Minutes of a meeting of the Trustees of the Old Sarum Community Centre

Thursday, 24th November 2016 at 8.00 p.m.

Present: M. Earle (Chair), B. Wilson, W. Burditt, A.Redman

Apologies: K. Kelly, J. Ayres

1. Minutes of last meeting

These were approved.

2. New trustees.

P. Joyce has resigned by e mail. M. Earle signed a print-out of her e mail to indicate acceptance of this by Trustees.

A.Redman and W. Burditt were approved as Trustees. Proposed by B. Wilson, Seconded by M. Earle

3. Paperwork

IT policy: B. Wilson to check whether he has it.

Finance policy: certain omissions and concerns were noted:

  • procedure for instances of bad debt
  • structure for chasing people who don't pay and/or don't return keys.
  • the procedure for taking money for booking was considered; we should perhaps look towards a 14-day payment period rather than 30-day, with a first letter after 7 days.

A. Redman will read through the existing policy and communicate any concerns suggested changes to M.Earle.

4. Finance

The overall financial situation was reported:

  • We have started to pay costs of items that need servicing e.g. Fire alarm (which has resulted in a repair), cooker, dishwasher. By the end of December, A. Redman should have an idea of our annual running costs.
  • There are prospects of a number of new potential users of the Centre: new Rock choir, dance, French class, toddlers' football; Slimming World may want another evening.

A number of possible future financial commitments/costs were raised and discussed:

  • publishing the newsletter in colour: W. Burditt to cost this.
  • we shall tender for a new gardener:
  • Perspex for bike shed: Insurance being looked at.

All being well, even after these expenditures, there should be some surplus money that we could use; we should develop ideas for the use of this money; a Christmas party for senior citizens was considered as an example of the kind of thing that might be done.

5. Acoustics update

The Rock Choir has noted that the hall "booms" somewhat. Persimmon have accepted responsibility for the necessary remediation, but they are trying to get MySpace to do this.

6. Building maintenance

We need to have a medium-term plan for this to cover significant items such as resurfacing the car park. We need to find out whether the lease is a fully repairing lease.

7. AOB

Land: M. Earle has become aware of a possibility of acquiring more land near the nursery. M. Earle has approached David Burton (Chair L&FPC), and he says that this is a possibility.

Continuing housing development: implications: There seem to be no plans for a community hall at Long Hedge, so it is likely that the growth of Long Hedge will place further strain on the Centre.

Storage:

  • the Management Committee needs to consider this quite urgently; there are significant health and safety concerns e.g. tables in cupboard
  • it was agreed that we should buy another shed to obviate the need for nursery to store items in the toilets.

Date of next meeting: 23rd February 2017 at 8.00 p.m.