February 2018 Minutes
Owmby and Normanby Community Park Committee
Minutes of Committee Meeting held at The Bungalow, Saxby Road, Owmby-by-Spital
Thursday 22nd February 2018 at 7.30pm
This meeting fell into two sections, the first being the Committee discussion with the Normanby & Owmby Recreation Centre Charity Trustees, and the second the Committee meeting.
Meeting with Trustees
Present:
Community Park Committee: Chairman John Moulson (JM), Secretary Abbie Mort (AM), Isabelle Brooke (IB), Sara Carter (SC), Keith Hanson (KH), Barbara Moulson (BM), Danny Mellor (DM).
Trustees: Chairman Cliff Surfleet, Roy Bellamy, Graham Crompton-Howe, Ken Green, Keith Harris, Brian Jois, Barbara Moulson.
Update: JM updated the Trustees with where the Committee are up to and their hopes in terms of levelling the site and laying a sports field. He passed around copies of the two quotes received for the works from Fox’s and LTL. Electronic copies are available on request from JM. IB had produced a board showing the plan of the site to scale and outlined what the Committee felt would feasibly fit within it. JM stated that to move the project forward the Committee wished to level the whole site and to use the money that the Trustees currently hold for this purpose. The aim then being to open it to the public and use as a venue for fundraising to allow further development of the site features.
Discussion around the site plan:
• Drainage: JM stated that the advice received from LTL was to wait until after levelling to deal with drainage as the levelling itself may affect the drainage of the site. Graham Crompton-Howe (GCH) pointed out that even for a temporary car park surface the area would need to be dug down quite deep to allow for stone infill before laying a temporary surface.
• Village Hall: JM mentioned the possibility of having a small utilities hub on site so that events could be held ahead of any development of a Village Hall which would take many years and was not the Committee’s current focus. GCH suggested looking into a container/cabin that could house toilets and electrical points but without having to connect to the mains.
Finances:
• VAT: Ahead of the meeting, DL had contacted Nadine Fox regarding the VAT status of the Charity Fund and it came to light that the Trustees would not be able to claim VAT back on any outgoings. JM and BM wondered if the Parish Councils would be able to claim back the VAT and, if so, would having them commission the levelling be a viable idea as the reclaimed VAT would be a sizeable sum. Roy Bellamy (RB) felt unsure that the Charity Commission would allow the Trustees to transfer the money to the Parish Councils for this purpose. Action: Cliff Surfleet (CS) to get in touch with the Charity Commission to see if this would be allowed.
• Charity Status for Park Committee: RB stated that he felt the Park Committee gaining charity status needed to be a priority ahead of any fundraising. BM noted that even as a charity not all outgoings would be eligible for reclaiming VAT. JM discussed the charity status CIO structure that the Committee had looked at previously and reassured the Trustees that it was planned to apply for charity status in time.
• Funding of the proposed levelling: Regardless of whether or not VAT can be reclaimed, it must first be paid along with the invoice. GCH stated that there are two lots of money available; that gifted with the land, and that from the sale of the previous village hall. CS stated that the Trustees would need to hold their own meeting to discuss what funds could be released for the levelling etc.
• Co-op Fundraising: RB updated the group on the sum of money, approximately £600, due to be received from the Co-op. He is still trying to successfully arrange to meet with them.
Next Steps:
RB acknowledged that there had been some misunderstandings between the Parish Councils and the Park Committee in terms of responsibilities. GCH stated that he was happy with the Park Committee making decisions and moving forward with any development plans as long as the Parish Councils were both kept up to date and informed of any major works.
RB agreed with this. GCH also suggested the Park Committee contact LALC for any advice they might need regarding Committee set up.
JM gave his contact details to CS and the Trustees then left the meeting.
Community Park Committee Meeting
Present: Chairman John Moulson (JM), Secretary Abbie Mort (AM), Isabelle Brooke (IB), Sara Carter (SC), Keith Hanson (KH), Barbara Moulson (BM), Danny Mellor (DM).
Apologies: Treasurer Denise Leah (DL), Chris Brooke (CB), Jude Levy (JL).
NB: Action points are underlined.
Approval of Minutes: those of 1st February 2018 were approved.
Finances:
• Committee Bank Account. AM updated the group with current status provided by DL in her absence. Current balance as of 22nd Feb £1890.
• VAT Status of the Charity Account. DL contacted Nadine Fox to clarify the VAT status and, as discussed with the trustees, it was discovered that the Charity did not have the ability to reclaim VAT.
Update from Action Points:
• Risk Assessment/Survey. BM met with Lindsay Johnson who was very keen to help and agreed to work for a small fee and expenses. She gave BM copies of her previous work that were passed around the group. BM felt that Lindsay could look at the whole field taking into account the fixed elements we require and developing ideas elsewhere. Lindsay suggested to BM that the Committee could be documenting progress through photos etc as we go along. BM felt having Lindsay come to a meeting would be beneficial and everyone agreed to invite her to the next meeting.
Action: BM to invite Lindsay to the next meeting.
• Riseholme College: JM has sent an email and is awaiting a reply.
• Wood from the Ash Tree: JM, KH & DM have visited the site and sorted the wood into the bits that can be sold within the community, and then both small and large sections that they felt we could reuse on site.
• Age Demographics: IB brought copies of the age demographics for the villages as of the 2011 Census. Everyone agreed the numbers were very interesting and showed a very balanced population throughout all age brackets and between both villages.
• Planning Implications: DM contacted WLDC to ask if we would need to submit any level of planning for our proposed works on site. The response was rather vague and stated that Parish Councils are able to undertake permitted development but advised some level of pre-approval planning. JM queried if we could ask Councillor Jeff Summers for his opinion on this.
ACTION: BM to speak to Jeff Summers.
Matters Arising:
• Meeting with Trustees: All felt that the meeting had gone well and the Committee will now await a decision from the Trustees about moving forward with the levelling etc.
• Neighbourhood Plan: IB updated the group stating that the questionnaire has now been sent to all residents with a return date of March 4th.
Any other business:
• Terms of Reference/Set up of the Committee: Since the last meeting, upon request, Charlotte Wright has been looking into the relationship of Committees with Parish Councils and the impact this might have on the Park Committee. She circulated a document with guidance on how Parish Council appointed Committees could and should be governed and the importance of Terms of Reference. It was agreed that this was not relevant in our case as the Park Committee Members are not Parish Council appointed and so the Terms of Reference embedded within our Constitution should suffice.
• Public Meeting: SC felt that the proposed public meeting should take place before May 20th as this would be a year from the original community meeting at the Bottle and Glass.
• Fundraising:
Ride London: DM told the group that he is taking park in Ride London this year and is hoping to raise money for both the Military Forces Foundation and if possible the Community Park.
ACTION: DM to look in to if this would be viable and if so move forward with it in the aim to provide JM with something to be printed in the Signpost when possible.
IGAS: DM mentioned a possible opportunity through the IGAS Energy Community Fund.
ACTION: DM to apply for money to help with the development of the field.
Councillor Initiative Fund: BM told the group of the Fund and thought this might be something we could request support from.
ACTION: BM to contact Councillor Jeff Summers to enquire further.
National Lottery: SC mentioned having had success with National Lottery Funding through the WI for car parking in Horncastle.
ACTION: SC to find out more information about this and see if it could be something the Committee could pursue.
• Charity Status: JM requested this be put on the agenda for the next meeting.
The next meeting: Friday 23rd March 2018, The Bungalow, Saxby Road, Owmby-by-Spital.