Ashampstead
Ashampstead Recreational Trust
Registered charity number: 300113
Ashampstead Recreational Trust’s charitable objectives are the provision and maintenance of the Village Hall and recreation ground for the use of the residents and the immediate neighbourhood without distinction of political religious or other opinions including use for meetings, lectures and classes and other forms of recreation with the object of improving the conditions of life for our residents.
The Trustees are all volunteers and give their time enthusiastically to meet the Trust’s objectives. However, it is heavily reliant on the support of parishioners to keep financially sound. There are several ways you can help:
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Support Village fundraising events such as Pub Nights and special occasions at the Village Hall
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Book the Village Hall for your family events
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Spread the word to people outside the village that we have an excellent village hall and recreation ground
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Give us your suggestions about events that will help us raise funds
If you are willing to volunteer a bit of time to help us with an event or keeping the hall and grounds maintained that would be fantastic. Contact Les Billing: les.billing@gmail.com or
Trudi Butcher: trudijbutcher@gmail.com
Current Officers & Trustees
Officers:
Les Billing Chairman
James Bartlett Treasurer
Caroline Butler Secretary
Trustees:
John George Marketing
Trudi Butcher Minutes Secretary
Alan Ellender Hall Warden
James Hole Ex Officio for Lord Illiffe
Graham Light PC Representative
Notes from minutes of meetings held will be found on the next page
Meeting of the Ashampstead Recreational Trust
held on 12th July 2022 at Ashampstead Village Hall
at 7.30pm following the Annual General Meeting at 7.00pm
Present: Les Billing (chair), James Bartlett, John George, Caroline Butler, Trudi Butcher and Graham Light
The following items were discussed:
1. Village Hall Updates:
EIectrical Work – this is still outstanding. The contractors will be approached to see if their quote is still valid.
Replacement Gentlemen’s Toilet – the toilet has been replaced and the walls will be repainted.
2. Playground Fence Quote:
A quote of £10,319 for a non-maintenance, powder-coated fence has been received and ART will need to
raise the money for this.
3. Replacement Marquee:
This was bought in time for the Jubilee Celebrations.
4. ART Finances:
Over the year April 2021- March 2022, ART’s total income was £18,475.After expenditure, which included hall
refurbishment, hall maintenance, hall running costs, licences and bonfire outgoings, ART is left with a surplus
of £7,368 for the year.
5. Jubilee Celebrations Update:
This was a very successful day and many people attended. Despite this not being a profit-making event, ART
was left with a balance of £177.65 profit, which will be allocated to the playground Good Exchange
fundraising effort.
6. Funding for the Playground:
It was suggested that ART allocate a budget of £27,000, to include a new fence, playground equipment
(possibly including a new climbing frame and and an adult multi-gym). Residents will be given a link in the
Leaflet if they would like to contribute to the playground fund which, hopefully, will be match funded and allow
the Trust to improve the playground.
7. Future Fund Raising:
The following suggestions were made:
. Village Quiz
. Pub Nights to include food/entertainment
. A Gigaclear event to promote Gigaclear services.
. Gaming night for the youngsters with refreshments (probably pizza)
. Silent disco
. Village pumpkin challenge (in 2023)
. Dahlia competition in September or October
. Bonfire Night on the 3rd December
8. Trees and Undergrowth on Flower’s Piece:
Yattendon Estates to be asked to cut back the undergrowth, which is protruding by about 3 to 4 metres onto Flower’s Piece.
9. Date of Next Meeting: Monday, 26th September 7.30pm
The meeting ended at 9.12pm
Annual General Meeting of the Ashampstead Recreational Trust
held on 12th July 2022 at Ashampstead Village Hall at 7.00pm
Present: Les Billing (Chair), Caroline Butler, Alan Ellender, Trudi Butcher, James Bartlett & Graham Light
Members of the Public Present: None
It was confirmed that the notice of meeting was published two weeks prior to the meeting date.
