A planning application has been approved relating to the rebuilding of the Holland Sports Club (HSC) changing facilities and clubhouse. Whilst remaining on the existing footprint, it will be a new building to include a number of changing facilities (home and away, referees/umpires), physio room, meeting room and a larger café/bar and hospitality space. Also proposed is a mezzanine to house a state-of-the-art gym to support all HSC clubs as well as for the benefit of the wider village community.

The Holland Sports Club relocated to the existing site in 1963 and has grown exponentially from the original Cricket and Tennis clubs formed in 1860 and 1920 respectively.  HSC is now also home to the Barton Rugby Club, Barton Rovers Football Club and the Holland Tug of War Club and is a key part of our village community promoting sporting facilities (both competitive and recreational) for all age groups. Our facilities are also available and used by those from neighbouring communities.

HSC and all its associated clubs are growing strongly with success across the board however our existing facility is old, tired and no longer fit for purpose. The cost of maintaining it is becoming unmanageable, and it will certainly not see us into the future which is looking so bright for our affiliated sports teams.

We are excited to share our video with you to showcase our plans…

Description goes hereHolland Sports Club - New Clubhouse – BPC Statement

January 2026

Introduction

This purpose of this communication from Barton Parish Council is to explain the reasons why the Council proposes to make a significant financial contribution to the construction of a new Clubhouse for Holland Sports Club.

The Parish Council recognises the special and important place that Holland Sports Club has in the life of the village.

Over the 60+ years that the Club has been operating many thousands of families in the village have benefited directly or indirectly from the use of the Sports Club facilities.

There are currently about 1200 playing members, about 200 non-playing members, and 2600 family associate members. Many parents of Junior members volunteer with HSC as Coaches or helpers and, whilst young people come to learn to play sport, the Club – its Coaches and volunteers – are carrying out important youth development work especially since Staffordshire County Council closed all its 34 Youth Clubs in 2014, including the one in Barton.

Many more people have visited the Club from outside the village, either as members or families of visiting teams or as visitors to events organised at the Club, and used both the Club facilities and the wider village amenities, including shops, cafes and pubs.

The current project represents an amazing opportunity to provide a modern clubhouse to support sports and recreation in the village for many years to come.

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When and how was Holland Sports Club established?

The existing Clubhouse and the land on which it sits are owned by the Parish Council with HSC paying a peppercorn lease to the Council.

The land together with adjacent pitches and the Barton Fishpond, was gifted to the village for Sports and Recreation use in 1962 by the Holland Family. The Holland Sports Club was formed and the oldest part of the existing Club buildings were erected by founding members and volunteers in 1963 - a ‘second hand’ timber pavilion building that was re-located from the Bass Sports Club site in Burton.

The original buildings have been added to over the years but maintaining the current set up has become increasingly expensive due to the age and type of structure.

Why do we need a replacement clubhouse?

The buildings are in poor condition and no longer meet the requirements of the different clubs that use the site (Football, Cricket, Rugby Football, Tennis and Tug of War as well as users of the MUGA). The current facilities don’t meet the minimum standards of the relevant sports governing bodies and so are deemed by them as being unsuitable for playing competitive ‘league’ sports. It’s not a practical or cost effective proposition to try carry out a major refurbishment.

The changing rooms are inadequate - because they are not fully inclusive and accessible. Sport and outdoor activities should be capable of being enjoyed by everybody in the community to promote physical and mental health and social well-being.

If sporting activity can no longer be played at the Club, then the income that keeps the Club going collapses and the Club would need to be wound up.

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What would happen if HSC becomes financially unviable or wound up?

If HSC is wound up it leaves the Parish Council with a building that would be difficult to let to any other organisation, with a high probability that it would remain vacant and, due to the remoteness of the site, be at risk of becoming derelict.

