ALDINGBOURNE COMMUNITY SPORTS CENTRE
Registered Charity No. 276055
Minutes of the Trustees Meeting
Sunday 8th May 2011
Jon Leahy (JL), Alan Johnson (AJ), Jon Vinsome (JV), Mike Burton (MB), Bill Warwick (BW) Philip Pilcher (PP), and Dennis Lennard (DL),
Meeting started at 18:34pm
1 APOLOGIES Linda Fromant (LF)
2 MINUTES OF THE MEETING OF THE 6th March 2011.
The minutes were accepted as correct. Proposed DL, seconded JV.
3 MATTERS ARISING FROM THE MINUTES OF THE 6th March 2011.
It was decided that the new signs, regarding Dog Fouling, would be best ordered after the meeting with the ARUN Dog Warden
1 DL stated the installation of the air bricks in the changing room was ongoing.
ACTION POINT DL to update the Trustees at the next meeting regarding any progress in this matter
it was decided that the election of a further Trustee to the Village Hall trust Fund should take place after the AGM
Item 76 regarding Key Holder duties, MB stated that LF had forwarded him some details regarding a potential company but as yet he had taken no action on this
7 TREASURER’S REPORT
JL stated the meeting with the User Groups regarding storage charges had not yet taken place
8 SECRETARY’S REPORT
MB reported that the curtain slip covers had been received and were due to be hung on Wednesday
9 HALL BOOKINGS
MB stated he had contacted the Poling Officer and everything was in hand for the day
10 MB stated he had not applied for grants for the kitchen refurbishment as there had been no
15 DATE OF NEXT MEETING
MB stated he had not written to the User Groups about attendance of their representatives.
JL stated this would be better combined with the letter to User Groups reminding them to choose a representative for the coming year
c) MB confirmed the BSBT now had Public Liability insurance
d) JL still to contact Defensor regarding the maintenance charge
ACTION POINT JL to contact Defensor regarding the maintenance charge
e) MB stated the YOTs had not turned up and the newly acquired litter bins had been
placed around the field
Item 90 Letter from the Barnham Trojans regarding hall hire dates
Item 91 E-mail from JL to HH regarding the Licence Agreement and stage bar divider
Item 92 ASC request for 3 hall dates for a darts tournament
Item 93 Notice to ASC regarding closure of the Centre for electrical work
Item 94 Letter to west Sussex Caravan Club re hire dates
Item 95 Letter from BRMRC regarding future accommodation
Item 96 Letter from ASC regarding power cuts
Letter from ACSC to Southern Electricity
Item 97 Letter from ASC re booking of Committee Room
Item 98 Reply to Item 97
Item 99 Correspondence between the PC and ACSC re loan for hall extension
Item 100 Revised quote from A Burrows
Item 101 Letter from ASC regarding lack of liaison over Centre closure
Item 102 Reply to item 101
Item 103 Letter Ref pending court action for non-payment of invoice
Item 104 Reply to item 103
Item 105 Further quote from Regis Electrics for kitchen
Item 106 Letter to ASC re Trustees position
ACTION POINT JL to reply re, item 106
5 PUBLIC MEETING
No public in attendance
6 CHAIRMAN’S REPORT
JL suggested that in view of the reducing numbers of Trustee attending meetings it might be a suitable moment to reflect on the number of meetings the ACSC hold in a year. There is a requirement to hold not less than two meetings a year. JL suggested 4 meetings a year with the dates being fixed at the first meeting after the AGM
He further suggested that if this were adopted there would have to be a number of sub-committees to oversee such matters as Finance or Open Days/Events. JL stated he thought this Open Day type event, as it benefitted the User Groups, should be left to User Group Representative to organise and run. Greater use of e-mail, via the Secretary would have to be made to keep everyone up to date. In the event of a full debate being required an ‘emergency’ meeting could be called. A Financial sub committee should contain all the Officers and possibly two Representative Trustees.
The Trustee might like to consider the role of Booking Clerk as a paid role and advertise the post.
