LEIGH ON MENDIP RECREATON FIELD MANAGEMENT
COMMITTEE
MINUTES OF ANNUAL GENERAL
MEETING
DATE: 18 April 2007 . Commenced:
7.30pm Concluded: 7.55pm
Present: Vicky
Higgins Chair
Steve Willis Cricket Social Club
1.00Apologies for Absence: Dave Mears
2.00 Previous Minutes:
The minutes of meeting held on 15 Feb 2006 were reviewed. The date of the Trust Deed is 1968 (para 4),
but they were otherwise agreed to be an accurate record and were signed by the
Chairman and Secretary.
3.00 Matters Arising from
Previous Minutes: There were no matters arising.
4.00 Chairmans Report:
Legal Status: The Charity is established by Trust Deed
dated 28 April 1968 whereby leasehold land of the recreation is subject of a 21
year lease set up by Leigh on Mendip Parish Council on the one part and Oliver
Reginald Moore and another for the other part.
Objects, Policies and Organisation: The Trust/Management Committee is established
to manage the recreation field, its buildings and features for the benefit of
the inhabitants of Leigh on Mendip without distinction of political, religious
or other opinions with the object of improving the quality of life for the
inhabitants.
The ground and
its buildings are available for hire by any individual or organisation and it
is intended that the charges be sufficient to meet the ordinary expenditure
incurred in providing the facilities. Specific appeals, fund raising and grants
fund significant improvements.
The Management
Committee is elected or appointed on an annual basis, with officers being
elected from the membership of the committee. The annual general meeting has
been held in January or February in recent years, but this AGM has been moved
to April to line up with the Trust Deed.
REVIEW OF THE YEAR
Community Activity Project:
The committee decided this year to make a lottery bid to replace the
current building with a new building.
This opportunity to resolve for the long term the worries about the
state of the structure of the building, whilst at the same time addressing the
needs of the village as expressed in the Parish Plan is not likely to appear
again in the near future. A vast amount of work has been undertaken on various
design options, on a multiplicity of bids to get the funds, and on preparing
the charity for the bid. A new lease is
being negotiated, activities for older people have already been started, and
other initiatives, especially with the youth, are in hand. We are working with the Charity Commission to
expand the scope of the charity to include community activities as well as
sport and recreation.
A sub-committee
has been created to do this work, chaired by Graham Harris who has been
tireless in pursuing it. Our thanks go
to him.
The main lottery
bid is due in next week, and we are hopeful of success.
Building: Maintenance
and improvement to the building has continued, eg to the ceilings of the
changing room area, but significant expenditure has been put on hold pending
the outcome of the CAP.
Field:
The annual
agreement with Somerset County Council for grass cutting and marking out of the
soccer pitch free to the village continues
The main event
of the year is the Leigh on Mendip Country Fair, which is a significant
contributor to our income. This year it is to be held on 16th June.
A fence has been
erected round the old car park to prevent cars driving on the field and
damaging the surface. Most of the
benches have been treated with teak oil during the summertime.
Upkeep of the
field is constant. Thanks to Peter
Westcombe for his work on the outfield. The hedge has recently been cut, thanks
to Alan Bristow, to Gerald Jeanes for sponsorship and to Jan Robson for helping
to clear up. We would still like to see more folks helping and using the mower.
Insurance cover
was renewed in September, at a reduced cost.
The Parish
Council have included money in their precept to cover some funding for the
field, and have indicated that they will help with a donation again this year..
There continues
to be some annoying vandalism on the field and buildings, caused by a small
group of youths.
Playground: The annual safety check on the
Playground gave a good report and small work items have been done. Dave Jarvis continues to dig the bark
chippings and Kevin McCloud sponsors his payment.
Fund Raising: The two bonus clubs
draw based on the National Lottery bonus ball continue, thanks to Jan and Anne
Robson. The Burns Night supper was
again a big success. A Race Night was
also very successful, raising over £600.
As previously stated the Fete also provides funds.
Lettings:
Extended use in the last year has seen the building used for cricket,
football, the social club, in support of the Parish Plan, for the new Active
Living Centre, for youth meetings and recently a Parish Council meeting.
Managing Committee Membership:
Vicky Higgins Chairman
Elected
Caroline Peat Treasurer/W.I.
Steve Willis Cricket/Cricket
Social Club
Steve Anderson Parish Council *
David Mears Elected
* Resigned during the year for personal
reasons
5.00 Treasurers Report
CP had presented the attached accounts for 2006, which had been audited by Richard Blunden. It was noted that the reduction in cash was associated with holding less in reserve for specific tasks (eg the toilet conversion) rather than running at a loss. It was agreed that the financial position is sound, and the accounts valid. They were then signed.
6.00 Election of Committee
Members In the constitution, the elected members
resign at the AGM and five people are required to fill these positions, re-election
is allowed.
The
chairman would like to thank all the committee and other committed friends for
their continuing support and hard work this year.
DP proposed that DM, VH
& CP continue as Committee Members and this was seconded by SW.
VH proposed that DP and
SW be re-elected and this was seconded by CP.
DP proposed that LC be
re-elected and this was seconded by CP.
DP then proposed that VH
be Chair of the Committee and this was seconded by CP.
VH proposed that DP be
Secretary and this was seconded by CP.
VH proposed that CP be
Treasurer and this was seconded by DP.
7.0
Close of Meeting:
8.00 Distribution:
Parish
Council
Steve
Willis (Cricket/Social)
Vicky
Higgins (Chair)
Caroline
Peat (Treasurer)
Dave
Mears (Elected)
David
Pattison (Secretary)
-------------------------------------------------------------------------Chairman
-------------------------------------------------------------------------Secretary
Lloyds Bank 2326.07
Stroud & Swindon Bldg Soc. 908.94
Cash 77.06 £3312.07
Receipts:
General:
Football match fees 2005
Adult teams 395.00
Frome Town Boys 300.00
Cricket Club subscription
2005 150.00
Building Society Interest 10.81
Awards for All Grant 3150.00
Boat Parking Fee 130.00
Village Fete Insurance
Contribution (2005) 50.00 4185.81
Fundraising:
Burns Night 22.01.05 656.78
Car Treasure Hunt & BBQ 144.50
Village Fair profit share
2005 450.00 2251.28
9749.16
Payments:
General:
Maintenance & Expenses 337.46
Insurance 745.15
Shower water heater (Awards
for All grant) 2334.08
Playground Inspection 47.00 (3463.69)
Fundraising Costs:
Bonus Club Draw (Profit £500.00) 500.00
Car Treasure Hunt (Profit £125.24) 19.26
Burns Night (Profit £348.11) 308.67 (827.93)
(4291.62)
£5457.54
Balances carried forward
31.12.05:
Lloyds Bank 4428.18
Stroud & Swindon Bldg Soc. 919.75
Cash 109.61 £5457.54
Presented to Annual General
Meeting dated 15.02.06 and agreed:
Signed
Chairman:
.. date:
.
Signed
Treasurer:
.. date:
.
Auditors
Statement:
Signed
Auditor:
. date:
Name and Address of
Auditor: