Download Watlington Village Hall Management Committee

Watlington Village Hall Management Committee
MINUTES
Monday 16 March 2015
Committee Room at 7.30pm
Present: Vicky Wass, Colin Vince, Mike Cooke, Barbara Church, Brenda Leedell, Jean Golding, Chris Scott,
Cyril Pike, Kate Carpenter
Apologies: Brian Toates, Peter Dagnall, John Church, Matt Kerslake, Ailsa Beattie
Item
1
Agenda Item
Minutes of 19th January 2015
2
3
Matters arising
Reports to Committee
Minute and Action
Approved and signed as a correct record.
3.1
Treasurer’s Report
Accounts similar to last year, plus inflation. No exceptional
items to report. The year to date accounts are showing a
healthy surplus of £2729. Insurance has risen by £66 to £1338
as a result of 5.5% index linking on building insurance and 1.6%
on contents
3.2
Secretary’s Report
Update on enquiries regarding defibrillator. Parish council
to be contacted.
Request from council regarding office facilities. The Parish
Council would like sole access and that members of the
public could only use it when the parish clerk or councillor
were there. Colin proposed that two officers meet with
the councillors and parish clerk to decide on the detail and
form an agreement subject to approval at the next
meeting. Colin and Mike volunteered.
Agreement from Parish Council regarding Players
container subject to confirmation from the Diocese. The
Players have sourced most of the funds to pay for this.
Groups contacted regarding child protection policies.
Policies will be displayed and reviewed at the next
meeting.
3.3
Booking Secretary’s Report
WI jumble sale next month (11th April) the charge needs to be
agreed. Cyril proposed this be the standard club rate plus 50%
as proceeds are for a village charitable project. This was
seconded and agreed.
The same will apply for The Players fundraiser on 11th April.
This is a temporary provision until the fee structures are
reviewed in the Autumn.
3.4
Events Co-ordinator’s
Update/ Box Office and
Village Screen
Quiz on March 7th raised of £465.75
Our subscription to creative arts east is up for renewal. £30 p.a.
This was recommended by the officers and approved.
The last village screen attracted 36 people. The next film is Mr
Turner on the 21st March. Kate requested that someone else
get involved in the projector side of showing the films. This will
be advertised on Saturday at the next film.
The committee agreed to continue to fund the Village Screen
for the rest of 2015.
4
4.2
4.5
Capital Projects
Building Insulation
Main Hall Kitchen Upgrade
Solar panels idea to be pursued.
Update –
Contact has been made with several builders to provide quotes.
An architect has reviewed the plans. He suggested they
needed “tightening up” and more detail adding so
accurate quotes can be obtained.
Cyril and Colin have identified 3 areas to look at:
1) Tightening up the plans
2) Reviewing the consultation papers and focusing
on user groups.
3) Identifying grants available.
The officers feel we need professional guidance with the
plans so quotes will be obtained by the end of the month.
4.6
Minor Capital Projects
5.1
Building Services
Cleaning Liaison Officers
Report
5
5.2
Contracts
5.3
Loft Safety & Storage
Review
5.4
Health & Safety Review
We are advertising for a relief cleaner. The appointment panel
is Barbara, Kate and Colin.
Cleaners positions to be reviewed at the May committee
meeting.
Left over wood is being stored in the loft. The area above the
kitchen will be boarded once the kitchen project has been
completed.
Age Verification, Equal Opportunities and Child Protection
policies to be circulated and reviewed.
Mike has produced a brief "bullet point" summary of important
conditions for all hirers. This is to be circulated and reviewed.
5.9
6
Heating / Weather
Box Office / Communications
The boiler programmer face will need replacing in the near
future. John will keep an eye on this.
6.4
Office Facilities
What is the future for the office?
Peter was contacted by the Borough Council to see if the
community information point was still available. He told them it
was at the moment.
Would it be possible to get any funding for a new computer
from the borough council.
6.5
200 Club
6.6
Website / Facebook
6.7
Clubs Feedback
6.8
Bookings Procedures
6.9
Any Other Business
10 vacancies. This was advertised in The Gossip.
The committee have been asked for suggestions as to what the
village hall can do at the village fete. The theme is the 40’s.
Matt has suggested to promote the Village Screen village films
could be shown and possibly promotions for upcoming films.
MAINTENANCE SUB-AGENDA
1
Front Garden
The brambles have been cut back and the
fence can now be mended. Cyril will price
this up to put in concrete posts.
The car park entrance area is untidy. Cyril
will tidy this up.
2
Bottle Banks
3
Security
4
Maintenance Items
The area where the bottle banks has
been tidied.
The refurbished chairs are deteriorating.
They need replacing with new cushioned
chairs. This will be treated as a separate
project. Broken chairs should be put in
the shower room.
The block weaving is weedy and untidy.
Cyril will look into pressure washing this.
Cyril and Mike have prepared a list of
maintenance items that need attention.
Mike will pass the list onto to Chris Scott and
see if he can do some jobs.
CP