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PACT Member Meeting Minutes 03/04/2007
PEWSEY AREA COMMUNITY TRUST (PACT)
Minutes of the PACT Public Meeting held on Tuesday 3rd April 2007 at 7.30pm in The Gallery Pewsey in the PACT Centre.
Present:
Mike Asbury (PACT Vice-Chairman), Colin Lampard (PACT Chairman), Lee Grafton, Terry Kemp, John Toole, Linda Fishlock, John Brewin, (PACT), Margaret Thompson (PACE), Jan Grafton (PACE), Graham Hardy (Volunteer Gallery Manager), Noel Hardy (Wilcot and Huish Parish Council) Jacqui Devine (Pewsey Parish Council) and Kay Arthur.
Attending:
Alison Reed (PACT Administrator)
It was agreed that Mike Asbury chair the meeting, because of Colin Lampard's illness.
Welcome:
Mike Asbury welcomed everybody, expressing his disappointment at the small number of non committee people attending. He said that the fact that there were approximately 220 people plus young people including the leaders of the County, District and Parish Councillors in the Centre during the day for the launch probably had something to do with the poor attendance that evening. The meeting agreed.
1. Apologies:
Apologies were received from Margaret West, Voluntary Action Kennet.
2. Approval of Minutes of Meeting held on 2nd November 2006
The Minutes of the last meeting held on 2nd November 2006 had been distributed via email. Their adoption was proposed by John Toole, seconded by Terry Kemp, and approved unanimously.
3. Matters Arising
Christmas Fayre
John Toole proposed that a letter of thanks should be sent to the Christmas Fayre Committee along with a bottle of wine to each of the members for their hard work for the 2006 Fayre.
Action: PACT Administrator
Alison Reed said that replies to the Wigglybus letter were received from Kennet District Council and Wiltshire County Council and had been forwarded to the Management Committee by email.
4. PACT Activities Update
4.1 Formation of PACE
Terry Kemp clarified the reasons for setting up PACE. He said that the PACE committee members all currently had a specific responsibility - he was now Chairman of PACE, Lee Grafton was the Managing Director, George Norris was Treasurer and Margaret Thompson was Company Secretary. Terry said that there was a need to increase the membership of the PACE Committee, both to allow a flexibility to numbers forming a quorum at any meetings, and also to allow an element of back-up of responsibilities. PACE directors, under its Memorandum and Articles of Association have to be appointed by PACT. He therefore asked the PACT members to approve two new Directors for PACE, and proposed Graham Hardy as Director with responsibility for the management of the gallery, and Jan Grafton as Director responsible for linking with Dawn Millar, the Centre Manager, for day to day operations. These proposals were seconded by John Toole, and unanimously agreed by the members present.
The Chairman apologised for leaving any report of Finance off his published Agenda, and asked Linda Fishlock to give the meeting a financial update including details of the PACE spend. Linda gave an update on the PACT finances (Copies of spreadsheets are held on file in the PACT office, and may be viewed on request). To date the building work has totalled £102,332. Money promised to PACT includes £1,800 from Community First, £32,000 from Kennet District Council, £20,000 from Wiltshire County Council, £4,400 from WCC Youth Opportunities Programme, £400 from Apollonian and £65,000 from Rural Renaissance. 4.2 PACT Centre
Lee Grafton updated the members on the reasons for PACE, and highlighted the impacted this major project has had on Community and business relationships. All the work has been completed within two months. On behalf of both the PACT and PACE Management he thanked the volunteers and staff very much for all their hard work. Lessons had been learned which will benefit PACT handling of future projects. These included:
- the need to pay more attention to the cash flow, bearing in mind the length of time taken between grants being authorised and actual cash being handed over;
- work contracts need proper day to day project management, and,
- all estimates have to be in writing, and the contractors held to these estimates.
Regarding staffing and support, Lee said that Wiltshire County Council wanted to supply a youth worker for Thursday, Friday and Saturdays. Volunteers will continue to be sought to support the work of the PACT Centre - there is also a need for a volunteer work party to carry out the finishing touches to the Centre, for example painting and decorating, shelving for the gallery and furniture moving.
Lee informed the meeting that he will be making a presentation on the PACT Centre project at the House of Commons.
Finally he said that he has accepted a 12 month contract in London. This meant giving up his Parish Councillor work, and probably reducing his appearances at the Centre to weekends only.
