Phone: 07741 284132
Email: LanghamCC@gmail.com
LANGHAM COMMUNITY COUNCIL
Minutes of a Finance Committee Meeting
held on 19th April 2021 at 7.30pm on Zoom

Present
Alan Cadman, Maureen Shouksmith, Paul Armstrong, Liz Schofield, Martin Bottwood, Sue Armstrong. No Apologies.

Matters Arising from Finance Meeting on 15th Feb 2020
Archive User Manuals for Water Heater Units: Discharged PA
Install new Car Park signage: Discharged SA
Update hiring contracts for Mobile Vendors using our Car Park: Sue has sent out revised contracts which include hire of LCC toilet facilities, but these have not been returned yet and Sue now needs to chase. Ongoing SA
Check status of small Caravan Rally at Easter: Discharged MB

Chairman’s Report
Alan held an initial meeting with a representative of Traffic Management Systems. The purpose of this meeting was to survey our Car Park and assess the necessary upgrades to meet our Insurance Company’s requirements for continued use of the car park by members of the general public. Sign-off of the assessment is now with Jonathan Wright, a suitably qualified static car park expert. It would appear that a full traffic flow survey will not be required. What will definitely be required is suitable designation and marking up of pedestrian walkways. It may take up to 3-4 months to complete the full upgrade process. In response to a question from Martin, Alan confirmed that as private owners of the Car Park we would still be able to lock the car park at whatever hours we choose.
Alan briefed us on his initial investigations regarding replacement of the LCC roof. Recent repair work on the roof had identified that the roof tiling has reached an end-of-life state. The entire roof structure (joist & rafter framework etc) will need to be replaced at the same time, because it is underspecified to meet current roof insulation regulations. A strengthened roof structure will also allow for the incorporation of thicker insulation and solar panels, which should both qualify for further significant environmental grant support. Our existing velux windows will be able to be re-instated within the new roof.
Alan has met with Ian Johnstone of Hogarth & Cooke (grant specialists) to discuss the preparation of technical drawings and project scoping information. The actual construction work will likely take around 6 weeks and can hopefully be scheduled for July/August 2022 during the summer holiday period. Grants covering 80% of the total estimated costs of £120k - £150k should be able to be secured in early 2022. Tendering for the building work probably needs to happen in Sep-Nov 2021. Alan will circulate Hogarth & Cooke’s survey fees quotation to Finance Committee members for review once he receives it.
Alan is still waiting on Ellie at FJG for the re-drafted Shop and Pre-School 5 year lease documents. This needs to be chased. Action AC

Treasurer’s Report
Closing bank balances today were: current a/c £4025.70; deposit a/c £68134.64.
Maureen summarised the year end income and expenditure figures, which were of course heavily affected by COVID closures. 2020/21 income was £66,648 down from £90,762 in 2019/20. Net of grants, 2020/21 income was £40,355 down from £75763 in 2019/20. True earned income (net of electricity reimbursements, internet reimbursements, and deposit refunds) was £32,701.
We have recently renewed our annual subscription to RCCE, which is good value and has provided us with excellent information and guidance during the pandemic.
Our water rates direct debit has just been slashed to £34 per month to gradually clear a large account credit due to excessive past direct debits taken by Anglian Water.
In summary, the pandemic has had very little impact on our reserves so far, due to the significant COVID grant payments received. But we cannot be complacent in view of the imminent roof replacement: our required contribution, assuming an 80% grant, may well amount to £28,000.
Martin asked whether there was still an expectation of any COVID grants having to be repaid due to non-eligibility. This now seems unlikely – Maureen felt that the absolute worst case scenario would be a £4k repayment.

Marketing Manager’s Report
Sue had circulated her report before the meeting. She reported that the HSS training hire prospects seemed to be receding (after-meeting note: HSS have now been in contact and are still interested ). Sue is still handling a number of new enquiries, using provisional booking pro-formas based on last year’s forms, but caveated based on the ever changing COVID rules.
As we gradually come out of restrictions, there will be residual issues to manage with hirers: reduced main hall capacities may make dance hires unviable; how will bars work going forwards?; increased demand for the large hall over smaller rooms so as to maximise ventilation; increased cleaning requirements.
The new Karate Club for children is going well. Sue has been in dialogue with our regular local hirers regarding their likely return dates. The picture is mixed: some clubs hope to return soon, some by autumn, and one or two may not feel able to re-start at all.
Liz hoped that some brand new clubs might be encouraged to start up (maybe a garden club…). Liz also asked after the status of the Men in Sheds initiative. Martin thought it was still in COVID abeyance, but Liz had heard that it was getting going properly now.

S106 pre-planning
Martin noted that a first meeting between LPC and CBC had confirmed the first occupancy trigger for release of funds to CBC, but had not yet clarified the subsequent process for approval of Langham projects and release of funds to the village.

Village Facilities Joint Steering Group
Maureen confirmed that the initial project working team comprised Martin, Tony Emms, Maureen, James Puxley and John Palmer. Three meetings had been held so far. Early work had focussed on finalising a flyer and village survey for wide dissemination via as many comms channels as possible: May Parish Magazine; LPC website; online QR code; village shop; paper mailshot.

New COVID Recovery Grant
Maureen had recently received a chasing email from CBC asking whether we intended to apply for a COVID restart grant. We meet all the eligibility criteria, and based on the rateable value of the LCC we would expect to receive a payment of £8,000. After some discussion it was agreed that we would recommend to Trustees that we should apply. The money should be ringfenced to assist local clubs with their efforts to re-start after COVID. This could be via a combination of a period of discounted hire rates together with extra cleaning support, all aimed at helping clubs get back towards normality. It was agreed that the Secretary should write to all Trustees seeking approval for this approach. Action PA

Grass Cutting
Alan had recently noticed that whilst the playing field grass had recently been cut, edge strimming appeared not to have been done at the same time. Liz and Martin confirmed that these were in fact done on different frequency cycles. The next strimming would be completed soon.

Any Other Business
Maureen noted that we should confirm with Trustees whether George Pearce can be engaged again to review and approve our 2020/21 accounts. This can be included as part of the May AGM agenda. Action PA

Date of Next Meetings
Next Finance Committee Meeting: to be confirmed at Trustee Meeting after the AGM
Next AGM: Thursday 27th May
There being no further business, the meeting closed at 9.30pm.
How To Find Us
Langham Community Centre, School Rd, Langham, Colchester CO4 5PA
Get In Touch
07741 284132
LanghamCC@gmail.com
About Us
The Langham Community Centre was opened in June 1988 and has been serving local village residents and other commercial hirers ever since.

We are based at the heart of Langham Village, with easy access from the A12.
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