Minutes of the Fifteenth Annual General Meeting of The Dove Valley Community Project (Registered Charity Number 1193032) held at 14 Dove Side, on Monday, 14[th ] August, 2023, commencing at 1900 hours
I accept and sign the above Minutes as a true and accurate record of the proceedings:
Signed: Signed: Anthony Ball Barry Saul Chairman Treasurer
Dated: Dated:
DVCP AGM Minutes – August 2023Page 1
Minutes of the Fifteenth Annual General Meeting of the Association, held in Lynne & Barry Saul’s House, 14 Dove Side, commencing at 1900 hours.
Present: See Attached list Apologies Joan & Peter Baxter : Verena & Richard Beard Hannah McLaughlin Judith & Peter Morley Kevin Mould Jess & Steve Piper
The Chairman welcomed everyone to the fifteenth meeting of the Association.
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Adoption of the Minutes of the Fourteenth Annual General Meeting of the Association The minutes of the meeting held on 15thAugust, 2022, were officially accepted by all present as a true and accurate account of the meeting. The Chairman, Anthony Ball, and Treasurer, Barry Saul, both signed the document in the Official Minute Book of the Association, as a true record if events. Matters Arising from Minutes of 15th August, 2022 Item 2.1 – Amazon Prime This scheme has now ended. We received a total of £31.82 from this fund. Item 6.3 – Poppyfields Event No longer going ahead. Item 6.4 – Entrance to the Meadow – New overhead barrier and posts Everyone will have by now seen the magnificent structures at the entrance to the Meadow. DVCP are indebted to Austin Cox of AGC Fabrications who designed and constructed the metalwork, J.B. Engineering who did the laser Cutting, Pete Dumelow who did the galvanising and who all donated their time, materials and hard work to DVCP. Nestlé then arranged and paid for Paul Harrisons company to dig out the existing posts, erected the new structure and concreted this into place. DVCP cannot thank all the above enough for their tremendous and unexpected donations. Trustees of the Association, Members of the Management Committee The existing Trustees are prepared to remain in Office. The full list of Trustees is confirmed as: Anthony Ball Peter Baxter Richard Beard Hayden Betteridge Hannah McLaughlin Rachel Mould Kevin Mould Denis Robinson Jessica Piper |
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DVCP AGM Minutes – August 2023Page 2
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Steven Piper Barry Saul Lynne Saul It is confirmed that the Trustees and Officers of the Management Committee of the DVCP are: Chairman:Anthony Ball Treasurer:Barry Saul Secretary:Lynne Saul It is also confirmed that Trustees and Members of the Management Committee of DVCP are: Ordinary Members: Peter Baxter Richard Beard Hayden Betteridge Hannah McLaughlin Rachel Mould Keven Mould Jessica Piper Steven Piper Denis Jeremy Robinson Report by the Chairman – Anthony Ball Anthony thanked the Trustees who had volunteered their services to help organise fundraising events, putting up marquees, etc., to enable charity events to be held in the Meadow to raise much needed funds. We understand that, whilst working, people’s time is precious so, by helping out at functions, your volunteering and hard work is really appreciated. However, as the existing Trustees become older we would ask the younger Trustees to step forward and assist with some of the Meadow duties, such as mowing, dog bin and waste bin emptying, allowing existing Trustees to carry out general field maintenance. Anthony stated that his hope of Thistley Meadow becoming a beautiful wildflower meadow is being realised which should continue to self-seed and continue to evolve and encourage more wildlife into the area. Discussion took place on how and when people could start to assist with mowing and heavier maintenance on the Meadow. Some of the Trustees have agreed to meet later in the week to receive an induction into the use of the mower and various other tasks which are required to be carried out on a regular basis. Report by the Treasurer – Barry Saul The Treasurer reported that we had £15,245.44 in DVCP accounts yesterday. At the end of 2022/23 financial year the total funds of DVCP had increased by just under £1,853. This increase was largely due to income from the Bonus Ball and donations from individuals, Good Life Pharmacy and the Circus. We also received income from the Platinum Jubilee Event although all the costs for this event were covered by grants or donations. As interest rates have risen this gave us an added return of nearly £137. Luckily, Bank charges and Insurance costs have not increased. |
All Trustees BS SO JE |
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We have been very fortunate to have our accounts verified for the last 16 years by Bill Douthwaite free of charge. As Bill is now winding down to retirement, he will no longer be able to carry out this verification for us. We need to find another accountant willing to undertake this work for us. Stephanie Jones said that her aunt may be able to undertake the verification and will let the Treasurer know as soon as possible. Janet Ebberley was also aware of someone who might be able to do it should Stephanie’s aunt be unable to. 6.0 Any Other Business: 6.1 Community Activity Event with NatWest SO Stephanie explained that NatWest carried out these events as part of their Trustees community involvement and asked if DVCP could host them for such an event. Everyone agreed that this would be a marvellous idea. Work could be undertaken with coppicing of the shrubberies and with bulb planting (particularly fritillaries in the Meadow itself). Stephanie will put this suggestion to her team at work and get back to the Trustees. 6.2 New Signage for the Meadow: At their meeting in January the Trustees discussed the need to replace the handwritten emergency/access notices on the Meadow which had faded. The Secretary received donations/grants of £200 from Hatton Village Carnival Committee and £235 from Julie Patten via her Members Community Fund. Hardy signs manufactured the signs which are now in situ on the Meadow. Also, the wooden memorial post for Ron Buxton had rotted and will be replaced. Memorial plaques will now be mounted on this post rather than plant trees/install any more benches. 6.3 Fundraising Event - Christmas Tree Light Up – 3[rd] December, 2022 & Fête & Duck Race – Monday, 8[th] May, 2023 Hatton Village Carnival Committee approached the Trustees regarding holding the above events. They also held the Christmas Tree Light Up event on 3[rd] December, with live reindeer, Santa Claus in his grotto and children singing hymns. Proceeds from this event are going towards the Village Carnival Fund.
