Unconfirmed  Minutes of Centre Committee held on

 27th September 2017 at 12.45 at Harriet Johnson Centre, Loose Lane, Sompting.

 

MINUTE

 

ACTION

 

 

 

399

                                      

Attendance: Cllr Mrs A. Godley, Cllr K Bashford, Cllr B Mear, Cllr B Derham, Cllr P Mansfield

Centre Manager Mrs S. Williams

 

 

 

 

400

Apologies and reasons for absence: Cllr C Gylnn-Davies has resigned from Centre Committee. Cllr P. Mansfield has requested to be a member of Centre Committee.  To be referred to Full Council

 

 

401

 

402                                                     

Declarations of interest by councillors on any of the agenda items below. None

 

Request for DPI Dispensations: Any request for dispensation to be made now and the Council will decide whether the request is agreed: None

 

 

403

                 

 

404

 

405                           

Minutes of last meeting: held on 19th July 2017  - Approved and signed.

 

 

Public participation: SBL members Emma Crowther Harry Crosby and member of public Mrs B Locke.

 

Work Schedule: Cllr Godley read through the work schedule. Members noted that the single door was yet to be painted black. The Centre Manager to ask the Caretaker to paint the door. Quotes will be sort for a replacement but this is for next year budget.

The Air raid shelter: The Centre Manager to get 3 quotes to have the repairs done as per the structural engineers report.

Car Park resurface: The Centre Manager to discuss with the Clerk. Members requested 3 quotes to have the car park completely replaced.

 

                                 

Power points in the HJ room. Quotes to have more points in the room to stop overloading of IT equipment.

The side gate: This to be ordered as per quote MRK#0K18 £1,200.

 

406                                                

 

 

 

407

 

 

 

             

             

 

408

 

 

 

 

                 

 

 

 

 

 

 

 

 

 

                

 

 

 

 

 

 

 

 

 

 

 

 

 

                     

 

409

            

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

                                                  

Centre Income: July Aug Sept. Members studied the comparison chart for income for 2016 and 2017 and are pleased to not  that income has increased.

 

 

The EPIC project: Members discussed the projects use of the Centre and although members have agreed to allow the use of the Centre without payment more details are required if the project is to have office space. A report and a more detailed plan will be required from Peter King how often they will require use of the office space and whether administration costs were included in their grant. The information will then be presented to full council.

 

 

Health and Wellbeing:

 

 Following on from the item on the Full Council (Item 2483-unconfirmed minutes), where the outcome was agreed to support the Project :Sompting Parish Council in Partnership with Sompting Big Local and Ball Tree Surgery. The Service Level Agreement is being produced for all parties to sign. Councillors Mears as Chair of the Council will sign the document, subject to consideration of the contents, by the Clerk and Councillor Mears.

 

Health and Well Being at the Centre will consider options for a Community Cafι-all options for consideration will be put to this Committee and the Full Council. The detail regarding the Well Being Project is shown in Going Local (attached)

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Christmas Events: Members agreed to allow the Harriet Johnson Centre to be used free of charge for the family party/ disco on December 9th. Sompting Parish Council working in partnership with Sompting Big Local for all the Christmas events

 

Christmas Festival 15th December. Sompting Churches and Sompting Big Local will join Sompting Parish Council for this event. Held  outside Harriet Johnson Centre between 5.00pm and 7.00pm

 

 

 

 

Next Centre meeting 22nd November  2017 at 12.45

 

Meeting closed at 13 :45 hours

 

 

 

Signed…………………………………………………………………………………..

 

Chairman

Cllr Mrs Anne Godley

 

Date……………………………………………………………………………………..

 

 

 

Centre Manager

 

.

 

 

 

 

 

 

 

 

Clerk to contact Peter King

 

 

  Minutes of Centre Committee held on 19th July  2017 at 12.45 at Harriet Johnson Centre, Loose Lane, Sompting.

 

MINUTE

 

ACTION

 

 

 

389

                                      

Attendance: Cllr Mrs A. Godley, Cllr K Bashford, Cllr B Mear, Cllr B Derham, Cllr M Thornton

Centre Manager Mrs S. Williams

 

 

 

390

Apologies and reasons for absence: Cllr C Glynn-Davies absent 

 

 

391

 

392                                                     

Declarations of interest by councillors on any of the agenda items below. None

 

Request for DPI Dispensations: Any request for dispensation to be made now and the Council will decide whether the request is agreed: None

 

 

393

                 

 

394

 

395                              

Minutes of last meeting: held on 19th July 2017  - Approved and signed.

 

 

Public participation: None present.

 

Work Schedule:

1.     Single door. The Centre Manager to get quotes for a replacement door for 2018/19 budget. These to be presented at the September meeting. The existing door to be painted black during this summer.

2.     The Christmas Festival will be held 15th December 2017 between 5.00pm and 7.00pm.

3.     Cllr Godley spoke about maximising the use of the IT suite.

4.     Direction signage to HJ Centre on West Street and Loose Lane  to be updated.

5.     Early stages of talks suggesting a cafι at Harriet Johnson Centre.

 

                                 

 

 

396                                                

 

 

 

397

 

 

 

             

               

 

 

398

 

 

 

 

 

 

                 

 

 

 

 

 

 

 

 

 

                

 

 

 

 

 

 

 

 

 

 

 

 

 

 

                     

 

 

            

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

                                                  

Centre Income: May – July. Members studied the comparison chart for income for 2016 and 2017 and noted that income is generally on the increase.

 

 

Health and Wellbeing: Cllr Godley  has meet with members of Sompting Big Local, Adur/Worthing Council members and the Centre Manager,  unfortunately the local GP was unable to attend .on this occasion. The meeting was called to discuss how Health and Wellbeing is working in other areas with a view to encourage the Harriet Johnson Centre being used as a venue for a clinic. The next meeting will be held on Friday 28th July. This project is in the early discussion stages.

 

 

 

Review of hire Charges: Members studied the current hire charges and agreed that they should remain unchanged until the next review in September 2018.

 

 

Residents living in Sompting will receive a 10% discount on all bookings. In view that residents pay a contribution towards the Harriet Johnson Centre in their precept. This discount applies to all residents whether a private booking or a regular group booking.

 

 

Items for future  discussions by Council, committees or Emergency Consultation Panel:

 

Cllr B. Mear to sort and tidy the library books and bring some books for sale. A honesty box will be placed on the top shelf. Any money received will go to Help the Heroes Charity.

 

A Cleaner is required for 6 hours at the Harriet Johnson Centre.

 

 

 

 

 

Next Centre meeting 27th September  2017 at 12.45

 

Meeting closed at 13 :45 hours

 

 

 

Signed…………………………………………………………………………………..

 

Chairman

Cllr Mrs Anne Godley

 

Date……………………………………………………………………………………..

 

 

 

Centre Manager

 

.

 

 

 

 

 

 

 

 

 

Minutes of Centre Committee held on 24th May  2017 at 12.45 at Harriet Johnson Centre, Loose Lane, Sompting.

 

MINUTE

 

ACTION

 

 

 

375

                                      

Attendance: Cllr Mrs A. Godley, Cllr K Bashford, Cllr B Mear, Cllr B Derham

Parish Clerk D Porter, Centre Manager S Williams

 

 

 

376

Apologies and reasons for absence: Cllr C Gylnn-Davies absent 

 

 

377

 

378                                                      

Declarations of interest by councillors on any of the agenda items below. None

 

Election of Chair:  Cllr Anne Godley elected.

 

 

379                 

 

 

380

 

 

381

 

Election of Vice Chair: Cllr K. Bashford elected.

 

 

Request for DPI Dispensations: Any request for dispensation to be made now and the Council will decide whether the request is agreed: None

 

Minutes of last meeting: held on 15th March 2017 subject to minute no 372 stating the pathway to the Air Raid Shelter to be reported to the next meeting for further discussion. Approved and signed.

 

 

382                                 

Public participation: None present.

 

383

 

 

 

 

 

 

384                              

 

 

 

 

 

 

385

             

 

 

 

 

 

 

 

 

386

                 

 

 

 

 

 

 

 

 

 

387                

 

 

 

 

 

 

 

388

 

 

 

 

 

 

 

 

                     

 

 

            

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

                                                  

Work Schedule: Discussed:

1.     The single external door. The door is to be redesigned. The Centre Manager to get quotes to have the door replaced in the 2018/2019 budget. In the meantime the door is to be painted black.

2.     Car Park resurface: The Clerk to draw up a specification to go out to tender.

 

 

Double Doors; The surveyor has made his final check and the double doors have been ordered. The fitting will be in approximately 4 weeks.

The cost of the doors is £3185.89 a deposit of £796.48 has been paid. £2000.00 is in 2017/18 budget.

Recommendation is to be presented at Finance committee to have the remainder of the funds £1,185.89 from EMR for Harriet Johnson Centre.

 

Side Gate:  Members viewed quotes received from MRK for the replacement side gate

 

1  Quote MRK#0K18 single gate with wire fencing on top of the flint wall.  £1,200.00

2  Quote MRK#0K18a single gate with iron fencing on top of the flint wall .£1,600.00

Proposed to accept quote 1 to be ordered at the end of June.

 

Recommendation is to be presented at Finance committee to accept quote 1   funds from EMR for Harriet Johnson Centre the sum of the quote less £500 which is in 2017/18 budget.

 

 

Centre Income for 16th March 2017- 24th May 2017:The income figures for 16th March until 24th May 2017 were circulated and noted this included the actual monthly income and the overall income.

Members viewed the Centre booking diary. Sompting residents have a 10% discount on bookings. This be discussed  whether all the people who attend the booking are Sompting residents or just the person responsible for making the booking.

 

The Centre Manager will prepare a comparison graph of the actual income comparing month by month figures for 2016 and 2017 for next meeting.

 

Resolution to discuss this matter in future discussions.

 

Air Raid Shelter: An engineer has surveyed the Air Raid Shelter and has stated the roof is in a bad state of repair and should remain closed until the remedial work has been carried out but may have to be  closed permanently. The charge for the engineer to inspect the shelter is £450.00.

The work schedule will be amended accordingly.

 

Recommendation to Finance committee to cover the cost of a surveyor from General Reserves.

 

Recycling Bin: The amount payable for the recycling bin changed to £198.90. It was reported in minute number 374 that it would be £3.75 but the amount changed this financial year.

 

Recommendation to Finance committee that the full amount of £198.00 be taken from reserves.

 

Items for future  discussions by Council, committees or Emergency Consultation Panel:

 

Health and Wellbeing

Review of Hire Charges and conditions of hire

 

 

 

 

 

 

Next Centre meeting 19th July 2017 at 12.45

 

Meeting closed at 14 :00 hours

 

 

 

Signed…………………………………………………………………………………..

 

Chairman

Cllr Mrs Anne Godley

 

Date……………………………………………………………………………………..

 

 

 

Centre Manager

 

.

 

 

 

 

 

 

 

 

 

 

Minutes of Centre Committee held on 15th March  2017 at 12.45 at Harriet Johnson Centre, Loose Lane, Sompting.

 

MINUTE

 

ACTION

 

 

 

366

                                      

Attendance: Cllr Mrs A. Godley, Cllr K Bashford Cllr M Thornton

Parish Clerk, David Porter

 

 

 

367

Apologies and reasons for absence: Cllr B Mear absent 

 

 

368                                                         

Declarations of interest by councillors on any of the agenda items below. None

 

 

 

369

 

 

370

Request for DPI Dispensations: Any request for dispensation to be made now and the Council will decide whether the request is agreed: None

 

Minutes of last meeting: held on 18th January 2017 – Approved and signed.

 

a

371                                 

Public participation: None present.

