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Constitution & Monthly Meetings |
Charitable Incorporated Organisation (registered charity number 1185815)
Following consideration by the Charity Commission, our application to transfer from unincorporated charity to charitable incorporated organisation status has been approved. Whilst this organisational change will be unseen by our hirers, supporters and customers, the new status does afford greater protection to the Trustees who volunteer their time freely to manage and operate the Town Hall. All assets, liabilities, debtors and creditors transfer to the CIO, as do the employment contracts of our two Caretakers. In future, any contracts or leases agreed will be regarded as the responsibility of the new CIO, as an ‘entity’, and not individual or signatory ‘Trustees’.
A new constitution has been prepared and agreed (see below) The transfer took effect on 1st January 2020
Following consideration by the Charity Commission, our application to transfer from unincorporated charity to charitable incorporated organisation status has been approved. Whilst this organisational change will be unseen by our hirers, supporters and customers, the new status does afford greater protection to the Trustees who volunteer their time freely to manage and operate the Town Hall. All assets, liabilities, debtors and creditors transfer to the CIO, as do the employment contracts of our two Caretakers. In future, any contracts or leases agreed will be regarded as the responsibility of the new CIO, as an ‘entity’, and not individual or signatory ‘Trustees’.
A new constitution has been prepared and agreed (see below) The transfer took effect on 1st January 2020
Constitution
| Constitution |
Business Plan 2020-23
| GDI Business Plan 2020-23 |
Monthly Meetings
The Trustees meet monthly in the Town Hall. Members may call separate meetings, to be attended by Trustees, in accordance with the constitution.
GRASSINGTON DEVONSHIRE INSTITUTE
(A Charitable Incorporated Organisation – Registered Charity no. 1185815)
TRUSTEES
NOTES OF A MEETING HELD VIA ‘ZOOM’ ON TUESDAY 6TH APRIL 2021
Participants: David Wood (in the Chair)
Hanne Barton Barrie Doyle
Stephen Parry Jean Slater
In attendance Penny Clover (Treasurer)
Apologies An apology for absence was received from Marion Field (in hospital).
1. Notes of previous meeting
The notes of the meetings held on 1st March 2021 were confirmed as a correct record.
2. Matters arising
A planning application had been registered with YDNPA on 22nd March 2021. Discussion took place as to whether it would be prudent to ask the planning consultant to make the necessary enquiries under building regulations, before the outcome of the planning application was known. The financial risk of this action would be between £500 and £1,000 but Trustees felt it was unlikely that the planning application would be turned down without alternative options being explored. A good working relationship had now been established with Mr Coates and it was felt that he should be retained for the further design and development work at the front of the building.
Action – Mr Doyle to instruct Andrew Coates to make the relevant application under building regulations.
A floor plan drawing of the existing space on the front elevation (ground floor) of the building had now been produced, along with an outline of a courtyard ‘infill’ which could provide future options for use by GDI. Given the previous conversations which had been held with Grassington Hub, it was agreed that the Hub’s Trustees should be sent a copy of the floorplan and asked to confirm their commitment, or otherwise, to re-locate to the Town Hall. It was noted that the existing floor area (of Ladies Room and Flat, including the space under the kitchen) was c100m2, whilst the Hub’s usable space on the ground floor of its existing accommodation was understood to be c65m2. Trustees felt that any meeting room space required by the Hub could be accommodated in the existing (Games)room on the first floor of the Town Hall. It was understood, from previous correspondence with the Hub, that NYCC would contribute to the design and re-location costs of any library move.
Action – Mr Doyle to forward the floor plan to the Chair of Grassington Hub’s Trustees. Mr Wood to write to the Hub’s Chair to seek a meeting of Trustees to discuss any commitment to re-location.
A specification for the work to be undertaken had been drawn up in conjunction with Councillor Egan, following several visits by contractors to the site. It was understood that Grassington Parish Councillors understood that the repair would be their responsibility and it was hoped that prices would be received from the contractors before the next Council meeting in April. Investigation of a potential local funder for this kind of work had not proved fruitful due to the limited subject themes for grants.
