AGM 2011

 

BROOK FARM RESIDENTS’ ASSOCIATION

MINUTES AGM 2011

Date of meeting: Monday 20th June 2011

1

Present at meeting (in no particular order)

Neil Thomson

Frank McGowan

Pam McGowan

Chris Lucas

Terry Barrow

Dave Martin

Christine Martin

Andy Rodway

Lorraine Rodway

Debbie Thomson

2

Apologies for absence

Apologies were received from Brenda Gibberd.

3

Minutes and Matters Arising from 2010 AGM

Article 5 was changed in 2010 from 8 – 12 to 6 – 8. Suggest that the constitution can be amended by Neil (Website Manager).

Chairman’s introduction and report.

This AGM has been delayed for the financial report to be finalised for 2010-2011. Brenda has put together the finances of BFRA in the absence of Frank McGowan the best way she can and I wish to thank her on behalf of everyone for doing this. I would also like to wish Frank for the effort he has put in to the treasurers role, and our hopes for him to make a speedy recovery.
I would like to thank our committee for a lot of hard work during the year. This committee comprises quite a high percentage of full time and part time workers. The time that it takes to give to BFRA I know is very demanding at times. Thanks again for your support and for assisting other organisations such as the local football clubs, the Primary School, Royal Wedding Street parties, assisting with the loan of equipment  etc. The 8th Annual fun day will be upon us soon and again, our committee of volunteers will be around to help out in certain ways. Thank all committee.

Due to the absence of some of the committee during certain times of the year, I would like to propose that BFRA main committee meet every other month. This would not stop any other subcommittee such as Social to meet when they wish, especially just prior to an event. If the subcommittee requires approval for anything from the main committee, this can always be done by agreement or refusal via email if no main meeting was forthcoming. Proposed by Chairman and seconded by Neil Thomson.

I have submitted funding to Open Weekend in Suffolk, celebrating the Olympics for 2012. We were successful in receiving £350 to put towards our fun day for music, dance and sports.
Finally, I am just about to submit funding to ‘Awards for All’ part of the lottery. This will be for two 50mm leg robust 6m x 3m awnings. The total cost approx £1200. This will include all side walls, tie down kits and delivery. These awnings are far superior to the ones we took possession of a number of years ago. We all know they are now being repaired constantly. Perhaps we should also review the ‘loan’ of the awnings if we are successful.

Terry then went on to suggest some amendments to the constitution.

Propose to amend article 5 to 5 – 8. Seconded by Chris Lucas.

Proposal to amend article 11 from three or more executive members to two or more. Seconded by Neil Thomson.

Proposal to amend article 14 or to withdraw article 14. Seconded by Dave Martin.

5.

Treasurers Report.

INFORMAL STATEMENT OF ACCOUNTS FOR THE PERIOD

21.04.2010 TO 14.06.2011

Unfortunately, due to the hospitalization of our Treasurer, Frank McGowan, for several months, he has been unable to prepare formal accounts.   The following is an estimated breakdown of income and expenditure for the past twelve months:

EXPENDITURE INCOME

DATE

AMOUNT £

DATE

AMOUNT £

25/05/10

Sax in Bloom – purchase of alcoholic beverages

145-23

28/05/10

?

140-00

28/05/10

Cash for Bar float

200-00

03/06/10

Bar takings Music Night

768-60

15/06/10

Makro – supplies for Music Night

198-23

21/06/10

?

130-00

21/06/10

Leiston Press for summer newsletter

285-00

30/06/10

Membership fees

423-80

25/06/10

Suffolk Coastal – license fee for Fun Day

 21-00

12/07/10

Membership fees

240-00

08/07/10

Replacement frame for awning

325-00

19/07/10

Membership fees

60-00

12/07/10

Suffolk Acre – Public Liability Insurance

139-00

19/07/10

Donation from Kelsale School for borrowing equipment

10-00

19/07/10

Repair of awning

47-60

26/07/10

Bar takings Fun Day

430-91

19/07/10

Leiston Press – posters for Fun Day

9-40

08/10/11

​Sa e  f sweets etc

101-09

19/07/10

Purchase of confectionery for Fun Day

129-06

26/08/10

Insurance for damaged awning

306-00

19/07/10

Sax in Bloom – sponsorship of 10 baskets

280-00

01/11/10

?

188-75

05/04/11

Incidentals for Music Night

21-16

04/03/1

Ticket sales for music Night (less £200 float)

331-00

06/04/11

Donation to Cancer charity

50-00

14/03/11

Bar takings Music Night

1167-62

17/05/11

Sax Primary School for books since 2009

190-00

14/03/11

Bar float returned

200-00

07/06/11

Suffolk Coastal DC license fee for Fun Day

21-00

08/04/11

Late membership fees

20-00

14/06/11

Reimbursement for cash to purchase BBQ

60-00

31/05/11

Suffolk CC grant

350-00

15/06/11

Reimbursement to D.Martin for BBQ consumables and

accessories

48-78

TOTALS

EXPENDUTURE

*£2,170-46

INCOME

£4,867.77

Amount at bank as at

1st June 2011 £1,220.24

Charges expected:             £  700.00

Adnams for beers etc. Leiston Press for newsletters and Fun Day expenditure.

* In addition we have paid £15 per month to

rent storage for BFRA equipment.

