Minutes of Past Parish Hall Meetings
Minutes of the Ashwater Parish Hall Meeting Held on Wednesday 3rd September 2008
Present: L Langston, M Timney, B George, M Gliddon, E Burnill,
S George, I Buxton, D Buxton, B Cox, A Rowe, J Forward,
A Stacey, S Martyn, A Shadrick, A Gill.
Apologies: J Madge, E Gliddon, G Spratt, A Spratt, T Moon
Minutes of Meeting held on Wednesday 6th August 2008
The minutes were proposed as a true record by M Timney and seconded M Gliddon.
Matters Arising
The mini-Olympics took place on the green and raised £62.62 from donations and cake sales. Thanks were recorded to the fund raising team for this small event.
We have now joined the Devon Association of Community Buildings and paid the membership fee of £35.00
The sub-committee met to discuss the request for access to possible new affordable homes through the new hall site and recommended refusal on a variety of grounds to the subsequent Trustees Meeting held on 18th August 2008. The Trustees voted against permitting access by majority decision: 12 in favour of the motion to refuse access, 0 against and 1 abstention. A letter was duly sent confirming the decision.
The Trustees also voted in favour (unanimous decision) of forming a Company Limited by Guarantee to run the Hall Charity. All the current Trustees will become Directors of the new Company. Articles of Association and a Memorandum of Association have been drafted and will be sent to the Charity Commission. Once approval has been secured documentation will be completed and sent to Companies House to formally create the new Company.
Application for the loan of £10,000 has been approved, subject to certain conditions. No further action will be taken for the moment pending the grant aid decision on both the CCD/TDC combined sum of £24,000 and the three Airport ‘Pots’ totalling £35,000. The outcome should be known after 10th September 2008.
We have sufficient funds to demonstrate that we can provide our matching £12,000 for the CCD/TDC grant without taking up the loan and if the Airport money is forthcoming we will be able to commence the external works, but we may still need the loan money at a later date to supplement cash flow. Western Power will require money ‘up front’ to move the power lines.
A Rowe proposed the sub-committee be given authority to proceed with instructing commencement of the external work, subject to the grant money being in place, seconded by M Gliddon and passed unanimously.
J Forward asked if the cost of providing the ‘slinky pipes’ was included in the external work estimate, which M Timney confirmed and also advised the provision of £14,000 within the main building quote for work related to the heat pump was adequate. J Forward confirmed applications for grant aid towards the entire cost of the Ground Source Heating were being sent as quotes for the work had been received.
Fun Ride - 28th September 2008
S Martyn confirmed the circular route had been agreed with landowners and a map was available. Volunteers were now needed to trim and cut vegetation where necessary and erect course markers. E Burnill offered to help and provide a chain saw and equipment. M Gliddon confirmed possible use of a quad Bike and Trailer.
Stewards need to meet beforehand to agree their positioning on the day. A Stacey agreed to act as co-ordinator and a list of volunteers was being drawn up. The Chuckwagon has been arranged and the food will be ordered nearer the date. A Rowe offered to man the wagon and will ask H Bone for assistance.
St John’s Ambulance cover has been arranged, adverts arranged in the press backed with flyers and posters. Insurance cover will be in place as soon as a cheque for £143.85 is sent and needs to be done 14 working days before the event. In the event of cancellation a full refund will apply provided 7 days notice is given.
Fund Raising
I Buxton confirmed the Craft Fair will take place at Tetcott Village Hall on Sunday 16th November 2008 and one stall had already been booked. The Chillie/Curry and Quiz evening had yet to be confirmed.
A reply had been received from the Clare Milne Trust who would be considering our application for £1,000 towards the induction hearing loop system in November. Yorkshire Building Society had declined to make a grant of a similar amount.
A Rowe confirmed the Henford Garden Party would take place on Saturday 6th September in aid of the Church Funds and the Parish Hall could book a table for £5.00 to sell books etc.
Finance
| Old Hall | Current £341.67 | Reserve £724.86 |
| New Hall | Current £2878.00 | Reserve £4829.00 |
The meeting confirmed S Martyn could seek payment of the insurance for the fun day. A water bill standing charge of £7.20 was agreed for payment.
L Langston advised it might be necessary to transfer the majority of the money in the old hall reserve account to the new hall reserve if it was necessary to present details to the CCD/TDC to gain the anticipated grants.
AOB
M Timney confirmed the requisite annual return had been made to the Charity Commission and all documents were available on line with a hard copy on file. The trustees present agreed in order to save printing and paper costs that individual copies were not required.
With no other business the meeting closed at 8.10pm.
Dater of next Meeting: 1st October 2008
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Last modified: Monday October 06, 2008