April 2024
MINUTES OF MEETING OF HOGSTHORPE PLAYING FIELDS COMMITTEE
HELD ON WEDNESDAY 25th APRIL 2024
Present: Ellen Smith (Chair) Joanne Pannett, Matthew West, Mason Weatherstone & Kath Hayes
CONFIRMATION OF COMMITTEE MEMBERS/OFFICERS
E Smith was confirmed as Chairperson, J Pannett, M West and M Weatherstone were confirmed as Committee Members and K Hayes was confirmed as Secretary and RFO.
It was confirmed that the Parish Council, as a body, are Trustees of the Charity
1. Minutes of meeting This being the first meeting of the group, there were no Minutes outstanding.
2. Finance
a) Financial statement for the year end to 31st March 2024 to 1st April 2024 showed a bank balance of £4294. Other payments since then had been made of £87.20 to ELDC for 2 year’s rates and £752.23 to Opus Energy for payment of electricity from October 2021 to date.
b) Any income from Car Boots etc. would be paid in by the Secretary as and when there was sufficient to bank.
c) The contract with Opus Energy would finish on the 16th May 2024. The new rates had increased by 30% and the daily rate had trebled. The Secretary would look at alternative supplier rates. It was also noted that the 6 months winter rates were much higher than the summer when it is being used. ES to confirm that there is nothing extra on in the winter.
d) Grasscutting contract – Now that the grasscutting contract was separate to the other village grasscutting, the Secretary would check that the Parish Council were still willing to make this payment.
3. Car Boots
ES confirmed that the car boots were doing really well. Teas and coffees were being served and it was suggested that cakes, water and cans could be purchased and sold as well. ES needed further help with running the events on the day – JP will be happy to help when she can. It was agreed to share these with other groups.
4. Maintenance
a) Signage – the Playing Field sign still needed to be erected at the entrance. MW to look into this.
b) Playpark inspections. Inspections of the equipment are carried out monthly by ES. An annual inspection was now due – ES to check into who has done this previously. Secretary will then arrange for inspection to be carried out.
c) Bin emptying is being done by MW and ES on a regular basis.
d) Repairs to equipment. Painting of the equipment needs to be done – JP willing to help with this. It was agreed to discuss any further repairs again when the annual inspection has been completed.
e) Repairs to changing room. Inside door needs fixing and some tiling on roof need repair – MW to carry this out.
f) Toilet paper is disappearing when events are held. It was agreed to look into a lockable toilet roll holder.
5. Grants update
No confirmation had yet been received on the application for a monkey wall.
6. Football
ES was in contact with the Swifts. A volunteer had offered to mark up the pitch. Now that the ground had been rollered, it is hoped that a football team can be encouraged to use the pitch. A referee room by the use of the boiler room is being looked into.
7. The Way forward
It was agreed that the Playing Fields are not being used to their full potential. This is mainly due to having a lack of volunteers to help with any event organisation. JP was very enthusiastic to help with these in any way. Suggestions were made of children’s parties, outdoor cinema, water fight and summer fete next year. It was agreed that a picnic event could be arranged fairly soon. ES would speak to the school as to how they might make use of the facilities. JP will look into further ideas for discussion at the next meeting.
There is much to do to make it the special facility for the villagers to use. Volunteers were needed to help.
8. Any other business
It was discussed as to whether dog walking should be allowed on the playing field. It was suggested that they should be allowed if using only the perimeter and were picking up. Signs could be erected to this effect. Discuss again at next meeting.
9. Date of next meeting
Next meeting was set for 5pm on Friday 10th May 2024.
KMH: 26/4/24