1. Hintlesham and Chattisham Community Council Annual General Meeting
Welcome
Thursday, 8 March 2018
Introduce yourself
Agenda on seats
Material on screen
Will be available on website in next days
Next – Apologies for absence

2. Apologies for absence
Next approval of minutes

3. Approval of minutes of Meeting 21st March 2017
No matters arising – to be confirmed
Minutes approved – to be confirmed
Next – Chairman’s report
Thank You

4. A Massive Thank You Chairman’s Report
Lots of unpaid volunteers do a massive amount of unheralded work in keeping our assets well maintained, and ensure community functions run well.
Purpose of Community Council

5. Chairman’s Report The purpose of the Community Council
Maintain their assets and ensure they comply with regulations
Maximise the use of the Community’s assets by our villagers
Engage with the Hintlesham and Chattisham village members to understand what additional facilities we could be providing
Deliver improvements
Improve communication
Our assets

6. Chairman’s Report The Community Council “assets” are :
The Hall and Meeting Room
The Bar
The Hall Grounds and Car Park
The Woodland Area
Hintlesham Playing Field
Chattisham Playing Field
We have appointed ”owners’ for each of these assets
We have created a budget for the Community Council and each ”asset” has it’s own budget within the overall.
Additional revenue streams

7. Chairman’s Report Assets can generate revenue and costs
We have two additional, revenue only, streams
200 Club
Community Events
Improving communication

8. Chairman’s Report improving Communication
Improving communication in our community was a goal mentioned in last year’s minutes
Thanks to Phil Archer, Helen Rogerson and Richard DeBanks for progressing this initiative and Lauren for work on the events Facebook
Also Phil has not only given generously given of his time, but has also paid all the initial costs to get us and running. Very kind f you Phil, and much appreciated!
Website -
Any suggestions to Richard DeBanks please
We’ve managed to collect addresses, always want more though!
Purpose is to pull together all the happenings in the village under a single calendar and has links to other sites of interest., particularly the Village Website (run by Helen)
Demo Website
home – AGM material will be available
Home – link to Helen website
Home – calendar of events
Calendar – week view
Events Facebook Page
MUGA
2018 project improvements

9. Chairman’s Report 2018 Plans
2 priorities
Evaluate feasibility of extension to the bar area
Ian Bryce is leading this initiative
Improve acoustics in Hall
Richard DeBanks is leading this project
Continue existing project
To improve the outside appearance of the hall – Phase 1
Jane Whyman is leading this project
The Executive will add to the initiatives during the year.
Challenges ahead

10. Chairman’s Report 2018 Challenges
Getting more people to help
We want volunteers to join groups
Offer a hand on our projects
General handiwork and repairs/maintenance
Put on even more events
Hall
Playing Field
Woodland
Communications
More addresses
Contributing to the website
Treasurer report

11. Treasurer’s Annual report Ian bryce
Hall management Revenue

12. Reports from community council groups hall management - Tym Moore
Revenue
2017 Hall booking revenue is showing a marginal decrease on (2%)
2016 was a 23% increase on 2015
Hall utilisation is good and Richard is working hard maximise bookings
Hall improvements

13. Reports from community council groups hall management - Tym Moore
Improvements
Community Council Website created and running Provides current bookings via Location and category Provides Advertising space for Event /Activity owners Provides “Make a Booking” self service capability Most important it is aligned/integrated to the Village Web site
BURCO Water Heater in Kitchen Kitchen Utensils / crockery now at acceptable level New Microwave Kitchen/Hall Clocks replaced Step Ladder Large Scissor Broom for hall
Hall maintenance

14. Reports from community council groups hall management - Tym Moore
Maintenance/Servicing Gas Heaters Boiler Fire Extinguishers/Alarms AEG (Defib) WIFI Now BAU no issues
Hall projects

15. Reports from community council groups hall management - Tym Moore
Future Projects – in progress
Hall Acoustics
Feasibility of bar extension
Future Projects – to consider
Upgrade wall lighting (example )
Facebook links
Look at other halls, e.g. Pinewood as a good working example of what we should be trying to do, but we have the woodland, playing field etc. to offer even better facilities
Social Committee

