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ALDINGBOURNE COMMUNITY SPORTS CENTRE
Registered Charity No. 276055
Minutes of the Trustees Meeting
Sunday 13th February 2011
Those Present
Jon Leahy (JL), Alan Johnson (AJ), , Mike Burton (MB), Linda Fromant (LF), Bill Warwick (BW), Chris Blows (CB), Dennis Lennard (DL) Philip Pilcher (PP) and Derek Freeman (DF)
Meeting started at 18:35pm
1 APOLOGIES – Helen Franklin (HF), Jon Vinsome (JV)
2 MINUTES OF THE MEETING OF THE 9th JANUARY 2011.
The minutes were accepted as correct. Proposed DF, seconded AJ.
3 MATTERS ARISING FROM THE MINUTES OF THE 9th JANUARY 2011.
2.2 The matter of obtaining a quote for cupboards in the committee room
MB detailed a number of quotes received.
The committee decided to award all the work to John Smith
ACTION POINT MB to liaise with John regarding carrying out the works for the doors and cupboards
7 Redecoration
MB stated that decorating had taken place two weeks ago and this morning as a result only the two exterior walls of the hall and the stage doors needed painting to finish off. There was however further work needed in the kitchen in that the units on the cellar wall needed to be removed and the recessed area plaster boarded to allow the new units to be fitted flush to the wall
MB asked everyone, if possible, to attend at 9am next Sunday morning (20th February 2011) to assist
9 Parish Council Report
MB to raise the issue of dog fouling with the ARUN Dog Warden and arrange a meeting to obtain first hand information. Ongoing Still awaiting contact with ARUN’s Dog warden
MB stated in the last week he had received three complaints with regards to the increased amount of dog mess on the field DL stated the footballers had collected a bucket full off of the pitches over the weekend.
MB stated he had received a quote for 3 signs but was awaiting further quotes
The committee agreed that purchase of the signs should be undertaken on the lowest quote
ACTION POINT MB to arrange for the purchase of the new Dog Waste Signs
10 Hall Bookings
Exploration of the costs of erecting two/three temporary buildings.
MB stated that investigations had concluded that ‘extra buildings’ were too expensive beside which the front of hall extension would make them redundant.
17 AOB
1 DL to pursue affixing kick guards to the doors in the changing rooms with the Barnham
Trojans. DL stated this matter was in-hand
MB informed DL that air bricks would also be needed to resolve the damp problem in the changing rooms
ACTION POINT DL to report back at next meeting regarding progress on this matter
8 Secretary’s Report
AJ reported that all the work along the stream boundary had now taken place and the undergrowth had been cut back. In addition the branches around the lights leading to the rifle club had also been trimmed.
There was still some clearing-up to do regarding some of the smaller branches
11 Kitchen Refurbishment
MB stated the order had now been placed with Magnet and work would begin on the 9th March. Hopscotch would be using the lounge/bar area and therefore help would be needed in rearranging the furniture. Help was required at 8:30 and 3:30 each day.
DF stated that there had been comments made at the ASC meeting that it would have been nice to know of the arrangement beforehand
MB stated that a letter was sent to the ASC Secretary on the 19th January notifying them of the arrangement and requesting they contact either MB or AJ if there were any problems.
MB stated that the kitchen fitter had visited on Friday. He had two concerns in that a new electrical supply would be needed for the cooker and we would not be able to re-use the existing Kitchen sink.
MB stated that he had spoken with JV who stated there was contingency money available to cover the extra cost of these items.
JL added that he was experiencing a problem with obtaining commercial as opposed to domestic appliances but expected a quote tomorrow.
12 Dog Fouling
Covered under 3.9 above
14 AOB
- JL stated the timers to the street lights had now been adjusted.
- Relocation of the sign board to be undertaken by AL/MB
- MB stated he had not written to any User Groups regarding the non-attendance of
their Representative Trustee
- LF stated she was still awaiting some response from ARUN and WSCC with regards to
‘events’ to mark the Olympics.
Grants towards the possible Olympic Ceremony celebrations to be monitored by
MB undertook to notify LF when any such grants appeared.
