Appendix to the draft minutes of 18th June 2025
NORTH SCARLE PARISH COUNCIL
Appendix to DRAFT Minutes of a meeting held on 18 June 2025 at 7.30pm in North Scarle Village Hall
FUTURE MANAGEMENT OF VILLAGE HALL
PC Comment:
There’s a lot of paperwork to read.
Between the PC and the VH there must be a definite separation.
NKDC Comment:
Is it not in the constitution that the clubs have a representative on the committee? They are using the facilities but don’t seem to be prepared to join the committee.
VH Comment:
Withdrew due to a worry of a conflict of interest.
NKDC Comment:
Skellingthorpe had a similar issue in that the VH was not part of the PC’s overview and have created a CIC so the PC have the overall overview over the CIC. It is now a merged entity but separate entity within in the PC’s remit. The arrangement took over a year to sort and involved 3 solicitors.
VH Comment:
Sought legal advice re a CIC but too complicated and expensive.
VH Comment:
Don’t feel like sports clubs take, but rather contribute to the village.
PC Comment:
At Skellingthorpe, are there still trustees and is the PC a trustee?
NKDC Comment:
Not in that context. The CIC has a management board, majority of which is from PC.
PC Comment:
How much say do PC have in Skellingthorpe, or do they keep a watching brief?
NKDC Comment:
PC hold the majority on the VH management committee which works under the overview of the PC.
VH Comment:
There are legal implications if PC were to be sole trustee. Deed document which needs to be amended so there would be legal costs.
PC Comment:
If we agreed, the field would still belong to PC, everything else would belong to the charity. PC would oversee the area. PC and VH both struggling to get people to join.
VH Comment:
Hope the arrangement would mean people are more relaxed about joining the committee.
PC Comment:
We need some of the younger people in the village to volunteer to help.
Do you think the implications of being a trustee puts people off.
VH Comment:
Maybe. Would hope more people would serve on management committee than are willing to be a trustee.
PC Comment:
Basically, what you are doing is passing liability to the Parish Councillors. People don’t want to be trustees because of the liabilities this passes those personal liabilities to Parish Councillors.
VH Comment:
There is a risk if PC don’t act appropriately.
PC Comment:
Including health and safety which is worrying considering all the work needed.
VH Comment:
The understanding is that PC as an entity becomes the sole trustee, but the individuals don’t have liability unless they do something wrong.
PC Comment:
Yes, if Councillors get things wrong, they become liable individually.
VH Comment:
We’re not expecting you to say yes tonight but please consider it.
There have been no meetings since March, no AGM, £30K in the bank, a leaking roof and are desperately short of people.
PC Comment:
What would be expected additional workload for PC?
VH Comment:
If you are prepared to consider it, a structure could be considered. Not sure how it would work. Looking get people to form a management committee and report back to PC.
PC Comment:
Perhaps removing trusteeship would help encourage people to join the committee.
What sort of costs are involved?
VH Comment:
They have asked some questions from Harby (similar situation) for information.
PC Comment:
Would VH continue to raise their own money or ask PC for funds.
VH Comment:
May ask for money from the precept.
PC Comment:
There is a lot of work needs to be done. If grants are applied for, who would be responsible for that?
VH Comment:
Possibly need to be in PC’s name but may be able to be applied for by the committee. At the moment there aren’t enough people on board to look at funding opportunities.
PC Comment:
Do the clubs realise that if things carry on, the charity could go bust and if it does, they would lose their clubs? If they do, why won’t representatives from the clubs join the committee?
NKDC Comment:
Been through this at Skellingthorpe. Best thing to do is get away from the Charity Commission.
PC Comment:
We should give it serious consideration.
NKDC Comment:
If the VH ceases to be what happens to your assets.
PC Comment:
They are ceased by the Charity Commission.
If PC becomes sole trustee and VH still can’t get more people interested in joining, the situation won’t improve.
VH Comment:
There is something in the Deed which says the clubs should be represented on the Committee.
PC Comment:
The old minutes show regular apologies from the sports clubs’ representatives.
What would have to happen for the trustees to be liable?
VH Comment:
They would have to “go rogue”. If VH were sued due to actions/lack of action from a trustee. There is trustee insurance in place.
PC Comment:
Some discussion about a possible proposal. Trustee liability is concerning.
NKDC Comment:
It may be the most expensive course of action but better to get away from the Charity Commission.