Minutes

Thursday April 16 April 2009.

1.Chairman's report on the progress of plans.

John Buffoni reported that £500,000 had been granted for the swimming pool which was £250,000 for the fabric and £250,000 for running costs for three years. Further bids were in the process of being awarded and had not been challenged, The FA had agreed to write a letter of support. A bid for £2500,000 had been made to the Rural Deprivation Fund . The Plans had been submitted to National Parks and nothing else would happen until permission was granted.

It was hoped that building could start before the end of the year. Pictures of the proposed new building were shown and it was agreed to put them on the notice board and in the library for the town to see.

 2. Fund Raising events planned.

Thanks were given to all those who had come forward to help with the Fun day taking  place on May 4^th but it was hoped that more helpers would come forward from the clubs on the day.

·        Two volunteers were asked to help with the  Bouncy Castle who would need to be there at 9am to help with putting it up and then from 2.30 to 4.30. J Farley will be asked.

·        Car boot.

It was agreed to ask Ben Nicholson for the field behind the car park to use if the weather was wet. It will be left to Mick (who will have two helpers) to organise it. The car boot will start at 7am. The cost would be £5 for cars and £7 for vans (receipts would be given).

The Fire brigade would be asked to come and cover for First Aid along with Ray Thwaites who would provide a megaphone and put cones at the bottom of Baxtons.

Geoff Clark will MC and Jake Duncombe would be asked to open it.

·       Chris Parkin had had the tickets printed for the Hundred Club. Tickets should be sold by June 30^th and the draws will take place at the Town Council meetings each month. The prize will be £100 per month until July 2010.Tickets would be sold at £10 each.

3.   Bar Committee Report.

Colin had nothing to report.

4.   Financial report.

The last two bonds held by Nat West had been transferred to the Charity account at HSBC.

5.   To arrange the Annual Meeting

The next meeting will be the Annual General meeting and will be held on May 21^st at 7pm.

        This meeting is open to everyone.

6.   AOB.

The Tennis Club were asked to send a letter setting out their Child protection policy.

John Buffoni agreed to look into the company who owe the swimming pool £5000.

7.   Date of next meeting .May 21^st at 7pm.

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 Thursday March 12th  2009. 7.00pm.

Apologies. Ray Thwaites and Andrew Graham.

1.Chairman's report on the progress of plans.

·        The latest plans were examined. They will be going to National parks in the next two weeks for planning permission.

·        The trustees have given their approval.

·        The FA had been asked for funding but do not seem to want to cooperate.

Child protection policy.

The clubs were asked to send D Farley a letter to confirm that they have agreed to, either their own Child Protection Policy or, the one circulated by her. Everyone will have to have a designated member responsible for Child Protection.

Membership.

Membership needs to be paid soon by everyone. The clubs should pay for the estimated number of members at the beginning of every year.

NB. By next meeting.

Bids to date.

Bids have been made for £3,000,000. It is not certain that all these will come through. Some are dependent on planning permission. When the larger bids have been decided some smaller ones will be applied for such as those for sustainable energy etc.

A team will be formed to look at these.

The clubs will be expected to look at what is available from their individual associations.

    2. Fund Raising events planned.

It was agreed that there should be a target for match funding and this was set at £50,000.

A steering group has been formed to organise the fund raising for the next 12 months.

·        A Fun day has been arranged for 4^th May on the Sports Field. The purpose of this is to get support from local people and to raise awareness of what is happening.

·        A calendar of events has been arranged and circulated to all clubs.

·        A community draw will be launched in April .Chris Parking agreed to take this forward.

·        Volunteers were asked for and a list was circulated for people to sign.

·        Buy a brick was suggested and amended to Buy a tile in the new building.

·        Tony O'Neil agreed to fill in the form for an application to the Gazette and Herald fund for up to £500,000.

     3. Bar Committee Report.

Colin reported that the takings were up from last year. A very successful 80^th birthday had been held and Sky Sports was becoming more popular.

A new fruit machine has been installed.

4.Financial report.

A Helmsley Charity Financial report was circulated.

5. Date of next meeting .

APRIL 16^th 7PM

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 Thursday March 12th  2009. 7.00pm.

Apologies. Ray Thwaites and Andrew Graham.

1.Chairman's report on the progress of plans.

·        The latest plans were examined. They will be going to National parks in the next two weeks for planning permission.

·        The trustees have given their approval.

·        The FA had been asked for funding but do not seem to want to cooperate.

Child protection policy.

The clubs were asked to send D Farley a letter to confirm that they have agreed to, either their own Child Protection Policy or, the one circulated by her. Everyone will have to have a designated member responsible for Child Protection.