1. Apologies: James Hole
2. Minutes of the Previous Annual General Meeting:
These were approved by the Trustees and signed by the Chairman.
3. Treasurer's Report and Accounts for the Year Ended 31st March 2022:
The accounts are currently being audited by Andrew Sivyer FCA.
Over the year April 2021- March 2022, ART’s total income was £18,475. After expenditure, which included hall refurbishment, hall maintenance, hall running costs, licences and bonfire outgoings, ART is left with a surplus of £7,368 for the year.
4. Chairman's Report:
The Trust received £10,667 from West Berkshire Council’s Restrictions Support Grant as ART’s usual fund-raising events had to be curtailed during the pandemic.
The Trust donated £1,000 towards St. Clement’s Church’s fund raising efforts towards repairs to the bell tower, leaving ART with an overall surplus of £7,368.
The Trust also invested the permanent endowment into equity investments with a view to providing a regular income, whilst delivering a long-term hedge against inflation.Any surplus cash is held in the current account with the goal of having two years’ running costs for the hall held in reserve as a contingency.
5. Appointment of Committee of Management:
Chairman – Les Billing, proposed by Trudi, seconded by James B
Treasurer – James Bartlett, proposed by Les, seconded by Caroline
Secretary – Caroline Butler, proposed by Trudi, seconded by Les
Trustees – John George (marketing)
Minutes Secretary - Trudi Butcher
Ex Officio for Lord Illiffe – James Hole
PC Representative – Graham Light
Election of the remaining Trustees not holding an official office was proposed by Caroline and seconded by James B.
Alan Ellender announced his decision to stand down from the Trust and the committee thanked him for all his past excellent work as hall warden.
6. Declaration of Acceptance by Members: This was signed by all Trustees present.
7. Any Other Business: There was none.
The meeting ended at 7.39 pm
A.R.T.
Notes from Ordinary Meetings & Minutes of Annual General Meeting June 2021 to May 2022
Meeting of the Ashampstead Recreational Trust
held at Ashampstead Village Hall
on 11th April 2022 at 7.30pm
MINUTES:
Present: Les Billing (Chair), Caroline Butler, John George, Graham Light, Alan Ellender, Trudi Butcher
The following topics were discussed:
1. Village Hall - EIectrical Work
ART has received a quote from Ampere Electrical Services Ltd for £2,374.56 to modernise the
hall heaters. We will check that the quote is still valid and get them to do the work.
2. Village Hall - Damp Wall Treatment
The guttering has been repaired or replaced and the damp wall sorted out.
3. Playground Update
The request for funding for this work has gone live on Good Exchange, where companies
sponsor local projects. ART will also be asking residents for donations.
4. Gigaclear
900mBps has been installed in the village hall and is now working. Signs with the login details
have been posted up in the hall.
5. ART Finances
These will be discussed at the next meeting as the Treasurer was not present. Caroline
suggested asking the hall cleaners if they could be paid in future by bank transfer, as cash is
harder to get hold of nowadays.
6. Jubilee Celebrations - 5th June 2022
There have been a couple of meetings and matters are progressing well. Details have been
posted in the Leaflet and will continue to be until the event.
Rona George has put out a request on Mailchimp asking for help and there has been a good
response with offers for cakes and helping on stalls for 30 minute shifts
7. New Expenditure
It was decided to buy a new marquee to replace the one that was destroyed at the Bonfire
Event. A 3m x 6m, heavy duty PVC Pro version would cost £895 (inc VAT) and include ground
bars to make the structure more rigid. ART will order one to arrive in time for the Jubilee
Jamboree.
8. Quote for Replacement Gents’ Toilet in the Village Hall
TS Gas has quoted £560 plus VAT to replace the toilet and carry out some modifications and ART
will book them to complete the work.
9. Table Football Table for the Village Hall
It was decided to establish whether a new table football table would be used by the youngsters
at village events such as Pub Night before buying one for approximately £300.
