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Draft Minutes of the North Marston & Granborough Community Sports Field Annual General Meeting held at the Clubhouse North Marston at 19:30 on Tuesday 1st November 2016

Present: Trevor Lane (Chairman), Andy Keegan (Treasurer & Secretary), Gordon Bowden, Barry Kirwan, Ian Mordue, Richard Devas and Pete Butler.

Apologies: Helen Shotton, Andi Swain

In Attendance: No members of the public were present

Ref Minutes
1 Welcome and Introductions
  The Chairman opened the meeting.
2 Apologies for Absence
  Apologies had been received from committee members Helen Shotton and Andi Swain.
3 The minutes for the previous AGM on the 1st May 2015 were reviewed and approved by the committee members.
4.1 A full report will be available on the website – www.nmandgsportsfield.co.uk

It has been an extremely busy year to date, especially on the fund raising side of things. As well as the 100 Club, we have had several prime fund raising events.

Race Night – 23rd April

Granmarstonbury16 – August Bank Holiday

Yorkshire Three Peaks – 17th September

Race Night was very well attended. Great prizes from our generous sponsors. Raised £1,706. Granmarstonbury16 took a lot of organising. Hosted by The Pilgrim PH. Music all afternoon and evening and games through the afternoon.

Andi Swain and Tim Buckley were the main organisers but well supported by others including Jim Forsythe, Andy Keegan and Dom Shotton. Funds raised £3,002. We are grateful to sponsors Aylesbury Vale Broadband and Jeanius.

Yorkshire Three Peaks for two charities. Sports field and Brain Tumour Research. A team of 18 walkers set out over the Three Peaks and walked 25 miles, Pete Docwra provided invaluable support not only with driving the mini-bus but for also serving up lunch, afternoon tea and drinks of all kinds.

Thanks to Karen Goulding, Tricia McSweeney, Gordon Bowden, Tony Catlin & Neil Mobsby.

Funds raised Sports field £3,597

Brain Tumour £2,410

We received a grant of £1,100 from Granborough Parish Council.

We also have Diane Claridge on board now and she is working very hard applying for funds, focusing on funding an artificial cricket wicket and supporting the cost of the drainage work. Expenses to date £6.60. Diane is working on a 10% commission on any funds of £2,000+.

4.2 Hire and Activities
 

Not much on external hire this year but Buckingham Cricket Club did hire in June.

Granborough Charter Fayre given use to raise money for their charities.

Junior Football - 35 members from ages 5-15.

Junior Cricket – This year we had 49 junior members, next year the target is 80.

Senior football – Continues on a Wednesday evening and has membership in double figures. Members pay regular fees all of which contribute valuable funds to the sports field.

Both the football and cricket clubs contribute equal funding of £1,200 per annum to the sports field.

The school use the field as part of their Forest Schools activities.

The Scout group requested, and were granted, approval to site a storage container on the field.

4.3 Recent Works
 

General maintenance has included work on the cricket square with plenty of volunteers to assist.

Guttering on the brick store.

4.4 Looking Ahead
 

Drainage is the big expense, with the estimate at £20,000.

Trim Trail requires new timber edging. Awaiting quotes. Require 3 quotes. PC were to obtain these. No progress. New ropes required for the Rope Climb. Cost £70 + carriage.

Herbicide treatment to field. Specialist and not many companies locally to call on for quotes. Area behind Clubhouse needs tidying.

Dog fouling remains a problem – New signage has been installed.

We have always allowed dog owners to exercise their dogs but there has been an increase in the incidences of dog fouling found on the field. We need to tackle this problem now.

John Deere and Dennis mowers both require maintenance over the winter. Circ. £1,200.

4.5 Our Team – thank you
 

As usual we rely on volunteers to carry out most of the tasks although we do now employ regular help from David Warner and Jon Martin. DW maintains the perimeters of the field and the Trim Trail tidy. JM marks out the football pitches.

Diane Claridge for her efforts with the fund raising.

Ed Radcliffe for cleaning the club house.

Finally my thanks to Helen Shotton and Andi Swain both of whom have decided to stand down from the committee.

5.1 Treasurer’s & Secretary’s Report
 

The treasurer presented the income and expenditure accounts for the year to 31st March 2016 (2015/16), along with comparison to the previous year. The sports field made an operating surplus of £1,722. The operating surplus was pleasing, but income was lower than the previous year at £5,135 compared to £5,992 to March 2015. The drop in income was due to 100 club income being £120 less and facilities hire being £835 lower as the senior football pitch is no longer available for hire. Fortunately costs were also down at £3,413, £1,200 lower than the previous year. This movement was entirely due to the previous year incurring hire equipment maintenance costs. Going forward we must maintain these levels of income and keep tight control of costs but at the moment finances look in good shape.