A meeting had been held, with the owners of the Corner House Café, to discuss how the Town Hall’s kitchen could be improved to cater for large gatherings, including the ever-popular Lunch Club. The meeting had produced some useful ideas relating to the positioning of services and new equipment requirements, including ‘warming ovens’ and smaller fridges. The existing extraction system would be considered within the project as would dish washing facilities and the supply of appropriate crockery and cutlery. It was agreed that a project plan should be put together which would be capable of being passed to potential funders in due course. Trustees agreed, at this stage, not to allocate funds from reserves for the project until external funding sources had been explored/exhausted.
Action – Mrs Slater and Mrs Barton to work with colleagues to prepare and price up a plan for kitchen improvement. Mr Doyle to prepare a design to ensure the agreed improvements can be carried out when funding becomes available.
The Snooker Room had now been tidied and cleaned, however it had become apparent that the room would benefit from some ‘period-specific’ lighting, new curtains and a new carpet. A loft ladder, allowing safe access into the Clock Room above, would also be required. It was felt there may be some merit in seeking the advice of the set design team, currently working in the village on the filming of ‘All Creatures…’, regarding the lighting issue. Trustees felt this was a worthwhile project to put together but, again, not to be met from reserves.
Action – Mr Doyle to work on a project plan as long as the ‘soft furnishing’ element of the project could be completed by a volunteer. Mrs Barton to liaise with the ‘All Creatures…’ crew for ideas around ‘period’ lighting options.
3. Finance Report
The Treasurer reported on £9,200 income from various sources, including almost £4,000 from YDNPA towards the cost of the Conference Room project and £500 from the sale of the old dressing room chairs. Outgoings of £2,900 were also reported, leaving a net surplus for the month of March.
4. Power to Change Grant application
A two-stage application, for a ‘Power to Change’ grant had been successful. An award of £20,000 had been made, linked to the completion of the Conference Room project, the Caretaker’s Flat project and the design work for the ground floor of the front elevation of the building, all of which had been referenced in the GDI’s business plan. Whilst there were several conditions surrounding the funding allocation, it was understood that the funding would be paid towards the end of April.
5. Final arrangements for the AGM
Mr Barton joined the meeting to provide an update. It was noted that 55 members had indicated their intention to attend the ‘Zoom’ meeting, with over 40 having responded to apologise for absence. Final joining instructions would be sent out imminently. No member questions had been notified, relating to the Report or Accounts and one member (Nic Fielden) had come forward to stand for election as a new Trustee. Mr Barton confirmed that the voting arrangements were in place for both the (re)election of Trustees and approval of the Annual Accounts. Any questions, relating to the presentation of the year, would be addressed through the informal discussion after the close of the formal proceedings. Mr Barton confirmed that all votes would be anonymous. Trustees thanked Mr Barton for his considerable commitment and contribution to getting the AGM to take place using ‘Zoom’.
Two issues had been raised by members into concerns relating to data protection and the treatment of personal data by GDI. Trustees received assurances that there had been no risk of personal data being accessed or used by third party organisations, although all members had, inadvertently, received a communication in which the email addresses of all members were visible. A statement, targeted at the use, treatment and security of Member-specific data, had been drafted and this would be made available in the near future.
Action – Mr Wood to ensure the GDI statement relating to data protection, as it affected members, is made widely available once agreed.
6. Forward calendar and events update
Several groups had now confirmed their wish to re-commence their activities at the Town Hall as soon as Government guidelines allowed. The Arts Group, Zumba and Pilates classes were noted to be keen to re-start; Grassington Singers would be moving their base to the Town Hall towards the end of June; Grassington Players were planning to stage events starting in June and both the Horticultural Society and UWALS would hold events in August. Information was awaited from Grassington Festival, regarding their final plans for July and it was likely that there would be no Dickensian festivities this year (at least on a par with previous years) due to the potential risk of covid re-emerging in the winter. It was understood, although there had been no formal confirmation, that the 40’s weekend was stilled planned to take place in September. Grassington Hub had confirmed that film nights would not re-commence until October, although consideration was being given to staging this event on other days of the week (especially Sunday).
The City of Bradford Brass Band had confirmed it would be able to stage its pre-Christmas Concert at the Town Hall on Sunday 19th December. More2Screen had confirmed that some of the cancelled shows from 2020/21 could be screened in 2021, including Matthew Bourne’s Swan Lake and Riverdance, although dates had not been determined as yet.
