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
Minutes of Board Meeting Monday 7th june 2010 at 3, Station Rd.
Present: Peter Burns, Brian Farrow, Anne Webster, Paul Kemp, Barbara Young, Janet Farrow, and Jason Bell.
Apologies: Brian Hannah.
Minutes of the meeting held 5th April 2010: These were agreed as a true record and signed.
Proposed: PK
Seconded: AW
Agreed.
Matters Arising: None
Correspondence: None Received
Partnership Manager's Report: Circulated. Points explained and amplified by the Partnership Manager. The Open Door project has agreed to take on the Christmas Lights this year and Upcher will provide the administration and will receive payment for this, subject to Board's approval.
Proposed: BF Seconded: PK Agreed
The Manager and administrator had attended a meeting of the Town Council recently to inform them of Experience Sheringham, because Sheringham Chamber of Trade was suggesting the formation of a group of interested parties to come together to promote the town. As a result of the presentation the Town Council decided not to support the formation of the new group as Upcher, with Experience Sheringham, was doing a good job. It was suggested that we approach Sheringham Town Council for funding for Experience Sheringham for next year.
Proposed: AW Seconded: BY Agreed.
Oddfellows Hall: Lease has been signed and returned to Solicitors. Rubbish has accumulated by the NNDC litter bin and they have been informed, and dealt with the problem. Suggested that we ask them to move the bin. We have recieved an account form H S Smith and Sons relating to Oddfellows Hall. It was explained that this was money owed by SheringhamPlus and would be paid from the monies given to Upcher from SheringhamPlus.
Financial Report: Figures were produced showing accounts from 1st January 2009 to 31st March 2010, our new end of year. These are now with the accountants for processing. The lease for the shop is due to expire 26th June and the general consensus was that we would like to renew this, even if only for 12 months. It was agreed that the site was extreemy useful and provided the public with a highly visible presence. Chairman and Manager will discuss with Landlord.
AOB: None
Date and time of nest meeting, Monday 2nd August 2010 6pm, 3, Station Road, Sheringham.
Minutes of the Board Meeting Meeting Monday 2nd August 2010, 3, Station Road, Sheringham.
Present: Peter Burns, Brian Farrow, Anne Webster, Paul Kemp, Barbara Young, Brian Hannah, Janet Farrow, Jason Bell.
Apologies: None
Minutes of the meeting held 7th June 2010: These were agreed as a tru record and signed.
Proposed: AW Seconded: PK Agreed
Matters Arising: Aw asked when we should approach the Town Council for possible funds toward Experience Sheringham. Suggested that we informally approach with a few to establishing how we should go about this and when.
At this point the Chairman welcomed Maureen Clarke Community Support Officer with NNDC and invited her to address the Board. She explained that she had been in post for the last three years and that she was in the process of visiting all LAP's to explain her role. She had a small but experienced team and a strategy for community engagement was in place but was being updated and developed. She reported that she reported directly to the Cheif Executive and that she had inherited the NNCP team and that she was in charge of them. She suggested that she was not 'taking over' the LAP's but assisting them in delivering involvement with the community. The idea was to have a 'bottom up' involvement' not 'top down'. The Partnership Manager suggested that as most LAP's experienced some problems with local councils, would another 'group' cause further problems. Maureen replied that they needed local knowledge and would not set up any consultations without advising LAP's, as communication was very important. She suggested that 'The Big Society' had always been in operation and that Central Government has now come up with concept as something new. Over the last three years she has been involved in drafting a new service plan, and making sure NNDC was up to date with changes in legislation etc. A new strategy plan was being presented to the steering group in September and that her department was available to give advice as to obtaining funding etc. Anne Webster asked whether she could assist in obtaining extra funding for the shop as this was a great asset to the Partnership. The reply was that funding was a major issue in all departments at the moment! She left draft copies of the proposed strategy with the Partnership Manager. She was thanked for her attendance.
Correspondence: Excel 200 was requesting funding and they had been advised to apply to Community Chest.
Partnership Manager's Report: Circulated. An update was given on the Art & Literary Festival being held from 23rd-31st October. Over sixty events of all shapes and sizes would take place over the week, and Upcher would be very involved in holding a day of events on 30th October. The Open Door Art Project is up and running and children have worked on a float which will attend both the Carnivals, and a mural is being completed on Budgen's Wall. The Police Point was explained further and Janet advised the Board that she had attended a meeting called by the North Norfolk Older People's Forum at NNDC offices. They were organising an Awards Scheme for older people and had asked for funding. It was pointed out that we had none and that we would assist with the distribution and collection of nomination forms.
Oddfellows Hall: Janet advised the Board of the ongoing damp problem at the Hall which needed to be addressed. BF reported that the Management Group had not discussed this fully, but that a meeting would be called and a report prepared for the Board at the October meeting.
Proposed: BF Seconded: AW Agreed
The question of marketing the Hall was raised and the Chairman offered to co-ordinate a campaign.
Financial Report/Budget:
Figures were presented and explained. It was advised that accounts for y/e 31st March 2010 were now prepared and that Chairman and Manager would attend Tony Larner's office to sign accounts. BF questioned the fact that monies given to Upcher by SheringhamPlus appeared only to be restricted for 12 months. Proposed that we contact SheringhamPlus for confirmation that these funds were restricted until projects completed.