10. Marquee Erecting Team
It was suggested that the usual marquee erecting team train up some younger people to help
put up the old marquee on the Saturday before the Jubilee Jamboree so they can put it up in the
future.
11. Date of Next Meeting
12th July 2022, at the earlier time of 7pm, to hold the AGM before the Ordinary Meeting.
Meeting of the Ashampstead Recreational Trust
held on the 17th January 2022
at Ashampstead Village Hall at 7.30pm
Minutes:
Present: Les Bartlett (Chair), James Bartlett, Graham Light, John George, Alan Ellender,
Caroline Butler, Trudi Butcher, James Hole (arrived 8.10pm), Helen Bartlett (visitor,
Pub Night Organiser). There were no apologies for absence.
The following topics were discussed:
1. EICR Certificate Update
In order to get the certificate, ART will need to improve the village hall electrics. This will include removing the present coin meters used to monitor electricity usage by hirers. To cover the electricity, hall rates will have to rise to: Residents’ hourly rates - £7 for one room, £10 for both rooms and £14/£20 for non-residents.
2. Painting Village Hall Doors
As the weather has not been conducive to painting external doors, this has not been taken any further and will be discussed further at the next meeting.
3. Damp Wall Treatment
The contractor will be looking at this imminently.
4. Playground Improvement Project
ART is still looking for funding for this project.
5. Orchard
ART is obtaining a quote for the orchard, after which the project will be put onto Good Exchange for funding.
6. Goal Posts
The Parish Council has kindly offered to buy some new goal posts, which will be replaced soon.
7. Illegal Parking on Flower’s Piece
ART has now passed the matter over to their solicitors .
8. Pub Nights
Helen Bartlett has kindly agreed to take over running the Pub Nights from David Weston. She intends to find new people to help out and has suggested bringing extra events to the Pub Nights, such as a bingo night, a dog show, film night, curry night, chilli night and/or a barbecue.
ART’s grateful thanks go to Helen for taking over and to David Weston for his hard work running the events over the past few years.
9. ART Finances
Our Treasurer has moved £5,000 each into COIF and M&G, which leaves us with a balance of £7,165. ART is hoping to obtain a grant for £2,500 to subsidise the income lost from hall hire and entertainment through being closed during Covid.
10. Ashampstead Bonfire Event – 4th December 2021
The event went very well and made us a profit of ca £450.00 . Visitors commented favourably on the firework display.
11. Jubilee Celebrations - 2nd-5th June 2022
It was decided to hold a Jubilee Jamboree on Flower’s Piece on Sunday, 5th June, with people bringing their own picnics and sitting on blankets or straw bales. It is intended to have a bar, music and a game for the children. Further details to be decided.
12. Any Other Business
Gigaclear is intending to link the village hall to the internet soon.
13. Date of Next Meeting
Monday 11th April 2022 at 7.30pm
The meeting ended at 9.35pm.
Meeting of the Ashampstead Recreational Trust
held on the 15th November 2021 at Ashampstead Village Hall
at 7.30pm
MINUTES
Present: Les Billing (Chair), Trudi Butcher, John George, Alan Ellender, Graham Light,
James Bartlett, Caroline Butler, James Hole
The following topics were discussed at the meeting:
1. Apologies for Absence: There were none
2. Minutes of the Previous Meeting: These were approved and signed .
3. Matters Arising from Previous Meeting:
a. Metered Standpipe/Orchard - we have received a quote from Thames Water for the
standpipe and are looking for a landscaper to design the orchard.
b. Wickstead Playground Quote – we have currently received pledges of £2,000 on Good
Exchange towards the playground.
c. Village Hall Updates -
EICR Certificate Update – we are currently looking for an electrician to quote us for
organising the certificate.
Painting Hall Doors – we are looking for a painter to paint the four external doors.