Membership.

Membership needs to be paid soon by everyone. The clubs should pay for the estimated number of members at the beginning of every year.

NB. By next meeting.

Bids to date.

Bids have been made for £3,000,000. It is not certain that all these will come through. Some are dependent on planning permission. When the larger bids have been decided some smaller ones will be applied for such as those for sustainable energy etc.

A team will be formed to look at these.

The clubs will be expected to look at what is available from their individual associations.

    2. Fund Raising events planned.

It was agreed that there should be a target for match funding and this was set at £50,000.

A steering group has been formed to organise the fund raising for the next 12 months.

·        A Fun day has been arranged for 4^th May on the

     Sports Field. The purpose of this is to get support from local people and to raise awareness of what is happening.

·        A calendar of events has been arranged and circulated to all clubs.

·        A community draw will be launched in April .Chris Parking agreed to take this forward.

·        Volunteers were asked for and a list was circulated for people to sign.

·        Buy a brick was suggested and amended to Buy a tile in the new building.

·        Tony O'Neil agreed to fill in the form for an application to the Gazette and Herald fund for up to £500,000.

     3. Bar Committee Report.

Colin reported that the takings were up from last year. A very successful 80^th birthday had been held and Sky Sports was becoming more popular.

A new fruit machine has been installed.

4.Financial report.

A Helmsley Charity Financial report was circulated.

5. Date of next meeting .

APRIL 16^th 7PM.

MINUTES

November 13^th   2008 at 7.30pm.

1.    Action Points from last meeting.

·       Feedback on protection Policy-No one has sent any feedback yet. It was agreed that the clubs could adopt their own policy if they didn't want to use the one circulated.

·       Comments on the booking rules-Chris Parkin had drafted a booking form which was a more comprehensive document. It was agreed that Chris and Dinah put the two together for the next meeting.

·       Footpath progress-The hedge along the footpath has been removed but a fence may be needed to fill in a few gaps. The footpath repair is ongoing.

·       Trip to Galtres Centre-This was agreed for Wednesday 21^st November.

·       Electric inspection-Tony O'Neil has agreed to do the inspection before December.

2.    Ideas for Christmas Fundraising.

It was agreed that a diary of events should be arranged for fundraising not just for Christmas. Suggestions made were.

Lottery or Draw made monthly. This could bring in £300-£400 per month and the draw could be held at the Town Council meeting.

Duck Race-which could be held when the weather is better.

Casino Night. Air Guitar night. A Sports Day which had been a great success in the past.

It was also agreed that more events should be held at the Sports and Social Club.

3.    Bar Report.

No committee meeting had been held but Colin reported that the Bar was 15% down on Bonfire Night.

He also suggested that the old pool table be sold for approx. £150 to make more room as it had not been taking enough money. This was agreed.

Colin asked for Skye boards on which to advertise football matches. It was agreed to buy 4 boards at a cost of £40.

On 30^th November there will be two big football matches on and it was agreed that it be advertised and a lunch put on. This may be pie and peas or ox roast. Ray suggested he give a deep freeze.

Ray explained the scheme being run in Helmsley, Ampleforth and Kirkbymoorside by the public houses, in conjunction with the Police to provide a safer working and drinking environment.

 Anyone who causes a problem in a pub, who is then barred, will automatically be barred from all the other pubs and clubs.

It was agreed that the Sports and Social Club participate in this scheme.

4.    Update on the Race Night.

The race Night is being held in the Town Hall on December 12^th 2008 . The tickets will be £10 each which will include a pie and pea supper and a glass of wine. There will be 120 horses at £5 each and the races are sponsored by the businesses in the town. There is a tricast which will be sold before the night at £2 each. The race when this is applied to will be drawn on the night. Tickets can be obtained from the Trustees.

5.    Club fundraising.

It was stressed that the Clubs must be involved and come to the meetings. It was agreed that the Chairman should contact the Tennis Club to ask why they are not sending anyone to the meetings and joining the fundraising.

The Bonfire had only broken even this year because of lack of public attendance.

6.    Financial report.

A report was circulated .the Tennis Club has not paid rent.

Jeremy Bowes has agreed to take on the Charity accounts next year and Andrew Graham has agreed to continue to do the Club accounts. The Nat West bank account is closed but the papers for the deposit account were not signed by one person and therefore have to be left for the time being.

7.    AOB.

Ray introduced Ian Waines who is the North Yorkshire Youth coordinator and will help with funding for the youth teams etc.

8.    Date of next meeting.

The next meeting will be on Thursday December 11^th at 7.30pm.

All Club Chairman will be invited to this meeting.

