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COLTISHALL AND HORTEAD YOUTH FORUM

Minutes of the Annual Meeting held at the Village Hall 27 May 2009

PRESENT        Mike Warren        Chairman & Secretary       
            Robert Watson                  Treasurer
            Gillian Glover
            Nigel Haines
            Doreen Snelling
            Michael Spinks
            Barbara Warren
            Ann Watson

1.    Apologies for Absence

Harriet Getley, Helen Gregson, David Gribben and Julie Gribben.

2.    Chairman’s Report

The chairman circulated a copy of his report (copy attached) and highlighted the points contained therein.

•    Number of children attending the youth forum had dropped from 20 - 30 last year to 10 -16 in the current year.

•    Subscription fee was reduced from £1.50 to £1.00.

•    A loss of 50% of helpers occurred during the middle of last year.

•    Youth forum operates during the half term breaks due to popular demand.

•    All helpers have undertaken the necessary SAFE training.

•    Majority of helpers together with four female members have attended first aid training.

•    With a generous gift of £1,000 received from Boluei Lodge a WII machine, flat screen TV and various games were purchased.  PS2 games station

together with games were purchased with monies received from Horstead Parish Council.

•    Small items of “tuck” seemed to be more popular.

•    Main concern was the limited funds available to subsidise any large activity.

•    Stated success of forum was due to helpers and mutual respect of members.

3.    Election of Officers

(a)    Chairman – Nigel Haines proposed Mike Warren.  This was seconded by Robert Watson.

(b)    Secretary - Nigel Haines proposed Mike Warren.  This was seconded by Robert Watson.

(c)    Treasurer – Gillian Gibson proposed Robert Watson.  This was seconded by Doreen Snelling.

(d)    CRB Officer - Nigel Haines proposed Doreen Snelling.  This was seconded by Robert Watson.

(e)    Prime Children’s SAFE Representative – Nigel Haines proposed Mike Warren.  This was seconded by Robert Watson.

(g)    Assistant Children’s SAFE Representative - Nigel Haines proposed Gillian Glover, once CRB cleared.  This was seconded by Robert Watson.

4.    Availability of Grants

Any project that could benefit from a grant through the Norfolk Youth Fund has to be applied for by the members.  Gillian to contact Norfolk Youth Fund to

obtain application form (newspaper article attached).

It was proposed that a meeting be held between the parish council, CAST and the youth forum to discuss ways of obtaining various grants.

5.    Matters Arising

(a)    2008 Annual General Meeting

Following this meeting Nathanial was being trained as a helper but unfortunately he no longer attends the youth club.

There were no other matters arising from the notes of the annual general meeting and were signed by the Chairman as being correct.

(b)    Meeting held on 27 November 2008

There were no other matters arising from the notes of this meeting and were signed by the Chairman as being correct.

6.    Financial Statement

Treasurer confirmed a balance of £206 at 31 December 2008.  Currently the accounts are being audited by Barbara Elvy and a copy will be forwarded to all

helpers when this completed.  Barbara Elvy has agreed to audit the accounts free of charge.  At present time £195 in bank account.

7.     Club Membership

(a)    Low Attendance

During the last few months the numbers attending has been between 8 and 10.  Discussion took place whether this could continue and it was decided to see if

the numbers increased during the winter months.  A decision would be made at the end of the year.

A general newsletter would be sent to all parents in order that they were aware that not all members were signing in to the youth club but were just chatting on

the play equipment and would be advised that they were not the responsibility of the club.

(b)    Reduced Minimum Age

In order to increase the membership it was suggested that the age limit should be reduced to 9.  It was decided to ask the existing members and a

questionnaire would be produced by Robert Watson.

(c)    Value of Half Term Opening

During the summer months the number of members attending had dropped and it was decided to review this at the beginning of the new academic year.

8.    Booking of Hall

It was decided that the lounge area was sufficient during the summer months as most of the members were outside.  A meeting to discuss the hire of the main hall and lounge area during the winter months would be arranged with CAST.

9.    First Aid Courses

Helen Gregson will be attending a course on 20 June.

10.    Activities/Purchases

    An item would be included on the proposed questionnaire asking the members what equipment or activities they would like.

11.    Any Other Business

None.

12.    Date of Next Meeting

A meeting of all helpers will take place on the first youth forum in September – date to be confirmed. 

Next AGM will be held in May 2010 on a date to be decided


These minutes are a true reflection of the meeting.

M Warren

Chairman