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On this page we archive recent AGM minutes and accounts

Minutes of AGM 11 May 2019

   

CLACTON AND HOLLAND BEACH HUT ASSOCIATION

Minutes from meeting Saturday May11th 2019

Present: Heather Davis - Chair

Ray Lafferty – Treasurer / Membership Secretary

Teresa Ryland – Minute Secretary 

 Ian Neville 

  Yana Humpreys -TDC

Steve Gove - TDC 

1) Apologies: Richard and Liz Woodfield, Jan Rodwell, Sue and Chris Wade, Doris Bailey

2) Minutes from 5th May 2018 -no matters arising – Matters from end of year meeting October 2018 – Bottle bank still not in place, Ray reported that at the recent TDC beach hut meeting TDC reported that they were looking into this.


3) Financial report – Membership is currently just under 200. A shortfall on the year’s actvities of £932 was reported, although the association’s assets comfortably cover this. Ray invited members to look at the finances after the meeting. Ray gave an update on the security guards and that they operate 365 days of the year between 19.00hrs and 07.00hrs doing spot checks. Ray proposed the continuation of the security guard for a further year. There was one vote against the proposal resulting in agreement.

  

4) Report from Chair-Firstly some very sad news. I am very sorry to have to report to the members of the Association that our previous Chair Lady - Pat Clarke passed away on 10 April this year. The Beach Hut association was very close to her heart and she served on the committee for over ten years and she will be very sadly missed. I was in awe of her phenomenal memory, just mention a hut number and she would be able to say the name of the person owning it or the same in reverse, mention the name of someone and the beach hut number would be forthcoming - I’m afraid my memory is not that good so have not filled her shoes very well on that score. Pat received good care and support from the St Helena Hospice so the Committee have made a donation to them in her memory. Our condolences, love and support

 go to Bill, Pat’s husband.

(I have an order of service from her funeral if anyone would like to see it)

We certainly had a lovely summer last year and a mild winter enabling everyone to get the most use out of their huts, certainly up to the end of August when work started on stabilising the cliffs in the Kings Avenue area. Yana and Scot from Tendring DC will no doubt bring us up to date with the progress so far and most importantly to us, when will the huts be returned to the lower promenade for us to use again.

The season culminated in the usual excellent air show display when Clacton seems to come alive each year.

The Community Guard continue to patrol each night at random times and Ray will be talking more about that later on and we vote on whether to continue this for a further 12 months. 

Let me introduce the Committee to you. We have the Chair me, Ray Lafferty Treasurer, Teresa Ryland Minute Secretary and Ian Neville which is 4 people, you will also see on the top table 2 silent extra members I will introduce to you, Ted and HoneyBun who attend meetings to make up numbers and have been sworn in as Ex Officio. These bring the quorum up to the numbers required for committee meetings. Pat Lafferty and Ivy who have done sterling work in the provision of excellent refreshments for the committee and the membership at various meetings are co-opted on to the Committee as well as required.

If you are not happy with this arrangement, then I suggest you put yourself forward to take a turn on the committee. Elections will follow later in this meeting.

We meet regularly, are all volunteers, attend the Tendring Council Beach Hut meetings with the other Beach Hut Associations and try and ensure that our huts are kept safe and everyone using them has the best times.

I would like to thank the existing committee members for all their help and support, their help is invaluable as well as their enthusiasm and especially for managing the end of season meeting last October when I was unable to attend due to health issues, I wouldn’t have been able to read my report without coughing after every couple of words so thank you all for stepping in at very short notice. I for one am looking forward to the delicious tea they have prepared for us to enjoy at the close of the formal part of the meeting - so thank you in advance.

We have been quite fortunate in that we have had no major issues to report and the Committee are all happy to continue to try to look after things on your behalf.

Here’s to a great 2019 season!

5)- Questions from members

Q -Does the committee have any plans to recruit new members

A -Flyers were put through the beach huts to encourage new members and there were spare flyers for members to take.

Q -The membership cards fade in the sun.

A -Contact Ray and he will send out a new card.

