Hullavington Village Hall Management

Committee Meeting

held on  

WEDNESDAY 4TH JANUARY 2012 IN THE VILLAGE HALL

PRESENT: Roger Gee, Alan Henson, Paul Hadley, Eileen Fry, Rachel Hurst, Sarah Harmer,  Frank Birlison, Liz Parry-Williams, Peter Parry-Williams, Julian Greenman, David Hunt, Sheila Greenman,  Anna Durrant.

1.    Apologies: Bob Fenner, Nick Fry

2.    Minutes of the last meeting held on 2nd November 2011 were agreed and signed.

3.    Matters arising:

All items covered in this agenda

4.    Financial Matters

4.1. Treasurer's current report - Roger reported that £9,425 rent has been taken so far this financial year, which is on track. A cheque for £1000 has been received from 200 club, which is lower than last year but very welcome. A donation of £2K has been received from Victor Rawlins' estate. The treasurer pointed out that we still haven't spent from the capital budget this year and if nothing is spent then we need to consider what to do with the funds as we have a large reserve. He has moved just over £25K in the reserves from CAF into a Scottish Widows account which gives a better rate of interest.

4.2. Overdue rental payments - Roger reported that the Harfest rent has been sorted out. Splashdance are now 3 months in arrears. Paul commented that he has been out of action for the last couple of months and unable to chase up payments, but he should get the payment next Tuesday, January 10th. He is happy to continue chasing up the monthly payments; Roger is not happy to continue with the present arrangement. After much discussion, including the possibility of introducing a penalty fee for late payers, it was decided that Roger would write a strongly worded warning letter to Splashdance.

4.3. Increasing rental charges - Roger has calculated that next year's running costs will increase by about £2K. He suggests that we keep the increase to a minimum and increase rental prices by 3%; all agreed with this. Supplementary charges were discussed and it was agreed to increase all of them by £1, with the exception of the live music supplement which will be doubled from £6 to £12, which will help to combat the rise in payment for live music.

4.4. Victor Rawlins' estate donation - it was agreed that replacing the lights with LED equivalents was not a suitable use for the money - we want something other than consumables to remember him by.  There was concern that there may not be a need in the village for a table tennis table and that storage would be a problem. Sarah will gather a list of interested people to present to the committee. It was agreed to  upgrade the projector and screen; Paul will further research options.  

ACTION 1:  Roger write a warning letter to Charlotte of Splashdance

ACTION 2: Sarah to gather list of villagers interested in joining a table tennis club

ACTION 3: Paul to research suitable projector and screen.

5.    Hall Bookings - nothing to report

6.    Maintenance tasks and projects

6.1. -  Peter presented some figures for LED replacement bulbs - the total cost for the small hall, foyer and kitchen will be £952; the total cost for the Fenner room and store room will be £881. The money for this will come out of capital expenditure. It was agreed that Peter will install LED lights in the small hall; the rest will follow when we are satisfied that the result is good.

6.2. The problem with car park flooding is worse than ever and we really need to decide on a course of action. Julian suggested asking Thornbury for an updated quote and this was agreed.

6.3. Frank has been researching a replacement for the  front door lock. The cheapest option of a mechanical combination lock (£100 - £200) was not considered secure enough; Frank will look further into a swipe card or dongle system.

6.4. Peter presented some information about instant hot water heaters for the kitchen, both free standing and wall mounted. The demand seems to be for a water heater to heat water for washing up rather than for tea and coffee making; Peter will continue researching for an under sink option.

ACTION4 : Peter to organise purchase and fitting of LED lights in small hall.

ACTION 5: Julian to request new quote from Thornbury to fix flooding in car park.

ACTION 6: Frank to research swipe card lock for front door.

ACTION 7: Peter to research under sink hot water heater for kitchen.

 7.    AOB -

7.1. Julian requested that we install further PIR lighting in the car park as the present light is insufficient. If Julian gives Paul a diagram of where the lights need to go Paul will talk to Roger about arranging for an electrician to give us a quote. At the same time the electrician can check the extraction fan.

7.2. The next RAW performance is on Saturday February 25th at 7.30pm and is 'Bard Heads' by 'Finding the Will' - a modern day look at what might have happened next to characters from some of Shakespeare’s most loved plays.

ACTION 8: Julian to draw out plan for new PIR lighting in car park. 

 8.    Next meeting will be 8pm on Wednesday 7th March 2012 in the hall.

 There being no further business the meeting closed at 9.25pm.

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