 

372

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

373                 

 

 

 

 

 

 

 

 

 

374

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

                     

 

 

            

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

                                                 

Work Schedule: Discussed:

 

1.     Maximise income date to be November 2017: Date to be amended on work schedule but must not stop activities occurring during the year

 

2.     Air Raid Shelter:  The Air Raid shelter has been closed temporarily as the roof is in a dangerous condition with falling masonary. The clerk will get quotes from Engineers to have the roof repaired. These will be presented to the Centre committee for funding by reserves. Members to consider whether the replacement pathway should be put on hold or removed from the work schedule.

 

3.     Harriet Johnson Centre at the heart of Sompting: Cllr Godley to speak with Centre Manager and will report back to this Committee.

 

4.     Car Park resurface: The Clerk to draw up a specification to go out to tender/quotes depending on estimated costings. Date to be amended on work schedule to September 17 surfacing to occur during that month.

 

5.     Iron Gates: order to be issued with MRK INSTALLATIONS.

 

Recommendation is to be presented at Finance and General Purpose Committee the carry over of budget.

 

 

 It was discussed the opening of the Centre for use by local GPs for’ well being’ location for small groups run by GP staff for flu vaccinations etc. Cllr Godley to speak with GP practice manager to see if this would be possible and will report back at the next Centre meeting.

 

 

 

Centre Income from January 2017 until 15th Maarch 2017: The income figures for January 2017 until 15th March were circulated and noted this included the actual Monthly income and the overall income.

 

 

Items for future  discussions by Council, committees or Emergency Consultation Panel:

 

Metal detectors wish to ‘dig’ around the Air Raid Shelter and rear garden of the Centre for artefacts from 2nd world war. The Centre manager to make arrangements with the organisation.

 

 

Recycling Bin ;  The Centre to have a recycling bin at £3.75 per week. Recommend to Finance and General purpose committee for budget approval.

Member group meeting in June/July to discuss activities in the new year.

 

Next Centre meeting 24th May 2017 at 12.45 It was noted that there may be new committee members and a new Chairman and Vice Chairman be elected.

 

Meeting closed at

 

 

 

Signed…………………………………………………………………………………..

 

Chairman

Cllr Mrs Anne Godley

 

Date……………………………………………………………………………………..

 

 

 

Centre Manager

 

.

 

 

 

 

 

 

 

 

 

  Minutes of Centre Committee held on 18th January 2017 at 12.45 at Harriet Johnson Centre, Loose Lane, Sompting.

 

MINUTE

 

ACTION

 

 

 

355

                                       

Attendance: Cllr Mrs A. Godley, Cllr A. Jones, Cllr K Bashford Cllr M Thornton

Centre Manager S. Williams

 

 

 

356

Apologies and reasons for absence: 

 

 

357                                                         

Declarations of interest by councillors on any of the agenda items below. None

 

 

 

358

 

359

Request for DPI Dispensations: Any request for dispensation to be made now and the Council will decide whether the request is agreed: None

 

Minutes of last meeting: held on  23rd November 2016 – Approved and signed.

 

 

360                                 

Public participation: None present.

 

361

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

362 

 

 

 

 

 

 

 

 

363

 

 

 

 

 

 

364

 

 

 

 

 

 

365

 

 

 

 

 

 

 

 

 

 

                     

 

 

            

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

                                                 

Work Schedule: Cllr Alun Jones, Simone Williams [Centre Manager] Eileen Colwell, Mike Prince, Bob Brown [Pastfinders] will set up a small working group  for the Air Raid Shelter. The group will work together and meet regularly to fill in the application form ready for submission.

 

4 quotes has been received to have the double doors and cladding replaced:

 

1.     Newveiw   £2654.92  plus VAT

2.     DWD         £3246.00 plus  VAT

3.     Attwater    £5980.00  inc   VAT

4.     Lancing Double glazing

                  £3320.71 inc   VAT

 

Resolved to recommend to use Newview windows and conservatories to replace the double doors.

 

Quotes have been received from Sussex ironworks to replace the iron gates at the Harriet Johnson Centre. We are waiting to receive a detailed quote before a final decision can be made

 

Centre Income from 23rd November 2016 until 18th January 2017: The income figures for December 2016 and January 2017 were circulated and noted this included the actual Monthly income and the overall income.

 

Worthing Model Tank Club (a new group) have used the Centre on 3 occasions without a reduction in the amount they pay in rent.

Recommend that the first 6 sessions be paid at 50% of the booking fee.

 

 

Events organised by the Caretaker at the Harriet Johnson Centre: After discussion members agreed that a 10% reduction in payment of rent be given to Mr Clay. This reduction is a one off and any  further bookings will be discussed on their own merit.

The remainder of the income will be paid to Riding for the disabled Charity via Sompting Parish Council.

Grateful thanks to Mr Clay for organising the Tack Sale to be held on Tuesday 21st February.

 

 

Storage Charge: Existing storage of equipment arrangements at this moment in time are manageable but if more groups require storage this will  have to be reviewed. No charge will be made to the groups at present using storage facilities.

All personal equipment belonging to the different groups is left here at their own risk. The groups are made aware of these arrangements. 

 

 

 

Centre Manager

Centre Meetings: It was proposed that Centre meeting is held every other month. Members agreed to hold the Centre Meeting every two months after the planning meeting and starting at 12.45pm.

 

If an additional meeting is required this will be advertised on Sompting Parish Council Website giving notice of at least 3 working days.

 

 Items for future discussion by Council committee or Emergency Consultation Panel.

 

No items were discussed

 

 

 

Next Centre meeting 15th March 2017 at 12.45

 

Meeting closed at 13:45

 

 

 

Signed…………………………………………………………………………………..

 

 

 

Date……………………………………………………………………………………..

 

 

 

 

 

  Minutes of Centre Committee held on 23rd November 2016 at 12.45 at Harriet Johnson Centre, Loose Lane, Sompting.

 

MINUTE

 

ACTION

 

 

 

345

 

                                       

Attendance: Cllr Mrs A. Godley, Cllr A. Jones, Cllr K Bashford Cllr M Thornton

Centre Manager S. Williams

 

 

 

346

Apologies and reasons for absence:  Cllr B Mear. Reason approved.

 

 

347                                                         

Declarations of interest by councillors on any of the agenda items below.

 

 

 

349

 

 

350

Request for DPI Dispensations: Any request for dispensation to be made now and the Council will decide whether the request is agreed: None

 

Minutes of last meeting: held on  26th October 2016 – Approved and signed.

 

 

351                                   

Public participation: None present

 

352

 

Work Schedule: Members viewed the current work schedule and commented on the application to have the Air Raid Shelter listed. The application should be ready for submission by March 2017. Members of Sompting Pastfinders are assisting the Centre Manager with evidence and dates.

3 quotes have now been received to have the gates replaced. The Centre Manager and Committee Chair will review the quotes and will present them to members at the next meeting.

 

The Centre’s Business Plan will follow early in the New Year after the Full Council has presented their plan.

 

 

 

 

353                                                 

Monthly Income 27th October until 23rd November 2016: The income figures were circulated and noted. Including actual monthly income.  This gave a better understanding of the actual month income to members.. The booking diary was viewed. Members agreed that although there are two halls in the Centre realistically because of the layout and the single door that separates the halls only occasionally when the kitchen is not required could two different groups use the Centre at the same time.

Sound proofing is an issue and the extra expense of having the Centre made sound proofed could not be justified as most of the groups that use the Centre require soul use .Extra bookings would not cover the expense.

 

A survey for regular groups that use the Centre will be made asking the questions regarding soul use.

 

 

Centre Manager

 

 

 

 

 

354

 

Christmas closer: The offices will be closed on the 26th/27th December and 2nd January. All other days the Centre will be available for bookings.

IF staff want  time off during the Christmas/ New Year period leave or lieu time .should be used.

 

Items for future discussion by Council committee or Emergency Consultation Panel.

No items were discussed.

 

Signed……………………………………………………………………….

 

Date………………………………………………………………………….

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

  Minutes of Centre Committee held on 26th October 2016 at 12.45 at Harriet Johnson Centre, Loose Lane, Sompting.

 

MINUTE

 

ACTION

 

 

 

332

 

                                       

Attendance: Cllr Mrs A. Godley, Cllr A. Jones, Cllr K Bashford Cllr M Thornton

Parish Clerk RFO Mr. D. Porter

 

 

 

333

 

334

Apologies and reasons for absence:  Cllr B Mear. Reason approved

 

Cllr Godley introduced Mr Leighton Clay to the committee as the new caretaker. Mr Clay gave a short introduction of himself.

 

 

335

Declarations of interest by councillors on any of the agenda items:  None

 

 

336

 

 

337

Request for DPI Dispensations: Any request for dispensation to be made now and the Council will decide whether the request is agreed: None

 

Minutes of last meeting: held on  28th September 2016 – Approved and signed.

 

 

338                                   

Public participation: None present

 

339

 

Business Plan: Members agreed that as the caretaker may not be able to undertake some construction work that a contractor will be used. RFO to add a budget for this action to the committee bids for 2017/18. On viewing the document presented, the column “responsible committee/person” to be removed. Also to be removed are the items completed i.e. the first six rows. The title of the document is now “work schedule” as the document is not a business plan.

Members confirmed approval for the work to the path leading to the air raid shelter is to be undertaken by S Long for the sum of £ 407.06.

The replacement of gates: Members agreed that due to the vast difference between the quotations received that the Centre Manager is to obtain a further quotation, using the full description of work required.

 

 

 

Centre Manager

340                                                 

Monthly Income 28th September until 26th October 2016: The income figures were circulated and noted. Members now require the income presented to reflect the actual monthly income. Block booking payments are now required to be spread over the payment months. This will give a better understanding of the actual month income. Centre Manager to commence this change starting November. The booking diary was not viewed. Members require a report by the Centre Manager on the bookings received indicating exactly the use of the rooms, the times booked up to the next meeting in November.

 

Centre Manager

 

341                                     

 

Caretaker’s position: This item was completed at the beginning of the meeting. No addition discussion took place.

 

 

 

342                        

 

 

343

 

 

 

 

 

 

 

 

 

344

 

 

 

 

 

 

 

 

                                       

            

                   

 

 

 

 

      

 

Financial report on receipts and expenditure on committee’s budget:  The RFO circulated the Centre committee’s receipts and payments up to September 2016. Members noted the information but referred to the discussion held during monthly income item

 

 

Review of Hire Charges: The RFO presented the end of year figures for 2015/16 as a guide to the cost of running the Centre. In the table he included the Centre Manager’s salary and reminded members that the caretaker’s salary was not included but will appear in the current year’s figures as a separate item. A discussion on whether the Centre Manager’s and indeed a percentage of the Clerk and Assistant Clerk’s costs should be shown when reviewing the running costs. It was agreed that unless it was easy to identify the latter’s time for inclusion it would not appear. The view of Finance and General Purposes committee is to be sort to confirm this agreement. Members were concerned over the deficit on running the Centre and would be reviewing the position when the final budget for the Council has been agreed but wished for improvement in the booking of the Centre and its promotion.

Members required a review of the size of the rooms and the facilities available to allow several bookings to occur on the same day. The Centre Manager is to present a written report for November meeting.

Noting the above, members resolved:

1.     Private companies/enterprises £ 100.00 for a period of up to 4 hours

2.     Charities £ 100 with 10% reduction if in Sompting for a period of up to 4 hours

3.     Hourly rate to read £ 12.00 per hour – up to 4 hours £ 20.00

4.     Sompting Residents and community organisations 10% reduction on the current charging structure

 

Final bid for 2017/18 and 18/19 budgets: Members revisited the bids for the new budget years using the report and table presented by the RFO. The RFO indicated the alterations made to the figures in the table and referred to the previous discussion re salaries. Members resolved their approval to the budget bid to be made to Finance and General Purposes committee noting the issue of the salaries.

Items for future discussion by Council committee or Emergency Consultation Panel.

No items were discussed.

 

 

Signed……………………………………………………………………….

 

Date…………………………………………………………………………..

