TODWICK VILLAGE HALL MANAGEMENT COMMITTEE
7.00pm, TUESDAY 27TH MARCH 2006

Present:

• Revd. David Bliss (Chair & Trustee)
• Mrs Margaret Grayson (Treasurer & Trustee)
• Mrs Jean Leah (Secretary & Trustee)
• Mrs Mari Gabbitas (Craft Group)
• Mrs Anne Rusling (Caretaker)
• Mrs Chris White (Tots & Toddlers Group)
• Mrs Liz Wainwright (Cricket Club)
• Mr Alan Tizard (Bowls Club)
• Mrs M Linda Hewitt (WI)
• Mr Harrry Bower (PCC)
• Mrs Mary Pavey (MU)
• Mrs Margaret Ware (Over 60s)
• Mrs Audrey Radford (WI)
• Mr John Gabbitas (Visitor)

Apologies:

• Mr John Palmer (Vice Chair, Trustee & Parish Council)
• Mrs Celia May (Harthill & District Child Minders)
• Mrs Gill Frith (Mothers Union)
• Mrs Ann Andrew (Mothers Union)
• Mrs Sandy Armstrong (Guides)

11/06 MINUTES OF THE PREVIOUS MEETING

• Revd. Bliss informed all present that advice had now been received from the Charity Commission. Their advice was that they acknowledged groups go out of existence; groups may lapse their membership until such times as they choose to exercise such a right and appoint a representative; and, for those groups not mentioned in the original Constitution, they are entitled to be on the Committee assuming the appropriate resolution has been adopted as required under clause 3(7).
• There was one amendment to the minutes of 07.02.06 relating to item 08/06. The minutes had reported that a health and safety incident involving a child had been reported in the respective User Group's accident book. This was incorrect and had in fact been reported in the Village Hall's accident book.
• Noting both the above, the Chairman signed the previous minutes of meetings held on 06.12.05 and 07.02.06.

12/06 MATTERS ARISING FROM THE MINUTES

12.1 Item 24.1/05 - Repair to Fire/Emergency Exit

• With thanks to John Gabbitas and the Village Handyman the door was now repaired.

12.2 Item 44.3/05 - Licensing Act 2005 Advice Session

• The proposed advice session regarding the new Licensing Act is still actively being pursued. Unfortunately none of the proposed dates had been mutually convenient but Revd. Bliss will notify all interested parties of the date as soon as details are known. Action: Chairman

12.3 Item 48/05 - Trustees Insurance Liability

• The Chairman said he was now in possession of the necessary proposal form. In order to progress the issue a discussion will be required with the other Trustees to obtain their consent. Submission of the form will also require the consent of the Charity Commission and this will be pursued if appropriate. Action: Chairman

12.4 Item 49.2/05 - Christmas Fayre Marketing

• Enquiries had revealed that a 6' plastic coated banner will cost £55.00 + VAT. If we decide to purchase a banner which is capable of having separate numbers on it so that the date can be up-dated year-on-year this will require further research (Harthill have something along similar lines). However, in view of the fact that it will not be required until after the refurbishment it was agreed this could be explored at a later date.

12.5 Item 07/06 - Return of Village Hall Cupboard Keys

• The issue had been resolved by fitting a new lock.

13/06 ELECTION OF 5th TRUSTEE

• The election had been deferred from the VHMC AGM as a result of the present fifth trustee not being at the meeting. Before proceeding with the election, the Chairman said he wished to place on record his and the Committee's thanks to Margaret Ware for her sterling work during the previous year. The Chairman then reported that the visitor present, John Gabbitas, had expressed an interest in this role and the Chairman asked members to formally elect an individual. Proposed by Jean Leah and seconded by Harry Bower, John Gabbitas was duly elected and welcomed to his new role, which would specifically be related to the Village Hall's health and safety issues.

14/06 CORRESPONDENCE

• Zurich Insurance - The renewal date for the building's insurance premium, totalling £728.30 + insurance tax, is 14 April 2006. Enquiries had been made with Zurich to explain our pending building works. The advice given is that the full premium must be paid at the time of the renewal but at the time of commencing actual building work we must ascertain whether the builder's insurance covers the site/building or if insurance during that period rests with us. There would obviously be need to chase reimbursement from Zurich if the building insurance, for the duration of the modernisation, becomes the builder's responsibility. This issue needs to be actioned by the Building Works Committee at the appropriate time. Action: Treasurer
• Charity Commissioner's News - the latest edition had been received.
• "Reduce, Reuse, Recycle" Booklet - Chris White circulated an AtoZ booklet published by Green Books and distributed by RMBC to members of the Committee.

15/06 TREASURER'S REPORT

• Following the previous meeting where she had reported a duplicate cheque to RMBC for the Lotteries Act licence had been issued as a result of the first cheque not having been cashed, RMBC had returned the second cheque as a result of the first one having now being cashed.
• The Treasurer also reported that she had paid the rates for the year and will re-claim a reimbursement during the period of modernisation. No other money had been paid into the account and as a result there was little variance on the current financial position since the previous meeting.
• The Treasurer reminded members that the accounts would be closing down at the end of June for auditing purposes.

