Hullavington Village Hall Management

Committee

Meeting held on  Wednesday 3rd November 2010

 PRESENT: Bob Fenner, Joan Shaw, Rachel Hurst, Frank Birlison, Liz Parry-Williams, Dave Hunt, Paul Hadley,  Alan Henson, Julian Greenman, Anna Durrant.

1.    Apologies: Peter Parry-Williams, Nick Fry, Fraser Haffenden, Roger Gee.

2.    Minutes of the last meeting held on 1st September 2010 were agreed and signed.

 3.    Matters arising:

3.1.      £50 was donated to The British Heart Foundation in memory of Victor Rawlins. It was agreed that the small hall be named The Rawlins Room with a wooden naming plate and a small brass plaque placed in the small hall with a small framed picture of Victor. ACTION: ANNA TO MAKE PICTURE; BOB TO GET NAMING PLATES MADE FOR FENNER ROOM AND RAWLINS ROOM AND THE BRASS PLAQUE.

4.    The 200 Club - John Greenwood is standing down as co-ordinator in September 2011 and Rachel has agreed to take over his role. Margaret Saunders from The Parklands has taken over Peter Rawsthorne's role as a collector. There are still 14 places not taken in the 200 club; it was suggested that a push to fill the vacancies could be made at the Christmas Market on November 20th.

5.    Financial Matters

5.1. Current financial report - Roger was not present at the meeting but his monthly report is attached. Bob commented that the figure of £272 for window cleaning includes the money spent on cleaning the fascias, soffit boards and gutters by the window cleaner.

A vote was taken where it was unanimously agreed that all were in favour of paying back £2K of the PWLB, as Roger has proposed. However, this will have to be delayed while a review of the policy of early repayments is made by the PWLB. The terms of the 30 year loan of £55K, with an annual interest rate of 4.4%, in March 2006 were that the Parish Council make 2 half yearly payments of almost £1660. If it proves not acceptable to make extra repayments then Bob suggests that the Village Hall committee could take over one of the half yearly payments from the PC so that the parish precept can be reduced. The committee would like acknowledgement that the extra repayments already made have reduced the capital still owing.

5.2. Any late or non-payment matters - nothing to report.

5.3. Review of hall rental prices - Roger proposes, that in view of the current economic situation and the hall's healthy reserves, the rental prices for next year are not increased.  

6.    Hall bookings - updates and comments

6.1. New bookings -  The next WEA sessions need to be in the large hall rather than the small hall because of the high numbers expected.

6.2. "Street Dance" lessons/sessions - Alison Green is booking in 6 week blocks.        

7.    Hall related social events

7.1. Report on RAW event on 30th October - Anna reported that Hamlet was well attended and very well received with 58 tickets sold and £90 profit made for the hall.  

8.    Current Temporary Event Notice applications report - 3 so far this calendar year. Helen Davies may take out a TENS for a party booked in the hall on January 15th next year. 

9.    Current hall maintenance/repair matters

9.1. Recent unblocking of hall sewers - the sewers overflowed recently by the front door - Peter and Sue Fenner cleared them by flushing through with disinfectant and water. The problem arises because of a kink in the pipe work, too gentle a run off slope and infrequent use. It was suggested that the "property management" person employed could regularly put a hose down the pipes to keep them clear. 

9.2. Trimming of the beech hedge - Jack did an excellent job - thanks to Frank for organising.

9.3. Potentially failing front door key lock -  Some members' keys are starting to have difficulty locking up. Do we have a guarantee for the lock and keys from the supplier? Paul suggested that we have too many keys (36) for the lock; the lock wears away quicker with so many slightly varying keys. Various options were discussed:

·         buying extra barrels next time with the keys, so that the barrel can be replaced when worn out without replacing all the keys at the same time.

·         Buying soft keys (brass) with a hard barrel so that the barrel does not wear out.

·         Distribute keys to a metal cabinet which contains the only key for the front door.

Key pads were discussed but not considered secure enough.

9.4. Comments on the search for a "Property Management" person/service - Greg Ayliffe would be interested. Roger Parnaby was suggested and Paul will approach him. Frank suggested that we offer a fixed retainer per month which includes, say, 4 hours per month work. Any more that this would be payable at £12 per hour.

ACTION: BOB TO DO A DRAFT TERMS OF REFERENCE

10. Possible ways of increasing active members on the hall management committee - Bob suggested that some user groups could have more than 1 representative and we would adjust the constitution to allow for more members. We may not need more members if a property management person is employed.

11. AOB -

11.1.     The Poetry group would like to donate £65 towards a new notice board for the Rawlin's room. Peter will see what stock he has to make one like the existing one.

ACTION: PETER TO MAKE NEW NOTICE BOARD

11.2.      David will lock the car park gates for a period of 24 hours over Christmas.

11.3.      David will mention in the Newsletter that villagers should think about possible Saturday bookings of the hall for next year in plenty of time so that regular users are warned of being bumped off.

11.4.      Paul and David will put up Christmas decorations on the last Friday in November.

11.5.      Liz requests that the Brownies group clean tables after use.

ACTION: DAVID TO ADD SATURDAYS BOOKINGS TO HIS HALL ITEM IN NEWSLETTER; DAVID TO LOCK GATES TO HALL FOR 24 HOURS OVER CHRISTMAS

PAUL AND DAVID TO PUT UP CHRISTMAS DECORATIONS.

12. Date of next meeting – Wednesday 2nd February 2010 in the hall

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

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