LIBRARY – DOCUMENT ARCHIVE
• Agreements after 2008
INDEX
The table below provides links to files recording agreements – such as leases, licences or commercial contracts – made (or intended to be made) between the Charity and other parties.
Those agreements that are currently in force and legally binding upon the Charity are indicated by their row’s first cell being highlighted in green. The fourth cell in each row states the term for which the agreement was intended to be effective, or simply ‘nil’ if the agreement was merely draft or unratified.
TYPE
DATED
DESCRIPTION
TERM
LINK
Licence
01-01-2024
Licence drawn up between the Sole Trustee and Little Bookham Preschool Ltd specifying the terms and conditions intended to govern the latter’s use of the Charity’s facilities. The Licence was made effective from 1 January 2024 for a period of five years, ending on 31 December 2028.
2024-2028
link Ø
Licence
06-06-2023
Licence drawn up between the Sole Trustee and Effingham & Leatherhead Rugby Football Club specifying the terms and conditions intended to govern the latter’s use of the Charity’s rugby pitches and specified adjoining areas. The Licence was made effective from 1 July 2023 for a period of five years.
2023-2028
link Ø
Licence
06-06-2023
Licence drawn up between the Sole Trustee and Effingham & Leatherhead Rugby Football Club specifying the terms and conditions intended to govern the latter’s use of the Charity’s upper function room as a club room, besides its use also of other indoor facilities. The Licence was made effective from 1 July 2023 for a period of five years.
2023-2028
link Ø
Licence
2023
Licence drawn up between the Sole Trustee and Loolabells Outdoor Kitchen specifying the terms and conditions intended to govern the latter’s use of the Charity’s facilities. The Licence was made effective from 1 April 2023 for a period of one year.
2023-2024
link Ø
Contract
21-11-2022
Contract drawn up between the Sole Trustee and Sarah Jayne Anne Montgomery specifying the terms and conditions intended to govern the latter’s employment as KGV Manager with effect from 21 November 2022. The currrent job description needs to be appended.
2022-
link Ø
Contract
2022
Contract drawn up between the Sole Trustee and Sportsturf (Maintenance) Ltd specifying the terms and conditions for the purchase by the latter party of the Charity’s tractor for a price of £9,000 payable over a staged period ending on 1 May 2023. The Contract took effect on 17 October 2022.
2022-23
link Ø
Licence
2022
Licence drawn up between the Managing Trustees and Loolabells Outdoor Kitchen specifying the terms and conditions intended to govern the latter’s use of the Charity’s facilities. The Licence was made effective from 1 April 2022 for a period of one year.
2022-2023
link Ø
Licence
2021
Licence drawn up between the Managing Trustees and Loolabells Outdoor Kitchen specifying the terms and conditions intended to govern the latter’s use of the Charity’s facilities. The Licence was made effective from 1 April 2021 for a period of one year.
2021-2022
link Ø
Contract
01-01-2021
Contract drawn up between the Managing Trustees and Phillipa Chisnell specifying the terms and conditions intended to govern the latter’s employment as KGV Manager with effect from 1 January 2021. A job description is appended. The wording of the contract is at fault in that it provides for future Trustees to be ‘persons’ only, so not covering the case where the future Trustee is an incorporated body. The contract has also been signed by only one Trustee instead of all those formally named in the party. Witness details are also missing from the contract.
2021-22
link Ø
Licence
2020
Licence drawn up between the Managing Trustees and Loolabells Outdoor Kitchen specifying the terms and conditions intended to govern the latter’s use of the Charity’s facilities. The Licence was made effective from 1 April 2020 for a period of one year.
2020-2021
link Ø
Contract
2020
Contract drawn up between the Managing Trustees and Clean Focus specifying the terms and conditions intended to govern the latter’s cleaning and light grounds caretaking services for the Charity in the KGV Hall and on the KGV playing fields. The Contract was made effective from 20 July 2020 for a term of 3 years.
2020-2023
link Ø
Contract
18-02-2020
Revision of contract of employment and job description drawn up between the Managing Trustees and Robert Austin specifying the terms and conditions intended to govern the latter’s employment as the Charity’s KGV General Manager with effect from 18 February 2020. The revision expanded the former role of KGV Manager by adding further responsibilities for line management of a new contractor administrator. The revised contract remained in force up to 21 July 2020 when Mr Austin resigned.
2020
link Ø
Agreement
04-12-2019
Agreement, without time limit, drawn up between “Effingham Village Recreation Trust” and Anthony Jones constituting a mutual non-disclosure agreement designed to ensure that information and documents communicated between them in the course of conferring about the Charity shall be and remain confidential to the parties. The agreement is legally meaningless as it fails to recognise that the charity is unincorporated. It does not correctly name the Managing Trustees as a party and it is signed by only one of them. It has also not been witnessed.
2019-
link Ø
Contract
30-10-2019
Contract drawn up between the KGV Manager Bob Austin and the company ETC Sports Surfaces Ltd for a 5-year period during which ETC would maintain the all-weather 3G sports surface in accordance with a specified schedule of works. The contract is not correctly drawn up as it fails to acknowledge that the charity is unincorporated and it does not correctly name the Managing Trustees.