16. Reports from community council groups Social Club – Sarah Dawes
Firstly, apologises for not being present this evening. 
It has been a busy and enjoyable year for the social club bar. 
There have been a couple of bigger parties in the hall which has generated good takings behind the bar.
 Sunday lunch times continue to prove popular with locals and it is nice to see families using the club. 
Monday nights continue to see the local darts team play and home matches usually result in good takings behind the bar. Without the darts team, this would most probably be a quiet evening. 
We have recently had a Pool Tournament ( run by Neville) in memory of Ruth and Glen Avis defended his total and won the Trophy for the 2nd year running- well done Glen! 
A big thank you to Rosie and Neville who continue to manage and run the bar to ensure that things go smoothly. 
We look forward to working with all involved over the next 12 months and welcome new and old members alike to use the bar and keep our community spirit alive and kicking!
200 club

17. Reports from community council groups 200 Club – Annie Eaton
£ was banked by end December 2017 in membership fees
£ was distributed in prize money cheques
294 Total membership tickets, 12 members left, but 11 gained
42 Tickets are paid for by Standing Order and this is increasing
My thanks to the collectors for all their help and ongoing support, it is not an easy job, ‘on the knocker’. Also thanks to the members for continuing to fund the work of the community council via their contributions to the 200 Club
Events Committee

18. Reports from community council groups Events – Lauren DeBanks
The team was formed in June 2017 and consisted of 5 members
Original members were; Lauren De Banks (Chair), Glen Avis (Treasurer), Michaela Debenham, Cristiana Velloso-Langton and Derek May (Since resigned as of Feb 2018)
The team was formed first and foremost to plan and hold events throughout the year for the community, as well as raise funds for future developments of the Community Council assets.
To date we have held 11 successful events; Community Fun Day, Halloween Party, Quiz Night, Christmas Grand Prize Draw, Spanish night, 2 games afternoons and 4 community breakfasts. This has worked out at approximately 1 per month.
Encouragingly further volunteers have come forward to help support at events as well as to plan events on our behalf. We are very grateful to all those that offer their support in any way they can.
To date the money raised by the Events Team totals £1679
There are many more events planned for the year ahead including;
Events

19. Reports from community council groups Events – Lauren DeBanks
Easter Eggstravaganza – 31st March
Race Night – 21st April
Live Band – 5th May
Performance of ‘The Secret Garden’ – 6th October
Halloween Party – 26th October
Christmas Grand Prize Draw – 22nd December
Dates to be confirmed for the following; Children’s workshop, Community Fun Day, Quiz Night
Woodland

20. Reports from community council groups Woodland – Mark Smith
Mark Smith has taken over as group leader from Ali Martin.
Grateful thanks to Ali for all the work she has done for the woodland and for the Community Council
Completed maintenance work in the woodland, with restoration work on the pond, and clearance of scrub
Dead Chestnut felled and cut up for logs which have then been sold (contact for a delivery – Ian Bryce)
Ground cleared around the Hall, in preparation for landscaping work planned by the Hall Environs Group.
Stumps ground out
Hedging seedlings transplanted to areas along the road.
Chipping of the remaining timber for use in restoring and maintaining the paths
Work undertaken by 6/7 volunteers whose efforts are gratefully appreciated.
There is always a need for more help. Come and join us if you would like a morning in the fresh air with some healthy exercise. Work starts again in September; watch for the notice in The Link and on the village website.
Hintlesham Playing Field

21. Reports from community council groups Hintlesham Playing Field – Richard DeBanks
Progress
Bark replaced in play area Friendly football matched played across the summer Cleaned and tidied Hut to support School Sports, Fun day, etc Hedge Cutting to a more manageable level
Thanks to all volunteers who helped with the various tasks
Playing Field

22. Reports from community council groups Hintlesham Playing Field – Richard DeBanks
Actions
Repair leak in loft Fun Day “Ideas” were minimal so we need to re canvas users/villagers for further ideas for maintenance and improvements.
MUGA – Working with MUGA team to align plans
Access to MUGA Fencing / Lighting / Car Parking Moving football pitch Replacing goal posts Upgrade Hut to support MUGA requirements
Chattisham playing field

