Action

04/19

Apologies for Absence

None

04/20

Minutes of Last Meetings

The Minutes of Meeting of October 13th were accepted as true record.

04/21

Matters Arising

Re registration of building as a food business.  The Environmental Health Inspector has passed the building for use as a food business but we need an official certificate to display - NC to chase.

Issue re: outside paintwork at Mechanics and non-opening windows.  NC still to chase.

NC

NC

04/22

Report into Wentworth Waddlers Complaint

A public meeting was held in early November to present the report into the matter.  There were a number of recommendations in the report document which need to be followed through to be discussed later in the meeting.

Page 4.  6.2 (1) A written apology has been issued and outstanding fees waived.  6.2 (10), (11) and (12) have now been actioned.

Other items to be actioned:-

6.2 (2) Feedback mechanism for customers (to include good comments as well as complaints).

6.2 (3) Formal complaints procedure.

6.2 (4) Support and supervision of Caretaker.

6.2 (5) Management Committee members to undergo appropriate training.  VH has a friend who is willing to come to deliver a customer care course.  A weekend course in late January 2005 was suggested.  Expenses to be paid.  VH to enquire as to suitable dates.

6.2 (6) Code of Conduct.  NC to bring a copy of his employer's code of conduct to see if there is anything we could extract from it.  Would need to sign up to it each year.

6.2 (7) Personnel policies to put in place.  NC suggested that he and JD could look into this. VH may be able to provide suitable drafts.

6.2 (8) Equality of access.  NC to draft suitable policy.

6.2 (9) Issue of keyholders to be resolved.

Volunteers are sought to progress individual action items.

VH

NC

NC/VH

NC

04/23

Secretary's Report

Correspondence Received.

Letter of Resignation from Beryl Ambler.  MG to send formal letter of thanks.  NC suggested that there is scope for co-opting further members if anyone is interested.

E-mail from Beryl Ambler requesting movement of piano.  Done.

Letter from Philip Stroud thanking us for presentation of seat.

Wentworth Charity - Letter with Donation enclosing cheques.  £4,000 for Mechanics Institute and £300 for pavilion.  DH re-emphasised that £300 was meant to be for building maintenance and not for bills.  NC suggested that we include item in accounts for pavilion.  NC suggested that we write to Wentworth Charities thanking them for the donation - MG to action.  It was noted that for future years Wentworth Charities require specific information about how the donations are to be used (no later than the beginning of September) - our written application this year was apparently suitable.

SC pointed out that a £75 donation for bonfire night (for refreshments) was expected although this had not been received.  DP to look into this.

NC said that we need a clear list of what we have received in the

Rotherham MBC.  Receipt for payment of annual fee for Lotteries and Amusements Act and request for completion of two forms.  MG to photocopy forms and give to VM to distribute to any users of building telling them that it is their responsibility to complete these forms.

Dr J. P. Cronly and Dr J. M. Page.  Health and Safety issue re: slippery path when returning key to caretaker.  Asked if they can have their own key. An interim arrangement has been put in place whereby they can return the key via the front door letterbox.  It was suggested that this should continue as a permanent arrangement as this was working well.

Letters from Parish Council 26th October 2004 and 22nd November 2004 expressing concern re: state of cricket pavilion.  Asking us to request Cricket Club to remove equipment. MG to write to Ernest Laister (Chairman of Cricket Club) drawing his attention to these issues and suggesting that the CC send a representative to WVCA bi-monthly meetings.  MG to write to Parish Council informing them of action taken.

Letter from Wentworth Parish Council requesting WVCA involvement in the Wentworth Partnership.  Letter from Anthony Barber-Lomax of Fitzwilliam (Wentworth) Estates expressing concern about the WVCA's non-attendance at the Wentworth Partnership meeting.  Meetings are to involve RMBC, Parish Council, WVCA, Wentworth Estates, Mr Ryan Lax (football coach) to secure sources of funding for Cricket Pavilion, Mechanics Institute, Sports Facilities and Play Equipment.

NC suggested that we should have a representative on these meetings.  RI has already been invited to represent the Church.  Next meeting planned for 9th February clashes with next planned WVCA meeting - DH to arrange a different date.  SC volunteered to attend along with NC.

Letter from Parish Council re: Wentworth Bonfire Celebrations.  Whilst they congratulated us on arranging this they said that parking issues caused gridlock issues.  Parish Council suggested that we notify police of any future bonfire events.

Suggestions that it might be possible to arrange for use of a field or possibly car park at garden centre for future events.  NC to approach Tony Airey (garden centre) about this.

NC noted that George & Dragon have expressed interest in having a beer tent at next year's event.  It was also noted that trade at Rockingham Arms benefits from the event and that it could be suggested that they help sponsor it.  Need to go to businesses and ask for a donation.  Also we only made about £500 from about 1,000 attendees this year.

Would benefit from more lighting at entrances to highlight cash collection.

MG

MG

MG

MG

NC/SC

NC

NC

04/24

Treasurer's Report

SC distributed copies of the accounts for September and October 2004

Further payments from Doctor and Wentworth Country Fair included.  All expenses for Wentworth Country Fair and Bonfire Night have been paid.  Income from Bonfire Night not yet included in accounts.  

Donation of £130 for childrens parties to be given.

SC raised issue of authorised signatories.  Sometimes difficult to obtain three signatures.  Needs new form to be signed at a meeting.  RI said that he his happy to be a signatory.  SC to go to bank and arrange suitable form.

Unpaid invoices.  There was concern from some WVCA suppliers about delays In paying their invoices.  To date people organising events have been dealing with payments directly.  It was suggested that it would make WVCA more accountable if ordering and payment process was centralised so that the Management Committee take on responsibility for payments.  NC/DP/SC to draft suggestions to be discussed at next meeting.

SC

NC/DP/

SC

04/27

Any Other Business

DP raised issue of Roy Mitchell who helps with caretaking when VM is on holiday.  Suggested that we should buy him a gift as a vote of thanks.  DP to arrange.

RI raised the issue of installing a loop system in the lounge and main hall for those who are hard of hearing.  NC said that we had looked into this before and cost would be in the region of £1,500 to £2,000.  Will only work if speaker uses a microphone.  DP pointed out that the existing PA system is not well used, RI pointed out that loop system would give much better performance.  It was agreed to look into costs again and bring to next meeting.  RI to supply details of supplier used by Church to NC.

New Years Eve disco.  Question re: smoking as could spoil new decorations.  VH said that she would put up No Smoking signs in view of children attending etc.

NC wished everyone Happy Christmas to all attending.  Post-meeting drink invite postponed to the next meeting.

VH asked everyone to advertise New Years Eve event.

Meeting closed at 9.10pm.

DP

RI/NC

VH

04/28

Date of Next Meeting

Wednesday 9th February 2005