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Hullavington Village Hall ManagementCommitteeMinutes of Hullavington Village Hall Management Committee Meeting held on Wednesday 2nd July 2008 in the Village Hall PRESENT: Bob Fenner, George Stevenson, Elizabeth Parry-Williams, David Hunt, Roger Gee, Peter Parry-Williams, Paul Hadley, Rachel Hurst, Alan Henson, Joan Shaw, Julian Greenman, Anne Durrant, Maggie Bawden. 1. Apologies: John Metters, William Harmer. 2. Minutes of the last meeting held on 7th May 2008 were agreed and signed. Bob thanked Anne for her clear minutes. 3. Matters arising – items are included in the agenda. 4. Financial matters 4.1. Presentation of audited 2007-08 end-of-year accounts – Bob reported that the accounts have been professionally audited. A typing error on the front page needs amending and so the adoption of the accounts by the committee must be delayed until the next meeting. 4.2. Treasurer’s report and other matters raised by Treasurer – Roger explained that the finance report as of 30th June 2008 (attached) shows £210 more than actual, because of a bounced cheque. · Roger commented that we need to look at increasing rental rates next year to take account of the big increases in utility charges. He suggests an increase of 5%. Bob requested that Roger put his proposals down on paper for consideration at the September meeting. · Roger proposed that we make a £3K loan repayment to the PWLB; Bob is concerned that we may have some expensive upgrades/repairs to fund and so it was agreed to discuss again at the next meeting. · A £210 cheque from the Splash Dance user group bounced recently. This was on top of previous problems with late payment. Roger suggested suspending the group until the payment is received. Paul offered to meet the organisers at the hall on Sunday 6th July and ask for the keys back if the payment issue was not resolved. ACTION: PAUL TO MEET SPLASH DANCE AT HALL 4.3. Recommendation from Community First/WVHA re: appropriate charity bank accounts – Community First and WVHA have no recommendations. The best interest rate that Roger has found so far is 3.5%. Rachel suggested trying the Charities Aid Foundation. 5. Hall bookings - Andy Mcglashan of Wellbeing Systems is starting a Friday morning body toning session; the WEA are putting on an 8 week course during the daytime and a Saturday day school on Chinese Art; there is an all day wedding; a RAW performance is booked for October 18th. Bob thanked Paul for all the time he spends on hall bookings – about 2 days per week. Paul distributed a letter received from the Brownie leader, Maureen, expressing her complaints about the problems of sharing the hall building with the film club and PC. Paul pointed out that she was made aware that all parties would need to adapt to the situation. It was felt that she did not have good reason to be aggrieved. Paul will e-mail her to explain the agreement. ACTION – PAUL TO E-MAIL MAUREEN 6. Current TENS applications report – 2 so far this year – in July and August. 7. Administrative matters 7.1. Proposal to adopt version 3 of the “Conditions of Hire” document – It was agreed to include the word “absolute” before “…maximum number of people permitted in the hall for particular examples of activity” in section 2.4. It was also agreed that representatives of user groups would ensure that the group had a copy of the hirer’s exit check list, found on the last page of the “Conditions of Hire” document. Bob will print out extra copies to give to other regular hall users. ACTION – BOB AND USER GROUP REPS PRINT OUT EXIT LIST 7.2. Update: Wiltshire Village Hall Association “Hallmark Scheme” – Bob has sent in an application form. 8. Hall and site maintenance 8.1. Report on recent sewerage/drain blockage – Drainmaster dealt with the problem very efficiently. They found no drain collapse but a small bulge in the pipe work which trapped solid waste. If this problem continues then we may need to look at adapting the drainage, but for now Peter will lend the hall his drain rods to keep it clear. Julian will add an inspection of the drains to his list on the testing schedule. ACTION – JULIAN TO ADD DRAIN INSPECTION TO HIS TESTING SCHEDULE 8.2. Weed spraying - thanks to John for spraying and to David for cutting back the brambles. 8.3. Updates on: 8.3.1. Projector – checking circuitry and ordering replacement bulb – Bob reported that the projector appears to work without fail. He has not yet found spare bulbs. ACTION – BOB TO ORDER REPLACEMENT BULB 8.3.2. Preparing brief for internal decorating of hall during the summer - Bob will approach Geoff Goulding, Alan Cook and Roger Parnaby for quotes. ACTION – BOB TO GET QUOTES FOR HALL DECORATING 8.3.3. Upgrading sound PA system - not yet done. ACTION – ROGER TO RESEARCH ON POSSIBILITIES FOR UPGRADING SOUND SYSTEM 8.3.4. “No Right of Way” signage – This is on-going. 8.3.5. Hearing Loop – nothing to report. Maggie advised that Area 1 Committee have funds of up to £2.5K available without matched funding, but we need to get our bid in before September. Contact Miranda Gilmour at the NWDC for application forms. 8.3.6. Lighting and fire alarm testing schedules – Not yet completed. 8.3.7. Removal of chairs and tables from Victor’s barn – it was agreed to accept David’s proposals for dealing with the items in Victor’s barns. David will advertise the large wooden cupboard in Hullavington News. It was suggested that some of the old Parish Hall china could be displayed in a glass cabinet in the new hall. John will need to discuss this with the PCC. The old chairs and the tressle tables are used by the community so it was agreed to keep them where they are at present. 8.4. Issues arising from Seagry Village Hall Committee’s hire of the hall on 31st May – The villages of Seagry, Startley and Great Somerford are planning a new village hall similar to ours and arranged a visit to our hall. One of the visitors was a loss adjustor and he commented on the size of the guttering on the building which he claims needs to have 4 times the capacity it has now. In heavy rain water spills over the guttering and will cause problems with the facia boards in the future. None of the committee was aware of problems with excess rain water – it would be good to get a second opinion. He also pointed out a bad design fault in the cupboard in the foyer where the electrical controls and water controls are situated close enough for one person to touch both at the same time. 8.5. Proposal to purchase wall mounted leaflet holders for hall foyer – it was agreed that Bob should go ahead with this. 9. AOB 9.1. Julian reported that Ron Bye is happy for us to repair his wall along the same line as before. Paul suggested turning the area into a rockery – there may be slow worms living there which should not be disturbed. 9.2. Julian had a request from Carl Greenman for the loan of the staging and lights for a band performance at a family wedding. All were happy for Carl to borrow the staging but not the lighting; the lights are not designed for mobile use and they are joint owned with the PCC. 10. Confirm date of the next hall committee meeting: Wednesday 3rd September 2008 at 8pm There being no further business the meeting was closed at 9.38 pm.
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