LANGHAM COMMUNITY COUNCIL
Minutes of a Trustee Meeting held on 2nd November 2023
at Langham Community Centre.

Present
Alan Cadman, Maureen Shouksmith, Sallie West, Elizabeth and Bob Schofield, Martin Bottwood, Liz Winter, Rob Clark, Denise Hobday, Charlotte Parker, Carol Lloyd.

Apologies for Absence
David Druitt, the newly appointed Bridge Club representative who is on holiday. Mark Kleingeld, who had hoped to be able to Zoom the meeting but we were unable to arrange this.

Minutes of the Trustee Meeting held on 27th July 2023
These minutes had been circulated prior to the meeting. Liz Winter proposed and Maureen Shouksmith seconded that they be accepted as a true record. All in favour. The Chairman signed the minutes.

Matters Arising
Spec for disabled toilet Alan informed the meeting that a problem had arisen with the locking mechanism envisaged for the toilet door to allow entry from outside without allowing access to the rest of the building. The tenders have been cancelled until a replacement door system can be found. This happened while Alan was away on holiday. Ian Cooke is attempting to source an alternative design. Hoggarth Cooke is in the process of takeover, which may delay matters. Bearing in mind that this project is on our S.106 list, Martin hoped that things could start moving again soon. Follow up by Finance Committee. AC/Fin

Insurance Since his return Alan has also been busy negotiating with our insurers, who are asking for even more detail and evidence than usual, involving information which Maureen has had to provide. The new policy will commence on 1st December, so time is short. The premium will inevitably be higher and the car park may cause problems once again. The situation should be followed up by the Finance Committee. AC/Fin

Acoustic panels The previous date for installation had to be cancelled as the parts were not in the country. Installation should now take place on 11, 12 and 13th December. Carol has arranged that Mark (Class Cleaners) will clean afterwards. dBA have agreed to pay any losses incurred by affected groups or ourselves from alteration of the date.

Stairlift This is being fitted on 14th November. Carol supplied the necessary fire certificate and letter of authority. It was agreed that there should always be two able-bodied people with anyone using the lift or evacuation chair in case of fire.

Car park access Charlotte reported that no-one had come forward to take responsibility for a possible “user group” associated with the children’s play area. It was agreed to leave any further discussion until the Spring.

Car park signage Liz Schofield reminded the Trustees that we had agreed to erect a new sign near the entrance to make opening times clearer and simpler. After some discussion it was agreed that the sign should be at car window height on the grass to the right just inside the entrance gate, to read PRIVATE This Car Park closes at 4 pm.

Carol’s contract Maureen and Martin had put together a contract based on advice from the RCCE and the Parish Council. Discussion also took place on the need for a grievance procedure which is a requirement when staff are employed. The contract and grievance procedure will need to be agreed by the Finance Committee. MS/Fin

Cheryl’s contract This has been updated to include holiday pay. An email from Asset Accountancy confirms that it is not possible for Sue Armstrong to be paid holiday pay retrospectively and Cheryl can only claim from the beginning of this financial year, i.e. 1st April. Asset will calculate her holiday pay entitlement. (Alan will forward the email to Maureen who had sent the query.)

Debt collection Carol has spent a considerable time collating the past booking records and outstanding payment requests for Mr. Otobo. She has drafted a letter for Alan to sign following the advice on the Government website for small claims. Rob said it should be headed WITHOUT PREJUDICE, although this was not mentioned on the website. Carol confirmed that the outstanding debt is £471.75. Sallie advised sending it marked to be signed for by the addressee only. Otherwise, he could claim not to have received it. CL

Chairman’s Report
Alan said that there had been a lot to deal with on his return from holiday and the insurance was proving even more problematic this year with its deadline at the end of the month.
Several Trustees informed him that the car park needed repair as a large pothole had developed near the centre, which would need to be cut out and filled with hot tarmac. Several contractors were mentioned and would be contacted as soon as possible. AC/CL

Treasurer’s Report
All Trustees had received copies of both profit and loss accounts for September and October.
Maureen had circulated her report prior to the meeting but added current information regarding October’s figures.
We had made a loss of £2,984 for the month, with an income of £4,457 and expenditure of £7,441. A large payment of £1,545 had been received for Shop electricity, which covered a longer period than usual. Even after stripping out one month’s salaries, there would be a loss of £1,039.
At close of business today the current account balance was £1,660.76 and saver account £68,413.87.
Referring to her report, Maureen drew attention to the work on the kitchen fire shutter. It transpires that maintenance should be carried out every six months rather than annually, which may help prevent the number of call-outs we have made in the past to Essex Industrial Doors.
It had been agreed to purchase Carol’s old phone, valued by Apple at £350, as she was missing important calls and messages on the old LCC one, about which Sue had previously complained.
Carol had spent time transferring this over, getting to grips with SAGE, preparing documents for the stairlift and the bad debt and dealing with 100 Club renewals. Cheryl has painted the stage and backdrop which looks very smart in black. This work resulted in higher than usual salary payments.
Nothing more had been heard from Barclays regarding a new account.
Liz W and Maureen would send off last year’s accounts, etc. to the Charity Commission now that George had completed his independent examination. Alan countersigned all four copies.