6

Social Report

Previous Events

Halloween Children’s Party which was held at the Primary School.  This was a great success with around 100 children along with their parents coming dressed up to scare everyone!  The disco was excellent, yet again.  I would like to express a big thank you to the Thompson family for organising and running the sweet and refreshment stalls.  Thank you also for the other members of the Residents Association for helping to clear up at the end of the evening.  As there was such a great response we have decided in future to erect a small gazebo outside the doors for the sweet stall and parents, if they wish, to sit outside while their children are safely in the school enjoying themselves.

March Dance – another success at the Meercat Hall with our favourite group ‘Anything But Ordinary’.  Thanks and well done to Tracy and Matt along with the people behind the bar helping to achieve a very profitable night.

Future Events

BFRA fete which will be held on 23 July starting around 1.00 p.m. to 4.30ish.   We gave various events and stalls organised such as the popular Jazz Band and Belly Dancers.  New for this year visit the Punch and Judy Show and Saxmundham Judo Club will be doing an ongoing display outside the arena.  There will be a Beer Tent, BBQ and tea and cake stall to sustain you after your numerous activities.

The 2011 Halloween Children’s Disco is being organised so start looking out for your scary outfits!

Anything But Ordinary will be returning in November, all BFRA members will get first option for tickets so keep a look-out in the Autumn Newsletter for the purchase details.

7

Membership
Chris Lucas gave an update on current membership.

  1. Out of 553 properties on Brook Farm – 312 are signed up as members, totally £939 in membership fees = 56%.
  2. Lorraine was approached by a resident who wanted to join but thought she was not able to as she was in rented accommodation – it was clarified that households in rented accommodation can join.
  3. Some of last years road reps kept records this showed:- 74 houses declined = 13%, 49 houses with no answer = 9%,  17 houses were moving = 3%.
  4. As it is coming up to the time to think about 2011 membership this was discussed briefly in how we could improve and make it easier for the road reps.  Chris had done some research to see what other resident associations do – idea was noted as – Mosley in Surrey do a pre-pay system / standing order mandate / pay pal.
  5. It was suggested road reps could put a note through the door; that they had called and would come back later, date/time & contact no.
  6. Some committee members felt that the £3 door knocking system has the best effect and that this could be combined with the next newsletter, which will go out first week of June – collect the £3 subscription and deliver the newsletter at the same time.  It was noted that there was not enough road reps and that more are needed.

Chris agreed to print up membership cards for 2011 and was happy to continue to maintain the membership records.

8

Report from our representative on Youth Committee –

Chris Lucas

I have worked with the local police Safer Neighbourhood Team (Saxmundham and Framlingham) in an effort to improve quality of life issues in the area.  I feel that it is important that the Brook Farm Residents Association is represented at the bi-monthly SNT Community Forum (Priority Setting and Tasking Meeting).  These meetings provide the opportunity to influence the priorities (usually two or three objectives) that the police, in partnership with others, focus on.  In 2010/11 this has included:

  • Tackling anti-social behaviour and under-age drinking at Carlton Park play area.

  • Dealing with increased levels of crime in Saxmundham ,  including damage offences that had occurred in and near to Saxmundham Primary School

On behalf of the Residents Association I formulated letters, in consultation with the police, appealing to those living near to the school and park to report problems to police as they occurred.    The letter also contained advice regarding the information that the police would need, together with the non-emergency police telephone number.

I believe there is a need for increased youth provision in Saxmundham, and that crime and anti-social behaviour will be reduced if young people have the opportunity to channel their energies in the right direction.   I have represented the BFRA at a recently formed sub group of the Saxmundham and Villages Voluntary Youth Group – ‘Positive Activities for Young People’.   Over the summer ‘Teenage Kicks’, a new initiative to give young people the opportunity to play football and learn new skills, is being held every Thursday between 7pm and 9 pm at the Memorial Field. The sessions are free for anyone aged 13 to 19.   It is hoped to continue providing activities during the winter months with a programme of martial arts.  A number of other ideas are also being pursued to provide activities and facilities for young people in Saxmundham.

9

Any other business

The Chairman relayed a message from Don Tricker of SADCIC that they may take over the running of part of Seaman Avenue Resource centre and if BFRA had any suggestions re small events to consider this building. The committee asked the size of the hall and Terry agreed to look into this further. The rental would probably be very favourable i.e. £8 hour.

10

Election of Officers

Chairman: Terry Barrow

Proposed by: Neil Thomson

Seconded by: Lorraine Rodway

There being no other nominations or objections, motion carried unanimously.

Vice Chairman: Neil Thomson

Proposed by: Terry Barrow

Seconded by: Andy Rodway

There being no other nominations objections, motion carried unanimously.

Treasurer : Frank McGowan

Proposed by : Terry Barrow

Seconded by: Dave Martin

There being no other nominations objections, motion carried unanimously.

Secretary: Brenda Gibberd

Proposed by: Neil Thomson

Seconded by: Lorraine Rodway

There being no other nominations objections, motion carried unanimously.

Membership Manager: Chris Lucas

Proposed by Terry Barrow

Seconded by Neil Thomson.

Social Secretary:- Dave Martin

Proposed by Terry Barrow

Seconded by Chris Lucas

Bar Manager: Tracy McMullan

Proposed by: Terry Barrow

Seconded by: Neil Thomson

There being no other nominations or objections, motion carried unanimously.

Ex-officio Committee Members.

Lorraine Rodway

Andy Rodway

Christine Martin

Pam McGowan

There being no objections raised to any of these delegates, motion carried unanimously.

11

Date of next meeting.

Monday 11th July 2011 to discuss final preparations of Fun Day.