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Centre Manager

 

 

 

 

 

Centre Manager

 

 

 

 

 

 

RFO

 

 

 

  Minutes of Centre Committee held on 28th September 2016 at 13:30 at Harriet Johnson Centre, Loose Lane, Sompting.

 

MINUTE

 

ACTION

 

 

 

320

 

 

               

 

                                       

Attendance: Cllr Mrs A. Godley, Cllr A. Jones, Cllr K Bashford Cllr M Thornton

Centre Manager Mrs. S. Williams

Parish Clerk Mr. D. Porter

 

 

321

Apologies and reasons for absence:  Cllr B Mear.- family commitments. Reason approved

 

 

 

322

Declarations of interest by councillors on any of the agenda items:  None

 

 

 

323

 

 

324

Request for DPI Dispensations: Any request for dispensation to be made now and the Council will decide whether the request is agreed: None

 

Minutes of last meeting: held on  20th July 2016 – Approved and signed.

 

 

325                                   

Public participation: None present

 

 

326

 

Business Plan: The draft Centre committee’s Business Plan was read to the Committee by Cllr Godley. Enquiries will be made to Historic England to have the Air Raid Shelter recognised as a building of historical importance.

 

A double socket point is to be fitted in the Air Raid Shelter along with chicken wire to the windows and

bottom of the gate to stop cats getting in.

 

The lowest quote from Steve Long of £407.06  has been accepted to have the path to the Air Raid Shelter replaced

 

The Car Park resurface is to be included in the Centre’s Business Plan.

 

The History Day 18th September, the chair thanked the Centre Manager for the hard work and effort put in by all concerned in making the day an enjoyable and successful occasion.

 

 

 

327                                                 

Monthly Income for 21st July 2016 until 28th September 2016: The  income figures were circulated and noted together with a written report stating the booking  income and Centre payments from 22st July 2016

until 28th September 2016.

 

 

 

328                                     

 

Caretaker’s position: The Clerk stated that Leighton Clay has been contracted as the gardener to maintain existing and create new   planters,  clean the bus shelters and noticeboards. With the approval of the committee he will now undertake caretaking and cleaning duties at  the Centre.

He will be offered 20 hours per week which will allow him time to clear the back garden and back patio of centre.  He will be offered a 3 month probation contract to access his suitability. He will be the first point of contact and will hold the emergency phone. Staff and Cllrs Godley and Jones will support him as his emergency contact in the event of him not being able to get to the Centre.

 

                       329                         

 

 

330

 

                                      

            

                          

 

Financial report on receipts and expenditure on committee’s budget:  The RFO circulated the Centre committee’s receipts and payments up to August 2016. Members noted the information.

 

Review of Hire Charges: After discussion about the hire charges members deferred the review until more information about the Centre’s  income and expenditure  was available. The RFO will present this information at the October meeting.

A request for a booking on Good Friday has been received. On the current Regulations Governing use of Harriet Johnson Centre no letting will be permitted on Good Friday.

        Members discussed allowing bookings to be held on Good Fridays and  resolved to allow the

        Centre to be hired on Good Friday

        Cheque payments for bookings/hiring of the Centre will no longer be accepted. Payments are can be

        made via BACS and/or cash.

          Resolved:

1.     Booking on Good Friday approved. Centre Manager to alter hiring documents on paper and on the web site.

2.     Payments for hiring to be either BACS and/or cash. Centre Manager to alter hiring documents on paper and on the web site.

 

 

331   Committee bids for 2017/18 and 18/19 budgets

This item was discussed during item 10 on the agenda. Members had no additions to the current bids for 2017/18 and 18/19. The RFO reminded members that October is really the last opportunity to add items to the list and that the list will then be resolved as the committee’s bid and recommended to Finance and General Purposes committee in November. Reason for this reminder was that the meetings are on the same day but the agenda for F&GP will be issued a week before.

MEETING CLOSED 14.40

NEXT MEETING 26TH OCTOBER 2016

Items for future discussion by Council committee or Emergency Consultation Panel.

No items were discussed.

 

 

Signed……………………………………………………………………….

 

Date…………………………………………………………………………..

 

 

Minutes of Centre Committee held on

20th July 2016 at 12:45pm at Harriet Johnson Centre, Loose Lane, Sompting.

 

MINUTE

 

ACTION

 

 

 

308

 

 

               

 

                                       

Attendance: Cllr Mrs A. Godley, Cllr A. Jones, Cllr B. Mear

Centre Manager Mrs. S. Williams

Parish Clerk Mr. D. Porter

 

 

309

Apologies and reasons for absence:  Cllr M. Thornton, Cllr Bashford. Reason approved

 

 

 

310

Declarations of interest by councillors on any of the agenda items:  None

 

 

 

312

 

 

313

Request for DPI Dispensations: Any request for dispensation to be made now and the Council will decide whether the request is agreed: None

 

Minutes of last meeting: held on  22nd June – Approved and signed.

 

 

314                                   

Public participation: None present

 

 

315

 

Business Plan: The draft Centre committee’s Business Plan was read to the Committee by Cllr Godley.  Cllr Godley will meet with the Clerk to discuss the Caretakers job description.

Resolved  recommend to Finance and General Purpose Committee that the hourly rate of pay for the Caretaker be increased to £8.20 per hour.

 

In order to maximise income of Harriet Johnson Centre new signage is required. Quotes for direction signs is in hand. A wooden welcome sign to be made by P .Godley may be attached to the front entrance gates.

 

Lighting to the Air Raid Shelter has been completed. Two quotes have been received to have the path replaced in front of the shelter  but we are still waiting for the third quote before its decided which quote to accept.

A risk assessment on access to the Air Raid Shelter will be made by Cllr Godley with Centre Manager.

 

Satisfaction forms were presented to the Committee for approval,  these will be given to every booking for feed back on the services we offer. We will collate all this information to see if we can improve our service.

 

A working group of volunteers is to be formed for events planned at the Centre.

 

Christmas Festival at Harriet Johnson Centre. 16th December.

Resolved  recommend to A and E Committee that following discussions the budget for the Christmas Festival be allocated to the Centre Committee with a report to Full Council.

 

Replacing the front and side gates was discussed but funds have not been allocated for this financial year.

This is to replace the front gates with iron gates and the side gates with like for like.

 

Resolved to recommend to Finance and General Purpose Committee to approve the use of reserves for the expenditure  of front and side gates at the Harriet Johnson Centre at a sum of £5000.00.

 

 

 

316                                                  

Monthly Income for 22nd June until 20th July 2017: The monthly income figures were circulated and noted together with a written report stating the booking  income and Centre payments from 22nd June – 20th July 2016.

 

 

 

 

317                                     

 

Financial report on receipts and expenditure on committee’s budget: Members  discussed  the RFO’s report which was noted.

 

 

                       318                         

 

 

                       

 319              

            

 

Request from Cllr Mear to hold a once a month surgery in Harriet Johnson room.:

Resolved to allow Cllr Mear and other Sompting District Councillors to have  use of Harriet Johnson Room on a once a month basis without charge to meet with constituents on  official business.

 

Cllr Jones requested  that the room be available to all Sompting District Councillors and this was agreed.

 

Items for future discussion by Council, committee or Emergency Consultation Panel.

All items have been discussed in the business plan.

 

Meeting Closed at  13.45

Next Meeting  28th September  2016

 

 

 

Signed……………………………………………………………………….

 

Date…………………………………………………………………………..

 

 

 

Minutes of Centre Committee held on 22nd June 2016

after the planning meeting at Harriet Johnson Centre, Loose Lane, Sompting.

 

MINUTE

 

ACTION

 

 

 

295

 

296

 

297

                                       

Election of Chair:  Cllr Mrs Anne Godley elected

 

Election of Vice Chair: Cllr Jones elected

 

Attendance:  Cllrs Mrs A Godley,  A Jones, K. Bashford, B. Mear

                        Centre Manager Mrs S. Williams  

                        Parish Clerk Mr. D. Porter

 

 

298

Apologies and reasons for absence:  Cllr M. Thornton.  

 

 

 

299

Declarations of interest by councillors on any of the agenda items:  None

 

 

 

300

 

Request for DPI Dispensations: Any request  for dispensation to be made now and the Council will decide whether the request is agreed:   None

 

 

 

 

301                                   

Public participation:   None present

 

302

Business Plan:  Cllr Godley will assist the Centre Manager to draft a business plan for the next

4 years. A draft will be presented at the next Centre meeting.

There is a need to work with other venues in Sompting. The Centre Manager stated that an approach to other venues was made last year but the response showed no interest other than the U.R.Church.

 

 

 

 

 

303                               

IT Suite:  The IT Suite is open to the public on Wednesday mornings between 10.00am – 12 noon. Volunteer trainer is Mike Burton. Another volunteer has offered their services on either a Tuesday or Thursday morning. This will be put on the Parish website, facebook page and the Signpost to see what response there is from the public as to which is the preferred day. This facility is offered free of charge.

 

 

 

 

 

304

 

Monthly Income:  The first   quarter income figures were circulated and noted. Cllr   Bashford reminded members that the figures were not representative of a quarter as some payments were for block bookings. A new group will be starting in September but members are still concerned there are a few gaps in the diary.

 

 

 

 

305               

           

Annual budget 2016/ 17: Figures were not available for this meeting as there has been a problem with the software. This has now been rectified and members will received this information from Parish Clerk at the next meeting.

 

 

 

 

306

Position concerning the Caretaker: Advertisements for a caretaker have been placed in the Parish notice boards, Friday ad on line, Sompting Parish Council website, Sompting Parish Council, Sompting residents and Worthing jobs facebook page, Worthing job centre.

The follow up has been very slow with only 3 application forms being sent out.

Members agreed to advertise the post again in September/ October unless a suitable application is received in the meantime.

At present the Centre is cleaned by Just Clean Sussex – a casual contract once a week for 2 hours at £11.00 per hour.

Grass to the front of the Centre is being cut by J. Williams At £40.00 per month for 2 cuts per month.

Expenditure to date Cleaning £223.00, Grass cutting £40.00

 

Resolved:

 

1      That the use of  above external people to clean the Centre and to cut the grass at the front of the Centre be continued until the caretaker position is filled

2      That the caretaker’s salary budget will be used to fund the overspend on budgets 4750 and 4755

 

 

 

307                        

 

Items for future discussion by Council, committees or Emergency Consultation Panel:

Cllr Godley/Centre Manager to work on the existing caretaker’s Job Description to produce a new description and report for the Centre committee member’s consideration. To be presented at the next Centre meeting.

 

 

 

Meeting Closed at  13.15

Next Meeting  20th July 2016

 

 

 

 

  Minutes of Centre Committee held on 16th March  2016  

at Harriet Johnson Centre, Loose Lane, Sompting.

 

MINUTE

 

ACTION

 

 

 

 

285

 

 

 

 

Attendance:    Cllrs C. Servante,  K Bashford, A Jones,  Cllr Mear 

                            

                         Parish  Clerk    -  Mr D Porter,   Asst Parish Clerk  Mrs S Tubb

 

 

286

 

 

Apologies and reasons for absence:  Cllr Mrs S Wood – absent. 

Simone Williams – Centre Manager

 

 

 

287

 

Declarations of interest by councillors on any of the agenda items:  None

 

 

 

288

 

Request for DPI Dispensations: Any request for dispensation to be made now and the Council will decide whether the request is agreed: None

 

 

 

289

 

Public participation: No members of   the public present.

 

 

 

290

 

Business Plan:  There were no updates from members

 

 

 

291

 

Digital Inclusion:  The Clerk reported that we are still trying to get volunteers. There is a volunteer who may be able to run a session on a Wednesday,   to see if there is any interest from residents.  Hopefully there will be interest,   as the computers were donated from JSPC computers and need to be seen to be being used.

 

 

 

292

 

Monthly Income/Expenditure: Information via a spreadsheet was circulated. 

