The AGM of the Lydford Sport Field Committee was held on
Wednesday 22nd February 2007 at 7.00 pm in the Nicholls Hall, Lydford
Present: Members of the outgoing committee and five members of the public.
Mr Colin Friend as the outgoing Chairman opened the meeting and thanked everyone for attending.
1) Apologies for Absence
Apologies were received from Mr W Power, Mr M Jones, Mrs T Morel, Mr and Mrs P Hughes, Miss J Hughes, Jack and Ben Hughes, Cameron Nicol, Ben Pearce and George Douglas.
Minutes of Last AGM Meeting (22.2.06) were read out by the Secretary
The minutes were read, agreed and then signed by the Chair as a true and accurate record.
2) Matters Arising from the Minute
There were no matters arising.
3) Chairman’s Report
The Chairman delivered his annual report as follows:
“Welcome and thank you for attending this AGM. I give this report after three years in my capacity as Chairman.
This last year has again been interesting and exciting and once again has proved quite demanding The committee have met formally on five occasions with small meetings and maintenance parties to ensure the Sports Field is maintained to a reasonable standard and all financial bills have been met.
I can report that the pavilion front was repainted and repaired at the beginning of April but has deteriorated considerably over the course of the winter months. It was agreed at our first meeting after the AGM that to save money, the cutting of the outfield would be done by voluntary labour and the services of a paid groundsman would have to be relinquished. Since then the outfield grass has been cut on a weekly basis by the Sports Field Committee, but the square and any additional cutting has been carried out by the Cricket Club. I would like to thank Mr C Luttman for his help with the maintenance of the grass machine. Mr Andy Crocker has kindly cut the hedges again this year. We also have Mr Mike Johnson on board as a quantity surveyor who has already helped with the costing of the building works and with his engineering expertise will be an enormous help when building of the pavilion actually starts.
Fund raising, as always, has been a priority this year and the committee has been busy selling logs, hiring and erecting marquees, holding an Easter walk with soup lunch, a Moor walk and exhibition with lunch, jumble sales, and Big Breakfasts, and acquiring five temporary event notices to run outside bars. The Committee is extremely grateful to Steve Meredith for raising over £500 by running the Great West Run marathon, and also to David Hocking and his contribution from the Saxon Mile, the Nicholls Hall Committee’s contribution from Bistro Nites, and the Summer Dance Committee’s contribution - all have donated money as part of their own fund raising efforts. Thanks also to Barbara and John Weeks for a donation following their Golden Wedding party, Mr Rowe of Rowe Honda, and to Nick and Tanya Skeaping following their Verandah Sale, and to our anonymous donor. Once again, our major fund raising effort, the Summer Fayre, was well attended and enjoyed by all. Our treasurer will give a breakdown of these figures in her report.
It is interesting to note that at year end on 31.12.03 there was just £375 in the Sports Field account. Three years later we have £16,800 in our accounts with an additional £13,000 grant monies and £603 from the Gift Aid scheme. With just over £30,000.00 we are now in a position to start to rebuild the pavilion. I am pleased to announce it is due for demolition on 3 March 2007 and we aim to finish the shell and roof as soon after that date as is practically possible. I would like to say thank you to Sue Powne for all her work towards acquiring grant money, and to her husband, Steve, for giving her the time off work to do so.
And finally, we have again received tremendous support from the village and it is heartening to know that so many share our enthusiasm to replace the pavilion and make even better use of the Sports Field. As I said before, we hope to have the shell of the pavilion up this summer, but we still need more money to fit out the interior. As so much of our time will be spent on the rebuild with less time to spend on fund raising, would you be willing to make a cash donation (Gift Aided if possible) and help us finish the job? We have come so far with your support, let’s try and finish the pavilion together this year. If you feel you would like to help, please contact any of the Committee or our Treasurer, Lorraine Ellicott on 820572, especially if you would prefer your donation to be anonymous.”
4) Treasurer’s Report
The Treasurer produced accounts detailing the breakdown of income and expenditure over the past financial year up to 22.2.07. This showed an income of £8,566.22 including interest, with an expenditure of £1,515.18 – a profit of £7,051.04. There was a balance of £605.03 for day to day running, and £21,195.55 on deposit ready for the rebuild. Money in the form of grant aid (cash and pledged) amounted to £13,000 with £603.73 in the process of being reclaimed under the Gift Aid scheme. The Treasurer also reported that a recent jumble sale had raised a further £200 and there are still two grant applications awaiting a decision, and a £1,000 donation had been received from Devon County Council. This gave a balance of £30,404.31 available to help with the rebuild of the pavilion. The Treasurer was thanked for her report and the accounts were accepted by those present. Mr Evans reported that he would apply for year’s B&Q awards.
5) Committee
The Secretary reported that she had received nominations from nine 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
Mr Mick Jones
The Cricket Club Representatives are:
Mr Graham Pengelly and Mr Will Power
The School Representative is Mrs Tanya Morel.
The officers would be elected from the committee members at the next Sports Field Committee meeting. The meeting continued under the present Chair, Mr C Friend.
6) Pavilion Update
The Chairman reported that the old pavilion would be taken down on 3 March 2007 and plans were well ahead for the arrangements for the footings and base slab. It is anticipated that the shell of the new pavilion would be finished by early summer, but more funds were required to complete the inside with the necessary sanitary ware for the changing rooms, kitchen area and social area. Fund raising would be ongoing with the Summer Fayre etc, and the village would be asked for donations.
7) Any Other Business
Mrs Maggie Calvert spoke on behalf of the young in the village who were seeking somewhere where they might skate board without hindering others, and asked if the Sports Field Committee would consider an application for an area on the Sports Field. She said the youngsters recognised that a lot of time had been spent on fund raising for the pavilion and they were expecting to raise money for their own project themselves. They had researched the type of equipment they would like and considered an area twice the size of the Nicholls Hall committee room to be sufficient for their needs. The Chair thanked them for their request and asked them to have costings ready for the next Sports Field Committee meeting (Mrs Calvert to be notified) so that the request could be considered in depth. The Chair said he was delighted that the youngsters were keen to use the Sports Field in a different capacity as it was there to be used by all.
Mr Lyon asked what arrangements had been made for cricket matches during the forthcoming season. The Chairman replied that the Cricket Club had been informed at the close of their last season that the pavilion might not be available and Mr Pengelly (Cricket Club chair) replied that the Cricket Club hoped to be able to continue playing. Neither the Sports Field nor the Cricket Club could afford the luxury of a portakabin for the teams to change in.
There being no further business the Chairman thanked everyone for attending and declared the meeting closed at 7.40 pm.
Minutes of the 2006 AGM
Minutes of the 2005 AGM
Minutes of the 2004 AGM