4 CORRESPONDENCE
Item 58 ASC request for booking of the meeting room and hall
Item 59 Booking dates Hall and Committee room for the MMD
Item 60 Letter requesting a quote for Dog Waste signs
Item 61 Quote Re Item 60
Item 62 Copy application for Front Hall Extn Duke of Devonshire
Item 63 Quote from MAYOSS & Co for Front of Hall Extension
Item 64 Letter to ASC re Decorating in the hall Curtains and Kitchen and Pre School
arrangements
Item 65 Quote Harris for fitting doors cupboards etc
Item 66 Quote Dimensions for fitting doors cupboards etc
Item 67 Quote JG Electrical Main electrical board replacement
Item 68 Letter from ASC re booking
Item 69 Reply to ASC re 68
Item 70 Quote for doors etc J Smith
Item 71 Letter from Aldingbourne Village Hall Fund re re-appointment of Trustees
5 PUBLIC SESSION
No public in attendance
6 CHAIRMAN’S REPORT
JL thanked AJ and MB for their part in redecorating the hall.
He informed the meeting that he had received a grant of £3600 for the purchase of audio visual equipment for the hall and committee room, this would include screens, and a data projector. Free advertising and use of the hall for demonstration purposes would be offered to the supplier to offset installation costs
DL reminded everyone of the need to calculate usage fees which would need to be added into the hire charge
7 TREASURER’S REPORT
Deferred to next month
8 SECRETARY’S REPORT
MB stated that he and AJ had met with Steve of Defensor and believed that the CCTV mast could be accessed from the roof of the front of hall extension, this would save moving the mast.
With regards to the extension he had submitted an amendment to ARUN as agreed but ARUN had now, 5 weeks later, requested further drawings. These had been completed and would be submitted to ARUN tomorrow
MB stated he had met with the curtain fitter and barring and unforeseen difficulties the curtains would be hung on the 24th Feb.
MB reminded everyone that the bushes from the front of the hall would need to be moved in preparation for the new extension. Dates for the work would be issued soon
9 PARISH COUNCIL REPORT
CB reported that the PC had agreed to the transfer of the grant of £5000 towards the Front of hall extension and that providing the ACSC contributed £1,000 in addition to the £9,000 grant they had obtained the PC would raise a loan on behalf of the ACSC to cover the remainder of the money needed. This source would be VAT free. CB stated he had passed a chart showing repayment costs to the Secretary. He advised once a full figure had been calculated that contact with the PC Clerk should be made and he would instigate the paperwork to obtain the loan.
CB informed all that the PC had been unable to provide a grant on this occasion as they were currently faced with a number of demands including the restoration of the Children’s Play Area
He took the opportunity to explain the recent planning application AL/119/10 concerning the use of land within the parish for use as a ‘Showman’s Site’, which would include accommodation for 7 families next to the ‘Farm Shop’.
10 HALL BOOKINGS
MB stated he had received 12 enquiries for bookings of which three had been completed. There were only 14 Saturdays left vacant in 2011.
There were no bookings requiring the attendance of a Trustee for March.
11 KITCHEN REFURBISHMENT
Previously dealt with
12 DECORATION OF THE HALL
Previously dealt with
13 DOG FOULING
Previously dealt with
14 DATE OF NEXT MEETING
Sunday 6th March 2011.
15 AOB
a. BW requested a new Swan Neck for the snooker room
ACTION POINT MB to obtain new Swan Neck for Snooker Room
- b. PP asked about the re-instalation of the gate to the railway club
MB asked PP to consult with CB of the Parish Council
- c. PP stated that the BRMRC had looked at the barn regarding its use as a workshop/club
Room but it had concluded that it would be too expensive to convert. An estimate of the cost was in the region of £50,000
- d. DL referred to correspondence item 71 the letter from the Village Hall Fund. Regarding
the re-election of Trustees
It was proposed that DL be re-elected Proposed MB, seconded DF, Unanimous vote in
Favour.
JL stated that HF as the other Trustees should be contacted first to see if she wished to
seek re-election.
ACTION POINT DL to contact HF regarding re-election to the Trust.