The Clerk then presented   his report – Detailed Receipts and Payments as at 15/03/2016. The committee considered the recommendations.  The Clerk was concerned about the lack of expenditure in certain budgets.

It was resolved to agree with the suggestions apart from budget code 4206 to be transferred to earmarked reserves – instead of general reserves.

 

The Clerk was concerned that the Centre is still not used to its full capacity and further marketing is required. (there is a budget for marketing which is not being fully utilised) .

 

Another solution to think about in the future,  is for a Charity to run the Centre.  A Charity may be able to access more grants than a Parish Council.  The Clerk reported that other Parish Councils had gone along this route and it had proved successful. If another group was brought in they may have ‘more manpower’  and volunteers to make the establishment more viable.  Cllr Bashford said there must be caution as to what organisation was brought in.  Sompting Big Local was mooted as a possibility now that they are now more established.

 

Also a suggestion of having solar panels was discussed – which may be a good suggestion to reduce the centres electricity  costs – but as a Parish Council, it would be unable to sell any back to the National Grid due to government legislation.

 

 

Cllr Mear left the meeting at 1.30pm

 

 

 293               

                         

 

Caretaker / Cleaner. In spite of the advertisement being in Friday Ad, on website, facebook and noticeboards – applications have been very  slow.   The possibility of employing a  cleaning firm  (Molly Maid)  on a temporary basis was explored but was very expensive.

 

As a interim  measure the clerk has spoken to Cllr Lewis  who may be able to help on a temporary basis.  Cllr Lewis will contact the Centre Manager week commencing 21st March.

 

The Clerk said that the rate of pay for the position may have to be reviewed and this will be discussed at the Finance & GP committee.

 

 

 

 

294                                                                                 

 

 

Discussion Topics:-

 

Summer Festival at the Harriet Johnson Centre:  The Centre Manager has this in hand but the people involved in this  were also waiting to see if the Festival was going ahead on the Recreation Ground.

 

Annual Walk – 14th May 2016 : This has been booked with Mike Tristram to go to the Downs Barn as usual.  It is earlier in the year to take advantage of different flora and fauna. It will be advertised on the noticeboards and on the website and on facebook soon

 

Queens Birthday Celebrations: This was advertised in the Sompting Signpost to see if any group would like to organise an event as the Recreation Ground has been provisionally booked.  Unfortunately no one has shown any interest. Lancing Parish Council and Adur already have events planned.

 

 

                          

The meeting finished at 1.50pm

Next Meeting  27th April  2016

 

 

 

 

 

  Minutes of Centre Committee held on 17th February  2016   

at Harriet Johnson Centre, Loose Lane, Sompting.

 

MINUTE

 

ACTION

 

 

 

 

275

 

 

 

 

Attendance:    Cllrs C. Servante, K Bashford, A Jones,   Mrs S. Wood

                             

                         Centre Manager Mrs S. Williams  

 

276

 

Apologies and reasons for absence:  Cllr B. Mear - holiday

 

 

 

277

Declarations of interest by councillors on any of the agenda items:  None

 

 

 

278

Request for DPI Dispensations: Any request for dispensation to be made now and the Council will decide whether the request is agreed: None

 

 

 

279

 

Public participation: No members of  the public present.

 

 

280

Business Plan:  The revised hire charges have been included in the Business Plan.

The charges will be revised fully  in September 2016

 

 

281

 

Digital Inclusion:  The Clerk has had two people interested in assisting and helping with the IT Suite.

 

 

 

282

Monthly Income/Expenditure: Information via a  spreadsheet was circulated. Figures from 20th  January -17th February 2016.

 

The Committee recognises there are gaps in the day time bookings and are actively

 

 

looking how bookings can be increased.

 

The Centre Manager has written to all other venues in Sompting which offer hiring facilities inviting them to a meeting with members of the Parish Council to see if we can all work together and co-ordinate events and maybe arrange joint events.

 

 

 283                

                          

 

Marketing the Centre:  Marketing was discussed and members felt that the Lancing/Worthing Herald too expensive and that other avenues must be explored. how best to advertise the Centre and it facilities for example flyers and posters.

The Centre Manager has undertaken internet marketing and has lodged this establishment on all free sites available.

 

 

 

 

 284                                                                                    

 

Discussion Topics:

Caretaker: The Clerk has received Tony Burrell’s resignation from his position as Caretaker/ cleaner. A replacement will be needed and the vacancy will be advertised

on Sompting Parish Council website, notice boards, social media and Friday Add.

 

Summer Festival:  Events at the Centre are being organised by the Centre Manager but it is yet to be decided if events will be held on recreation ground.

 

                           

 

Cleaning the Harriet Johnson Centre: The Centre Manager is to get quotes for temporary cleaning of the Centre.

Meeting close 13.50

Next Meeting 16th March  2016

 

 

 

 

 

Minutes of Centre Committee held on 20TH January  2016   

at Harriet Johnson Centre, Loose Lane, Sompting.

 

MINUTE

 

ACTION

 

 

 

 

265

 

 

 

 

Attendance:    Cllrs K Bashford, A Jones, B. Mear  Mrs S. Wood

                         Parish Clerk D. Porter.    

Vice-chair:        Urgent item accepted by all members. Cllr Wood appointed vice chairman.                            

 

266

 

Apologies and reasons for absence:  Cllr C. Servante.

 

 

 

267

Declarations of interest by councillors on any of the agenda items:  None

 

 

 

268

Request for DPI Dispensations: Any request for dispensation to be made now and the Council will decide whether the request is agreed: None

 

 

 

269

 

Public participation: No members of  the public present.

 

 

270

Business Plan:  No changes .But will need updating if agenda items cause. Hire charges to be discussed under Income/expenditure item.

 

 

271

 

Digital Inclusion:  The Clerk reported that we still need volunteers. Further request for these will be put in January 2016 version of Signpost.

 

 

 

272

Monthly Income/Expenditure:  The Clerk provided information via a report and spreadsheet. Figures up to December 2015.

 

Resolved: After consideration of figures and recommendations made in the report to approve recommendations

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Hire charges for hourly rate were discussed. The Clerk presented information about other local hall charges from Centre Manager.

 

Resolved: An hourly rate up to 2 hours £12.00 per hour but revise when charges for Centre consideration in September 2016.

 

Resolved:  1  No changes to current period charges

                  2. Wedding Rate to be considered in September 2016

                  3. Charges for IT Suite – Charges at normal rate plus cost of use of equipment.

                      This is to be a one charge even if hirers of room do not use computers.

                  4, Retain Sompting residents discount.

                  5. Additional charge for bouncy castles etc. Centre Manager to set rate.

                  6. Other items to be discussed in the future if take up on seminars is sufficient

                      to charge a different figure to the normal rate.

      

 

                           

 

 

 

 

 

 

   273                                                              

 

Set up Charges:  If the Caretaker is required to set up the Centre in a particular way for a group.

 

Resolved: A charge of £5.00 extra would be made depending on the time expected in setting up.

Centre Manager to monitor time and draw up charges.

 

 

 

 

   274                          

Discussion topics:

1.     The Centre Manager to contact other venues for hire in Sompting to meet and discuss how we can work together. Cllr Wood has offered to attend with the Clerk and Centre Manager.

2.     Discussion how best to advertise the Centre. This was raised by Cllr Smith chair of Communications Committee at Full Council Meeting

 

Meeting Closed at

Next Meeting 17th February  2016

 

 

 

 

 

  Minutes of Centre Committee held on 25th November  2015  

at Harriet Johnson Centre, Loose Lane, Sompting.

 

MINUTE

 

ACTION

 

 

 

252

 

 

 

 

 

Attendance:  G Scotting, S Wood, A Jones

Centre Manager:                Mrs S. Williams

 

 

253

 

Apologies and reasons for absence:  Cllr C. Servante - hospital

 

 

 

254

Declarations of interest by councillors on any of the agenda items:  None

 

 

 

255

Request for DPI Dispensations: Any request for dispensation to be made now and the Council will decide whether the request is agreed: None

 

 

 

256

 

Public participation: No members of  the public present.

 

257

Business Plan:  Courses and training are to be included in the business plan.

 

258

Digital Inclusion:  Cllr Scotting  will contact  James Stoner  for an update. She will also contact Cllr Smith to ask if he has been successful in getting any volunteer trainers from AVA.

 

 

 

259

Monthly Income/Expenditure:  The monthly income was circulated. Members were informed that the figures will include payments covering periods beyond the month.

Expenditure:  Shed and base from reserves.

 

 

 

 

260                

 

 

Centre  Budget:   members considered the figures and  noted that next year’s bids are in line with previous budgets.

 

Ballet Barres: members considered the request from Mrs R. Carter who runs Miss Becky’s Ballet

to have barres fitted on one wall.

Members recommended that this should be allowed providing the cost is met by Mrs Carter.

Mrs Carter will be asked to submit details of costs for the barres and fitting.                         

 

 

261

Courses and Training:  Sompting Parish Council  will run  onsite training courses for members of the public to attend here at Harriet Johnson Centre. 

Advertising for these will be placed in Sompting Signpost (January edition) Sompting Parish Council’s

Website and facebook pages to establish a need.

 

 

 

262                      

                                  

Caretaker’s Duties: The Caretaker  could  have  flexible hours which should include opening and setting up the Centre and closing after bookings. The Centre Manager should have regular meetings with the Caretaker and monthly meetings with Cllr Smith.

 

263                                   

 

Christmas/New Year Closure: The offices will be closed from midday on 24th December until Monday 4th January 2016. Staff should take annual leave if they wish to have time off during these dates.

             

 

 

264

Discussion Topics:  The Centre Manager has been instructed to purchase a Christmas tree for inside  the Centre for the Christmas festivities.

 

Meeting Closed at 14;00 hrs

Next Meeting 20th January 2016

 

 

 

 

 

Minutes of Centre Committee held on 28th October  2015   

at Harriet Johnson Centre, Loose Lane, Sompting.

 

MINUTE

 

ACTION

 

 

 

239

 

 

 

 

 

Attendance: C. Servante,  G Scotting, S Wood, G Smith.

Centre Manager:                Mrs S. Williams

Parish Clerk:                       Mr. D. Porter                                    

Caretaker:                           Mr. A. Burrell 

 

240

 

Apologies and reasons for absence:  Cllr B. Mear. Cllr A. Jones (holiday)

The Centre Manager introduced the Caretaker to Members.

 

 

241

Declarations of interest by councillors on any of the agenda items:  None

 

 

 

242

Request for DPI Dispensations: Any request for dispensation to be made now and the Council will decide whether the request is agreed: None

 

 

 

243

 

Public participation: No members of the public were present.

 

244

Business Plan:  The Caretaker is to be included in the Business plan

 

245

Digital Inclusion:  Up to the present time there has been no response  to the request for volunteers to run the IT suite. Cllr Smith will contact   AVA to ask if they can help in anyway. 

A printer will be purchased for approximately £100.00. A nominal charge of  5p per copy be made for printing as cost cannot become out of hand.

WiFi is to be separated from the offices and memory sticks will not be permitted.

The IT suite will be open to the public on Monday and Thursday mornings with Saturday morning being a possibility.

The offices IT equipment is in need of a refurbishment with new desk tops/ Lap tops to replace the out of date equipment. The Clerk will request disposal

Approval of the Parish Council’s assets from F&GP.

 

 

246

Monthly Income :  The monthly income was circulated. No comments were  made. Again the Clerk informed members that the figures will include payments covering periods beyond the month

 

247

Centre  Budget:   Members considered and noted the current budgets.