Discussion ensued regarding the potential for a ‘coming soon’ leaflet to accompany the Membership leaflet, which was due to be circulated to 2,000 local addresses this month. It was felt there was merit in producing a more detailed brochure, perhaps to include the events staged by other organisations in the Town Hall, regular classes and group activities and GDI-staged events. With this in mind, a separate mailing would be undertaken.
Action – Mrs Slater and Mr Parry to compile the details of events and activities for the ‘re-opening’ brochure and to obtain some early designs via the volunteer network.
7. Covid-related closure of the Town Hall
In view of the various activities and events discussed earlier, it was agreed that the Town Hall should be re-opened, subject to any changes in Government covid guidelines, on 17th May 2021. The Caretakers would be returned from furlough at that time although this position would be kept under review.
Action – Mrs Barton to create appropriate notices for display at the Town Hall. Mr Wood to ensure social media and the GDI membership were aware of the re-opening date.
8. Christmas Market/Dickensian Festival
Communication from the Dickensian Committee and local Chamber of Trade had indicated that the large-scale Dickensian Festival would not take place this year due to worries about covid. A smaller, Farmers’ Market, local stalls and some music remained under consideration. GDI had received a number of enquiries about the indoor Christmas Market from returning stallholders and it was agreed that more information would be needed before a formal response was issued to them.
Action – Mr Wood to write to the Chamber of Trade to seek further details of plans to enable a more informed discussion to take place in due course.
9. Membership Publicity
The new Membership publicity leaflet was ready for distribution.
Action – Mr Parry to arrange door-to-door distribution in the eligible membership area, engaging Trustees and volunteers as appropriate.
10. Prize Draw
The winner of the monthly draw was Brenda Hirst (Member number 20-125).
11. Any other business
Trustees considered a suggestion that the re-furbished Games Room could be re-named ‘The Andrew Jackson Room’ in recognition of the huge contribution made by Dr Jackson during his life in the Dale. Removal of the old sliding door had created an opportunity to create a ‘history corner’, which could house several items relating to the development of the Town Hall and the people working and performing in it. Trustees supported the idea of the ‘Games Room’ re-naming and suggested that Grassington Parish Council be contacted about this.
Action - Mr Wood to write to Grassington Parish Council to suggest the re-naming and to seek comments from Councillors.
A number of paper documents required a safe storage space at the Town Hall. Two locations were suggested and it was agreed that a new steel cabinet would be purchased and fixed to the wall inside the Clock Room. A new loft ladder would provide much easier access to the room and storage in this space would leave the corridor cupboard free to house stock more appropriately in the future.
Action – Mr Doyle to arrange the purchase and installation of the new filing cabinet.
12. Date and time of next meeting
The next meeting of Trustees will take place in the ‘Games Room’ at the Town Hall, at 10am on Monday 10th May 2021.
DPW
6th April 2021.
(A Charitable Incorporated Organisation – Registered Charity no. 1185815)
TRUSTEES
NOTES OF A MEETING HELD VIA ‘ZOOM’ ON TUESDAY 6TH APRIL 2021
Participants: David Wood (in the Chair)
Hanne Barton Barrie Doyle
Stephen Parry Jean Slater
In attendance Penny Clover (Treasurer)
Apologies An apology for absence was received from Marion Field (in hospital).
1. Notes of previous meeting
The notes of the meetings held on 1st March 2021 were confirmed as a correct record.
2. Matters arising
- Caretaker’s Flat Project
A planning application had been registered with YDNPA on 22nd March 2021. Discussion took place as to whether it would be prudent to ask the planning consultant to make the necessary enquiries under building regulations, before the outcome of the planning application was known. The financial risk of this action would be between £500 and £1,000 but Trustees felt it was unlikely that the planning application would be turned down without alternative options being explored. A good working relationship had now been established with Mr Coates and it was felt that he should be retained for the further design and development work at the front of the building.
Action – Mr Doyle to instruct Andrew Coates to make the relevant application under building regulations.
