FVRA Committee Minutes April 2025

Findon Valley Residents' Association

Protecting the interests of our community and the countryside around us

www.fvra.org.uk

Tuesday 8th April: Findon Valley Free Church

In attendance

Lorraine Taylor (LT) Neil Worsfold (NW) Denise Edwards (DE) Terry Field (TF) Paula Barnes (PB) Sean Philip (SP) Chloe Paddock (CP) Angela Atkinson (AA) Paul Stanley (PS) Ruth Rhodes (RR) Steve Rhodes (SR)

Apologies

Matthew Ward (MW)

Minutes of last meeting and Matters Arising

·         No matters arising.

Matters Arising from Officers Reports

·         No matters arising.

Action Boxes from last meeting

Action Box 1

1.     At AGM/History Group / Markets have clipboards with membership applications for people to complete (Committee) Ongoing

2.     Consider a change in Constitution to allow all residents to become automatic members in 2026 to be raised at AGM. (LT) Raised at AGM for consideration.

3.     Welcome pack for new residents to be given to local estate agents. (DE/LT) Agreed to purchase 100 double pocket presentation folders £1.91 per unit from Vistaprint (DE)

Action Box 2

1.Provide a roving microphone for Q&A sessions at History Group (TF)

        Ongoing for all meetings

Action Box 3

1.     Collaborate with Merriman Grange to set a date for a FVRA committee visit. (LT) Some committee members attended the visit on 26th March.

Action Box 4

1.     Produce a running order/ list of jobs for the day. (LT/DE) Completed

2.     Ask Richard to record AGM (LT) New equipment not ready to record but will be used in future sessions.

Webmasters Report (SP)

In the last 30 days we have had

·         284 unique visitors down 16% on previous 30 days, 373 site sessions.

Most popular pages visited were:

·         Events page gets the most hits (50 visitors)

·         AGM (41)

·         Support Us (36)

Blog post views

·         Theft from cars (35)

·         History Group at Merriman Grange (14)

·         Electric bikes on the Gallops (12)

·         February history group (9)

·         Community orchard (9)

·         TF is sending notes to post on History Group page. Despite crime being of great interest, no one visited Ed Mitchell’s (PCSO) page.

·         Ed Mitchell has a pop-up meeting on the Gallops Friday11th April 2.30pm

·         Richard Moore has now got website logins, also CANVA access to create posters, admin rights to Facebook.

·         CP has Instagram access.

NW asked if the Newsletter could be opened automatically when clicked on, rather than it having to be downloaded first.

Action Box 1

1.      Set up automatic opening of newsletter when clicked on, on the website (SP)

Membership Report (NW)

·         Current membership 344 up 4 from last month

·         In March we received 34 donations 2 bank transfer, 18 direct debit,8 by cash, 5 bank card, 1 Sum-up.

·         7 new members

A number of residents who attend History Group meetings are not currently members, I propose we provide free entry or discount for FVRA members. I also recommend only sending Mail Lite emails to members, accepting the quarterly Newsletter.

History Group Report (TF)

·         Last meeting was Friday 28th March, 65 people attended.

·         Guest speaker Chris Green presented His-Story of Tarring, with the help of Jim operating power point slides.

·         The whole talk was videoed and is ready to go onto YouTube but only viewable from a link with a code. Richard Moore suggested we should use a different camera next time as we did not get the correct view. This supports our emphasis on oral history. The speaker’s consent must be sought for this to be allowed.

·         Using a headset or lapel microphone might improve sound quality as movement away from a fixed microphone causes some issues.

Friends of Findon Valley Report (MW)

·         A large group of friends and Durrington Scouts planted 200 saplings to form a wildlife friendly hedge along the north end of the community orchard.

·         The new planter beside the clothing recycling bins is looking good, we planted with drought tolerant shrubs with children from The Vale.

·         The two planters moved from the parade have also improved the area and we plan to plant a tree in the middle of the grass to commemorate a significant anniversary of FVRA.

·         Saturday 12th April, we are going on a litter pick as part of Keep Britain Tidy British Spring Clean campaign.

School Liaison Report (PB)

·         We will be doing an Easter Egg Hunt at April’s market?

