2024-02-29-accounts

Glapthorn Playing Field Association

GPFA MINUTES AGM

Monday 15[th] April 2024 at 7.30pm

Glapthorn Village Hall

1. Chair’s welcome (NK) – NK welcomed everyone to the AGM. Present: Nick Knowles (NK)– Chair Malcolm Moss (MM) – Vice Chair Debbie Carmichael (DCa) – Secretary Gillian Bland (GB) - Treasurer David Cashmore (DC) Elli Igglesden (EI) Jo Hood (JH) Philip McNaughton (PMcN) Cheryl Scott (CS)

2. Apologies for absence Joanna Joyce (JJ) Sue Bradbury (SB)

3. Chair’s annual report for 2023 (NK)

The sand slits were filled 13[th] Nov 23 with a sand soil based mix and grass seed prior to the winter. This was further fertilised with 8 bags of fertiliser. Then in April more grass seed was spread along with summer fertiliser. Thank you to Malcolm and all the volunteers for their efforts. The gaps in the sand slits have not opened, but summer will tell if they will opened.

The playground has been much used and enjoyed by villagers and our surround community.

New gravel has been spread on the carpark. The carpark continues to be an asset for the school and the local community while using our surrounding local walks.

We have recently had an accident where someone drove through with roof tent into the top bar of the gate and this needs to be repaired. The parish clerk has been given the telephone number of the person that drove into the carpark to arrange repairs.

Registered Address: C/O Glapthorn Village Hall, Main Street, Glapthorn, Peterborough, PE8 5BE Email: [e-mail]. Registered Charity No. 1189712

The year has seen a successful community effort with the grass cutting rota, and ongoing maintenance on the field working to bring it up to a useable standard.

The fundraising committee organised a successful Bonfire evening which was

enjoyable evening and thank you to all those that organised especially due to the rain before the event.

1. Financial Statement (GB)

The financial statement for up to 28[th] February 2024

Opening balance £1856.81

Fundraising £1446.39

Outgoing £989.75

Closing Balance £2313.45

• 5 Chairman to invite comments and questions from the floor.

JH - Carpark is weedy and would benefit from a group weed and strim around carpark. It was agreed that this would be arranged by the GPFA.

1. 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

   • a. GB stepping down as treasure. GB will complete year end report and charity commission report. NK thanked GB for all her hard work. The appointment of a new treasurer to the committee would be required.

   • b. NK stepping down as chair. NK informed the committee last year that he wanted to step down, however with no volunteers last year NK would like to step down this year. The appointment of a new chair to the committee would be required. NK will continue to help co-ordinate maintenance and will remain co-ordinating the grass cutting rota

2. The chair asked other existing committee members if they wish to remain at their present posts.

3. DCa confirmed she would stay as secretary.

4. MM confirmed he would stay on a vice chair.

5. JH asked how much work was required for Treasurer. GB confirmed they had been trying to change over the Barclays account, because we are a charity and need a different type of account. GB was halfway through

changing the names on account. Currently because the field is not being booked the account has few payments in and out.

When we are taking bookings for the field EI will monitor the booking system which is tagged onto the back of the village hall booking system. Village hall system will be used for bookings.

JH – asked if there would be a conflict of interest being on Village hall and GPFA committee, which it was confirmed it would not.

GB will complete the year end accounts for submission before handing over to next treasurer.

JH asked what was involved in the chair role.

NK confirmed - chairs role is to run meetings, if a vote is required and a tie occurs the chair has final vote. Not too onerous.

JH offered to take up the chairs role. NK thanked JH and asked the committee to confirm. The committee appointed JH as chair.

MM – confirmed he will be a treasurer until we find an alternative. An advertisement would need to go out to the village to find more volunteers. The committee appointed MM as interim Tresurer.

Sub committee required for maintenance – MM, NK. MM would like a gradual handover of maintenance responsibilities. Someone to take over the organisation of the maintenance.

Requirements of maintenance of the field.

Greg has rolled field and organised spreading of soil. 30[th] April 2024. Rugby club and Football club would use field in the winter, which is the requirement to ensure the field is up to playing standard.

The field is definitely improving and hopefully by the end of the year will be ready for club use.

CS asked what would happen if we can’t maintain the field. The Parish council will have to deal with the outcome and this would not fall to the GPFA. NK is confident we have a clear paper trail that we have been trying to achieve what Sports England require. It is extremely unfortunate situation. PMcN confirmed the field has potential, and was the right thing to do.

NK confirmed originally village were worried about usability and having control. The Parish council provide £500 a year to aid the field and generally the Royal Oak provide £200 a year to the GPFA. The Parish council are keen to make this work.

Sub committee for fundraising – DCa, CS, SB, JH, BH

• The Chair to call for votes for nominees if necessary.

• The chair to ask if anyone wishes to become a trustee.

• Current Trustees are : NK, SB, Eli, MM, DC, all confirmed they would remain.

8. Any other business.

DC – agreement with PC was set up 2021, it has been updated. Only change is water, PC will pay standing charge and the PFA will pay for the water used.

Charitable fund – considering registering charity for gift aid so you get 25% more from any tax paying individual. The charity commission registered address is VH, might need a lockable box on the outside, which would be better than someone’s address. NK will speak to village hall committee.

Gift aid of charitable commission, MM and DC will register four charity for gift aid.

1. Proposed date of the next A.G.M, 2025 7 April 2024

Thank you end of AGM

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