9.    Action Points for next meeting.

·       Adoption of Child Protection Policy-all Clubs.

·       Fundraising ideas-all Clubs.

·       Does the Bonfire need to pay rent-all clubs.

·       Rent for clubs.

·       Risk Assessment-J Buffoni.

 MINUTES

October 16^th   2008 at 7.30pm.

1.    Action Points from last meeting.

·         Child protection policy-Each club was given a copy of the Child Protection policy issued by Sport England and the NSPCC which needs to be studied for compliance with the insurance policy.

·         Rules for Club letting- it was suggested that the it should be " up to £100 deposit"

·         Footpath clearing-The hedge and footpath are owned by Yorkshire Housing who have asked for a letter of support to remove the hedge. The person responsible for the footpath has been unobtainable to date but is ongoing.

·         Ideas for fund raising-Discussed later.

·         Book Town Hall-the Town Hall has been booked for December 12^th for a fund raising event.

2.    Ideas for Winter Programme of Events

The race night raised £1336 . it was a bad night but very much enjoyed by those who went. John Buffoni thanked Colin for organizing it and his helpers who ran it with him.

It was agreed that another Race Night be held at the Town Hall on December 12^th. John Buffoni will provide the projector and a dvd will be rented. Jane barker agreed to organize the refreshments and the sorts Club will run a bar. A temporary Licence will be applied for from RDC. The Trustees will be asked to help provide the sponsors. David Jeffels has agreed to advertise the event.

          A Christmas bingo will be held.

3.    Bar Committee Report.

Colin reported that the opening times were now being advertised and the bar had taken £3300 in the last month. This can be done every month if events are held regularly. In November there will be a 30 birthday, Christening, Cricket Club Dinner and the Bonfire.

It was suggested that a Christmas Party be held for the members.

No bar personnel had been found yet. Colin has got plastic glasses to use at the Bonfire and will put up the price at the start of the evening to cover the cost.

4.    Update on Fund Raising.

 Funding may be available from Ryedale District Council. Fred and his associates are making the bid which will be checked by John before being sent before the end of October. John Buffoni asked for more help from the club members in order to help get what they want.

All members who work for the fund raising for the Charity are asked to keep a record of their time and expenses as this will help when bids are put in for match funding.

5.    Clubs Fund raising Committee.

There was nothing to report at present.

6.    Comments on the plans.

The plans have been amended to take into account the comments from the last meeting and it was agreed that they could be amended again at a later date if needs be.

It was pointed out that there are no female changing facilities or toilets on the upper storey.

John Buffoni is seeing the NYMNPA Chief Planner to discuss the plan.

7.    Financial report.

Andrew reported that he had not had a reply to his letter regarding the Fun Day money. The old Sports & Social Club account at Nat West will be closed in a few days.

He will give a written report at the end of October and every three months after that.

A new treasurer is being looked for to take over from Andrew.

8.    AOB.

·         The Bonfire Committee are working hard to arrange the Bonfire.

D Farley will arrange to contact the Insurance company to let them know all the details.

·         Tony O' Neil will be asked to inspect the portable electric appliances as well as the system as a whole.

·         David Snowden reported that he will look at the surface water problem in the car park. The Bowling Club has cleared the drains at the side of the club.

9.    Date of next meeting.

This will be on Thursday November 13^th .

10.                      Action points.

·         Feedback on protection Policy-all

·         Comments on the booking rules-all

·         Footpath progress-D Farley

·         Fundraising suggestions for Christmas-all

·         Trip to Galtres Centre-P Silk

·         Electric inspection-D Farley

September 18^th   2008 at 7.30pm.

1.    Action Points from last meeting.

·         Talk to insurance company ref: clubs public liability, cricket covers .-This cannot be covered by the Charities Insurance.

The insurance company has issued priorities for the Club.

·         Model and strategy for Youth Council - R. Thwaites.

Ray was not able to be present. John Buffoni had attended a meeting for MY Place funding which was not suitable, as the young people have to plan and run the activity/facility themselves.

·         Billiards Club, table re-cover - J. Buffoni. A quotation of £345 has been obtained for the recovering of the table. It was agreed that a Billiard Club be formed with a subscription for membership and together with Harome's use this would go towards the cost.

·         Talk to Calverts Carpets - J. Buffoni. John had been quoted £2-£3 per Sq.mtr. It was agreed to have the carpet cleaned for the time being.

2.      Ideas for Winter Programme of Events.

Various ideas were discussed. It was agreed to hold a Christmas event in the Town Hall on a Friday evening before Christmas. Instead of a bar bottles of beer and wine etc. would be provided by the Club Bar. An auction of promises was suggested and agreed. This will be discussed again at the next meeting. D Farley will book the hall.

