September 2018 Minutes
OWMBY & NORMANBY COMMUNITY PARK COMMITTEE
Minutes of the meeting held at 19.30 on 10 September 2018 at The Bottle & Glass, Normanby by Spital
1. The meeting was attended by:
Keith Hanson (Chairman)
Danny Mellor (Hon Sec)
John Moulson
Denise Leah (Treasurer)
Isabelle Brooke
Guest:
John Fox
Apology for absence:
Sara Carter
Barbara Moulson
2. Minutes of the meeting dated 8 Auugust 2018
The minutes of the previous meeting were accepted as correct and were duly signed by the Chairman. The Honorary Secretary to circulate and publish them as appropriate.
ACTION: DH
3. Matters Arising
Matters arising from the previous minutes would be covered in the Agenda.
4. Charitable Status/Gift Aid
Mr John Fox proposed that the Committee might consider using the existing charitable trust that had been set up some years ago to manage funds raised from the sale of the former village hall, as a vehicle through which donations could be made, thereby allowing Gift Aid to be claimed. He went on to explain that donations from individuals of less than £20 would be eligible for Gift Aid without requiring a declaration from the donor. This might be appropriate for such things as entry fees for events and other small donations.
Committee members discussed whether fund-raising through the Trust might obviate some of the problems of applying for grants on behalf of the Parish Councils. It was agreed that any such proposal should be the subject of a ‘service level agreement’ between the Community Park Committee and the Trustees of the Trust in order to prevent any misunderstandings. Service Level Agreement to be drafted and circulated to the committee and the trust as soon as possible.
In principal, Committee members were in favour of the proposal, subject to the right agreement being reached. However, any agreement would be subject to the approval of the Parish Councils. It was also agreed that advice from LOAC should be sought.
It was agreed that spending should remain through Owmby Parish Council’s designated reserve account in order to be able to reclaim VAT (where possible) on purchases.
5. Field Preparation
It was resolved to accept the bid from John Branston of £4500 for the installation of drains on the field.
Proposed: KH
Seconded: DM
It was noted that there was a proviso on this quote that it covered a minimum drainage scheme that may require augmentation in the future. Members agreed that this calculated risk was worth taking since it isn’t clear how wet the field may be following the leveling.
It was further agreed that the contractor should be asked if the blocked ditch on the southern boundary could be cleared when he is on site. It was acknowledged that this might incur an additional charge. KH to speak to contractor.
ACTION: KH
It is expected that the field will be seeded at the end of September/early October and it would be ideal to have the drainage in place before then.
Funding for the drainage to be applied by the Chairman to the trust. (NB - The Trust is meeting on the 27th September)
6. Children’s Play Equipment
It was agreed that an enquiry should be made to ascertain if the IGAS grant could be used to purchase and have laid the necessary rubber matting to act as a base for the playground.
SC has been visiting local playground with her granddaughter to see what kind of equipment is used elsewhere. Further research will be carried out at the joint Open Day (date to be agreed).
7. Field Entrance
The Chairman reported that a quote of £3740 (excl. VAT) had been received to carry out the work to form a vehicle entrance to the field (including lowering the kerb). This work could be carried out at the end of November if this quote was accepted. Other quotes would also be sought.
Owmby Parish Council will be requested to release the funds for lowering the kerb to the preferred contractor Hemswell Surfacing.
8. Gates
The Chairman reported that the gates had been ordered at a cost of £1800 + VAT and were expected to be installed by the end of October. He confirmed that a donation of £1000 had been received towards the cost of the gates. The Chairman to pass on the thanks of the Committee for the generous donation.
9. Grant Applications
It was agreed that it would be beneficial to be able to report on some Grant Applications and the Joint Neighbourhood Plan/Community Park event.
8. Any Other Business
None tabled.
9. Date and venue of next meeting
19.30 on 15 October 2018 at the Bottle & Glass Pub
There being no further the business, the meeting closed at 21.15.
Minutes taken by Isabelle Brooke