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Hullavington Village Hall ManagementCommitteeMINUTES OF HULLAVINGTON VILLAGE HALL MANAGEMENT COMMITTEE MEETING HELD ON WEDNESDAY 4th May 2010 IN THE VILLAGE HALL
PRESENT: Bob Fenner, Joan Shaw, Rachel Hurst, Liz Parry-Williams, Roger Gee, Dave Hunt, Julian Greenman, Paul Hadley, Anna Durrant. 1. Apologies: Frank Birlison, Peter Parry-Williams, Fraser Haffenden, Alan Henson, Nick Fry. 2. Minutes of the last meeting held on 3rd March 2010 were agreed and signed. 3. Matters arising: 3 - Frank still to work out costings for new starters. 4.4 - Bob still needs to look at hire document 5.3 - Floor was stripped and cleaned over the Easter holidays 6 - Anna booked the TENS 8 - still to do 11 - the PAT testing has been done. 4. Financial Matters 4.1. Financial report/s – see 4.2 4.2. The 2009-2010 annual accounts - Roger presented the annual accounts for the year 2009-2010. The income this year is almost £1K less than last year, but the reserves are over £2K more; the expenditure is much as was expected. Roger will use Paul Carpenter to audit the accounts if he is not too expensive. Bob suggested making a donation towards Hullavington News, which we have not done yet this year. The amount will be decided at the AGM. It would be quite nice to see other generators of income in the report e.g. private parties. RAW and other such events could be categorized as HEDG events. 4.3. Action to be taken against persistent late rental payers - Roger still hasn't received payment from the Brownies and has no response to e-mails that he's sent. We need better co-ordination between those taking bookings, making corrections to invoices and the treasurer. Various ways to persuade late payers to pay on time was discussed. Paul will talk to Maureen. ACTION: PAUL TO HAVE A WORD WITH MAUREEN ABOUT LATE PAYMENT 4.4. Application for a grant towards cost of hearing loop installation – Paul has found a company that fits hearing loops into church buildings - he will get them to give us a quote which can then be presented to the Area Board for a grant application. 4.5. Donation received from the Film Club - thanks to them for the £100 donation. 5. Vandalism at, and misuse of, village hall site and premises. 5.1. Reports and statements of occurrences - Bill Dupre has seen a handful of youngsters deliberately aiming footballs at the ventilation grilles (which are now both broken) and windows and climbing onto the roof of the hall. 5.2. The hall committee's proposed course of action(s) - After discussion it was agreed to put up notices stating "no ball games" and "this site is private property - any unauthorised use is prohibited" by the entrance to the car park and by the footpath at the back of the hall. We will also make contact with the community police. Anna will have a private word with one of the parents of a couple of the boys identified. ACTION: BOB TO GET SIGNS MADE ANNA TO TALK TO PARENT 5.3. Proposed insert for the Newsletter - Dave will make his usual report for the Newsletter and Bob will reword his document into a separate red A5 leaflet with a short punchy message about the vandalism for inserting into the Newsletter ACTION: DAVE TO WRITE REPORT FOR NEWSLETTER BOB TO REWORD DOCUMENT ON VANDALISM 5.4. Other actions needed -. Bob suggested covering the grilles with metal covers to protect them once they are fixed. Julian will research getting new grilles. Fitting security cameras was discussed. Rachel suggested consulting the community police about what is most effective. ACTION: JULIAN TO RESEARCH NEW GRILLES 6. Hall bookings - updates and comments 6.1. New bookings - A Zumba fitness/dance class is starting on Friday mornings at 10am with Becky Browning running it. Paul commented that he would like to add an "additional user requirements" column onto the booking form so that he is able to adapt the rental price to suit the needs and uses of the various groups that approach him. We could consider having a list of suitable and willing village youngsters who could be approached to earn some pocket money helping out with catering etc. at certain village hall events. 6.2. Arrangements for the use of the hall for elections on Thursday 6th May 2010 - Liz will open up the hall at 6.30am and Bob will lock up at 10.15pm. Bob will put up notices directing people away from using the fire exits as entrances. 6.3. Dates booked for regular hall maintenance work (e.g. hall floor renovation) 6.3.1. Report on recent hall floor cleaning/renovation work - Liz reported that this was done over the Easter holidays. Peter will e-mail Bob to book the dates for the next hall floor renovation. Thank you to Dave and Paul who painted under the dado rail in the Fenner Hall. ACTION: PETER TO E-MAIL BOB WITH DATES FOR NEXT FLOOR RENOVATION 7. Publicising forthcoming AGM and appeal for new committee members etc. - AGM will be held on July 7th. Dave will advertise this in the Newsletter; Bob will put up some signs in the village. ACTION: DAVE TO ADVERTISE IN NEWSLETTER BOB TO PUT UP SIGNS 8. Hall related social events 8.1. Comments on RAW event held on 10th April – Anna reported that numbers were good (52 people) and the event was well received. Cscape Dance Company had made good use of their and our staging to make a staggered seating arrangement for the audience. Bob has been looking at buying some half units and rails to increase the flexibility of our staging. 8.2. CLOGS Concert in the hall on Friday 21st May - Bob will put up signs; Anna and Simon are running the bar. ACTION: BOB TO ADVERTISE EVENT ANNA TO BUY BOOZE AND RUN BAR 9. Current Temporary Event Notice applications report - 2 so far this calendar year. 10. AOB - there was none 11. Date of next meeting – Wednesday 7th July 2010 in the hall 7.30 pm for the AGM 8 pm for the committee meeting There being no further business the meeting closed at 9.25pm.
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