TODWICK VILLAGE HALL MANAGEMENT COMMITTEE
7.30pm, TUESDAY 6th JUNE 2006

Present:

• Revd.Canon David Bliss (Chair & Trustee)
• Mr John Palmer (Vice Chair, Trustee & Parish Council)
• Mrs Margaret Grayson (Treasurer & Trustee)
• Mrs Jean Leah (Secretary & Trustee)
• Mr John Gabbitas (5th Trustee)
• Mrs Anne Rusling (Caretaker)
• Mrs Margaret Ware (Over 60s)
• Mrs Mari Gabbitas (Craft Group)
• Mrs M Linda Hewitt (WI)
• Mr Harry Bower (PCC)
• Mrs Chris White (Tots & Toddlers)
• Mrs Gill Frith (MU)
• Mrs Liz Wainwright (Cricket Club)

Apologies:

• Mrs Ann Andrew (MU)
• Mrs Mary Pavey (MU)
• Mr Alan Tizard (Bowls Club)
• Mrs Sandy Armstrong (Guides)
• Mrs Celia May (Harthill & District Child Minders)

21/06 MINUTES OF THE PREVIOUS MEETING

• The Chairman signed the minutes of the meeting held on 27th March 2006 as a true and accurate record.

22/06 MATTERS ARISING FROM THE MINUTES

22.1/06 Item 44.3/05 - Licensing Act 2005 Advice Session

• The proposed advice session regarding the new Licensing Act is still being actively pursued but problems finding a mutually convenient date are still being experienced. Action: Chairman

22.2/06 Item 48/05 Trustees Insurance Liability

• The Chairman reported that if Trustees would sign the form before leaving the meeting, it could be forwarded to Zurich Municipal. It was believed that as part of processing the form Zurich Municipal would require contact to be made with the Charity Commission and no doubt they would be seeking this course of action in due course. He undertook to keep everyone concerned up to date with developments. Action: Chairman

22.3/06 Item 17/06 Electrics in the Second Hall

• Since the last meeting the electrician had inspected the electrics in the second hall and his inspection report had revealed remedial work was recommended. Although the second hall will be demolished as part of the refurbishment, until that time it is in regular use and as such we needed to ensure safety for all. Whilst it had been determined that there was no legal requirement for the work to be undertaken, both John Gabbitas and the appointed electrician had undertaken repairs which had resulted in a new certificate being granted showing a satisfactory survey. Revd.Canon Bliss thanked those concerned for their assistance.

22.4/06 Item 19/06 Proposed Grant for Second Shed

• The Chairman reported that since the last meeting the Building Works Committee had determined that the area currently housing the sheds were ear-marked on the plans as a car park. As such there was insufficient room to house the sheds there once the modernisation work had been completed. Chris White had subsequently informed Revd.Canon Bliss that the funding had been granted but this should not cause a problem as the monies would be able to be transferred to purchase other items, for example, racking.

23/06 CORRESPONDENCE

• NCVO (National Council for Voluntary Organisations) - correspondence had been received which was encouraging corporate membership of NCVO which purported to have benefits for charities. The annual subscription was £41.00. Having looked at the offer the Chairman stated he did not see how this would benefit the VHMC and as such no further action should be taken.
• Charity Commission Newsletter - the latest edition has been received.
• VillageGuard (Village Hall) Insurance - the Secretary reported that she had received notification whereby village hall insurance premiums could be reduced by up to 35%. Following discussion it was agreed that at the time the modernisation is nearing completion, new insurance quotes will be required and this company should be taken into account.

24/06 TREASURER'S REPORT

• The current financial position is:
  • £1,298.48 cash in hand
  • £18,002.38 reserve account
  • £3,095.05 current account
• The Treasurer reported she was to visit the bank to discuss a new account at which time she would bank the majority of the cash in hand. Also in view of the approaching time when the reserve account may be needed as part of the modernisation project a check would be made to ascertain whether there was any time delay on withdrawals. Action: Treasurer
• All user groups were asked to settle their outstanding accounts up to the end of June swiftly to enable the Treasurer to submit the books to the auditor (due at the end of June). Action: All Users
• A debate took place concerning the financial year-end being June and whether it would be beneficial to change this to a calendar year. The Treasurer undertook to look into this. Action: Treasurer

