TODWICK VILLAGE HALL MANAGEMENT COMMITTEE
EXTRA-ORDINARY MEETING HELD AT 6.30PM, WEDNESDAY 9th MAY 2007, CHURCH HALL

Present:

• Revd.Canon David Bliss (Chair & Trustee)
• Mr John Palmer (Vice Chair, Trustee & Parish Council)
• Mrs Jean Leah (Secretary & Trustee)
• Mrs Margaret Grayson (Treasurer & Trustee)
• Mr John Gabbitas (5th Trustee)
• Mrs Margaret Kettell (Mothers' Union)
• Mrs Anne Rusling (Caretaker)
• Mrs Mari Gabbitas (Craft Group)
• Mr Alan Tizzard (Bowls Club)
• Mrs Chris White (Toddler Group)
• Mrs Liz Wainwright (Cricket Club)

Apologies for Absence:

• Mrs Linda Hewitt (WI)

13/07 BUILDING WORKS COMMITTEE UP-DATE

David gave members a summary in terms of work completed to-date:

• Hall 1

  • Suspended ceiling now removed and original beams exposed
  • Intention was to take out the fire place - whilst this is not impossible the builder is reluctant to do so as it forms part of the original structure. As a result it will stay as a feature
  • The original door into the hall will now be a fire escape only
  • Down the side wall some of the old kitchen has been retained - the remainder has been redesigned to form the plant room, meter room and storage space
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  • The kitchen has been moved further up from its original position so as to get maximum hot water from the boiler
  • The kitchen is at design stage - it is rectangular in shape. For safety reasons the cooker will be electric rather than gas. Also if an industrial kitchen is used, to use gas requires a linked hood which is very expensive. There is ongoing debate about the possibility of having a serving hatch.
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  • A service corridor that gives access from the kitchen to both Halls 1&2 also leads to the disabled toilet and office facility. The service corridor is an additional mandatory "extra" as the fire officer has now determined we must encase the foyer area.

• Hall 2

  • Is almost complete and ready for plastering
  • Includes three storage cupboards
  • The wall at the end nearest the school has been left blank so as to house a temporary stage there if required
  • A 30amp socket has been fitted into this room to cater for a band/disco

• Upstairs

  • There is a meeting room (Hall 3)
  • Ladies and Gents toilets
  • Separate cloakroom
  • Meeting room (Hall 4)

• The building has been wired up for an intruder alarm.

• The BWC are now considering floor coverings - the following is suggested:

  • Entrance, meeting rooms 3 & 4, cloakroom and corridors - carpet
  • Kitchen and toilets - Polysafe
  • Storage and plant room - Polyflor
  • Hall 2 - wood
  • Hall 1 - undetermined until the builder lifts the protective flooring currently insitu.

  Carol Aston Carpets had been approached and asked to prepare a quote which will be on a competitive basis against others.

• In relation to the earlier grant awarded by YRCC for solar energy, having researched the possibility of installing solar panels, unfortunately this has now been rejected. It had been determined that it would not be cost effective and would require 18 panels (which it was believed would be unsightly) to produce a small amount of energy saving.

• Things currently on order include:

  • A telephone line
  • Toilet cubicles
  • Replacement windows for Hall 1

• Other decisions to be made include:

  • Colour for interior walls
  • Ironmongery
  • Security locks for both internal and external doors
  • Chairs and tables (suggest two types one which easily folds/stores and a second type which is more formal and could be used for conferences/wedding receptions)
  • Crockery
  • Sound and loop system
  • Curtains/blinds

• Eddie Walsh has been invited to attend the Hall to give guidance on the additional fire measures we will need to put in place.

• Outside the front door it is hoped to be able to blend the ramp and steps into one. Bollards are to be placed just prior to the front door to restrict vehicular access right up to the corner of Kiveton Lane and The Pastures.

• It is intended to steam clean the exterior of the existing building.

• Initial discussion has taken place regarding whether the Village Hall should amend its licence to be able to sell liquor. No detailed research had been undertaken on this at present.

• Comments made by members in relation to the above update included the following:

  • Are we going to have a stair lift? It was stated that if money allows yes but in the interim period the Architect has worked on the basis that everything available upstairs is also available downstairs.
  • Relating to chairs - it was agreed that two types should be purchased and we will probably need somewhere in the region of 220.
  • Relating to tables - members felt we needed to mix and match and have a selection of round / oval / half sized tables. It was felt that light-weight tables should be purchased.
  • Security - it was felt that all upstairs rooms should be capable of being locked
  • Members would prefer it if the proposed door from the kitchen into Hall 1 could be converted into a serving hatch. Also comment was made regarding use of a fire shutter and that we should compare our proposed kitchen layout with that built in the Church Hall.
  • Members asked that maximum use be made of providing floor cupboards rather than high level ones
  • Members asked if a new tariff had been set and were informed that this debate was due to take place at the next BWC meeting
  • Relating to the bike/pram store - members doubted whether there would be sufficient to get a double buggy through the door space earmarked

14/07 OFFICIAL OPENING CEREMONY

• Whilst the builder is currently 9 days behind schedule due to previous bad weather, he is confident that we will be able to go ahead with the opening ceremony on Saturday 23rd June 2007. As such negotiations are now taking place to try and secure Darren Bennett and Lilia Kopylova from BBC television's "Strictly Come Dancing" to officially re-open the Village Hall.
• It was suggested a raffle could be held (Darren and Lilia will be donating a couple of raffle prizes) and user groups could be asked to donate a prize.
• It was envisaged that a buffet including wine should be made available on the day. In the opening days that followed it was thought that tea, coffee and biscuits would be more appropriate.
• Whilst the opening ceremony will take place at 11am it was proposed to open the doors at 10am and they would remain open until late afternoon (circa 4pm).
• To publicise the event a banner will be purchased and placed on the building in advance of the day. Also a special edition of The Informer is to be produced together with articles in the Dinnington & Maltby Guardian and S26 Directory.
• It was suggested that one room be used for the opening and food, whilst the other could have stalls for all user groups so as to promote their organisations
• John Gabbitas had already volunteered to put on music in the Hall during the day.
• It was suggested that VHMC members could between them "police" the Village Hall in the days immediately after 23rd. A rota will be circulated to enable people to volunteer their services.

The above will be finalised at the VHMC meeting to be held on Tuesday 5th June 2007.

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

The next Village Hall Management Committee will be held on
Tuesday 5th June 2007 at 7.30 pm in the Church Hall