Damp Wall Treatment - now the gutters are no longer leaking, we need a contractor
to make good the damaged walls.
d. Flower’s Piece Signpost – Martin Butcher has concreted the signpost back in place.
e. Gigaclear Installation – Gigaclear were unable to find the ‘pot’ outside the village hall to
complete the installation and will come back at a later date.
f. Jubilee Celebrations, June 2022 – we will discuss this nearer the time.
g. Pub Nights – we need more volunteers to run the Pub Nights with additional events to
attract customers. It was suggested we regularly put a standard form into the Leaflet,
welcoming new residents and asking for contact details if they would like to be
informed/get involved with village activities.
i. Annual Quiz Night – we are looking into holding the annual village quiz in the summer,
rather than having people crowd into an unventilated, heated hall in the winter.
4. ART Finances: These will be discussed during the next meeting.
5. Ashampstead Bonfire Event: 4th December 2021, 5.30pm start – the committee discussed the organisation and arrangements in detail. People will be asked to make a donation when they first purchase a drink at the bar or food at the barbecue to ensure we can continue running this event in the future.
We now have card machines so people can pay by card if they prefer.
6. Problem Resident:
It has been brought to ART’s notice that certain tenants in Flower’s Piece have been parking their camper van and trailer on ART’s land without permission and dumping garden waste in the hedges bordering the Chalk Path. ART will visit the tenant to explain the procedure for residents to obtain permission to park on Flower’s Piece, which is private land. They will also speak to Sovereign Housing to outline their concerns and those of neighbours.
The Parish Council is aware of the matter and is involved.
7. Any Other Business:
a. Goal Posts - the Parish Council will be asked if money from the Community
Infrastructure Levy can be used to replace the broken goal posts on Flower’s Piece.
8. Date of Next Meeting: Monday 17th January 7.30pm
9. The meeting ended at 9.30pm
Meeting of the Ashampstead Recreational Trust
held on the 4th October 2021 at Ashampstead Village Hall
at 7.30pm
MINUTES
Present: Les Billing (Chair), Graham Light, John George, Alan Ellender, Caroline Butler,
Trudi Butcher and James Hole
1. Apologies for Absence: James Bartlett
2. Minutes of the Previous Meeting: The Minutes were approved and signed.
3. Matters Arising from Previous Meeting:
a) Metered Standpipe: This project has been put on Good Exchange to try for funding and is awaiting
the submission of documentation before it goes live.
b) Wickstead Playground Quote: A quote has been received from Wickstead for new playground
items. The project has been put on Good Exchange and, as with the project above, is awaiting the submission of documentation before it goes live.
c) Village Hall Updates:
EICR Certificate Update – ART is applying for the electricals certificate as the hall is rented out for
money to the public.
Painting Hall Doors – ART is looking for a painter to do this.
Damp Wall Treatment – ART is investigating the damp patch on the wall in the west corner of the
large room above the window.
Toilets – Running repairs have been made to the toilet but the cistern will need to be replaced.
4. ART Finances: This will be carried over until the next meeting as the Treasurer was not present.
5. Ashampstead Bonfire Event:
4th December 2021. This will go ahead in the usual format and articles will be put into the Leaflet
and on the Yattendon interactive whiteboard to advertise the event.
6. Flower’s Piece Update:
a) Orchard – ART is obtaining quotes to set up a village orchard on Flower’s Piece.
b) Signpost – The signpost at the bottom of Flower’s Piece has been knocked over by contractors
working on nearby roofs and will be replaced.
7. Gigaclear Proposal:
Gigaclear has offered to provide 900MB of broadband with a router to the village hall, free for
a year, after which the offer will be reviewed. ART has completed the forms and is awaiting a
response from Gigaclear.
8. Any Other Business:
a) Jubilee Celebrations June 2022 – ART will set aside some money in case the village wishes to
hold an event to celebrate the Queen’s 70th Jubilee.
b) Lime Trees – ART will look into planting small lime trees at the northern side of Dog Lane to
match the ones on the south side and provide an avenue for future generations.
c) Pub Nights – ART will research ideas to improve the monthly event and what precautions
are needed to keep pub customers safe during the pandemic in winter.
d) Annual Quiz Night – the Quiz will not go ahead this year because social distancing would be
impossible in the hall in November. It was suggested it could be held under different
circumstances in the summer. ART to discuss with Mary Calvert.