Ultimately for public safety the Parish Council would need to demolish the buildings and clear the site which, on current estimates, would in itself cost in the order of £50,000 - £60,000 and that outlay would be entirely ‘lost’ money. To fulfil its duty under the original deed of gift BPC would need to fund a replacement Clubhouse.

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What is actually being proposed as a replacement Clubhouse?

Holland Sports Club made a Planning Application to East Staffordshire Borough Council in November 2024 for a replacement Clubhouse and that the application was approved in May 2025. The Planning Reference number is P/2024/01238 and full details of the application are available on the East Staffs BC Planning page at:

https://www.eaststaffsbc.gov.uk/MVM/Online/dms/DocumentViewer.aspx?PK=641801&Sear chType=Planning%20Application

The ground floor comprises a large function room (with an adjacent area that can be screened off to create a smaller room); a bar with cellar, store and kitchen; 4 changing rooms with toilets and shower cubicles, 2 small changing rooms for match officials, two changing rooms for gym use; a physio room, plus office, plant room, and a storeroom as well as male and female toilets to serve the function rooms,

On the first floor there is an area for a gym plus a studio for coaching or for hire. The first floor would be served by both stairs and a lift.

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What is the current state of the fund-raising?

The total project is estimated to cost circa £1.2m.

The Club has been exceedingly fortunate to have secured very significant funding from the Mercer Family as major sponsors of the project.

Following considerable local publicity and fund-raising activities, HSC has raised £86,000.

The Club has also applied for funding to local and national funding bodies such as The Community Foundation for Staffordshire, the National Lottery and the Postcode Lottery as well as to National Sports bodies such as the Football Foundation.

Other potential funders approached have been the Burton Combined Charities and the Barton Dunstall and Key Trust.

What support is Barton Parish Council proposing to give to the project?

As the owners of the Sports Club and HSC’s landlord, Barton under Needwood Parish Council have supported the aspiration for a new clubhouse and the council proposes to also provide financial support.

The Parish Council propose to make a donation of £100,000 to fund the changing rooms in the New Clubhouse by taking out a Public Works Loan Board loan over a 10 year term.

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Annual payments comprising interest and equal instalments of principal (EIP) will amount to approximately £12,800.

Barton Parish Council proposes to fund the Year 1 payment in 2026/27 out of Reserves and thereafter raise the loan repayments by an increase in the annual Parish Precept (the proportion of householder’s Council Tax paid to East Staffs Borough Council which is allocated by them to the Parish Council).

Paying for this loan represents an annual increase of 12.3% or about £5.50 for a Band D property (depending on interest rates when the loan is taken out) for the approx. 2000 properties in the village – which is about 11p a week.

Why should I pay this money on my Council Tax when I don’t use the Sports Club?

Barton Parish Council believes that providing financial support to help build the New Clubhouse allows the Council to fulfil its duty under the original Deed of Gift of the site and provides modern, energy efficient sports and social amenities that meet the needs of the Club members and sports teams and the work that the many volunteers who run those teams do.

In particular it encourages and supports the many 100’s of young people in our community who train and play at Holland Sports Club. Many other families and young people who may not be members of sports teams also regularly use the Club and its facilities. The Club is proposing to build on this, with the support of other village community groups and advice from external agencies, to run a Youth Club at HSC.

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Where can I find out more on this?

More information about the New Clubhouse project can be found on the Holland Sports Club website here: https://www.hollandsportsclub.org/new-club-house

Please use this QR code or the URL link to access our consultation on funding.

https://forms.gle/CBFYTwdR5GHSWQoX9

More information about the Parish Council can be found here:

https://www.bartonunderneedwood-pc.gov.uk/

The Councillors are ably supported by the Parish Clerk, who is available in the Parish Office at the Village Hall during the following times:

Monday 10am - 12pm Wednesday 1pm - 3pm Thursday 1pm - 3pm

For any queries please contact the Parish Clerk by phone or email in the first instance. Tel: 01283 716059 Email: clerk@bartonunderneedwood-pc.gov.uk