23. Reports from community council groups Chattisham Playing Field – Diane Chase
GRASS: At the moment Brian Sanford from Chattisham is paid by the Community Council to cut the grass regularly in the season. He also strims the slide mound, and deals with moles etc. He has trimmed back our hedge in the past and the other hedge near the swings is owned by the Nunn's who are paying someone to deal with their side.
PLAY EQUIPMENT: The wooden edge to retain the bark needs nailing back in place. It would be desirable to purchase some protective 'sleeves' for the goal posts. The basket ball playing surface would benefit from being slightly larger and possibly to purchase a new net for the basket ball hoop.
ENTRANCE: The entrance to the Play Area from The Street is narrow and needs to be kept clear of overgrowing branches etc. Roger usually does this. The sign at the entrance is not in a good condition but in the past it was thought best not to advertise that this was the Play Area. Whether this is still relevant - I am not sure.  
REAR ENTRANCE:  The bridge at the rear of the playing field has now been repaired and a new board put in place
Hall Environs

24. Reports from community council groups Hall Environs – Jane Whyman
The group was set up in December 2017 to implement improvements to the area immediately round the Community Hall, plus the car park and the childrens’ play park to create a more aesthetically pleasing and safe environment.
Members of the group are: Stuart Kellett, Richard de Banks, Tym Moore and Jane Whyman.
Three meetings have been held to date.
The first phase of work has been undertaken with help from the Woodland Group, who have worked hard to remove the dead and untidy trees that were in close proximity to the Community Hall building. Stumps are being removed after which the ground will be further cleared and landscaped using outside contractors. New grass seed will be sown and new trees and shrubs planted. Care will be taken to use species that are sympathetic to the rural location of the building and advice is being sought to ensure the correct choices are made. The idea is to blend the new planting with the wilder areas of natural woodland.
It is hoped that this phase can be completed this spring.
We would like to involve the Garden Club and the School with some of the planting, for example the children may be able to plant spring bulbs later in the year.
Later on the group will be working alongside others to look at improving the car park and create designated safe areas for families visiting the Community Hall, with gates and fencing to be erected where necessary.
The group will work in parallel with others, such as the MUGA group to make sure that access to and from the playing field is sensibly thought through and looks forward to a productive 2018.
Parish Council

25. Reports from Village Organisations Parish Council – Diane Chase
The Parish Council meets once a month on the 2nd Thursday of the month in the Community Hall, anyone is welcome to attend. 
At the present time we have a full quota of Councillors. 9 for Hintlesham and 3 for Chattisham. 
Each Councillor is allocated a responsibility and reports to the meetings of any problems or successes which needs reporting.
Planning, A1071, Speeding and updates on Babergh/MidSuffolk merges seem to be high on the topics of discussion at most meetings. 
The Councillors work very hard to keep our village safe and well informed. 
All Agendas and the Minutes are posted on the village website. Including any documents which may be of interest. 
Would be nice to see more residents coming to our meetings and giving their views on topics which are being discussed. 
MUGA

26. Reports from Village Organisations MUGA – John Whyman Notes for Community Council AGM of MUGA Steering Group Soon to be known as – The H&C MUGA Club
 The MUGA Steering Group has met on 9 occasions in the last 12 months.
 The group now consists of 17 members from both Hintlesham & Chattisham
 The group has been working on the MUGA project since May 2016 when it was commissioned by the Parish Council & the Community Council to plan, develop & arrange funding for the project.
 The group has coordinated funding from several sources including a single generous private donation from the community of £20,000 (£25,000 including Gift Aid recovery), £30,000 from Viridor Credits (Waste Management Trust), £20,000 from Section 106 monies (‘Donated’ by developers building homes in the communities) £22,000 from Babergh District Council grant, £2,000 (Net) from Suffolk County Council - £99,000 in total
MUGA