PP asked if a different night could be considered.
The above to be placed on the Agenda for the first meeting following the AGM
MB stated following the completion of the list of present projects the future should be, in the main, for maintenance only.
JV had agreed to remain as Treasurer for the next year
JL stated he was attempting to set-up a 500 club. The would require the purchase of a licence, £40, but could bring in £000 over the course of a year
JL thanked MB for all the time work he was putting into the centre at the moment.
7 TREASURER’S REPORT
JV confirmed he was intending to stand again as Treasurer for next year but his input would be limited to the finances of the Charity only.
JV stated although the interest rates were virtually non-existent he had moved money into the highest yielding account.
The Charity was owed approximately £3000, mainly from rent owed by Hopscotch. Currently the Charity had approximately £3,000 to spend beyond planned expendiure
JV stated he was in receipt of a gas bill but he was still querying this invoice as he believed it to be incorrect. He confirmed that he had sent a cheque ref Item 103
8 SECRETARY’S REPORT
MB stated that everything was in order for tomorrow. Building work would commence on the hall extn. As confirmed tby the ‘chain’ e-mail Andy Burrows had been selected as the contractor. The electricians were booked to put in the three phase supply also starting tomorrow
MB asked if any Trustees. Had any spare time over the next three days if they could relieve AJ and MB for a few hours as a Trustee needed to be on site as the building was completely open. The ASC had volunteered to cover Monday morning and early afternoon.
9 PARISH COUNCIL
Parish Councillor not in attendance
10 HALL BOOKINGS
Sunday 15th May Christening 11:00 until 6:00pm MB Opening DL closing
Barnham Trojans Managers Meeting 7:00 until 9:30pm DL opening/closing
Saturday 21st May Children’s party 12:00 until 3:00pm MB to cover
BLS 6:00pm until close
Sunday 22nd May Barnham Trojans Presentation Day Field and Hall DL to cover
Saturday 28th May Christening 12:00 until 6:00pm MB to open
Harry’s CDs 6:30 until close
MB requested ALL Trustees to attend the Centre at 5:00pm to assist with any preparation which might be needed to ensure the hall was ready for Harry’s CDs who had kindly agreed to delay their start until 6:30pm. The Christening party are expected to migrate into the bar lounge area from 5:00pm
Saturday 4th June Party 6pm until Midnt JL to cover
11 KITCHEN REFURBISHMENT / ELECTRICS
Dealt with previously –Secretary’s report
12 FRONT HALL EXNT
Dealt with previously – Secretary’s report
13 CORRESPONDENCE ITEM 95 BRMRC
The letter from the BRMRC had been seen and discussed at a previous meeting. As there were no other points to be raised or added by those present it was suggested MB contact the BRMRC and see if a further meeting is required
ACTION POINT MB to contact BRMRC to arrange a meeting if required
14 DOG FOULING
Dealt with previously – Item 3
15 CLOSURE-FINANCIAL CONSIDERATIONS
The letter from the ASC, correspondence item 101 was discussed together with the effect of the closure of the Centre on other user groups.
It was decided that the Charity would offer a ‘rebate’ of two days rent where warranted
ACTION POINT JL to write to ASC over this matter and in reply to their letter
16 DATE OF NEXT MEETING
12th June 2011. It was confirmed that the 27th July was the date of the AGM.
a) JL requested funds to cover the VAT charges which could not be deducted in relation to the Audio Visual equipment to be installed. The VAT amounted to just over £1800
This was approved by a show of hands
JL also requested the electricians, in attendance for the kitchen, be requested to add further sockets around the stage area.
b) AJ reported that grants were currently available from West Sussex Police
ACTION POINT AJ to obtain an application form
c) DL reported that the ‘development Group’ of the barnham Trojans who were considering an extension to the changing room would soon wish to give a presentation to the Trustees. It was hoped this would be ready shortly after our next meeting and that they could utilize the new audio visual equipment.
The meeting ended at 7:55pm