- e. LF enquired if MB had received any further requests in regards to the First Aid
course
MB stated he had requested everyone to contact her direct but that he would contact the
Rifle Club again
DL stated that the footballers could only qualify on an approved FA course so no one from
that quarter would be attending
ACTION POINT MB to contact the Rifle Club to seek interest in the First Aid course
Meeting ended 19 :29hrs
ALDINGBOURNE COMMUNITY SPORTS CENTRE
Registered Charity No. 276055
Minutes of the Trustees Meeting
Sunday 13th February 2011
Those Present
Jon Leahy (JL), Alan Johnson (AJ), , Mike Burton (MB), Linda Fromant (LF), Bill Warwick (BW), Chris Blows (CB), Dennis Lennard (DL) Philip Pilcher (PP) and Derek Freeman (DF)
Meeting started at 18:35pm
1 APOLOGIES – Helen Franklin (HF), Jon Vinsome (JV)
2 MINUTES OF THE MEETING OF THE 9th JANUARY 2011.
The minutes were accepted as correct. Proposed DF, seconded AJ.
3 MATTERS ARISING FROM THE MINUTES OF THE 9th JANUARY 2011.
2.2 The matter of obtaining a quote for cupboards in the committee room
MB detailed a number of quotes received.
The committee decided to award all the work to John Smith
ACTION POINT MB to liaise with John regarding carrying out the works for the doors and cupboards
7 Redecoration
MB stated that decorating had taken place two weeks ago and this morning as a result only the two exterior walls of the hall and the stage doors needed painting to finish off. There was however further work needed in the kitchen in that the units on the cellar wall needed to be removed and the recessed area plaster boarded to allow the new units to be fitted flush to the wall
MB asked everyone, if possible, to attend at 9am next Sunday morning (20th February 2011) to assist
9 Parish Council Report
MB to raise the issue of dog fouling with the ARUN Dog Warden and arrange a meeting to obtain first hand information. Ongoing Still awaiting contact with ARUN’s Dog warden
MB stated in the last week he had received three complaints with regards to the increased amount of dog mess on the field DL stated the footballers had collected a bucket full off of the pitches over the weekend.
MB stated he had received a quote for 3 signs but was awaiting further quotes
The committee agreed that purchase of the signs should be undertaken on the lowest quote
ACTION POINT MB to arrange for the purchase of the new Dog Waste Signs
10 Hall Bookings
Exploration of the costs of erecting two/three temporary buildings.
MB stated that investigations had concluded that ‘extra buildings’ were too expensive beside which the front of hall extension would make them redundant.
17 AOB
1 DL to pursue affixing kick guards to the doors in the changing rooms with the Barnham
Trojans. DL stated this matter was in-hand
MB informed DL that air bricks would also be needed to resolve the damp problem in the changing rooms
ACTION POINT DL to report back at next meeting regarding progress on this matter
8 Secretary’s Report
AJ reported that all the work along the stream boundary had now taken place and the undergrowth had been cut back. In addition the branches around the lights leading to the rifle club had also been trimmed.
There was still some clearing-up to do regarding some of the smaller branches
11 Kitchen Refurbishment
MB stated the order had now been placed with Magnet and work would begin on the 9th March. Hopscotch would be using the lounge/bar area and therefore help would be needed in rearranging the furniture. Help was required at 8:30 and 3:30 each day.
DF stated that there had been comments made at the ASC meeting that it would have been nice to know of the arrangement beforehand
MB stated that a letter was sent to the ASC Secretary on the 19th January notifying them of the arrangement and requesting they contact either MB or AJ if there were any problems.
MB stated that the kitchen fitter had visited on Friday. He had two concerns in that a new electrical supply would be needed for the cooker and we would not be able to re-use the existing Kitchen sink.
MB stated that he had spoken with JV who stated there was contingency money available to cover the extra cost of these items.
JL added that he was experiencing a problem with obtaining commercial as opposed to domestic appliances but expected a quote tomorrow.
12 Dog Fouling
Covered under 3.9 above
14 AOB
c. JL stated the timers to the street lights had now been adjusted.
f. Relocation of the sign board to be undertaken by AL/MB
h. MB stated he had not written to any User Groups regarding the non-attendance of
their Representative Trustee
i. LF stated she was still awaiting some response from ARUN and WSCC with regards to
‘events’ to mark the Olympics.
Grants towards the possible Olympic Ceremony celebrations to be monitored by
MB undertook to notify LF when any such grants appeared.