2019-2024
link Ø
Licence
31-05-2019
Licence drawn up between the Managing Trustees and Bookham Football Club – Colts Section (BFC) specifying the terms and conditions intended to govern the latter’s use of the Charity’s all-weather 3G sports surface. The Licence was made effective from 31 May 2019 for a period of seven years.
2019-2026
link Ø
Agreement
01-05-2019
Agreement drawn up between the Managing Trustees and Bookham Football Club – Colts Section (BFC) specifying the terms and conditions intended to govern the latter’s donation of £70,000 to EVRT as part of the funding of a new all-weather 3G sports surface, the agreement being dated 01 May 31 and conditional upon the anticipated Licence dated 31 May 2019.
2019
link Ø
Agreement
26-02-2019
KGV Funding Agreement drawn up between the Managing Trustees and Effingham Parish Council specifying the terms and conditions of a funding agreement by which EPC would provide facilities funding and management support funding to EVRT. The Agreement was made effective from 01 April 2019 for a period of four years.
2019-2023
link Ø
Licence
01-01-2019
Licence drawn up between the Managing Trustees and Little Bookham Preschool Ltd specifying the terms and conditions intended to govern the latter’s use of the Charity’s facilities. The Licence was made effective from 1 January 2019 for a period of five years. During the period Sept-December 2018 between this Licence and its predecessor the Preschool had operated at the KGV under an informal agreement only.
2019-2023
link Ø
Agreement
19-12-2018
Agreement drawn up between the Managing Trustees and The London Marathon Charitable Trust to govern the management of a grant from LMCT to EVRT towards the 3G All-Weather Surface Project in collaboration with Bookham Football Club (Colts Section); the text of the Agreement does not cite a specific date for its coming into force, but the latest signature among the parties is 19 December 2018; the legal status of the Agreement is a little questionable as its wording does not cater fully for the unincorporated status of EVRT and the impermanence of its Managing Trustees.
2018-2019
link Ø
Agreement
10-12-2018
Agreement drawn up between the Managing Trustees and The Friends of KGV Effingham to govern the management of a donation from the Friends to EVRT towards the Small Children’s Playground Project; the pdf file does not include the scanned signatures but the hard-copy fully-signed document resides in the KGV safe.
2018-2019
link Ø
Agreement
01-06-2018
Agreement drawn up between the Managing Trustees and Christopher John Hogger specifying the terms and conditions intended to govern an arrangement whereby Dr. Hogger would serve in a voluntary (unpaid) capacity on behalf of the Charity by performing certain financial and I.T.-related tasks as specified in the Schedule annexed to the Agreement.
2018-2020
link Ø
Agreement
02-05-2018
Agreement in the form of a Deed drawn up between the Managing Trustees and Guildford Borough Council to govern the management of a grant from GBC to EVRT towards the 3G All-Weather Surface Project in collaboration with Bookham Football Club (Colts Section).
2018-2019
link Ø
Letter
19-03-2018
A ‘comfort’ letter, lacking legal force, from the Managing Trustees to Effingham & Leatherhead Rugby Football Club specifying some arrangements in the event that the 2018-23 clubroom Licence were determined in consequence of a partial or complete rebuild of the KGV Hall.
2018-2023
link Ø
Licence
05-03-2018
Licence drawn up between the Managing Trustees and Effingham & Leatherhead Rugby Football Club specifying the terms and conditions intended to govern the latter’s use of the Charity’s rugby pitches and specified adjoining areas. The Licence was made effective from 1 July 2018 for a period of five years.
2018-2023
link Ø
Licence
05-03-2018
Licence drawn up between the Managing Trustees and Effingham & Leatherhead Rugby Football Club specifying the terms and conditions intended to govern the latter’s use of the Charity’s upper function room as a club room, besides its use also of other indoor facilities. The Licence was made effective from 1 July 2018 for a period of five years.
2018-2023
link Ø
Contract
14-08-2017
Contract drawn up between the Managing Trustees and Clean Focus specifying the terms and conditions intended to govern the latter’s cleaning and light grounds caretaking services for the Charity in the KGV Hall and on the KGV playing fields. The Contract was made effective from 1 July 2017 for a term of three years.
2017-2020
link Ø
Lease
06-04-2017
Lease (both Original and Counterpart) drawn up between Effingham Parish Council (Lessor, as Landlord and Custodian Trustee) and the Trustees of Effingham Cricket Club (Lessee) specifying the terms and conditions intended to govern the latter’s tenancy of the Cricket Pavilion and Calburn Cricket Field at Effingham Common. The Lease was made effective from 6 April 2017 for a term of twenty-one years.
2017-2038
link Ø
Heads of Terms
17-01-2017
Heads of Terms for a prospective Licence between the Managing Trustees and 1st Effingham Scouts specifying the terms and conditions intended to govern the latter’s use of the Scout Headquarters on the KGV playing fields. The prospective Licence would have a term of seven years.
