Board Meetings 2009/2010
Minutes of the Board meeting held, Monday 5th October 2009 at 3, Station Road
Present: Anne Webster Director, Paul Kemp Director, Brian Farrow Director, Brian Hannah Director, Janet Farrow Partnership Manager, Jason Bell Partnership administrator.
Due to the absence of the Chairman it was proposed that Brian Hannah chair the meeting.
Apologies: Peter Burns
Presentation by John Morgan of Skills Partnership.
JM circulated a report giving details of IAG & Skills Gateway progress in Sheringham over the last eighteen months. He explained present problems with funding which was proving difficult this year. Funding has been recieved which would see the programme through until July 2010, but he was hopeful more would be forthcoming. The amount of funding obviously goverened his resources and how they counld be utilised. He was asked how often a representative was in the shop and he advised once a month, and explained that with funding restraints and the greater use of resources for larger towns that this was all that could be provided at the moment. BH asked the last time that attendance has been at Sheringham and was informed July, and he further explained that August was a time when staff 'caught up on holidays' and was generally quieter. He suggested that no attendance in September had been because of staffing problems at the shop but this was questioned, and it was pointed out that cover had been available on the days mentioned. It was suggested that the times of attendance werte advised to us and we would assist with publicity if necessary. He was thanked for his attendance.
Minutes of the meeting held 7th September:
Were agreed as a true record and signed.
Proposed:PK
Seconded:AW
Agreed
Matters Arising:
1. Charity Commission The pros and cons were presented and the general feeling was that we should continue on with the application.
2. Lloyds Bank building/Art Project We have received confirmation from NNDC that we will qualify for 80% reduction and possibly and additional 20% due to the charitable nature of the project.
Bank Account Ongoing
Correspondance:
Letter from NNDC inviting Upcher Partnership to a Stakeholders meeting about toilets in the town, October 28th. Discussions took place as to Upcher's position with regard to such meetings, and do we comment on local politic's and events? It was felt we should not comment on such matters, but that the Partnership Manager would attend to keep abreast of developments.
Letter form Poppyland Partnership suggesting that we might like to join forces and research suitable prmises for the Action for Market Towns anuual conference. It was felt that there were insufficient venues in the immediate area.
Letter from Cromer Town Council inviting Upcher Partnership to the Civic Dinner. Noted
Letter from Upper Sheringham Parish Council offering their support in the future
Letter from ECO Centre at Swaffham advising that our application for Local support in connection with the local sustainability group, had been successful.
Letter from CAB advising that the Wells and Fakenham CABs are combining
Letter from Sheringham Savoyards with donation of £20 which will be placed to Community Chest Funds.
Partnership Managers report:
This was circulated. The application for Community Chest funding were reportednon those of Christmas Lights and Sheringham Chess Club had been successful. Those fromLadybird Playgroup and Weybourne Bowls Club had not. These decisions to be ratified.
Proposed: BF
Seconded:PK
Agreed.
Financial Report/Meeting with NNCP:
At the meeting with NNCP, attended by PB and JF it was felt that NNCP were happy with our progress and were supportive to our efforts. There is a possibility that next years funding will face a 20% reduction so there may be problems. It was also suggested that any underspend that could not be justified would be claimed back by NNCP. As we appear to be underspent at the moment it was suggested that we carry out a mini health check for the area in the form of a questionnaire which could be distributed with the Credit Union leaflets. A leaflet will be prepared and circulated to Board members. We received a letter from Tony Larner Accountants confirming their willingness to be the accountant for Upcher and requesting confirmation of our acceptance of their basis for acting for us.
Proposal that we accept terms as offered by Tony Larner.
Proposed: BH
Seconded: PK
Agreed.
Upcher Partnership AGM:
This has been fixed for Wednesday 28th October at Oddfellows Hall &pm for 7.30pm. A specimen agenda was circulated and it was explained that as this is the first AGM all Directors had to retire but could offer themselves for re-election. All confirmed they were willing to stand and PB had already indicated his willingness to stand. Chairman to make a report.
AOB:
None
Date and venue of next meeting: The next meeting will take place on 2nd November 2009 at 3 Station Road Sheringham at 6pm.
Upcher Community Partnership Board Meeting Minutes
Monday 2nd November 2009 at 3 Station Road, Sheringham.
Present: Peter Burns Director, Anne Webster Director, Paul Kemp Director, Brian Hannah Director, Janet Farrow Partnership Manager, Jason Bell Partnership Administrator.
The Partnership Manager opened the meeting and called for nominations for Chairman. It was proposed that Peter Burns be appointed Chairman of the Board.
