Hullavington Village Hall Management

Committee

MINUTES OF HULLAVINGTON VILLAGE HALL MANAGEMENT COMMITTEE MEETING HELD ON

WEDNESDAY 3rd MARCH 2010 IN THE VILLAGE HALL

 PRESENT: Bob Fenner, Frank Birlison, Rachel Hurst, Liz Parry-Williams, Peter Parry-Williams, Nick Fry, Fraser Haffenden, Roger Gee, Alan Henson, Dave Hunt, Julian Greenman, Paul Hadley,  Anna Durrant.

 1.    Apologies: Joan Shaw.

2.    Minutes of the last meeting held on 6^th January 2010 were agreed.

 3.    Matters arising – 5.4 - this has been dealt with and largely resolved

                              11.3 - Frank will work out costings for new starters for the lights.

ACTION: FRANK TO WORK OUT COSTINGS FOR NEW STARTERS

 4.    Financial Matters

4.1.  Financial report/s – Roger reported that the figures for the CAF deposit account should read £20,300 for Feb. 2010 report and the total assets are £35,543. The rental income is almost £11K; slightly lower than what is needed to meet the year's budgeted income. The only outstanding item in the expenditure is the £2,800 spent on the audio equipment. At the end of the financial year Roger expects a surplus of £2K - £3K. The film club has stated that it will make a donation towards the cost of the new audio equipment.

4.2.  Treasurer's arrangements for "closing" the annual accounts– Roger requested that user groups make payments before the end of March . He would prefer that we pay for a professional audit again this year. Bob reported that Paul Carpenter may be pricier this year.

4.3.  Application for a grant towards cost of hearing loop installation – The next Area Board meeting will be in Chippenham in May and we will try for a matched funding grant.

4.4.  Mismatches between invoices submitted and rental payments received – Around 11 invoices are mismatched. Many of these were caused by sessions being cancelled due to the snow with information not getting back to Bob to adjust the invoice. Bob will have another look at the Conditions of Hire and the booking confirmation and invoice arrangements. There are some discrepancies with the use of unconfirmed bookings and it was agreed that they would not be used; all possible dates would be booked and then cancelled when a date was set.

ACTION: BOB TO CHECK CONDITIONS OF HIRE DOCUMENT

5.    Hall bookings

5.1.  New Bookings - A couple in the village would like to hire the hall for 1/2 sessions to practice ballroom dancing. The options were discussed and it was agreed that they would be offered a 4 hour session which could be taken in 1/2 hourly or hourly sessions in between other bookings.

5.2.  Recently confirmed bookings -

5.2.1.    Chippenham Light Opera Group (CLOGS). Concert in the hall on Friday 21st May 2010 now confirmed and hall booked - Simon and Anna will organise and run a bar on the night and get the TENS. The profit from the bar and 50% of the ticket sales will go to the hall.

5.2.2.    Use of village hall for elections - Thursday 6th May 2010. Hall booked but final confirmation not yet received - 3 or 4 groups will need to be bumped off for this.

5.3.  Advance regular restrictions on hall bookings for regular maintenance work (e.g. hall floor renovation) - Bob suggested that, in order to keep the standard of the hall high, we need to take time out for maintenance which would mean that the hall was not available for the full 52 weeks of the year. This may mean a 2% reduction in rental income which should be offset by a rise in rental prices. A Friday evening and all day Saturday should cover this scheduled maintenance. It was agreed that Good Friday and Easter Saturday would be good dates for the next clean, but that regular scheduled sessions should be booked in August and February during school holidays.

ACTION: PETER AND LIZ, WITH HELP FROM COMMITTEE, TO CLEAN FLOOR.

6.    Current Temporary Event Notice applications report – None so far this year. Anna will get a TENS for the RAW performance and one for the CLOGS.

ACTION: ANNA TO APPLY FOR 2 TENS

 7.    Hall-related social events -

7.1.  Update on next RAW event on 10th April 2010 - Anna reported that the next event will be a dance company Cscape. She does not yet have tickets to sell but it will be advertised in The Parish Life and Hullavington News in April. There are 5 dancers who will probably require beds for the night; Rachel said that she is willing to put up 2 people in a double bed. Anna will e-mail the committee for help when more information is available.

8.    2nd quotation received for work on the car park tarmac to deal with water pooling –

A quote for £2674 excl. VAT has been received from Thornbury for grading the tarmac so that water runs off onto the gravel area. The area needs to be scanned to make sure that any pipes and cables are not disturbed when any work is done. After discussion it was agreed to go for the regrading of the tarmac rather than the more expensive option of digging a soak-away. We need to keep the hall operating during the work. When Bob returns from holiday he will write a detailed letter to Thornbury explaining what is required and try to get a guarantee from them that the work will be effective.

ACTION: BOB TO WRITE TO THORNBURY

9.    Minor projects/repairs - Action needed

9.1.  Clean up and paint the external porch area – Bob will get a quote from Roger Parnaby.

9.2.  Clean the fascia and soffit boards - Bob to get a quote from Wayne Morris.

9.3.  Internal decoration - Dave is happy to continue what he has been doing.

9.4.  Dealing with broken/faulty emergency lights - The emergency light in the foyer is dull and the outside light is not working - Frank agreed to have a look.

ACTION: BOB TO GET QUOTES FOR WORK

                  DAVE TO CONTINUE DECORATING      

                  FRANK TO LOOK AT FAULTY LIGHTING

 10.  Future major hall maintenance projects

10.1.       Pressure washing the exterior walls – Terrapin recommend cleaning the exterior by pressure washing. We may be able to do this ourselves with an outside tap.

10.2.      Full cleaning and decoration in the main hall - We need big ladders to clean the cobwebs, replace lights etc.  

11.  AOB

·         Bob thanked all those (Maggie Dyson, Isobel Acott and Anna) for their effort in the Calor Village of the Year competition for 2009. We now have a framed runner up certificate.

·         Julian reported that the tap in the disabled toilet swivels.

·         Roger questioned when we last had the electrical appliances PAT tested. It needs to be done annually and is overdue. Roger will look into it.

·         Bob reported that we currently pay 1% of rental income to the Performing Rights; we also need to pay a percentage to the Phonographic Performance Ltd. (PPL)

ACTION: ROGER TO ARRANGE TESTING OF ELECTRICAL APPLIANCES

12.  Date of next meeting – Wednesday 5th May at 8pm in the hall.

There being no further business the meeting closed at 9.45pm.

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