Underriver Village

Minutes of Underriver Village Association Meeting on 25.1.2012

UNDERRIVER VILLAGE ASSOCIATION

Registered Charity Number: 302831

Minutes of a meeting held on Wednesday 25^th January 2012 in the Village Hall at 19.45 hours.

Present: Helen Watson, Miles Hayward, Robert Talbot, Fionna Brooks, Kim Harris, Mary Owlett, Fionna Brooks, Phillip Payne.
Apologies: Jenny Fair, Edward Rook, Michael Tong.

1. CONFIRMATION OF MINUTES OF MEETING HELD ON 30^th November 2011.

- The minutes were duly signed by the Chairman.

2. MATTERS ARISING

- New Members:
- JF delivering a Welcome Pack to the Andersons at Woodlands Barn.
- FB delivering a joining forms to the Patricot family.
- Spring Flower Planting:
- SPC have agreed a budget of £200 towards our request for planting primroses & cowslips on the verge opposite “The Forge”. Richard Able Landscapes are happy to plant only at a cost of £0.50 per plant. MO confirmed that she would be happy to donate some plants from her garden. Planting to take place Feb/Mar 2012. Action RT to contact Richard Able when plants are ready.
- Seal Parish Council Representative:
- Under the updated trust deed SPC can appoint a trustee to the committee of the UVA & they have nominated HW.
- SE Water Update:
- RT advised that SE water are definitely planning to undertake the work during 2012, however they will now leave the existing pipe in place in the recreation ground & only a small connection will be needed. RT currently awaiting a meeting date with SE Water to discuss further.

3. FINANCE

- Current balances: Current - £5087, Diamond Jubilee - £2614, Deposit - £35347.
- MH advised that some 1yr bonds are maturing & he is investigating best options for reinvestment.
- Annual Finance meeting had taken place on the 18^th Jan with the following outcomes:
- Budget Forecast for year ending Aug 2012 in line with expectations.
- Some expenditure proposals for the remainder of the year identified, quotes being sought & will be brought back to the committee for discussion/sign off.
- Hall Hire rates were reviewed & a 4.0% increase will be effective from Sep 2012
- A 10% discount off the General Hire rates for all UVA members will be introduced from Sep 2012.
- Major Expenditure 10yr Plan has been updated.

The committee supported these proposals. Action MH to advise Regular Users of their new rates in Mar 2012

4. VILLAGE HALL/GREEN

- Maintenance works completed:
- Hall rafters have been dusted.
- Maintenance works that have been agreed & planned:
- New manhole cover to be sited & top row of bricks to be removed if possible. Action RT
- Display boards being made – work in progress. Action HW
- Crockery – New matching saucers have now been sourced & awaiting delivery.
- Crab Apple Tree to be pruned Dec/Jan. Action RT
- Maintenance works discussed/signed off:
- Loft Ladder needs replacing, quote required. Action RT.
- FB flagged that the two flower beds either side of the front door need tidying/planting & volunteered to carry this out. Action FB
- Hand Rails on outside steps need replacing, quote required. Action RT.
- Radiator covers need replacing, quote required. Action HW.
- Front Door needs refurbishing to make it draft proof, quote required. Action RT.
- Roller catches on internal doors need replacing with mortice locks, quote required. Action RT.

5. U.V.A. SOCIAL OCCASIONS

- Village Christmas Dinner – Friday 9^th December 2011
- Great feedback on this annual event.
- PP flagged only improvement would be if we could try & accommodate more people next year as there were some people disappointed this year.
- Frank Scott had written confirming he could take up to 65 people & would hold all other bookings until 1/11/12.
- Quiz Night – Saturday March 3^rd 2012
- Mike Clyne had advised that table bookings were coming in & requested that we all continue to talk up this event. Action All.
- RW & RT preparing fork supper of Fish Pie or Cottage Pie, both with peas.
- All committee members attending will need to help on the night & we will discuss further at Feb meeting.

