17th October 2017 - Minutes
Minutes Of Annual General Meeting Navenby Playing Field And Venue (John Cutforth Memorial Field And Venue, Charity No 514422)
Tuesday 17th October 2017: 7.00pm Held At The Venue @ Navenby
1 Present:
Trustees: Stuart McDonald (Chairman), Gareth Morris, Anthony Watts, Steve Woollas
Local Residents / Representatives of Hirer Groups: Tracey Conway (NJFC), Eric Folley (Navenby Bowls), Ben Lee, Margaret Lyon (Choir / Keep Fit), Eric Moss-Wright (Ballroom Dance), Roger Spollin (Happy Days), Heather Valentine, Garry Wilkinson (NJFC)
Clerk: Elizabeth Carless,
2 Apologies:
Colin East, Keith Lamyman, Angie McDonald; Ceroc, WI, LDSSG; NAG,
3 Minutes:
Minutes of the previous meeting were circulated;
Proposed that they be accepted as a true record; Proposed Anthony Watts; Seconded Ben Lee
4 Matters Arising:
None
5 Report of the Chairman of the Trustees
a) Staff changes:
Roger left as Caretaker – other changes of Caretaker; Liz left as Bookings Clerk;
Roger now Manager (covering both Bookings Clerk and Caretaker roles).
Paul Hyde is now Caretaker; still have need for an additional Assistant Caretaker
Jo, Judy and Dorothy are cleaners; Angie is Accounts Clerk; Liz Clerk to Chair of Trustees. All content with progress.
b) Pavilion:
Venue operations have taken over management (not ownership) of Pavilion – looking after bookings; trying to keep the place tidy. Navenby Parish Council spent around £2000 on some upgrades to external parts, inc veranda and new outside doors so it looks better. Some internal works to be completed.
We now have Army Cadet Corps meeting on Monday evenings
c) Bowls Club:
Venue in discussion with Bowls Club re upgrade of huts (which came from the old Harmston Hospital). A lease will be arranged to give them security of tenure.
d) Bookings:
The Venue is popular for weddings, parties, dances as well as regular hirings for keep fit, children’s activities etc.
With Navenby Parish Council, The Venue continues to support the Youth Club 50/50.
The Community Library continues in the Parish Council area – Parish Council responsibility.
Happy Days still continues to provide pre-school care; they are one of our main development partners;
NHS and County Council use Venue more often as they find it ideal for meetings.
6 Presentation of Accounts 2016 - 2017:
Copies of the summaries were circulated. Figures show an income of more than £50K which means the charity will need audited accounts for the Charity Commission.
The Chairman explained that the charity is solvent and on the way to the planned contingency fund of £30,000 to be put aside for contingencies eg renewal of heating, flooring, roofing etc.
Eric Moss-Wright offered the services of his firm as auditors which were accepted subject to formal agreement.
Acceptance of Accounts: Proposed that the final accounts be accepted; proposed Steve Woollas; seconded Roger Spollin.
Clerk to submit to Charity Commission.
7 Venue Advisory Group
The Chairman explained that the original intention had been to have a Committee of representatives of Navenby organisations / residents and Venue hirers to oversee the day-to-day operation and to plan any fund-raising activities. Several attendees expressed their willingness to take part; the Clerk will contact people and arrange a first meeting.
8 Discussion of items raised by those attending
There were no further items for discussion raised.
Meeting declared closed at 7.25 pm
Followed by coffee, tea and biscuits.