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MINUTES

HOLLAND SPORTS CLUB

COMMITTEE MEETING WEDNESDAY 10 DECEMBER 2025

In attendance

Dick Titley, Seamus Treanor, Simon Lovatt, Jodie Hargreaves, Tim Bowen (minutes), Andy Buttress (Tennis), John Waller, Evan Bavester (both Dunstall), Gary Steen (Rugby), Gareth Moss (Alrewas), Paul-Simon Brown (Rovers), Hugh Frend (Barton PC), Kate Martlew

Joined later: Jon McCall

Apologies

Bill Kerry, Emily Kerry

Note: this meeting continued from conclusion of the AGM.

1. Minutes of previous meeting and matters arising

The minutes of the meeting of 12 November were accepted as a true and fair record.

2. Bar and Treasurer’s report

SL had previously issued financial reports and summarised as follows:

• November sales were a bit below average but better than prior year.

• Bar purchases and staff costs were both down reflecting lower sales and high initial bar stock levels.

• Weeknight sales are running at £200 - £300. Friday nights (and also weekend) takings are always disappointing in the absence of an organised event.

• MUGA invoices are outstanding.

• Depreciation charges are starting to decline as some assets become written down fully.

• The Government Covid bounceback loan will be repaid in 10 months.

3. House

KM announced that she has been offered a new job and had therefore handed in her resignation from the end of the month. KM had applied for jobs because of the uncertainty surrounding the impending transition period during construction of the new clubhouse but will continue with HSC in a part time capacity to manage staff and oversee operations as well as remaining licensee pro tem. Also as a result of the uncertainty, HSC will continue operations just with hourly paid staff until the new clubhouse is complete.

In terms of her departure, KM noted that the staffing structure is now stable, Emma is an excellent cook and Richard Embrey is keen to assume more responsibility. KM is in the process of training Richard to take over management of the bar.

KM also said that she intends to be involved in organisation of a ‘Pull it Down’ farewell party for the clubhouse which will take place in March before efforts begin to run down cellar stocks and relocate fixtures and fittings.

4. Ground

Queries were raised regarding the application process and longevity of the FA’s Pitch Improvement Fund. It was noted that this has been handled successfully on an annual basis by Danny Hickenbottom and that he is to be acknowledged for his efforts.

Jon McCall joined the meeting MINUTES

DT noted that tug of war are emptying their container for use by HSC.

DT also noted that funds have been received for repair of the barrier and work is in hand with the contractor hopefully to be completed before Christmas.

The revised pitch allocation to provide a second rugby pitch has been confirmed. PSB sought confirmation that the new pitch proposed for junior football would not be materially worse than the current pitch. DT noted that a scheme of maintenance as proposed by Dave Rhodes (professional groundsman) would be implemented on the new pitch and that the new allocation would be reviewed after 12 months. GM asked that these arrangements be set out in a memorandum of understanding which the exec will prepare.

DT noted that the contractor to remove the cricket nets and berm is ready to start and is awaiting confirmation of funding from Barton & Dunstall Key Trust which is dependent on Dunstall CC providing a letter to the trustees confirming its willingness to allow the nets to be removed.

The potential removal of trees to widen the new rugby pitch was queried on the grounds of the trees’ value for rainwater absorption. This will be considered when any scheme is proposed. JMcC also suggested that the club plant new trees on the rugby pitch to compensate for any that are removed and GS noted that planting trees may help to alleviate the flooding problems on the current rugby pitch. GS agreed to investigate the most appropriate type of trees to achieve this objective together with the availability of funding via the National Forest Co in Moira.

5. Development

ST noted that the exec is investigating placing elements of the post-construction activities of HSC as management contracts with specialist providers. This includes bar management, the gym, soft play (in the modular building) and padel courts. The purpose of this approach is to relieve the exec volunteers from an increased burden of day-to-day management, to professionalise the operations and to pass a proportion of the financial risk to third parties (DT noted that club turnover is expected to increase from approx. £200K to over £300K).