10. Date of Next Meeting: 15th November 21 at 7.30pm
The meeting closed at 8.30pm
Meeting of the Ashampstead Recreational Trust
held on the 27th July 2021 in Ashampstead Village Hall
Present:
Les Billing (Chair), Caroline Butler, Trudi Butcher, Alan Ellender, James Hole, James Bartlett, Graham Light. Apologies: John George.
The following topics were discussed at the meeting:
1. Ashampstead Arms
Helen Bartlett has kindly agreed to take over the management of the Pub Night stock from David Weston, who will retain control over the legal aspects of the event.
2. ART Finances
It was decided that a further £5,000 of the Trust’s funds should be invested in M&G Charifund Units.
ART has also decided to invest more money into maintaining the village hall, including mending the broken electricity meter and supplementing the present wall heaters with additional oil-filled radiators if needed. The damp in the large room will be sorted out, as well as other minor maintenance projects.
3. ‘Sparklers’
The ‘Sparklers’ pre-school group from Upper Basildon approached ART with regards to renting the village hall for up to two terms whilst their new permanent premises had been made ready. However, it was decided that hiring out the village hall for long periods might conflict with regular hall users and village residents. Also, parking numerous vehicles in Church Lane twice a day would possibly cause difficulties for the residents, so ART regretfully decided not to rent the hall to the pre-school group.
4. Flowers Piece Update
a) Playground: ART proposes to update the children’s playground, so Wickstead will quote for: Replacement fencing
Rubber crumb for flooring, both just under the equipment and throughout the whole area (which would mean no more mowing would be needed)
A new ‘spider’ climbing frame to replace the present one
The remaining equipment will be repainted
It was also suggested that ART could use the Community Infrastructure Levy payment
from the Parish Council towards providing outside gym equipment to be situated in the
vicinity of the children’s playground.
b) Community Orchard
A sub-committee has been looking at providing a community orchard and a pond on
Flower’s Piece. Health and Safety measures regarding the pond are being considered
and the committee has looked into installing standpipes to provide water for the trees,
tapping off the mains in Church Lane.
5. Ashampstead Bonfire Event
To be held on 4th December 2021 on Flowers Piece. Fireworks have been booked and planning for the event is underway.
6. Date of the Next Meeting
Monday 4th October at 7.30pm.
Annual General Meeting of the Ashampstead Recreational Trust
held on Tuesday 27th July 2021 at Ashampstead Village Hall at 7.00pm
Present: Les Billing (chair), Caroline Butler, Alan Ellender, Trudi Butcher, James Bartlett, James Hole
and Graham Light.
Members of the Public Present: None
1. Apologies: John George
2. It was confirmed that the notice of meeting was published two weeks prior to the meeting date.
3. Minutes of the Previous Annual General Meeting:
These were approved by the Trustees and signed by the Chairman.
4. Treasurer’s Report and Accounts for the Year Ended 31st March 2021:
The accounts were audited by Andrew Sivyer FCA.
ART ended the financial year with a surplus of £9,619, much higher than last year’s deficit of £7,755.
This was due to the hall having received a Covid Grant from Government of £10,808 and our total running costs for the year having been kept down to £2,521.
Despite fund raising events for the period having only made £461 due to the country being in lockdown, the Trust still has £22,352 in the COIF Fund (Charities Investment Fund Units), £23,751 in MG Charifund units, £3,290 in the deposit account and £16,949 in cash.
The motion to approve the accounts was proposed by Les Billing and seconded by Alan Ellender.
5. Chairman’s Report:
The Chairman told the Trustees that although most fundraising events were curtailed owing to the national lockdown, ART still held two Pub Nights and a picnic which raised £461.Les Billing was also able to obtain a Covid grant from the Government, which has meant that ART’s funds are healthy. However, as a charity, ART is not supposed to be a profit-making entity and usually just tries to hold two years’ running costs for the hall in reserve.