There were various parties booked and it was agreed to put in place a booking form which would incorporate rules for hire of the club. D Farley will draw up this form and send to Colin and John.( appendix 1.).

3. Clubs Fund Raising Committee.

The Clubs will be running:-
Race nights. Bingo and Dominos during the winter.
The Bonfire Committee are planning the Bonfire and Minster FM have asked to attend.
The Race night will be held on October 4^th at 7.30pm. All Clubs will be involved.

4.   AOB.

i)                    The footpath to the Club has become overgrown and is in need of attention. D Farley will contact Ryedale Housing about getting it cut.

ii)                  The plans for the new facility were shown. They will be left in the Club after being shown to the Town Council.

iii)                 Andrew Graham asked about what will happen to the money raised by a Fun Day in 2004 and still not earmarked for anything. It was agreed that he should write to the signatories of the account telling them that the money must be put in the Charity account to comply with the Charity Commissions rules. Andrew gave his resignation, effective from April 2009 due to increase in work. He is still agreeable to do the Payroll for the Swimming Pool.

He was thanked for his work so far and his resignation was agreed with regret.

iv)               The questionnaire was circulated and is to be sent out with the Town Council's Annual report. The replies will be sent back in reply paid envelopes.

The next meeting . Thursday October 16^th at 7.30.

Appendix 1.

HELMSLEY COMMUNITY AND SPORTS CLUB

PARTY BOOKING CONDITIONS

1.     A deposit of £100 will be required to be paid at the time of booking,

£70 will be refunded if there is no damage. The remaining £30 will be the cost of cleaning the hall.

2.     There must be a responsible person, who is not drinking, on the door.

3.     Proof of age will be required before alcohol is served.

4.     No smoking is allowed on the premises.

5.     No alcohol will be consumed on the premise that has not been purchased there.

6.     Discos will finish at 11.30 and the premises will be vacated by midnight.

7.     The police will be notified of all events taking place on the premises.

8.     Current licensing conditions will be strictly adhered to.

9.     The person behind the bar has the authority to stop the party at his/her discretion.

Please fill in the slip below and return with the £100 deposit

……………………………………………………………………………………………………………………

NAME AND ADRESS OF PERSON HOLDING THE PARTY

…………………………………………………………………………………………….

………………………………………………………………………….

…………………………………………………………………………

DATE TO BE HELD……………………………………………

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August 27^th   2008 at 7.30pm.

·         Men's urinals - owned by P. Silk.

They have been repaired but there is still water leaking onto the path.

·         Booking Form - owned by J. Buffoni.

This is still in progress.

·         Insurance documents - to all clubs - D. Farley.

The Insurance at present doesn't cover the clubs for public Liability. J. Buffoni will try and get this altered.

·         Auditors for Clubs accounts - Clubs.

John Dale has agreed to audit the HSCR accounts.

·         Billiards Table - J. Buffoni.

It was suggested that a Billiard Club be formed with membership and subscriptions.

·         First Aid Box - C. Humpleby.

The Cricket Club is not ordering a First Aid box . J Buffoni will order one for the Club plus an accident book.

·         H&S audit - J. Buffoni.

An audit will be done soon and one person nominated to be responsible for day to day H&S.

2.    Youth Council.-Ray Thwaites,

Youth representatives are needed to have an input into the future plans by attending meetings and putting forward their suggestions.

Ray will talk to Ryedale school and J Buffoni will look into what is involved in forming a Youth Council.

3.    Architect.-J Buffoni.

There will be no Sports Hall in the first phase but it will include an all weather pitch. The Play Area may need to be moved. It is hoped to raise £1.5 to £3million .
The architect will produce the first draft plus costing. It will need to be sustainable and to do this visitors will be included. There will be large rooms which can be divided for use. Storage for the machinery will be added later.

4.    Fred's Activities.

Fred has engaged Professor Hilary Constable to write a questionnaire to collect evidence for fund raising. He is also looking for funding sources.

5.    Bar Committee Report.

There has been a problem with the television aerial, which the installation of Sky will solve. A new cooler is being fitted for Bulmer's Cider.

6.    Other Business.

 ·         The advert for staff for the club has not hadalot of response yet but is being put in the Town Council Annual Report, which is hoped, will stimulate more applicants.

·         Smith Glaxo gave a drinks fridge to the pool and this will be transferred to the Club when the Swimming Pool closes.

·         Regular money raising events will be taking place in future starting with a race night.

·         Denis Thornton is not able to do the kitchen roof. The club members will do it.

