Pump Track – Wednesday August 7 2024
Present: Colin Myles, Edd Stonham, Tom McKeown
AGM
Date for AGM. Charity returns not required for another 10 months. Decided to focus on EO only. AGM to follow afterwards. Look for a date in October. Action on Edd to propose date. Action on Edd to book venue.
All agreed that we need to recruit new trustees at AGM. Action check email list survey as has ‘join trustees’ as item. Action email to supporters to advertise AGM and ask for interest to join trustees.
Motion on approach for EO. Timing implication. All agreed to hold AGM after EO. Decision on motion will have to come from Trustees only.
Extra Ordinary Meeting
Parish offering Monday September 16th – ahead of Full Council. Is this OK? All present happy with date proposed from Parish Council. Colin happy this will not clash with beer festival. Suggestion from Colin to add videos of support from other contacted Councils. Action on Tom to ask for these from councils that replied.
What motion to take? All agreed to stick with recommendation within original report. Happy to expand into multiple motions for each location due to increased time within single item EO. This will be clearer for councillors and public to follow. Edd suggested motion two reference Council previous motion explicitly, all agreed. Action on Tom to send final motions to Chelsea.
Finance
Have PrintOut been paid for the report printing? Invoice received. Difficulty with payments from bank account shared with group. Action on Edd to speak with PrintOut to reassure payment will come. Action on Colin/Edd to resolve issue with bank account.
Are we interested in print on demand merchandise? All agreed this was a good idea. Vector format (.eps) logo obtained from Dan Clifton and uploaded to SharePoint site. Action on Edd add online store to website.
Policy
Draft risk assessment prepared by Tom. Available on Sharepoint to review. Initially to help with Insurance quote, however, information from Parish Clerk and other Councils means no longer critical. For Parish to approve when needed
Are CCVS templates ready for AGM? Edd reports that CCVS undergoing a merger with Huntingdon equivalent. Time has been limited for our request. Action on Edd to check/chase CCVS.
Other business
Tour of locations? Guided tour of location recommendations. Parish Chair is keen on this idea. Discussion on having potential to be very helpful, verses unpleasant and confrontational. Proposal to limit to Parish Councillors only. Edd and Colin interested in attending. Likely toward end of summer holiday. Action on Tom to organise.
Shared feedback gained from other councils. Request was for indicative ongoing costs only, yet many volunteered support for their track and gave examples of positive impacts. Suggestion to work these into the EO presentation. Action on Tom to circulate comments document.
Discussion on preparing visualisation for EO presentation. Would require clear brief. Want to show how it would be to use a track in H&I location, not what a track design would be at a H&I location. We have money in account to pay for this work. Speak with Dan about taking this on as would not be public facing, and already has connections with design firms. Action on Tom to speak with Dan.
Trustees thanked Tom McKeown for work done since previous meeting.
Next meeting. Proposed two trustee meetings before the September 16 EO. Wednesday 21st August for first. Action on Edd to book room. Action on all decide date for second meeting.