A floor plan drawing of the existing space on the front elevation (ground floor) of the building had now been produced, along with an outline of a courtyard ‘infill’ which could provide future options for use by GDI. Given the previous conversations which had been held with Grassington Hub, it was agreed that the Hub’s Trustees should be sent a copy of the floorplan and asked to confirm their commitment, or otherwise, to re-locate to the Town Hall. It was noted that the existing floor area (of Ladies Room and Flat, including the space under the kitchen) was c100m2, whilst the Hub’s usable space on the ground floor of its existing accommodation was understood to be c65m2. Trustees felt that any meeting room space required by the Hub could be accommodated in the existing (Games)room on the first floor of the Town Hall. It was understood, from previous correspondence with the Hub, that NYCC would contribute to the design and re-location costs of any library move.
Action – Mr Doyle to forward the floor plan to the Chair of Grassington Hub’s Trustees. Mr Wood to write to the Hub’s Chair to seek a meeting of Trustees to discuss any commitment to re-location.
- Flat roof above foyer
A specification for the work to be undertaken had been drawn up in conjunction with Councillor Egan, following several visits by contractors to the site. It was understood that Grassington Parish Councillors understood that the repair would be their responsibility and it was hoped that prices would be received from the contractors before the next Council meeting in April. Investigation of a potential local funder for this kind of work had not proved fruitful due to the limited subject themes for grants.
- Kitchen
A meeting had been held, with the owners of the Corner House Café, to discuss how the Town Hall’s kitchen could be improved to cater for large gatherings, including the ever-popular Lunch Club. The meeting had produced some useful ideas relating to the positioning of services and new equipment requirements, including ‘warming ovens’ and smaller fridges. The existing extraction system would be considered within the project as would dish washing facilities and the supply of appropriate crockery and cutlery. It was agreed that a project plan should be put together which would be capable of being passed to potential funders in due course. Trustees agreed, at this stage, not to allocate funds from reserves for the project until external funding sources had been explored/exhausted.
Action – Mrs Slater and Mrs Barton to work with colleagues to prepare and price up a plan for kitchen improvement. Mr Doyle to prepare a design to ensure the agreed improvements can be carried out when funding becomes available.
- Snooker Room
The Snooker Room had now been tidied and cleaned, however it had become apparent that the room would benefit from some ‘period-specific’ lighting, new curtains and a new carpet. A loft ladder, allowing safe access into the Clock Room above, would also be required. It was felt there may be some merit in seeking the advice of the set design team, currently working in the village on the filming of ‘All Creatures…’, regarding the lighting issue. Trustees felt this was a worthwhile project to put together but, again, not to be met from reserves.
Action – Mr Doyle to work on a project plan as long as the ‘soft furnishing’ element of the project could be completed by a volunteer. Mrs Barton to liaise with the ‘All Creatures…’ crew for ideas around ‘period’ lighting options.
3. Finance Report
The Treasurer reported on £9,200 income from various sources, including almost £4,000 from YDNPA towards the cost of the Conference Room project and £500 from the sale of the old dressing room chairs. Outgoings of £2,900 were also reported, leaving a net surplus for the month of March.
4. Power to Change Grant application
A two-stage application, for a ‘Power to Change’ grant had been successful. An award of £20,000 had been made, linked to the completion of the Conference Room project, the Caretaker’s Flat project and the design work for the ground floor of the front elevation of the building, all of which had been referenced in the GDI’s business plan. Whilst there were several conditions surrounding the funding allocation, it was understood that the funding would be paid towards the end of April.
5. Final arrangements for the AGM
Mr Barton joined the meeting to provide an update. It was noted that 55 members had indicated their intention to attend the ‘Zoom’ meeting, with over 40 having responded to apologise for absence. Final joining instructions would be sent out imminently. No member questions had been notified, relating to the Report or Accounts and one member (Nic Fielden) had come forward to stand for election as a new Trustee. Mr Barton confirmed that the voting arrangements were in place for both the (re)election of Trustees and approval of the Annual Accounts. Any questions, relating to the presentation of the year, would be addressed through the informal discussion after the close of the formal proceedings. Mr Barton confirmed that all votes would be anonymous. Trustees thanked Mr Barton for his considerable commitment and contribution to getting the AGM to take place using ‘Zoom’.
Two issues had been raised by members into concerns relating to data protection and the treatment of personal data by GDI. Trustees received assurances that there had been no risk of personal data being accessed or used by third party organisations, although all members had, inadvertently, received a communication in which the email addresses of all members were visible. A statement, targeted at the use, treatment and security of Member-specific data, had been drafted and this would be made available in the near future.