There was a wide ranging discussion regarding the nature of the above arrangements. TB noted that, in for all activities, the form of the management contracts will seek to create an appropriate balance between the interests of the sports clubs and their members, and opportunities that will maximise HSC’s surplus so as to generate funds for further investment in the facilities.

Informal approaches have already been received in regards to some of the activities listed above. Since it is vital that HSC obtains best value, proposals for all management contracts will be sought widely. ST has prepared an expression of interest document (attached) and asked that this be publicised by clubs to their members. Anybody interested in one or more of the proposed contracts should contact ST (seamustreanor@yahoo.co.uk) by the deadlines noted in the document.

KM will inform current staff about these proposals though TB noted that it will be a condition of any bar management contract that existing staff be transferred to the new provider with accumulated employment rights (TUPE).

TB noted that the committee will approve any management contracts before execution. MINUTES

6. Fundraising

JH provided a comprehensive summary as follows:

• Village fundraising mostly completed; remaining events are Disney singalong on 17 January (organised by the church) and Rev Andy’s Quiz Night on 27 February; village fundraising currently totals £54K including a recent donation of a painting from John Waterhouse sold for £2800.

• Local businesses: JH will target in the new year but donations have already been received including, recently, £5K from Wabtech. Total is 12K to date.

• Grants: This is the big money and where effort is currently going. National charities are grossly oversubscribed and are focussing on deprived areas which precludes Barton. In particular, the National Lottery has rejected a projected £75K application but has referred HSC to a smaller £20K ‘Awards for All’ fund.

• JH will seek support and advice from GM and JW in regards to application to an ECB fund.

• Jason Rolins is currently focussing on a £100K application to the Football Foundation which requires a huge amount of information, including letters of support from each sports club – JH will contact clubs individually.

• The Burton Consolidated Charities rejected HSC’s initial application without providing a reason. JH will retry with a new application.

• The buy-a-brick campaign will start in earnest once construction begins though some have already been sold. JH will take into account views expressed around the size and use of logos on bricks offered to the sports clubs and businesses.

• JH noted that the first ‘Meet the coaches’ evening was poorly attended; evidence of the clubs’ involvement in the project is required for many of the grants and JH requested that clubs provide at least seven members at the next similar evening on Tuesday 20 January.

7. MUGA

Not discussed.

8. Club Reports

Clubs’ reports were noted.

GS noted the double home game next Saturday followed by the vicar’s carol evening and predicted a busy evening in the bar.

GS also noted that half of the proceeds of the Ben Murphy memorial match on 27 December would go towards the clubhouse fundraising.

9. Other Business

No matters.

10. Date of next meeting

Next meeting arranged for Wednesday 14 January 2026.

Meeting ended at 20:46

MINUTES

HOLLAND SPORTS CLUB

COMMITTEE MEETING WEDNESDAY 12 NOVEMBER 2025

In attendance

Dick Titley, Simon Lovatt, Jodie Hargreaves, Tim Bowen (minutes), Bill Kerry, Emily Kerry (both Tug of war), Andy Buttress (Tennis), Evan Bavester (Dunstall), Gary Steen (Rugby), Phil Hodgkinson (Alrewas), Hugh Frend (Barton PC)

Apologies

Seamus Treanor, Paul-Simon Brown, Jon Leason, John Waller, Kate Martlew

1. Minutes of previous meeting and matters arising

The minutes of the meeting of 8 October were accepted as a true and fair record.

2. Bar and Treasurer’s report

SL had previously issued financial reports and summarised as follows:

• October sales were generally good though this disguised weaker bar sales compensated by very good café sales;

• MUGA invoices for September & October have yet to be raised. TB will investigate;

• Staff costs are higher because of cover provided for Kate’s holiday;

• Other costs higher than normal: electricity, food purchases & ground repairs;

• Also, a supplementary charge for insurance for newly acquired oven and other assets;

• Also, ENCAS charge for staff training;

• Container lease costs will shortly be settling down at £400 pm;

• Depreciation charge will shortly reduce as assets become fully depreciated.

