Action

03/09

Apologies for Absence

Beryl Ambler (BA), Full Member.

03/10

Minutes of Last Meeting

The minutes were accepted as a true record.

03/11

Matters Arising

NC has sent a letter to the family of Guy Canby expressing our deepest sympathies.  It was agreed to send flowers to Diana Canby.

MG has circulated contact list and list of meeting dates.

DP has produced an outline budget for building management running costs (see item 03/16 below).

SA/JD have provided information about Bonfire Night and Village Day expenditure (see item 03/15 below).

Cricket Pitch.  MG has e-mailed Richard Pountney of the Cricket Club and Jane Hutchings, Parish Council Clerk.  Apparently the WVCA do not have any direct responsibility for the Cricket Pitch or Cricket Pavilion.  Agreed to defer further discussion of this matter until the next meeting on 10th December 2003.

A related discussion ensued about Wentworth Charities donations to the WVCA and other community groups.  RI suggested that it would help our cause when donations were being agreed if the community benefit of prospective donations could be assessed, for example for any extraordinary capital expenditure.   

RI suggested that we should write to trustees on receipt of donations (see item 03/13 below).

ALL

03/12

Secretary's Report

Letters received from John Healey MP and Sir Philip Naylor-Leyland thanking us for copies of the Annual Report.

Charity Commission Annual Return and Trustee Detail update form received.  Need full name/address, date of birth and telephone/fax details for trustees.  To be collected at next meeting.

NC raised issue of Guy Canby's position as a Holding Trustee - may need to approach someone as a possible replacement.  MG/NC to check constitutional position.

ALL

MG/NC

Matter arising from Building Management working party - need to write to Wentworth Waddler's Group due to lack of response to previous letter.  Need to know whether they want to be affiliated re: £40 per year donation.  Will support them for Sunday's table top sale pending decision their affiliation - mainly need feedback from them - do not want to discourage them.

03/13

Treasurer's Report

SC produced a summary for the month of August 2003 which was distributed to committee members.  

We have recently received the £1,750 half year grant from Wentworth Charities for the Mechanics Institute.  We have also received a grant from Wentworth Charities for the pavilion (£300) and bonfire (£75).  

MG to write to Mr. R. W. Dalgliesh at Wentworth Charities Estate Office to acknowledge donations and to ask if they can make cheques payable to “Wentworth Village Community Association”.

SC suggested that we should acknowledge Richard Pountney's contribution to the WVCA in some way.  Presentation of a pen suggested - to be discussed at future meeting.  Agreed that we should put a mention in Wentworth In Focus.  SC to contact SA re: potential wording for this.

NC raised the issue of the new Local Government bill to give reductions in business rates to sports and social groups.  May be applicable to us and/or cricket club.

MG

SC/SA

03/14

New Structure - Review

To be deferred to the next meeting.

03/15

Reports of Key Sports and Social Activity

Bonfire night is now mostly organised apart from food.  Fireworks cost £1,008 including luminous necklaces for resale.  Collection boxes with suggested for donations.  Bucket collectors to be organised.  Bonfire lighting at 6.30pm, fireworks at 7.00pm.

Wentworth in Focus due to go to the printers shortly.  Article about popularity of weddings in Wentworth Church suggested.  NC suggested inclusion of notice about Wentworth Community Planning Day report, which has now been issued (MG to put copy on website and e-mail location to JD).  DP suggested article about Art Classes.

SA suggested that we could hold a family St. Valentine's Day disco next year.  It was agreed that this was a good idea.

JD has produced a Profit/Loss Account for Village Day 2003.  We made a profit of £163 on revenue expenditure for the day, but a loss of £287 due to purchase of capital equipment (PA equipment, gazebos).  Agreed that budget for next year's event would be similar (but without capital expenditure).  Meeting to be held shortly and JD/SA will report back if expenditure is likely to be significantly higher.

03/16

Forward Planning and Budgets

DP has produced a expenditure budget forecast for the Mechanics Institute based on last year's figures.  It was agreed that this was very useful but would benefit from being transferred from a spreadsheet.   MG to do and distribute with minutes.  Discussion of budget to be deferred to next meeting.

MG

Agreed that it would be a good idea to standardise on a spreadsheet format for similar forecasts for other Sports & Social events etc. as template.

03/17

Reports of Key Issues for the Mechanics Institute

Ernest Bradley has joined the Building Management working party from the meeting on 8th October.

There has been a problem with the hot water boiler which was broken and beyond repair.  The bill for this was higher than expected at £672.43.  NC asked committee to approve expenditure for this retrospectively.  This was approved.

Wentworth Woodworking quote £195+VAT to replace left hand back door.  Approved.

Redecoration of Main Hall.   Agreed to go ahead with painting of whole of main hall - Terry O'Neil's quote for this was the lowest at £960 (DP to clarify that price is still current and is an exact quote).  RMBC should contribute £343 as per e-mail agreement.  To be arranged as soon as possible - preferably before Christmas.

DP

03/18

Wentworth Partnership - Planning for Real Day Report

To be deferred to the next meeting.  Maria Rowlands from RMBC to visit next meeting to discuss this.

03/19

Any Other Business

None.

03/20

Date of Next Meeting

Wednesday December 10th 2003 @ 8pm