Minutes 2011 MEETING
Appleton Sportsfield Management Committee Annual General Meeting
Wednesday 13th April 2011
Sportsfield Pavilion: 7:00pm
1. Present: Paul Taylor, Graham Rose, Sara Murray (Parish Council), Martin Bungay & Roger Gilkes & Carl McKno Cricket Club, Fiona and Briony Mackellar of Appleton Stars.
2. Apologies for Absence: JohnGaughan, Adrian White (St Edmunds Under 15) and Richard Prickett.
3. Minutes of previous meeting: actions from the previous (2010) annual meeting were discussed and the minutes approved.
4. Chairman’s 2010/ 11 Report: the Chairman delivered his annual report that had been delivered at the Annual Parish Meeting on 12th April 2011.
“Appleton Sportsfield has experienced a busy year with cricket, junior football at under 15's level, men's football and for the first time, a lady's football team. It is however of great disappointment that there is no mini soccer teams currently using the facility, with the exception of occasional school use. In order for there to be continued success of football teams, there is a definite requirement for parents with younger children to pick up the baton and start Appleton mini-soccer, instead of choosing to take their children to Kingston or Cumnor. The facilities are first class and it is a real shame that these teams do not exist to ultimately feed a men’s or ladies team.
“The weather has played havoc with both training facilities and the main pitch, with long periods of time where both training and matches have had to be postponed. To this end, we are proposing to install drainage to the training area in an attempt to combat this for next season. We have a sponsor that has kindly offered to donate the materials, however we will still require expertise and a certain amount of soil removal from site to facilitate the drainage facility, it is anticipated that these works will be in the order of £1000 to £1500 pounds.
In round terms, with regard to finance in the last 12 months, the sports field has roughly broken even or made a small loss, this of course excludes the cost of grass cutting covered by the parish council. Final accounts will be available shortly.
“We would like to remind all villagers that the Sportsfield is their facility and is available for private hire and is a great facility for summer use. Any persons wishing to hire or use the facilities should contact Graham Rose via the village website.”
5. Treasurer’s Report
The Secretary on behalf of the Treasurer reported that funds stood at £2,866.48 as of 31/12/2010. With £2,567 expenses for the year, this performance of £246 better than costs reflects the fact the Parish Council pays for the mowing of the outfield and the contribution of hirings generating £600.
User fees: User fees were discussed and it was agreed that they will remain as 2010: -
|Senior Appleton football teams + the Appleton Cricket Club
||£440 (any outside team £500 plus an upfront bond)
|The Junior Football teams
Casual User charges: it was agreed casual user charges should be as follows: -
||Villagers afternoon usage
||Non Villagers afternoon usage
||Villagers evening to midnight
||£60 plus £50 deposit
||Non Villagers eve to midnight
||£140 plus £100 deposit
||Cricket/ Football pitches
||£30 per letting to Sportsfield
||Rye St Antony D of E camping
6. Election of Officers
Chairman: Paul Taylor
Vice Chairman: Martin Bungay
Treasurer: John Gaughan
Secretary: Graham Rose
Paul Taylor, Chairman, and Graham Rose, Secretary, advised they would be standing down at the next Sportsfield AGM – in 2012. The committee and the Parish Council need to start taking steps to ensure a smooth handover to whoever takes over.
7. Maintenance of Field and Equipment:
(i) Drainage works: The Chairman described the plan for drainage of the football practice area, with an underground pipe from the Hills Nurseries end to a soak away and another drainage pipe from the edge of the cricket nets to the edge of the cricket square. He asked when it would be least inconvenient to users and it was agreed the works should commence as soon as possible. The Cricket Club agreed they might have to change a fixture from home to away during the works. The Chairman appealed for as much help as possible. A donor had agreed to supply the materials but it was still estimated the costs would be between £1,000 and £1,500. Action: Paul Taylor
(ii) Aeration of Sportsfield: Fiona Mackellar will contact either the Chairman or Secretary within one week to advise of someone who will undertake the work free of charge.
Action: Fiona Mackellar
(iii) Cutting of the outfield. Fiona Mackellar complained the grass was often too long for football and she could not believe the tractor could not be driven by farmer footballers who would work free of charge. The Chairman pointed out that there were insurance issues of allowing people to use Sportsfield/ Parish Council-owned machinery. He conceded that Rob Ford, who is paid by the Parish Council to cut the grass, had been under used in 2010 and in 2011 made the commitment that the outfield would be cut every month in the winter period.
Action: Graham Rose to co-ordinate with Rob Ford
(iv) Aveling Barford Roller: Fiona Mackellar remarked that the old roller should be sold for scrap and she will try and establish if there is anyone who could collect and sell. The Chairman will also have a colleague to estimate the value of the roller.
Action: Fiona Mackellar & Paul Taylor (Done by PT 15/04/2011: Roller being collected w/c 18/4)
(v) New/ nearly new roller: There was a discussion about using the funds generated from the sale of the roller to buy a new or nearly new roller. Graham did emphasise one of the reasons for not replacing equipment was that we no longer have the services of Brian Hathaway as the engineer. This matter will be evaluated when and if the old roller sells.
8. Maintenance of Pavilion: The chairman advised that the Hall was in need of repainting. Sara Murray knows of a resource who would undertake to redecorate and will advise the chairman accordingly.
Action: Sara Murray to Paul Taylor
9 Teams using the facility in 2010/ 11: -
Teams using the pitch in 2011/12: -
a) Appleton Cricket Club
b) Appleton Stars Mens Football Club
c) Appleton Stars Women’s Football Club
d) St Edmunds under 15: Adrian White to confirm
e) Appleton School: occasional use of the junior football pitch
10. Any Other Business
a) Parish Council: the chairman recorded his thanks to the Parish Council for their support and believed the relationship was good between the Sportsfield and the PC.
b) Junior football: the chairman expressed his concern for the lack of any Appleton Junior football teams as this would be the feeder to older teams in the future. He said how disturbed he was that so many parents in the parish allegedly send their youngsters to Cumnor and Kingston Bagpuize football clubs. Briony Mackellaris a Level 2 coach and coaches young and disabled footballers and offered to coach a village team. Carl McKnois involved with the Kingston Bagpuize club and said they had a full range of ages and coaches and that was the challenge. Briony will advise what she can offer and Paul will then approach Appleton School to establish if there is any interest.
Action: Briony Mackellar to advise Paul Taylor of what age group she would consider coaching. Then Paul Taylor to Appleton School
There being no further business, the meeting closed at 8.15pm