Proposed: AW
Seconded: PK
Agreed.
Apologies: Brian Farrow
Minutes of the meeting held 5th October: After amendment were agreed as a true record.
Proposed: AW
Seconded: PK
Agreed.
Matters Arising:
- Lloyds Bank buiding/Art project- The Old Llyods Bank building is not now available. We are looking at the possibility of the Christian Science meeting rooms, and the unit next to the Chinese Take Away on Station Approach. The possibility of Threshers and Dodmans is being pursued.
Brian Hannah arrived at this point.
2. Bank Account- Main account and Community Chest now opened, proposed that an account for Oddfellows Hall be opened and brought into use at the 1st January.
Proposed: PK
Seconded: AW
Agreed.
Correspondence:
Letter from Hansells re the lease of Oddfellows. The situation is that we are still awaiting re-decoration and carpeting work to be finished. Solicitor has been updated.
Letter from Grapevine Group re next networking meeting. As cost was to be £35 it was felt that this was too much and we would be unable to attend.
Letter from Excel 2000 asking whether we would contribute to their work. It was suggested that they might like to apply to the Community Chest.
Partnership Managers Report: This was circulated.
Financial Report:
Budget figures were presented and all was well at the present time. The budget will be reviewed again after Christmas as to spending in the last quarter.
AOB:
PK raised the question of air conditioning at Oddfellows Hall after the AGM. This matter is being discussed by the management group and our views will be reported.
JF reported that the LAPA meeting was on November 18th at Merchant's Place.
BH gave an update on the promenade lighting. NNDC is installing a single solar/wind powered light for the winter to review suitablitly for installing permanently next year.
Date and Venue of next meeting: The next meeting will take place on 7th December 2009 at 3 Station Road Sheringham at 6pm.
Upcher Community Partnership Limited Board Meeting Minutes
Monday 7th December 2009 at 3, Station Road Sheringham
Present: Peter Burns, Chairman, Anne Webster, Director, Paul Kemp, Director, Barbara Young, Director, Jason Bell, Partnership Administrator.
The Chairman opened the meeting by welcoming and introducing Barbara Young, Chairman of Kelling Parish Council. He was pleased to report that she was willing to serve as a Director on the Board and proposed that she be elected.
Proposed: PB
Seconded: PK
Agreed.
Apologies: Brian Farrow, Brian Hannah, Janet Farrow.
Minutes of the meeting held 2nd November:
These were agreed as a true record and signed.
Proposed: AW
Seconded: PK
Agreed.
Matters Arising:
1. Art Project- As previously reported empty shops are, luckily, hard tofind in Sheringham, but venues are being pursued. Mentioned in Managers report.
Correspondance:
Letter- NNDC advising us that a trial solar powered lamp standard will be installed on the promenade during the winter and monitored accordingly
Letter: From Chris Taylor regarding the possiblility of setting up an exchange library for paper backs as people finish with them. This will be considered but space was at a premium in the office. It was also felt that this would impinge on other shops in the town.
Community Chest:
AW reported that we had received a request from Woodfields School for £250 to go towards the purchase of a large lobsted as part of the Lobster and Crab Festival 2010. It was felt that as this was a community project and would involve all the members at the school, this would be approved, and the review panel were in favour.
Proposed: PK
Seconded: PB
Agreed.
Partnership Manager's Report:
This was circulated.
PB reported on the recent LAPA meeting which had been slightly acrimonious. It was felt by some LAP's that NNCP had not handled cuts in funding very well. Upcher was quite happy and appeared to be in the minority and felt that as a Partnership we did not wish to associate ourselves with some of the comments made. We feel that we are acting as NNCP would wish Area Partnerships to act and will continue to do so.
Financial Report:
It was reported that the budget was on course. A letter had been received from NNCP advising that the funding allocation for 2010/11 would be £43013 a small cut of 4%. Obviously the budget for 2010/11 will have to be reviewed accordingly and other funding may well have to be found. It was reported that a new bank account for Oddfellows Hall is being opened in readiness for January 1st when Upcher will take over the lease of Oddfellows Hall.
AOB:
It was suggested that future Board meetings could be held bi-monthly and the next one would be on February 1st 2010.
Date and Time of Next Meeting:
Upcher Community Partnership Board Meeting Minutes Monday 1st February 2010 at 3, Station Road, Sheringham.
Present: Brian Farrow, Anne Webster, Paul Kemp, Barabara Young, Janet Farrow and Jason Bell.
Apologies: Peter Burns, Brian Hannah.
Due to the absence of Chairman Proposed AW and Seconded BY Paul Kemp to chair the meeting. Agreed
Minutes of the Meeting held 7th December 2009:
These were agreed as a true record and signed.
