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Hullavington Village Hall ManagementCommitteeMinutes of Hullavington Village Hall Management Committee Meeting held on Wednesday 7th May 2008 in the Village Hall PRESENT: Bob Fenner, George Stevenson, Elizabeth Parry-Williams, John Metters, David Hunt, Roger Gee, Peter Parry-Williams, Paul Hadley, William Harmer, Joan Shaw, Julian Greenman, Anne Durrant. Mike Parry was present pre-meeting to accept our thanks for his hard work on the hall completion and to thank the committee for the ex-gratia payment. 1. Apologies: Rachel Hurst, Alan Henson, Sharon Lamont, Maggie Bawden. 2. Minutes of the last meeting held on 5th March 2008 were corrected and signed subject to the following amendments: 2.1. At 2.2 The item number should read 7.iii 2.2. 3 – 9.1 Liz should be identified as being Liz Greenman 2.3. In 4.1 the lease payment of £325.75 should read quarterly payment. 3. Matters arising – Item 4.2 is done; item 8.1 is on the agenda; Julian has compiled the information for a fire procedure which now needs to be typed up; item 8.3 - Bob will report on his findings; Item 9.1 is not done; item 9.2 – with the new street lamp that has been erected the light in the car park is much better. Is it still necessary to change any of the lighting? If any committee member has any suggestions as to how to improve the lighting please e-mail Peter with suggestions; item10.1 – Anne made a framed picture and it was presented to Victor; item 11.1 – Roger has done; item 11.5 – not known. 4. Financial matters 4.1. Draft (un-audited) 2007-08 end of year accounts (Bob) – Bob presented the draft end of year accounts. Bob commented that under ‘operational expenditure’ the amount for equipment purchases/repairs was high but some of this could just as well be under the heading ‘project expenditure’ as there were many one-off purchases for equipment that will last many years. There were no comments from the committee. 4.2. 2007-08 rental analysis (Bob) – Bob presented a form showing rental paid by users and % of total rental income which committee members found very interesting. Bob welcomed Roger Gee as the new Treasurer. 4.3. Proposed budget for 2008-2009 (Roger) – Roger prepared this first draft budget before the final budget from last year was available so corrections need to be made. Should we be building up reserves for eventually building a new hall or for major refurbishment in the future? Roger suggested saving 5% per year. Should we adjust rental for inflation? Electricity prices are rising fast and we need to make sure we are covered. It was agreed to discuss a rental increase for the year 2009-2010 in plenty of time so that user groups have good warning and can plan. Roger will update the draft budget once Paul Carpenter has audited last year’s accounts. 4.4. Financial report and any other matters raised by new Treasurer (Roger) – Roger presented the financial report for April 2008. The bank account figure is not accurate as there are changes that should be made. Roger would like to move money out of the bank account and either move it into the Post Office account or open another account with a higher interest rate. ACTION – BOB TO CHECK WITH VHA FOR ANY RECOMMENDED CHARITY BANK ACCOUNTS John asked if there was a policy for determining how much we hold in reserve. Every tax payer in the village is paying interest on the PWLB loan still outstanding. We need to get the balance right - Roger suggests that we need a minimum of £20K in reserves. ACTION – ROGER TO COME UP WITH A RECOMMENDATION FOR A POLICY ON LEVEL OF RESERVE HELD. 4.5. Choice and confirmation of 3 signatories – Post Office Investment Account - Bob proposed that the chairman, treasurer and secretary be signatories and this was agreed. 5. Hall bookings 5.1. Update – There is a new exercise class just started on Tuesday nights. Elections for next year will be: Wiltshire Unitary Council election – 7/5/09; European Parliamentary election – 11/6/09. 5.2. Proposals for sharing hall booking responsibilities - Bob is learning the ropes for taking on-line bookings and answering enquiries – the front end part of hall bookings. Roger has now taken over dealing with the financial aspect of bookings. A third person is needed to join the team for when Paul and Bob are both unavailable. At present Paul’s contact details are the only ones available for hall bookings; Dave will include Bob’s details in the next newsletter. Paul and Bob are looking at buying a cheap mobile phone for taking phone enquiries – this can then be passed on to whoever is ‘on duty’ at the time. All agreed with this idea. It is easy enough for e-mails to be redirected. 6. Current TENS applications report – There will be one for August. 