LANGHAM COMMUNITY COUNCIL
Minutes of a Trustee Meeting held immediately after the AGM
on 25th May 2023 at Langham Community Centre.

Present
Alan Cadman, Maureen Shouksmith, Sallie West, Martin Bottwood, Elizabeth and Bob Schofield, Liz Winter, Rob Clark, Rosie Helliwell, Carol Lloyd.

As no-one had come forward at the AGM to take over as Secretary, it was agreed that Liz Winter would continue in the role of Acting Secretary.

Apologies for Absence
Charlotte Parker, Denise Hobday, Mark Kleingeld.

Minutes of the previous Trustee Meeting held on 30th March 2023
These minutes had been circulated prior to the meeting.
Maureen Shouksmith proposed and Liz Winter seconded that they be accepted as a true record. All agreed and Alan signed the minutes.

Matters Arising
Land Registry
The question of the ownership of the hedge and ditch along the western boundary of the recreation ground had yet to be resolved. AC/MB
Piano Tuning
Mike Smith would be coming on 30th June. MS
Volunteer Recruitment
The widely publicised session on 13th May from 10-12 noon in the Club Room had been attended by representatives of the LCC, Community Shop, Parish Council, Filmnights, Scouts and Litter pickers/First Responders. Disappointingly, though not unexpectedly, only four members of the public came through the door.
Coronation Celebration 6th May
There had been a very successful musical afternoon tea provided and served by the pupils of The Oaks School in the hall during the afternoon. Sadly the evening was wet, so that the entertainment organised on the field by the Parish Council was less successful but attended by a number of hardy villagers and friends, who enjoyed the food stalls and singer from the shelter of a marquee.
Section 106 project lists
Martin had today circulated to the Finance Committee a suggested Project list and guidelines for Section 106 applications for funding. The Committee would look more closely at it and put it on the next Agenda. Finance
Trophy Cabinet
The key had been found and the Scouting trophy put in place.

Chairman’s Report
Alan had nothing new to report.

Treasurer’s Report
All Trustees had received copies of profit and loss accounts for April.
Maureen delivered her report to the meeting. At close of business today the current account balance was £2,518.91 and saver account £67,238.94.
Maureen had renewed our subscription to the RCCE, who were a very useful source of advice for village halls, begun the process of removing Sue Armstrong from the NEST pension scheme and begun the process of giving Carol Lloyd simple servicing access to the bank accounts. MS

The new one-year electricity contract started on 7th May and, hopefully, prices will have stabilised by its end.

Income and Expenditure show a small profit of £785 in April but we are on course for a loss of around £1,400 in May, mainly due to paying three salaries during Carol’s induction period. We also had to pay for three films, as two invoices arrived very late, and cleaning was not paid for until May as the invoice only came in on 30th April.

We need to start looking to market ourselves more effectively and do some fundraising.
We also need to keep asking around for a new Secretary.

Marketing Manager’s Report
Carol had noticed an increase in enquiries, although some were taking a time to make up their minds. There is a four-day hire shortly when Alan is away and he will brief Sue Trimnell to take charge of the bar.
Carol confirmed that she had had stern words with the religious group which hires the hall on Sundays about their lax timekeeping and told them that they will be charged according to their room usage and time in the building.
She has a lot of experience of fundraising activities and will come up with some suggestions.

Developer Contributions – Section 106 and Unilateral Undertakings
Martin reported that the Deed of Variation had still not been signed with regard to alterations to our project list. However, the original contract based on our original list still exists and CCC have begun the release process today based on this contract, which includes the acoustic additions in the hall, the disabled toilet upgrade and the stairlift.
Martin pointed out that, having looked further into the matter, the Parish Council could collect the money, pay the invoices (made out to themselves) and reclaim the VAT. They can then gift the items to the Langham Community Council. If the VAT is not covered by the funding, it can still be paid by the Parish Council and reclaimed by them, thus leaving a larger capital sum in the available funding figure for other items.

A proposal was put to the Trustees: If the Parish Council can finalise the process, are the Trustees in agreement that the PC should collect the money on our behalf, pay the invoices including VAT and reclaim the VAT, and gift the items to the Langham Community Council.
Alan Cadman proposed and Maureen Shouksmith seconded the motion, which was carried unanimously. MB

Pre-School extension of outdoor area
Annette Thorpe and Bob Schofield had looked at the area of land to the south with Maria Bukovenczki and it appeared to fall within Langham Community Council land. Maria and Annette were drawing up a diagram of the area. Martin, therefore, proposed to leave the matter with the LCC referring us to the criteria he had sent round regarding S.106 funding.
Alan would contact Maria. AC
Any Other Business
On behalf of the Community Shop, Charlotte had asked why the LCC proposed to increase their rent now that the cabin was open. Alan informed the Trustees that the Shop had never been charged any rent for the bunkers but the cabin had almost doubled the floor area and was being used commercially. The Trustees didn’t think it was unreasonable to add £10 a month to the present rent of £50. Alan will contact Gill Flack. AC

Date of Next Meeting
The next Finance Meeting will be held on Monday 26th June in the Club Room at 7.30pm.

The next Trustee Meeting will be held on Thursday 27th July in the Club Room at 7.30pm.

There being no further business the meeting closed at 9.30pm.
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