Contact us at. bewholmera@outlook.com
The Annual General Meeting will be held on Tuesday the 9th July 2024 at 7.30pm at St John the Baptist Church, Bewholme. Everyone is welcome. Anyone over the age of 18 years and resident in the Civil Parish of Bewholme which includes Nunkeeling and Dunnington can vote. It would be helpful if anyone wanting to put themselves forward to be elected as a Trustee could contact the Chairperson (Sue Duke) before the meeting to find out more about what is involved. The Next Meeting will be held in St John the Baptist Church at 7.30pm on the 10th October 2023 everyone welcome.
ANNUAL GENERAL MEETING (AGM) OF BEWHOLME RECREATION ASSOCIATION
On Tuesday the 18th July 2023 at 7.30pm
Held in St John the Baptist Church Bewholme.
ATTENDANCE: B Aylott, L Bettison, G Burn, L Butler, A Duke, S Duke, T Elliot, S Hammond, I Hornby, P Hornby, E Mawer, Revd. D Messer (Vicar), C Medlock, E Mawer, J Robinson, G Staples L Trender, P Trender.
In the absence of the Retiring Chairman it was agreed that Sue Duke would preside over the meeting and Lesley Butler would take notes for minutes.
APOLOGIES: A Rhodes (BRA Chairman) J Slingsby (BRA Treasurer) L Slingsby (BRA Vice-Chairwoman) and Bewholme Parish Residents S Yates, S Green, V Neilson & N Aylott.
Mrs S Duke read out a letter from Mr A Rhodes (Retiring Chairman) explaining his thoughts and feelings etc which have led to his resignation after 8 years.
It was agreed unanimously that letters of thanks be sent to A Rhodes, J Slingsby & L Slingsby for their hard work and generosity whilst on the committee. It was noted that members of the committee had used their own money either as donations or as a loan whilst issues with the bank account were resolved. In particular thanks were due to J & L Slingsby who had covered the insurance temporarily.
It was clarified that according to the Deed of Trust the AGM could be held with out any members of the committee present.
Issues Arising
Hedges Need Cutting: Tom Elliott offered to do this. Graham Staples asked for clarity on the height the hedge required for security and safety before the hedge is cut.
Maintenance of tables, fencing etc. to be assessed and sorted.
Situation with regard to grass cutting ( clippings and length) to be clarified and sorted as required .
It was clarified that BRA is a charity ( but is not ‘registered’ due to income being below the required threshold.
Revd. D Messer asked for a summary of what the playing field is to be used for and intentions for use. He also offered to do a walk around for risk assessment and insurance purposes with new committee members.
A section of the Deed of Trust was read which states The Charity is for the purpose of a playing field and if constructed a village hall for various leisure activities for the benefit of all the inhabitants of Bewholme Parish.
As well as the current football field and open space suggestions were made by people present including : Allotments, Village Garden & Sports.
An email from a resident was read out suggesting the possibility of dog owners using the field under certain conditions. The resident raised this issue of rural isolation and mental health.
Due to the need to elect a completely new committee these uses had to be deferred for future decision. Revd. D Messer volunteered to be on the committee but not the chairperson before he had to leave the meeting.
Deed of Trust
Copies of the Deed of Trust were given to those present who wanted them.
It was agreed that regular notices of accounts, updates and minutes would be posted on the notice board.
Budget Update
From Information in a bank statement given by Mr A Rhodes there is £ 4558.95 in the bank account the only withdrawal being £309 for insurance in October 2022.
The Parish Council continue to pay East Riding Council to arrange the grass cutting.
Co-option/Election of new members
B Alyott proposed Sue Duke for Chairperson seconded by L Butler
Tom Elliott, Lesley Butler, Andy Duke, Sally Hammond were proposed and it was agreed they should serve as the elected members of the committee. ( Revd. D. Messer to be co-opted).
Next Annual General Meeting to take place as advertised.
The meeting closed 8.45 pm
BEWHOLME RECREATION ASSOCIATION
ORDINARY MEETING
Minutes of a meeting of the management committee held on Tuesday the 15thAugust 2023 at St John the Baptist, Bewholme
PRESENT:
| Trustees | Present | Not present | Person Chairing Meeting |
| L. Butler | x | ||
| A. Duke | x | ||
| S. Duke (Chairperson) | x | x | |
| T. Elliott | x | ||
| S. Hammond | x | ||
| Revd. D. Messer | x |
RESIDENTS & OTHERS IN ATTENDANCE:
C.Elliott (Treasurer) , B. Aylott & N. Aylott
- APOLOGIES
T. Elliott & D. Messer
- MINUTES OF LAST MEETING
| Please tick | Comments | |
| Approved | X | Signed as true copy |
| Not Approved | N/A |
- MATTERS ARISING
3.1 Lloyds Bank Account – changing signatories to S Duke and T Elliott is ongoing.
3.2 Letter of Thanks sent.
- INSURANCE, RISK ASSESSMENT & INSPECTION
4.1 Zurich insurance has been changed over to S Duke’s address. Public Liability Cover is 5 million and covers the Public using the field and up to 12 events a year. Trustees Indemnity insurance to be investigated.
4.2 Risk Assessment & Inspection by trustees to take place o 23.8.23 at 12 noon. The
Royal Society for Prevention of Accidents (ROSPA) can carry out independent inspections at a price. (Sue Duke to find out what is required from insurance company.)
National Council for Voluntary Organisations (NCVO) give general advice to small charities and joining would be free. Agreed to join.
- VACANCIES
5.1 Vice chairperson – S Hammond proposed by C Elliott & seconded by L Butler. Agreed unanimously.
5.2 Parish Council Appointed Trustee – The parish council has been informed that they can appoint one trustee. No -one available at present.
5.3 Co-opted Trustee – The committee still has the option to co-opt another trustee.
5.4 Secretary – Position still vacant. Duties to be shared. L Butler to take minutes and keep the minute book.
- MAINTAINENCE
6.1 Ongoing – clean up blitz for 9.9.23 – Volunteers to be approached.
6.2 Internal Fencing – Agreed to put removable fencing into gaps. (A Duke)
6.3 Hedge cutting – end of September. Help needed to clear clippings etc. – to liaise with T Elliott.
- EVENTS
7.1 Christmas Tree Switch On – 1st December 2023 church booked. Details to follow.
7.2 Clean up Blitz – 9th September 2023, 10 am to 12 noon.
7.3 Fun in the Field – 9th September 2023, 12 noon Bring your own picnic with penalty shoot out & games.
7.4 Dog show – Agreed to have dog show next year provisional date – June.
- PUBLICITY
8.1 To send reports of meetings and events to the Parish Magazine.
8.2 People who deliver the magazine have kindly offered to deliver flyers at the same time.
8,3. Posters in the notice box (L.Butler)
8.3 To investigate possibility of setting up a website. (N.Aylott)
8.4 To set up Instagram account. ( N. Aylott)
8.5 Facebook – A. Duke to liaise regarding the transfer of administration of the account.
- ANY OTHER BUSINESS
DATE OF NEXT MEETING : 10.10.2023 at 7.30pm in St John the Baptist Church, Bewholme.