Diamond Jubilee 2012 – Saturday 2^nd June to Monday 4^th June.
- FB confirmed plans on track for Flower Festival. The Scarecrow Competition should be called “Royal” Scarecrow Competition in future.
- RT updated committee on progress from Underriver Games committee. Next meeting is 8^th Feb.
- HW updated committee on progress from Street Party committee.
- Frank Scott had proposed a range of spit roast meats in place of hog roast for the dinner. The committee supported this. Action RT to confirm with Frank.
- PP confirmed plans for activities on the Sunday were progressing. Judy Hurrion had requested a budget of £300 to support the Concert. This was agreed. Action RT to write confirming.
- Nell Williams at St Julian’s had confirmed that they would be happy to build & light the Official Underriver Beacon on the Monday & would also provide a “pay” BBQ.
- HW passed round sample of Souvenir Programme demonstrating quality of card & layout. Final copy to be signed off at Feb meeting prior to printing. Action HW.
- HW had received a suggestion from John Clemence that an official letter should be sent from the UVA to The Queen advising of all the activities included in our Jubilee celebrations. The committee supported this. Action HW to liase with JC & draft of letter to be circulated prior to next meeting
- MH volunteered to produce posters for siting in White Rock & Village Hall. In addition he would liaise with Xanthe Venaziani regarding the Children’s Poster competition. Action MH
- RT talked through communication & callage plans. Callage packs were distributed. Action All
- MH talked through latest budget.
- The following spend was signed off: Printing of Souvenir Programme- £150. Church Concert - £300, Dressing for Hall & Pub - £200. Installation/inscription costs for Tree Bench - £200.
- The following proposals would be discussed further at next meeting: Plane Acrobatics for Street Party, Souvenir T Shirts and Fireworks at Beacon lighting.
- It was agreed that we would not progress arrangements to provide security cover over the 3 days for households in Underriver & Fawke Common.
- The committee agreed that the UVA would underwrite any potential overspend up to £1500.

- Tombola at Summer Show - 21^st July.
- ER running tombola tbc.
- Golf Day - Saturday 1^st September 2012
- FB confirmed that Hever Golf Club has now been booked.
- Fireworks Night – Friday 2^nd November
- AGM – Wednesday 28^th November
- Christmas Dinner – Friday 7^th December

6. PLANNING (For information only)

- Bowshots: Replacement dwelling and conversion of existing garage to annex.

7. ASSOCIATION & CLUB REPORTS

Hort. Soc. – Planning is already underway for Summer Show & Fete.
Future Dates: Spring Show 24^th March, Plant Sale 12^th May, Summer Show 21^st July.
P.C.C. – New editor of Newssheet Kay Lambert is now in role & Richard Shirtcliffe has taken on the role of Treasurer. Special service of gratitude will take place on Sunday 19^th Feb. Future Dates: Garden Party 19^th Sept.
T.U.G’s – AGM took place on 12^th Jan. It was reported they had raised circa £1200 to be divided between Spring House & Age Concern.
Cricket Club – No Update
Wild Life Update – Buzzards over Absaloms, Redwings on cotoneaster in Old Vicarage. Chickens lost to fox at the Tudor House.

8. A.O.B.

9. NEXT MEETING

NEXT THREE MEETING DATES
DATE	TIME	VENUE
29-Feb-12	7.45pm	Village Hall
28-Mar-12	7.45pm	Village Hall
25-Apr-12	7.45pm	Village Hall

 

The Underriver Village Quiz 2012

The Underriver Village Quiz wil be held on Saturday 3rd March in the Village Hall. Tickets are £12 per person, which includes nibbles, a delicious fork supper, great surroundings and fierce but friendly competition. Last year all places sold out a few weeks in advance and therefore you should reserve your tables asap to snap up one of the coveted places. Teams 6-8 people per table.

Contact Mike Clyne at Potkiln Cottage on 832113 or mike@mikeclyne.co.uk

 

Minutes of Underriver Village Association AGM on 30th Nov 2011

 

Underriver  Village  Association

(Registered Charity No 302831)

 

Minutes of the

67^th ANNUAL GENERAL MEETING

held in the Village Hall on Wednesday 30^th November 2011

 

 

Present: Helen Watson (Chairman), Miles Hayward (Treasurer), Robert Talbot (Secretary),  Fionna Brooks, Mary Owlett, Phillip Payne and circa 30 other Members of the UVA.

 

1. Apologies for Absence

Apologies were received from various members of the UVA, including Committee members Kim Harris, Edward Rook and Michael Tong. Ordinary members included Rev Carol Kitchener &Marjorie Hitchcock.

2. Minutes of Meeting – 24th November 2010             

With the approval of those present, the minutes were taken as read.  The motion was proposed by Andy Bligh, seconded by Vernon Law, and carried unanimously.

 3. Chairman’s Report

The Chairman thanked all committee members for their hard work and enthusiasm over the last year. Good news that one new member ‘Kim Harris’ had joined the committee in September. However this only brought us up to the minimum we need & we are still looking for up to a further 2 people. Anyone interested should contact her or the secretary.

Currently we have 107 households as members & have been actively trying to boost this number further through the “Welcome Letter” which is delivered to new residents to the village.