5.2 Bank Balance
  Our bank balance at the end of March was £8,155, up from £5,712 at the end of the previous year.
5.3 Finances Going Forward
 

As at the 1st November the sports field has £17,076 in the bank, up some £9,000 since the end of March, thanks to great fund raising activities through the year as mentioned above. We have to finance the drainage work, for which the estimate is £20,000. AK will prepare an 18 month cash flow projection to aid our decision making as to when we have sufficient funds to go ahead with the project. We are also looking to raise funds for an artificial cricket wicket.

6 Amendments to the constitution
 

An amendment to the constitution was to include a dissolution policy. This was approved and will be passed to the Parish Council for their approval.

7 Election of Officers
 

Trevor Lane was re-elected as Chairman

Andy Keegan was re-elected as Treasurer and Secretary

Pete Butler was elected to the committee as the scout representative and then elected as Vice Chairman

Helen Shotton and Andi Swain have resigned from the committee

Other committee members are Ian Mordue, Gordon Bowden and Barry Kirwan

The auditors were confirmed as Mazers

8 Any Other Business
  The was no other business, so the meeting closed at 21:20

North Marston and Granborough Community Sportsfield Chairmans Report – AGM 01/11/2016

It has been an extremely busy year to date, especially on the fund raising side of things.

As well as the 100 Club, we have had several prime fund raising events.

Race Night – 23rd April

Granmarstonbury 16 – August Bank Holiday

Yorkshire Three Peaks – 17th September

Race Night was very well attended. Great prizes from our generous sponsors. Raised £1706.00

Granmarstonbury16 took a lot of organising. Hosted by The Pilgrim PH.

Sponsors – Music all afternoon and evening and games through the afternoon.

Andy Swain and Tim Buckley were the main organisers but well supported by others including Jim Forsythe, Andy Keegan and Dom Shotton. Funds raised £3002.00

Yorkshire Three Peaks for two charities. Sportsfield and Brain Tumour Research. A team of 18 walkers set out over the 3 peaks and walked 25 miles, Pete Docwra provided invaluable support not only with driving the mini-bus but for also serving up lunch, afternoon tea and drinks of all kinds.

Thanks to Karen Goulding, Tricia McSweeney, Gordon Bowden, Tony Catlin & Neil Mobsby.

Funds raised Sportsfield £3597.00
Brain Tumour £2410.00

Granborough PC grant of £1100.00

We also have Diane Claridge on board now and she is working very hard applying for funds. Expenses to date £6.60. Diane is working on a 10% commission on any funds of £2000+.

Hire and Activities

Not much on external hire this year but Buckingham Cricket Club did hire in June.

Granborough Charter Fayre given use to raise money for their charities.

Junior Football - Barry to summarize – 35 members from ages 5-15. Income £620.00

Junior Cricket – Richard to summarize - 49 members from ages 8-13.

Senior football – Continues on a Wednesday evening and has membership in double figures who pay regular fees all of which contribute valuable funds to the Sportsfield.

Both the football and cricket clubs contribute equal funding of £1200 per annum to the sportsfield.

The school use the field as part of their Forest Schools activities.

The Scout group requested and were granted approval to site a storage container on the field.

Recent works

General maintenance has included work on the cricket square with plenty of volunteers.

Guttering on the brick store

Looking ahead

Drainage is the big expense

Trim Trail requires new timber edging. Awaiting quotes. Require 3quotes. PC were to obtain these. No progress. New ropes required for the Rope Climb. Cost £70.00 + carriage.

Herbicide treatment to field. Specialist and not many companies locally to call on for quotes.

Area behind Clubhouse needs tidying

Dog poo remains a problem – New signage has been installed

We have always allowed dog owners to exercise their dogs but there has been an increase in the incidences of dog poo found on the field. We need to tackle this problem now.

John Deere and Dennis mowers both require maintenance over the winter. Circ. £1200.00

Fund Raising

Nothing planned at present

Our team

As usual we rely on volunteers to carry out most of the tasks although we do now employ regular help from David Warner and John Martin who keeps the perimeters of the field and the Trim Trail tidy. John Martin marks out the football pitches.

Diane Claridge for her efforts with the fund raising.

Ed Radcliffe for cleaning the club house.

Finally my thanks to Helen Shotton and Andi Swain both of whom have decided to stand down from the committee.