HF queried whether figures include Coors rebate: Yes, at around £2.2K

AB queried whether ENCAS rebate on Bookers purchases had been claimed: No, awaiting input from Kate Martlew.

GS queried revenue from Saturday which hosted two rugby matches and an umpah band: £4.8K on bar and £800 in café.

3. House

Kate Martlew had previously issued a report.

DT noted that Kate had been working hard and successfully to bring in events, most of which she caters herself though larger events need to be catered by Maria Averis.

DT applauded how Kate has managed to meld her staff into an efficient team.

DT also noted that kitchen equipment is gradually being upgraded and will provide a suitable basis for fitout of the kitchen in the new clubhouse.

Christmas carols were confirmed for 13/12.

SL noted that he had procured a hot water urn to allow sales of simpler hot drinks in the café. DT will agree a location and safe operating procedure with Kate for this item.

SL also noted ongoing discussions with Coors (Tariq) for the free supply of a mobile bar, ideally with two pumps, for outside service (not available until end March at earliest). MINUTES

4. Ground

TB noted that rugby had applied for a grant from Barton & Dunstall Key Trust to fund removal of the nets and berm (spoil). The application is for £4250 based on the lowest quote received. DT noted that a plan to remove the scorebox at the same time had been deferred for the time being although this remains a longer term aim. The deferral had been made because the scorebox is an important storage area and hosts the rugby club’s legacy wall. In addition, it would generate only a couple of extra meters of space under the current plan.

In response to a query from EK, DT noted that the current plan is to relocate the junior football pitch to the other side of the square and position the new rugby pitch where the junior football pitch is currently sited. EB queried whether this was a final decision bearing in mind reservations expressed by cricket regarding impact on the square which EB reiterated: specifically the cricket clubs are expanding their use of HSC and need sufficient number of strips to host these matches bearing in mind that the square at HSC is not of a sufficient standard to host multiple games on the same strips. The cricket clubs are therefore concerned about how much of the square that will be taken up by the football pitch and the ability of the ground to recover afterwards. GS responded with an impassioned speech regarding the need for a second rugby pitch which he framed as an existential issue for the rugby club. DT followed by responding to EB’s question: it has been decided that the current proposal, although unsatisfactory in different respects to each of the clubs involved, is the least bad of all the practical solutions bearing in mind financial and time constraints. HSC believes there to be a good chance that the strips taken by the football pitch will remain useable for junior cricket. HSC will commit to supporting the cricket clubs with ground maintenance to achieve this objective and will, in any event, review this decision at the end of the first season based on the impact on the square.

TB noted that the ultimate aim is to remove all barriers between the three main fields to create a single space that can be used more flexibly in the future.

5. Development

DT noted that a letter of intent has been issued to MDB Building Solutions to construct the new clubhouse. An initial meeting with MDB was held on 11/11 to discuss programme and site management.

MDB will finalise design and a construction management plan over the course of the next 4-5 weeks but, subject to confirmation, the following will apply and all clubs should make arrangements accordingly:

• Construction will start 20/4/2026 and the whole site will be closed for the duration of demolition (assume until end of April);

• Thereafter, MDB will create a secure (fenced) site compound encompassing the current building footprint, the small car park and the bulk of the main car park, but also providing traffic routes for access to the tennis courts and cricket fields;

• Post demolition, the facilities will be open for sports; other than under exceptional circumstances the builders will work only from 8:00 to 16:00 weekdays;

MINUTES

• The shell phase (floor slab, steelwork and cladding) to make the building watertight is scheduled to take around 4 weeks (subject to weather) - during this period there will be regular movements of heavy vehicles and a delivery management plan to cope with local traffic and constraints on Potters Way will be implemented;

