## Glapthorn Playing Field Association
## **GPFA MINUTES: AGM Wednesday 22/09/2021 7.30pm Village Hall**
1. Chairman’s welcome. NK This is our first AGM as it was missed last year because of COVID. Welcome and thank you everyone for coming.
2. Apologies for absence. JH & NG & Mat & Lucy Walters
3. Chairman’s annual report for 2020 & 2021 We have achieved a lot in the last 2 years with a playing field, car park and playground all being created from scratch. A lots of people have contributed towards this project over a number of years but Malcolm Moss must be given particular credit and considerable thanks for all his efforts and dogged determination in seeing it through. As a committee we have created a charity, put up goalposts, painted car park spaces, picked up rocks from the field, we have chased and obtained a wide variety of funding opportunities and we have run some great fundraising occasions for the village to enjoy and we should be proud of all we have achieved. And the success of the project is easy to see – the outdoor gym, playground and car park have all had considerable use. People from Oundle and villages further afield are coming to enjoy the peace and tranquillity our facility offers. This is a testament to how well the facility works.
Looking to the future we look forward to having a village party to finally celebrate the formal opening of the facility, getting the field into regular use by the school and villagers as well as sorting out long term grass cutting solution.
4. Financial Statement (MM) MM talked through the accounts for the last few years including 2021 so far. There will be a bill of about £750 for the grass cutting for the rest of the year. Bills currently go through the Parish Council which makes sense due to being able to reclaim the VAT.
East Northants Communities Management Fund update – Grantscape are involved. We have been nominated for a payment this year - £1350 but we need to know that this is far from
Registered Address: C/O Glapthorn Village Hall, Main Street, Glapthorn, Peterborough, PE8 5BE Correspondence Address: C/O The Hayloft, Lower Farm Main Street, Glapthorn, PE8 5BE Email: GlapthornPlayingField@gmail.com. Registered Charity No. 1189712
guaranteed every year so cannot be relied upon and other solutions should be considered.
Our account is fairly healthy. See attached appendix with financial details.
5. Chairman to invite comments and questions from the floor.
- David Cashmore – Request that the information on the Parish Website be reviewed and updated.
Matt & Lucy Walters Email:
- Re Floodlights: There has never been any intention of installing floodlights and this has not changed.
- Re Heavy Use: Rugby Club as of yet have not asked to use the facilities and they cannot at the moment anyway due to the state of the field. The committee will be able to control this level of use but we do not anticipate a great deal of use – it will probably only be requested when the fields in Oundle are flooded. Everyone that does come will be paying for use of the field which will help keep up with its upkeep and thereby put less onus on the village for its upkeep. It is important to remember that there are benefits to the village when there is organised outside use of the field.
- Re Electricity: Committee does not forsee any additional use for the electricity than those listed by M & L other than occasional use for community events, e.g. powering up kettles, fridges, microphones etc for BBQ events and fetes, and school sports days. Use will be very limited and is controlled by the school as this is where the electricity supply stems from.
- Re CCTV: CCTV will be controlled by the school – this is for safeguarding for children but we will be able to request access to it and there will be a couple of weeks lag before it is deleted. The cameras will face the playground and the car park. CCTV will need signs once it is up and running.
Jane Wilkinson email:
- Re-kissing gate access: SB has already replied and removed padlock. This is something that we may need to revisit if there is an issue with vehicles (e.g. motorbikes) accessing the field. We may perhaps look at a different kissing gate option similar to the pocket park if there are issues with keeping the main gate open.
6. Election of management Committee members - up to 6 members to be elected annually at the A.G.M. Chairman to invite nominations for the Committee from the floor
- Chairman to ask existing Committee if they wish to remain at their present posts. Naomi Green to resign from Committee.
- Chairman to call for votes for nominees if necessary.
Trustees will require election/re-election every 3 years with the next election due in 2022. As we are required to have a minimum of 3 trustees to be in-line with our constitution we currently have sufficient. However best practice would suggest 4 or 5.
- Chairman to ask if anyone wishes to become a trustee. Nigel Smith and Naomi Green to resign as trustees.
8. Any other business. DC’s mum has purchased a bench in memory of her Dad, Eddie Sutton and Sue Brewer has purchased one in the memory of Bob. The committee expressed their thanks for such generous contributions.
9. Proposed date of the next A.G.M. : 21/09/2022
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Charity Name No (if any)
Receipts and payments accounts
For the period Period start date Period end date
To
from 5/29/2020 2/28/2021
Section A Receipts and payments
Unrestricted Restricted Endowment
Total funds
funds funds funds
to the nearest
to the nearest £ to the nearest £ to the nearest £
£
A1 Receipts
Donation from Village Show Committee 70 - - 70
Revenue grant from Augean Fund 500 500
Christmas Card Sales/Donations 364 364
- - - -
- - - -
Sub total (Gross income for AR) 934 - - 934
A2 Asset and investment sales, (see
table).
- - - -
- - - -
Sub total - - - -
Total receipts 934 - - 934
A3 Payments
Tree Root Removal at Playing Field 240 - - 240
Insurance 268 - - 268
Masonry Paint for car park lines 38 - - 38
Salt Bin 75 - - 75
- - - -
- - - -
Sub total [ 621 ] - - 621
A4 Asset and investment
purchases, (see table)
- - - -
- - - -
Sub total [ - ] - - -
Total payments 621 - - 621
Net of receipts/(payments) 313 - - 313
A5 Transfers between funds - - - -
A6 Cash funds last year end - - - -
Cash funds this year end 313 - - 313
**----- End of picture text -----**
## **Section B Statement of assets and liabilities at the end of the period**
||||**Unrestricted**||**Restricted**|
|---|---|---|---|---|---|
|**Categories**|**Details**||**funds**||**funds**|
|**B1 Cash funds**||**_Total cash funds_**|**to nearest £**
**-**
**-**
**-**
**-**|
|**to nearest £**
**-**
**-**
**-**
**-**|
||(agree|balances with receipts and payments
account(s))|Agreement Error|OK||
||||**Unrestricted**||**Restricted**|
||||**funds**||**funds**|
|**B2 Other monetary assets**|**Details**||**to nearest £**
**-**
**-**
**-**
**-**
**-**
**-**|
|**to nearest £**
**-**
**-**
**-**
**-**
**-**
**-**|
|**B3 Investment assets**|**Details**||**Fund to which**
**asset belongs**|**Cost (optional)**
**-**
**-**
**-**
**-**
**-**||
|**B4 Assets retained for the**|**Details**||**Fund to which**
**asset belongs**|**Cost (optional)**
**-**||
|**charity’s own use**||||
|**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**|
||||**Fund to which**||**Amount due**|
|**B5 Liabilities**|**Details**||**liability relates**|
|**-**
**-**
**-**
**-**
**-**
**(optional)**|
|Signed by one or two trustees on behalf of
all the trustees||Signature|Print|Name||
Signed by one or two trustees on behalf of all the trustees
**----- Start of picture text -----**
CC16a
**----- End of picture text -----**
## **Last year**
## **to the nearest £**
**-**
**-**
**-**
**-**
## **Endowment funds**
**to nearest £ - - - -**
OK
**Endowment funds to nearest £ - - - - - -**
**Current value (optional) - - - - -**
**Current value (optional) - - - - - - - - - When due (optional)**
Date of approval