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1.
Welcome/apologies
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SF welcomed those present. Apologies are listed
above.
John Markham introduced himself as a local
resident who had lived in Whitchurch for five years. He had been
employed in the pharmaceutical industry and was interested in becoming
Treasurer of the Association as he felt he wanted to contribute to this
exciting project. He had been involved in a similar role with a sports
and social club in Newbury.
JM left the room.
MW asked whether anyone could become treasurer of
the WA.
JB clarified that the role of the treasurer was to
be responsible for reporting the financial position of the Association
at each meeting but that all trustees were equally liable for ensuring
that the affairs of the Association were conducted properly and that
they were making informed decisions. It was good practice to have all
trustees CRB checked. Under charity law, all trustees would also have
to sign a declaration saying they were fit to be trustees. She
recommended that four committee members were authorised to sign cheques
and that each cheque had to be signed by at least two signatories. The
accounts should be open and transparent and information should be
available to all trustees. No money should be spent without
authorisation by the trustees.
Harriet Titcomb proposed that John Markham be
co-opted as treasurer of the WA. This was seconded by JW and agreed
unanimously.
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2.
Minutes of last meeting
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These were proposed as a true record by JS,
seconded by SF and agreed unanimously.
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3.
Matters arising
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3.1
Co-option
Unfortunately, Gill Nethercott�s name had been
omitted at the public meeting for election as a trustee.
Harriet Titcomb proposed that she be co-opted onto
the committee. This was seconded by Jean Watts and agreed unanimously.
3.2
Minute file
JW agreed to take the minutes of future meetings.
SP to hand file over to her.
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SP/JW
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JB noted that minutes did not become public
documents until they had been agreed as a true record by the committee.
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4.
Public Meeting
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4.1
Constitution
SF said that the public meeting had been very well
attended. A couple of amendments had been made to the constitution.
This would be recirculated to committee members and sent to the Charity
Commission with a copy of the minutes when the committee applied for
charity status.
4.2
Minutes
SP to send to JW for circulation.
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SP/JW
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4.3
Declaration of charity trustees
All committee members should sign a declaration of
a charity trustee. This would be circulated by JW and signed copies
should be returned to her.
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SP/JW/All
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4.4
Town Council representative
It was agreed that JW would write to the Town
Council to ask for a representative to come onto the WA as it was
important to have links with them.
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JW
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5.
Charity Registration
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JB said that the group would need to have a Child
Protection and Vulnerable People policy in place before they could apply
for registration. She noted that she could circulate a model policy
which the committee could amend as necessary.
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SP/JB
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The committee would also need to have CRB checks
carried out. SP to circulate forms. Photocopies of the certificate,
once received, should be given to JW to be kept on file.
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SP/JB
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SP to send a trustees pack to JM.
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SP
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6.
Way forward � future priority actions
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6.1
Bank account
JM to source suitable account. JB agreed to provide
�500 start-up funds.
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JM/JB
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6.2
Grants
HT said that the TAPG would be looking for grants.
JB noted that all applications should come through the WA as they are
the trustees of the organisation and are ultimately responsible for all
actions, whether they are concerned with particular projects or with the
community centre.
She suggested that JM set up cost centres so that
any grants could be ring-fenced for particular projects.
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JM
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6.3
Procedures and policies
JB noted that these would need to be drafted,
understood and adopted by the committee. She suggested that sub-groups
be set up in future to take them away and look at them and report back
to the whole group with suggestions for adoption.
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7.
Sub-groups & TAPG update
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JB reiterated that it is the trustees of the WA
who are responsible for making decisions and who are accountable for the
affairs of the Association.
It was important to get terms of reference in
place for any sub-groups or working parties and she circulated draft
copies. These explained what authority the sub-group would have in
making decisions and gave clear lines of reporting. In effect, the
working parties would report to the TAPG, which would be a sub-group of
the WA. The WA would have to agree all actions of the TAPG and the
Chairman of the TAPG would have to report back on progress of projects
at the monthly WA meetings.
If urgent decisions had to be made which did not
fall in line with a WA meeting, the draft terms of reference would allow
decisions to be made by the honorary officers.
JB noted that, so far, the WA had not given any
approvals to the actions of sub-groups and that it was important that
terms of reference were now tactfully put in place recognising the work
that has already been done.
HT, as Chairman of the TAPG, outlined the projects
currently underway which included gateway signs, a heritage trail guide,
HGV survey, website and newsletter,
JB asked HT to circulate a document detailing what
stage all of the projects are at, what decisions have been made by the
TAPG, and what approvals are required by the WA. Once the terms of
reference had been agreed, HT would have to send an update report to JW
to send out with agendas for future meetings.
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HT
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It was agreed that terms of reference would be
agreed at the next meeting.
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8.
Visits to other community centres
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JB suggested that the committee visit Bishops
Green Village Hall, a new purpose-built facility that is similar in size
to the one being built in Whitchurch.
It was agreed that the next meeting should be held
at Bishops Green after a tour of the building. SP to confirm with JW.
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SP/JW
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JB said she would arrange visits to Popley Fields
and Oakridge Hall for All to meet the trustees on 15 December.
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JB
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9.
Whitchurch Association on the Web
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JB noted that it was important that the WA agreed
the content of the website as they were responsible. It was suggested
that someone on the Association be appointed as publicity/press
spokesman. This would be discussed at the next meeting.
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10.
AOB
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10.1
Christmas in Whitchurch
HT said that about 20 organisations in the town had
agreed to put on special events on 3 and 17 December which would include
the switching on of the Christmas lights, and competitions.
MW said that it was important that a disclaimer was
put onto any printed material being sent out under the WA banner. RS to
look into this.
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RS
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JB said that the group would need to have public
liability insurance. She would pay the premium for the first year. JS
to investigate.
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JS
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11.
Date of Next Meeting
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| This would be held on 1 December 2005 at 7.30pm at
Bishops Green Village Hall. |
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