·         It was agreed to put a commemorative plaque on the new facility.

·         Ray is talking to the army about using the facility by the army cadets.

  7.    Action Points for next meeting. 

·    Talk to insurance  company about public liability for clubs, insurance for cricket covers and  question need for window locks.  Owned by J.  Buffoni.  

·    Produce model and  strategy for Youth Council. Owned by Ray  Thwaites.  

·    Finalise  discussions on Billiards Club and table re-cover. Owned by J.  Buffoni.  

·    Talk to Calverts  about new carpet. Owned by J. Buffoni.  

·    Ideas for Winter  Programme of Events. Everyone.

Next meeting 18^th September 2008

1. Action Points from last meeting.
• Toilets.  
Although the toilets have been repaired, the gent's urinals were not mended. Peter agreed to ask the plumber to come back and fix them. PS.
• Kitchen and roof.  
The roof will be done shortly. It was noted that there is no guttering on this section and it was hoped that this could be remedied when the roof is repaired. The back section of the main roof is looking very bad. PS.
• Policy for private bookings. 
John Buffoni has been looking at the club rules to see what is in them about booking. The Bar Committee will draft a booking form to conform to the rules.-JB.
• Decoration. 
This is now complete. It was agreed that a new carpet should be sought if a free one could be found. JB & CP.
• Glass washing machine. 
This has been installed and is working.
• Visit to other facilities. 
None arranged as yet. JB.

2. Report on meeting with Fred and NYCC.
Fred manning came all the way from Nottingham for the meeting with NYCC and no one turned up. Val Arnold agreed to make a complaint. This has held up the MY PLACE application for funding. They have a lot of money to distribute but no one is responding to calls. 7 applications are to be approved by September . The next round will be for January 2009 when we may be ready. Fred has sent his plan of action which is to be approved at the Town Council meeting on Monday next, by the Trustees and agreed by the Clubs. An agreement paper was circulated and signed by the Clubs to support the scheme.
The amount proposed to put together the business plan is:-
£15,000 for consultants £4,000 for the architects £5,000 contingency.
This will be raised by:-
£10,000 NYCC grant   £5,000 Trustees   £4,000 Sports Clubs   £2,000 Others
 £3,000 Clubs, Donations and fund raising.

3. Fred's Plan of Action.
      The facility will include visitors, this was agreed with the Charity Commissioners, as the local population is only 8,000.

It is estimated by NYMNPA that 1,000,000 visitors come to the area every year.
The facility will employ quite a number of people, as it is envisaged that the turnover could be £500,000.
This project has to be sustainable and the business plan is crucial to applying for funding which may be £3-5million but may come from a number of sources and not all at once.
The notice asking for interest from the community was agreed with the inclusion of the Army cadets and visitors.

4. Architect.
Peter and John met with the architect who is local and has designed the facility at Thornton le Dale. This design will only be used as a tool in the business plan. It was agreed that the Bowls pavilion needs to be included in the building.

5. Bar Committee.
Liz Powell is retiring at the end of August. John thanked her for all her hard work in the past. There are not many events booked at present and the cricket season is nearly finished. More fund raising events will need to be held.
John Buffoni has produced an advert for a part time steward, handy man and bar staff.They will be given a job description and contract of employment. This will be put in the town Council newsletter, TC notice board, Advertiser, newsagents, garage and Parish Mag.

6. Door Keys.
The list of key holders is to be given to John before a decision is made about who has them.

7. Health and Safety.
John will get First Aid boxes for the Club House and anyone else who wants them. Some First Aid training may be needed by the staff of the Club.
There will need to be a Health and safety audit. The fire officer is coming to inspect the building this month.

8. Finances.
• The insurance is paid. It was agreed that the Charity and Pool will pay.
NB. Next year the insurance should be notified that the pool is only open for 12 weeks and ask if this will make a difference to the premium.
• The clubs will be invoiced for the rent of £250 next month.
• The Clubs need to have audited accounts each year, by someone other than Andrew.
• The Junior Clubs should be amalgamated with the seniors for audit purposes

• A balance sheet was circulated and agreed.
Andrew was thanked by the Chairman for all his work.

9. Any other business.
• Harome billiards Club would like to use the Club for their matches until they can have theirs replaced.
• The billiard table needs recovering.

ACTION POINTS for next month.
1. Mend men's urinals.
2. Booking form for Sports and Social Club.
3. Copy of insurance documents to all clubs.
4. Auditor for Clubs accounts.
5. Youth Council.

NEXT MEETING  AUGUST 27th 2008
Please note . The date of the next meeting has changed . it is now a day later.