Baslow Sports Field Trust Minutes of the Trustees Committee Meeting Present: Apologies: Date: Peter Holt (Chairman), Neil Mantell (Treasurer), Alan Wilson (Secretary), Helen Watts, Peter Barlow, David Neath, John Watts, Mike Booker, Tony Buckham, Chris Lyne. Chris Brown, Matt Poole, Phil Morton Tuesday 1 December 2015-7:30pm in the Cavendish Pavilion Topic Discussion Action 1. Opening Remarks The Chairman welcomed the attendees to the meeting, especially David Neath who was re-joining as a Trustee. The Treasurer confirmed that insurance indemnity cover was in place for Trustees. 2. Previous Minutes The Minutes of the previous Trustees' meeting held on 15 September 2015 were approved as an accurate record of the meeting and signed by the Chairman. 3. Matters Arising All action points arising from the previous meeting were covered under this meeting's agenda apart from Safeguarding and Signage which were dealt with under Any Other Business. 4. Financial Report The Treasurer circulated and talked through figures showing comparisons of actual to budgeted results as at the end of September 2015. He explained that these were being presented on an accruals basis. Income was generally in accordance with expectations, with the four main clubs being up to date with their payments. Other income had been bolstered by Becky's Summer Camps. It was thought that the Saturday morning football group may not meet its budget. Slightly lower numbers and higher insurance were the major factors. The Chairman said the group were dubious of the merits of greater bureaucracy but were prepared to listen to the arguments for closer liaison with Baslow Juniors. The Secretary asked the Trustees to acknowledge and accept the risks associated with the Saturday morning football group, which had a direct relationship with the Trust. It was agreed that the Trust needed to obtain assurance that it's safeguarding policy had been implemented by the group. In terms of expenditure, concern was expressed over the size of the gas bills. It was decided that the system be inspected by a heating engineer to see if the central heating and hot water could be better regulated. There had been a small increase in the rental costs under the lease. It was noted that Sinking Fund monies were held in respect of Cricket, Tennis and the MUGA. It was proposed that energy / cost savings should have a higher priority. Consideration would be given to installing LED light bulbs in the pavilion and replacement floodlights. HW Page 1 of 5
The Treasurer advised that he had been in touch with CAF Bank to see what was required to move the existing BSF Trust's bank accounts to the new CIO charity. He said that one of the requirements was to provide the Bank with a signed copy of the minutes of the meeting where this was discussed. The Trustees acknowledged that it was a Charity Commission requirement to transfer the assets of the existing Trust to the newly authorised Baslow Sports Field CIO Charity. As such, it was proposed by Neil Mantell, seconded by Peter Holt that the following accounts with CAF Bank (sort code: 40-52-40, 25 Kings Hill Avenue, Kings Hill, West Malling, Kent ME19 4JQ) be transferred into the name of "Baslow Sports Field CIO" and that all existing authorities to sign, execute and submit documents in connection with the accounts also be transferred: CafCash A/c 00005970 CAF Gold A/c 00081768 CAF Gold A/c 00082081 CAF Gold A/c 00087405 This was unanimously agreed and approved by the Trustees. In the event that CAF Bank required new accounts to be opened, it was further agreed and approved that such accounts be opened and that authorities to operate these be in accordance with the above instructions. 5. CIO Status Report The Secretary advised that formal approval of our CIO status had been received from the Charity Commission and the next step was the practical transition from the existing charity to the new one. He circulated and talked through a project plan setting out the action required to implement the transition. It was noted that the most important task to complete was the assignment or renewal of the lease with Chatsworth as it would have an impact on the conversion date, initially set for 1 April 2016. The other critical area concerned Membership rules, which needed to be resolved prior to the proposed inaugural AGM on the 16th March 2016. This was because only "Members" would have a right to vote at that meeting. There was a general discussion about classes of membership and it was agreed that existing club members could automatically become "affiliated members" through their clubs. There would be no separate membership fee for "affiliated members" at the commencement of the new Charity. The Bowls, Cricket and Tennis Club Representatives agreed to provide membership information to the Trust Secretary to create the initial Membership Register. It was further agreed that members of any other club meeting the Charity's constitutional requirements for affiliated membership be given the same opportunity. Page 2 of 5