Following last year’s significant expenditure on the village hall & recreation ground we have been able to reduce it this year, however we have still invested in:
- A new salt bin for snowy weather & we will be shared with the Church.
- Sanding & resealing the floor

- New Christmas Lights.

Income through hiring the hall is up on last year however we still have plenty of availability. Members were reminded that they could book the Hall for their own social functions and should encourage others to do so.

Over the years various attempts have been made at updating our ‘Trust Deed’ but without success. The Committee decided 18 months ago that they would like to have another go & recruited John Clemence to advise them. Earlier this year we were successful in gaining the Charity Commission’s acceptance of the  updated Trust Deed.

The Chairman thanked John for all his hard work & presented him with a small gift of appreciation.

Richard Shirtcliffe requested a copy of the updated Trust Deed. If anyone else would like a copy they should contact The Secretary

 HW then highlighted the social events that the committee had organized over the last year which included:

- Village Fireworks at the White Rock was a great success with nearly 300 people attending. A profit of over £700 was achieved which was donated to the British Legion Poppy Appeal.
- Last year’s Christmas Dinner was once again well attended with 48 people enjoying a superb three course dinner & festivities at the White Rock.

- In March the village hall was packed with over 70 people for “The Underriver Quiz Night” she thanked Mike & Janine Clyne for running this very enjoyable village event which raised over £700 towards the Diamond Jubilee Fund.
- In June the village Golf Day took place at Boars Head Golf Club. It was an exciting tournament which culminated in prizes being awarded at a dinner afterwards in the Village Hall where everyone enjoyed a sumptuous 3 course meal. Over £500 was raised for the Diamond Jubilee Fund.

 4. Treasurer’s Report

The Hon. Treasurer, Miles Hayward (MH) presented the Accounts for the year ended 30 September 2011, thanking regular hirers of the hall for their continued support. 

MH highlighted:

-          An operating surplus of £2,960 for the year ending 30^th September 2011 compares with a deficit of £6,124 in 2010.

-          Hall bookings were up £356 on last year partly helped by a small increase in hiring rates for the year in line with inflation.

-          A reduction in Membership subscriptions and donations. The committee recognise the importance of the subscriptions and are working on ways to increase the membership & making it easier for subscriptions to be collected.

-          The committee continues to make improvements to the Hall and Grounds with a total spend of £9,472 on maintenance and improvements vs. £17,392 in the previous year.

-          The committee undertook a thorough review of the Long term costs and major expenditure program and have decided to transfer £18,000 to the reserve. The reserve now stands at £26,000.

Finally he thanked Julian Parkin for auditing the accounts and Richard Shirtcliff for his help in preparing the accounts. 

 The approval of the Accounts was proposed by Neil Fair and seconded by Richard Shirtcliff and the motion was carried unanimously.

 5. Election of UVA Committee – 2010

Phillip Payne (PCC), Fionna Brooks (TUG), Mary Owlett (Hort Soc) and Michael Tong (Cricket Club) had all been re nominated for 2011.  Independent members who were standing for election &  re-election were: Helen Watson, Robert Talbot, Miles Hayward Kim Harris, Edward Rook & Jennifer Fair. The motion was proposed by Tim Tawney and seconded by Jim Owlett and carried unanimously.

 

6. Village Organisations:

St. Margaret’s PCC – Phillip Payne reported that they had had a busy year culminating in the appointment of the new vicar Carol Kitchener.  He then gave a resume of the main events & services that had taken place.

Next year the Church Garden Party will take place in Underriver & will move from May to September to avoid clashing with the Diamond Jubilee.

Their charity this year was Sevenoaks Area Mind & next year it will be Church Urban Fund.

Jennifer Fair highlighted that PP had undertaken a sponsored cycle ride of over 360 miles around mainland Scotland raising over £1200.

 

Horticultural Society – MO gave a resume of the last year and including that the Plant Sale had raised £527 for Bradbourne RDA and a very enjoyable AGM supper that had taken place in October. The Summer Show & Fete had been a great success this year & had enabled them to donate £500 towards the Diamond Jubilee Fund. She announced events for the coming year, including the Summer Show which will take place on the 21^st  July.

New members are always welcome & as the annual subscription is only £1.00 & that includes dinner at the AGM  it is a bargain!.

 

Thursday Underriver Group (TUG) – FB reported that they had had a good year with ten well attended meetings and excellent speakers. Topics had included Kent Women of Note, Pompei, Knickers & Things & Crop Circles.

FB highlighted that the meetings were even more enjoyable thanks to such a nice hall & thanked the UVA committee for its upkeep.

