Minutes of the Trustees Meeting on 4th April 2024

ROMAN PARK MANAGEMENT LIMITED

MINUTESOF THE TRUSTEES MEETING HELD ON 4^TH APRIL 2024 At 6.30 pm

1. PRESENT: John Coveney (Secretary), Brian Southern (Treasurer), Lee Muncey, Sharon Taylor , Jan Adams-Smith (observer for part of meeting)

 

2. APOLOGIES : Kim Bond

 

3. MINUTES: The Minutes of the Meeting on 20^th February were agreed and signed

 

4. MATTERS ARISING

 

The flyer that announced the delay of the EGM/SGM has been produced and distributed.

 

The Secretary confirmed that the web site would need to be amended to support the use of a mailing list for outbound communications and that the booking function is not communicating its records to the Manager. The latter may not be worthwhile fixing if we are no longer to run the Club.

 

5. ELECTION OF A NEW TRUSTEE

 

Sharon Taylor was proposed as a new Trustee by Brian Southern and this was seconded by Lee Muncey. The motion was carried by a vote of 2 to 0. The Secretary’s casting vote was not required to be used. Sharon was further proposed for the role of Chair again by Brian Southern and seconded by Lee Muncey. This motion was also carried by 2-0.

 

John Coveney indicated that he was concerned that the role of Secretary for him may not be appropriate in the longer term because of planned absences over sometimes prolonged timescales. He pointed out that the requirement to sign Certificates of Compliance in house sales on the Estates could, he believed, only be satisfied by the Secretary.

ACTION – John Coveney to pass contact details of our solicitor to Sharon Taylor. Sharon Taylor to confirm or deny with them that only the Secretary can sign the Certificates.

 

6. ENDORSEMENT OF NEW TRUSTEES BY PLOT OWNERS

John Coveney stated that he had received a communication from a plot owner which pointed out that of the Trustees only Kim Bond had actually been voted in by plot owners. It was felt that a General Meeting to endorse new Trustees is required but that it should not form part of the upcoming EGM/SGM as it might detract from the important discussions and votes at that meeting. To be considered at the next Trustees meeting. It was agreed that those Trustees present at the Meeting on 14^th April should introduce themselves on the day.

7. WORKING GROUP UPDATE

The Document set for the Meeting on the 14^th April has been sent out electronically for those who have asked for delivery this way. Paper copies have been left in the Club. The draft lease and asset rental agreement are only available in paper form due to both their sensitivity and the cost of reproducing them.

It was agreed that the Trustees should issue an additional Newsletter setting out the importance of the Meeting and vote on the 14^th April and reconfirming our support for the motions.

ACTION Sharon Taylor to draft the newsletter.

The Trustees expressed their thanks to the Working Group for their efforts in bringing us this far.

It was also acknowledged that there are widely differing views on the future of the Club and that whatever the outcome of the Vote there were going to be disappointed people. It is our job to efficiently and effectively implement the elected changes and to bring down the financial burden of the Equal Contribution whilst at the same time ensuring that sound financial management is in place.

8. SKY SPORTS/BT SPORTS UPDATE

John Coveney confirmed that both of these were cancelled on 2 April with the last day of use being 1^st May. BT Sports have acknowledged the cancellation fully. Sky Sports have acknowledged the cancellation but required further proof of John Coveney’s authority to cancel. He has sent them the Companies House entries. The 30 days’ notice period runs from the date of advice of cancellation.

ACTION John Coveney to continue to press Sky Sports for formal cancellation acknowledgement.

9. ELECTRCITIY CONTRACT

Brian Southern provided an update. Our contract with Total Energy has completed and we will have been on out of contract rates for a week. Brian has identified, in conjunction with our Accountant who has extensive knowledge of the wholesale energy market, that Yu offer the best deal for us at present. It was proposed that we accept a one year deal with them which would  reduce our costs whilst at the same time give a new licensee the option to change the supplier earlier rather than later. The meeting agreed unanimously with this.

ACTION Brian Southern to action new contract

10. PERSONNEL

Nothing to report on in this meeting

11. DEBTORS

It was agreed that following the EGM/SGM we would send out the reminder letters for payment of this year’s Equal Contribution

ACTION Sharon Taylor to draft the letter. Once ready we need to have the invoices printed by our Accountant and the reminders distributed quickly to minimise any crossovers.

12. BUILDINGS AND GROUNDS

The roof above the bar area is still leaking. We need to chase the two additional quotes so that we can decide upon the best way forwards.

ACTION John Coveney to talk to Kim Bond about the status of the quotes.

13. AOB

None raised

14. DATE AND TIME OF NEXT MEETING

To be advised but likely just after the EGM/SGM