MINUTES OF THE HLC YOUTH GROUP MANAGMENT COMMITTEE MEETING

AND HLC YOUTH GROUP VOLUNTEERS MEETING HELD AT THE COUNCIL

OFFICES, PEPPERCORN WALK, HOLTON-LE-CLAY
THURSDAY 28TH OCTOBER 2010 AT 7.30 PM

Present: Councillor Helen Reynolds-Chairman, Sam Beatty, Katie Capindale,

Sara Jakubowski, Betty Gash, Sean Rodwell and Julie Wilkins.

Youth Forum: Adam Reynolds, Oliver Reynolds and Jay Beatty.

1. The Chairman opened the meeting by thanking everyone for attending. There
were two matters to discuss, the final preparations for the Halloween function on
Saturday 30th October 2010 in the Community Centre and important information that
needs to be implemented by the committee to conform to the safeguarding
regulations in running a Youth Club.

2. Halloween Party. All those present agreed on the following:

 50 pence entrance fee.
 Refreshments – Tuck Shop, Hot dogs and buns. The food to be
brought between the Chairman and Katie Capindale. Apples for the
bobbing Apple game.
 Use of School Hall for the games.
 Decorate the rooms with cobwebs, balloons, spiders and the
decorations made by the young people at the Youth meetings.
 Towels are needed.
 The DJ preferred to place the Disco in the room on the right with patio
doors which is more accessible. The side entrance gate to be opened
to enable the equipment to be transferred to the room. Sean said the
key would be with Andy of the HLC Grasshoppers Football Club who
would be there until 4 pm. Disco booked 6.00 pm – 9.00 pm.
 Committee and Volunteers to meet from 3 pm to decorate the rooms.
 All names to be taken on entrance to building to enable an accurate list
of those attending – Fire and Health and Safety reasons.
 Volunteers to be responsible to cover all rooms including kitchen.
 Betty to judge the fancy dress and pumpkin competition.

3. Running and Managing the Youth Club.

The Chairman explained that there should be two separate committees. A

Management Committee consisting of minimum 3 persons (Chairman,
Secretary and Treasurer) and a second Committee for volunteers that are
governed from the Management Committee.

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 Discussions took place on volunteers and all those present agreed a change
in committee members was required due to the lack of attendance of some
volunteers and at the request of the current treasurer.
Treasurer - Kate Capindale. Proposed by Julie Wilkins and Seconded by
Sara Jakubowski.
Secretary - Betty Gash. Proposed by Helen Reynolds and Seconded by Katie
Capindale.

The signatories for the Bank Account to be Helen Reynolds, Betty Gash,
Janet Neary, Clive Blacklock and Katie Capindale. (To note - Alyssia Kirwin
no longer required being a signatory. Also original Signatories on initial set up
of the Youth Club to be deleted - Steve Hilldrith and Roy Hewson).

HLC Youth Group – Management Committee

Cllr Helen Reynolds – Chairman
Katie Capindale – Treasurer
Betty Gash – Secretary
Cllr Janet Neary – signatory
Cllr Clive Blacklock - signatory

HLC Youth Club – Volunteer members (more volunteers can be added at a

late date)
Samantha Beatty
Sara Jakubowski
Sean Rodwell
Julie Wilkins
NB. A Club leader to be appointed at the next meeting.

All committee members and volunteers agreed to purchase a Table Tennis

Table for the Youth meetings. The half term visit of the Youth Club to XCite
Skatepark and £200 payment for Appleby Coach Travel on Tuesday 26 th
October 2010 is to be recorded retrospectively.

4. Matters arising from Safeguarding meeting and advice of PCSO Andrea

Cave. All volunteers from both committees to note the details below:
 All young people to have consent forms.
 Regular Fire Drills.
 Visual checks of each room and building prior to opening of the Youth
Club on a Friday. To be recorded on the ‘Signing in and out sheets’.
 First Aiders. Volunteers to attend training. First Aid Certificate to be
displayed.
 All volunteers to be CRB checked.

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  Management Committee to interview volunteers by recording details on
an Interview sheet. A Job Description to be held. CV and Reference
required.
5. Other matters discussed were the following:
 The Youth Club will be closed on Friday’s 29th October and 5th
November.
 Membership Card to include Number, Name and Date of Birth.
 To ensure the young people sign in and out it a volunteer will be
located at the main gate for 30 minute intervals form 7.30 pm to ensure
booking out takes place.
 Christmas Party – Friday 17th December 2010.
 A Christmas present will be given to all Youth Club members by way of
a pen or bracelet displaying the HLC Youth Club – 2010.
 Regular monthly meetings will be held. Next meeting prior to the
Christmas party – date to be confirmed.

6. There being no further business to discuss the meeting closed at 9.00 pm.