6pm Rose and Crown
Present: Tom McKeown, Mike Rampton
Treasurer position & bank account
Deferred till Edd present
Summer Event Expenses
Went through expenses claim by Tom McKeown for Histon Feast Market Stall, September celebration event and September workshop. Mike Rampton approved all items. £262.82 payable to Tom McKeown for Feast spend. £90.17 payable to Tom McKeown for the September events spend. Action: Edd to confirm separately.
Tee Mill & Pay Pal
Deferred till Edd present
AGM & finding new trustees
Small number of active trustees is unsustainable. Chatted about opportunities to engage new trustees. Mike noted that not many people understand trustee roles. Charity could do some communication in that regard. Action: Mike to enquire within Woodcraft Folk and Smartphone Free Campaign WhatsApp groups.
AGM discussion deferred till Edd present
Charity Commission Updates
Deferred till Edd present
Parish Working Group
Tom outlined the draft Terms of Reference document discussed with Parish Councillor. This is promised by Councilors at the Monday 17 November Full Council meeting. Five members, all councilors. Membership to be decided at Full Council. Outlines collaboration with Charity, HIGS, HILFE and other interested organizations. The working group would become responsible for parish communication about pump track. Tasked with liaising between Charity and Council. Scope included providing assistance to Charity should we bring them questions.
Mike noted that this seems like a positive step forward. Both agreed that the Charity position should be supportive.
Parish Rec Survey
Proposal for Parish Council undertake advice from pump track specialist contractor on suitability and design of a track at the recreation ground outlined by Tom. Proposal being brought by Councilor’s not Charity. Seeks to definitively answer the Recreation Ground question. Intended to come to Monday 17 November Full Council meeting alongside working group Terms of Reference.
Discussion over council intention with the motion and likelihood of success. Discussion of consequences of passing or rejection. Passing would be a huge step forward for delivery of a pump track on the Recreation Ground. Rejection would be a strong indication that the Parish Council is not able to support a pump track on its current assets.
Both agreed that taking the motion is a huge step. Charity will give support. Either outcome will give clarity for the next steps.
Approve policy position for Parish Collaboration
Tom presented a draft policy paper for collaboration with the Parish Council for delivery of a pump track. Noted that this has been circulated previously on SharePoint. Document outlines responsibilities for consultation, design, fundraising and planning applications with Chairty. Outlines a handover process for the completed track to the Parish Council covering insurance, maintenance and ongoing promotional events. A reserved fund-raising pot to pass over to the Parish Council for the first X years is proposed to ensure a smooth transition.
Mike shared support for the approach outlined in the document and felt that it would help address potential concerns from Councilors. Both considered the potential to share online to help the wider community see the direction the Charity is considering. Action: Get Edd’s input on document and publishing.
Discuss proposal for County Council Collaboration
Tom shared details of a meeting with the County Council Farms team and County Councilor Ros Hathorn making initial contact about leasing some land for delivery of a pump track. No immediate concerns from County Farms. Outlined the need for a long-term lease. Tom noted this would align with the expected lifetime of tracks.
Draft proposal presented as a next step for this discussion. Three stages of fundraising and permissions to manage expectations, manage risk, and ensure work is sustainable. Action: seek Edd’s views. Seek input from County Councilor.
Discuss survey plan
Deferred to next meeting, due to limited time.
Meeting closed: 7:05pm