2017
link Ø
Agreement
01-05-2015
Agreement drawn up between the KGV Manager and Sanaway Limited specifying the terms and conditions of the feminine hygiene and disposal services to be provided to the Charity, initially binding for 21 months and then continuing indefinitely in default of notice being given by either side. It was not a valid contract with the Charity as it was not signed by the Trustees.
2015-
link Ø
Licence
24-08-2015
Licence drawn up between the Managing Trustees and Little Bookham Preschool Limited specifying the terms and conditions intended to govern the latter’s use of the KGV Hall. The Licence was made effective from 1 September 2015 for a period of three years.
2015-2018
link Ø
Schedule
06-04-2015
Schedule of Condition and Inventory drawn up between the Managing Trustees and Effingham Playing Fields Association Limited as required by the terms and conditions of the 31.03.2015 Licence with EPFA.
2015
link Ø
Agreement
01-04-2015
Service Level Agreement drawn up between the Managing Trustees and Effingham Parish Council specifying the terms and conditions of a funding agreement by which EPC would provide facilities funding to EVRT. The Agreement was made effective from 01 April 2015 for a period of four years.
2015
link Ø
Licence
31-03-2015
Licence drawn up between the Managing Trustees and Effingham Playing Fields Association Limited specifying the terms and conditions intended to govern the latter’s use of the Charity’s lower function room as a club room, besides its use also of other indoor facilities. The Licence was made effective from 1 April 2015 for a period of six years. This was the first written, signed and legally binding agreement ever made between the Charity and EPFA since the latter’s formation in 1965. The Licence contained provisions for potential renewal but by 2021 EPFA was bankrupt, in debt to the Charity by many thousands of pounds, unable to produce a forward business plan and had been operating illegally for five years owing to failure to file audited accounts with the FCA’s Mutuals Public Register. It had also invalidated the terms of its alcohol licence. The Licence, expiring on 31.03.2021, was therefore not renewed.
2015-2021
link Ø
Heads of Terms
24-03-2015
Heads of Terms for a prospective Licence between the Managing Trustees and Effingham Playing Fields Association Limited specifying the terms and conditions intended to govern the latter’s use of the Charity’s lower function room as a club room, besides its use also of other indoor facilities. These Heads of Terms were formulated and agreed during formal mediation arising from a court case between the parties after several hearings at the Reigate County Court.
2015
link Ø
Revision
01-07-2015
Agreed minor revision of the First Schedule of the preceding clubroom Licence with Effingham & Leatherhead Rugby Football Club.
2015-2018
link Ø
Licence
09-01-2014
Licence drawn up between the Managing Trustees and Little Bookham Preschool Limited specifying the terms and conditions intended to govern the latter’s use of the KGV Hall. The Licence was made effective from 1 September 2013 for a period of two years.
2013-2015
link Ø
Revision
06-2014
The pitches Licence of 31-03-2014 with Effingham & Leatherhead Rugby Football Club provided for a revision later in 2014 of its terms and conditions. This file contains records of the revision subsequently agreed.
2014-2018
link Ø
Contract
06-05-2014
Contract of employment drawn up between particular named Managing Trustees and Robert Austin specifying the terms and conditions intended to govern the latter’s employment as the Charity’s KGV Manager with effect from 6 May 2014. Appended to it is the job description put into effect on 15 February 2015. The contract wording was at fault in not providing for the employment to continue under future different Trustees. The contract remained in force up to February 2020.
2014-2020
link Ø
Licence
31-03-2014
Licence drawn up between the Managing Trustees and Effingham & Leatherhead Rugby Football Club specifying the terms and conditions intended to govern the latter’s use of the Charity’s rugby pitches and specified adjoining areas. The Licence was made effective from 1 July 2013 for a period of five years.
2013-2018
link Ø
Licence
31-03-2014
Licence drawn up between the Managing Trustees and Effingham & Leatherhead Rugby Football Club specifying the terms and conditions intended to govern the latter’s use of the Charity’s upper function room as a club room, besides its use also of other indoor facilities. The Licence was made effective from 1 July 2013 for a period of five years. This was the first written, signed and legally binding agreement ever made between the Charity and ELRFC since the latter’s formation in 1966.
2013-2018
link Ø
Licence
25-01-2013
Licence drawn up between the Managing Trustees and Howard of Effingham School specifying the terms and conditions intended to govern the latter’s use of the Charity’s facilities. It was intended to be effective from 1 September 2012 for a term of five years. The Licence was not legally satisfactory because its wording failed to cover adequately the possibility of the Charity’s particular signatories ceasing to be Trustees before the end of the Licence term.
2012-2017
link Ø
Licence
20-07-2012
Licence drawn up between the Managing Trustees and Little Bookham Preschool specifying the terms and conditions intended to govern the latter’s use of the Charity’s facilities. It was intended to be effective from 20 July 2012 and to continue “on a periodic basis” until such time as either party determined it. The Licence was not legally satisfactory because its wording failed to cover adequately the possibility of the Charity’s particular signatories ceasing to be Trustees before the end of the Licence term.
2012-
link Ø