Action

03/01

Apologies for Absence

Julian Daley (JD), Full Member

03/02

Guy Canby

A minute's silence was held in memory of Guy Canby following his recent tragic death.  It was agreed to make a donation of £25 to the Church in his memory in lieu of flowers.  A number of committee members were planning to attend his funeral in a personal and official capacity.

03/03

Contact List

MG circulated a contact list and asked for any alterations/corrections.  The new list is to be circulated to committee members with the next set of minutes.

MG

03/04

Changes to Financial/Committee Structure

A discussion was held about possible changes to the committee structure.  NC emphasised that any organisational changes would still require the Management Committee and individual members to comply with the Constitution in terms of financial and other accountability.

It was suggested that instead of having formal subcommittee meetings for Sports & Social and Building Management matters we form small ad-hoc working parties to arrange specific events or look after buildings issues.  This would then give the Committee greater flexibility in providing opportunities for members to assist with events and other issues on an ad-hoc basis whilst allowing the Committee time to develop other key objectives.

It was agreed that whilst this was a good idea for the various Sports & Social events, Building Management still required a certain amount of formality but that this could be covered by a short monthly meeting which could be held in advance of the main management committee meetings if appropriate.

DP/SC suggested that if we were to combine the accounts of the existing subcommittees then it would be possible to split the treasurer's role between them on sales/purchase ledger lines.  This would streamline procedures and reduce the amount of work involved.

It was suggested that we could produce budgets for building management (in terms of heating costs, cleaning materials, wages, etc.) and similar smaller budgets for other working parties (Wentworth In Focus, Christmas Party, other projects as they arise) for agreement by the Management Committee.  It was agreed that all expenditure would be the subject of an individual proposal that would outline the proposed costings and would need to be approved by the Management Committee before being implemented.  (This would include the standing items such as bonfire, Christmas Party, Village Day and Wentworth In Focus).

DP to produce outline budget for Building Management from last year's figures.

SA to ask JD to produce outline budgets for forthcoming events & Wentworth In Focus based on last year's figures.  A brief discussion was held about the Christmas Concert and it was sugegsted that a ticket price of £5 (£4 concessions) would be appropriate for this.

It was agreed to hold Management Committee meetings on the 2nd Wednesday in the month every other month with shorter Building Management meetings in the intervening months.  Management Committee meetings will start at 8pm to allow a short time for discussion of Building Management matters in advance of the main meeting.  MG to circulate list of meeting dates (including AGM) with minutes.

We have also been approached by Ernest Bradley of Nether Haugh who is interested in getting involved and has expressed an interest in Building Management matters - NC to make contact.

DP

SA/JD

MG

NC

03/05

Cricket Pitch

We have received a request from the Parish Council for financial support for planting to stop Land Slippage around the cricket pitch (total cost estimated at £1,000).

It was not clear to what extent the WVCA has any responsibility for the cricket pitch.  SA suggested that there may be some budgetary responsibility as we currently pay the electricity and water rates etc. for the cricket pavilion, however it is not clear if we actually own the building as this seems to be managed by the Cricket Club.   BA queried why we are paying these bills for the Cricket Club when they are merely an affiliated group.

MG to write to Richard Pountney (Chariman of Cricket Club) to find out about reason for payments for Pavilion.  MG to write to Parish Council to find out more about land ownership etc. for further discussion at next meeting.

MG

03/06

Treasurer's Report

SC circulated accounts for May, June and July 2003.

BA queried accounts for Sports & Social Committee.  There appeared to have been a large loss relating to Village Day, however it was pointed out that the figures also included costs of fireworks and other events.

SC pointed out the Buildings Insurance for the Mechanics Institute has been paid in one annual instalment.

We received £212.64 interest on the deposit account on 4th July.

03/07

Any Other Business

Elaine Hunton wishes to arrange a children's Drama group in the Mechanics on for one hour on Tuesday afternoons.  It was agreed to allow a 6 month rent free period to help get this off the ground.  DP to ask VM to arrange with as appropriate.

Various committee members offered to help with Bonfire night bucket colections and cleaning up on Wed 5th Nov.

03/08

Date of Next Meeting

Wednesday October 8th at 8pm in the Committee Room