Minutes of Trustees Meeting 18th Sept 2025

by | Nov 12, 2025

MINUTES OF TRUSTEES MEETING HELD ON

18TH SEPTEMBER 2025 AT 6.30PM

Present: Neil Stevenson(NS), Anna O’Connor(AC), Bob Bradberry(BB), Helen Tilley(HT) Cristian Durant(CD) MH(Dev)

Minutes taken by Roz Condé – Hon Sec at Ketton Sports & Community Centre(KSCC)

Apologies – Jayne Wheeler(JW), Dave Walpole(DW), Paul Simmons(PS), Andy Bird(AB), Nigel Roberts(NR)

I have attached to these minutes Nigel Roberts’ comments.

Comments on Agenda for the 18th September 2025

  1. Yes – totally agree, this should happen every year, should the trading company set a date annually when numbers should be given by.
  2. I do not recall that we agreed to this, we did agree to revisit the charge annually.
  3. This was agreed too when the £10 charge was agreed and was part of the sweetener to get agreement for the £10 charge. I think that it would be a retrograde step to withdraw it.
  4. As my comments in 1.
  5. Getting sections to arrange events has always been a problem. It seems that the attitude is someone else can do it so why bother. The sections need to realise that they need to work together not separately otherwise the trading arm will eventually collapse and there will be no sports centre.
  6. The fire plan is a simple form filling exercise, it just needs someone who knows the building. Electrical work, does that mean there are jobs that need doing?
  7. I think that the centre needs to advertise for volunteers, not just from the sections but from the village, using Ketton News and the village notice boards to ask for volunteers. Stopping activities should be the last resort, because we must remember that it is a sports and community centre.
  8. From what I have seen of the draft plan, I fully endorse the vision, but it should be remembered that the leases are in the name of the charity as will the new leases and not the trading company. It will be up to the trustees to approve the future direction of the centre and be totally involved in the raising of the funding that will be required to achieve this vision. This will need a lot of discussion not just the trading company and trustees, all of the sections must be involved actively, it would be worth having an open evening with a proper presentation at the centre when the draft plans are firmed up a little.

I also note that there is no financial report for the trustees, this I think is vital so they realise where we are financially. This is quite vital, especially as we do not have an annual budget so that everyone can see how we are doing especially against the previous year(s)

Future meeting – A chair of the trustees needs to be sought, I feel that it should not be someone from the trading company due to possible conflicts. It could be worth looking outside of the current trustees.

  1. Sections to provide JW with membership numbers and meter readings by 30th September 2025. Membership numbers need to be correct as if not then this can affect the Insurance at KSCC. Healthy Walking do not need to give these details.
  2. Levy – £10 pp was agreed if a director from each section be provided but this was not the case, so should £20pp be charged? AC said too much to charge and could lose some sections. HT stated that need the time to be a director. Agreed that £10pp stay in place and be reviewed in due course.
  3. Each section has one free use of the complex.
  4. Please can section ensure that the Treasurer and the Hon Sec have up to date contact details – email and ‘phone numbers.
  5. Need more events to be held although NS pointed out that the tickets for the Casino Night on 27th September are selling but not as good as one had hoped. NS asked all sections to push the Casino Night as at the moment KSCC will break even. He said that KSCC will not host such events as initial outlay is quite a lot and there just doesn’t seem to be the interest.
  6. Fire Alarm – due to the change in regulations KSCS need someone to do the admin regarding this. Map of the building needs to be drawn and placed by the fire alarm and need someone to do this as NS seems to call on the same people to do the work and he asked if anyone knows an electrician as need more smoke alarms fitted and HT pointed out that they must be qualified and certified as KSCC will need the relevant certification. AC suggested having a ‘bank of volunteers’ and to ask around the village. Also, suggested Duke of Edinburgh to volunteer regarding helping around the grounds.
  7. NS asked for more volunteers to help to cover shifts when KSCC is quiet and the bar needs to be open for Petanque or occasionally for Pool.
  8. Future plans – NS confirmed that the kitchen is being rented out to Macca Sports who provide school meals during term time and in the mornings 8am to 1pm, and this brings in £9000 per year. HT asked if this covers utilities which NS confirmed it does and HT asked about wear and tear as they are using the equipment at KSCC but as AC pointed it is a commercial kitchen and needs to be used. HT raised the point that the kitchen could not be used if someone else wanted to use it for a function but it was pointed out that bookings for birthday parties are at weekends and have not had a request for a booking to use the kitchen in the morning. BB thought that an email should have been sent to all Trustees letting them know that the kitchen was being rented out. NS agreed . Going forward, Trustees will know of such plans etc.

Macca Sports have put forward a proposal to have a day nursery and forest school at KSCC and this is being seriously considered as would bring in a healthy income.

NS is in talks with a company – GCE who sponsor the Peterborough District Legue and they are looking for a Centre of Excellence in the East Midlands and plans have been drawn up regarding Padlebord  and  Padlebord UK are on board with this and suggested 15 courts but this is up for discussion. NS handed around draft plans and appreciate that their will be questions and objections, but he stressed that KSCC are in discussion stages and all enquiries and questions are welcome. If the plans go ahead it will be a massive boost to KSCC and really put KSCC ‘on the map’ sports wise.

AC asked who would actually benefit as if a company puts in the court then would they take all the income, and NS advised that rent would be paid to KSCC but it would be win, win for KSCC as more people would be attending the venue. Obviously, there is a long way to go but NS could not stress enough how exciting these plans are going forward. NS appreciates that there will be disruption but will be worth it in the long run. HT suggested that this be done stage by stage. NS has already spoken to Heidleberg Materials.

BB asked about the Rutland Bowmen if this was to go ahead and NS explained that Rutland Bowman need a lot of space but also strict health and safety measures need to be in place.

  1. AOB – HT suggested that going forward a steward be hired to oversee staff, stock etc. NS said that there had been issues regarding stock but believed this has now been addressed. CD said that better communication between all Trustees so all know what is going on as need to be kept up to date. AC asked if could meet quarterly and all agreed to this. AC asked about TriAthlon and NS confirmed that they had a meeting and Tri did not want be represented and so therefore are tenants and are charged a monthly fee for using the relevant outside space.

BB asked who the key holders were and no-one really knows…he believes that each key holder should be listed and be kept somewhere. HT asked who gets called out in the event of a break in as there should be a primary keyholder listed. BB was concerned that KSCC not always locked up securely and the barrier is quite often left open with the code on show. BB asked if the bi-fold doors could be repaired and NS will sort this out.

Andy Bird sent through a request to ask that all bookings are confirmed by email and Roz confirmed that this is the case and she lets all those concerned know regarding any booking. He also asked that the minutes be printed off – Roz pointed out that she emails all the Trustees and Directors the minutes for their perusal.

There are two dates for the next meeting so please let me know which date suits everybody.

Monday 1st December at 6.30pm OR Tuesday 2nd December at 6.30pm