25/06 BUILDING WORKS COMMITTEE UP-DATE

• The Chairman gave members an update as summarised below:
  • Following the public consultation session which had taken place on 1st April 2006, the main points raised had been fed back to the Architect who was now looking at these in conjunction with the draft plans.
  • Several meetings of the Building Works Committee had now taken place. Another meeting was scheduled for later that same week when it was anticipated that a further set of plans would be available which, where appropriate, would take into account the areas of feedback. The Chairman then reminded those present of the main areas of concern - ie, length of hall for bowling club purposes, flat roof concerns, enclosing the bikes/prams/wheelchairs area into a secure unit, extending the kitchen, re-arranging the plans to accommodate the toilets downstairs, maximising on storage space).
  • The Architect was in the process of identifying suitable builders and the Chairman said that if anyone had details of any builder they wished to recommend the information should be passed to the Secretary.
  • Members were updated regarding a letter received from YRCC which (a) requested our signed commitment in adhering to YRCCs terms and conditions (to include spending the money by 31 May 2007 and (b) requesting a whole host of information (ie confirmation of our third party funding, copies of planning permission, tendering documentation etc).
  • General discussion regarding concerns expressed about the amount of available storage space took place. The Chairman stated that all that could be done to maximise on storage space was being considered and at the appropriate time all user groups would be asked to liaise and negotiate on how best the available space should be used.
  • Members were also updated regarding the potential use of solar panels.
  • As soon as the draft plans were at submission stage a further up-date would be given.

26/06 BUILDING MAINTENANCE & REPAIR ISSUES

Anne Rusling reported the following issues as below:

• Problems with ants
• Weeds growing in the car park which were unsightly
• Problems with the back fire exit door (again) which with thanks to John Gabbitas had now been attended to.

The Chairman informed members that there was a spate of break-ins taking place in the local Churches and asked all members to be vigilant in the security of having/using cash in the Village Hall.

27/06 HEALTH & SAFETY ISSUES

• See item 22.3/06 for the up-date regarding the electrics in the 2nd hall.
• The 5th Trustee reported that in view of the pending demolition he was keeping health and safety matters "ticking over" to ensure safety but was not undertaking any major review/developmental work. Obviously as soon as the modernisation was nearing completion a full new risk assessment of the whole site would be required.
• No use of the accident book had been made since the last VHMC meeting.

28/06 ANY OTHER BUSINESS

28.1 Use of Church Hall - Harry Bower informed members that during the period of renovation if user groups wished to use the Church Hall a Church Hall Committee had now been appointed as below and contact should be with those as outlined:

• John Woolley (Chair) - 26 The Meadows or john@todwick26.fsnet.co.uk
• Myra Sleight - 28 Tortmayns
• Liz Sternberg - 57 The Meadows
• Margot Scott - 11 Tortmayns

(Supernumerary members were Harry Bower, Roy Hesketh, Kathryn Bliss)

28.2 Village Hall Christmas Fayre - it was reported that the adjacent school had been approached regarding use of school premises for our Village Christmas Fayre during the renovation period. It was agreed we should continue to have a Fayre even though our premises would be unavailable and the Secretary undertook to request the necessary form to book the event. Action: Secretary It was also agreed that we should now continue and purchase a plastic banner as previously discussed. Action: Chairman

28.3 Tots & Toddler Group - Chris White reported that a previously applied for grant to purchase a baby changing station and small tables and chairs had been successful.

28.4 Village Hall Fund Raising - The Chairman praised the Tots & Toddler Group and Margaret Grayson for their efforts in holding a coffee morning recently which had raised £140.

28.5 Craft Open Day - Mari informed members that a Craft Open Day was to be held in the Village Hall on 21st June 2006, the proceeds of which would be towards the Village Hall modernisation project. It was noted that unfortunately this clashed with another fete being held in the village on the same day, the proceeds of which were being donated to the Hospice. This led to a lengthy debate on how to avoid clashes of this type occurring in the future. Suggestions included holding a parish diary, advertising in the S26 Directory, putting an item on the Todwick web-site etc. In the first instance John Palmer undertook to investigate the possibility of utilising the S26 Directory facility. Action: John Palmer

There being no further business the meeting closed at 8.40 pm.

The next Village Hall Management Committee will be held at
7.30 pm, Tuesday 5th September 2006
(venue - Village Hall unless you are informed otherwise)