Action

04/06

Apologies for Absence

None

04/07

Affiliation of Wentworth Waddlers Group

A formal letter had been received from the Wentworth Waddlers (WW) group outlining aims of group and requesting affiliation to the WVCA in order to benefit from the same building hire arrangements as other affiliated groups.  There being no objections to this the group was duly declared to be affiliated.

It is understood that as WW is now self-funded affiliation will not affect the group's application for grants etc.

04/08

Complaint raised by Wentworth Waddlers Members

A complaint was made concerning an incident on Wednesday, 22nd September 2004, relating to the WW's use of the Mechanics Institute building.

The nature of the complaint related to allegations that both a member of staff and a member of the Management Committee were rude and discourteous on a number of levels to both Playgroup Leader and other parents attending the Playgroup session.

Following the complaint the playgroup was suspended by FT but temporary arrangements had since been put in place to enable the playgroup to restart and continue in the short term.

NC suggested that the committee needed to consider the issues raised by the complaint and draw conclusions from them that are proportionate and appropriate and then look to deal with any issues raised.

In the absence of a formal complaints procedure and to ensure that some action was seen to be taken prior to the meeting NC and RI had held interviews with the people involved in the incident and had started to prepare a draft report.  Once completed NC/RI planned to share the report with the committee for the committee to make any final decisions.

There was some concern about this approach and several of those attending said that an emergency meeting should gave been called prior to any action being taken.  MG stressed that it would have been difficult to arrange a mutually convenient date for an emergency meeting in advance of the present meeting.  NC said that he had rung round all committee members in lieu of a meeting and the majority response was in favour of approach that was adopted.  RI stressed that the aim had been to talk to the parties involved as soon as possible and to allow the WW group to restart.

DH suggested that the report should consider the issue of cleaning as this seemed to be one of the main causes of concern.  RI suggested that we should consider issue of whether enough cleaning time is available for the building.  CJ said that dance class had complained about state of building after WW.  

GD suggested that issue arose from dispute over payment of rent by WW.  This had now been resolved by affiliation.  

DH suggested that people had come for reassurance that things would move forward.  NC said he hoped that the actions taken so far would assure people that matters were being taken seriously.  NC stressed help for Wentworth Childrens Fun Day as example of way in which WVCA support events for children in village.

NC suggested that a date be set to discuss the finished report and to to resolve any issues arising.  The final report would then be owned by the Mahagement Committee.   Members of the committee directly involved in the incident agreed not to attend the meeting to discuss the report.  SD suggested that a further public meeting then be held to persent feedback etc.  This way forward was agreed.

ALL

04/09

Minutes of Last Meetings

The Minutes of Meetings from 11th August and 9th September were accepted as true records of these meetings.

04/10

Matters Arising

Cricket Pavilion.  A letter had been received from the Parish Council outlining their position but this did not seem to be clear about the rights that the WVCA would have over the building.  Any structural work would be the responsibility of Parish Council.  LS suggested that the Wentworth Amenity Trust may help with a contribution towards any refurbishment.

04/11

Secretary's Report

Letter received from Parish Council thanking us for Wentworth Children's Fun Day (although it was pointed to the meeting that this was actually organised by FT and that the WVCA had just provided some funding).

Letter from Wentworth Charities acknowledging grant application.

Letter forwarded from Parish Council re: dog fouling on village day.  It was concluded that this was not actually caused by Village Day but was due to general users of the field - new signs are being addressed.  

Letter re: unpaid heavy horse invoice.  Passed to DP.  JD said that this had now been resolved.

04/12

Treasurer's Report

SC provided the committee with copies of financial reports for May, June, July and August 2004.

NC/JD proposed that we accept these as a true record.

04/13

Report of Building Management Working Party

A request had been made by the Craft Fair to register the building with the local authority as a “food business”.  An environmental health inspector visit is planned for 15th October 2004 for recommendations re: changes to kitchen to bring it up to an acceptable standard for this.  

NC to chase RMBC re: issues with outside paintwork and allowing lounge windows to open.  LS said that she would provide a list of Estate approved joiners.

NC

04/14

Report of Sports and Social Working Party

Bonfire night 5th November 2004 (Friday) starting at 6.30pm bonfire - fireworks at 7pm.  JD asked for volunteer for lighting fireworks.  SD to write to ask Wentworth Charities donation for food for fireworks.

SD said that we need as many bucket rattlers as possible to collect payments.  Bring own bucket.  To be counted next day - GD volunteered use of scales from bank for counting money.

04/15

Childrens' Fun Day

FT thanked committee for helping financially and PC for use of field/car park, VH for arranging sports side of event.  Donations of £133 to be used for children's Xmas parties on Saturday 18th December - afternoon event for small children under 8 and evening event for older children

04/16

Deferred Items

Discussions re: refurbishment of the Cricket Pavillon and appointment of auditor were deferred due to lack of time.

04/17

AOB

None

04/18

Date of Next Meeting

Special meeting to discuss WW complaint 9.30am Saturday morning 16th October.

Next scheduled meeting - Wednesday 8th December 2004