Members then considered items raised for expenditure in the current year and resolved:

 

Recommendation :  to Finance and General Purpose Committee (Nov)

Purchase of  2 lap tops and 2 desk tops for use in the Parish Council’s Offices by staff members. No budget exists – to be taken from reserves (£ 2,000)

Recommendation: to Communications committee (Nov)

Welcome  to Harriet Johnson Centre, Air Raid Shelter and IT Suite signs to be transferred to Comms   

committee Budget code 4916 with a suggested budget of £ 400.00

2.     Expenditure from current budget:

Purchase of a printer for use by the public in IT Suite £ 100.00 from  budget code 4860

Purchase of Caretakers tools and equipment  £ 300.00 from budget code 4745

 

 

248

 Proposed 2016-2017  and 17/18 budgets:  Members considered the future budgets and resolved:

1                                     To increase budget code 4272 Air Raid Shelter to £1,000 for pathway and lighting. 2017/18 no budget

2                                  To increase budget code 4745 Building Maintenance to£2,000 for blinds     

3                                  and side gates. No increase for 17/18

   To increase budget code 4215 Community Centre garden to £2,000 for      

    contractor. No increase in 17/18

 

 

 

249

                   

 Flint Walls: Members considered the report  by Nutshell  Construction on the condition of the flint walls

The Committee resolved to recommend to Finance and General Purposes committee to wavier the regulation on quote from Nutshell due to the nature of the specialist work and  for the expenditure (£10,000) to be taken from reserves . Centre Manager to accept  quotation if F & G P accept recommendation.

The Clerk will speak with Adur District Council as they are the Landlords, to seek  assistance  with costs.

 

250

 

Installation of Shed: The new shed is being installed on Monday 2nd November by R.J. Meaker.

             

 

 

251

Discussion Topics: Ballet Barres, members needed more information  about the Barres. This will  be available for next month’s meeting.

Start up for new groups, this has been discussed at previous meetings.

 

Meeting Closed at 14;00 hrs

Next Meeting 25th November

 

 

 

 

 

 

  Minutes of Centre Committee held on 16TH September  2015

at Harriet Johnson Centre, Loose Lane, Sompting at 12.45 pm

 

 

 

                                                     

 

    

 

 

 

 

         

           

 

  228                   Attendance:  Cllrs  C Servante,  A. Jones,  Mrs S. Wood,

                                                      G. Smith.

                              

                                     

                             Centre Manager:                Mrs S. Williams

                             Parish Clerk:                       Mr. D. Porter                                    

 

 

  229                    Apologies and reasons for absence:   Cllr G. Scotting- hospital appt.

                  

 

 

                      

 

 

 

 

 

      

 

230                   Declarations of interest by councillors on any of the agenda items

                          None.

 

231                   Request for DPI Dispensations: Any request for dispensation to be made

                          now and the Council will decide whether the request is agreed.

                          None          

232                   Public participation: No members of the public were present

233                   Business Plan:  This was not discussed as there were no updates.

                        

234                   Digital Inclusion: James Stoner has the computers and is ready to install

                         and set up as soon as he has the static IP address. This is being obtained

                         from Virgin media. A printer will need to be purchased and printing paper.

                         Members recommended a nominal charge be made for printing.

                         An advertisement will be put on the Council’s website and social media for

                         volunteers to train as trainers for the IT suite. More information is required 

                         about the  training programme provided by Sussex solutions and how this       

                         will be funded.

 

 

235                   Monthly Income and Centre Budget:  The monthly income was circulated. . Suite

                         A fire extinguisher is to be purchased for the I.T. suite.

                          

                         The committee received the budget to date (September) and

1.     Noted the income for the hall hire and that some receipts covered

months beyond September.

 

2.     Considered the actual spend figures and were concerned that some

expenditure budgets had not been spent.

                       

3.     Considered and noted the projected year  end  figures.

  

                        The committee considered the proposed budgets for 2016-2017-18 and on

                        discussion made the following amendments and recommendations. The

                        recommendations are to be considered at Full Council on 14th October 2015.

 

                        Budget code 4745 Building maintenance revised from £300.00 to £500.00

                        Budget code 4820 Replacement of tables revised from £50.00 to £100.00

 

                        Recommendation 1. To transfer budget code 4265 Advertising events to

                        Communications committee.

 

                        Recommendation 2. To transfer budget code 4916 centre advertising events to

                        communications committee.

 

                        The Clerk informed members that the terms of reference (TOR) for the

                       communications   committee made no reference to delegated authority for

                       budgets and stated that the recommendations made at this committee will

                       have to be presented to Full Council for a change of the communications

                       committee’s TRO before the budgets can be transferred.

                        

                       The committee considered the brief proposed new items for the  future budgets

                       As presented by the Centre Manager. Members responded as,

                 

                      1        Welcome  sign: To be done this year under budget head 4916 Centre 

  advertising.

 

                      2        Outside painting: Increase building maintenance for future years

  (see above)

 

                      3        Pathway and lighting for air raid shelter; Block paving for path

  required- costs to be given next meeting.

 

                      4        Back garden: Given guessed figure of £2000.00-require estimates next

                                Meeting.

 

                      5         Back of Centre: No figures given-require estimates next meeting (if under

                                  £300.00 get work underway)

                                   

                      6         Roller blinds: require estimates next meeting (if under £300.00 get work

                                 underway)

                        

                      7         Caretaker personal equipment and tools require estimates next meeting.

                           

                      8         Replacement of double side and front gates: require estimates next

                                 meeting.

 

 

   

 

 

 

  236                   Review of Hire Charges and Regulations Governing use of Harriet

                           Johnson Centre: Charges were discussed and members recommended

                           that they should  remain unchanged  as the current rates are in line with

                           other  local halls.    

                         

                           The next review will be September 2016.

                          

                               

 237                    Discussion Topics:                              

 

 

 

                           Caretaker interviews are to be held at Harriet Johnson Centre on

                           Wednesday 16th September 2015

                             

 

 

 

 

Meeting closed at 14.00hrs

 

Date of Next Meeting 28th October  2015

      

Recommendation      A nominal payment for printing cost made by users of the IT suite.               

 

 

                       

                    

 


 

 

 

 

Minutes of Centre Committee held on 22nd July  2015

at Harriet Johnson Centre, Loose Lane, Sompting at 12.45 pm

 

         

           

 

 217                   Attendance:  Cllrs  C Servante, B. Mear,  Mrs S. Wood, Mrs G. Scotting

 

                              

                                     

                            Centre Manager:               Mrs S. Williams

                            Assistant Parish Clerk:     Mrs S. Tubb                                                     

 

 

  218                   Apologies and reasons for absence:   Cllr A. Jones - holiday

                  

 

 

                      

 

 

 

 

 

      

 

219                   Declarations of interest by councillors on any of the agenda items 

                            None.

 

   

220                   Request for DPI Dispensations: Any request for dispensation to be made

                          now and the Council will decide whether the request is agreed. None          

                          

 

  

                            by members.  It was requested  that an up to date Budget sheet be

                            available  for  members for next month .

                              

  225                   Exterior of Harriet Johnson Centre: Cllr Servante is concerned  about

                           several   issues relating to the outside of the Harriet Johnson Centre.    

1.     The bins – two broken

2.     The flint walls

3.     The dripping tap

4.     The planter outside the Harriet Johnson Centre

5.     The pathway to the Air Raid Shelter

 

                           The  two broken bins have been removed by Adur District Council. There is

                           just one bin now which  has to take all the centres rubbish and garden

                           waste.

                           Nutshell construction will be writing a report on the condition of the

                           boundary flint walls. The Centre Manager will arrange to have all

                           the vegetation  cut back and removed from the walls.

                           The dripping tap by the side of the changing rooms is the responsibility

                           of Adur District Council and has now been repaired.

                           The planters have been discussed at the Amenities and Environment

                           Committee. See minute 536

                           The new shed will be ordered when the vegetation on the patio has been

                           cleared.       

                           The condition of the crumbling path and access to the Air Raid Shelter

                           is to be included on September agenda

 

 

                             

     

  226                   Parish Walk: The annual parish walk will take place on 8th August 2015.

                           We will meet at the Harriet Johnson Centre at 10.30am and walk to Downs

                           Barn for a picnic. All welcome.

  

  227                   Discussion topics:      Events held at the Harriet Johnson Centre during

                           festival were successful  and well attended on  both Saturday and Sunday.

                                         

                           Members held a short general discussion about the Caretaker position and

                           how it may affect the Centre Manager.

 

 

                           Sompting Christmas festivities will be held at the Harriet Johnson Centre

                           on Friday 18th December starting at 5.00pm.   

 

   

                           90Th Birthday celebrations for Her Majesty in June 2016 will be discussed

                           under the remit of Amenities and Environment Committee.

                      

                        

 

 

                             

.Meeting closed at 13.50hrs

 

Date of Next Meeting 16th September  2015

                        

 

 

                       

                    

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Minutes of Centre Committee held on 24th June  2015

at Harriet Johnson Centre, Loose Lane, Sompting at 12.45 pm

 

 

 

 

 

         

           

 

 203                   Attendance: Mrs G Scotting, Cllrs  A. Jones ,B. Mear  Mrs S. Wood

 

                              

                            Parish Clerk:                     Mr. D. Porter                   

                                     

                            Centre Manager:               Mrs S. Williams

                            Assistant Parish Clerk:     Mrs S. Tubb                                                     

 

 

  204                   Apologies and reasons for absence:   Cllr C.Servante sickness

                  

 

 

                      

 

 

 

 

 

      

 

205                   Declarations of interest by councillors on any of the agenda items 

                            None.

 

   

206                   Request for DPI Dispensations: Any request for dispensation to be made

                          now and the Council will decide whether the request is agreed. None          

                          

 

 

                    

  207                   Public participation: No members of the public were present.

   

 

208                   Business Plan: A special introductory rate for new group bookings will be  

                          Included In the business plan. If requested new groups will be offered a

                          reduced rate for a period up to 3 months.

                        

                         It was resolved to allow KENDO an introductory rate of £10.00 per session

                          for a period of 3 months from July 2015 until September 2015   

  

 

209                   Digital inclusion:  Cllr Scotting will  meet members of the

                         Wellbeing team at Adur/Worthing Councils at Portland House in Worthing.

                          It was suggested that Cllr Scotting speaks with the volunteers at the Big

                          Local Hub for feedback on the  IT suite that is situated there.

.                          

210                   Monthly Income: The monthly booking income was circulated and noted       

 

  

                             by members.

                              

   211                   Exterior of Harriet Johnson Centre: In the absence of Cllr Servante this

                            will be discussed at the next meeting.

 

 

                             

     

   212                  Front grass cutting:

                      .

                           Quotes were obtained from 1    Worthing garden services   £40.00 per cut

                                                                         2   Eds garden maintenance   £25.00 per cut

                                                                         3   Fern garden services          £22.00 per cut

 

                          It was resolved  that  the present grass cutter is maintained  as contracted

                          to cut  the  grass to the front of the Centre at least twice a month at £40 per

                          month.                 

  

   213                  Caretaker: The Clerk circulated a draft copy of Caretaker/Cleaner  job

                           Description. This was discussed and

                         

                           It was resolved that

 

1                     The draft job description was suitable as far as the items under the remit of    

                       the committee.           

2                    That the budget requirements within the job description were acceptable.

3                    That two posts holders would be the minimum.

 

 

   

The clerk then informed members that as some items within the job description were under the remit of Amenities and Environment committee the document would be presented to the committee on 1st July for resolution, The whole package then would be considered by and resolved upon by Finance and General Purposes committee as

 

1        The funding of the posts has to be approved and

2        The Job Description and the number of staff needs to be approved as that committee has employment within its remit..

 

The Centre committee thus

Resolved to recommend to Finance and General Purpose committee the three

resolutions made above.

                    

 

 

   214                 Terms and Conditions for hiring the Harriet Johnson Centre: this will be

                          reviewed at the meeting in September along with the Hire Charges and

                          Sompting residents discount.