 

Cricket Club – Andy Tong reported that 2011 season had been groundbreaking for the club having joined the Kent Village League, won all their games bar one resulting in promotion to the next division

The club was continually improving the ground and this year the square had been overhauled and new side screens had been purchased.

The annual overseas tour to Opporto was a great success.

Particularly encouraging was the success of their drive to recruit younger players resulting in half the squad who are now under 20 years old.

 

7. New Rules

The Chairman highlighted that as a result of updating the Trust Deed with the Charity Commission the rules have been updated. Questions were taken from the members & ably answered by John Clemence.

The motion was proposed by John Clemence and seconded by Neil Fair and carried unanimously.

 

8. Diamond Jubilee Plans

RT reported that the weekend kicks off on Saturday afternoon with the Underriver Games with a series of “FUN” games on an Olympic theme that all ages can take part in – Archery, Hammer Throwing (Welly), Equestrian (Bronco Ride), Shooting (Laser Clays) to name a few!
In the evening the awards will be presented at a Hog Roast Dinner in the White Rock & you will be able to dance to our local village band “Digging Deeper”

On Sunday morning there will be a Commemorative Service held in the church & in the evening you will be able to enjoy a wonderful Music Festival culminating in the Hallelujah Chorus sung by everybody!

Juggler’s & magician’s will entertain at our traditional Street Party Lunch on Monday which will take place on the road in between the pub & the Old Vicarage. As with the Golden Jubilee we will be asking everybody to bring food from a pre agreed menu.

There will be a Flower Festival in the church over the whole period & we will also have a Scarecrow competition. As a legacy of the event we are planning to site a circular Tree Bench around the chestnut tree on the green.

Numerous volunteers have been involved in the planning to date, however further assistance will be needed nearer the time for help on the actual days.

The total cost of this plan is nearly £10,000, of this the UVA have/will raise circa £3,000 of this through their fund raising activities.
Thanks to a number of kind people & groups a further £3,700 has been secured through grants & donations from:
- THE HORTICULTURAL SOCIETY
- THE CLEMENCE CHARITABLE TRUST
- SEAL PARISH COUNCIL
- SEVENOAKS DISTRICT COUNCIL’S “BIG COMMUNITY FUND”

The support of the village is needed to cover the remaining balance of just over £3000 by buying tickets.

Diamond Jubilee Tickets will go on sale early next year & they will entitle people to attend all the above events, including the dinner. They will only cost £15 per adult & £10 per child under 12, there will be no charge for Under 5’s. It has been  recognised that residents may want to bring visiting family & friends to some of the events, to help with this there will be a half-price ticket  option that will be valid for one of the day time events only i.e Games or Concert or Street Party.

The aim is to keep it a “Village” do, so ticket sales will be limited to people living in the Underriver ward which includes Fawke Common. All UVA members will also be eligible to apply.

Communication is key to the success & the committee will be working hard to make sure everybody knows all about our plans as they evolve, these will take the form of updates sent to our email list & also placed in the Church Newssheet. 

 

The meeting closed at 20.55 hours and was followed refreshments.

Underriver Village Association

The Underriver Village Association (UVA), which is a registered charity, is represented by a committee of elected villagers, who meet on a monthly basis.  An annual general meeting, open to all members, is held in the village hall in late November.  If you are interested in joining the Association, at £10 per household per year, please contact either Robert Talbot (Secretary) on 01732 761546 or uvasecretary@hotmail.co.uk , or Miles Hayward (Treasurer) on 01732 834847

On the committee are representatives of the Horticultural Society, Thursday Underriver Group (T.U.G.), Cricket Club, Parish Church Council and Wildlife Group. Each group reports to the committee on the various activities taking place in the village.

The UVA manages all activities at the Village Hall and oversees the maintenance of the hall and the village green. In addition, the UVA concerns itself with the lanes, footpaths and bridleways surrounding and running through Underriver, influencing planning strategy (see below) as well as other general matters of interest to Underriver residents.

(A Village Design Statement, approved by Sevenoaks District Council in 2004, is now available on-line.  Residents are urged to ensure that any planning application submitted to the Council is in accordance with this Statement. Please note that this document is in Adobe Acrobat (.pdf) format. If you have difficulties reading this file it may be necessary to download and install the Adobe Reader from www.adobe.com.)

 

The following annual village events are also managed by the UVA which in 2011 will be:

Quiz Night - 12th March

Golf Day - 11th June

Fireworks Night - 28th Oct

Christmas Dinner - 9th Dec