CULLOMPTON COMMUNITY ASSOCIATION ANNUAL GENERAL MEETING
CULLOMPTON COMMUNITY CENTRE
WEDNESDAY 18TH MAY 2022 18.30
MINUTES
PUBLIC QUESTION TIME
Les Miller: Was it correct for the outgoing Chair and secretary to leave during the AGM?
Chair: It is now water under the bridge, we have moved on and it has been recorded in the 2021 minutes.
1) APOLOGIES
Tim Dienes, John Berry, Dave Russel, Heather Crispin, William Gillings, and Marcus Scott which is not a formal apology, but I wanted to mention specially because he can’t be here he isn’t very well and he has been a very important member over the years and we miss him.
2) ACCEPTANCE OF MINUTES OF AGM 23RD JUNE 2021
Unanimously accepted
3) CHAIRS REPORT & AND RECOMMENDATIONS FROM TRUSTEES ON CHARITY STATUS
I am reporting on halfway through the year so I’m reporting the activities for 2021, first half of year was in other administrations time. Who struggles through covid which stopped all activity, although the fields were used much more for recreation and there are still far more people in the CCA than have been previously. It Was an eventful AGM as it marked the end of an era in the history of the CCA with the change of officers and people like Eileen Andrews leaving the organisation we have been working through the rest of the year to put together a tribute for Eileen which we have planted 50 trees as Eileen’s wood and a plaque to go into the area. We have another similar sign for the Jubilee wood I was hoping that we could have Eileen to come to the official name plaque unveiling but I think it will have to be one of Eileen’s family because Eileen is not well enough to be there. The intention is to mark her 50 years with the CCA. We had several new trustees come in through the year and we have been getting used to the duties that come with being field managers to 32 acres. We have spent quite a lot of time looking at the condition of the fields and in doing that we had several projects that started in that period and continued into this year. Things like the bridge we replaced on the main path so we could get heavier vehicles through the fields. We planed lots of tree maintenance, we had several trees that needed addressing. We identified and took out several the dead ash trees which had been struck with ash die back. It unfortunately looks like we will have to have another lot out later this year. During the period we planned and booked with the woodland trust for the 150 trees, 50 for Eileen’s wood and the 105 for the jubilee wood plus the large number Penny Marshal planted over the last year from saplings she has found, trees from the woodland trust and trees we have also had from Andre de Mendonca. So, we have produced, in the planning year, probably about 200 trees, with several other trees we have identified to move and replace for the dead trees. We started to look for event providers to produce revenue for the CCA and that is beginning to come to fruition we spoke to a couple of event organisers and discarded one because we thought it was unsuitable for the fields because it wasn’t a community activity, it was a wedding company that wanted to run 10-15 weddings a year, but it would of excluded the community and that isn’t something we wanted. We identified with the help of Heather Crispin she was very good in finding Enosis events the run the event that we are having in July, and it seems to have taken a life of its own, hopefully we will be able to enjoy reporting on that in the next AGM. For those that haven’t seen any information about it we are talking about 200 trade stalls, 2 sound stages, 25 food stalls, 25 alcohol stalls. kid’s quad bikes, circus performers, wellbeing areas, vintage and super cars which is why we have repaired the footpaths with the help of some very hard-working trustees and his children. Those are the things we have looked at during the second half of the year that are now coming into fruition. We have several other events coming for the rest of the year we have just had the fair in, and they wish to come back in November. We have got the rugby tots every weekend using the play area and they have just booked for a whole week during the summer holidays. We have Lawsons circus coming, we have Inflatables southwest coming for a couple of days and starting next week the obedience dog show will be back and they will be camping in the fields which is a good revenue for us. Now we are looking at getting some real revenue in we can start looking towards doing other community activities. At the moment we do have a lot of jobs that need doing in the fields. So as far as the relief road is concerned it is still bubbling along, we’ve had quite a lot of surveys during 2021, including wildlife ditches trees, with several site visits by project teams we are very fortunate to have a good land agent who negotiates for us and comes to us when we need information. To assist that I have tried to build relationships with the surrounding landowners whose land has been proposed to come to the CCA. There is no news yet as where the road progress is going although I think we have a few people in the room with us who will know more. Its going to be a good year we have the Queens jubilee event which is on the 4th of June which has been organised by the Town Team in conjunction with the CCA and a couple of other groups. There will be a copy of the programme of events which will be delivered to everyone’s homes. The other thing I would like to mention is we will try to bring the AGM forward to an earlier date as this is a bit late in the year, I think we should be doing February/March. The last thing I need to discuss is the recommendation from the trustees to change the charity status. We had a special meeting of the trustees to look at the status of our charity and in relation to the responsibilities of the trustees and accountability of trustees and the way we are running the charity the recommendation that was discussed and approved by the trustees was that we begin the process of changing the status to a charitable incorporated organisation, to bring us in line with what is now a more modern approach in running charities. It also gives us the opportunity to normalise some of the land ownerships and the responsibilities of the trustees. I think we are missing out potentially on some trustees who won’t come on board because of the liability they believe we have, even though we have liability insurance to protect us. So, the recommendation that we are making is that the Cullompton community association begins the process of the legal process to transfer across over the next year to a charitable incorporated organisation and all the legal processes associated with that if someone is willing to propose or talk against it?