4 CORRESPONDENCE
Item 58 ASC request for booking of the meeting room and hall
Item 59 Booking dates Hall and Committee room for the MMD
Item 60 Letter requesting a quote for Dog Waste signs
Item 61 Quote Re Item 60
Item 62 Copy application for Front Hall Extn Duke of Devonshire
Item 63 Quote from MAYOSS & Co for Front of Hall Extension
Item 64 Letter to ASC re Decorating in the hall Curtains and Kitchen and Pre School
arrangements
Item 65 Quote Harris for fitting doors cupboards etc
Item 66 Quote Dimensions for fitting doors cupboards etc
Item 67 Quote JG Electrical Main electrical board replacement
Item 68 Letter from ASC re booking
Item 69 Reply to ASC re 68
Item 70 Quote for doors etc J Smith
Item 71 Letter from Aldingbourne Village Hall Fund re re-appointment of Trustees
5 PUBLIC SESSION
No public in attendance
6 CHAIRMAN’S REPORT
JL thanked AJ and MB for their part in redecorating the hall.
He informed the meeting that he had received a grant of £3600 for the purchase of audio visual equipment for the hall and committee room, this would include screens, and a data projector. Free advertising and use of the hall for demonstration purposes would be offered to the supplier to offset installation costs
DL reminded everyone of the need to calculate usage fees which would need to be added into the hire charge
7 TREASURER’S REPORT
Deferred to next month
8 SECRETARY’S REPORT
MB stated that he and AJ had met with Steve of Defensor and believed that the CCTV mast could be accessed from the roof of the front of hall extension, this would save moving the mast.
With regards to the extension he had submitted an amendment to ARUN as agreed but ARUN had now, 5 weeks later, requested further drawings. These had been completed and would be submitted to ARUN tomorrow
MB stated he had met with the curtain fitter and barring and unforeseen difficulties the curtains would be hung on the 24th Feb.
MB reminded everyone that the bushes from the front of the hall would need to be moved in preparation for the new extension. Dates for the work would be issued soon
9 PARISH COUNCIL REPORT
CB reported that the PC had agreed to the transfer of the grant of £5000 towards the Front of hall extension and that providing the ACSC contributed £1,000 in addition to the £9,000 grant they had obtained the PC would raise a loan on behalf of the ACSC to cover the remainder of the money needed. This source would be VAT free. CB stated he had passed a chart showing repayment costs to the Secretary. He advised once a full figure had been calculated that contact with the PC Clerk should be made and he would instigate the paperwork to obtain the loan.
CB informed all that the PC had been unable to provide a grant on this occasion as they were currently faced with a number of demands including the restoration of the Children’s Play Area
He took the opportunity to explain the recent planning application AL/119/10 concerning the use of land within the parish for use as a ‘Showman’s Site’, which would include accommodation for 7 families next to the ‘Farm Shop’.
10 HALL BOOKINGS
MB stated he had received 12 enquiries for bookings of which three had been completed. There were only 14 Saturdays left vacant in 2011.
There were no bookings requiring the attendance of a Trustee for March.
11 KITCHEN REFURBISHMENT
Previously dealt with
12 DECORATION OF THE HALL
Previously dealt with
13 DOG FOULING
Previously dealt with
14 DATE OF NEXT MEETING
Sunday 6th March 2011.
15 AOB
a. BW requested a new Swan Neck for the snooker room
ACTION POINT MB to obtain new Swan Neck for Snooker Room
b. PP asked about the re-instalation of the gate to the railway club
MB asked PP to consult with CB of the Parish Council
c. PP stated that the BRMRC had looked at the barn regarding its use as a workshop/club
Room but it had concluded that it would be too expensive to convert. An estimate of the cost was in the region of £50,000
d. DL referred to correspondence item 71 the letter from the Village Hall Fund. Regarding
the re-election of Trustees
It was proposed that DL be re-elected Proposed MB, seconded DF, Unanimous vote in
Favour.
JL stated that HF as the other Trustees should be contacted first to see if she wished to
seek re-election.
ACTION POINT DL to contact HF regarding re-election to the Trust.
e. LF enquired if MB had received any further requests in regards to the First Aid
course
MB stated he had requested everyone to contact her direct but that he would contact the
Rifle Club again
DL stated that the footballers could only qualify on an approved FA course so no one from
that quarter would be attending
ACTION POINT MB to contact the Rifle Club to seek interest in the First Aid course
Meeting ended 19 :29hrs