Action

05/19

Apologies for Absence

Diana Pond (DP)

Revd. R. Impey (RI)

05/20

Minutes of Last Meeting

Accepted as a true record

05/21

Bonfire Night

SD reported that the evening was quieter than expected, possibly because other bonfires (such as Harley) were being held on the same night.  

SC reported that the total banked after bonfire night was £1,461.43 (including food, collections and sales, but excluding donations).  Total expenditure £1,568.67.  Loss £107.24 excluding donations.  Also £30 due to shop for float.

NC reported that directing traffic was challenging.  Use of the garden centre car park worked well but some cars were left after the arranged closing time.

Agreed that a temporary lighting system for the entrance should be considered for next year along with the introduction of mandatory entrance fees with fluorescent stamp system.   Also need to improve arrangements for cleaning up after the event, have identifiable stewards to direct crowds with high visibility jackets and ensure that we have first aid arrangements in place.

Following concerns about the safety of the steps to the pavilion, FT reported that Lee had now repaired these at the expense of the Parish Council.

NC said that he has written a draft article covering bonfire night for publication in the next Wentworth newsletter to try to encourage additional support.  SC suggested that a register of volunteers could be drawn up to assist on the night.

A credit note for £49.94 had been received from the fireworks suppliers due to problems with some of the necklaces.  SC to arrange to claim the money back.

A number of fireworks were donated via the Estate Office, however they were mainly unsuitable or did not work.  It was agreed that we would not accept donations of fireworks in the future but purchase them all ourselves.

It was agreed that collections for other charitable causes on the night be allowed but should be co-ordinated with our own collection efforts to avoid confusion.

SC

05/22

Treasurers Report

SC distributed copies of monthly financial reports for May - September 2005.

A letter was received from the Trustees in relation to the Sports Pavilion.  They expressed a wish for the sum donated of £300 to support the WVCA's aims of refurbishing and increasing wider use of the building.

Deposit account interest received £566.29.

SC had looked into the rate of interest on investments.  The CCLA (who deal with investment for charities) have a rate of 4.3% (gross) with no upper or lower limit and no notice period for withdrawals.  The current Yorkshire Bank account rate is 1.36% (3 month premium account).  It was agreed to move all the money on deposit to the CCLA account with immediate effect paying any penalties due for early withdrawal from the Yorkshire Bank.  Needs letter signed by 3 signatories.

SC had spoken to Mr. Cave of the accountants and had advised that any grants or related income under the auspices of a registered charity it was best that the charity should receive the grant and distribute it.

05/23

Christmas Parties

FT raised the issue of funding for the Christmas parties for children in the area of benefit (9-16 disco on Saturday 17th December 7-9.30pm, under 9s Sunday 18th December 1-3pm).   Estimated £300 for parties (including £60 for DJ, £40 for clown) and selection boxes.   This was agreed.

JD agreed to print labels for parcels (“Merry Christmas from WVCA”).

05/24

New Years Eve Party

A letter had been received from Deborah Smith re: organisation of New Years Eve parties asking us to consider a donation for £100 in support of the event.

NC said that he had applied for a public entertainments licence (music, singing, dancing, but not alcohol) covering the hours 0800-2300 Mon-Thu, 0800-2345 Fri-Sat, 0800-2245 Sun.  Would have to apply for a special extension to this for the New Years Eve party (for which there is a cost) but also need to tie this in with licence for sale of alcohol (from Suzanne at the George & Dragon).

When responding need to point out that there were problems with dye from party poppers left everywhere.  Discourage use of party poppers.  MG to send letter to confirm donation.  SD also suggested offering to cover any loss if the Estate matched this.  We would need to see receipts for any expenditure incurred in case we need to justify the expenditure to the Charities Commission.

MG

05/25

Doctors Surgery

A letter was received from the Doctors Surgery asking if they could install a broadband connection for booking purposes.  NC had written back saying that this would be OK if they funded it.  They have not yet written back about this.  

05/26

Newsletter Distribution

JG had raised the issue of distribution of the newsletter and had suggested posting newsletters (second class) to the more outlying houses (about 90 properties out of 400).  This was agreed.

SD/JD volunteered to deliver to Ashcroft/Ashes Lane area.

05/27

Pavilion

Pavilion - safety changes had now been applied.  NC had discussions with cricket pavilion re: proposed uses.  Fire considerations a priority.  Taking out partition wall near kitchen.  

Floor covering for central area - needs to be durable due to spikes and also cleanable for muddy nights such as bonfire night.  Commercial flooring.

Storage - can't extend the building upwards but could extend to rear.  Extend existing garage.

05/28

Schedule of Meeting Dates

Monday 23rd January, 2005

Monday 6th March 2005

Monday 24th April 2005

Monday 12th June 2005