Michelle Rowe proposed and seconded by Ian Schofield, a show of hands in favour, Ashley are you abstaining?
Ashley asked about the status of the land ownership.
Iain replies now we have holding trustees that technically own the land not the charity and because we aren’t a cooperate body, we can’t own property and we can’t make contracts as a charity as we are not a corporate body. Becoming a cio the ownership of land can transfer to the CCA by carrying out the appropriate legal work and we can then hold the land. Ashley asks will the CCA be owned by the people of Cullompton?
Iain replies yes, it’s literally just the transfer across to a different legal body. The constitution will have to be looked at but not changed dramatically because when Ashley Wilce wrote it in 2019, he used the CIO model.
Ashley then changes to in favour. And it’s counted as unanimous voting in favour.
4) TREASURES REPORT
James Buczkowski: I have done a very brief report for you. James highlights other income which was compensation from NatWest when they caused problems with the transfer of the trustees. They gave a sum of £300 in compensation. £5000 has been set aside for general reserves. We are now registered for Gift Aid.
Ian Schofield queried why Michael Speirs didn’t do the independent scrutiny of the 2021 accounts? It was explained that Michael Speirs was away on holiday and the treasurer wanted the scrutiny done in time for the AGM so Ian Findlay completed the scrutiny. Michael Speirs will be completing future scrutinises.
Penny Marshal asks: I’m a bit curious that there is a payment for diesel and a payment for grass cutting? Iain explains that because the grass wasn’t sold for hay last September, we had to pay someone to cut it, because we didn’t have the equipment to do it. James also mentions, all payments are reported to trustees at every meeting and every payment is then approved.
5) APPOINTMENT OF HONORARY OFFICERS TO COUNCIL
a) Chair of CCA
Michelle Rowe vice chair takes over vote.
Ian Schofield proposes Iain Emmetseconded by Les Miller
Majority in favourone abstention.
Iain Emmet resumes chair role, and thanks for the vote of confidence.
b) Proposals for vice chair
Les Miller proposes Michelle Rowe Seconded by Colin Rowe
Majority vote in favour one abstention.
c) Appointment of Secretary
Iain Emmett proposes Les Miller second by Michelle Rowe 8 in favour and 5 against, motion carried
d) Appointment of Treasurer
Iain Emmet proposes James Buczkowski seconded by Colin Rowe Unanimous in favour.
LIFETIME MEMBER
We would like to create a position of lifetime member which isn’t currently in our constitution, but John Chard attends all the meetings, and we get a great deal of benefit from John’s presence. This was accepted by John Chard, who was very pleased.
ELECTION OF AFFILIATED CLUBS
Football Club
Bowls Club
Cricket Club have no representative, but they will be asked.
We have a position for a Town Council
ELECTION OF INDEPENDENT TRUSSTEES
We have several independent trustees.
Ian Schofield
Heather Crispin, not present but wishes to remain a trustee
Les Miller now our secretary
Penny Marshal
Ashley Hellier
Dave Russell
Sheila Symonds
Do we have anyone else present that would like to be a trustee?
Iain nominates Colin Rowe seconded by Michelle Rowe Unanimous in favour
Iain thanks all the volunteers for their efforts during the year.
ELECTION OF INSPECTOR OF ACCOUNTS
Michael Spiers unanimously in favour
QUESTIONS FOR CHAIR
Ashley Hellier asks if Chairmans report will be put on website?
Iain replies that he will be putting it onto the website.
Iain thanks everyone for attending and explains that he will be installing a traditional wooden bench that has been donated by John Chard by Jubilee wood.
Chairman closes meeting at
CULLOMPTON COMMUNITY ASSOCIATION
ANNUAL GENERAL MEETING
THE WALRONDS
THURSDAY 18TH MAY 2023 18.00
AGENDA
PUBLIC QUESTION TIME
1.APOLOGIES
2.ACCEPTANCE OF MINUTES OF AGM 18TH MAY2022
3.CHAIR REPORT
4 .TREASURER REPORT
5.APPOINTMENT OF HONORARY OFFICERS TO COUNCIL
6.ELECTION OF AFFILIATED CLUBS TO CCA
7.ELECTION OF INDEPENDENT TRUSTEES
8.ELECTION OF INSPECTOR OF ACCOUNTS 2023