LANGHAM COMMUNITY COUNCIL

MINUTES OF THE TRUSTEE COMMITTEE MEETING HELD 19TH JANUARY 2026

Present: Rob Clark, Cath Hine, Pete Freeman, Martin Bottwood, Elizabeth Schofield, David Druitt, Stuart Rudge, Shannon Barnes, Raynor Sumner, Charlotte Parker, Denise Hobday, Virginia Mary Moss, Dawn McGlone, James Puxley

Apologies: Alan Cadman, Jules Constable & Bob Schofield

Approval of minutes from: Admin meeting 8.12.25, Special Trustee meeting of 15.12.25 and Trustee meeting of 30.10.25.

From the Chair: 
Rob acknowledged that he was happy to take on the role of chair for this meeting and be temporary chairman until the next meeting.
James Puxley was introduced as new representative for Scouts

Matters Arising:

Contracts & Job Descriptions: Rob Clark confirmed the contracts are still a work in progress but once the first one is complete the other two will follow as the same. There is no date set for completion due to difficulties and pitfalls which could arise.

Mediation/Premises Manager: 
The chairman expressed his preference not to discuss the issue regarding the Premises Manager in depth, as he viewed it as a matter between the Premises Manager and other parties involved. However, David highlighted that, in accordance with the trustees’ request, he had contacted RCCE and made attempts to organise mediation through them. Unfortunately, this mediation did not take place due to the Premises Manager’s sick leave.

Prior to the meeting, David prepared a paper which was distributed to the trustees, outlining the procedure for mediation and three potential options for moving forward which he believed should be considered for the benefit of all concerned. The trustees confirmed receipt of this document.

However, the chairman preferred that a back-to-work interview should be arranged between himself, the Premises Manager, the Business Manager, and Elizabeth Schofield. The aim of this meeting would be to facilitate the Premises Manager’s return to work as promptly as possible. Following this, mediation could be reconsidered, and the possibility of engaging an HR company may be explored in the future.

Cath confirmed that she holds the contact details for the HR company recommended by Danielle at RCCE. David felt that it would be appropriate to update RCCE, informing them that mediation will not be pursued at this time and agreed to do this.

Leases: 
The shop lease is to be straightforward and renewable, whereas the playschool lease is non-renewable due to an extension of the grounds. As a result of this extension and the extra work involved, an additional fee of approximately £500 will be applicable. The total cost being £3,000 + VAT.

To support the shop, it was agreed that subsidies would be provided, with a 50% reduction available in the first year. Martin outlined the principle of a grant scheme being considered by the Parish Council which could act as a safety net for organisations providing community facilities that are running into financial challenges. Once signed off this grant could be suitable for the Shop and the LCC. The scheme being considered is based on grant support for capital projects. Trustees were asked to support the initiative which had already been outlined to the Community Shop. Martin proposed and Liz Schofield seconded the motion for trustees to ‘support the scheme being reviewed by the PC, which aims to provide grant support to both the LCC and the shop.’ The proposal received unanimous approval from the trustees.

The lease documentation has always included the principal figure for the shop, and the revised lease rate will be clearly stated in the new lease agreement. The lease is scheduled to commence on 23rd January and the Parish Council will consider how they can best support the reduced first year payment when the grant scheme is approved.

Whybrow conducted a valuation that recommended an 18% increase in rent, which was subsequently questioned by the shop. Martin agreed to send a summary of the up-to-date situation with the leases to Rob Clark (temp chairman).

There is the possibility of two different grant schemes which could help clubs in the future, but this requires further investigation.

Charity Commission Return: 
Pete established contact with an auditor who subsequently approved and signed off the return. The auditor has expressed willingness to assist on an annual basis. The return was submitted on 8th January 2025.

Treasurers Report: 
Hall lettings from September through to December are showing a marked improvement on the earlier months. Despite the hall being closed for a week at Christmas, the takings were still above average. The revised hall letting fees have now come into force and will be monitored in the coming months to ensure the hourly rates have been pitched at a rate that gives a good return. It is worth noting that both the bowls club and the scouts have expressed concerns regarding the updated charges. In particular, the bowls club has requested a 25% reduction in fees for an upcoming competition. This request was agreed to in principle by Pete, with the approval of the trustees which was given.

Expenditure of £5,178.58 which is below the average recently of £5,992.07

£ 3,050.70 current account

£ 75,043.07 saver account

£ 26,000.00 bond

£ 347.68 petty cash

£104,441.45 total

Business Managers report: As circulated.

Website: 
As the platform is organised by Paul Armstrong to cover various websites it could be difficult to take it on without the involvement of the platform. Dawn will contact Paul

Scouts: 
James was given two options to take back to his committee for discussion regarding the increase of hire rates. Pete will send the options by email.

Future Chair: 
Rob proposed that David Druitt take over for the next meeting. David acknowledged that he would get back by the weekend with a decision. Rob agreed to continue with the tasks he has taken on.

Meeting with RCCE representative: 
It was suggested that a meeting be held with Danielle Frost (RCCE) about incorporation of the LCC charity. Cath will contact for dates.

S106:
The Local Planning Authority has released S106 funds in relation to the Barn in Grove Hill, with a total of £4,507.09 allocated for upgrading the main hall lighting.

Given that Future Electrics have previously completed all lighting work in the centre and possess a thorough understanding of the existing system, it is necessary to obtain an updated quotation from them. The last quote provided dates to 2025 and was for £3,575.

Seeking quotes from alternative suppliers may result in additional costs, as they would need to invest time and resources into researching and understanding the current lighting system.

AGM: 
Thurs 21st or Mon 18th May 2026

AOB:
Potential long-term hirer for puppy training. Hirer also uses Ardleigh Hall who will be contacted by Dawn for opinion and recommendation. Martin requested that Jules gives her approval.

Jules would like to book the main hall in April for birthday party.

Next Trustee Meeting Monday 16th March 2026.