27. Reports from Village Organisations MUGA – John Whyman Notes for Community Council AGM of MUGA Steering Group Soon to be known as – The H&C MUGA Club
In October the main Steering group created sub-groups to facilitate and develop the second ‘production’ phase of the project.
A ‘Contracts Group’ including members: Simon Hyde, Andrew Bryce & Stuart Kellett.
A ‘Further Funding Group’ including Members: Margaret Langton, Cris Langton & Louise Cain.
A ‘Finance Group’ including John Whyman, Ian Bryce & Stephanie Coupland
‘Operational Development Group’ including Ben Cox, Debbie Archer, Richard Bostock & Richard de Banks.
 The ‘Contracts Group’ is managing the project build which is due to commence around the end of April/beginning of May (in around 6 weeks) & be completed by 1st week in June.
 The ‘Further Funding Group’ is developing additional capital funding for the project along with the creation of ‘income streams’ to ensure the project remains sustainable and doesn’t become a financial liability for the community.
 The ‘Finance Group’ is creating the financial infrastructure including opening bank accounts and being the interface between the ‘funders’, statutory bodies (Parish, District & County Councils) and the other project sub groups.
MUGA

28. Reports from Village Organisations MUGA – John Whyman Notes for Community Council AGM of MUGA Steering Group Soon to be known as – The H&C MUGA Club
The ‘Operational Development Group’ is involved in the creation of the operational infrastructure required to ensure the MUGA operates safely and in accordance with the expectations of the community and the funding groups. This will involve the agreement of a code of governance set out in the ‘H&C MUGA Club’ articles of association.
 Next MUGA Steering Group meeting – 28th March 7.45pm – All helpers & contributors welcome…?!
Bowls

29. Reports from Village Organisations bowls – John Mower
PCC

30. Reports from Village Organisations PCC – JennY Cox
The PCC for Hintlesham with Chattisham meet on a regular basis. 
This year saw the departure, in August, of the Revs. T+T ffrench to Kent. The parish is still in an interregnum.
There is an eldership team of 5, who along with 4 churchwardens are dealing with most day to day things. We have the support of the Rural Dean and the Hadleigh "retired priests"! To whom we are grateful.
St. Nicholas Hintlesham is having major repair work carried out on the roof.
Tuesday Circle

31. Reports from Village Organisations Tuesday Circle – Ann Thomas
Once again it has been a very good year for the Tuesday Circle Group.  Our members now total 37. We were sorry to have to increase the yearly membership fee to £16 but the cost of speakers seems to be rising all the time. We started 2017 with our traditional soup and sweet lunch. A good start to our programme which has been a  varied one, ranging from charity talks to sing songs and nature films to gardening advice. The yearly outing was an evening visit to The Hut in Felixstowe for a fish and chip supper on the warmest night of the year. Another outing was to Daws Hall in Essex to see the autumnal colours. The year ended with our Christmas meal in the meeting room. Following last years success we had outside caterers to supply and serve the meal. A very enjoyable and delicious one, so much so, we have booked the same lady again for this Christmas. A good ending to our year. A big thank you to all our members from the Tuesday Circle committee. We value their great support in everything we do .  Thank you.
School

32. Reports from Village Organisations SCHool – Mrs Liz Donaldson (head teacher)
Hintlesham and Chattisham CEVCP School has had an incredibly busy time since you received the last head teacher’s report in Margo Barker, who was the interim head teacher, left in July 2017 and I took on the role of head teacher alongside another school. Small schools are under financial pressure all the time so we have sought a solution by sharing a head teacher – me.
In September 2017 the school entered into a working partnership with Kersey CEVC Primary School. The partnership is trialling for one year with a view to continuing on a permanent basis if both boards of Governors agree to its continuation. I am the head teacher at Kersey and I have been seconded to Hintlesham for two and a half days per week. So I share my working week between the two schools. There is a huge amount of parity between the schools – they are of similar sizes and have the same configuration of classes. They have fantastic staff, who know the school incredibly well and they work incredibly hard.
In addition to this, Hintlesham and Chattisham joined the Diocesan Multi Academy Trust (DMAT) of St Edmundsbury and Ipswich. They joined the DMAT on 1st March and as a member of the DMAT have the support of the Diocese with different aspects of Education just as they did with the Local Authority.
The children continue to engage in a broad and balanced curriculum including musical tuition, sports and the arts as well as all the academia of maths, science and literacy. This curriculum, through the skill and dedication of the staff at Hintlesham is delivered in a thorough and exciting way. For example this report comes to you amidst ‘science week’ which is a national event, where schools especially ensure that children experience a range of scientific topics, discipline and activities which enthuse and engage them in their learning.
School