• After the shell phase, almost all trades will be working indoors and there should be a reduction in the amount of materials deliveries;

• During construction, the overflow car park will be available for club members but, post shell phase, parts of the main car park may also be opened up to club members;

• Aside from the demolition phase, all sports will be able to continue at HSC – most sport is played in the evenings and at weekends when the builders will not be present but daytime tennis can take place regardless;

• HSC will provide temporary toilets and possibly changing facilities during construction (siting to be determined). HSC may also adapt the café as a clubroom to be opened at weekends (access probably via the rear door).

In regards to the plan outlined above:

• HF will advise TB on what, if any, formal request for approval for this work HSC (as tenant) should make to the parish council (as landlord) under the existing lease;

• HF will advise on any weight (and other) limits on Potters Way for adoption in the delivery management plan.

• TB will prepare forecast to identify cash flow requirements during the construction phase given the restricted revenue during the period.

6. Fundraising

JH provided a comprehensive summary as follows:

• Current fundraising stands at just under £62.5K albeit that sum includes Ball tickets for which payment is due to the venue;

• Grant of £10K has been approved by J&O Lloyd Trust;

• Application submitted to Barton & Dunstall Key Trust – JH has applied for £65K but is hopeful of at least £50K;

• Application also submitted to Burton Consolidated Charities;

• Expecting £25K from Postcode Lottery and £75K from National Lottery;

• There will be an application made to Sport England in January;

• JH is working closely with Aggregate Industries who are rebranding and JH is hopeful of £10K from its new community fund;

• Community fundraising: Ball – hopefully raising £20K; and buy-a-brick targeted at £20K;

• John Waterhouse has donated a painting priced at £2500 that will be sold at an event in Vin X on 27/11;

• There will be 13 community events in total (one more than planned) – final events are 17/1 ‘Night of Disney’ and Rev Andy Quiz in Feb.

7. MUGA

DT noted that Community Payback will concrete the floor of the MUGA storage area this coming Sunday (16/11). AB asked if they could also relocate surplus netball post at the same time. JH asked if they could also remove the damaged windbreaker netting. MINUTES

8. Club Reports

Clubs’ reports were noted.

EB noted that both Derek Noakes and Andrew Noakes have resigned their positions at Dunstall and new officers will be elected at the AGM in January. Fiona Bavester has assumed the treasurer’s role in the meantime.

EB also noted that Dunstall’s 3rd XI fixtures have been coordinated with Alrewas so that teams play at HSC on alternate weeks.

PH noted that Alrewas has held its AGM and there is no change in personnel.

9. Other Business

GS promoted the rugby club’s 70’s night on 28/11 – all welcome!

SL noted that Danny Hickinbottom is applying for a grant worth £4.5K from the FA for ground improvements.

AB queried sales of Bass beer: going well per DT.

EK queried plans for padel courts: DT noted that various proposals have been received by HSC which are currently being investigated, but there are no specific plans to bring to committee yet.

EB noted that Dunstall are holding an event at HSC on 12/12 that will include both a pop-up shop and a social evening.

PH said that Alrewas would co-operate with the construction plans by relocating matches if given sufficient notice.

DT noted that the local MP, Dave Robertson, will visit the club this coming Sunday from 11:00.

TB advised that the HSC AGM will take place at 19:00 on 10 December to be followed by the regular monthly committee meeting. TB will issue formal notice in due course. TB noted that nominations for any of the officer positions (Chair, Vice, Treasurer, Secretary) should be submitted in advance in accordance with established procedures (see attached extract from the Club Rules).

10. Date of next meeting

Next meeting arranged for Wednesday 10 December.

