Stoke St Gregory Playing Field Management Committee
The Dennis Silk Pavilion
Minutes of the Annual General Meeting
(Feb 29[th] , 2024 – March 31[st] , 2025)
Monday, April 28th, at 7.30pm
Present: Graham Gleed, Angela Kiddle, Trevor Daniels, Paul Morse, Athena Dare, Peter House, Stuart Mark, Lawrence Bostock
One member of the public
Apologies: Kathy Davison, Danny James, Anne Merritt, Glynn Banks, Jamie Bateson
Chairman’s Report
In considering how to start this report, I think it is true to say that by any measure the year ending March 31[st] 2024 has been exceptional in a number of ways. There has been both evolution and revolution in the use of both the field and pavilion. Evolution in the[i] sense of an increasing depth and diversity in use of the facilities; revolution in the form of a successful fund-raising effort for a brand new multi sports facility. This year was also exceptional for holding two Stampedes following postponement of the January 2024 event until March, with the scheduled 2025 event taking place as planned.
The use of our facilities by local sports teams continued. The reports from the Cricket Club and Tennis club are provided separately.
Taunton Indians continued their use of the cricket pitch throughout the summer, sometimes playing twice per week. They have expressed a strong preference for using the facilities here is the village and have expressed a desire to develop the relationship with SSG cricket club.
Ruishton Soccer have increased their use of the field by rotating the orientation of the pitches such that two under ten teams can be accommodated simultaneously.
The key area of growth for the pavilion has been in professional hire. In particular the use of the facilities by the 5 Rivers organisation to accommodate pupils with acute needs. This arrangement has not been without its challenges, but it has, in the main, worked well and there is mutual agreement that the arrangement benefits both parties.
While all of the above provides direct benefit to the playing field and pavilion the tertiary impact of bringing more people to the village cannot be understated
As already mentioned last year was, to the best of my knowledge unique in holding two stampedes. Inclement conditions in January forced the postponement until March. As far as can be determined this change had no adverse consequence for this years event as both were fully subscribed and the subject of many complimentary remarks. Particular mention is deserving for the organising group. In particular Paul Morse, Tom Duxbury, Alfred van Pelt and Neil Sollis, the last three fulfilling their roles while not being serving members of the Committee. The perennial issue of succession planning for these individuals remains unresolved but is an increasingly crucial consideration looking forward.
Revolution during the year came in the form of Project Play. A successful attempt to fund raise for a new multi-use games area. Early in the year it was agreed in Committee to incorporate Project Play as contributing sport such that a unified approach could be adopted. As a contributing sport, a full report describing the project is available separately, but I would personally like to thank Danny and Kate James, supported by Anne Merritt for their persistent and tireless efforts to energise the community while using every creative means to ensure that the fund-raising target could be achieved. Thanks, should also be tendered to the Parish Council for their generous allocation of CIL funds to support this project.
Financially it has been difficult to make a year-on-year comparison of performance due to the deferred cost of the March stampede and the impact of fundraising for Project Play. Additionally, we have changed our year end to March 31[st] (from February 28[th] ) for greater consistency. Netting these things out, suggests that our cash reserves increased by around £1000.
Full details of income and expenditure are provided separately by the Treasurer
On the income side it is pleasing to see that in realising commercial benefit from use of the facilities, our reliance on the Stampede as the major source of revenue is diminishing. The Stampede still serves as a major source of income, but the vulnerability of the overall income stream has been reduced.
Grass cutting remains our single biggest cost and with grass now growing virtually year-round this expense is not likely to reduce. In the short-term further grass cutting is the only option but longer term, ways of financing our own grass cutting equipment are being explored.
All the above could not happen without an active functional management committee. I would in particular like to thank TD as Treasurer and AK as Secretary and Facilities Manager, but also all contributors to the committee for their fortitude in turning out on dark and damp evenings in order to move he business of the playing field forward. It would be remis not to offer thanks to Tom Duxbury and Holley Hembrow for their contributions before stepping down from the committee earlier in the year.
For the future there is only cause for optimism. We will need to continue developing our offering to all users and create a positive and welcoming environment which will increase the use of the field and pavilion. A major contributor to this will be Project Play which by the time of next years report will be reality for the benefit of our local community and beyond.