Q- Website not working

A -Currently being updated

Q -Can accounts be sent to membership

A- Once the website is accessible, accounts will be on the website and they will be sent out with the minutes.

6) Election of Committee – Chair invited beach hut members to become part of the committee, no one came forward. Chair asked for a show a hands to re elect the existing committee. All members agreed.

6) Guests– Steve Gove, TDC Operations Manager

Yana Humphries

Q -The hole in the bin for rubbish on Block A is too small resulting in bags of rubbish being left by the bins.

A -This is the responsibility of Environmental Services – TDC will send the answer to the Committee to pass on to the members.

Q -Is it possible to have a bottle bank

A -This is the responsibility of Environmental Services – TDC will inform the Committee of their response.

Q- What can be done about the amount of sand on the promenade

A -Extra sand was put on the beach 5 years ago which has resulted in the wind blowing snd onto the promenade. It is not realistic to move the sand during the winter months. TDC are in conversation with Vieolia whose responsibility it is to remove the sand.

Q -There have been sightings of rats in A section.

A -The contractor is putting baiting boxes down and the cliff stabilisation work may have disturbed the rats. Members to notify TDC on where rats are seen.

Q -A block have tap and drain problems thought to be due to sand and waste products.

A -TDC are aware of this problems and considering solutions including a grill with basket and signage.

Q -What is happening about the weeds on the steps

A -This is the responsibility of Open Spaces Department.

Q -There is no water in Block D

A -DC will look into a new supply line.

Q -When will the huts go back onto the beach?

A -The cliff stabilisation project will be finished by the end of the summer. There will be no bigger gap between the beach huts and there will be extra beach huts.

Q-When will toilets be open?

A-When the cliff stabilisation project is finished.

Q-The signs for “no dogs on the beach” are too small and can a sign be put on the  beach?

A-TDC do not want too many signs restricting people and consider that most people abide by the regulations. They will speak to the Environmental Department.

Steve reported that TDC operate a 24/7 standby system for all beach huts.

A.O.B.

TDC were asked if there can be more regular beach patrols. TDC responded to say that there are 2 patrols a day and they are considering extending the patrol to Holland on Sea.

A further concern was raised about cyclists on the promenade and the dangers they present. Once the cliff stabilisation project is finished TDC are looking to make the upper promenade a dedicated cycle route and the lower promenade for pedestrians.

  • The meeting  was declared closed at 16.15 hours.

Balance sheet of CHBHA as at 31 March 2019

CLACTON AND HOLLAND BEACH HUT ASSOCIATION 

BALANCE SHEET        AS AT 31 MARCH 2019

                                                 2019                                                     2018

Fixed Assets 

Office Equipment                            412                                                          1


Current Assets

Cash at Bank                                  9863                                                10483

Prepaid expenditure                         142                                                      150

                                                      10005                                                 10633

Creditors : amount falling due

within one year 

Sundry Creditors                               335                                                     160

Subscriptions received in advance  1680                                           1140

                                                        2015                                                   1300


TOTAL ASSETS LESS CURRENT

LIABILITIES                                  8402                                                   9334


CAPITAL AND RESERVES

Balance brought forward                9334                                                   9666

(Deficit) for the year                        (932)                                                   (332)

MEMBERS FUNDS                       8402                                                   9334


NB  The above figures form part of the audited accounts for the association. As the website is open to view by the general public, certain information has not been included, this in no way impacts upon the veracity of the above figures. If any member requires additional details they should apply to the Secretary/Treasurer.


Minutes of the End Of Season Meeting dated 19 October 2019

  •   

CLACTON & HOLLAND ON SEA BEACH HUT ASSOCIATION

END OF SEASON MEETING

Held at at Tendring Disrict Scout Group HQ

Saturday 19thOctober 2019

Present  Heather Davis : Chair

Ray Lafferty: Treasurer /Membership Secretary

 Ian Neville

 Pat Lafferty, Ivy Court

 47 Members

 

Apologies Teresa Ryland , Miriam Denis, Mrs Hayward, Mrs Birch, Mrs Yeung, Mrs Alexander, Mrs Smith, Susan & Chris Wade, Sue & Laurie Snell and Bill Clarke. Apologies also received from Ryans Insurance, Woodcover, Community Guard, and Tendring District Council, the last named having informed us that they will only attend these meetings once a year from now on.