Marketing Manager’s Report
Carol had asked Cheryl to make an inventory of the furniture. It was agreed to investigate the cost with a view to the purchase of 10 chairs to match those in the main hall to bring the stock up to 120 and three large tables to replace badly damaged ones. Many also need glue removing. In the green room there are some broken chairs and a large storage cabinet, which did house Cinema equipment, taking up useful space. Martin agreed that, if there is room, the chairs can go into the post-firework skip hired by the PC. No decision was made on Committee room furniture which was not included on the list. This can be considered at the Finance Committee. Fin/CW

Carol stated how time-consuming the collection of 100 Club subs had been for very little reward. The Trustees explained that it was an incentive for villagers to feel part of the Hall and to attend the monthly Community Café to hear the draw. This is particularly important for the older residents, who can meet easily at the Hall and chat to friends in pleasant surroundings at the Café, bringing the village together. We need some more members to take over about 20 vacant numbers. Liz Winter has agreed to help canvas door to door (in decent weather) and to help more with next year’s collection of subs. EW

Cancer Research are running a 70s and 80s night with singers, a raffle and Street Food on the car park, on Saturday 25th November. This is being supported by Charlotte and Carol. Tickets are very reasonable at £12.50. If it is well supported by villagers, they will feel encouraged to run regular events in the future to raise money for the Community Centre and hopefully bring the village together. Banners will go up next week, once the firework ones come down. CL/CP

There are now three football teams using the pitch including a boys team from Boxted. Carol has set up a WhatsApp Group for each one, keeping herself and Cheryl up to date with who is playing when and any problems. The system is working well.

Carol was thanked for all her initiatives.

Developer Contributions – Section 106 and Unilateral Undertakings
Martin handed Maureen via Alan a copy of the Parish Council’s Barclays account which has been set up for the S106 contributions. Deposits already made by the PC for items pending will be taken out of the account and returned to the Parish Council but NOT the associated V.A.T. At the moment there is about £4,000 from VAT in the account, which, hopefully, can be used towards future projects, provided the required S106 project criteria is met.

Martin explained to the Trustees the situation regarding developer contributions from the Williamsons site (next to the LCC car park), where the CCC Community Enabling Officer had allocated the Men in Sheds project £56,000 and failed to allocate any of the remaining sum, approx. £40,000. At the meeting with Karen Syrett (CCC Head of Planning) on 17th October, the PC had voiced their concerns over the funding of the Men in Sheds project as it was felt that this did not meet the criteria for mitigating the impact of new residents to the village caused by new housing developments. CCC would not agree to change this but did concede that they would allocate the remaining £40,000 to LCC Community Facilities projects. However, this would require a S106 contract variation that will need to be agreed with the developer. Our projects include: a cover to provide shade for the rear patio; ecofriendly lighting and plumbing throughout the building; security bollards at the car park entrance which lower into the ground.

Martin thinks that CCC are reviewing the existing S106 procedure.
Projects submissions for new S106 funding for the anticipated Wick Road development have been requested by the PC which would amount to approx £26,000 for Community Facilities.
Martin emailed the Finance Committee in mid-August and wants us to get some projects prepared as soon as possible, to include any for the Shop and Pre-School, or maybe Clubs who might like some new equipment, etc. We need to apply our minds to this immediately.
Martin had tried to determine the cut-off date for project submissions but the planning officer would only declare that the developer had stated that the Wick Road project would not be viable if they had to make contributions for S106 projects and Affordable Housing. This is being assessed by CCC at the moment. Trustees

Pre-School “Garden”
There has been another change of mind from Maria but Alan has not yet had time to meet with her. Martin said the Parish Council would need an accurate plan of the area under consideration.

Any Other Business
Firework Night
Martin asked Carol to confirm that the PC can store four casks behind the bar from Friday for the Firework Night and that they can use hall tables in the marquees as usual. This was agreed. Martin also queried whether the PC were expected to pay for the hire of the whole of the downstairs of the building as they only intended to use the Club Room and not the main hall, to prevent too much mud and grass being dragged in. The PC had in the past paid for the use of the entire hall.
Floor brooms
Denise asked for replacement floor brooms in the cleaning cupboard so that the Scouts can do a better job of sweeping the floor after meetings. Agreed. CL
Remembrance Day
Denise confirmed she would be holding the usual service at the Primary School at 11 am on Sunday 12th November where a wreath would be laid. Another wreath will be laid at the USAF monument at 11.40. A third wreath will be placed by the flagpole on the recreation ground and the flag raised by Simon Gallup.

Date of Next Meeting
The next Finance Meeting will be held on Monday 11th December in the Club Room at 7.30pm.

The next Trustee Meeting will be held on Thursday 25th January 2024 in the Club Room at 7.30pm.

There being no further business the meeting closed at 9.55pm.