7. Administrative matters 7.1. Proposed addition to “Conditions of Hire” – maximum numbers and risk analysis – Bob handed out a proposal for maximum numbers permitted in the hall, depending on activity. After discussion it was agreed to list 3 activities: Social gatherings with people mainly standing - 120 in main hall and 40 in small hall; activities with people seated in rows or groups – 80 in main hall and 30 in small hall and people seated at tables - 80 in main hall and 20 in small hall. John suggested including in the document that “the hirer is responsible for complying with health and safety regulations.” 7.2. Phonographic Performance Ltd Licence – Bob has looked into this and found the fee structure to be very complicated, depending on the number of public present and the use of the music. It may be possible to get around paying the fee (we already pay a Performing Rights fee) by asking groups that play music to become private clubs with a minimal annual fee to join. 7.3. Wiltshire Village Halls Association “Hallmark Scheme” – Bob handed out a leaflet with information about this. There are 3 Hallmark levels, it is free to apply and Bob thinks we could comply with the requirements of all levels. All agreed that this was a good idea. 8. Hall and site maintenance 8.1. Report on electrical fault – Bob reported that there was a loose wire in a switch which shorted and burned out. 8.2. Projector – checking circuitry and ordering replacement bulb – Bob will do. ACTION – BOB TO ORDER REPLACEMENT BULB 8.3. Internal decorating: identify dates during “summer” period when work could be carried out and prepare and issue working briefs and seek quotations from village contractors – Bob will do ACTION – BOB TO ORGANISE SUMMER DECORATING 8.4. Proposed purchases/acquisitions: 8.4.1. Wall mounted leaflet/pamphlet holders – the table in the centre of the foyer often becomes messy with leaflets and cards. All agreed that it would be much tidier to keep all this information in holders on the wall. ACTION – BOB WILL RESEARCH AND COST LEAFLET HOLDERS 8.4.2. Additional notice board in small hall for Poetry Group’s work – it was agreed to move one of the notice boards from the foyer to match the board already in the small hall and to replace the one in the foyer with something similar. 8.4.3. Roger commented that the sound system in the hall is not good and makes the films shown in the film club difficult to understand sometimes. Mike Graves may be able to advise. ACTION – ROGER TO RESEARCH ON POSSIBILITIES FOR UPGRADING SOUND SYSTEM 8.5. Progress reports: 8.5.1. “No Right of Way” signage – William will find the wordage agreed on and give to Bob. 8.5.2. Hearing Loop – nothing to report 8.5.3. Lighting and fire alarm testing schedules – Julian is making progress. We do not use the burglar alarm as it was considered to be too complicated with all the different hall users. It may be good to have documentation available to show the VHA assessment panel for the Hallmark Scheme. 8.5.4. Removal of chairs and tables from Victor’s barn – it was agreed to delay moving chairs to the pub for a while until the future is clearer. It is still possible to clear out unwanted items of furniture – perhaps hire a skip. Dave and Julian will check what there is and what can go. ACTION – DAVE AND JULIAN TO CHECK VICTOR’S BARN 9. Village Fete – is the school aware of hall committee’s position? - Yes, it is, but Anne will write a letter to the chairman of the HSA to explain our decision. ACTION – ANNE TO WRITE LETTER TO HSA 10. PCC’s zero-rated use of the village hall – After a long discussion about the PCC’s use of the hall it was finally agreed that the PCC would pay normal village rates for the hire of the hall over the Harfest period – this will take into account the number of people present and will be effectively paid for in the ticket price. All other PCC activities in the hall will be zero-rated at the time of booking; at the end of each calendar year an audit will be carried out and the PCC will be charged for usage over the agreed number of free sessions stated in the lease. Paul will keep a running total of the hall usage by the PCC and give them notice when their free sessions have been used up. 11. AOB 11.1. There is a serious blockage in one of male toilets. The disabled toilet also empties slowly. ACTION – BOB TO CONTACT DYNAROD (OR SIMILAR) 11.2. On 31st May Seagry, Startly and Great Somerford are holding a coffee morning in our hall as they are interested in using the hall design for their new hall. Joan and Anne offered to man the hall. 11.3. Ron Bye has sent 11 e-mails to Bob about the hall lights being left on. Also heaters have been left on and windows left open. Liz proposed having a laminated sign by the front door to remind users when leaving the hall. 11.4. Joan reported that the WI will refurbish the plant pots outside the hall; they need to buy more compost and will give the receipt to the treasurer. 12. Confirm date of the 12.1. Annual General Meeting of the Village Hall at 7.30 pm on Wednesday 2nd July 2008 12.2. Next meeting of the Village Hall Management Committee at 8 pm on Wednesday 2nd July 2008
There being no further business the meeting was closed at 10.22 pm. |