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ALDINGBOURNE COMMUNITY SPORTS CENTRE
Registered Charity No. 276055
Minutes of the Trustees Meeting
Sunday 5th September 2010
Those Present
Jon Leahy (JL), Jon Vinsome (JV), Alan Johnson (AJ), Mike Burton (MB), Linda Fromont (LF), , Bill Warwick (BW)., Derek Freeman (DF) and
Meeting started at 18:35pm
1 APOLOGIES – Alex Gladman (AG), Helen Franklin (HF), Dennis Lennard (DL), Tom Tappenden (TT)
2 Minutes of the meeting of the 15th August 2010.
The minutes were accepted as correct. Proposed JV, seconded DF.
Matters arising from the Minutes of the 6th June 2010
16 Business Plan – Agenda item 9
4 Matters arising from the Finance Meeting of 28th July 2010.
1 JV to inform all those concerned on the above decisions – Done
2 JL/JV to restrict access to the committee room – Ongoing
Refurbishment
It was decided to recommend end of the Committee Room should be boxed in.
ACTION POINT MB to obtain a quote for this work
3 MB to write to Friday Snooker Club informing them of the decision and requesting return of the over-ride key- Done
MB to seek quotes for table refurbishment- Ongoing
5 JL to raise paperwork for future individual hirers – Ongoing
MB to draft a new Agreement and write to the PC advising them on the proposed extension Agenda Point 8
4 CORRESPONDENCE
9 Letter to Aldingbourne Village Hall Charity thanking them for donation of £850
10 E-mail from Richard Beresford regarding dog walkers
This e-mail provoked discussion on what steps could be taken to curb irresponsible dog walkers. It was decided that JL/AJ would raise the matter at the next PC meeting to gauge their feelings on imposing a ‘Dogs on leads only’ ruling
ACTION POINT JL to report back at next meeting/MB Agenda Point
11 E-mail to PC clerk requesting the PC be notified of the problem of the hall floor.
12 Grant application to Henry Smith Charity requesting £10,000 towards hall extension
13 Quote to repair hall floor from Jeremy Green – £10345.
5 CHAIRMAN’S REPORT
JL thanked all those involved in the Barn clearance and tidy-up.
JL stated he would obtain a further quote for access control to the Tennis Club.
ACTION POINT JL to report back to next meeting
6 TREASURER’S REPORT
JV stated that due to the hall floor he was recommending all budgeted expenses be postponed. With regards to the floor he had spoken to the insurance assessor and we were presently waiting for a response with regards to the insurance company’s stance.
The charity was presently owed 2 months rent on the hall giving a current deficit, after expenses including the boiler replacement and hall floor of £1,242.00. The PC still owed the ACSC £2,000.
JV stated that the insurance renewal was due the cost was not dissimilar to last year. He proposed renewal. Unanimous vote in favour.
Accounts proposed by AJ seconded DF unanimous in favour.
7 SECRETARY’S REPORT
MB reported that the installation of the boilers started last Thursday. It would
hopefully be completed by the 6th or 7th.
With regards to the overhanging trees and the stream on the western boundary he
had arranged a site meeting with the ENVIRONMENTAL Agency for the 20th
September.
Attempts had been made to contact the curtain company but a reply was still awaited
MB reported that grants for capital expenditure had all but dried-up. The planning
permission for the new building had over 2 years to run before it elapsed. At a
minimum there was a need to raise £20,000 to complete the base
8 RIFLE CLUB AGREEMENT
JL read out the draft prepared by MB. Following a few minor amendments it was unanimously agreed that the draft should be sent to the Aldingbourne Target Shooting Club for submission to the Club’s AGM.
ACTION POINT MB to amend the draft and submit to the ATSC
9 BUSINESS PLAN
MB stated he had updated the Business Plan. He proposed to e-mail to all Trustees for a detailed discussion at the next meeting
ACTION POINT MB to e-mail copies of the Business Plan to all Trustees and place on the Agenda for the next meeting
10 FINANCES
Covered in Treasurer’s Report
11 BOOKINGS
3rd October HF to cover
12 DATE OF NEXT MEETING
10TH OCTOBER 2010
13 AOB
a) DF suggested that in the event that the insurers refused to pay for the floor we should contact Misslebrooks who laid it He thought it might still be under guarantee and as a local contractor he had a reputation to maintain
b) JV reported that HF had obtained a further two quotes for the refurbishment of the kitchen
She would let everyone know by the next meeting
c) AJ reported that car parking associated with the Barnham Trojans yesterday was ridiculous.
Parents attending were just parking everywhere. The emergency exit/entrance was blocked as was Olivers Meadow. When spoken to drivers didn’t care.
ACTION POINT JL to write to the Barnham Trojans regarding ‘policing’ of car parking
d) DF was happy to report that the ASC had made great progress over the last month. The
floor in the cellar was now complete, an awning had been erected in the courtyard and the
bar was due to be completed in the coming weeks
e) AJ reported that the lock on the hall door was not functioning properly
f) JV reported that a window had been left open in the Social Club over night. DF stated that
the member of staff had been spoken to.
g) LF reported that ‘young adults’ had been using the tennis courts to play football on the
afternoon of the 27th August
ACTION POINT JL to check CCTV
h) AJ stated he and BW would start work on replacing the stop-cock for the outside tap once
the inner stop-cock had been located
Meeting ended 19:32hrs
ALDINGBOURNE COMMUNITY SPORTS CENTRE
Registered Charity No. 276055
Minutes of the Trustees Meeting
Sunday 5th September 2010
Those Present
Jon Leahy (JL), Jon Vinsome (JV), Alan Johnson (AJ), Mike Burton (MB), Linda Fromont (LF), , Bill Warwick (BW)., Derek Freeman (DF) and
Meeting started at 18:35pm
1 APOLOGIES – Alex Gladman (AG), Helen Franklin (HF), Dennis Lennard (DL), Tom Tappenden (TT)
2 Minutes of the meeting of the 15th August 2010.
The minutes were accepted as correct. Proposed JV, seconded DF.
