Action

04/29

Apologies for Absence

Victoria Hunton

04/30

Minutes of Last Meetings

04/23 “NC said that we need a clear list of what we have received” should read “… a clear list of what grants we have received in the past for future reference”.

Other than this the Minutes of Meeting of December 8th were accepted as true record.

04/31

Matters Arising

NC has arranged a meeting on Tuesday 1st March 2005 with Mr. Barber-Lomax (Fitzwilliam (Wentworth) Estates' Agent) to outline purposes of WVCA and discuss possibility of him becoming a holding trustee to fill post previously held by Mr. Canby.

Wentworth Partnership meeting postponed due to illness of David Hunton.

DP has purchased a bottle of whisky for Roy Mitchell by way of thanks for his help.

Concern expressed over cost of loop system given amount of use that it would get.  Decided to postpone decision on this for now.

Various actions carried forward.

MG to write letter of thanks to BA.

MG to write to Wentworth Charities thanking them for donation.

MG to write to Parish Council re: cricket club (need address for Cricket Club).
NC to approach Tony AIrey re: bonfire night parking.

NC

MG/NC

04/32

Secretary's Report

Public entertainments licence - MG to complete existing form.  We will need to reapply in November when rules change.

Letter from Parish Council asking about proposed community use of pavilion and requesting that we write back outlining our plans for the building.

Current uses include:-

Cricket Club

Football Training

Bonfire Night/Village Day events

JD suggested that we write back suggesting that a meeting be arranged between representatives of WVCA and the Parish Council to discuss plans for the building - we need to be open to their ideas too.  It was suggested that the meeting could be held in the Pavilion - hence a weekend may be better.  MG to write suggesting this.

MG

MG

04/33

Treasurer's Report

SC distributed Financial Reports for November/December 2004.

Income for December was high due to donations from Wentworth Charities.  It was noted that £300 of this was earmarked specifically for cricket pavilion improvements so we need to make sure that Charities are clear on what we are using the money for.

Issue re: £75 cheque donation for Bonfire Night - this had been misplaced (along with a cheque for the Old Peoples Treat Fund) but according to the Estate Office this had been cashed.  Possible administrative mistake at Estate Office - SC to chase this with the Estate Office.

SC had obtained new mandate form from the bank to include RI.

SC

04/34

Building Management

Lounge/Toilet decorations still pending.  Awaiting clarification from RMBC re: windows in lounge.  DP to discuss with Anne Brimer when she visits.  NC suggested that we check with Gary Linley re: responsibility for opening windows.

New stool steps purchased.

DP

04/35

Sports and Social

Village Day/Wentworth Country Fair.  JD/SD would need some help to organise this - divide into sections of responsibilities.  

DP suggested that it could be combined with day to commemorate 60th anniversary of the end of WWII (July 9th).  This would be OK provided that there are no other big clashing events.

FT said she was considering holding Childrens Fun Day earlier in the year and suggested that it could be combined with the village day.  

Suggested arrange date for meeting to discuss arrangements.  Could involve other groups too - playgroup, ex-servicemen, etc.  Could advertise for people to get involved.  Monday 28th February 8pm suggested in Mechanics.  MG to put up notice advertising meeting - “bring along your ideas, get involved”.

MG

04/36

Purchasing & Invoicing Standing Order

NC/SC/DP had put together a draft standing order re: purchasing and invoicing to ensure that we are compliant with Charity Commission financial requirements etc.

SD said that there could be a problem with suppliers for events e.g. Village Day who normally expect to be paid in cash.  Could be difficult to predict requirements in advance.  JD said that it was a good idea but needed to be more flexible to fit circumstances.

RI suggested that counting of cash should involve at least 2 people.

Suggested that bank mandate for cheque signatories should be changed in line with new policy - i.e. two people to sign cheques up to £700, three signatories for higher amounts.

The proposed standing order was accepted

04/37

Any Other Business

Pavilion direct debits for utilities are paid direct from our account but JD receives the paper bills.  JD to change them to be addressed to DP c/o Mechanics Institute, Main Street, Wentworth S62 7TL.

JD

04/38

Date of Next Meeting

Wednesday 13th April 2005