DRAFT MINUTES
The AGM of the Lydford Sport Field Committee was held on
Thursday 21st February 2008 at 7.00 pm in the
Nicholls Hall, Lydford
Present: Members of the outgoing committee and two members of the
Princetown Lodge of Benevolence.
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 F Ward, Mrs T Morel and Mr Graham Pengelly.
2)
Minutes
of Last AGM Meeting
(22.2.07) were read out by the Secretary.
The minutes were read, agreed and then signed
by the Chair as a true and accurate record.
3)
Matters
Arising from the Minute
The
Chair commented that the request for a portion of the Sports Field to be used
for skate boarding had not progressed, principally because those involved had
failed to take the project any further.
Comment was made that this might be a project that would be dealt with
under the Village Plan.
4)
Chairman’s Report
The
Chairman delivered his annual report as follows:
“Welcome and thank you for attending
this AGM. I give this report after four
years in my capacity as Chairman.
This has to have been one of the most
exciting years in the history of Lydford Sports Field. I can report that the old pavilion was
demolished on 3rd March (this was the first dry day for months –
luck was on our side!) and a completion certificate from the Building Inspector
was received on 7th September.
It has taken six months from demolition and committee had experienced
periods of elation and also despair. At
times it seemed nothing would go right.
Such is the way of buildings.
The pavilion is already being hired out and creating an income. It is not finished, the outside rendering
and showering facilities have yet to be completed, but much has been achieved. My thanks go to the villagers who are not on
the committee but have found the time to come up and help whenever they could –
especially Charlie Luttman, Thomas Friend and Roger Cole, and also members of
the Cricket Club.
We have, of course, received both
financial support and moral support from others in the village, as well as
financial support from former residents of Lydford. We suffered the loss of losing our architect at a critical time
and miss both Peter Fletcher’s support following his death and also that from
Ted Lyon. A great supporter of all
improvements in Lydford.
The Committee has met formally six times
with countless site meetings and discussions concerning the build. We have endeavoured to keep villagers
informed of our progress via a monthly bulletin in the parish magazine. Fund raising has been limited to jumble
sales and bar work due to pressure on time, but amazingly, every time pavilion
funds were diminishing, something would happen and more money would be found
from somewhere. £4,900 was received
from donations from the village and events when proceeds were donated to the
pavilion fund. To date, no one is owed
any money and all debts are cleared.
This is a great achievement and one to be proud of when one hears about
other halls and pavilions that have run into financial problems. The Treasurer will provide a more
comprehensive breakdown in her report.
The weather was against us for the
Summer Fayre which was finally held in the Nicholls Hall following one of the
wettest summers on record. Likewise, a
wedding which had been booked for months also suffered from the wet, but passed
off relatively uneventfully. Hopefully
the Sports Field will be supported and used for family functions in the future.
I think we would all agree, as Committee
members we know more about each other as individuals than we ever knew before,
but for better or worse we have stuck together, and as the Chairman, I am
pleased that the same team is happy to go forward together and represent the
village on the Sports Field Committee next year. It is our intention to continue until the pavilion is completed
and is thought by all to be a credit to our village. Hopefully in years to come people will look back and thank us as
we do the original committee who acquired the Field for the village.
I would finally like to thank my
secretary, Sue, for her hard work in the last twelve months, and putting up
with some hard requests I have put upon her.”
5)
Treasurer’s Report
The Treasurer produced detailed accounts
detailing the breakdown of income and expenditure over the past financial year
up to 22.2.08. Income was divided into
restricted (for the pavilion rebuild only) and unrestricted (for general use). Restricted income during the financial year
to 31.12.07 totalled £8,935.37 and unrestricted income totalled £4,505.54
giving a total of £13,439.91.
Expenditure on the pavilion totalled £42,635.05, and on general
outgoings totalled £279.11. Cash in
hand at 31.12.07 totalled £966.39. With
costs incurred from previous years (eg, planning permission, electricity
connection, building regulations etc) the total cost of the pavilion to date
was £44,071.61. The Treasurer praised
all involved with the rebuild for not spending money the committee did not have
and thus ensuring that no debts were incurred.
She reported that with individual generosity and grant funding just over
£43,601 had been raised since 2003.
Whilst the pavilion may not be completely finished there is hope that
some money will be refunded by HMCR, there has been income from the hire of the
building by the Bridestowe, Sourton and Lydford PreSchool, and further fund
raising will enable the completion of the building. As an aside she commented she had been through 5 cheque books!
The Treasurer was thanked for all her
hard work and the brilliant way she had dealt with the accounts. The accounts were accepted by those present.
6)
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 Mick Jones
Mr Michael Johnson
The Cricket Club Representatives
are:
Mr Graham Pengelly, Mr Will
Power, Mr Frank Ward and Mr Lee Easton.
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.
7)
Any Other Business
The Chairman reported that it was the
intention of the Committee to hold an open day, but the exact date was still to
be finalised.
There being no further business the
Chairman thanked everyone for attending and declared the meeting closed at 7.50
pm.
It was at this point in the proceedings
that the two members from the Princetown Lodge of Benevolence introduced
themselves formally as Mr Andy Walsh, Lodge Master, and Mr Eric Christopher
Walsh. Their Lodge had heard about the
Lydford pavilion project via Mr Michael Johnson and, as it was their tradition
to help out local charitable concerns with monetary donations, presented a
cheque to the Chair for £200. This was
most gratefully received and the secretary was tasked to write formally.