Minutes of the Sixteenth Annual General Meeting of The Dove Valley Community Project (Registered Charity Number 1193032) held at Tutbury Club, on Thursday, 15[th ] August, 2024, commencing at 1905 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 2024 Page 1 **Minutes of the Sixteenth Annual General Meeting of the Association, held at Tutbury Club, on Thursday, 15[th] August, 2024, commencing at 1905 hours.** **Present:** Anthony Ball Jenny Hinks Janet Ball Hannah McLaughlin Joan Baxter Kevin Mould Peter Baxter Rachel Mould Richard Beard Jessica Piper Rose Bentley Stephen Piper Hayden Betteridge Denis Robinson Janet Ebberley Barry Saul Owen Jones Lynne Saul Stephanie Jones The Chairman welcomed everyone to the fifteenth meeting of the Association. |**1.0**
**2.0**
**3.0**
**3.1**
**3.2**
**3.3**|**Apologies**
None
**Adoption of the Minutes of the Fourteenth Annual General Meeting of**
**the Association**
The minutes of the meeting held on 14thAugust, 2023, 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 14th August, 2023**
**Item 6.1 – Community Activity Event with NatWest**
Stephanie is still pursuing the possibility that her team from NatWest will carry
out this event as part of their community involvement but, although there
have been constraints by the company, she is still hoping this may go ahead
in September.
**Item 6.2 – New Memorial Post**
The old post has been removed, and the new memorial post is in situ housed
in a galvanised steel base (provided by Austin Cox of AGC Fabrications). A
dedication service was held for Keith Sowter, and there will be one for Steve
Bannister and their memorial plaques, along with existing plaques, were
mounted on the post. Further plaques can be attached should people wish to
have a memorial placed on the Meadow.
**Item 6.3 – Fundraising Events**
Following the success of last year’s Duck Race Hatton Village Carnival held a
Duck Race on 6thMay to raise funds for the Hatton Village Carnival in July.
They also held a Dog Show on 14thApril to raise funds for same. They gave
DVCP a donation of £200.
Nestlé, as part of their Annual Charity Fundraising initiative will be holding a
Country Fayre and Duck race on the afternoon of 31stAugust in aid of Andy’s|**Action**
SO
Trustees
Trustees|| |---|---|---|---| DVCP AGM Minutes – August 2024 Page 2 Man Club (a men’s mental health charity). They will continue with a hog roast and music until early evening. ## **3.4 Item 6.6 – Mowing of the Meadow/Removal of Grass** Smith’s of Scropton will be coming to mow the Meadow in time for the Nestlé charity event. Discussion took place on the possibility of the overgrown riverbank also being cut back. Smiths and others will be asked if this is possible. ## **4.0 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 - 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 ## **5.0 Report by the Chairman – Anthony Ball** Anthony welcomed everyone to the AGM and thanked Tutbury Club for allowing us to use their premises and thanked all the Trustees for their continued support. He also thanked David Jones for undertaking the verification of DVCP accounts and Lynne for continuing to run the bonus ball draw which has made a huge difference to DVCP’s finances. The last year on the Meadow has been quite trouble free except for the damaged caused by construction vehicles in the picnic area – this will be DVCP AGM Minutes – August 2024 Page 3 ## discussed fully in item 7.1. The Hatton Village Carnival Committee have used the Meadow for two events this year with the dog show being a huge success. There was a problem with parking down the cul-de-sac but, should the event go ahead next year, this problem will be resolved. However, the Duck Race was marshalled better. The Committee donated to DVCP £200. Unfortunately, we have seen the passing of one of our members – Rob Fleming who will be missed for his friendly chats. **6.0 Report by the Treasurer – Barry Saul** We had another successful year with our funds standing at £15,637.21 – an increase of £551.64 on the previous year. The bonus ball provided a large part of our income with a profit of £1,129 which helped cover most of our expenses. We did have to pay out £370 to have the mower serviced but, as we had been granted monies from the Big Lottery fund, we were able to purchase a new, improved mower which will not require servicing