·         The Vale and Emily the Park Ranger can do the seed sowing on Tuesday 29th April at 1.45pm, if anyone can attend it would be much appreciated, as I am working. LT can attend.

·         Younger children from the school helped with planting before breaking up for Easter.

·         Once school is back, I will ask if we can have toilet access for dog show, as last year for stall holders.

·         I will see if Vale Ventures and/or Friends of Vale would like a stall at the dog show.

·         Findon Village Show-are we happy to do the wooden bug magnet activity again? It is a low-cost activity that was popular at Vale Fest last year.

·         We could promote the History group with a display of photos.

·         Vale Fest is not taking place this Summer. I have asked Friends of Vale to let us know if they do smaller events which could be appropriate for FVRA to participate in.

Treasurer’s Report

No report this month due to handing over process.

Chairs Report (LT)

·         VE Day 80th Anniversary Monday 5th May 2pm-4pm All Saints Church

LT and Sue L volunteer from FVFC, went to a meeting about this event. All Saints Church and FVRA will be linking up to hold a tea party at All Saints Church in the afternoon. We have offered to provide bunting, tablecloths, serviettes, meat paste sandwiches etc and help on the day.

There will be an accordionist playing war time songs, army vehicles and costumes. Worthing Veteran Association may also attend. There will be a red/white/blue raffle, donations welcome. History Group to provide a display of photos. SR suggested contacting RAFA in Salvington Rd to see if they would like to be involved.

Action Box 2

1.      Approach RAFA in Salvington Rd to see if they would like to take part in VE celebrations. (SR)

2.      History Group to provide a display of photos. (TF)

3.      Create a VE Day Celebration section on Website (SP)

Markets

·         There will be a raffle in aid of Cancer Research at April market.

·         LT raised concerns about Sharon Leppard’s fees she takes from the market. She is only taking £50 for herself. She has costs including gazebos, insurance etc. and splits the rest 50% with FVRA. LT suggests meeting with Sharon to discuss this issue. As FVRA has few costs.

·         SR stated that licences can be expensive. In response LT said that no licenses are required as our market is on private land.

·         SP suggested waiving or reducing fees. This may help stall holders attend.

·         PS has offered to hang a banner on his fence to advertise the market.

·         A discussion took place regarding improving advertising market in the Sussex Local Magazine. We already have a regular advert, but it might be better to also have an insert flyer and or advertorial about FVRA/ markets/events.

·         LT said post office charge £2 a week to have a poster in the window.

·         PB said that previously information was hand delivered, the area was divided up so that members of the committee covered certain areas. If we did this again, an addressed envelope could contain membership form, newsletter, a history group flyer etc.

·         DE suggested having a test area of Long Meadow and Shepherds Mead as this area was mentioned by a resident, as residents not knowing about the market.

·         LT suggested membership forms could be on a different coloured paper to denote coming from test area. These forms could be returned at the markets. Any new membership coming from these areas would denote that the delivery run had an impact.

Action Box 3

1.      FVRA to meet with Sharon Leppard to discuss costs and fees from market. (LT, AA)

2.      Collect market banner from store to hang on fence. (PS)

3.      Contact Sussex Local magazine regarding improving advertising FVRA events. (DE)

4.      Supply addresses for leaflet drop in Long Meadow and Shepherds Mead. (N LT)

·         Community Garden

LT has been watering the new shrubs and suggested putting up a FVRA laminated sign to inform residents about the garden and the work that Matthew and Maggie have done.

Action Box 4

1.      Erect a sign in community garden. (LT)

·         Recycling Hoppers

A new contractor has been engaged to manage hoppers.

·         AGM Feedback

LT has received positive feedback from guest speakers.

·         Upcoming Events

Ed Mitchell PCSO pop-up meeting on the Gallops Friday 11th April 2pm to 3pm.

Litter picking Saturday morning 12th April.

·         Changes in Registration with Charity Commission

LT reported that she has changed registration details with the Charity Commission as Lance Allen was still listed as Chair. It is still listed as Lance on the Charity Commissions website.

RR is in process of changing bank details.