Matters arising from the Minutes of the 6th June 2010
16 Business Plan – Agenda item 9
4 Matters arising from the Finance Meeting of 28th July 2010.
1 JV to inform all those concerned on the above decisions – Done
2 JL/JV to restrict access to the committee room – Ongoing
Refurbishment
It was decided to recommend end of the Committee Room should be boxed in.
ACTION POINT MB to obtain a quote for this work
3 MB to write to Friday Snooker Club informing them of the decision and requesting return of the over-ride key- Done
MB to seek quotes for table refurbishment- Ongoing
5 JL to raise paperwork for future individual hirers – Ongoing
MB to draft a new Agreement and write to the PC advising them on the proposed extension Agenda Point 8
4 CORRESPONDENCE
9 Letter to Aldingbourne Village Hall Charity thanking them for donation of £850
10 E-mail from Richard Beresford regarding dog walkers
This e-mail provoked discussion on what steps could be taken to curb irresponsible dog walkers. It was decided that JL/AJ would raise the matter at the next PC meeting to gauge their feelings on imposing a ‘Dogs on leads only’ ruling
ACTION POINT JL to report back at next meeting/MB Agenda Point
11 E-mail to PC clerk requesting the PC be notified of the problem of the hall floor.
12 Grant application to Henry Smith Charity requesting £10,000 towards hall extension
13 Quote to repair hall floor from Jeremy Green – £10345.
5 CHAIRMAN’S REPORT
JL thanked all those involved in the Barn clearance and tidy-up.
JL stated he would obtain a further quote for access control to the Tennis Club.
ACTION POINT JL to report back to next meeting
6 TREASURER’S REPORT
JV stated that due to the hall floor he was recommending all budgeted expenses be postponed. With regards to the floor he had spoken to the insurance assessor and we were presently waiting for a response with regards to the insurance company’s stance.
The charity was presently owed 2 months rent on the hall giving a current deficit, after expenses including the boiler replacement and hall floor of £1,242.00. The PC still owed the ACSC £2,000.
JV stated that the insurance renewal was due the cost was not dissimilar to last year. He proposed renewal. Unanimous vote in favour.
Accounts proposed by AJ seconded DF unanimous in favour.
7 SECRETARY’S REPORT
MB reported that the installation of the boilers started last Thursday. It would
hopefully be completed by the 6th or 7th.
With regards to the overhanging trees and the stream on the western boundary he
had arranged a site meeting with the ENVIRONMENTAL Agency for the 20th
September.
Attempts had been made to contact the curtain company but a reply was still awaited
MB reported that grants for capital expenditure had all but dried-up. The planning
permission for the new building had over 2 years to run before it elapsed. At a
minimum there was a need to raise £20,000 to complete the base
8 RIFLE CLUB AGREEMENT
JL read out the draft prepared by MB. Following a few minor amendments it was unanimously agreed that the draft should be sent to the Aldingbourne Target Shooting Club for submission to the Club’s AGM.
ACTION POINT MB to amend the draft and submit to the ATSC
9 BUSINESS PLAN
MB stated he had updated the Business Plan. He proposed to e-mail to all Trustees for a detailed discussion at the next meeting
ACTION POINT MB to e-mail copies of the Business Plan to all Trustees and place on the Agenda for the next meeting
10 FINANCES
Covered in Treasurer’s Report
11 BOOKINGS
3rd October HF to cover
12 DATE OF NEXT MEETING
10TH OCTOBER 2010
13 AOB
a) DF suggested that in the event that the insurers refused to pay for the floor we should contact Misslebrooks who laid it He thought it might still be under guarantee and as a local contractor he had a reputation to maintain
b) JV reported that HF had obtained a further two quotes for the refurbishment of the kitchen
She would let everyone know by the next meeting
c) AJ reported that car parking associated with the Barnham Trojans yesterday was ridiculous.
Parents attending were just parking everywhere. The emergency exit/entrance was blocked as was Olivers Meadow. When spoken to drivers didn’t care.
ACTION POINT JL to write to the Barnham Trojans regarding ‘policing’ of car parking
d) DF was happy to report that the ASC had made great progress over the last month. The
floor in the cellar was now complete, an awning had been erected in the courtyard and the
bar was due to be completed in the coming weeks
e) AJ reported that the lock on the hall door was not functioning properly
f) JV reported that a window had been left open in the Social Club over night. DF stated that
the member of staff had been spoken to.
g) LF reported that ‘young adults’ had been using the tennis courts to play football on the
afternoon of the 27th August
ACTION POINT JL to check CCTV
h) AJ stated he and BW would start work on replacing the stop-cock for the outside tap once
the inner stop-cock had been located
Meeting ended 19:32hrs