Key: The Charity = The Sports Pavilion and Field, Rotherfield Peppard Charity

Transcription

1 Present: Councillors: Barry Wood (Chairman) (BW) Terry Ryan (TR) Tony Cotton (Vice Chair) (TC) Hadley Cooper (HC) Fiona Berry (FB) Simon Crouch (SC) Valerie Ross (VR) Clerk: Linda Collison (LC) Press: Connor McLoughlin Members of Public: 0 Key: The Charity = The Sports Pavilion and Field, Rotherfield Peppard Charity 1 Apologies: None. 2 Member s declaration of Pecuniary Interests: None. 3 Pavilion Projector It was proposed by BW, seconded by TR and AGREED by majority vote to: a. Purchase the Optoma HD141X projector cost up to ( VAT = 480) 1 b. To ceiling mount the projector at a cost of 280 Both the above are to be funded by the Charity. Actions: SC to arrange the purchase and installation. LC to ensure item is added to the insurance 4 Report from the Member responsible for the Pavilion: (SC) Reduction in electricity usage Chairman has tasked us with reducing the electricity heating bill by 50% from 1963 to approximately 1000 p.a. As we all know, this heavy usage is primarily due to night storage radiator use. We plan on three actions: To prepare a schematic wiring diagram to determine how the radiators are connected. Investigate the installation of 7 day time switches. This will enable the radiators to be switched on by the day - meaning, for example, we can heat the Pavilion just one day of the week for the Hearns art group rather than the 7 days always on operation. We may need to install an extra-dedicated circuit just for frost damage prevention much depends on the schematic diagram analysis (above). Other New Projects Pavilion WiFi is still work-in-progress. We are also investigating a RP Cricket Club sign to be installed on the Pavilion Noticeboard. It was AGREED that the Cricket Club could erect their own sign. It should be separate from the RPPC notice board and in a rural style. LC to ask the Cricket club for forward their proposed design, which should be circulated and accepted by members, prior to the Cricket club installing the sign. General Pavilion maintenance Toilet floor Clerk/BW is actioning new flooring. New lock barrel and keys have been commissioned due to be fitted Friday April 17 th. 1 15/04/2015 Actual cost was ( VAT = 449 Signed:... Page 16 Minutes_Trustee_13Apr15-final.docx

2 New loft hatch Mr. John Shaw (Caretaker a Kidmore End School) is measuring-up on Monday April 20 th for a new replacement. Car Park I am investigating gravel or chippings solution. A hard surface is not appropriate. We will need to edge the driveway to stop the gravel migrating will prepare a costed solution in due course. Hiring Fees - At the recent Administration, Finance and Staffing meeting a proposal was made to 10 per hour. This would not affect the current hirers Hearn s art group and the Cricket Club. It was proposed by BW, seconded by TC and AGREED by majority to implement. SC to discuss with the bookings manger with a view to setting a start date Accounts: TC confirmed that the accounts for the year were finalised (appendix A): The receipts for the year were 2, The total costs (excluding staff 2 ) for the year were 4,152.81, of which was paid by the Charity and 3, funded by RPPC. The Asset value at the end of the year was 179,788 with an insurance value of 212,761. It was proposed by BW and it was AGREED that to approve these accounts, subject the M&G savings figure being updated. TC added that the aim in would be for the receipts to equal the total costs of the pavilion. 6 Flintwalls Right of Way easement It was proposed by BW, seconded by TR and unanimously agreed to approve the Right of Way Easement (appendix 2) which was signed by BW and TC. Action: TC to arrange for the conservators to consider and sign, and return to the Clerk. 3 7 New Cricket Covers LC reported that shortly before the meeting the cricket club had advised that covers had been purchased to protect the green. Members asked for this to be a formal agenda item to discuss whether they should be permitted. Clerk to action. Meeting closed at 7:30pm 2 Clerk s time on Charity administration and pavilion cleaner wages are included in RPPC wages costs. 3 Signed contracts will be held at Slade Legal, The Old Bank, 137 Broadway, Didcot, OX11 8RQ Signed:... Page 17 Minutes_Trustee_13Apr15-final.docx

3 Appendix year to date Charity Accounts Charity Accounts for the year as at 31st March Cash Book Summary Savings (M&G) : Csh Book at 31/03/ , units - value at , Receipts Cricket Football ( ) Costs paid by RPPC Hearns Last Year This Year Kinder Musik Insurance RPPC Water Rates Other Hiring Electricity 2, , Interest , Dog Bin Emptying Electrical Work 1, Payments Cleaning Pavilion Painting Benches Energy Audit Notice Board Maintenance Flood lights for pavilion , , Cash Book at 9/03/ , Maintenance Bank Reconciliation as at 31 st March 2015 Description Ref Keys cut Cash Book at 31/03/ , Electrical inspection Fire Ext Check Bank Balance at 31/03/ , Inv Books Mouse in pavilion Difference Glass for Windows R Rent to be banked) TOTAL Asset Register Insurance Ref Asset and Description Location Asset Value Date Start Year 1/4/2014 End Year 31/03/2015 Values at 1/4/2015 CH01 Pavilion Sports Field Mar 2012 surveyor 175, , ,618 CH02 Pavilion contents Pavilion End 2010/11 3,000 3,000 3,278 CH03 Dog Bins Sports Field End 2010/ CH04 Dog Bins Sports Field End 2010/ CH04 Notice Board Front Pavilion Feb ,318 1, , , ,761 Signed:... Page 18 Minutes_Trustee_13Apr15-final.docx

4 Appendix 2- Right of Way Easement Signed:... Page 19 Minutes_Trustee_13Apr15-final.docx

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