16/06 BUILDING BID

• Members were informed that the Village Hall Management Committee had been successful in its YRCC bid. A formal offer had been received by the Secretary three days previously which needed to be responded to within 30 days. The full amount applied for - £195,950 - had been granted. Under the terms and conditions of the offer, the money has to be spent by 31 May 2007.
• The architect had now re-sketched the original design within the limits of available funds which was circulated to all user group representatives present and would similarly be circulated at the Parish Council meeting to be held the following day. Those VHMC members not in attendance would have the plans posted to them asking for their feedback at a public consultation session. The intention was to hold the public consultation session in the Village Hall between 10am - 12 noon on Saturday 1 April 2006 so as to receive as much feedback from user groups and villagers as possible. Revd. Bliss talked members through the plans and urged all who could to attend with their feedback. Notices advertising the event would be displayed.
• Following the consultation session the Building Works Committee - who had already met twice and comprised the VHMC Trustees and the Parish Council Chair, Vice Chair and Clerk - would next be meeting on 4th April to consider the feedback.
• The architect has stipulated that no further Village Hall bookings should be taken after 31st July 2006.
• Members considered the issue of paying the caretaker a retainer during the period of renovation. [The caretaker was asked to leave the meeting during this discussion]. This was unanimously agreed by those present.
• Some initial comments related to:
  • Why are there no toilets downstairs? - we need a detailed statement from the architect
  • Why do we need an office - can't this be used for toilet space?
  • Where is it intended to site the central heating boiler?
  • How many people will the modernised Village Hall be licensed for?
  • Where will we store such things like chairs, tables, contents of cupboard etc?
• In relation to accommodation for user groups during the period of renovation, it was noted that some groups had already made their own alternative arrangements. It was suggested that members could approach the village school Headteacher but it must be borne in mind that the school would only be capable of being used, if available, after 5pm. In addition, on behalf of the PCC, Revd. Bliss also offered the facilities, where available, at the Church Hall suggesting that any requests to use the Church Hall should be directed to either himself or via the Secretary.

17/06 BUILDING MAINTENANCE & REPAIR ISSUES

Anne Rusling reported the following issues as below:

• A leaking radiator in the main hall had kindly been attended to by John Gabbitas.
• The fire extinguishers had been serviced.
• The external water meter had been replaced with a new meter but had initially resulted in a water leak which now appeared to be sorted.
• One of the toilets had also been found leaking which again had been repaired by John Gabbitas.
• Despite fitting a new tube into the exit light in the second hall it was still extinguishing itself. The Chairman said that the electrician was due to visit within the next few days to check out the electrics in the second hall which was a residual job outstanding from the last time a certificate had been issued certifying we were complying with safety/legal requirements. Action: Chairman

18/06 HEALTH & SAFETY ISSUES

• The Secretary reported that the draft H&S risk assessment she had previously prepared needed to be published and subsequently monitored and she undertook to liaise accordingly with John Gabbitas on the matter. Action: Secretary/John Gabbitas

19/06 PROPOSED GRANT FOR SECOND SHED

• As outlined at the previous meeting, RMBC had now been and inspected the shed and given expert advice in terms of the severity of asbestos, or otherwise, in the existing second shed. The Chairman referred to the report which in essence said there was not a problem with the shed roof and although we would not need a specialist contractor to remove the sheets, extreme care would need to be taken when disposing of them. There was a concern however regarding the studs in the wall which if not done correctly would result in the walls collapsing. RMBC had also advised of the need to be wary of any subsequent quotes received indicating high cost.
• Revd. Bliss was currently pursuing RMBC with regard to taking down the shed, however, it was highly likely that the shed would be demolished as part of the imminent building modernisation. Action: Chairman
• It was appreciated that storage space is currently at a premium and very shortly the Village Hall area will become a "building site" which will leave the first shed isolated in the corner and, if not given any protection, vulnerable to damage.
• The Chairman asked if a decision on the grant could be deferred until it was known whether the final plans included space for a second shed or not. Chris White indicated that the grant application had already been submitted which also included a baby changing station and small tables/chairs. She did not foresee any problem saying that it would be possible to get an extension to time-scales for use of any monies awarded. If necessary any residue money could be returned or possibly utilised for different equipment (it appears the one stipulation is that any grant awarded must benefit children).

20/06 ANY OTHER BUSINESS

• Chris White suggested that fund-raising other than at the Christmas Fayre could be undertaken. Suggestions from members included having a Village Hall closing party, buying a brick campaign and holding coffee mornings. All monies raised could be contributed to our Building Works fund. It was agreed that any volunteers wishing to instigate fund-raising would be welcome to do so in liaison with the Trustees.

There being no further business the meeting closed at 8.15 pm.

The next Village Hall Management Committee will be held at
7.30 pm, Tuesday 6th June 2006