33. Reports from Village Organisations SCHool – Mrs Liz Donaldson (head teacher)
The parental support at Hintlesham is exemplary – they support the school very enthusiastically with their time, fund-raising and by volunteering for reading, going on trips etc. We are all very lucky that the school is included so thoroughly in village life. We regularly use the church for services and we hope the new Reverend, when appointed, will return to leading worship. We have had the pleasure of many members of the church community helping lead worship for key events, which has been very welcomed and appreciated. I have been made to feel most welcome and Years 5 and 6 have enjoyed the continuing tradition of supporting Community Lunches and not just because they get roast potatoes, they have enjoyed chatting to everyone and some shared their brilliant poetry about the sea.
The focus on outdoor education is continuing this year as we are fully utilising the donation received last year to develop the school grounds and I have secured further funding through a lottery bid for £10,000 worth of outdoor furniture and facilities to aid outdoor learning event further. There is certainly a lot going on here and we really do look forward to continued partnership with the whole village.
Gardening Club

34. Reports from Village Organisations Gardening Club – John Mower
Village Website

35. Reports from Village Organisations The link and website – Helen rogerson
Current distribution: 430 including all homes in Hintlesham and Chattisham, approximately 30 families attending the school, but living elsewhere, and a handful of others who are members of village clubs and want to keep in touch.
In addition, there are a number of people who receive The Link by , mostly people who used to live in the villages, and I am very happy to add to this list anyone who might like to keep in touch in this way.
Thanks as always to all those who distribute the Link around the villages and to the printers, KDS in Chattisham, for a very professional, efficient job done.
Village website

36. Reports from Village Organisations The link and website – Helen rogerson
The Website
The website continues to be provided by Community Action Suffolk, under the low-cost community portal – One Suffolk.
In the last couple of weeks, it has undergone quite a significant overhaul which is ongoing. I have recently attended a brief training session and hopefully the results of this will be evident on the “new and improved” site. Inevitably there are still a few hiccoughs but I have found One Suffolk extremely helpful and speedy in their response to any queries.
As always, please could all organisations, clubs etc in the village keep me updated of any events, changes in committees etc so the website is kept up-to-date. I am always very grateful for any items including photographs on activities, outings etc (although please check with anyone appearing in a photograph that they are happy to have it displayed on the website and all that entails in terms of the world wide web – particularly in the case of children).
Finally, with the launch of the Community Council’s new website, we have been liaising re. links to each other’s sites, and will hopefully continue to work alongside each other to ensure the two sites work well for the community and beyond.
Hall lunch

37. Reports from Village Organisations Hall Lunch – Stephanie Coupland
Hall Lunch is held on the 3rd Wednesday of every month except August. It is aimed at residents ages over 60, couples or people living on their own. Most months 30 plus people sit down to a two course meal  with coffee/tea costing £3.00 per person. To keep the cost so low we are very grateful for the Parish Council Grant of £ per year to help cover the cost of Hall hire.
The meals are cooked by a team of Volunteers who give up their time to do shopping, prepare and cook each month. A big thank you to them.
Children from the local school come and help serve meals and some months give a little light entertainment. Thank you to them.
Election Time – Community Executive

38. Election of officers of community council Executive
Any nominees from the floor
Chairperson to handover Chair to Vice Chairperson
Chairperson
Vice Chairperson
Treasurer
Secretary
Election of community council members

39. Election of Community Council
Hintlesham and Chattisham Parish Council representative on the Community Council is Diane Chase.
Organisations that have reported at the AGM are invited to be part of the Community Council
Opportunity to elect up to 6 villagers that are on the electoral role of the parish.
Anyone willing to stand ?
The role is to attend 2 council meetings a year., one of which is the AGM.
Election of executive members

40. Election of Executive Committee
Maximum 5 positions
Any nominees from the floor
Those offering to stand :
Debbie Archer
Diane Chase
Michaela Debenham
Cristiana Velloso Langton
Caroline McElroy
John Mower
John Whyman
AOB

41. Any Other Business

42. Thank you for attending
Feel free to stay and have a drink and talk to any of us.