Meeting ended at 21:12

MINUTES

HOLLAND SPORTS CLUB

COMMITTEE MEETING WEDNESDAY 14 JANUARY 2026

In attendance

Dick Titley, Seamus Treanor, Jodie Hargreaves, Tim Bowen (minutes), Andy Buttress (Tennis), John Waller (Dunstall), Gareth Moss (Alrewas), Paul-Simon Brown (Rovers), Emily Kerry, Amelia Kerry (both Tug of War), Hugh Frend (Barton PC), Richard Embrey

Apologies

Simon Lovatt, Gary Steen

1. Minutes of previous meeting and matters arising

The minutes of the meeting of 10 December were accepted as a true and fair record.

2. Bar and Treasurer’s report

SL had previously issued financial reports and also issued a written report which TB read out as follows:

With the bar sales being hit badly by a combination of Christmas, New year and bad weather, cashflow & profits are looking dire

We desperately need the next two weekends to be better than good to refloat the coffers

Great day for Ben Murphy memorial match both in sales and turnout

Rev Andy 60th birthday party went well

Big thank you to the Rugby "Old farts" and Alrewas CC stayed last Sat event though the match was called off

Unfortunately they were the only highlights. With normal daily takings since before Xmas rarely reaching £100 each day

It also brings sharply into focus the fact that unless something is on at HSC, nobody comes down.

We still have to buy beer & food in anticipation of games being played and monthly bills to pay.

Dec sales were lower than last year and costs higher resulting in higher than anticipated losses. However, Jan costs should be lower due to beer being bought in Dec but not used.

Wages will also be lower as Kate has now left her full-time post and there have been fewer hours worked due to not opening or closing early

PAYE due Jan 22 - £1,335.82

Molsons rebate due mid Feb £1,250

Spoke to Sky in relation to closing in April. They are happy to suspend our subscription until we reopen. We just have to give them 30 days’ notice MINUTES

3. House

DT noted that Kate Martlew has started her new job which she is enjoying. She remains as licensee at HSC and with an oversight role. RE has agreed to undertake management functions and DT introduced and welcomed RE to the meeting. DT will formalise the role and its cost control responsibilities with RE within the next few days.

RE queried procedures for organising events noting that recent events had been poorly attended and had not covered costs partly, he believes, as a result of inadequate promotion. JH noted that she intends to meet with clubs to plan future events up until the new build. JH emphasised that she only intends to organise events with a history of success. JH also noted that she has recruited Jake to assist in social media and event promotion.

The nature of the planned ‘Pull it down’ party was queried – this will not involve any actual demolition to the clubhouse and JH agreed to reconsider how this is promoted to avoid giving the wrong impression.

DT noted that an offer has been received from Ewan Ledbetter to manage the bar during the construction phase. This offer is currently being considered by the Exec.

4. Ground

DT said that the height barrier will be repaired/replaced this week which may involve lack of security for a short period, hopefully not longer than 1 or 2 days.

DT noted that pitches are in good condition and thanked the clubs for avoiding use during periods of bad weather (despite the detrimental effect on bar takings of such decisions).

DT noted that, in response to some amendments requested by the clubs, he will reissue the Memorandum of Understanding regarding the recent pitch reallocation.

TB noted that ESBC had recently approved the work required on the trees running along the far border of the ground. TB will arrange for this work to be completed.

5. Development

JH noted that the clubhouse project has proceeded very satisfactorily over the course of the last few weeks: despite disappointments regarding national funding grants, fundraising is projected to raise sufficient funds to complete the project and, although a contract has not yet been issued to the builder, they are progressing the project under a letter of intent.

JH outlined the current proposed internal configuration of the building which incorporates changing rooms conforming to FA and RFU specifications and is shown in the latest Revision D drawings. Since issue of those drawings, a decision has been made to add a studio to the mezzanine that will project approximately one third of the way across the main clubroom (which in other parts is open to the roof).

JH noted that the modular building (café) will become the clubhouse during the construction period and that DT is responsible for arrangements for the Club to continue operation during this period.

