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HETHERSETT
MEMORIAL PLAYING
FIELD TRUST Minutes
of Meeting held on Thursday, 23 June 2011 in the Memorial Field Pavilion
1
Introduction and thanks Present: Simon Floyd, David Chambers, Peter Hoult, Eileen Mulvaney, Peter Steward, Mel Perkins Apologies: Rob Reeve The new committee members wish to thank the previous trustees for their diligence and hard work in bringing the park up to a more acceptable condition 2
Appointment of trustees There are four elected trustees - David Chambers, Peter Hoult, Peter Steward, Mel Perkins, and three members nominated by Hethersett Parish Council - Simon Floyd, Eileen Mulvaney, Rob Reeve. A trustee’s acceptance form was given to each member present and thereby signed and dated Peter H to pass one on to Rob R Peter H will arrange with the Charity Commission for renewed access to their online facilities and notification of trustees details, this will take between 5 and 15 days to achieve and amend 4 Election of officers
5
Roles and responsibilities of trustees The trustees agree to maintain the park and provide facilities for the general benefit of the inhabitants of Hethersett. The trustees are keen for park users to have a voice and be represented by the committee Once accessible, the Charity Commission guidance facilities will be distributed to all trustees for their perusal 6
Antisocial behaviour Simon F will enquire about the possibility of turning off the street lighting along the park pathway Peter H will investigate the car park barrier situation Peter S will contact Tony Dunton with regard to monitoring security issues Eileen M will go into the whys and wherefores of the recycle facility – who supplies it, how often collected, whether more secure bottle containers could be offered Simon F will contact Ian Weetman re current refuse collecting contractors Peter S has asked Mr Diggens, who lives adjacent to the car park, to keep a log of any nuisance Peter H will set up an incident log Mel P will send Peter H a complaints procedure form for the trustees’ use 7
Maintenance and checks Hethersett Athletic football club currently employ someone to tidy and clean the pavilion after each weekend of fixtures Simon F will ask Mr Meakins for any keys/padlocks still in his possession so that we can make a keyholders log Peter H will check the maintenance contract with Dale Watson. David C will contact Tim Stubbs re inspection arrangements for the play equipment Eileen M will ask a friend if he could possibly produce a draft scale plan of the park area Peter H will produce a plan of the play equipment area Peter S will contact Tony Dunton with regard to ongoing pavilion repairs 8
Finance and banking The three signatories required for the new bank account with Barclays are Simon, David and Peter H David is in the process of starting the new account up Bank correspondence – 1st addressee – David 2nd addressee – Peter H Simon to ask Mr Meakins for a record of transactions David will draw up a list of invoices to be paid so that Mr Meakins can issue cheques from the old account Simon will ask if there has been a recent audit Peter H will find out who needs to be informed of the change of trusteeship We intend to continue with the NPFA membership 9
Fundraising Simon will find out about precise land ownership Simon will investigate the whereabouts of the many ‘charity boxes’ David will chase up the Veolia funding for future play equipment 10
Tenancy agreements A full and frank discussion was held with regard to the contentious issues of the previous agreements. It was decided that we should start on a firm footing and make sure that all points are adequately covered for the benefit of the HMPFT, sports clubs, park users, and future hiring opportunities. Simon has asked the NPF solicitor (free) for a possible draft agreement which may or may not suit the purpose 11
Future planning Simon will start a draft plan to allow the HMPFT to nurture and fulfil ways to enable future creative use of the field Hethersett Hawks have a major national event in August and the HMPFT will aim to use this event to promote the use of the park 12
AOB Simon will contact Andre Smith who has shown interest in promoting events on the park Simon will contact a rep from Sure Start re use of play equipment for their group Peter S will follow up an offer from the district Lions with regard to the provision of a lasting memorial for the ‘memorial’ park Simon will talk to James Rice regarding publicity for the park during next month’s Olympic weekend taking place on the park itself 13
Next meeting Monday 25th July 7.30pm, at the pavilion | ||||||
