In Attendance:   Annie and Dougie Dunsmore-Dawson

The Chair welcomed Annie and Dougie from Carlecotes, who had expressed an interest in helping with the Association/gala.

Doreen congratulated Mick on being appointed Chair of the Parish Council at the recent AGM.

Darren advised that, following comments that had been made at the Parish Council meeting, he had invited all the Parish Councillors, who are not members of DPCA, to attend this meeting to see what exactly DPCA does. Apologies had been received from all but Doreen noted the following comments:

Val Parkin had absolutely no problems with the way the DPCA was functioning.

There were no apologies as all members were present.

2.      Minutes of Meeting Held on 22^nd April 2008

The minutes of the meeting held on 22^nd April 2008 were approved.

3.      Matters Arising:

1. Insurance

   Darren advised that he had contacted Allied Westminster regarding the age limit on the accident cover, but this could not be increased. As agreed at the last meeting, as volunteers are covered under Employers Liability, cover was agreed with Allied Westminster at a premium of £470.26. Barbara noted this was substantially lower the last year’s premium.

2. License Application

   The Chair reported that there has still been no contact from Steve Hargate, the bar man, but she will contact him to confirm his attendance at the gala dance.

3. Signage

   Doreen advised the committee that a grant of £800.00 towards the signage was awarded at the recent Area Forum meeting.

   Two design proposals for the signage were tabled and the one designed by OCW was agreed on.

   As planning permission would be required for a large sign and BMBC have confirmed that it is not required for a 1.2m² sign, it was agreed that this should be the size of sign we erect. Darren undertook to contact the sign manufacturer for a revised quote for the smaller sign.

   Discussion took place on the viability of two of the smaller signs and Darren agreed to check out the costing. It was noted, however, that it was highly unlikely that BMBC would allow two signs.

   Further discussion took place on the siting of the sign and it was suggested that it should be in the most visible position for road users (particularly coming from Crow Edge). Doreen agreed to discuss the positioning with the contractor when they come to erect the sign.

4. Internet Site

   Doreen again asked for biographies for the ‘who we are’ page.

   Darren advised that the site was currently up and running and everyone was welcome to come after the meeting to view it at his house.

5. Health & Safety

Policy

 

Mick Drewry tabled a health and safety policy he had previously obtained but it was considered too complex for our needs as it related to businesses with employees. Mick and Doreen agreed to draft a suitable policy document together. Doreen advised that she had been in touch with Hoylandswaine Village Hall who have a fire policy and she agreed to contact them again to see if they would like to join forces to prepare a health and safety policy that both groups could use.

 

Barbara advised that a useful contact could be Frank Johnson, who is Clerk to Cawthorne Parish Council, who she believed would also be able to help on this issue.

 

Risk Assessment

 

Mick tabled a generic risk assessment form for use by the DPCA. Mick and Doreen agreed to carry out a risk assessment on the Centre as soon as possible and every six months thereafter. It was also agreed that a risk assessment should be carried out before any large event.

 

Mick reported that he had looked into the subject of food hygiene and could not find any conclusive information. He has e-mailed BMBC Environmental Health for their assistance.

 

Sean suggested we contact the Women’s Institute to ask their advice.

 

Fire Exit

 

Doreen confirmed that the fire exit had been repaired (together with a temporary repair of the dangerous windows in the upstairs storage room) at a cost of £110.00. Darren demonstrated the fire exit. It was pointed out that a bolt has been attached for improved security and that this must be released every time the centre is in use to enable the fire exit to be used effectively.    

 

    f.   Caravans – Licensing Requirement

Darren explained that he had been in contact with BMBC and they had confirmed that a licence would be required to operate the field as a caravan site. He noted that in order to obtain the licence planing permission is required and BMBC were not mindful to grant this as the area is in green belt land.

 

It was agreed that, as caravans have used the field for many years (at least 20 according to members’ recollections), we could claim ‘custom and practice’ and continue allowing the caravans access to the field on the few occasions throughout the year that they attend.

 

It was also agreed that further research be undertaken with regards to permitted usage of green belt land for such events (believed to be approximately 12 – 14 times per annum without planning permission).

