MINUTES OF HULLAVINGTON NEW VILLAGE HALL PROJECT GROUP MEETING
PRESENT: Dave Hunt, Bob Fenner, Julian Greenman, Victor Rawlins, Peter Parry-Williams, Liz Parry-Williams, William Harmer, John Metters, Joan Shaw, Maggie Bawden, Anne Durrant, Andy Inkpen
New Village Hall Project Business
1.1. Apologies: Paul Hadley,
Andy Inkpen was present at the meeting to inform us of the new licensing laws introduced in 2003. There is now a single premises licence covering the selling of alcohol and the provision of entertainment. Most village halls have chosen to go for a regulated licence. This is free of charge but alcohol can only be sold under a ‘temporary event notice’ (TEN), 12 of which can be applied for in one calendar year, covering a total of 15 days. It is anticipated that this will be increased sometime in the future. Anyone over the age of 18 can apply for the TEN, so a person hiring the hall could apply directly for a TEN with the agreement of the Hall Committee, who would need to monitor how many TENs had been used. A TEN would also have to be used when an extension of opening hours was needed. A minimum of 2 weeks is needed to obtain a TEN and the fee is £21 each time.
Hullavington Village Hall Management Committee would need to apply for a Premises Licence. The form is lengthy and the committee needs to decide what might be the possible uses of the hall, taking into consideration the reaction of local people to uses and possible opening hours. The application needs to be advertised in a local magazine; the Hullavington News would be fine. There is then a period of 28 days for anyone to make a relevant representation and, provided there has been no relevant representation, the Licensing Department will automatically allow whatever we have requested in the application form.
Andy commented that we need to ensure that the conditions of hire cover all aspects of health and safety and that the conditions are followed by those hiring the hall. As the erection of the hall will start on May 3rd Andy suggests applying then.
Bob thanked Andy for informing us so thoroughly.
1.2. Minutes of the last meeting held on 12th January 2006 were agreed and signed.
1.3. Matters arising – there were none
1.4. Update on Lease and Trust Deed – John Metters reported that the Albemarle Scheme is now in place. The Lease and Trust Deed have not been progressed further.
1.5. The PCC: response to plans and specifications – John reported that last September the PCC saw all the plans and were happy to delegate to a standing committee. The standing committee has since seen most of the current plans and are still happy with them.
1.6. Report on financial matters -
1.6.1. - The £55K loan has been transferred into the hall bank account. The first cheque will be needed at the end of March
1.6.2. – The contract for the Landfill Tax Credit grant has been signed. The £15K (minus 2.5% held back until the project is completed) will be available in April.
1.6.3. Mark Collard is submitting an application for £5K for a stage system from ‘Awards for All’.
1.6.4. The time is right to apply for a small grant (around 1K or maybe more) from/through Area 1 Committee.
1.6.5. Bob presented the latest new hall project budget.
1.7. Electricity supply – the electricity cable is now in although it does not look tidy.
1.8. Outcome of the pre-build meeting - The new hall will be handed over on July 14th with the car park completed. From April 10th there will be a 3 week period when the foundations are laid, with diggers and cement lorries coming and going. The flat packed hall will arrive on May 3rd; this is when most of the disruption to Hill Hayes Lane will occur. William is the chosen liaisor with Terrapin. Mike Parry will check the work and approve payments. Bob will compose a flyer to residents of Hill Hayes Lane, Belfry Drive, Greens Close and Latimer Gardens, informing them of the works schedule and of the closure of the access through the village hall site.
Joan, Liz, Julian, Paul and William will form a sub-committee to choose the colour schemes for the new hall. The wall paint colours will be from the Dulux standard range. The colour of the roller shutters also needs to be chosen.
1.9. Report on essential tasks – this refers to the document ‘pre-opening tasks’.
· Item 5.1 – William reported that the new hall has a rateable value of £2200 (old hall was £1750) but with 80% mandatory relief we will be paying £185/year.
· 6.1 – For collection of refuse maybe a combination of option 2 and 3 i.e. users are required to take away all their own rubbish, but may buy a special refuse bag at £1 each if needed.
· 7 – Peter reported that Chubb, Churches and Protect Fire Equipment have quoted for the hall fire equipment. Peter felt that Protect Fire Equipment offered the most comprehensive service and recommended using them for installation and maintenance of equipment. All agreed; Peter will ask them to install at the end of July.
· 11 – Liz Greenman will take on the role of caretaker/cleaner.
· 12.1 - Alan Jones is working on a web based booking system, where users can book hall usage directly on-line with confirmation once the fee is paid. Anyone without internet access can phone one of 4 named people who will log on and book for them. The system Alan Jones is working on cannot distinguish between core users and others. He can set up a system booking either by the session or by the hour, but not a mixture of both. The session could perhaps be broken down to ½ session.
· 15.1 – After discussion it was agreed to ask James Gray to officially open the new hall, possibly on September 22nd or 23rd. Would this be a daytime or an evening event?
· 15.4 – We need to gather material for publicity.
1.10. AOB – there was none.
1.11. Date of next meeting – Thursday April 20th in The Court House
2. Hall Management Committee business
2.1. Date of the AGM is Wednesday May 24th in the church.
There being no further business the meeting closed at 10.55pm.