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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