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Hullavington Village Hall ManagementCommitteeMinutes of Hullavington Village Hall Management Committee Meeting held on Wednesday 2nd September 2009 in the Village Hall
PRESENT: Bob Fenner, Paul Hadley, Roger Gee, Peter Parry-Williams, Joan Shaw, Frank Birlison, Julian Greenman, David Hunt. 1. Apologies: Anna Durrant, Nick Fry, Rachel Hurst, Sharon Lamont, Liz Parry-Williams. 2. Minutes of the last meeting held on 8th July 2009 were agreed and signed. 3. Matters arising: From 12.3 Frank Birlison reported on his investigation into the costs of providing motion sensors, and other associated work and equipment, to control lights being left on in the toilets. The likely costs would be in the region of £300 - £400. It was agreed not to proceed as it would take far too long to recover the outlay through a reduction in the frequency of lights being left on. 4. Financial matters 4.1. Roger presented, and commented on, the current financial report up to August 2009. This report was accepted. 4.2. It was agreed that the decision as to increase rental charges (with effect from 1st April 2010) should be revisited at the November 2009 meeting of the committee. 5. Hall bookings update 5.1. The Chippenham Area Board Meeting will take place in the village hall during the evening of Monday 11th January 2010 after Short Mat Bowls and Line Dancing kindly agreed to give up their regular bookings. 5.2. Paul reported that the Dog Training class wanted to continue with regular Friday evening bookings. This would cause difficulties with, in particular, Film Club’s proposal to hold additional film evenings in October, November and December 2009 and January, February and March 2010. The Film Club would investigate as to whether alternative monthly dates/days (e.g., Saturday evenings) would be suitable alternatives. Bob’s suggestion that one Dog Training session per month be “bumped” to allow for the Film Club’s proposed additional programme was rejected by the committee. 5.3. Paul Hadley asked whether the presentation of the film “Whiskey Galore” on Wednesday 9th September 2009 was a Film Club or HarFest 2009 event. It was confirmed that it was an HarFest event. Paul confirmed that he would prepare the appropriate booking confirmation and invoice and sent this to the HarFest committee. ACTION: PAUL TO ISSUE BOOKING CONFIRMATION AND INVOICE 6. Current Temporary Event Notice Applications. The committee presumed that a TENs would be applied for in connection with the RAW event planned for 24th October 2009 (see agenda item 7 below). 7. RAW event. This has now been confirmed for Saturday 24th October. Bob and Paul will liaise with Anna on her return from holiday over such matters as publicity and promotion, setting up and running the event, running the bar etc. ACTION: BOB TO LIAISE WITH ANNA ABOUT HELP NEEDED. 8. Quotation for audio-visual upgrade. Quotations for different options had been received from EES (Swindon) Limited and these are attached to the minutes. After some discussion it was agreed that the hall should go for the:
8.1. Viewsonic 3,000 lumes projector 8.2. 5.1 Surround Sound system 8.3. A new “16 X 9” proportional screen 8.4. A pair of UHF radio microphones and associated equipment The Film Club have indicated that they would be abe to contribute an immediate £200 towards the cost of the upgrade, with perhaps further contributions being made in the future from annual surpluses. Roger requested that a second quotation, to cover exactly the same level of provision as quoted for by EES (Swindon) Limited, be obtained before the project could be moved forward. It was agreed that the quotation from EES for the provision and installation of a hearing loop system in both the main and small halls be looked upon as a separate project from the main audio-visual upgrade. It is very likely that a grant to cover part of the cost could be obtained. 9 & 10 Village Hall maintenance. A document listing those maintenance tasks that had been done, and those tasks that still needed doing, was reviewed and discussed. 11. Problems with front door lock and some plumbing systems. It was agreed that Bob should ask Pete Shepherd to deal with plumbing problems – the cistemiser in gents’ toilet and two faulty hot water taps. Plans were made and agreed for the replacement of the faulty lock in the front door, and for the cutting and re-issuing of some 30 new keys to main hall users and committee members. Frank Birlison would replace the lock and Paul Hadley would get 30 new keys cut. ACTION: BOB TO BRIEF PETE SHEPHERD ACTION: FRANK TO REPLACE FRONT DOOR LOCK ACTION: PAUL TO GET NEW KEYS CUT 12. Future projects. Plans for the cleaning, renovation and/or repainting of the fascia and soffit boards along the front and back of the hall, the whole of the external porch area and the entire internal space of the main hall were discussed. It was decided that quotations should be obtained for covering the external fascia and soffit boards with plastic cladding. 13. Annual Show. Final arrangements for supporting this event were discussed and agreed. The main need for help would be for set up activities at the hall at 7.00 p.m. on Friday 4th September. 14. Any Other Business. 1. Bob reviewed and acknowledged the wonderful work put in by Maggie Dyson to promote Hullavington Village Hall in the Calor Gas competition. It was agreed that the committee should present Maggie with a gift in recognition of her work. ACTION: FRANK TO ADVISE BOB REGARDING A SUITABLE GIFT FOR MAGGIE. 2. Bob informed the committee of the forthcoming departure of Canon Andrew Evans for the village and Church. The committee acknowledged the valuable role that Andrew Evans had played in the lie and work of the village hall over many years. It was agreed that the village hall committee should present a gift of a £25 book token to Andrew on the occasion of his leaving event. ACTION: BOB TO PURCHASE BOOK TOKEN AND CARD. 3. Bob reported that a letter of thanks had been received from the Chairperson of the HSA in recognition of the help and support that had been given by the committee to the Village Fete. 4. Bob reported that the village hall’s photocopier had now ceased to function. It was agreed that it would not be necessary for the hall to purchase a new one. The much reduced level of hall photocopying would in future be done on Bob’s personal copier – for which the hall would pay a “per-page” charge, as this would be much cheaper than the hall buying a new copier. 15. Date of next meeting – Wednesday 4th November 2009
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