Minutes of The AGM:   Were summarised and agreed as correct

Matters Arising:   The major items related to questions passed to TDC which had not been       responded to by the council. This aspect would be covered under Members    Questions.

Chair’s Report  Heather welcomed the members and read her report   (See attached)> She       mentioned that two members of the committee , including herself, intended to      resign at the next AGM and asked for anyone interested in serving on the  committee to contact her.


Secretary/Treasurer’s Ray reported on the current increase in membership to 230 and referred to  Report the non-attendance of anyone from TDC. He also mentioned the accident suffered by    George Wright of Community Guard and hoped he would soon be recovered.

He gave some detail of the way we used Community Guard to protect the huts, and stressed that it was important that the membership certificates were displayed on the huts to enable the security firm to identify member’s huts in case of need. In this connection he was aware that some forms had faded in the summer and had prepared some replacements which were available at the meeting. However he was pleased to report that the number of incidents reported by Community Guard had reduced from last year. He also stressed that the patrols were often carried out on foot at times at present due to the amount of sand on the promenade in places.

Ray mentioned that the Association’s emergency telephone was being well used, although he was having problems in that the local police were phoning when there was a problem with huts, not necessarily belonging to members of the Association. Apparently the police have been unable to obtain addresses for hut owners from TDC. He suggested that CHBHA could advise the Police of members’ addresses but only with member’s permission. At this point Heather asked for a show of hands from the attendees and the suggestion was agreed with an overwhelming majority.

Members Questions 

Heather opened the meeting to questions from the floor, (for the sake of brevity and clarity the Committee’s response is referred to as coming from Ray)


A71 Member reported having seen rats in the vicinity of his hut, He had approached TDC (Mike Cross) who also promised to install a humane trap but had not done this. Other members mentioned having seen rats, mice, and even a fox near their huts, Ray responded by stating that this matter along with any others raised at the meeting which could not be satisfactorily answered by the committee would be forwarded to TDC in a formal letter asking for a full response, and if necessary followed up at a meeting of the Chairs of all Beach Hut Associations in Tendring with TDC, due to be held in November. 

G section A member reported that Taps C14/16 were not working. This problem had been   noted by other members. Ray was of the opinion that this whole issue would be sorted following the completion of the cliff stabilisation project. Query to be forwarded to TDC.

Bin Collections:  A member suggested that a large refuse bin should be provided to replace the existing bins which when used soon became full and were often not emptied. To be forwarded to TDC

Access Gates to slopes: A member reported that she had discovered the gate to York Road slope (E Section) open with the open padlock lying on the ground. To be reported to TDC although not sure what other steps could be taken, it is the responsibility of the person obtaining access to re lock the gate when leaving.

Financial Report:  A member mentioned that at the AGM he understood that a deficit of £900 had been reported and asked if the Association was short of money. Ray reassured him that the figure related to the excess of expenditure over income for the year in question and that we had ample cash in reserve to carry on.

J Section A member mentioned that there was no hand rail on the slope from the upper to the lower prom and she considered this to be a safety problem. To be forwarded to TDC

Air Show: A member complained that from Holland Haven end where his hut was, he had been unable to enjoy the show in full and asked if representation could be made asking the organisers to arrange for the display to be extended to that area. Committee’s view was that the event was CLACTON air show and it would be unreasonable to expect the displays to be changed in this way, especially in view of current extremely tight safety controls.

There being no further questions Heather thanks members for attending, invited them to the AGM on May  9th 2020 and invited them to partake of the buffet which had been prepared.

The meeting was formally closed at   4.10pm



Chairs  report.

The  weather  has  been  kind  to  us  this  year  again  and  we've  had  a

wonderful summer. I  appreciate that  some  of  our  huts  have  been  out  of

action  while  the  stabilization of  the  cliffs  has  taken  place,  but  that  work

is  now  finished  and  the  huts  replaced for  us  to  use  again.  A  big

inconvenience for  some  but  very  necessary. Let  us  hope  that  is  it

regarding major  works  to  our  sea  front!