 

  

  215                 Centre Managers maintenance allowance: the Centre manager to have a

                         Maintenance allowance of up to £300.The committee considered the ability

                         for the Centre Manager to have the delegated financial authority to spend up

                         a maximum of £300 without committee prior approval on general

                         maintenance work and materials. The Clerk informed the committee that it

                         does not have the authority to resolve this as it needs to be recommended to

                         Finance and General Purpose committee for a change to the Council’s

                         Financial Regulations. If that is acceptable then the Full Council needs to

                         approve the revised Financial Regulations. Until that time this wish for

                         delegation cannot be implemented. Also the Clerk reminded the committee

                         that this action does not resolve it from managing the committee’s budget

                         and that a list of all expenditure incurred (or confirmation of no expenditure)

                         by this delegation will need to be presented to this committee each month.

      

                        It was thus resolved

1              that the Centre Committee recommends to Finance and General Purposes

committee that the current Council Financial Regulations be altered to allow

the Centre Manager to have delegated authority to spend up to a maximum

of £300.00 without committee prior approval to spend on general maintenance work and materials and that a list of expenditure incurred by this

delegation be presented monthly to the Centre committee for financial management purposes.

            

      

        2              Should this and the means of financial management by the committee be

                        approved by Finance and General Purposes committee the changed

                        Financial Regulations to be recommended to Full  Council for approval.

 

 

 

  216                  Discussion Topics:    

 

 

                             

.

 

 

 

Meeting closed at 13.30hrs

 

Date of Next Meeting 22nd July 2015

      

                     

 

 

                       

                    

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

  

 

 

Minutes of Centre Committee held on 27th May  2015

at Harriet Johnson Centre, Loose Lane, Sompting at 12.45 pm

 

    

 

 

 

 

 

 

Election of Chair; Cllr C. Servante was elected as chair proposed and seconded Cllr Wood/ Cllr Scotting

Election of Vice Chair: Cllr Scotting was elected as vice chair proposed and seconded Cllr Servante/Cllr Wood.

 

 

         

          

 

193   Attendance: Cllr: C. Servante, Mrs G Scotting, A. Jones, Mrs S. Wood

 

                              

                            Parish Clerk:                     Mr. D. Porter                   

                                     

                            Centre Manager:              Mrs S. Williams

                            Assistant Parish Clerk:    Mrs S. Tubb                                                      

 

 

   194  Apologies and reasons for absence:   Cllr B. Mear  

                  

 

 

                     

 

 

 

 

 

      

 

 195               Declarations of interest by councillors on any of the agenda items 

                            None.

 

   

 196                   Request for DPI Dispensations: Any request for dispensation to be made

                          now and the Council will decide whether the request is agreed. None          

                          

 

 

                   

    197                 Public participation: No members of the public  were present.

 

198                 Business Plan: No new updates. Cllr Jones was invited to inspect the plan

                         during office opening hours. 

                          

  199                  Digital inclusion:   In the absence of an update from Cllr Smith contacting

                          Tina Favier Cllr  Scotting will now do so.

                          J P S is still setting up the system.

                          It was noted that Sompting Big Local now had an I T junction held in the

                          Hub.. Members would are interested in the demand for public usage and 

                          how this will  effect the opening days and  hours at the H J Centre .                         

    200                   Monthly Income: The monthly booking income was circulated and noted      

 

  

                             by members. Bookings are running  at approx 80% with the only available

                             day being Tuesdays. Cllr Servante will advise the H.J. Centre on Sompting

                             Residents facebook page and in  the signpost.

 

 

                             

     201                  Fencing and Shed at back of Centre: The shed will be ordered from R.J.

                             Meaker on the 2nd week in June.

                             Fencing at the rear and side of the Centre will be removed and replaced

                             By S. Long.

 

                             Weed clearing at rear and side of Centre will be done by members and

                             Volunteers.              

   

     202                  Discussion Topics:    

 

 

                             

                             Replacement vertical blinds will be ordered for the small hall windows

 

 

 

 

Terms of reference

 

Amendments; The Clerk will make changes for approval.

 

 

Meeting closed at 14.00hrs

 

Date of Next Meeting 24th June 2015

      

                     

 

 

                       

                    

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Minutes of Centre Committee held on 15th APRIL 2015

at Harriet Johnson Centre, Loose Lane, Sompting at 12.45 pm

 

 

 

    

 

 

 

         

  184                    Attendance;  Councillors:  C. Servante Mrs G Scotting  B. Mear,

                                                                           Mrs S. Wood

                                                 

                                      

                            Centre Manager:              Mrs S. Williams

                            Assistant Parish Clerk:    Mrs S. Tubb                                                      

         

                    

 

 

 

                      

 

 

 

 

 

      

 

   185                    Apologies and reasons for absence:  

 

 186                   Declarations of interest by councillors on any of the agenda items 

                           None.

187                   Request for DPI Dispensations: Any request for dispensation to be made

                          now and the Council will decide whether the request is agreed. None          

 

 

 

                    

    188                   Public participation: No members of the public  were present.

 

189                   Business Plan:  No new updates

                          

  190                   Digital inclusion:   Cllr Smith will contact Tina Favier Wellbeing Manager

                           at Adur District Council to discuss possible volunteers and trainers.

                           

191                  Monthly Income: The monthly booking income was circulated and noted by members      

   

 

  

                             

 

 

                             

     

     192                   Discussion Topics:                   

 

 

                              Lighting in the new shed to be solar if possible .

                              Possible Parent and Toddler area at the rear of the Centre at the festival.

 

Recommendation:

 

 

 

 

Meeting closed at 13.10 hrs

 

NEXT MEETING  27th MAY  2015

 

      

                     

 

 

                       

                    

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

                                               

      Minutes of Centre Committee held on 18TH MARCH 2015

     at Harriet Johnson Centre, Loose Lane, Sompting at 12.45 pm

 

 

 

    

 

 

 

         

  174                    Attendance;  Councillors:  Mrs G Scotting  B. Mear, Mrs S. Wood

                                                                           Mrs K. Vincent.

                                                 

                            Parish Clerk:                    Mr. D. Porter         

                            Centre Manager:              Mrs S. Williams

                            Assistant Parish Clerk:    Mrs S. Tubb                                                      

         

                    

 

 

 

                      

 

 

 

 

 

      

 

   175                    Apologies and reasons for absence:   Cllr C Servante

 

 

   

 176                   Declarations of interest by councillors on any of the agenda items 

                           None.

 

   

 177                   Request for DPI Dispensations: Any request for dispensation to be made

                          now and the Council will decide whether the request is agreed. None          

                          

 

 

                    

    178                   Public participation: James Stoner member of the public was present.

   

  179                   Business Plan:  To be reviewed annually every September.

                          

  180                   Digital inclusion:  James Stoner from JSPC  computer shop in  Bowness

                           Avenue spoke to members and staff members at the meeting. He would

                           like to donate equipment for use in the IT room. He will provide desk top

                           computers and printers but not stationary and ink He will also provide

                           security software and maintain the equipment for its estimated 5 year   

 

  

                             lifespan .JSPC will be advertised on each computer.

                             Cllrs Scotting, Smith and Vincent will co-ordinated with James Stoner and

                             also with the Big Local to make sure open times and days do not clash

                             with  an IT Hub that is to be held in the Big Local Shop in Cokeham

                             Parade.

                             Trainers and volunteers are needed and the co-ordinating Cllrs will contact

                             Sir Robert Woodard Academy to see if any students would be willing to

                             help. Or any other Sompting  resident with time on their hands.

                             Cllr Scotting will email JS with wording to go on the Social Media.

                             James Stoner, Cllr Mrs K Vincent and  the Parish Clerk then left the

                             meeting.

                    

 

 

                             

     181                   Additional Storage:   Purchase of new sheds.

 

     182                   Chimney Breast in IT room: The Clerk to obtain quotes to have this

                              Investigated  and repaired

 

     183                   Discussion Topics:                   

 

 

 

                              none

 

Recommendation:

 Agenda item 181 a request to  financial and general purposes  committee for the purchase of  2 Security Apex Sheds from Meakers for the sum of £672.55 each

 

 

 

 

Meeting closed at 13.40 hrs

 

NEXT MEETING  15th April  2015

 

      

                     

 

 

                       

                    

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Minutes of Centre Committee held on 25th February 2015

          at Harriet Johnson Centre, Loose Lane, Sompting at 12.45 pm

 

 

 

    

 

 

 

         

  164                    Attendance;  Councillors:  C Servante  G. Smith

                            Mrs G.Scotting  Mrs S Wood

                                                 

                            Parish Clerk:                    Mr. D. Porter         

                            Centre Manager:              Mrs S. Williams

                            Assistant Parish Clerk:    Mrs S. Tubb                                                      

         

                    

 

 

 

                      

 

 

 

 

 

      

 

   165                    Apologies and reasons for absence:   Cllr Mrs. J. Burns

 

   

 166                   Declarations of interest by councillors on any of the agenda items 

                           None.

 

   

 167                   Request for DPI Dispensations: Any request for dispensation to be made

                          now and the Council will decide whether the request is agreed. None          

                          

 

 

                    

    168                   Public  participation: There were no members of public present

   

  169                   Business Plan:  To be reviewed annually every September.

                           The IT room will need to be included in the business plan and the

                           addition of WiFi

                           

 

  

                        

     170                   Digital inclusion:  Members will not be signing the agreement between

                              Adur and Worthing Councils and  Sompting Parish Council until they have

                              had a face to face meeting with Tina Favier Wellbeing manager at  

                              Adur/Worthing Council to discuss the difficulties and amendments

                              needed by Sompting Parish Council with the agreement.

                              Various items had been added to the agreement which were not included

                              In the original meetings with Adur/Worthing Councils and Sompting Parish

                              Council.     

 

 

 

                             

     171                   Additional Storage: Extra storage is needed at the Centre  and we could

                              be losing bookings due to lack of storage. The Centre manager will obtain

                              estimates for metal, plastic and wooden sheds to replace the 2 sheds

                              which are in bad repair at the rear of the Centre.

 

     172                   Formal agreement for use of the Centre by Albion in the Community:

                              this agreement will depend on the outcome of minute 170

 

     173                   Discussion Topics:                   

 

 

 

                              The condition of the chimney breast in the IT room

 

 

 

Meeting closed at 13.50 hrs

 

NEXT MEETING  18th March  2015

 

      

                     

 

          

                    

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

                                                        

   Minutes of Centre Committee held on 21ST January 2015

          at Harriet Johnson Centre, Loose Lane, Sompting at 12.45 pm

 

 

 

    

 

 

 

         

  154                    Attendance;  Councillors:  C Servante  B.Mear

                            Mrs G.Scotting  Mrs S Wood

                                                 

                     

                            Centre Manager:              Mrs S. Williams

                            Assistant Parish Clerk:    Mrs S. Tubb                                                      

         

                    

 

 

 

                      

 

 

 

 

 

      

 

   155                    Apologies and reasons for absence:  

 

 

   

 156                   Declarations of interest by councillors on any of the agenda items 

                           None.

 

   

 157                   Request for DPI Dispensations: Any request for dispensation to be made

                          now and the Council will decide whether the request is agreed. None          

                          

 

 

                    

    158                   Public  participation:There were no members of the public in attendance.

   

  159                   Business  Plan:  Bookings at the Centre are still running at approximately

                           90% but due to a lack of storage for groups that would meet at the Centre   

                           we are unable to accommodate them. This is an issue  that should be

                           addressed if we want to increase the bookings.

                           Amendments have been made to the Application to Hire  the Harriet 

                           Johnson Centre forms to include tick boxes for a risk assessment.

                           

 

  

                        

     160                  Digital inclusion:  Members are very disappointed not to have  received

                             any equipment as yet and have asked the Parish Clerk to  invite

                             Mel Shaw and her Manager to the next full Council meeting to explain why

                             they have not fulfilled their part of the agreement.

                             The Parish Council  now have in place in preparation for the  IT room,

                             3 tables and 6 operator chairs. Virgin Media will be the internet provider.  