"Direct membership" was available to applicants who complied with the Charity's membership requirements and lived within a ten mile radius of Baslow. It was agreed that the membership fee initially be set at 5.00 per annum. It was proposed that the possibility of obtaining Membership discounts at local retail, etc outlets be explored to encourage a wider membership. It was agreed to run a consultation process for the introduction of policies and procedures for the new Charity. The Secretary would send initial draft documents to all Trustees, requesting feedback within 7 days, so a final draft could be circulated prior to adoption at the AGM. AW 6. Gift Aid The Chairman announced that David Neath had volunteered to research the rules on Gift Aid and present a report to the Trustees in March 2016 to enable a common policy to be adopted by all affiliated clubs. DN 7. Pavilion Tony Buckham reported that meetings had been held to discuss potential uses of the pavilion and a number of ideas, both old and new, had emerged. It had been decided to approach the issue in two stages. Firstly, by considering a reconfiguration of the building and secondly, by talking to local cafes and restaurants to see if there was any interest in operating a limited franchise. The introduction of a wi-fi service was thought to be an essential requirement in attracting visitors to the pavilion. 8. MUGA update New MUGA charges had been implemented with the introduction of a discounted pre-booking option. Thursday nights were still vacant following the failure of a 5-a-side league initiative but it was hoped that netball would begin again in the Spring. Some of the snagging issues and the electrical certification were still outstanding. The shelter options were discussed and it was agreed that further investigation would be undertaken to decide on its location. The statistics showed an increase in MUGA usage over the year but there was still more work to do to achieve the targeted figures. Some ideas included cardio tennis, walking rugby, women's football, using the MUGA as an independent venue for the walking football league and dodgeball. A 2.5k quote for security cameras had been received but a second quote was expected. Consideration was being given to a phased implementation, perhaps with one camera at first. Page 3 of 5
9. Club Reports a. Bowls The sprinkler system had been installed around the bowling green. The Annual General Meeting was due on the 1st March 2016. b. Cricket Cricket had their Annual General Meeting a month ago. The amalgamation of the junior and senior clubs was working very well. A clean-up weekend in 2016 was being organised for the Pavilion and grounds. It was hoped that Trustees and other clubs would assist over that weekend. It was noted that a lot of cricket equipment was 'stored' around the Pavilion and Mike agreed to meet with Helen to determine what needs to be disposed of. c. Football There were no representatives from Football at the meeting. However, the Chairman reported that two volunteers from Walking Football had shown an interest in coordinating the various football clubs/groups. MB/HW d. Tennis The Tennis club was participating in the winter leagues and club nights had been well attended. Membership had stabilised but there was a move to attract younger players. It was suggested that the Saturday morning football group could be linked to Tennis, with parents taking the opportunity to play tennis while their children played football. 10. Sports Fest 2016 The Chairman reported that the planning for the Sports Fest was underway and the first meeting had been held. There was a suggestion that the Sportfest include a Village Games element with teams invited from local villages. Becky Lyne had agreed to take this forward. Peter said that he was looking for someone to take a lead in running the Sports Fest and asked Trustees to consider recruiting a volunteer. He said that the Winter Festival in Baslow had been a success and wondered if we should consider arranging the Sports Fest over a Weekend. This was discussed in some detail but it was agreed to keep with the current Sports Fest format for the time being. It was acknowledged that there was a financial risk associated with putting on the Sports Fest. However, this was mitigated to a degree by the sale of raffle tickets and programmes. The Chairman said that he would circulate the Sports Fest mission statement. There was a discussion as to whether or not the Sports Fest should be held on a Bank Holiday. However, it was agreed not to alter the 2 May 2016 published date on this occasion. Page 4 of 5
11. Speaker Evening An evening with Eileen Langsley, international sports photographer, had been arranged for 29 January 2016 in the Village Hall. Tickets were on sale for 10. It was proposed and agreed that the money from the event should go towards the security system along with the money from the Parish Council. Eileen had attended the past 13 Olympics and would be giving a talk on sports photography. She had kindly offered her book as a raffle prize. It was suggested that she be asked if individual photos could be sold or raffled, with a percentage of the proceeds going to the Trust. 12. Any other business Helen reported that all necessary permissions had been granted for the erection of a new Baslow Sports Field sign at the entrance to the sports field. Existing signs would be removed. There was no charge for the sign, which was being provided by a relative of the Groundman whose company name would appear discreetly at the foot of the sign. Helen had been successful in obtaining a 1,941grant for the refurbishment of the changing rooms but the final bill was expected to exceed that amount. The Treasurer said that 200 could be made available as a contribution towards the project. We were still awaiting replies from clubs confirming that safeguarding policies were implemented. It was agreed that meeting minutes should be posted on the BSF website and that Trustees encourage greater use of the site for administrative communications. HW AW The meeting ended at 9.50 pm Next meeting: 15 March 2016 Page 5 of 5