BWCT minutes

BWCT Minutes – 22 April 08

Present

John Gundry(JG); John Horton (JH); Bill Howson(BH); Peter Jenkins (PJ); Tom Sumner (TS); Sylvia Tilford(ST)

In the chair:

Bruce Speed (BS)

The Chair welcomed Harvey Bosomworth (HB); John Grimshaw (JG); Dennis Warwick (DW); and Andrew Wrigglesworth (AW) to the meeting.

1. Apologies for Absence

Mike Harris, Clive Myatt, Jed Smith, Judith Ullock; Mike Walker

2.Minutes of the meeting held on January 15th

These were accepted as a correct record and were signed

3. Matters Arising

· Item 5, Treasurer's Report: there has been no bill submitted for the Sun Lane light feature and the matter was closed.

· An outline plan will be needed for release of funds from the Jennings Bequest.

· John Gundry has written to all supporters of the Burley House Field setting out the circumstances leading to the third application, and suggests they write in support and also forward copies to him. He reported that there are 3 copies of the notice of the application around the field inviting letters to BMDC. The notice had also been placed in the Telegraph and Argus on the 3rd April but not in the Ilkley Gazette. JG will forward copies of letters of objection sent to BMDC to our barrister, Nigel Clayton, who will advise us on the next phase of action. JG believed that this time there may not be a full meeting of the kind that took place for the 1st and 2nd applications.

· New lighting columns due for installation this year will affect our future displays and may incur one-off costs for mounting the features. TS has the matter in hand. Together with Jo Griffiths, Burley Parish Council, negotiations had taken place with BMDC for the provision of 12 heavy duty columns from which installations can be mounted and 12 with sockets which could be used for connections to other things. TS reported that with only 12 heavy duty columns it would not be possible to mount all of the light features. He had made a request for a grant from the windfall money from the airport for further heavy duty columns, or the upgrading of some existing ones. This money is being handled by the three district councillors We have been approached by Baildon Parish Council for advice and guidance for their own Christmas Lights display and events, and a meeting has been agreed with Cllr. Crowther, TS and BS on 30th April.

4. Correspondence

· A letter thanking the Trust for the contribution to the Wharfedale Rail Users Group newsletter has been received from their Treasurer.

· Zurich Municipal who insure our assets have reversed their decision not to pay for the damage caused by theft of lead from the Round House. TS has been asked to prepare an invoice for the replacement lead and reinstating the fallen pillar on the east side, so that we can submit a claim.

· Copy letter of thanks to TS from the Chamber of Trade for putting up the "icicle" lights in the Queen's Hall for their fund-raising dinner dance. This has raised money for Burley Christmas Lights, and the Committee expressed its thanks to Chamber member Tina Archer and her team of "Snooti a Gooti" for the splendid effort. A cheque for £1500 towards the Christmas Lights will be passed on.

· John Gundry's letter to residents referred to above.

5. Treasurer's Report

The Accounts Summary, including donations, income and expenditure, were presented to the meeting by the Chair in the absence of the Treasurer.

6. Website Report

The site continues to be well used with a growing number of hits, the most popular sections being: history (13.8%), gallery (23.1%) and information (25.4%). Time has been put into improving the photo gallery and to the parish council pages whilst Steve King was acting web-master, and this will continue under Malcolm Fisher. SK was thanked for his efforts. There is to be a page about the website in the new handbook, which we hope will increase usage. DW had nothing further to add to this report.

7. 100 Club

DW reported that the club has 100 members; currently there are 5 vacancies. Requests to join the 100 club were made by a number of visitors to the meeting. Letters to members inviting renewal of membership will be delivered by Committee members and others over the next two weeks.

8. Duck Race

This was discussed. The date was confirmed as June 17th. The method of selling tickets was discussed and some basic structure will be placed near to the fountain at the bottom of Station Road. The police will be asked, in line with last year, to provide pedestrian and traffic marshalling on the A65. The usual opening of the Cornmill Pond will be agreed with Steve Carruthers.

The Scouts and Guides will be organising the teas.

9. Scalebor Sports Facilities

There has been no progress with proposals to improve pitch drainage. Plans and cost estimate are awaited. Installation of the ceiling in the pavilion is still expected to go ahead this year.

10. Pond on Cornmill Lane

It has proved impossible to open the sluice gate, probably because of the weight of silt against it and, in discussion with Steve Carruthers (SC), BS and TS agreed to leave the mechanism undisturbed. SC said that the level of silt and position of the deeper channel has not altered following recent heavy rain and agreed to leave the pond as it is. SC was thanked for helping to clear ivy off the Pudding Tree Garden wall adjacent to the lane. BS will ask the parish clerk to request new restriction signs from BMDC.

11. The Round House

See above correspondence regarding insurance claim.

Although it was confirmed last November that we will lease the building at a subsidised rate, the transfer from BCC to BWCT has not yet been received.

12. Pudding Tree Garden

All the ivy has been cleared from the wall on Cornmill Lane and, thanks to David Parr, a section of it has been rebuilt but more needs to be made safe along with re-pointing the archway at the garden entrance.

The octagonal seat has been replaced and the contribution from Burley & District Probus Club acknowledged on one of the backrests. A sign explaining the ownership and lease of the garden has been installed at the entrance.

Concerns were raised about the siting of the gate on the bridge leading to the drive to the old Vicarage. While the reasons for erecting a gate were understood and the ownership of the bridge was recognised members reported that a number of people had commented that the gate would have been more acceptable at the other end of the bridge. It had been a longstanding custom in the village to walk on the bridge and feed ducks on the pond from that position. Because the bridge and walls are listed the belief was that an application for planning permission should have been made.

