Meeting:
November 2025

Present

• John Gilbody (JG) - Chair
• Tracey Gilbody (TG) - Secretary
• Wayne Roddis (WR) - Vice Chairman
• Adrian Mellor (AM) - Treasurer
• Kev Hayes (KH) - Member
• Lisa Needham (LN) - Member
• Phil Steer (PS) - Member
• Steve Beverley (SB) - Guest (Resident Director)

Apologies

• Nigel Griffiths (NG) - Events lead

Additional notes

The chair welcomed Steve Beverley to the meeting and introduced all the members of the committee.

Finance update

Account balance: £6011.63
Cash in tin: £200.16
Money ring fenced to Woodland Project: £2953.58
Money ring fenced to community garden: £1489.52
WGRA funds: £1724.57

WGRA Assets

It was agreed any assets belonging to WGRA stored in committee members garages etc should be now placed in the locked shed located at the rear of the pumping station. They will remain at this location for 3 months, if no one has taken over the running of WGRA at this point the items would be disposed of as the old committee see most appropriate. It was agreed that some of the item could be donated to charitable organisations.

Actions

• JG will collate a list of assests owned by WGRA, which will include event equipment, community garden and equipment.

Windhill Woods

JG informed the committee that at present the woodland was registered with the land registry in the names of John and Tracey Gilbody as representatives of WGRA, however, this could now be an issue going forward with the dissolution of WGRA. It was agreed by all members that the woodland should be transferred to the Resident Directors. This would have to be completed by a conveyancing solicitor and the cost of this should be taken from WGRA funds. It was agreed a discussion should take place regrading this with A Dandy Wren.

The only project that had not been started was the work on the memorial garden. This would continue as the reaction to the idea on Facebook was a positive one and this would be a nice addition to the area. It was agreed Dickldoit would quote and carry out the work on this area.

Dissolution process

This process is covered in WGRA’s constitution at S15, this states that two thirds of the committee members agree to the dissolution. This has been verbally, however this is required in writing. All members agreed to complete this ASAP. This section also states that any money from grants should be re paid if appropriate, however this is not relevant to the S106 money as this can be transferred to the Resident Directors as they are taking responsibility for the woodland and community garden and they have similar aims to WGRA.

SB suggested this money should be placed into the management reserve fund with the understanding it only be used for the purpose it was intended for.

Electricity spur

The standing charge is £20 per month, it was agreed that the current contract be cancelled and the spur disconnected.

Public Liability Insurance

It was agreed this was still required in relation to the woodland/community garden which is approximately £200 per annum, however, the insurance for events is no longer required and can now be cancelled. It was agreed that A Dandy Wren would ned to review their PLI once the land is transferred to cover volunteers doing work on the flower beds etc.

Actions

• SB to put this as an agenda item for meeting with A Dandy Wren

Flower beds

It was agreed that the maintenance of these should be passed over to the directorship[ and maintained by the management company.

Website

It was agreed the website would remain as is but would be re-named and used for the resident directors. A portal was required within the website for residents to be able to contact the directors for information and questions. It was agreed that no communication would take pace between residents and directors via the Facebook page.

Facebook pages

It was agreed all committee members would withdraw from the WGRA Facebooks pages as admins. The only admin that would remain would be Matthew Barlow as he created the groups. A message would be posted on the Facebook page informing residents of this situation.

WGRA AGM

This is scheduled for the 14th January 2026. The agenda was agreed as follows:

• Welcomes
• Chairs report including achievements
• Financial report/year end accounts
• Dissolution process