Treasurers Report
STOKE ST GREGORY PLAYING FIELD ACCOUNTS FOR PERIOD 1[ST] MARCH 2024 TO 31[st] MARCH 2025
INCOME
| Parish Council Insurance Reimbursement Stoke Stampede March 2024 Stoke Stampede January 2025 Pitch and Court Hire (Tennis, Cricket & Football) Hire of Pavilion (including feld) Misc (£80.00 paid to us in error) Electricity Rebate Bank Interest Project Play EXPENDITURE Electricity Water Grass Cutting Insurance/ subs Ground Maintenance Stoke Stampede March 2024 Stoke Stampede January 2025 Pavilion Maintenance Play Area Inspection Bank Charges |
£672.78 £505.00 £10,961.24 £2,272.50 £8,000.00 £80.00 £146.37 £43.73 £22,318.26 £44,999.88 £1,760.45 £237.08 £4,619.45 £687.78 £3,507.20 £3,297.38 £6,349.81 £1,329.02 £117.60 £65.00 |
|---|---|
| Misc | £208.60 |
|---|---|
| Equipment – Erection of Youth Shelter | £2,340.00 |
| Project Play | £4,773.26 |
| £29,292.63 |
| PROJECT PLAY | |
|---|---|
| Monies In | £22,318.26 |
| Monies Out | £4,773.26 |
| £17,545.00 | |
| Current A/C | |
| Lottery Funding | £15,000.00 |
| County Fund | £2,500.00 |
| Conrad | £45.00 |
| £17,545.00 | |
| Gold A/C | £19,117.88 |
| Total for Project Play | £36,662.88 |
| Diference between income and expenditure Bank Balance brought forward (1st March 2024) Bank Balance at Year End |
£15,707.25 £21,532.11 £37,239.36 |
|---|---|
Cricket Club Report
The 2024 season was a good season for the club finishing in 3rd place in the league. Thinking that we had just missed out on promotion. The opinion of the club was that was a fair reflection on the season and 2025 would be a year to progress further and gain promotion. But due to a restructuring of the league we were handed a promotion to the 6th tier maybe a year too early but time will tell.
With the help of the playing field committee, we are hoping to make improvements to the ground with the addition of covers and kick boards to hopefully spend less time looking for the ball in the hedge. The Taunton Indians have said they are committed to stay at the ground for the foreseeable future with games on Saturday and a new 20/20 competition on Sunday late afternoon. We are still struggling for players especially at the younger age. We do feel confident that we will field a side of 11 every week and be competitive at the higher level. Financially the club is ok and with some fund raising during the season we will be able to pay our bills in a climate where nothing is getting cheaper. It was felt at our AGM not to in increase the fees as not to discourage anyone wanting to play on financial grounds. Hopefully a good season ahead with some good cricket played on the playing field.
Project Play Report
Project Play Report to the Playing Fields Management Committee AGM
28[th] April 2025
Recap | What is Project Play?
In very simple terms, Project Play is the fulfilment of a promise, made through the delivery of the community led Stoke St Gregory Community Plan 2023. The Plan, which was prepared following extensive engagement within the community, set a clear objective and evidence base to deliver new facilities for younger people and for the benefit of the community as a whole.
Over the last two years we have carried out numerous surveys, presented in assemblies in the school and pre-school and arranged local gatherings for older children of secondary school age and the community more widely. The message was clear and consistent. They wanted something new and exciting, something different from your run-of-the-mill-play area equipment, somewhere safe and
welcoming to meet and play with their friends and family and something they could shape. In May 2023, we landed on Numuga and in the following months the children were able to create their dream sport and play zone.
With Numuga, there are no cages, just open and approachable spaces to play inside and outside of the zone. By taking down the cage associated with a traditional MUGA (multi-use games area), we have created an open plan space that is fun and inviting, rather than elite and intimidating.
There is currently only one such facility in the UK, so this is hugely exciting for our community.
Initial budget and design
The initial design provided 19 pieces of equipment, bike stands (x3), seating (x2) and planters (x2) across 480 sq m (30m x 16m). The siting of Project Play made allowance for the width of a full sized football pitch running from west to east in accordance with the Somerset County League Rules and the FIFA Quality Performance Standard.
The total budget for the initial design was £94,873. This was calculated by obtaining three quotes for the various work packages and the most competitive price for each work package was chosen.
Consent
Project Play does not require planning permission, and we have secured a Certificate of Proposed Lawful Use of Development from Somerset Council to confirm this.
Funding progress
To date we have raised £95,140, with an additional £2,371.25 of Gift Aid yet to be claimed by the Playing Fields Management Committee (PFMC) from the Crowdfunding Campaign.
We also have £7,500 worth of funding applications where decisions are expected within the next month. We are confident of securing at least some of this additional funding.
Updated design and budget
One of the benefits of the Numuga equipment is that it is a modular system. Our model has always been that in a worst case scenario where we were unable to raise the necessary funds or the costs increased to such an extent that we were not able to deliver the full extent of the zone, we had the ability to either build it
out in phases or complete a slightly smaller zone. It is wholly scalable and we can adapt what we deliver.
As expected at the outset, prices have fluctuated since we obtained the initial quotes. The price rises in materials has meant we have taken the decision to reduce the size of the zone to 420 sq m (30m x 14m) using the full extent of the funds we have raised to date. The bike stands, planters and seating all remain as per the initial design.
The area has been marked out and levels taken by the groundworks team, taking account of the requirements of the football pitch referenced above. The zone will be located in the far south-west corner of the playing fields, running west to east.
The PFMC has discussed Project Play with Ruishton FC, who hire the football pitch area over the weekends of the football season. Ruishton has confirmed that their preference is to run a single pitch orientated from west to east comfortably within the confines of the area allowed for the full sized football pitch (as set out above), rather than continue with two smaller pitches running from north to south.