Darren presented his treasurer’s report. It was noted that the income in the past month amounted to £450.00, the largest receipt being the grant received from E.On of £250.00 for the display boards. However, expenditure in the past month had been high at £1,042.88. The main items of expenditure being the insurance premium of £470.26, £235.29 to BMBC for bin hire/emptying and £158.39 on the display boards. Other expenditure in the month included fully restocking cleaning materials for the new cleaner and incidental expenses in advance of the gala. Therefore, the funds at the time of the report amounted to £3,308.01.

The draft press release prepared by Doreen was reviewed. It was agreed that this, updated where appropriate, will be sent to the local press at the end of June.

 

Sean confirmed that he had started to distribute posters regarding the sunflower/scarecrow competitions and leaflets were given to members to distribute.

 

Sean reported that he had been to a meeting of the Hade Edge gala committee and they were receptive to helping us with our gala in response to us helping them. They had equipment which could possibly be loaned for our Gala, such as a cocoanut shy. All agreed that help would be offered dependent on the date of their gala. Sean agreed to confirm the date of the gala. They had also offered to advertise our gala in their newsletter. Their next meeting is on Tuesday 10^th June at The Bay Horse, Hade Edge.

 

Doreen advised that she has written some 30 letters, primarily to local sporting associations and fast food outlets, asking for support for the raffle. Three favourable responses have been received so far:

Anne confirmed that the butcher in Penistone had agreed to give a voucher as a raffle prize.

Darren suggested that the main prize be a cash prize of £50.00 and this was agreed by a majority as it was felt that this would attract a lot of interest.

 

Doreen agreed to look into obtaining a gaming licence to enable the raffle tickets to be sold before the event.

 

It was suggested that we obtain printed raffle tickets but, as the prizes are not yet known, the timescale and the fact that the printing costs could be expensive, Doreen agreed to try and obtain a small stamp to stamp the raffle tickets before sale. The possibility of printing tickets in advance of next year’s gala will be looked into.

Members of the committee agreed to contact other local organisations to ask for prizes as follows:

Sean The Dog & Partridge

Mick The Foxhouse

Doreen The Flouch

Anne The Chinese in Penistone

Barbara Graham Carr

Mary H Royd Moor Nursery

 

The Chair advised that she had contacted Penistone Community Radio to ask if they would like to attend. She spoke with their MD at the recent Area Forum meeting and he had seemed very keen to attend. If they do attend they will take on the role of compere and deal with all the music/pa. They were holding a meeting and would be able to confirm if they could attend once that meeting has been held.

 

Doreen confirmed that South Yorkshire Fire Service will be attending, with the fire engine.

 

Doreen showed a leaflet to the committee of a tent/gazebo costing £80.00 plus vat. She asked if the committee would be in agreement to purchase this item with the balance of the money obtained from E.On (the display boards had cost £158.39). Following discussion, and agreement to look into more substantial gazebos, it was agreed by a majority that one should be purchased at no more than £100.00. This will be useful if the weather is very hot, as shade and if there is rain, as shelter. The green comfortable chairs could be sited in the gazebo as a sitting area.

 

It was noted that St John Ambulance have advised that two first aiders would be required at a cost of £32.50 each. Discussion took place regarding using local residents but it was felt that they may not wish to be in attendance for the whole event. It was therefore agreed that St John Ambulance be booked.

 

Doreen tabled a leaflet from a local banner company and asked, if the signage was not up in time for the gala, would the committee agree to the purchase of a professionally produced banner. This was agreed if the banner could be used on more than one occasion (i.e. date can be changed). Doreen and Darren agreed to investigate and order if the cost is no more than £100.00.

 

This report had been forwarded to members prior to the meeting and Doreen advised that lessons had been learnt for future funding applications. The DPCA should be fully involved (together with the Residents Association) in all aspects of funding applications relating to the Community Centre, or where the money is to be deposited in the DPCA account.

 

One of the conditions of the YRCC grant was a full monitoring of usage and Barbara had produced a comprehensive list of users in the timescale requested. It was noted that from March 07 – Aug 07 the centre was used 17 time and since Sept 07 the centre has been used 47 times. This information has been sent to YRCC but we have had nothing back from them.