The Fête & Duck Race took place Monday, 8[th] May, 2023 and, took place, despite inclement weather, and raised valuable funds towards Hatton Village Carnival. After the event the Carnival Committee donated £300 from the revenue raised to DVCP.
Anthony said that Louise Burton will be holding dog training sessions on the Meadow again in the Autumn. This is free of charge as she donated any profits to animal charities.
The Secretary will approach Nestlé to see if they can provide the Christmas tree again. Discussion did take place on using an artificial tree instead but everyone present said that they would prefer to have a real tree.
DVCP AGM Minutes – August 2023Page 4
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Property Speculators The Secretary reported that, as we are on the Land Registry books, she often receives invitations from these people to purchase Thistley Place. Obviously these requests are ignored and, as DVCP is now a registered charity, they would not be able to purchase the land anyway. Circus – request for 2024 We have been approached by the circus to see if they could include Thistley Place as a venue for their 2024 tour. Everyone agreed that it would be preferable if they came to the Meadow after the final grass cut in August but we shall have to await to see what their itinerary is for 2024. They generously donated £700 to the meadow last time so it is a very lucrative form of income for DVCP. Mowing of the Meadow/Removal of the Grass The Secretary had spoken with Smiths the farmers, who rent the fields towards Marston. They came to the Meadow last week, cut the grass and then bailed it and took it away. There were 19 large bales, so it was quite lucrative for Smiths. They have agreed to come to the Meadow again next year and carry out the work free of charge. Metal Detectorists Anthony said that, after some gold coins were found in Sudbury, Hilton metal detecting group had asked if they could come to the Meadow. As it is illegal to search for coins on the Meadow (following the discovery of the Tutbury Hoard) this request was rejected. Date of 2023 Annual General Meeting: The date of the 2024 AGM will be decided at the First Trustees Meeting in January 2024. |
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The meeting closed at 2010 hours.
Lynne Saul Trustee &Secretary to the Association 16[th ] August, 2023
DVCP AGM Minutes – August 2023Page 5
DOVE VALLEY COMMUNITY PROJECT (Registerèd Charity Number 1193032) Verified Accounts for Financial Year 1$1April, 2022~ 311t March. 2023 Descrlptlon Balance In Out Balance {£1 Gèneral Fund: Income: Donations Bonus Ball Intt)me- 2022123 payments of £145 included in rewous accounts Bonus Ball Income advan - 2023124 Derbyshire Communrty Foundation Arts Council Grant for nsofshi for Platinum Jubilee DCC Members. Communty Leadership Grant towards PJ Hatton Parish Counal ment for Portaloos for PJ Bellwa Donation towards PJ Income from PJ Event GOI Lrfe Pha Donation lo DVCP Circus- donation to use Thisue Pl Hatton Camival Committee don"on t(r*rnls new si na Wa leave Pa ment from NPower Bank Account Interesl Am&on Smile Cha Sub Totsl: 13 32.75 13 232.75 202.00 2.461.00 202.00 901.00 1,560.00 1,335.00 1.335. 500.(K) 500.00 260.00 250.00 582.00 500. 700.00 200. 260.00 250.00 582.00 500.00 700.00 200.00 3.45 144.55 11.71 3.45 144.55 11.71 589.71 18 822.46 Fund Public LiabilttylPersonal Accident & EquiFYrwit Insurance Platinum Jubilee- Expenses (paid by Grants abo + DCC CLG of£330 in last earfs aCntS Electriaty Charges 2021 1£87.62)(receiv&l in 2022) + Electri Cha es 2022 £47.39 Mower SeMce- will be in 2022123 acct)unts lacement Christmas Tree Li hts Petrol Costs SDDC - Renewal of Lotteries Licence Items for Pro ect Donations to thatit on dealh of DVCP rneM TCV Renal Granted free an Un Bank- Service Char Sub Totsl: Total Funds held 438.19 2,595.00 135.01 106.14 258.04 20.00 85.11 25.00 74.40 3 736.89 15 085.57 DVCP PAarch 2023 Account verlfication donated by Bill Douthwaite Hatton Parfsh Council Gonlinue to pay for dog bln emptying I confirm that I have revieV the Community's books and bank recx)r(Is and can confimi that the ave report is prepared in ac£ordanGe with those records. W. J. Douthwa Dated: Barry Saul (Treasurnr to DVCP) /9-L-zg