Richard Moore has agreed that the FVRA address can be changed to FVFC, 1 -11 Lime Tree Avenue as it is currently LT’s home address. FVRA can also rent a 01903-telephone number as this is also LT’s number.

Action Box 5

1.      Contact Charity Commission to update their website with new contact details. (LT)

2.      Investigate acquiring 01903 telephone number for FVRA. (LT)

FVRA Fun Dog Show Sunday 18th May the Gallops 11am

·         AA and LT are meeting with Sheila from Umbrella Events to discuss plans for show. LT will suggest pre-registration at market and online to help speed up process. A bigger arena in the centre will be needed.

·         FVRA will be marshalling with just a FVRA membership gazebo on the day.

·         CP to post event on Instagram and will ask if can be added to St. John’s School, Findon Village newsletter.

·         Dog show posters are being printed by Michael Jones Estate Agents.

FVRA Volunteer Agreement

·         LT provided an example of an Agreement generated by Chat GTP. It includes a code of practice which outlines requirements for committee members to adhere to when attending events. For example, wearing high visibility jacket and name badge, being aware of confidentiality, Health and Safety, reimbursement for events, WhatsApp group etc.

·         LT will contact Lance Allen to agree what he will need for accounting purposes regarding expenses. He will be reviewing our accounts this year.

·         The Trustees (Chair, Vice Chair, Treasurer, Secretary) need to be mindful of how the association is run and have a responsibility to oversee proceedings including accounts and Health and Safety issues. The 3 tiers of the association are Trustee, Committee Members, Volunteers.

·         SR asked if we have a register of volunteers. MW (Friends of FV) has a list of volunteers for the working party. NW said they are invisible to FVRA as they are not members. MW wants to keep it small group so it can be managed better.

·         A discussion took place about the monthly Art Group which is held in FVFC hall. LT reported that FVRA were approached approximately 8/10 years ago to hold the group in the valley, FVRA insurance covers the group. Money taken goes to the group, they pay the church for the rental of hall. Money collected from members is paid by cheque to our treasurer and then paid to FVFC.

·         It was agreed the link between FVRA and Art group should be tightened up as insurance could be affected if anything happened.

·         To comply with new fire regulations by FVFC, a Fire Warden will be required at every event on church premises. DE asked if we needed to appoint a Fire Warden. LT gives evacuation instructions at History group; the church will cover the Christmas Extravaganza.

Action Box 6

1. Approach Art Group on Monday afternoon to ask for a list of attendees for insurance purposes. (LT)

2. Ask for a monthly report to come to committee. (LT)

Ideas on How to Improve Membership

·         DE presented a list of 10 ideas generated by ChatGTP. We are already doing some of the ideas listed. We could include a “What we have Achieved” leaflet in Welcome Pack and in a section in the Newsletter. 

·         We could consider a monthly/quarterly draw for members, using membership numbers to win a £5 or £10 voucher.

·         PS said we could approach FV Women’s Institute at All Saints Church regarding membership of FVRA.

AOB

·         SR asked if he could have a map of FV so he could walk around the area. PB said that Clive Sanders (previous treasurer) had previously grouped the roads in the area to cover.

·         SR outlined the details of Rampion 2 windfarm. It will be 13K offshore, 140 turbines at 325m tall. Cabling will come ashore, underground at Climping and run up to the National Grid at Bolney. Work will begin in 2 years’ time; electricity will be produced by 2030. It is a collaboration between Australian, Canadian and German companies. LT said there might be funding available for community groups, there was for Rampion1.

·         TF reported a technical issue at the History Group meeting with the microphone, possibly caused by a phone. WW2 photos will be put on website.

·         NW reported that 48 households were represented at AGM.

·         PB reported that Sam Laker from The Vale will be attending a History Group meeting. The pupils are working on a project called “History of the Vale”.

·         TF suggested a map of FV should be included in the Welcome pack.

Action Box 7

1.      Produce a list of contents for the Welcome pack. (DE)

Date of next meeting

Tuesday 13th May 7pm FVFC

Please forward any AOB suggestions to chair by Friday 9th May for inclusion in this meeting. To ensure we finish promptly, some issues may be deferred to the next meeting.