Les Billing then proposed that, during the following ordinary meeting, the Trustees should discuss whether to invest some of the excess funds in the Trust’s present investments, held both in COIF and M&G Charifund units, and also to invest in new projects around the village.
6. Appointment of Committee of Management:
Chairman – Les Billing, proposed by Graham Light, seconded by James Hole
Treasurer – James Bartlett, proposed by Les Billing, seconded by James Hole
Secretary – Caroline Butler, proposed by Trudi Butcher, seconded by Les Billing
Trustees – John George - marketing
Trudi Butcher - minutes secretary
Alan Ellender - hall warden
James Hole - ex officio for Lord Illiffe
Graham Light - PC representative
Election of the remaining Trustees not holding an official office was proposed by Les and seconded Caroline.
7. Declaration of Acceptance by Members:
All trustees signed the declaration (except John George who was not present, but will be asked to do so at a later date).
8. Any Other Business:
James Hole asked for, and was provided with, a copy of the original Charitable Trust Documents for his information.
9. The meeting ended at 7.25pm
Minutes of the Annual General Meeting of the Ashampstead Recreational Trust
held on the 9th July 2018 at the Ashampstead Village Hall at 7.00pm
Present: Les Billing (chair), John George, Caroline Butler, Alan Ellender, Trudi Butcher, James Bartlett, David Slack
Members of the public present: None
1. Apologies: None
2. Confirmation of Notice:
It was confirmed that the notice of meeting was published two weeks prior to the meeting date.
3. Minutes of the previous Annual General Meeting:
The minutes were approved were approved by the Trustees.
4. Treasurer’s Report and Accounts for the year ended 31st March 2018
The accounts have been audited by Andrew Sivyer. The Trustees would like to thank him for doing the accounts. James has given him some wine as a thank you.
There was a small deficit of £242 as there had been fewer events and ART made a loss on the village party. The Bonfire Event made £1,426, but hall hire dropped over the year. The cash on deposit is £18,290 and cash in the bank is £15,296. James will eventually move this sum to earn some money, either to COIF or Charifund units, but will keep these funds accessible in the short-term as we will need to pay for the floor repair and for legal fees regarding Flower’s Piece.
Trudi proposed adoption of the accounts, which was seconded by Caroline.
5. Chairman’s Report:
Les mentioned the successful events held to help maintain the hall, which comprised the annual quiz, bonfire event, the Watermill’s ‘Nesting’ and monthly Pub Nights, some of which incorporated ‘added extras’, such as film nights. The Trustees would like to thank everyone who helped to organise these events. Unfortunately, the annual Winter Party had to be cancelled and carried a cost as we had to recompense the magician.
Hall hire was slightly down last year, but still contributed to the running costs. ART will need to come up with some more money-raising ideas.
The committee room floor needs to be repaired as damp has meant some of the floor joists have rotted.
Les thanked the committee for their continued hard work and dedication.
6. Appointment of Committee of Management:
Chairman - Les, proposed by Trudi, seconded by David
Treasurer - James, proposed by Les, seconded by Caroline
Secretary - Caroline, proposed by Trudi, seconded by John
Trustees - John, proposed by James, seconded by Alan
- Alan, proposed by David, seconded by John
Ex officio for Lord Illiffe - David
PC representative - Trudi
7. Declaration of Acceptance by Members:
All trustees signed the declaration.
8. AOB: None
The meeting ended at 7.30pm.
ASHAMPSTEAD RECREATIONAL TRUST
Notice of Annual General Meeting
to be held in Ashampstead Village Hall
at 7.00 p.m. on Monday 9th July
To conduct the following business:
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Apologies
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Confirmation of publication of notice of the meeting
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Minutes of the previous Annual General Meeting
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Treasurer’s report and accounts for the year ended 31 March 2018
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Chairman’s report
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Appointment of Committee of Management
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Declaration of Acceptance by Members
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Any other business