 

Darren is to make a display in respect of the ceiling project which would include the plaque provided by YRCC. 

Mick has produced a leaflet for the 70’s disco dance on 2^nd August (following the gala). It was agreed that £4.00 /£2.00 be charged for entry, which will include supper. Future events would be discussed following the Gala dance.

It was reported that the Community Centre had been booked by the following:

The display boards funded by E.On were on show and the committee agreed they would be useful in promoting the DPCA’s activities at future events and also may be of use to future hirers of the Centre. Darren advised that he had managed to purchase the boards at a cost of £158.39 which is almost £100.00 less than E.On had given. As previously agreed, the remainder of this funding is to go towards the purchase of a gazebo (which could be hired out if required).

 

As already noted, Doreen confirmed that £800.00 was granted at the recent Area Forum meeting to be used towards the new signage for the Centre.

 

Doreen also advised that the ABC award application decision date was 20^th May but nothing has been heard yet. (This was for funding for shed alarms for the local community).

 

Doreen reported that she has had three double glazing companies to quote for replacing the windows in the stone section of the building (including improvement to the wall of the gents toilets). One company has responded so far. Lyndsey Cooke has been appraised that these quotes are in the pipeline and is looking for a funding body to assist us. As soon as the quotes are received, Doreen will forward to Lyndsey.

 

Lyndsey has also advised that she has contacted someone to come and look at the building to see what our requirements are. Doreen has asked that she be included in the visit to ensure that our requirements are correctly interpreted.

 

Doreen is applying to the South Yorkshire Funding Advice Bureau for help in obtaining funding. This is a free service.

 

Barbara asked if the drains could be looked at as she believes there is a problem with a drain and this is causing water ingress into the cellar. Barbara is to contact a builder to advise on this problem. 

Mick advised that he (in his capacity as Chair of the Parish Council) and Doreen would put together an agreement between the two organisations.

Barbara had been asked to look into the number of key-holders to the Centre. In August 2007 there were a total of 12 key-holders and the committee agreed that this was far too many.

 

Doreen advised that, as one of the funding requirements was to re-instate the alarm system, the number of key-holders should be kept to an absolute minimum.

Two suggestions were made:

a) To purchase an additional yale lock and install on the door.

b) To change one of the existing locks.

 

With either option, keys for one of the locks would only be held by Barbara and Doreen (as caretakers). Anyone wishing to gain access to the building should contact either Barbara or Doreen, who would arrange for the ‘security’ lock to be opened.

 

As all regular meeting dates are known (Parish Council, Youth Club etc.) the lock will be unlocked in ample time for the meeting to take place, and will be re-locked shortly after the meeting has ended. Anyone with a legitimate reason for entering the building will be allowed access without question. It was agreed that this proposal would be put to the DPC at their next meeting.

1. Mary Smith asked if bin liners and a brush and pan could be left out for use by the youth club on Friday nights. Doreen agreed to ensure that this happened.

 

2. Mary Smith advised that there was a problem with the thermostat on the new cooker. Barbara agreed to get someone to look at.

3. Doreen suggested that a skip be obtained to have a ‘clear out’ in preparation for the gala and would obtain a suitable quote. Barbara suggested Maws of Spring Vale. Dependent on the date of the Hade Edge gala, it was proposed that the skip be obtained for the last week-end in June.

4. Doreen asked if the grass could be cut before the 4^th July event on the field. This request to be taken to the Parish Council meeting on 5^th June.

 

5. Mick presented information on the Penistone Community Partnership. This is to be looked into and a decision agreed at the next meeting.

 

6. Mick advised that he had been contacted by a local resident asking if we could put on a Christmas party for the toddlers in the area. It was agreed that this be discussed at a meeting once we have had the gala.

The next meeting will be held on Tuesday 24^th June at 7.00 p.m. in The Parish Community Centre.

There being no further business, the meeting ended at 10.00 p.m. Doreen thanked Annie and Dougie for their patience and Annie confirmed that she would still be willing to help with the gala.