Despite the small reduction in the width of the Numuga zone, this is still a significant space that will be transformational for our community and delivers on the promise made by the community in the Community Plan.
Plan for any excess funding
In the likely event that additional funding is secured, this money will be set aside as a contingency fund in case it is required during the construction of the play zone. Depending on the extent of any excess funds, and given Numuga’s modular nature, we may also have an opportunity to extend the zone to add additional
equipment. If any of the contingency remains once the zone has been completed, it is our intention to use the funds initially to plant out the two planters, and provide additional bins and benches in the vicinity of the play zone.
Next steps
Subject to availability, groundworks can commence during the next dry spell of weather.
The equipment will be ordered w/c 28[th] April. We have secured a manufacturing slot for the same week and there is an 8-10 week lead in time for delivery. Storage for the equipment has been arranged.
Installation of the equipment will commence w/c 14[th] July before the surface layer of tarmac is laid (Surface painting will take place at a later date as it cannot be done immediately after the tarmac has been laid). The aim is to try and open the Numuga zone in time for the 24[th] July when the school holidays begin.
Tennis Club Report
We continue to be a LTA registered venue, with associated Safeguarding standards. Full details of the Club can be found on our website, with regular updates & offers on Facebook, Nextdoor, local Newsletters & village calendar.
Our current numbers are slightly down with 19 paid up adults plus 1 junior. Reason for reduction in numbers is significant injuries, or illness, resulting in deferral of membership renewal until recovered. We also anticipate new interest with the warmer weather.
To offset costs we have slightly increased our fees for this year, rising from £105 to £115 for annual adult membership. Annual fees for juniors remain at £10. Pay & Play unchanged at £7.50 an hour for a court.
Club sessions continue on a regular basis, together with a thriving Rusty Racket group. We held our usual annual Open Day on the last Saturday in March which was well attended. A further Open Day will be held in the Summer allowing free use of the courts. The lack of interest in competitive league tennis is a major concern. Being unable to find sufficient players fit & willing to play, is a backward step for the Club.
Our easy access Pay & Play public booking system allows a court to be booked & paid for online & well used by local people & visitors.
We were successful in obtains the services of a LTA level 4 coach from Street to run 2 Summer & 1 half term holiday camps. These were very popular with typically 20 children at each camp. He had hoped to run weekly sessions for juniors throughout the year, but I have just heard that he has reluctantly had to
withdraw his services due to other commitments. So again looking for a new coach.
Regular maintenance of courts is undertaken by Club members. Installed cctv coverage is a deterrent to further minor vandalism of court fencing. However, continuing problem of footballs being kicked into the courts which needs to be addressed.
We hold regular Committee meetings & at our recent February AGM, to which the public was invited, the committee was re-elected.
Persons Willing to stand as Trustees
The following persons indicated a willingness to continue as trustees
Glynn Banks (PC) Lawrence Bostick (PC) Trevor Daniels Athena Dare Kathy Davison (TC) Graham Gleed Danny James (PP) Angela Kiddle Paul House (PC) Stuart Mark (TC) Paul Morse (CC)
Anne Merritt has decided to step down from the committee. Thanks go to Anne for her contribution to Project Play.
As Jamie Bateson has removed himself from the Whatsapp group it is assumed that he no longer wishes to participate. An alternative contributor from the Cricket Club will be nominated
Election of Officers
| Position | Proposed | Seconded | |
|---|---|---|---|
| Chair | Graham Gleed | PM | TD |
| Treasurer | Trevor Daniels | GG | AD |
| Secretary + | Angela Kiddle | GG | PH |
| Facility Manager | |||
| Vice Chair | Paul Morse | AK | TD |
Additional Topics
Supplemental topics discussed as part of this meeting will be published separately.
Next Meeting
Monday 23[rd] June
Meeting Close
The meeting closed at 8:17pm
Stoke St Gregory Playing Field Management Committee Accounts period l March 2024- 31 March 2025 This is to certify that I have checked the above accounts, with full assistance when required from the Treasurer, Trevor Daniels. The accounts reflect a 13-month period, because of the wish to move the financial year to start in April henceforth. Also unusual this year is the major fundraising effort in support of Project Play, and the need to adjust the financial management to accommodate additional money movements, some of which were substantial sums. The Treasurer has explained to me the mechanism by which the Gold Account was used from November onwards for the monies associated with Project Play, and the impact on the use of the everyday CAFcash account. Whilst good evidence has been presented for the vast majority of the day-by- day transactions of normal business, the same cannot be said for the transactions associated with Project Play, for which the income was generated outside of the regular PFMC operation. Consequently I have been unable to verify the figures relating to Project Play. Whilst I have no reason to believe that the figures are in any way inaccurate, it would have been good practice for Project Play to submit their own audited accounts, which could have been provided as an annex to the PFMC accounts- this is something I would advocate for the subsequent FY, during which the vast majority of Project Play expenditure on equipment procurement and installation will have occurred. Subject to the above l am content to approve the accounts, with thanks to the Treasurer for a good job undertaken in a difficult year. Paul Fielding 3 July 2025