this year. Due to interest rate rises we received £245 more in bank interest and, as we didn’t have to mow the Meadow as often, saved £80 in petrol costs. So, if we continue to run the bonus ball and still receive donations for hosting events on the Meadow, we should be able to keep a healthy balance in the DVCP’s bank accounts for the times when we are not able to obtain monies from these sources. **7.0 Any Other Business: 7.1 Restringing of Electricity Cables/Restoration Work to Land – National** DVCP/ **Grid:** HPC This massive undertaking began in November 23 when contractors came to the Meadow to take samples of the existing concrete bases to ascertain that the concrete was still viable – the bases to our pylon were found to be faulty and remedial work is to be carried out in September. During their works on site, which took place after the Meadow had been in flood, they completely rutted and tore up the picnic area. As we look after this area for Hatton Parish Council, DVCP and HPC have been in touch with National Grid and we have been assured that the ground will be made good. As numerous visits to site will be required to carry out the restringing and the remedial work to the bases, a meeting was arranged on site with members of National Grid, Groundline, Woods, HPC and DVCP Trustees on 23[rd] July and it was agreed the reparation work to the land will be carried out in the Autumn. National Grid have Wayleave Rights to carry out any works necessary to their equipment on landowners land but we receive a Wayleave Payment of £3.45. **7.2 Forthcoming Events on Thistley Place Meadow:** Rachel Mould, who works for Truma, has been approached by their Trustees management team about the possibility of holding their works/community event next summer on the Meadow. She is awaiting the confirmation letter from Truma regarding the event but it will possibly be in the afternoon for Truma families and friends together with members of the community with the usual attractions you would find at a country fair plus rides for the children. The event would continue into evening with music. She said that, if it was successful, then it could become an annual event. She had told the directors DVCP AGM Minutes – August 2024 Page 4 |**7.3**
**7.4**
**7.5**
**8.0**|that they would be required to make a donation to DVCP for hosting the event
and they have initially agreed a sum of £300. Discussion on this took place
and everyone agreed that this would be a good event to host for the whole
community but that the evening session should end at around 10.00 p.m. so
as not to disturb the residents around the Meadow.
**Grants Received:**
Big Lottery Community Fund: We were granted £6,899 from BLCF in March
and we were able to purchase the new sit on mower from Tutbury Garden
Machinery. This replaced the existing mower which was 8 years old and was
developing numerous problems which would have been prohibitively
expensive to address. The new mower, a Club Cadet XZ6-S127 with a 50-
inch cut, not only has a wider cut but is much faster and efficient.
DCC Members’ Community Leadership Grant: Julie Patten granted us £230
from this fund in June to purchase new picnic tables for fundraising events.
**Clearance of Unwanted Items from large Container:**
The storage container houses all the marquees, tables and chairs and other
items required for the project/events. However, there are numerous items in
there that are no longer required or left over from car boot sales, etc., and
need disposing of, and help will be required to clear it out and dispose of
these items either by recycling or donating to charity shops. We have already
disposed of two old petrol generators (which were originally given to us). If
anyone could give a hand with this task it would be much appreciated.
**Cutting Back/Reshaping Shrubberies:**
Some of the shrubberies are now very overgrown, cover the pathways and
make mowing difficult. The are also some trees in the shrubberies (which
were originally transplanted there by the Environment Agency when they
constructed the flood banks but not returned to their original planting places).
It was decided to investigate getting quotes to undertake this work. Rachel
suggested Rob Bates and she has since contacted him for a quote. When
received the Trustees will consider if it is viable for us to have this work done.
