconded JP.

August 2009 accounts. Proposed AJ, seconded HW.

 

It was agreed the grant of £5,000.00 proposed for the new modular building project should be withdrawn in the light of the failure to obtain   planning permission. This was agreed

 

JV stated he was concerned at the rise of approx. £1,750.00 in insurance costs whichis due to the increase value if the building and the claims we have made this year. He was awaiting quotes from other companies.

JV stated he was still awaiting a refund from British Gas.

 

 

12     SECRETARY’S REPORT

 

Deferred to agenda items

 

 

 

 

 

13.    PARISH COUNCIL REPORT

 

JP stated that the new Clerk had started. He was Rod Cooper and was contactable via aldingbournepc@tesco.net The PC was also now up to 9 Councillors.

Les Paine, ex-Councillor, had proposed a plaque be dedicated to the late Bertha Watson for her tireless work for the parish; this had been agreed and the PC was minded to present a plaque to be installed inside the community hall.

MB had raised the matters of a regular maintenance grant for the children’s play area, the outstanding S106 money held by ARUN and the Charity and the PC forming a joint committee to deal with this. It had been agreed that this would be handled by the Chair of the PC Finance Committee Richard Beresford. JP had request MB to contact Richard.

JP stated he intended to visit the AiRS conference titled the Heart of the Village mainly about village hall funding.

JP stated that the WSCC Cabinet member for the RDPE (EC) Grants and grants administered via JDAC had asked to be advised of future grant applications regarding the modular building/Hopscotch.

 

14     MODULAR BUILDING/SIGNAL BOX

 

Signal box now on course to be moved on 6th December 2009. Soil Testing carried out last week once result in Bldg Regs application will be submitted and work on the base due to start by mid-October. Money situation still very tight enough for current part of project but more will be required for restoration

 

Modular Building planning application turned down by ARUN on two grounds Building out of character and use of public land with no replacement or reason for social need given. Planning Officer’s report at odds with Refusal also decision given at very last moment against all expectations. Advice sought which confirms reasonable grounds for appeal. Appeal has been prepared but on advice of new member of PC a further submission will be made to ARUN.

Not all grants withdrawn WSCC is still holding £20,000 and Lydsey has offered agreed to the project retaining their donation of £5,000.

Appeal need the support of the community; at least 30 letters of support needed.

 

 

15     BARNHAM TROJANS-LITTER

 

HW stated that after recent use of the football fields by both the Barnham Trojans and Felpham Beach over 40 bottles were left on the pitches. BT team manager approached who stated I was all down to the Felpham team HW asked DL to speak with the Team Managers again over this matter.

DL stated he would do so but was indignant that the BT teams were being cast as the culprits.

JL stated in lieu of the BT representative not being in attendance a letter would be sent to the BT and Pagham Beach Football Clubs.

ACTION POINT-MB . 

 

 

16     DATE OF NEXT MEETING

 

11/10/2009

 

 

 

17     AOB

 

a)MB –   Request for a new net to be fitted to the basketball hoop

JL reported this was in hand as part of his report on the Children’s Play

Area.

ACTION POINT JL

 

b)MB – Raised the matter of volunteers to help dig out the small trench for the

electricity and water cables for the Tennis Club

JV volunteered    10am Sunday 18th Sept.

 

c)JP -   Gave notice of the up-coming JDAC meeting and requested those that

could attend should with regards to giving objections to the allocation of

grants.

 

d)HW  Raised the matter of the Caravan Club and possible cancellation due to

bad weather. The cancellation left the Charity with the possibility of no

booking for the hall. It was agreed all such bookings should in future be the

subject of a £100 non-refundable pre-booking fee.

 

e)HW  Informed everyone that a local boy who attended the Irish Dance Group

had recently come 4th in a contest and was now entering the Great

Britain finals. He needed extra tuition. HW requested that such a use of

the hall should be given free as a support to the community. This was

agreed by all providing it did not incur on any other UGs use of the

facilities. Both parties to be informed

ACTION POINT HW

 

f)JV-  Informed everyone that the solenoid which controls the flushing of the

gents toilets was broken. Unfortunately even though it was only fitted 12

months ago it was 10 years old and parts were now out of stock. A

replacement would cost £180 plus labour totalling £360 in all

 

Proposal made by MB, seconded by AJ to effect the replacement and

repair. This was agreed unanimously

ACTION POINT AJ

 

g)     BW/HW Both offered to approach electrici and for further quotes for the

proposed electrical problems at the Centre

    ACTION POINT HW BW

 

h)     HW Replacment lights for the social club area, at £25 each, had been identified.

9 are required HW required the consent of the committee before approaching the

ASC to agree.

Everyone was in agreement.

ACTION POINT HW

 

i)      MB informed everyone in accordance with previous discussions he had placed a

folder in the office to contain copies of all grant applications made on behalf of

the charity.

 

 

 

 

 

 

 

j)     JL raised the matter that with a new Parish Council Clerk perhaps the PC might

wish to consider, once more, the use of an office in the Centre

ACTION POINT JP

 

k)   TT reported that on the 9th October an accident occurred at the Bowls Club and an

ambulance was called. Upon arrival the access way was blocked by a car illegally

parked.

MB stated he had been made aware of the matter but it appeared no one had taken

the vehicle registration or details of the driver. Incorrect parking had arisen

Previously and it had been decided it was everyone’s responsibility to approach

Drivers and ask them to park properly however perhaps signs were required for

This particular access way.

ACTION POINT JV/JL

 

l)   LF raised the matter of next years Open Day. It was agreed now was the time to

start preparations. JV, HW, AJ JL to meet with LF

 

The meeting ended at 8:30pm

 

 

 

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