The AGM of the Lydford Sport Field Committee
was held on Wednesday 16th February 2005
at 7.00 pm in the Nicholls Hall, Lydford
Present:
Members of the outgoing committee, Messrs Strawbridge and Evans.
Mr Colin Friend as the outgoing Chairman opened the meeting and thanked everyone
for attending.
1) Apologies for Absence
a) Apologies were received from Mr Graham Pengelly, Mr Johnny Friend and Mr Simon Astill.
Minutes of Last AGM Meeting (4.2.04) were
read out by the Secretary
The minutes were agreed and then signed by the Chair as a true and accurate
record.
2) Matters Arising from the Minute
Mrs Sue Holland asked what had happened to the Lottery Grid. The Chairman reported that it had been completed at a dance and Mr David Sharples had been the winner. He had kindly donated his winnings back to the Sports Field
3) Chairman's Report
"Welcome and thank you for attending this AGM. I give this report after one year in my capacity as Chairman.
It has been an interesting and exciting year. Interesting because this is largely a new committee which has had to feel it way around, and exciting because we feel we have worked hard as a team and for the village in successfully raising the profile of the Sports Field and ensuring its existence over the next year.
The committee have met formally on six occasions with numerous small meetings and maintenance parties to ensure the Sports Field is maintained to a reasonable standard. The short term aim of the Committee has been to secure the financial status of the Sports Field, and the long term aims are to secure a permanent electricity supply and replace the pavilion before it falls down. At the start of the year the Sports Field could just about the pay the Public Liability Insurance policy and the rates and was then facing the rest of the year with empty coffers. As you will see from the accounting sheet, with the aid of a dedicated and enthusiastic committee we have renegotiated our insurance policy and fund raised all year long, and through the generosity of the village we have paid all bills and are facing the new financial year with over £3,000 in the kitty.
With regard to our long term projects, we now have plans drawn up for the new pavilion and the next stage is submission for planning approval. We will then be looking for grants in earnest. The plans to put in an electricity supply are well in hand and we hope to have the cable in place and connected before the end of the year (barring hiccups). The payment for connection is already paid for.
With regard to the Sports Field itself, the committee has ensured the outfield grass has been cut regularly with the Cricket Club taking responsibility for the cricket square. After listening to the concerns and request of one villager, an attempt has been made to take the gang mower out of the public domain by fencing it, but unfortunately the fencing itself has proved a magnet to some young children. With the construction of the new pavilion a better and safer site will be found for the gang mower. All hedges have been cut with the permission of their various owners and one rotten boundary oak tree has been partly taken down. The perennial problem of dog fouling continues.
After discussion with the Holding Trustees, we approached the Charity Commissioners to take on the one, but important, duty of the Holding Trustee, ie the selling of the Sports Field should that occasion ever arise. I can report that the Sports Field land is now vested with the Charity Commission. We appreciate that this decision was taken without the approval of the previous Holding Trustees, but the committee felt that with estimated costs of over £300 every time it was necessary to change or reappoint a new Holding Trustee, it was a financial burden we could not impose upon the village when there was another option. In the process we have discovered that the Sports Field has never actually been registered with the Land Registry, so this is an additional task we intend to complete during the next year.
Finally, I would like to express my appreciation to the Sports Field Committee, especially to my Vice Chairman and Secretary for all the work they have done for me. We have worked hard over the last year and anticipate plenty of hard work during the year to come. We are very heartened to find that so many villagers see the Sports Field as a real asset for the village and one worth supporting. We are very grateful to the village for its support over the past year and we hope you will have the confidence to support us in the future. I would also like to make especial reference to Mr Peter Fletcher who has so kindly drawn up the plans for the new Pavilion. The Committee is very grateful to him for his time and willingness to help."
4) Treasurer's Report
The Treasurer produced accounts detailing the breakdown of income and expenditure over the past financial year from 1.1.04 to 31.12.04. She reported that the General Sports Field Account had an ending balance of £3,392.50 and the New Pavilion Fund an ending balance of £1,100.00, giving a total amount of £4,492.50. Over the course of the year the Sports Field now owns two marquees and the expected electricity supply has been paid for. The Treasurer was thanked for her work over the past year and the accounts were accepted by all.
5) Committee
The Secretary reported that she had received nominations from eight villagers eligible to stand for the Committee, insufficient for an election. The following will form part of the Sports Field Committee:
Mr Colin Friend
Mr Johnny Friend
Mrs Sue Powne
Mrs Sue Holland
Mr Steve Powne
Mrs Lorraine Ellicott
Mr Ted Boswell.
Mr David Evans
The Cricket Club Representatives are:
Mr Graham Pengelly
Mrs Rose Phare
Mr David Hocking
Mr Ted Lyon
The Lydford School Representative is:
Mr Simon Astill
6) Pavilion Update
A set of pavilion plans were displayed on the wall for all to see. The Chairman reported that the plans were now complete and awaiting submission as soon as possible at a cost of £440.00. Discussion ensued as to how to raise the funds for the building. It was decided the next stage would be to get estimates from three builders and then proceed with grant applications. In order to qualify for any grant, the grantors would need evidence that the Committee were actively fund raising in their own right. With over £5,000 having been raised in the past year everyone present was confident it would be possible to raise another £5,000 and set a target of £10,000 in the bank at the end of the next financial year. It was accepted the new Committee would discuss fund raising plans at its next meeting.
7) Any Other Business
None.
There being no further business the Chairman declared the meeting closed at 8.04 pm