The meeting was very supportive of all the work that Lee and all other volunteers had done in getting the Centre up and running in such a short time. Jacqui Devine (Parish Councillor and Pewsey Vale School Governor) expressed her good wishes for the success of the Centre and her hope that the PACT Centre will work closely with the school as it applies for art specialist status. Lee said that he and Kevin (SHAK Youth Worker) had spoken earlier about joint projects, for example a skateboard park. They had agreed that there was real scope for SHAK and the PACT Centre to work together.
There was significant constructive discussion in the open session that followed the PACT/PACE briefings
4.3 Training Suite
In the absence of Dawn Miller, Terry Kemp outlined some of the training courses and targets. He was very grateful to Dawn (PACT Centre Manager) for her work so far (including acting as unofficial Clerk of Works). Dawn has been able to apply for more funding as a result of the courses she has developed. "English is Foreign Language" is a course that might be possible to run soon at the Centre. David Leighton, a former school teacher, has already approached Dawn to discuss the possibility of his running it. Alison Reed and Jan Grafton are attending a training course called "Train the Trainers". Once they have the qualification PACT will be able to claim money for training customers. Financially, Adult Literacy, a recognised qualification, would be another good course to offer.
Jacqui Devine proposed a special vote of thanks to Dawn for all the work she has done, and this was supported unanimously.
4.4 Art Gallery - Made in Wiltshire
Terry Kemp gave a short briefing on the use of the art gallery, its proposed opening date and ceremony, and the concept of it as a focal point for a Made in Wiltshire craft exhibition and craft guild approval scheme. The official opening of the gallery will be sometime mid-May and Terry is encouraging the introduction of an eCommerce site. Terry and team have the ideas but now need assistance with its application. He will be discussing future plans with Graham Hardy and the rest of the PACE board.
5. Progress of King Alfred Trail Project
Terry Kemp reported good news on the Trail progress. A grant of £120,000 was obtained form Rural Renaissance, dependent on PACT finding match funding. This funding had proved difficult to arrange, but nevertheless the grant had still been awarded. Terry expressed the grateful thanks of the PACT Management Committee for this gesture. It did however mean that the project has been reduced initially, but it was to be hoped that more money would be awarded once the trail was started.
6. Christmas Street Fayre - 2nd December 2006
The Committee felt that the Fayre was a great success and that the introduction of a car boot sale added to the street feel. It was agreed that the primary school children signing was a big draw. Stalls grow every year. Mike Asbury said that the Heritage Centre did very well. Colin Lampard said that success breeds success and that the Carol singing around the village went very well.
Mike Baker who had passed away recently left money to the village. The Committee were informed that thirteen trees had been planted in the Grove and the area to be called the "Bakers Dozen".
7. Membership Matters
Mike Asbury said that this topic had been resolved within the Management Committee, and the item would be removed from future agendas.
8. Questions from the Floor
Due to the fruitful discussions during the course of the meeting, there were no further questions from members.
9. Any Other Business
- Jacqui Devine informed the meeting that PACT did not put it's name to the Pewsey Vale School proposed Link project. Although Jacqui understood the reasoning herself (explained in a letter from the Vice Chairman to the school Head Teacher after a presentation to and discussion at the last Management meeting) she said that not everyone accepted the PACT position, including some Parish Councillors at the recent Parish Council meeting. She felt that this reflected badly on PACT in not supporting the young people of the area. Lee Grafton said the he had strongly rebutted the accusations at that meeting emphasising that PACT had been asked to lead the bid, not just support it. PACT fully supported the bid, but it could not lead. The Head Teacher had also explained the reasons to the Parish meeting as to why PACT could not lead - PACT simply didn't have the capacity, leading the bid would be more work than was expressed, and PACT had many projects in hand at that time. Mike Asbury said his letter of explanation to the Head Teacher had also been copied to the Parish Council. John Brewin suggested that PACT write a letter to the Gazette and Herald, but the meeting agreed that no further action would be taken at present.
- Colin Lampard asked that Frank Marshall of Kennet District Council be invited to PACT, possibly to the launch of the gallery because he had been unable to attend the formal opening of the Centre due to illness.Action: Terry Kemp/PACT Administrator
- Book-keeping issues were raised but Mike ,Asbury said that these would be discussed at the next Management Committee meeting.
- The Development Trust Association needed a Health Check carried out on PACT/PACE procedures. Dawn has already done much work on this. It was agreed that PACT let PACE investigate and liaise with the DTA.
10. Date of Next Meeting
The next meeting will be the Annual General Meeting to be held in The Gallery Pewsey in the PACT Centre on Wednesday 23rd May 2007 at 7.00pm.
The Chairman thanked everyone for coming and wished Colin Lampard well for his continued speedy recovery.