                             The engineers will be connecting the cables and completing this work

                             within the next few weeks

 

 

 

        

     161                  Events at the Centre: Summer Festival 27th June

                                                                  Parish Walk  8th August

                                                                  Further events under consideration

                             

     162                   Albion is the Community:  An email will be sent to the Big Local hub

                              stating that unless the keys for the Friday booking at the Centre are

                              collected by 12 noon the booking will be cancelled.

                              Members cannot make a formal agreement with Albion in the Community

                              and the IT room until we can fulfil our part of the contract and  the IT

                              suite is available for hire.

 

     163                   Discussion Topics: Additional Storage                    

 

 

 

 

 

 

 

Meeting closed at 13.30 hrs

 

NEXT MEETING 25th February  2015

 

      

                     

 

 

                       

                    

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

                                            

 

 

 

 

 

 

 

 

 

 

 

 

 

 

                                                           

 Minutes of Centre Committee held on 26th November 2014

          at Harriet Johnson Centre, Loose Lane, Sompting at 12.45 pm

 

 

 

    

 

 

 

         

    145                   Attendance;  Councillors:  Cllrs  C Servante  

                            Mrs G.Scotting  Mrs S Wood

                                                 

                     

                            Centre Manager:              Mrs S. Williams

                            Assistant Parish Clerk:    Mrs S. Tubb                                                      

         

                    

 

 

 

                      

 

 

 

 

 

      

 

    146                   Apologies and reasons for absence:   Cllr Mrs Joyce Burns

 

 

   

 147                    Declarations of interest by councillors on any of the agenda items 

                           None.

 

   

 148                   Request for DPI Dispensations: Any request for dispensation to be made

                          Now and the Council will decide whether the  request is agreed. None          

                          

 

 

                    

   149                   Public  participation: There were no members of the public in attendance.

 

 

   

 150                   Business  Plan:   The Centre Manager presented the proposed business

                          Plan to Members who felt enough time has been spent on the business plan 
                          at present and agreed this is now to be finalised. The only issue is how to      

                          raise  income but recognise the Centre Is currently booked 90% of the time.

 

  

                        

    151                  Digital inclusion:  No equipment has arrived via Adur District Council. Cllr

                            Wood will follow this issue up at Financial and General Purposes Meeting

                            On 26th November 2014.

                            WiFi that we currently have cannot be upgraded.

                            Tables, chairs boards etc are still to be ordered.

                            The Centre Manager will contact Mel Shaw at Adur District Council for an

                            Update on the situation.

 

 

        

    152                  Events at the Centre: Victorian Christmas is now sold out with 60 tickets

                            being sold.

                            Plans well underway for Carols on the Park on 17th December at 5.00pm

                             

    153                  Discussion Topics: Should hirers have their own Risk Assessment? It

                            was agreed that a tick box be included on the ‘Application to hire the 

                            Harriet Johnson Centre form along with hirers insurance details.

                    

 

 

 

 

 

 

 

Meeting closed at 14.00hrs

NEXT MEETING 21stD JANUARY  2015

                     

 

 

    

   

 

                   

                    

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 


Minutes of Centre Committee held on 15TH OCTOBER  2014

at Harriet Johnson Centre, Loose Lane, Sompting at 12.45 pm

 

 

 

    

 

 

 

 

  136             Attendance: Councillors:  Cllrs, Mrs J. Burns  C Servante 

                     Mrs G.Scotting  Mrs S Wood

                                                 

                      Mr Alun Jones:                 Big Local

                      Centre Manager:              Mrs S. Williams

                      Assistant Parish Clerk:    Mrs S. Tubb                                                      

         

                    

 

 

 

                     

 

 

    137            Apologies and reasons for absence:   Cllr Mear

 

 

   

  138            Declarations of interest by councillors on any of the agenda items   below:

                    None.

 

   

  139            Request for DPI Dispensations: Any request for dispensation to be made now

                    And the Council will decide whether the request is agreed. None

 

 

                  

     140           Public participation: There were no members of the public in attendance.

   

   141           Business Plan:  The Centre Manager  meet with Cllr Scotting  and discussed

                    the plan at depth. Cllr Scotting views were noted. The Parish Clerk is now             

                    reading and adjusting the information that has been collated.

 

  

                       

     142           Digital inclusion: Plans are now in place to have extra electrical sockets in

                      back room and external lighting to the rear of the Centre. The fire door has

                      been adjusted so that it can now be accessed from outside. It was agreed to

                      purchase 6 operators chairs and 3 six foot folding tables to match existing

                      and a lockable cupboard for the lap tops to be stored. These will be kept in    

 

 

                      the back room. The lap tops must not be kept plugged to the power supply  

                      when not in use.

                      Members are concerned about the condition of the route from the front of the

                      building to the rear, the weeds need clearing before it is available for use.

 

                      Albion in the Community. After much discussion it was agreed to offer a

                      reduction in rent of £10 per session. This would be for a period of 6 months

                      to allow the scheme to become established.

                  

                      This reduction is made in the spirt of co-operation and with the best intentions

                      the people of  Sompting.

    

     143          Events at the Centre: 18 people have registered for the 1st Aid Course.

                     Tickets for the Victorian Christmas are going well.

                     The arrangements for Christmas on the Park are in place for 17th December

                     Cllr Mear will purchase the gifts for the children.

                     Centre Manager/Assistant Clerk will arrange for posters and flyers to advertise

                     these events.     

                             

     144          Discussion Topics: Office Closure over the Christmas period. The Harriet

                     Johnson Centre offices will be closed from 24th December until 5th January.

                     Staff should take leave.

                     The Centre itself will still be available for hire with the exception of Christmas

                     Day.

                     The rota of members for the set of emergency keys  should be kept in the

                     Centre office.                  

 

 

 

Meeting closed at 14hrs

NEXT MEETING 26TH NOVEMBER 2014

 

      

                     

 

 

    

   

 

                   

                    

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Minutes of Centre Committee held on 15TH SEPTEMBER   2014

          at Harriet Johnson Centre, Loose Lane, Sompting at 12.45 pm

 

 

 

    

 

 

 

  

  124             Attendance: Councillors:  Cllrs, Mrs J. Burns  B. Mear  C Servante  

                     Mrs G.Scotting  Mrs S Wood

                                                 

                      Parish Clerk:                    Mr. D. Porter

                      Centre Manager:              Mrs S. Williams

                      Assistant Parish Clerk:    Mrs S. Tubb                                                      

         

                    

 

 

 

                      

 

 

    125            Apologies and reasons for absence:   All members present. 

 

 

   

  126            Declarations of interest by councillors on any of the agenda items   below:

                    None.

 

   

  127            Request for DPI Dispensations: Any request for dispensation to be made now

                    And the Council will decide whether the request is agreed. None

 

 

                  

     128           Public participation: There were no members of the public in attendance.

   

   129           Business Plan:  The Centre Manager has been working on the Centre          

                    Business plan and the Marketing section was discussed at the meeting  Cllr  

 

  

                      Scotting will meet with the Centre Manager to assist with the collating of the

                      plan         

 

 

 

 

 

     130           Dry Rot: The dry rot in the cupboard has now been treated. It was found to be

                      A new source therefore not under the guarantee of the work which was carried

                      Out at the end of last year. Floor and wall boards were removed and the area

                      Sprayed. This has now been put back and the cupboard is being used.   

 

     131           Digital Inclusion: extraordinary meeting of Full Council has been called for

                      24th September at 7.00pm to discuss the scheme with members, Mel Shaw,

                      The technician and members of the Big Local.

 

     132           Centre Roof: Members present agreed with Chairman Cllr Servante’s            

                      Acceptance of the estimate of £570.00  for repairs to damaged and cracked                     

                      Tiles on the Centre back and front roof work will start on 8th October.

                             

     133           Centre Budget: The Clerk circulated current budget sheets. It was noted that 

                      Small hall has not  been decorated. It was brought to the members attention

                      Because of  the unexpected closer of the Main hall due to damp rot it was felt

                      The small hall could not be taken out of action to have it decorated at that time.

                      The Centre Manager will now proceed to get more estimates for the decorating

      

                      More could be spent advertising the Centre with more professional looking

                      Glossy flyers, birthday invitations, banners on the fencing for events.                                                                                         

 

     134           Review of Hire Charges: The Hire Charges are reviewed annually in

                      September. It was proposed they would remain unchanged for this year.

                      In line with the Centre Vision  to supply an affordable meeting place for the

                      People of Sompting.

 

     135           Discussion topics:

 

                      Age UK request for the storage of a chest freezer solely for  the clubs use.

                      Unfortunately members rejected the request. We are unable to

                      Accommodate the freezer due to lack of space.

 

                    

 

 

                  Ist Aid Course 1st November 2014  9.30am-1.30pm. Cllr Servante will arrange for

                     Event to be advertised on Sompting Residents facebook page.

 

                  Victorian Christmas at the Centre  28th November 2014 7.00pm- 9.00pm      

 

 

 

 

 

 

 

          

     

    

                      

  

  

                  

 

 

 

Meeting closed at 14.15

 

 

Next Centre Meeting   15th October   2014 after planning meeting.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

  

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

NO MEETING HELD JULY

 

 

Minutes of Centre Committee held on 25th June   2014

  at Harriet Johnson Centre, Loose Lane, Sompting at 12.45 pm

 

 

 

 

  106          Attendance: Councillors:  Cllrs, Mrs J. Burns  B. Mear  C Servante 

                  Mrs G.Scotting  Mrs S Wood

                                                 

                      Centre Manager:              Mrs S. Williams

                      Assistant Parish Clerk:    Mrs S. Tubb                                                     

         

                    

 

                      

    107         Apologies and reasons for absence:   All members present. 

 

 

    108         Election of Chairman and Vice Chairman:    Cllr Servante was proposed as  

                   as Chair by Cllr Wood, Seconded by Cllr Mear. Agreed.

                   

                   Cllr Scotting was proposed as Vice  Chair by Cllr Wood, Seconded by Cllr Mear.

                   Agreed.

 

 

    109         Declarations of interest by councillors on any of the agenda items   below:

                   None.

 

     110          Request for DPI Dispensations: Any request for dispensation to be made now  

                     And the Council will decide whether the request is agreed. None.

 

 

     111           Public participation: There were no members of the public in attendance.

 

     112           Business Plan: Cllr Scotting will visit the Office to examine the Business

                       Plan.

 

 

     113           First Aid Course:  The course will run for 4 hours on Saturday 1st Nov 2014.

                      The Centre Manager will contact all the interested parties.

 

     114            Festival: Thanks were expressed to all who helped at Harriet Johnson Centre

                       during the  week-end. All events held at the Centre were very successful.

 

     115            Discussion Topics: Dry Rot has appeared again on the new wood inside the 

                       Store cupboard. The Centre  Manager has contacted Heritage the firm who

                       carried  out the work during November to come and inspect.               

                  

 

 

 

 

Meeting closed at 13.40

 

 

Next Centre Meeting  23rd July  2014 after planning meeting.

 

 

 

 

  

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

   Minutes of Centre Committee held on 28th May  2014

  at Harriet Johnson Centre, Loose Lane, Sompting at 12.45 pm

 

 

 

    

 

 

 

  

 96 Attendance: Councillors:  Cllrs B. Mear,C Servante  K. Bashford, Mrs J. Burns C Tuffnell 

                                                 Mrs. S. Wood      

                                            

         

                     Centre Manager:              Mrs S. Williams

                     Assistant Parish Clerk:    Mrs S. Tubb                              

 

 

                      

 

 

  97 Apologies and reasons for absence:   All members present.      

 

 

 

 

 

  98 Declarations of interest by councillors on any of the agenda items   below: None.

 

 

 

 

 

 

 

 

  99  Request for DPI Dispensations: Any request for dispensation to be made now and    Council   decide whether the request is agreed: None.

