Minutes

Meeting of the Trustees,Management Committee and Members
Thursday, 25/07/2024 @ 12:00 in The BayThorpe Shed

1. Agreed minutes of previous meeting

2. BBQ and community events (Stuart)

• It was agreed that in recognition of the poor weather this summer we would have a sandwich/cake type, indoor event at the end of August. Stuart will make the necessary catering arrangements and confirm the date for all members asap. Bob will send an invitation by email to all members and funders once the date has been confirmed.

• We will have an Open Weekend to reach out to the community and encourage more members 05 and 06 October. Stuart will arrange publicity for the event through Baytown Chronicle and liaise with Amanda for Facebook postings.

3. Property

• Olly and Chris will source outdoor paint and oversee the repainting

• Stuart to ask Olly Knight to install outdoor electrical sockets when the safety checks are done in September

• Bob to write a letter to the VHC asking if we can erect a gate to restrict access to the rear of the premises

4. Update from Martin on finance

• Balance of around £5,500

• We have 18 paid members

• It was agreed that we will aim to keep a reserve equal to one year’s running costs and this will be reviewed at each meeting

• It was agreed that Martin would calculate the average running costs per paid-up member (purely to illustrate the benefit to each member) and report it to the next meeting

5. Matters arising from roles within the Management Committee

• The nominated keyholders will form a Whatsapp Group – to be set up by Elaine – to assist their liaison over attendance

• Olly will ensure that a fire drill is undertaken in August

• We will have a visit from UK SPF and financial monitoring on a Thursday to suit them. They will give notice before the visit.

6. AOB – to be flagged to the Chair of the meeting under item 1.

• The arrangements for the first AGM to be held in My 2025 were agreed by the trustees and are appended to these minutes

• It was agreed to keep under review the need for a Waste Management Licence and to put in place procedures for general waste disposal