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Hullavington Village Hall ManagementCommitteeMinutes of Hullavington Village Hall Management Committee Meeting held on Wednesday 3rd September 2008 in the Village Hall PRESENT: Bob Fenner, John Metters, William Harmer, David Hunt, Roger Gee, Peter Parry-Williams, Paul Hadley, Alan Henson, Joan Shaw, Julian Greenman, Anne Durrant, Hannah Shepherd (representing Jolly Tots), Maggie Bawden. 1. Apologies: George Stevenson, Elizabeth Parry-Williams, Rachel Hurst. 2. Minutes of the last meeting held on 2nd July 2008 were agreed and signed. 3. Matters arising – item 4.2 – The Splash Dance issue is resolved and payment has been received; item 5 – there has been no response from Brownies. Paul will check whether payment from the group is up to date. item 8.1 – the drains are all fine now. ACTION – PAUL TO CHECK BROWNIES’ PAYMENTS 4. Financial matters 4.1. Adoption of audited 2007-2008 end-of-year accounts - William proposed that the audited accounts be adopted, Paul seconded and all agreed. 4.2. Treasurer’s report – Roger presented the latest finance report as of 31st August 2008. (The received/spent heading should read “(31/08/08)” He commented that the maintenance and repair expenditure is over half the annual allocation but this includes the 2 machines bought for maintaining the hall floor. The August rental income is usually lower than other months and should increase for the rest of the year and we look to be on target for annual income/expenditure targets. 4.3. Proposal for increase in rental charges – Roger put forward a proposal to increase the rental charges by around 5% as from 1st November 2008. This would generate around £650 extra income for the year. It will be the first increase for 2 years. After discussion it was agreed that the increase would not come into effect until April 2009 to give user groups 6 months notice and that the large hall charge to a core user would be rounded up to £16 for ease of administration. The ratcheting up charges also need to be increased. Rental rates will be reviewed annually in September. William proposed that we accept the proposal, David seconded and all were in favour. ACTION – ROGER AND PAUL TO WORK OUT INCREASES FOR RATCHETING CHARGES 4.4. Proposal to pay off a sum from the PWLB loan – Roger proposed that we pay off £5K this year, around £2K of which will come from surplus operational income and the rest from the reserve. There followed a lengthy discussion about the purpose of the reserve and the level at which it needs to be kept at. The reserve is used to pay for extras that cannot be paid for from the operational income and for major maintenance and further development. Roger suggested that we should keep the reserve at 10% of the value of the hall which will be in the region of £25K. Bob commented that because of being awarded grants for the new hall we have a higher reserve than was initially expected, hence the large lump sum that was paid off last year and the proposed sum to be paid off this year. Once the reserve is at an acceptable level it was suggested that a much smaller amount is paid off each year; perhaps a percentage of the surplus operational income, with the remainder going into the reserve fund. Peter proposed to accept Roger’s proposal, Alan seconded and all agreed. 4.5. Overdue rental payments – is Westlea Housing’s payment overdue? Paul will investigate. ACTION: PAUL TO INVESTIGATE WESTLEA HOUSING PAYMENTS 4.6. Charging rental deposits: a review of policy – At present there is no policy for checking the hall before and after use by a risky group. Roger holds the deposit that is required but does not know whether to pay it back and when. It was agreed to keep the use of requiring a deposit to a minimum. 5. Hall bookings – 5.1. RAW performance – 18th October - Anne has booked Tom Bliss to perform and would like help on the night setting up and running a bar. She will apply for a TENS and put out an e-mail requesting help nearer the time. ACTION: ANNE TO APPLY FOR A TENS 5.2. Harfest are already booking the hall for the same time next year. Some events need extra time to set up and so some hall users may be bumped off. 5.3. New Year’s Eve celebrations – the same group as last year have booked the hall. This time they would like the event to be open to the village so Paul proposed charging £50 for the hall - this is a village rate with extra charge for the hall being used until 1am. He may need to charge a deposit. 6. Current TENS applications report – 3 so far this year, which includes the bar for the RAW performance. 7. Administrative matters 7.1. Wiltshire Village Hall Association “Hallmark Scheme” – The Hallmark Scheme has 3 levels. Hallmark 1 is concerned with charity administration and management and we could easily pass this level. Hallmark 2 is concerned with health, safety, security and licences and at the moment we would fail too many of the items to pass. It was decided to use the list as a check list but not to take it any further. 7.2. Version 3 of the “Conditions of Hire” document – Bob will now get this printed. Paul would like both hard and soft copies. 7.3. Lighting and fire alarm testing schedule – Julian has completed the draft. He would like to discuss the log book with Bob. 8. Reports on site maintenance and development issues – 8.1. Projector: ordering replacement bulb – Bob reported that a replacement bulb costs £220 and lasts around 2,000 hours. Should we charge for the usage of the projector to take account of this cost? Paul suggests buying a new bulb near the end of the expected lifetime of the current bulb. 8.2. Decorating of main and small halls – Bob reported that the work was done well. 8.3. Renovation hall floor and new machines – Peter reported that the new wet pick up machine saved around 5 or 6 hours on the floor stripping which is a significant improvement. The new 400rpm buffing machine, if used regularly, will extend the time between re-coating the floor from 6 months to 9 months. 8.4. Upgrading sound PA system – Roger reported that his has been adjusted and seems to be better. 8.5. Annual test of fire fighting equipment – This is due soon. 8.6. Annual test of portable electrical equipment – Bob will use the same company as last time, but will check first with the PCC. 8.7. “No Right of Way” signage – nothing new 8.8. Damage to external front wall behind down pipe – Bob pointed out that an external panel has been damaged. We need to monitor whether the crack lets in water. We could possibly claim on the insurance but are unsure when the damage occurred. 8.9. Leaking gutter – front of hall – Bob will have a look at this. ACTION – BOB TO CHECK GUTTER 8.10. New storage for chairs and tables currently in Victor’s barn – The trestle tables and chairs belong to the hall and are useful to keep. We may need to look at buying a shed for storage. 9. Committee support for Annual Show – we have a team to put out tables. 10. AOB 10.1. It was agreed that we donate £150 to the Hullavington Newsletter. 10.2. Paul reported that there is a dog show at The Star on the morning of the Autumn Show and that there will be 4 Hullavington village trophies to be presented at the show. 50% of the takings from the dog show will be given to the hall. 10.3. Joan voiced her concern that July’s school fete was advertised as the village fete, although only the school organised it. 10.4. Julian recently replaced a broken toilet seat in the ladies. 10.5. David will again request advance Saturday bookings in the newsletter. 10.6. Roger is looking into moving the savings account to one paying higher interest. 10.7. Anne informed the committee of the latest CVS training programme. 10.8. John voiced his appreciation of other user groups’ tolerance during the week of the summer activity school. 10.9. Maggie has a clock that she will donate to the small hall. 11. Confirm date of the next hall committee meeting: Wednesday 5th November 2008 at 8pm There being no further business the meeting was closed at 9.55 pm. |