Proposed: BF Seconded: Aw Agreed
Proposed that the report be accepted.
Proposed: AW Seconded BY Agreed.
AOB: None
Date and Time of next meeting: Monday October 4th at 3, Station Road, Sheringham.
Minutes of the Board Meeting held Monday 4th October 2010 at 3, Station Road, Sheringham.
Present: Peter Burns, Anne Webster, paul Kemp, Barbara Young, Brian Farrow, Janet Farrow, & Jason Bell.
Apologies: Brian Hannah.
Minutes of the last meeting held 2nd August: These were agreed and signed as a true record.
Proposed: BY Seconded: PK Agreed
Matters arising: None
Correspondance:-
SheringhamPlus: Confirming that funds received of £5938.53 were for Community Chest and that funds received of £32085.25 were for Sea Front Lights.
Len Casey: Regarding the Guide he produced for Holt & Sheringham which contained many inaccuracies concerning Sheringham. His attitude is that he had sourced all information from websites and that all should be correct. He suggested that he had had no complaints other than from ourselves, although we had complained on behalf of the Town Council, two members of the public, and one business. We will not pursue this further with him but it is purposed that we ask Sheringham Town Council if they would produce a new guide which would supersede that produced by Mr Casey.
Proposed: AW Seconded: PK Agreed.
Partnership Manager's Report:-
This was circulated. It was reported that NNCP have agreed that next year's funding will be issued in one tranche.
Christmas Lights:-
Letter from Chamber of Trade regarding loan of lights for this year's display. Open Door Project is organising event under the umbrella of Upcher. Proposed that we sign letter acknowledging loan of lights for the year.
Proposed: AW Seconded: BF Agreed.
Happing Partnership Project:
Happing Area Partnership are planning a project for providing care in the Community facilities at Stalham. It was felt that this would be in competition with NNDC & NCC and that as a Partrnershipe we were not happy with the project, and that we should distance ourselves from it.
Oddfellows Hall:-
A report was received from Mike Crowe, Chairman of the management group. This dealt with the usage of the Hall and the ongoing problem with dampness. This will be considered at next meeting group on Friday 8th.
Finance Report/Budget:-
For the first 6 months the budget is slightly overspent by £500, and we are awaiting our second tranche for 2010/11, otherwise all on target. Proposed that we pay accountants bill of £1777.50. This includes all Company House returns and wages preparation.
Proposed: PK Seconded: BY Agreed.
A.O.B:-
AGM:-
At this year's meeting a third of the directors must stand down but can stand for re-election. PB and BF will stand down, but will be prepared to be re-elected.
Sea Front Lights:-
BF reported that trails progressing with 'green' light and will continue through the winter. Will probably know results by February/March 2011.
Date and time of next meeting:
Monday December 6th, 6pm 3, Station Road, Sheringham.
Minutes of the meeting held 6th December 2010 at 3, Station Road, Sheringham.
Present:Paul Kemp, Barbara Young, Brian Farrow, Brian Hannah, Janet Farrow, Jason Bell
Due to the absence of Peter Burns, Chairman, Paul Kemp was appointed Chairman of the meeting.
Apologies: Peter Burns, Anne Webster.
Minutes of the Last Meeting held 4th October:
These were agreed as a true record and signed.
Proposed: BF Seconded: BY Agreed.
Matters Arising: None
Correspondance:
Sheringham High School:-
Two letters had been received, one from Tim Roderick, the Head, and one from Jamie O'Leary Leeson, Art Teacher, both apologising for the High School's non attendance at the recent Community Art Exhibition, and assurances that they would take part next time.
Partnership Manager's Report:-
This was circulated. Bh reported that the NNDC members were supportive of toilets in the town and that we could not afford to lose any. Yesu were still interested in taking over the Windham Street toilets and developments were awaited.
COAST Festival will take place again next year, although Upcher will take a lesser role, but will still be involved.
There has been no firm decision on the availablity of funding for next year. A proposal had been put to the NNCP Board but had been rejected and will be reviewed in January, although there seems a possibility that the LAP's will certainly be re-vamped if not closed down, with the funding and work transferred to the Community NNDC team. A meeting had been held recently to discuss the future of Experience Sheringham and again the feeling was the the Website, leaflets and posters should continue. 1000 leaflets had been printed and distributed and costs of these and the site had been covered by advertising. The Community Chest had received seven applications and 'Shocking Now' £500 Skate Park £500, Sheringham in Bloom £425, and Excel 2000 £500, had been approved, but the Churches Together, Children's workshop, Rob Sayles, new website and Guides new building had been refused. BF expressed reservations regarding the Skate Park.
Oddfellows Hall:-
We are still awaiting a report from Mark Nolan regarding the damp situation. Bookings are slightly down this year but still new hirers are expressing an interest.
Finance:-
On target and funds have now been received from Open Door Project and Christmas Lights for printing and managers time. Full report will be available at next meeting.
A.O.B:-
BF asked if any feedback had been received regarding the trail light on the prom. General feeling was that it appeared large and was not that bright. NNDC are reviewing the situation with the firm supplying the light.
Date & Time of next meeting February 7th, 6pm 3, Station Road.