**Date of 2025 Annual General Meeting:**
The date of the 2025 AGM will be decided at the First Trustees Meeting in
January 2025.|ALL
Trustees| |---|---|---| ## **The meeting closed at 2000 hours.** Lynne Saul Trustee & Secretary to the Association 16[th ] August, 2024 Page 5 DVCP AGM Minutes – August 2024 DOVE VALLEY COMMUNITY PROJECT (Registered Charity Number 1193032) Vertlled Accounts for Financial Year 19tApril. 2023_ 3181 March, 2024 Description In Out (£) Sub Totals Balan¢0 blf {£) (£1 General Fund: Income- Donations Bonus Ball Income - 2023124 Advance Bonus Ball ments for 2024125 HMRC Charities Pa ment Gift Aid Refund DCC Members, Community Leadership Grant towards New S. na Hatton Village Camival Commrttee donation used in art towards New Si na Electricty credits towards usago from 2021123 Xmas Li hts Wa leave Pa ment from NPower Bank Account Inleresl Amazon Smile Cha Sub Total: 15.085.57 193.00 2,689.00 24.00 146.62 2H.00 193.00 1.099.00 24.00 146.52 244.00 1,590.00 300.00 16.81 16.81 3.45 389.88 20.12 3.45 389.88 20.12 Fund 2 436.88 17 522.45 Ex nsgs: Public LiabiltylPersonal Accident & Equipment Insurance Electric Char Mower Service lacement Christrnas Tree L. Petrol Costs SDDC - Renewal of Lotteries Licence Items for Pro ect Donations lo cha on death of DVCP members TCV Renewal Granted free a ain Un Bank- Service Char es New Si na e for Meadow Web Hostin Renewal Thank you payment to Bill Douthwarle via Natw)nal Garden Voucher Hatton Parish Council - PepFErcorn Rent paKI by DVCP to maintain H*ton Picnic Area Payment lo Farmer for Cutting Thistley Place Meadow Sub Total: Total Funds held b DVCP March 2024 467.97 467.97 es 2023 Xmas Li hts 16.81 370.07 26.66 178.65 20.00 16.81 370.07 26.66 178.65 20.00 68.68 25.00 hts 25.00 72.00 443.16 118.74 52.50 72.00 443 16 118.74 52.50 5.00 5.00 20.00 20.00 1 885.24 15 637.21 Account verificatlon donated by Hatton Parish C¢Juncil continue to pay for dog bin emptying I confiTh thal I have reviewed the Communty's tooks and bank records and can ￿nfirrn that the a￿ve report is prepared in accordance with those records. David Jone$ Dated: Barry Saul (froasurgr to DVCPI Dated: I DIots/2oZ DOVE VALLEY COMMUNITY PROJECT (The 'Association') (Registered Charity Number 1193032) Notes to the Financial Verlfication Report to 31StMarch. 2024 Assets held by the Dove Valley Communty Project as al 31° March, 2024 Thislley Place Meadow and Nature Reserve Gales to same Trailer + Various Tools Cub Cadet Sit on Mower Wooden Punt 82 stackab￿ metal chairs 16 collapsible tatrAes - various sizes 10ft Security Shed 20 ft Security Shed 2 x Wheelchair Accessible Picnic Benches 1 x Ordinary Picnic Bench 4 x Benches wrthout backs 3 x Benches wrth backs Derbyshire Flags and Flagp)le 2 Heavy Duty Shredders 3 x Marquees + 3 x Steel GazeLM)s + 2 Pop up Gazetrt)s and feet Calor Gas BBQ & Tea Um Sel of Children's Goal Posts Cash held in the Assockotion's Bank Account and Pety Cash -£15 637.21 Thanks to Everyone This project would not be achievable with￿t the assistance of our supporters. During the Year Ended 31* March. 2024, the Assoch8tion would particularty like lo thank the ft)Ilowing peoplelorganisations.. Everyone, both inside and outside of DVCP, who have paKI into our Bonu$ Ball Weekty Draw Austin Cox, of AG FabricatK)ns. for again donating rterr￿ for the project Councillor JullE Patten for again supporting us through the WC Members, Communty Leadership Fund Nestlé for donating the Christmas Iree David Jones for donating the verIficat￿n of DVCP Annual Accounts Unmetered Electncty Suppty- Npower- overcharged since £20211£20.59I- consumption 2023 1£16.811 uedited against these accounts. Further £7.06 will be credrted against 2024 usage. All stationery is donated To each and every one of you who has volunteered Ix)th their time and efforts by working on the project and helping out at fundraising events- thank you so much for your hard work and dedicalK)n.