 

 

 

 

 

 

 

 

  100 Public participation: there were no members of the public in attendance.

 

  101 Business Plan: Centre floors sanded and sealed week commencing 4th August.

 

Quotes to be  obtained for the refurbishment of the external south wall.

 

Funds to have the car-park resurfaced will be added to each financial year.

 

The external route to back of Centre will be used by the public  only in daylight hours

, until external lighting is installed.

  

  

102  Community Cafι and Computer Hub:  No communication  has been received regarding  Community Cafι.

The Clerk has emailed Mel Shaw at Worthing and Adur Council to explain the Parish Council wishes to be included with this project but are unsure who will be running the project. The Council wishes to discuss this  with someone with knowledge regarding the suitability of our venue but have not received a reply explaining  the situation.

 

 

103 First Aid Course:  The Centre Manager will contact the 1st Aid trainer to arrange a date for the course.

 

104 Discussion Topics: The Centre bookings were discussed how to attract more  users.

 

                                          Lighting the Air Raid Shelter

 

                                          The Performing Right Society – licence application.

 

 

 

Meeting closed at 13.45

 

 

Next Centre Meeting  25th June  2014 after planning meeting.

 

 

 

 

  

 

  

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

    

 

 

 

  

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Minutes of Centre Committee held on 16th April 2014

          at Harriet Johnson Centre, Loose Lane, Sompting at 12.45 pm

 

 

 

    

 

 

 

   87

 Attendance: Councillors:  Cllr C Servante, K. Bashford, Mrs J. Burns  C Tuffnell 

                                               Mrs. S. Wood      

                                            

                     Parish Clerk:                    Mr. D. Porter           

                     Centre Manager:              Mrs S. Williams

                     Assistant Parish Clerk:    Mrs S. Tubb                              

 

 

                      

 

   88

  Apologies and reasons for absence: Cllr B Mear illness.

 

 

 

 

   89

  Declarations of interest by councillors on any of the agenda items   below: None

 

 

 

 

 

 

 

   90

  Request for DPI Dispensations: Any request for dispensation to be made now and Council   decide whether the request is agreed: None

 

 

 

 

 

 

 

   91

  

  92                                             

                           

 

  93

    

  94

  

                       

 

    95             

  Public participation: Mr. Alun Jones Vice Chair Big Local.

 

 

 

 Business Plan:  Members discussed  the idea of a  Community Cafι. There has been no formal request as yet but feel the Harriet Johnson Centre is not suitable with the facilities and availability we have at present.

 

Work on the new toilet should be completed by end of April

 

 

First Aid Course:  A list of interested parties is being complied in the Centre office. Cllr  Mear will be asked to find out from the Trainer how much they will charge and their availability eg AM PM or evenings. A registration  fee of £5.00 will be required from each person attending.

 

 

Digital inclusion: The Parish Clerk will email Mel Shaw  stating that Sompting Parish Council supports the concept of digital inclusion for the residents of Sompting and  as such are willing to offer space within the Harriet Johnson Centre at times convenient to the Centre. However, as not all questions raised at Full Council were fully answered, this offer is subject to the trainer and an IT  officer attending the Centre to confirm the suitability of the offered space and the full agreement by all parties involved in the project, on how any issues raised following that attendance are addressed.

 

Discussion topic: Route around back of Centre – lighting and hand rails etc.

 

 

 

 

Meeting closed at 13.50

 

 

Next Centre Meeting  28th May 2014 after planning meeting.

 

 

 

 

  

 

  

 

 

 

 

 

 

 

 

 

 

 

 

 

Minutes of Centre Committee held on 26th March 2014

at Harriet Johnson Centre, Loose Lane, Sompting at 12.00 noon

 

 

 

    

 

 

 

   76

 Attendance: Councillors:  Cllr C Servante, K. Bashford,, B Mear, C Tuffnell G. Smith

                                               Mrs. S. Wood     

                                           

                    Centre Manager:             Mrs S. Williams

                    Assistant Parish Clerk:   Mrs S. Tubb                              

 

 

                     

 

   77

  Apologies and reasons for absence: Cllr  Mrs J. Burns

 

 

 

 

   78

  Declarations of interest by councillors on any of the agenda items   below: None

 

 

 

 

 

 

 

   79

  Request for DPI Dispensations: Any request for dispensation to be made now and Council   decide whether the request is agreed: None

 

 

 

 

 

 

 

  80

                                                

  81           

                         

 

  82

          

 

 

83

84        

                

85

 

86

  Public participation: None present

 

 Cllr. Mear left the meeting.

 

  Business Plan:

 

Quotes have been received for decorating  the new boards and plaster in the main hall. This work will be completed  at beginning of May.

Estimates are being sort for the decoration of the small hall.

Pine floors to be sanded and sealed.

 

Review of hire charges:

 

Charges will be reviewed in September. But it is recommended that a set charge for Christenings/Baptisms/ Naming Ceremonies be increased to £60.00.

 

Following discussion it was resolved:

 

To have a set rate for Christenings/Baptisms/Naming Ceremonies

 

First Aid Course: 

In the absence of Cllr Mear this will be discussed at the next Centre meeting.

 

Harriet Johnson Centre Risk assessment:

 

Members made a visual inspection of the Centre and hazards/risk found will be acted on.

 

Work on the new toilet:

 

This work is nearing completion.

 

Discussion topics:

 

Members had a lengthy discussion on digital inclusion and feel more technical information is required from the IT manager who Adur District Council are employing to manage the courses.

 

In principal they are in favour of these courses but are concerned about the security of the PCs/Lap tops and the fact that the room will not be available whilst the IT suite is in that room.

 

 

 

 

 

 

Meeting closed 13.30

 

  

 

 

 

 

 

 

 

 

 

 

 

 

 

 

  Minutes of Centre Committee held on 26th February 2014

    at Harriet Johnson Centre, Loose Lane, Sompting at 12.45 pm

 

 

 

    

 

 

 

   67

 Attendance: Councillors:  Cllr C Servante, K. Bashford,, B Mear    

                                           

                    Centre Manager:             Mrs S. Williams

                    Assistant Parish Clerk:   Mrs S. Tubb                              

 

 

                     

 

   68

  Apologies and reasons for absence: Cllr C. Tuffnel l unwell, Cllr. Mrs. S. Wood unwell, Cllr  Mrs J. Burns attending another meeting.

 

 

 

 

    69

  Declarations of interest by councillors on any of the agenda items   below: None

 

 

 

 

 

 

 

     70 

  Request for DPI Dispensations: Any request for dispensation to be made now and Council decide whether the request is agreed: None

 

 

 

 

 

 

 

     71

     72

     73

                                                

 

      74                      

 

   

     75

 

     76

 

  Public participation: None present

 

  Business Plan: On going

 

  Request for an exceptional/subsidised booking:

 

  Rainbow/Brownies have booked the Centre for a ‘sleepover’ and have made a request  for  a

  Subsidised booking fee.

 

  Victim Support Group to continue using the Harriet Johnson room without occurring charges

 

Following discussion it was resolved :

 

1.      To allow Rainbow/Brownies to attend their sleepover for a reduced rent of £50.00

2.      That Victim Support Group continues to use the meeting room at no charge for a          further 6 months.

3.      Following (2) above, the Council will not donate to the Charity.

 

   First Aid Course

 

Discussions were held on the type of First Aid Course to arrange and how to finance it. This to be put on Finance and General Purpose Committee  next agenda for discussion

 

Discussion topics

 

 

Revised Risk Assessment  by Committee members on next month’s agenda

Review of Hire Charges 2014/2015

Cllr B. Mear will come and tidy the Centre Library

Digital  inclusion – Big local or Adur District Council to fund Computers for public use at the Centre

Work on the new toilet at the back of the Centre.

 

 

 

Recommendation

 

 

 

 

 

 

Meeting closed at 13.50

 

 

 

 

 

 

 

 

   Minutes of Centre Committee held on 22nd January 2014

          at Harriet Johnson Centre, Loose Lane, Sompting at 12.45 pm

 

 

 

    

 

 

 

59

 Attendance: Councillors:  Cllr C Servante, K. Bashford,  Mrs J. Burns, B Mear C. Tuffnell  Mrs  S Wood     

                                           

                    Centre Manager:            Mrs S. Williams

                    Assistant Parish Clerk:   Mrs S. Tubb                               

 

 

                     

 

60

  Apologies and reasons for absence: All members present.

 

 

 

 

61

  Declarations of interest by councillors on any of the agenda items   below: None

 

 

 

 

 

 

 

 62 

  Request for DPI Dispensations: Any request for dispensation to be made now and Council decide whether the request is agreed: None

 

 

 

 

 

 

 

 63

 64

 

                                                

 

  65                            

       

 

            

 

  Public participation: None present

 

  Business Plan: The Centre budget report was circulated, the amount of money spent so far on the Centre was discussed. Members feel we are maintaining a building to provide a Community Service to the whole of the Community- not for making money.

The Clerk to request from Adur District Council the amount spent on the other Community Centres in the district.

 

 

 Centre Events for 2014: The Centre Manager will meet Mike Prince and Eileen Colwell from Sompting Pastfinders on 29th January to discuss with them suggestions for events to be held throughout the year, especially during the summer festival. The Events Committee will be updated at the meeting on 31st January 2014.

 

 

Centre Library

More book shelves have been donated to the Centre to accommodate the amount of books being donated.

 

 

Refreshments

Tea, coffee, sugar and milk will be available for member’s use who attend events. This will be made available in the offices kitchen. Refreshments kept in the Centre kitchen are the property of the various groups that use the centre and are stored there on trust.

 

 

All other discussion topics to be included on next month’s agenda.

 

 

Recommendation

Cllr Servante will write to Cllr Butcher  to request he visits the Centre at a convenient time to tidy the donated books.

Centre Manager to purchase refreshments for use by members.

No smoking sign to be placed by single door.

The purchase of 2 office  chairs.

Meeting closed 13:50hrs

 

 

 

 

 

 

 

 

 

 

 

 

 

Minutes of Centre Committee held 27th November 2013 at Harriet Johnson Centre

Loose Lane, Sompting 12.45pm

 

 

 

49

Attendance: Councillors: Cllr C Servante, K. Bashford, C. Tuffnell S Wood

 

Centre Manager: Mrs S. Williams

Assistant Parish Clerk: Mrs S. Tubb

50

Apologies and reasons for absence: none received

 

51

Declarations of interest by councillors on any of the agenda items below: None

 

 

 

52

Request for DPI Dispensations: Any request for dispensation to be made now and Council decide whether the request is agreed: None

 

53

 

54

 

 

55

 

 

56

 

 

57

 

58

Public participation: None present

 

 

Business Plan: Ongoing

 

 

Budget: Members are happy with the budget for the Centre. Cllr Servante will recommend that the Car Park top coat and lining budget be put into reserves.

 

Office Closer: All members agreed to close the Centre office from 12 noon Tuesday 24th December 2013 until 9.00am Thursday 2nd January 2014.

 

Centre Minor Assets: All assets that are no longer required will be disposed of. A new Inventory will be made in the New Year.

 

Cigarette stubber: It was agreed to purchase a cigarette stubber to be placed outside the double doors.

Recommendation To ratify the purchase of a cigarette stubber.

Meeting closed 14:00hrs

 

Minutes of Centre Committee held on 16th October 2013

at Harriet Johnson Centre, Loose Lane, Sompting at 12.45 pm

 

 

 

    

 

 

 

40

 Attendance: Councillors:  Cllr C Seravante, K. Bashford, J. Burns, S Wood     

                                           

                    Centre Manager:            Mrs S. Williams

                    Assistant Parish Clerk:   Mrs S. Tubb                              

 

 

                     

 

41

  Apologies and reasons for absence: none received

 

 

 

 

42

  Declarations of interest by councillors on any of the agenda items below: None

 

 

 

 

 

 

 

 43 

  Request for DPI Dispensations: Any request for dispensation to be made now and Council decide whether the request is agreed: None