The build start date is currently projected to be 20 April but this depends on the outstanding application for grant of £100K to the Football Foundation (FF): the grant will not be awarded if the project has commenced and the FF decision window does not close until end May. Whilst efforts are being made to expedite the FF decision, it may be necessary to delay the project start date by a month or so. MINUTES

6. Fundraising

JH listed grants besides the FF for which funding applications are being, or will be, made. Most critical is one to the Barton & Dunstall Key Trust who will meet on 13 February to reach a decision.

7. MUGA

AB noted that poor weather has adversely affected the playability of the MUGA.

In response to a query from PSB, it was noted that Kate Martlew will remain responsible for booking and invoicing Rovers’ use of the MUGA.

TB will investigate why recent access codes appear not to have worked.

TB will create a new override code and add RE to the relevant WhatsApp group.

8. Club Reports

Clubs’ reports were noted.

In response to a query, DT noted that clubs will need to make their own arrangements during the construction phase to store equipment that is currently held in the changing rooms or clubhouse.

RE queried the opportunity to start an adult football side. PSB noted that this is a project on which he is currently working, possibly in conjunction with Yoxall Rangers who may have the capacity to start a second Sunday side that could play at HSC, potentially from the 2026/27 season.

EK queried whether the proposed management contract for the bar would adversely affect use of the clubhouse by the clubs. This question gave rise to a long discussion regarding both the nature of the proposed arrangement and the manner in which the choice of contractor would be determined.

RE queried whether HSC would forego profit opportunities by contracting bar management to others. DT explained that, whilst a final decision would depend on negotiating a satisfactory arrangement with any prospective contractor, it was the Exec’s view that professional management would increase profitability beyond what the Club could achieve on its own thereby increasing returns for both the operators and HSC. In addition, such an arrangement would also eliminate the risk of loss to HSC. The view of the Exec is that a management contract is the preferred route and this view was generally endorsed in opinions expressed by others who spoke.

ST noted that more than one expression of interest had been received not only for the bar but also for the padel and gym. AB queried whether the choice of operator would be decided by committee vote. Since evaluation of each bid will involve detailed negotiations, the Exec has decided to create a bid review committee to undertake this task. The composition of this committee and its terms of reference are currently being considered but it will include representatives from the Exec, the parish council and probably also the general committee. It will exclude all those with, or who may be thought to have, any conflict of interest. The bid review committee will make recommendation to the Club committee regarding the choice of contractor. MINUTES

Returning to EK’s original question that invoked this discussion, TB noted that whilst the terms of reference of the bid review committee will require it to seek the best commercial terms, it must also ensure that contractors meet a range of criteria including an existing relationship with the community and expressed support the aims and objectives of HSC. The final management contract will strike an appropriate balance between the interests of the club and the desire to maximise profitability. In other words, provision will be made for club members to have use of the bar at all appropriate times and each club will have the right to hold a number of functions in the main clubroom.

9. Other Business

HF queried the status of a dedicated bank account for the construction project. TB noted that, whilst funds are currently held in a separate account, from a governance perspective it is necessary that this account enable multiple authorisation of transactions so that no single individual can authorise a payment. The current account does not have this facility and steps are in hand to procure a suitable alternative.

AB asked that the construction phase arrangements ensure that lighting remains available to the tennis courts and MUGA.

DT noted that clubs will need to relocate their trophies during the construction phase. PSB proposed that in the new clubhouse each club be restricted to a single trophy cabinet.

GM asked for confirmation that the rugby 7’s on 5 July would not interfere with cricket: DT confirmed this to be so.

JH noted that the next consultation for coaches and other club officers is scheduled for 20:00 next Tuesday (20th) and asked clubs to encourage attendance. The last meeting, though sparsely attended, raised many important issues that have been fed into the design process.

10. Date of next meeting

Next meeting arranged for Wednesday 11 February 2026.

Meeting ended at 20:50