It  seems  that  the  latest  issue  we  have  is  sand  on  the  lower  promenade

which  is  causing  problems for  those  using  wheels  for  access,

pushchairs, wheelchairs, mobility  scooters and  even  cyclists!

Tendring District  Council  are  very  aware  of  this,  and  are  currently

investigating the  best  way  of  dealing  with  the  problem. The  solution  is

bound  to  involve  money  and  the  Council  have  limited  funds  as  we  know.

Holland  on  Sea  Residents Association are  also  on  the  case  and

some  of  their  members have  had  their  shovels  out  but  it  is  a  big  battle

with  nature  as  every  time  the  wind  blows  there's  more  sand!

We  should  remember though  that  before  the  beaches were  replenished

5/6  years  ago,  that  at  high  tide  it  was  impossible to  get  down  on  to  the

lower  promenade due  to  the  water  being  right  up  to  the  cliff  and  in  the

winter  a  lot  of  the  contents of  the  huts  had  to  be  taken  home  to  keep

them  dry.

When  I  bought  my  hut  5  years  ago,  the  previous owner  advised  me  not

to  keep  anything in  the  front  three  quarters of  it  at  any  time  of  year  and

keep  everything covered  in  huge  plastic  bags  as  well.

So  one  big  challenge is  solved  and  now  there  is  the  next  one  -  nature

will  always  have  the  last  word!

The  end  of  the  season  saw  Clacton's air  show  display  again  which

despite  not  having  the  Red  Arrows  this  year  was  very  successful and

brought  the  usual  huge  crowds  to  the  area.  I  love  the  buzz  at  this  time

of  the  year  with  lots  of  people  enjoying themselves.

Our  security  company Community Guard  continue wlth  their  random

nightly  patrols  between 7pm  and  7am  and  their  presence ensures  that

incidents are  kept  to  a  minimum. However Community Guard  are

constantly being  harassed by  Holland  Residents Association about  the

sand  issues,  this  is  not  what  we  pay  them  for  and  they  have  also  been

affected  in  having  to  patrol  on  foot  as  the  sand  is  blocking their

vehicles. All  complaints about  the  buildup  of  sand  should  be  made directly  to  Tendring District  Council.

It  appears that  Tendring District  Council  have  not  supplied the  Police

with  a  list  of  Beach  Hut  owners  contact  details,  Clacton  and  Holland

Beach  Hut  Association is  happy  to  provide  the  Police  with  a  list  of  our

members details  and  hut  numbers, but  only  with  members approval.

Obviously those  who  have  not  joined  our  Association will  not  be

passed  on  as  we  do  not  know  their  contact  details.

I  would  like  to  thank  the  existing  committee members for  their  help  and

support, their  help  is  invaluable as  well  as  their  enthusiasm. However we  are

all  volunteers and  have  busy  lives  and  other  commitments as  well.  Teresa

Ryland  has  told  us  she  is  resigning and  I  am  considering resigning at  the

AGM  next  year  so  we  need  more  volunteers to  come  forward,  otherwise we

cannot  run  the  Association with  just  two  Committee members, Ray  Lafferty and  lan Neville.

What  commitment is  involved? -  well  the  committee meets  several  times  a

year,  one  of  us  attends  the  Tendring District  Council  Beach  Hut  Associations

Meetings when  they  are  held,  a  max  of  four  a  year;  and  planning and  running

the  AGM  and  End  of  Season  Meetings. The  Association holds  a  mobile

phone  which  is  rotated  around  the  committee, and  that  is  it.

Please  speak  to  me  or  any  other  committee member if  you  would  like  any

more  information or  even  better,  like  to  help  on  the  committee.