Action – Mr Wood to ensure the GDI statement relating to data protection, as it affected members, is made widely available once agreed.
6. Forward calendar and events update
Several groups had now confirmed their wish to re-commence their activities at the Town Hall as soon as Government guidelines allowed. The Arts Group, Zumba and Pilates classes were noted to be keen to re-start; Grassington Singers would be moving their base to the Town Hall towards the end of June; Grassington Players were planning to stage events starting in June and both the Horticultural Society and UWALS would hold events in August. Information was awaited from Grassington Festival, regarding their final plans for July and it was likely that there would be no Dickensian festivities this year (at least on a par with previous years) due to the potential risk of covid re-emerging in the winter. It was understood, although there had been no formal confirmation, that the 40’s weekend was stilled planned to take place in September. Grassington Hub had confirmed that film nights would not re-commence until October, although consideration was being given to staging this event on other days of the week (especially Sunday).
The City of Bradford Brass Band had confirmed it would be able to stage its pre-Christmas Concert at the Town Hall on Sunday 19th December. More2Screen had confirmed that some of the cancelled shows from 2020/21 could be screened in 2021, including Matthew Bourne’s Swan Lake and Riverdance, although dates had not been determined as yet.
Discussion ensued regarding the potential for a ‘coming soon’ leaflet to accompany the Membership leaflet, which was due to be circulated to 2,000 local addresses this month. It was felt there was merit in producing a more detailed brochure, perhaps to include the events staged by other organisations in the Town Hall, regular classes and group activities and GDI-staged events. With this in mind, a separate mailing would be undertaken.
Action – Mrs Slater and Mr Parry to compile the details of events and activities for the ‘re-opening’ brochure and to obtain some early designs via the volunteer network.
7. Covid-related closure of the Town Hall
In view of the various activities and events discussed earlier, it was agreed that the Town Hall should be re-opened, subject to any changes in Government covid guidelines, on 17th May 2021. The Caretakers would be returned from furlough at that time although this position would be kept under review.
Action – Mrs Barton to create appropriate notices for display at the Town Hall. Mr Wood to ensure social media and the GDI membership were aware of the re-opening date.
8. Christmas Market/Dickensian Festival
Communication from the Dickensian Committee and local Chamber of Trade had indicated that the large-scale Dickensian Festival would not take place this year due to worries about covid. A smaller, Farmers’ Market, local stalls and some music remained under consideration. GDI had received a number of enquiries about the indoor Christmas Market from returning stallholders and it was agreed that more information would be needed before a formal response was issued to them.
Action – Mr Wood to write to the Chamber of Trade to seek further details of plans to enable a more informed discussion to take place in due course.
9. Membership Publicity
The new Membership publicity leaflet was ready for distribution.
Action – Mr Parry to arrange door-to-door distribution in the eligible membership area, engaging Trustees and volunteers as appropriate.
10. Prize Draw
The winner of the monthly draw was Brenda Hirst (Member number 20-125).
11. Any other business
- Re-naming the ‘Games Room’
Trustees considered a suggestion that the re-furbished Games Room could be re-named ‘The Andrew Jackson Room’ in recognition of the huge contribution made by Dr Jackson during his life in the Dale. Removal of the old sliding door had created an opportunity to create a ‘history corner’, which could house several items relating to the development of the Town Hall and the people working and performing in it. Trustees supported the idea of the ‘Games Room’ re-naming and suggested that Grassington Parish Council be contacted about this.
Action - Mr Wood to write to Grassington Parish Council to suggest the re-naming and to seek comments from Councillors.
- Document filing cabinet
A number of paper documents required a safe storage space at the Town Hall. Two locations were suggested and it was agreed that a new steel cabinet would be purchased and fixed to the wall inside the Clock Room. A new loft ladder would provide much easier access to the room and storage in this space would leave the corridor cupboard free to house stock more appropriately in the future.
Action – Mr Doyle to arrange the purchase and installation of the new filing cabinet.
12. Date and time of next meeting
The next meeting of Trustees will take place in the ‘Games Room’ at the Town Hall, at 10am on Monday 10th May 2021.
DPW
6th April 2021.
| Meeting 6 April 2021 |
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