Proposed: AW
Seconded: BY
Agreed.
Matters Arising:
1. Community Chest-it has now been confirmed that Schools and Parish Councils could apply.
Correspondence:
None Received
Partnership Manager's Report:
This was circulated.
The members meetings were now bi-monthly and we will review venues in future.
'North Norfolk-Simply Outstanding'- We are approaching the Town Council with a view to obtaining financial support, and we will publicise businesses not attending.
Information centre for winter period-This has proved successful but with little support from NNDC.
Open Door Project- We may be using HSBC building for possibly 6 months.
Sheringham Sustainability Group are staging an Energy Saving Roadshow in Oddfellows Hall 6th March and at Bodham Village Hall 13th March.
It was reported that NORCAS who provide help and advice for over 50's may be using the office for their work.
LAPA Meetings:
Report was given by Partnership Manager and Anne Webster regarding the last meeting. AW felt that the meeting was not structured and that there was no real point to the meeting, and she was concerned that the original concept of these meetings had been lost. She felt that all LAPS seemed to think that they were all the same, when in fact, they were not. It was decided that this would be reviewed after the next LAPA meeting.
Oddfellows Hall:
Lease should be signed dated 1st January 2010, and 'Experience Sheringham' would be handed over at the same time. Mick Holford will carry on with the financial matters under the control of the Upcher Board.
Proposed: AW
Seconded: PK
Financial Report:
The budget was circulated and is on course. Company Y/E is now 31st March and the first set of accounts will be for 15 months.
The staff were thanked for their work and effort.
AOB:
None
Date & Time of Next Meeting:
Monday April 5th 6pm 3, Station Road, Sheringham.
Present: Peter Burns (Chairman), Anne Webster, Paul Kemp, Barbara Young, Brian Hannah, Janet Farrow (Partnership Manager), Jason Bell (Partnership Administrator)
Apologies: Brian Farrow
Minutes of Meeting held 1st February
These were agreed as a true record and signed.
Matters Arising: None
Correspondence:
Sheringham Town Council inviting Upcher to attend the Annual Meeting 13th April. We will display but make no presentation.
North Norfolk District Council regarding the LDF changes relating to Sheringham.
Lieutenancy Office inviting us to attend a service in Norwich Cathedral celebrating Voluntary Service in Norfolk. BH & BY wish to attend.
Partnership Manager's Report:
This was circulated. It was clarified that the Partnership Manager attended the Tesco planning meeting as a representative of Upcher to obtain information first hand as several people were calling in for details.
It was reported that the Open Door Art Project had been successful in being granted £10k from Awards for All, however, it appeared that premises were still a problem. HSBC had been left with all the fittings intact and as such was no use. A unit at the industrial estate was available for the larger projects. It was felt that the fact that there was no surplus of empty shops was a good indication of the viablility of the town.
Community Chest:
The funds as provided by NNDC are now finished and the final awards have been made. Art & Sculpture, Chuff Along (NNR), Fit Together, Weybourne History Group. There had been an application for work by the steps at the car park. It was felt that this was NNDC's responsibility BH will look into this and we will hold payment for a few weeks.
Proposed: AW
Seconded: BY
Agreed
Oddfellows Hall:
Lease should be signed dated 1st January 2010, and 'Experience Sheringham' would be handed over at the same time. Air Conditioning was being researched and quotations received. Aran Services are carrying out a study as to the use of Photovoltaics (solar power) for electrcity and the possibility of funding for the project.
Proposed: AW
Seconded: PK
Agreed
Christmas Lights:
We have been asked, by the Chamber of Trade, if we can assist this year. Have suggested that we would be facilitators in finding a group to carry out the work and organisation and we would be responsible for admin work, but would expect to charge for the time invovled. We will not be providing a chairman for the group.
Finance Report/Budget:
Up to date figures were presented and explained. The proposed budget for core costs showed a slight deficit but this would be covered with existing funds. We do have to be seen to be effcient when providing services to other organisations and charging accordingly. Board members agreed to meet informally to discuss finding additional funding. Budget was accepted.
A.O.B:
We have received a report of the Credit Union which advises that the interest rate for deposits this year is 3%.
Attention was drawn to the newly produced Holt & Sheringham Guide produced by Len Casey. This did seem to have many inaccuracies and indeed Bloomer's shop, which closed some six years ago, is included! We have contacted the Chamber of Trade and Town Council as we feel it is a bad advertisement for the town.
Date and time of Next Meeting:
Monday June 7th 6pm 3, Station Road, Sheringham