 












Balance sheet 31/3/2020

  

CLACTON AND HOLLAND BEACH HUT ASSOCIATION BALANCE SHEET

AS AT 31st MARCH 2020

                                                                     2020                           2019

                                                                     £                              £

FIXED ASSETS                                                                                                            

Office Equipment                                                                  386                                   412   

CURRENT ASSETS                                                                                                      

       Cash at bank                                                 8644                                   9863               Prepaid expenditure                                        142                                       142        

                                                                                8786                                 10005                  CREDITORS:amounts falling due within one year                                                          

                                                                                                                 

Sundry Creditors                                              383                                  335   Subscriptions received in advance          2160                                  1680

                                                                        2543                                 2015    

                                                                                             6243                                   7990 TOTAL ASSETS LESS                                                                                                   

CURRENT LIABILITIES                                                      6629                                  8402


  CAPITAL AND RESERVES                                                                                                                        

Balance brought forward                                                   8402                                  9334

(Deficit) for the year                                                           (1773)                                 (932)                                 

MEMBERS FUNDS                                                              6629                                   8402


                      

  In accordance with the engagement letter dated 11 May 2009, we approve the financial information which comprises the Profit and Loss Account, Balance Sheet, Accounting Policies and related notes. We acknowledge our responsibility for the financial information, including the appropriateness of the accounting basis as set out in note 1, and for providing Anthony Battye with all information and explanations necessary for its compilation.

These financial statements were approved by the Management Committ ee· and signed on their behalf by

Mr R J Lafferty Treasurer




REPORT FROM RAY LAFFERTY SEPT 2020

   

Dear Member

Chair Elect's Report

  

September 2020

  

_I would once again like to apologise to our existing and new members for the cancellation of not only our AGM in May but now also our End of Season Meeting scheduled for 10th October as a direct result of the Covid-19 Pandemic restrictions.

We were hoping to have had a bumper season enjoying fun on the beach with the possibility of good weather and a lot of relaxation all round. This however was not to be as our freedom ceased as the Virus spread. Our hearts go out to all those members who have lost loved ones both young and those of mature age to this terrible affliction.

We thank all those who have worked tirelessly in keeping us safe as we have many members who are particularly vulnerable. We would just mention one soul in particular who was taken from us and who many of us knew as our Community Guard security patrol operative George Wright who had been with the CHBHA since 2018 acting as our principal Security Guard. He will be sadly missed and our heartfelt sympathies go out to his wife Wendy and young son Terry.

Our previous Chair Heather Davis and committee member Teresa Ryland resigned quite early in the year and have been replaced by a new committee (albeit committee Elect) consisting of myself, Pat Lafferty, Ian Neville, Ron & Pat Fry and Sue and Ken Milton.

We have been working tirelessly to try to maintain efficiency in dealing with members (existing and new) applications for membership, updating details, questions, problems and the evening security patrolling by Community Guard of beach huts blocks A-K. This has been aided by the use of an increased number of emergency phones, and the regular communications with Tendring District Council and the Clacton Police. Our thanks also go to the occasional calls from concerned citizens for the welfare of our Beach Huts.

There are however a number of outstanding Beach Hut issues levelled at TDC due to the lack of attendance by them at either of the CHBHA meetings in 2019. These issues appear on our website and were forwarded to Mike Carran on 25th October 2019. Still yet to be fully answered nearly 12 months later. We would urge either Mike Carran, Yana Humphries or Sophie O'Connor deal with them now before another year is out. This year however has not been without incidents on our beaches with the worst being that of irresponsible defecation by members of the public behind a number of beach huts.

This was duly reported to TDC and to date we have had no further reports on this type of problem. We would however ask our members to be vigilant and contact us through our website or via our Secretary at clactonhollandbeachhutassn@talktalk.net should they have any other questions on matters such as sand, dog fouling or toilets etc.

On a lighter note we thank TDC for removing a number of huts from E block to C block due to the cliff subsidence and hope that the owners are happy with their relocation whether permanent or temporary and only swifter action by TDC to find the cause of the water leakage will presumably decide this.

Congratulations to you all on expanding our membership to approaching 300.

If any member has any questions to raise while no meetings are taking place, or if they do not have access to the website please contact the Secretary for advice.

I sincerely hope to be able to give better news when the 2021 season arrives. Until then Stay Safe and be well looking after each other as you are now.

Ray Lafferty

Chair Elect and Treasurer CHBHA

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