LANGHAM COMMUNITY COUNCIL
MINUTES OF TRUSTEE COMMITTEE MEETING
ON 30TH OCTOBER 2025
AT LANGHAM COMMUNITY CENTRE CLUB ROOM
PRESENT: ALIX MASON, CATH HINE, PETE FREEMAN, MARTIN BOTTWOOD, BOB SCHOFIELD, CHARLOTTE PARKER, SHANNON BARNES, RAYNOR SUMNER, ROB CLARKE, VIRGINIA MARY MOSS, DAVID DRUITT
APOLOGIES: STUART RUDGE, DENISE HOBDAY, ELIZABETH SCHOFIELD, ALAN CADMAN
APPROVAL OF MINUTES: MINUTES WERE AGREED AND SIGNED BY THE CHAIRPERSON
From the Chair:
Alix, began this section of the meeting by reading aloud her resignation letter to the committee. Following the reading, she inquired whether the Trustees would prefer her to remain for the duration of the meeting. The Trustees unanimously agreed that she should stay and participate in the rest of the proceedings. During the discussion that followed, Rob Clarke raised the question of whether there might be lessons for the committee to learn from the circumstances leading to Alix’s resignation. It was proposed that a de-brief session would be beneficial to help the committee reflect and improve, based on Alix’s experience. Alix agreed to take part in such a de-brief and stated that she would be willing to speak with her successor once they have been appointed. Martin added that, throughout Alix’s time as Chairperson, the committee had learned many positive things.
Matters Arising:
Contracts:
Martin, Pete and Alan have been working on these. Although Cheryl has her contract which has been renewed, new contracts are needed for the Business Manager and Bookings Clerk. Flexi time is being looked into as is annual leave and sick pay which has never been part of the contract before.. Legislation has changed since the last contracts were made and more changes will come into effect as from April 2026. Once working hours are sorted they will be published on the website. David asked if there was a rough idea of when this would be finished. The temporary contracts have been extended for another 3 months to ensure they are covered by a contract of sorts while they are waiting. It was confirmed that the two new contracts are being worked on and that Cheryl's will remain the same apart from a few changes which may be necessary due to legislation. There is also job descriptions to be finalised which will form part of the contract.
Leases:
There have been two sessions with the shop and one with the preschool regarding upcoming leases. Discussions on more favourable terms are ongoing but not finalized and Martin could not comment on them at this time. Rob Hewes and Gill Flack have been informed of the current position but have requested a response to a communication with Alan and Pete. A solicitor has not yet been found, and Cath will follow up on this.
Hire rates:
The committee has recently held discussions regarding a new structure for hire rates. Under the proposed system, all hire rates would be standardised, meaning that the cost to hire a room or facility would remain the same regardless of the day or time chosen. This approach is intended to simplify the pricing model and make it more straightforward for users. It’s also been agreed to include any extras e.g. screen hire etc in the hire rate to simplify booking and transparency. This inclusion has already been executed.
Committee members contacted Marks Tey Community Centre due to its similarities with Langham’s premises. Feedback from Marks Tey indicates that their flat rate system is effective and well-received, providing reassurance that a similar structure could work successfully for Langham.
It was noted that the treasurer still needs to finalise a rate for whole-day bookings to complete the new pricing schedule. David requested that all Clubs are informed in advance of the change of rates.
Auditor:
Pete has found a new auditor willing to work for free. Pete is waiting on Alan for information about the Charity Commission return, as neither he nor Cath are familiar with the process. They agreed to ask the auditor what details are needed and refer to last year's return online as a guide. Cath will contact Alan to find out who holds the necessary details.
Solicitor:
We need a new solicitor to prepare the leases for Langham Shop and the Pre-School. Cath has put an advert on Langham Locals but to date had no response. She has also been in touch with Bird Solicitors in Manningtree who have responded. This will be followed up.
Community Asset Fund:
Tom Rowe, the ward councillor, brought to the Parish Council’s attention a potential funding opportunity for the roof project through the Community Asset Fund. The application deadline for this fund was set for 1st November, prompting the Council to act swiftly.
Rob Clark submitted a comprehensive report to the committee, detailing his research and findings concerning the necessary roof works (report enclosed).
During the discussion, it became clear that securing funding from the Community Asset Fund would require the Council to make a financial contribution towards the overall cost of the project. In view of the tight application deadline, the committee proceeded to a vote regarding the proposed contribution amount. It was unanimously agreed to commit a figure of £40,000 as the Council’s contribution. This sum was selected as it demonstrates affordability and strengthens the application’s viability. It was also noted that the Council maintains the flexibility to withdraw from the commitment at any stage should circumstances change.
Martin and Paul Armstrong will be dealing with this going forward.
Section 106:
The Local Planning Authority (LPA) have been asked by Martin if we can identify Community Facility Projects without being specific. This request was made as projects delivered from developer contributions are the subject of S106 contracts (or Unilateral Undertakings) and funding can be tied up for several years before it is released. This means that projects, that are sometimes high priority, cannot be completed when needed. If the work is then undertaken before the funding is released it will be lost. The LPA have agreed a broad definition ie “Upgrades to include energy efficient lighting, heating, plumbing, ventilation air-conditioning and security for LCC and shop”. This would not prevent the LCC submitting a more detailed request if it was obvious that the development would be delivered in reasonable time.
Business Manager's report: enclosed.
Treasurer's Report:
Pete reported that September was much improved to the previous few months. Simple P & L report enclosed. A laptop and printer have been purchased for the bookings clerk as she was using the family laptop which for obvious reasons was not ideal.
Community Fund £1173, Business Account £76104.
Any other business:
Raynor asked if a deep clean could be undertaken every 6 months.
Raynor reported that a preschool inspector had requested the installation of a toilet seat with a lid. Jules agreed to address this.
It was also reported that the garden doors are beginning to warp and may require attention in the near future. In addition, the external window frames are in need of painting to maintain the building’s appearance and prevent deterioration. Concerns were raised regarding the cost of employing Terry, the handyman, as well as his failure to prioritise the outstanding maintenance tasks. In response, Raynor proposed that these jobs might be more efficiently and economically completed by organising a working party. Charlotte raised a query about whether the premises manager should be responsible for conducting regular checks of the building. Alix emphasised the importance of having accurate and clear job descriptions to avoid confusion over roles and responsibilities. Martin confirmed that maintenance would be covered under the terms of the lease agreement. Pete volunteered to assist with tasks where possible.
Charlotte expressed her gratitude to all those who provided assistance following the recent break-in at the shop. She highlighted that, during the process of organising necessary repairs, there were notable issues with communication. Specifically, Charlotte pointed out that information and updates regarding the repair work were being relayed from Alan but only via Cheryl. She found this arrangement to be unacceptable and unhelpful, especially in matters relating to the shop's insurance, the alarm system, and the CCTV. In light of these concerns, Charlotte requested that communication with her be greatly improved going forwards.