Minutes of Past Parish Hall Meetings
MINUTES
June 7th 2006
Minutes of the Committee Meeting held on Wednesday 7th June 2006.
Present: L Langstone, E Gliddon, B Jenkins, M Timney, Mrs M Gliddon, Mrs A Gill,
Mrs H Thomas, Miss A Shadrick, Ms P Anderson, P Capron, J Forward, I Buxton, T Pugh
Apologies: J A March, Mr and Mrs Spratt.
Annual General Meeting
It was proposed by J Forward and seconded by Mrs Gliddon that the minutes of the Annual General Meeting held on Wednesday 3rd May 2006 be signed as a true record.
Any matters arising from the minutes would be dealt with at the next AGM.
Previous Meeting
Subject to the following amendment, it was proposed by
J Forward and seconded by P Capron that the minutes of the meeting held on Wednesday 3rd May 2006 be signed as a true record:
Under "New Hall, Fencing and Car Park", The words "Still awaiting quotes for the car park and access." were added.
Matters Arising
Only one quotation has been received for work to the entrance and car park to the New Hall site, from M & S Plant. It was reported that the Luke Furse Earth Moving had thought that a Bill of Quantities was required in order for him to quote. M Timney reported that he understood that the cost of producing such documents would be between £150 and £200 and that a Schedule of Works had been sent to all three contractors. The Chairman suggested that since we still need to find a funder for this part of the work, it would be best to discuss this at a later date. M Timney is to enquire of Coles, the third contractor, as to why they did not send a quotation.
Bid Writers and Funders
The Chairman reported that the Land Fill Tax way of funding was not an option. He has also sent and received emails from the CCD and was finally directed back to the CCD. Chairman to call CCD and try to find out why they will not fund the entrance/car park work.
J Forward has applied for up to £5000 towards the cost of the application for building regulation approval. P Capron asked whether the true cost of the architects’ fees was actually available and at the same time what would be our contractual responsibility to the architect should we close the project down. It was reported that the building regulations would cost around £6000, being a percentage of the cost of the new hall, in addition there would be the cost of the structural engineer.
Food Safety Course
Mrs Thomas has attended a course on food safety at TDC for her own purposes. She reported that she would be unable to take on a dual role for her own use and for the village hall. The new regulations are to be very strict and the committee were informed that the existing kitchen would probably not pass.
P Capron, using the "devil’s advocate" approach then asked whether the community at large really wanted a new hall. By way of explanation he pointed out that only a small proportion of the parish actually attended the fund raising events, normally the same forty to sixty people. At the same time it was pointed out that the recent request published in the Newsletter resulted in only one person attending the May committee meeting. Not one additional/potential user group had come forward. Much discussion took place and it was felt that when physical signs of work commencing on the new project, such as the new entrance/car park, support from the wider community would be forthcoming. It was agreed that we should monitor the support for the forthcoming events, in particular the "mid-summer day" when three separate events have been arranged for the same day affording all the community to take part.
Fund Raising
E Gliddon proposed a formal Vote of Thanks for the way in which she had organised the bar at the last event, in Andrew’s absence.
M Timney to formally write to Mr Pates for the splendid fund raising event he had organised on 13th May.
Mid-Summer Day – 25th June.
I Buxtan will organise the Treasure Hunt to start on the Village Green at about 2.30 in the afternoon. Tickets will be sold on the day £2 each or £5 for a family of 4. This will end at approximately 3.30 to 4 at the Old Rectory - a trophy will be presented to the winner.
Mr Davis will organise cream teas. It was suggested that some of the old trestle tables may still be available, but they will have to be located. It is still hoped that a marquee will be available but this will not be known until the last minute. An alternative - gazeboes would have to be found, in case of rain.
M Timney would organise the BBQ and seek advice from Rachel Martin about quantities of food.
P Capron would organise the real ale.
I Buxtan would organise the flyers and posters and advertise the event in the Admart and the Western Morning News and asked the committee to underwrite the cost of advertising in the newspapers, as required. This consent was given.
The evening event is basically organised and tickets are selling well.
J Forward to request the loan of some lighting from the Beaford Art Centre.
Mrs Thomas said that a raffle would be arranged and asked for prizes to be donated. It was agreed that the BBQ would be continued outside the hall during the first part of the evening.
Mr Gliddon to open her garden to the public on 9th July and is organising cream teas etc.
Mr and Mrs Gliddon have ordered printed tee shirts, mugs and coasters to sell. Orders were taken from those present for tee shirts.
Constitution
M Timney had received communication from C Smail expressing concern that nothing had yet been received from the TDC solicitors regarding the Section 106 agreement. Mr M Brown had asked for consent to pass the deeds to Peter, Peter and Wright. M Timney had confirmed that this would be in order. M Brown has passed the deeds to C Smail and has notified the Charity Commission that the deeds are now with PPW. C Smail has asked for clarification as to what the S 106 agreement is for and M Timney has written back outlining the reasons behind the 106 agreement.
C Smail also requires, for the execution of the S 106 agreement, formal authorisation from the committee that the Chairman, Treasurer (Old Hall) and Secretary may sign any documents concerning the S 106 agreement.
M Timney read out the following minute as suggested by C Smail.
"Pursuant to Section 82 of the Charities Act 1993 it was resolved that Lawrence Michael Richard Langston, (Chairman), Edward Henry Gliddon (Treasurer), Malcolm Timney (Secretary) be authorised to approve sign and execute in the names and on behalf of the Management Committee as the trustees, all deeds and documents for giving effect to the sale of the existing hall and all matters preliminary to such sale, and any deed or document executed in pursuance of such authority shall be of the same effect as if executed by the whole body of the Management Committee"
It was proposed by T Pugh and seconded by Mrs Gliddon that this minute be adopted by the committee.
M Timney has received a reply from the Charity Commission regarding the new constitution. He explained that, with much assistance from T Pugh, what is required is that the existing constitution or Order must remain and that we have to seek and Order from the CC requesting permission to have a "Memorandum of Amendments" to our existing constitution. At the same time the CC has requested additional documents and made the following suggestions:
Clause 5.11 of the suggested alterations concerning payments to trustees should be removed.
Formal application to the CC to allow the committee to indemnify the trustees, should this be required in the future. Form Number RED-1279A is to be signed by seven trustees for this purpose.
A list of the trustees as appointed at our recent Annual General Meeting.
Up to date financial records including a balance sheet-like summary of our current assets and liabilities.
Confirmation that we require the new hall site vested in the Custodian Trustee.
A formal reply encompassing all the points that he had raised.
M Timney explained that once this documentation was dealt with by the CC we should then be able to produce the documents to the committee for final approval.
Finance
E Gliddon pointed out that he has read the water meter and that the work carried out earlier in the year to stop the water leek has been a success. He thanked those concerned with the repairs.
Treasurers' Reports
The music night on 13th June raised £601.63
| Old Hall | Current £676.26 | Reserve £682.94 |
| New Hall | Current £1312.21 | Reserve £1067.10 |
Subject to the following, the minutes of the June meeting were agreed and signed:
Chairman had reported that an informal approach with a view to purchasing the "old hall" site had been made anonymously. The committee noted the approach and made no further comment.
The next meeting will be on Wednesday 5th July at 7.45 p.m.
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Last modified: Monday November 06, 2006