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:
Steve Willis (Cricket/Social)
Vicky Higgins (Chair)
Caroline Peat (Treasurer)
Dave Mears (Elected)
David Pattison (Secretary)
Lloyds Bank 2326.07
Stroud & Swindon Bldg Soc. 908.94
Cash 77.06 £3312.07
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
Burns Night 22.01.05 656.78
Car Treasure Hunt & BBQ 144.50
Village Fair profit share 2005 450.00 2251.28
Maintenance & Expenses 337.46
Shower water heater (Awards for All grant) 2334.08
Playground Inspection 47.00 (3463.69)
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)
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: .
Signed Auditor: . date:
Name and Address of Auditor: