Hullavington Village Hall Management

Committee

held on

Wednesday 8th July 2009 in the Village Hall

PRESENT: Bob Fenner, Roger Gee, Peter Parry-Williams, Paul Hadley, Alan Henson, Joan Shaw, Julian Greenman, Sharon Lamont, Frank Birlison, Anne Durrant.

1.      Apologies: David Hunt, Rachel Hurst, Elizabeth Parry-Williams.

2.      Minutes of the last meeting held on 6th May 2009 were agreed, with addition, and signed.

3.      Matters arising – All contained in agenda

4.      Financial matters

4.1.  Any matters raised by the Treasurer - Roger presented the finance report as of 30th June 2009. He commented that payments were slow to come in at the moment. He thanked Liz Parry-Williams for donating £15.50 from a tea in the garden event. It was agreed to postpone making any payment to the PWLB until later in the year when we have a clearer idea of how the finances are going.

4.2.  Review of thinking regarding next rental increase - Should we plan to increase rental charges from April next year? Roger felt that under the present economic downturn we should try and keep the prices down. It might be useful to make a  comparison of other halls' charges.

5.      Hall bookings - updates and comments

5.1.  Request by Wiltshire Unitary Authority to hold occasional Chippenham Area Board Meetings at Hullavington Village Hall - These would take place on  Monday evenings but may only happen once every 2 years or so. Bob will write to Jackie Henson of Short Mat Bowls to find out if they are willing to give up the occasional session.

ACTION: BOB TO WRITE TO SHORT MAT BOWLS

5.2.  Dog training - current booking profile -  Paul explained that the dog training switches from Saturday mornings to Friday mornings during the summer months because of dog shows taking place on Saturdays.

5.3.  Provision of hard copy documentation for user groups without e-mail or internet limitations -  all documentation for Short Mat Bowls needs to be in hard copy. Jackie Henson then needs to check her pigeon hole in the foyer regularly for post.

6.      Current Temporary Event Notice applications report - 1 so far this calendar year.

7.      Hall related social events

7.1.  Update - RAW event on 24th or 31st Oct. or 21st Nov 2009 - Anna has not heard anything from the RAW organiser.

(She has since learnt that we have a performance booked for 24th October - Michael Lunts, an actor and pianist who will perform 'A Dramatic Portrait of Frederick Chopin' - keep this date free in your diary!)

8.      Review of Village Hall policy relating to:

8.1.  User Group representatives - It would be advantageous to the running of the hall to have more user groups represented on the committee, but in practice it is unlikely that anyone from a group based outside the village would be willing to join. 

8.2.  Storage - Paul and Bob will meet to look at the situation.

ACTION - PAUL AND BOB TO LOOK INTO STORAGE SITUATION

9.      Hall operational matters -

9.1.  Proposal to employ a Village Hall "Custodian/Caretaker" - Bob presented a proposal explaining the reasons, rationale, possible responsibilities, possible payment systems and how the funds would be raised. This is attached. Frank commented that we should be wary of 'employing' someone because of legal requirements; it may be better to pay someone on a contractual basis. Sharon thought that we may need more than one person to take on the duty of checking on, and helping, at weekend parties if they become very frequent. Roger will find out how other village halls cope with these tasks.

ACTION: ROGER TO CHECK WITH OTHER HALLS

9.2.  Village Hall "Working Party" days: Sat 8th and 15th August - Since booking these days Bob has realised that he cannot make either of them. Bob will send around suggestions for other dates and an updated list. The hall is quiet throughout most of August, other than the children's summer club.

9.3.  Update "What needs doing list" - Bob will update

ACTION: BOB TO UPDATE "TO DO" LIST AND DATES FOR WORKING PARTIES AND SEND AROUND COMMITTEE MEMBERS

10. Audio-visual enhancement update - Paul installed a new scart lead which does not seem to have helped significantly. Bob and Paul will contact a company for advice.

ACTION: BOB AND PAUL TO CONTACT EXPERTS.

11. Advance planning for the 33rd Annual Show on 5th September 2009. Help from hall committee members with

11.1.                   Set up activities during evening of Friday 4th September

11.2.                   Running the event of 5th September.

12. AOB -

12.1.                   Roger again requested a list for capital items wanted. Julian commented that rainwater is again pooling in the car park. A couple of committee members have been asked about providing a table tennis table. Bob commented that we need to know that there is a real need for one before we purchase. Julian reported that Dave has looked into purchasing a new display board for the car park at a cost of around £250. Julian suggested topping up the gravel in the car park.

12.2.                   Bob commented that the car park is occasionally used by children for playing and Sharon has seen broken glass around the back. It's difficult to know how we can keep them out.

12.3.                   Liz reported through Peter that lights were still being left on in the toilets and that Golden Threads and Brownies were not sweeping the floor after use. Frank suggested that we look into getting a motion sensor which is activated when the door is opened. He will look into this and get costings.

ACTION: FRANK TO GET COSTINGS FOR MOTION SENSORS FOR TOILETS.

12.4.                   Paul suggested that we look again at installing some bike racks; Bob commented that we can consider this as a part of the new hall project expenditure.

12.5.                   Bob thanked Maggie Dyson (and the WI) for choosing the Village Hall as a particular success in our village when entering the Wiltshire Calor Village of the Year Competition 2009. We have been shortlisted for the final round.

12.6.                   The beech hedge needs trimming again - Bob will get Ray Tylee to cut and clear.

ACTION: BOB TO CONTACT RAY TYLEE

12.7.                   Bob commented that no-one has yet done an audit on the Church's free use of the hall over the last 3 years. It was felt generally that the Church was not overusing the hall, so no further action will be taken.

13. Date of next meeting - Wednesday 2nd September 2009 at 8pm.

There being no further business the meeting was closed at 9.30 pm.

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