2.      Minutes of Meeting Held on 27^th May 2008

         The minutes of the meeting held on 27^th May 2008 were approved.

         a)    Signage

Darren advised that the new signage would be slightly cheaper than originally quoted due to the restriction on size imposed by Planning.

         b)    Internet Site

As there were no contributions to the ‘who we are’ section, it was agreed to not go ahead with this.

Mick advised that, due to possible conflict of interest because of his role as Chair of the Parish Council, he would be standing down from DPCA following the gala. Doreen thanked Mick for the work he had done during his time on the committee.

         c)    Health and Safety

Mick produced a Health and Safety policy for members to review and bring comments back to the next meeting. Mick confirmed that he would continue to ensure the Health and Safety policy was in place and a risk assessment had been carried out before he leaves the committee.

Mick advised that he had received information from Barnsley’s Environmental Health Service regarding food hygiene courses and requirements. It was agreed that, due to the lack of time, no one would be able to attend the course before the gala but Anne and Mary Smith agreed to attend at a later date.

In view of the above, it was decided that a barbecue could not be held (due to the fact that there would be no proper facilities) and that, as an alternative, jacket potatoes would be provided as part of the catering for the gala.

         d)    Caravans – Licensing Requirements

Doreen advised that nothing further has been done on this matter and we would continue to allow caravans to use the field, siting ‘custom and practice’.

An agreement, which had been drawn up between the DPCA Chair and DPC Chair was approved and signed by Doreen and Mick. To be confirmed to DPCA meeting in July.

Doreen advised that the top lock of the outer door has now been replaced and there are currently only two keys in existence, one held by Doreen as Chair of DPCA and the other by Barbara as Bookings Co-ordinator. A sign has been put on the door advising all users that if the top lock is not open, to contact either Barbara or Doreen for access.

 

This arrangement had been agreed at the June Parish Council meeting and there is a possibility that the new Clerk to the Parish Council will require a key when appointed.

Mary Smith reported that she had tried the cooker again and, even though it was still not working properly, it would be sufficient for use by hirers to warm things through, and that the top rings worked correctly.

 

It was agreed that in the short term this cooker was sufficient for our needs but members were asked to keep an eye out for a cheap replacement as there could be a potential fire risk if the thermostat is faulty.

It was agreed that, due to lack of time, the hire of a skip will be deferred until after the gala. A meeting was arranged for Tuesday 1^st July at 6.30 p.m. for members to attend and ‘tidy’ round the building. Anyone who can attend will do so.        

Doreen confirmed that Sean has spoken to Richard Smith who agreed to cut the grass in the field prior to 4^th July event.

Doreen confirmed that she will make the necessary arrangements to join the Penistone Community Partnership dependent on the fee. It was agreed that this could be useful.

This was carried forward until after the gala.

Darren presented his treasurer’s report. The main income since the last meeting was the receipt of the £800.00 Area Forum grant for the new signage. The main expenditure in the month was noted to be the boiler repairs amounting to £191.00 and repairs to the fire door and window at a cost of £110.00. Other incidental expenditure was noted relating mainly to the gala, including two gazebos. It was noted that, following expected cash outlays in the near future, the DPCA will still have funds of £1,167 available to further develop the centre.

 

Doreen noted that the DPCA had acquired a projector, screen and flipchart at a modest cost of £10.00. She proposed utilising the centre as a conference venue which would provide an additional source of income. Everybody agreed that this was an excellent proposal.

Doreen confirmed that she would send out the press release by the end of the week but that Penistone Community Radio has advised that they will be unable to attend.

 

St John Ambulance has confirmed their attendance and the Committee Room will be put aside for their use.

 

It was agreed that due to the size of the sign, a banner should still be purchased. Darren to progress at a cost of no more than £100, as agreed at the last meeting.

 

As mentioned in the Treasurers Report, two gazebos have been purchased plus a number of small prizes for the competitions and games. Further prizes need to be purchased. Doreen confirmed that there had only been one entry for the sunflower competition, a family with three children in Crow Edge.

 

Mary Smith and Anne Kaye confirmed that they were entering the scarecrow competition and Mary advised that there was a Scarecrow trail at Millhouse on Saturday which she was going to attend.

 

Doreen to contact the three ward members to see if one of them could be the judge and judging would take place at their convenience.

 

Anne confirmed that the youth club would like to take a stall and that they would also provide the goal and take control of the ‘beat the goalie’ competition.

 

Anne also confirmed that Neighbourhood Watch would be taking a stall and paid £5.00 to Barbara for the stall. Barbara confirmed she would co-ordinate the bookings/payments.

 

Anne had produced a typed list of raffle prizes which was distributed to the meeting. It was agreed that if any more large prizes came in now, they could be carried forward to the gala dance on 2^nd August.

 

The following duties were agreed for the gala:

                                Plate Smashing – Mick/Amos

Every member to have a supply of raffle tickets to sell both before the gala and on the day. Doreen has contacted BMBC re a licence to sell tickets before the day but they have not come back as yet.

Doreen suggested that the raffle prizes be put in plain envelopes and the winners select an envelope rather than picking specific prizes. It was agreed that this was a good idea.

 

Doreen confirmed that Sean had agreed to help with the Hade Edge gala and this was being held on 12^th July. Any other members who can help will also attend.

 

Doreen to contact Andy Thompson to see if the Police can supply any tape for segregating the areas for the exhibitors at the gala.

Mick produced a leaflet advertising the 70’s dance on 2^nd August. This was distributed to members.

 

Darren suggested that, rather than a pie and pea supper, a cold buffet be supplied and set out in the Committee Room. This would stop the need to stop the entertainment to serve food and, if the weather was hot, would stop the need to be in the kitchen. This was unanimously agreed and there was discussion on the types of food to be supplied suggesting that the buffet could be 70’s themed.

Future events would be discussed following the Gala dance.

Barbara confirmed that the field/centre were booked out for every week-end in July. The music festival was still scheduled to go ahead on 4^th July. She also noted that the centre had been booked on 9 June 2009 for the European parliamentary elections.

Doreen confirmed that the funding grant of £800.00 had been received from the Area Forum for the new signage.

 

She also reported that three double glazing companies had been to the centre with a view to providing quotes to replace the windows in the stone block. To date only one quote had been received.

 

Doreen and Darren confirmed that they would be going to the Dunford Parish Residents meeting on 26^th June.

 

Doreen reported that the DPCA had been unsuccessful in winning an ABC award to provide shed alarms in the parish. However, the Penistone West Crime and Safety Sub Group had been successful in obtaining funding for cold calling visits in the area and would use some of the funds to provide shed alarms to the more vulnerable in the area.

It was noted that the Penistone West Crime and Safety Sub Group provide discos to the youth population in Penistone and it was suggested that they hold a disco at the community centre. It is understood that the Youth Club are very keen on the idea.

The next meeting will be held on Tuesday 22^nd July at 7.00 p.m. in The Parish Community Centre to finalise the arrangements for the gala.

There being no further business, the meeting ended at 8.45 p.m. Doreen thanked Annie for her attendance.