Darley Playing Fields Association
(Charity registered number: 523777)
Minutes of the Meeting of Trustees held in Darley Playing Fields Pavilion on Monday 14th June 2010 immediately following the Annual General Meeting
Present were: Sue McQueen, Peter Flynn, Andy Johnston, Alan Cottrill, Mel Welch, and Katrina Pritchard. In attendance was Garry Plant on behalf of Nidd United FC
1 – Appointments
(i) Chairman – Mr Andy Johnson was appointed
(ii) Vice-Chairman – Mr Peter Flynn
(iii) Treasurer – Mr Alan Cottrill
(iv) Official Contact/Secretary – Mr Melvin Welch
2 - Apologies for Absence – Mrs Sarah Johnston and Mr David Dickinson
3 - Minutes – The minutes of the previous meeting, held on 19th May 2010, were referred to the Secretary and Treasurer to confirm as a correct record.
4 – Matters Arising
4.1 Safety Inspection: it was noted that David Dickinson had attended this event. It was agreed that a logbook be created to record regular inspections. It was noted that Harrogate BC could arrange for an annual inspection visit and it was agreed to accept this offer.
It was also recognised that the pathway repair work would be done (16th June)
In addition, it was agreed to Andy Johnston would undertake and compile a fire risk and emergency lighting analysis.
4.2 Insurance Claim: It was noted that it had been approved by the insurers for AP Builders to undertake the work at a cost of £1222. Darley PFA must pay the £250 excess on the policy. It was agreed for this to be done asap.
4.3 Trust Deed: progress report
4.4 Any other matters arising not otherwise covered on the agenda
5 - Financial report
5.1 The present position was noted and approved. Sue McQueen will chase the payment due from Harrogate BC for the Polling Station for the election.
5.2 Bank Mandate: The meeting agreed the following:
· The Treasurer be authorised to open an account with Nat West Bank plc and to transfer all existing funds to that account in due course
· Any two signatures of the following be authorised to draw on that account:
o The Chairman
o The Treasurer
o The Secretary
5.3 Knabs Ridge Grant: The grant had now been utilised. Sue McQueen would ensure that the necessary paperwork to enable another application to be made to the fund.
6 – Repairs and Refurbishments
6.1 Commuted Sums: To note the sum available and agree work to be undertaken
(i) Pavilion refurbishments – It was noted that the commuted sums available for pavilion refurbishment was approx £3,700. Mel Welch would make applications to some other potential funding streams to try to secure some additional funding. In addition to the present work, it was agreed to seek funding to put some heating into the changing rooms.
Garry Plant would check that everything belonging to Nidd United had now been cleared from the pavilion, to enable to refurbishment work to go ahead.
(ii) Disability Access – This was going to be essential if the Youth Club is to come to fruition. There was insufficient funding available via commuted sums for this work to be financed at present. This would be one of the areas for which funding was being sought.
(iii) Playground equipment – It was agreed to purchase three items of playground equipment, which would be largely paid for from commuted sums. Mel Welch would progress this order and seek to recover the money from Harrogate BC.
It was agreed also that two new picnic benches be obtained. Peter Flynn indicated a source at low cost (at Grantley: £70 + VAT), and would proceed with an order.
7 - North Yorkshire Youth Service: Peter Flynn reported on the discussions with CCCC and Darley Methodists regarding the establishment of a Youth Club in the village. As son as the new NYCC Youth worker is appointed (mid July) they will be invited to visit the facilities to discuss the options available.
8 – Other Activities
8.1 Programme of Activities: The current programme of activities was noted
8.2 Grass Cutting & Routine maintenance: The Schedule for 2010 was noted. However, it was recognised that some cuts had been undertaken by Skeltons, and that it may be necessary to pay them for additional work from time to time when essential
8.3 Vetting & Barring Scheme: The course on 23rd June 2010 was noted. It was not felt to be necessary for anybody to attend.
8.4 Mid-Nidd Hop’n’Hog – Sat 3 July. Hire fee is £50.
8.5 School Sports Day – Tues 6 July. It was felt that the best way for the track to be marked would be for it to be done by the Football Club, using their white-lining equipment.
8.6 Fewston Teas – Sunday 29th August. Sue McQueen will co-ordinate this event.
9 - Date of Next Meeting – Thursday 12th August at 7.30 pm