13. Future of BWCT after the October AGM

BS provided a paper for discussion and members were asked to give some thoughts to the future scope and responsibilities of the Trust, the size and composition of the committee and the frequency of meetings. This discussion was precipitated by the planned resignation at the AGM in October of the Chair and also Mike Harris, after many years of service to the BCC and BWCT. There had also been a loss of some Committee members with only one new member appointed, to date. Requests for new members had been placed in the Burley Parish Council newsletter with only limited response. TS proposed that all members of BWCT should also be written to in seeking new members of the committee. John Grimshaw indicated that he would like to join and Harvey Bosomworth and Andrew Wrigglesworth would also give the matter consideration. The need for women members and youth representation was emphasised. BS would write to all current Committee members to check their readiness to continue serving on the BWCT after the next AGM. Of the various tasks undertaken by BWCT the need for a person to organise the coffee mornings was stressed. This task has been undertaken by a non-Committee member and it was hoped that one or more people in the village would be interested to take this on. The fund raising table had been let up to the end of the year.

14. AOB

A request had been received to sell hanging baskets and plants at Coffee Mornings. It was agreed that this was not possible but it was suggested that selling these in the Roundhouse could be appropriate. The sale could be advertised within the coffee mornings.

15. Date of next and future meetings

The frequency of committee meetings was discussed. It was agreed that bi-monthly meetings were probably the best idea but a final decision would be made by the new Committee after the AGM. The next meeting will take place on Tuesday June 24th.

The meeting closed at 9.20pm

Sylvia Tilford, Hon Secretary

FUTURE OF BWCT AND BCC

1. Current Responsibilities.

1. Cornmill Pond. Largely in the hands of the tenants, Mr. and Mrs. Carruthers with minimal input from the Trust. Opened for supervised access on Duck Race Day with their co-operation. BWCT fund held for repairs and maintenance.

2. Scalebor pavilion and car park (owned) with a licence to use the playing field, which is maintained by Green Belt Group as part of the site open areas. Building and car park maintenance relies on ad hoc working parties, but should be formalised for the future.

3. Round House (annual lease from BMDC). BS has responsibility for bookings and, through volunteer Pauline Beeton, informal coffee mornings. The operation does not contribute much to funds but performs a social service to those that use it.

4. Pudding Tree Garden (10-year lease from 2007). Ad hoc responsibility for maintenance, hanging baskets, etc should in future be formalised and may fit into the monthly routine at the village green now that improvements have been made. Burley Gardeners have been asked to provide hanging baskets this year.

5. Website. The sub-committee, chaired by Dennis Warwick (DW), is largely self-governing and provides the platform for the parish council pages. Membership has both BWCT Committee members and non-members. DW is hoping to find a new chairman to take over.

6. Christmas lights. Driven by TS with a network of contacts and volunteers; most are not on BWCT Committee but assist for the event. BWCT has responsibility for liaison with Chamber of Trade and for financing, but relies on grants from BPC and elsewhere to supplement funds. BS organises shop collections, letters of thanks, etc.

7. Duck Race. Driven by TS and volunteers with BWCT support selling tickets, including Annette Hattersley selling for Scouts and Guides. BWCT/ police assistance with marshalling is essential. Cornmill Pond open with BWCT help.

8. Monthly Coffee Mornings. BS and PS arrange the rotas for coffee servers and the BWCT table, for arranging supplies on the morning and for raffle prizes and raffle ticket sold. The BCC attitude, carried over to BWCT that this is a "social service" not a fund raising event, means that the sales table is let to other village groups and fund-raisers. BWCT takes the charity table in November for the Christmas Lights. On other months our net income is from coffee and raffle tickets.

9. 100 Club. Organised by DW with help from Sue Jopling (SJ is ex BCC Committee), the prize draw takes place at the coffee morning. DW and SJ will handle renewals this year but wish to hand over when that has been done. 10. BCC was largely disbanded when its role was shared between the Trust and the new parish council. It only meets to deal with outstanding matters relating to the future of Burley House Field and has no future beyond that being resolved.

2. BWCT Committee and Links to Burley Parish Council

1. How many Committee members should the Trust have?

2. Is there a role for co-opted members? BCC used to co-opt from Round Table (because of their involvement in Christmas lights), and perhaps we should formally co-opt from football and cricket clubs for example.

3. Alternatively, the arrangements adopted for Christmas lights, where volunteers give help when it is needed, can be effective. That is good for projects, but may not be suitable for maintaining our assets, or monthly responsibilities like the coffee morning.

4. In previous years, BCC had more female members and also a member representing young people, but the Trust has lost them from this Committee. Can we redress the balance? There is also no longer a voice from Burley Woodhead.

5. The present arrangement, which has some parish councillors members seems to work well without conflicts of interest becoming a problem. Should there be a maximum number or proportion of parish councillors? The current arrangement where both organisations support each other, e.g., delivery of newsletters, annual village clean-up, funds towards Christmas lights, etc., is surely to the overall benefit of the village.

6. There have been four meetings a year up to now, with occasional short reports to Neighbourhood Forums. Do members consider this enough, or would it be easier to keep up the momentum with 5 or 6 meetings?

3. Finance

There are funds allocated to look after our assets for the foreseeable future, and we have been successfully generating income for all our activities. Often the results have been enhanced through the generosity of individuals (e.g., the web-master's time on the website) and groups, (e.g., the Christmas Tree). Nevertheless, the current list of responsibilities requires us to keep up the momentum and consider other sources of income or capital should a major need arise.