TODWICK VILLAGE HALL MANAGEMENT COMMITTEE
6.30 PM, MONDAY 4th FEBRUARY 2008

Present:

• Mr Brian White (Chair, Trustee & Parish Council)
• Mr John Palmer (Vice Chair, Trustee & Parish Council)
• Mrs Jean Leah (Secretary & Trustee)
• Mr Norman Anderson (Treasurer, Trustee & NHD Watch)
• Mr John Gabbitas (5th Trustee)
• Mrs Anne Rusling (Caretaker)
• Mrs Margaret Ware (Over 60s)
• Mr Alan Tizard (Bowls Club)
• Mrs Mari Gabbitas (Craft Group)
• Mrs Chris White (Toddler Group/GG Rainbows)
• Mrs Liz Wainwright (Cricket Club)

Apologies for Absence:

• Mrs Brenda Waller (Line Dancing)
• Mrs Emma Allison (Rainbows)

Brian White opened the meeting and welcomed all present.

01/08 MINUTES OF PREVIOUS MEETING

• Regarding minute 60.1/07 Chris White said although the minutes read that the Toddler Group had acquired a set of baking trays it should have read "were going to acquire". However, she was pleased to report that the purchase had in fact now been made.
• The above apart, the minutes of meeting held 19.12.07 were accepted and signed by the Chair.

02/08 MATTERS ARISING FROM THE MINUTES

02.1 Trustees Liability Insurance - no further progress had yet been made. Action: Trustees

02.2 User Group Activity Insurance Cover Arrangements - the Chair said whilst it was recommended Groups take out third party liability insurance, particularly if the Group was "active" (ie a keep fit class), although he had contacted two insurance companies to try and get estimate costs, neither did insurance of the type required. He said he was shortly to meet with a fitness instructor and would endeavour to obtain details as to how much and who that individual was insured with. Members reported that Toddlers and the Tai Chi sessions already had their own insurance cover. The Treasurer said he would also look at what other insurance companies could offer. Action: Chair / Treasurer

02.3 Schedule of VHMC meeting dates for 2008 - the Secretary reported that as a result of the Village Hall being used for a variety of other meetings, the meeting dates which had been arranged at the AGM would need to be revised. The revised dates are:-

• 6.30 pm, Monday 31st March (instead of 2nd April)
• 6.30 pm, Monday 9th June (instead of 4th June)
• 6.30 pm, Monday 8th September (instead of 3rd September)
• 6.30 pm, Monday 13th October AGM (instead of 1st October)
• 6.30 pm, Monday 8th December (instead of 3rd December)
• 2 pm / 4 pm, Saturday 29th November (Christmas Fayre) Action: All Members

02.4 Joint CHMC & VHMC Meeting Update - the Chair reported that arrangements for the joint Church Hall and Village Hall Quiz Night with pie and pea supper were well under way and he reminded members of the details - 7 pm on Saturday 8th March 2008 in the Village Hall. The costs and profits will be shared between the two Halls. Tickets are £2.50 per person and can be obtained from John Gabbitas or John Woolley. The Chair asked that each user group consider having a team in the quiz which could be minimum 3 / maximum 5 players. Action: All Members

For this event, drinking glasses and extra tables will be loaned from the Church Hall. This raised the question of the Village Hall purchasing additional crockery, cutlery and glasses (five additional tables have already been purchased). Chris White/Liz Wainwright/Anne Rusling volunteered to pull a list together of what was required so that the Trustees can schedule the estimated amount into the priority spending list. Action: Chris White / Liz Wainwright / Anne Rusling

03/08 CORRESPONDENCE

• None.

04/08 TREASURER'S REPORT

• Current position:-
  • Current Account £4,388.04
  • Reserve Account £2,523.31 (contingency fund)
  • £309.00 cash to bank
• The above figures took into account all bills that had been presented.
• Currently the sum of £328 was outstanding from 9 user groups.
• The Treasurer gave members details of a new payment system, namely that an internal post box had been fixed to the wall next to the upstairs office door. The Treasurer said he would be distributing envelopes and payment slips to all users and asked if payments, either weekly or monthly whichever is their choice, could be deposited in the post box. The Treasurer will be emptying the box on a daily basis. Action: All Members
• Warranties for the central heating boilers and fire alarm had now been registered.
• The Treasurer was also preparing a financial contingency plan for essential maintenance work.
• A depreciation policy was being put in place which would include amounts for essential equipment such as boilers, kitchen equipment etc.

05/08 SECRETARY'S REPORT

• A new booking form and terms and conditions for hire of the Village Hall had been prepared. To ensure legality of the documents, they were currently under review by a local solicitor and it was hoped that the new documents would be able to be taken into use shortly. Action: Secretary
• Revised tariffs were almost ready for publication and the Secretary was pleased to announce that in the current year there will not be any increase to the current user group rate of £6.00 per hour. Essentially the main changes related to streamlining some of the previous rates to remove the different tariffs which applied depending on departure time. The tariffs would be published as soon as possible. Action: Secretary
• The caretaker's job description was still under review. Action: Secretary
• A close-out report was in the process of being prepared for the funds (£246,782) previously granted by the YRCC. Action: Secretary
• Members asked if there was any progress in the purchase of the previously mentioned towel dispenser for the kitchen and also if a new dustbin for the kitchen could be purchased. Action: Trustees

06/08 BUILDING WORKS COMMITTEE - OUTSTANDING ISSUES

• With the exception of the faulty fly zapper, the kitchen was now complete. A replacement fly zapper was on order.
• The outside lights still needed adjustment.
• All the doors and windows had been eased and painted by the builder and all (bar one window in Hall 1) will now open and close.

07/08 HEALTH & SAFETY ISSUES

• John Gabbitas reported on the following:-
  • The VH risk assessment has recently been up-dated.
  • Employers liability insurance certificate is now displayed in the foyer.
  • All door guards on designated fire doors have been fitted (and an additional door guard at the top of the stairs has also been ordered). NB: Those doors not displaying a "fire door" sticker can be pinned back at times of need even though all the doors are of fire door quality.
  • The anti-finger trap on the front door has been replaced.
  • The disused fire extinguishers have now been removed.
  • A new first-aid kit (sponsored by Girl Guide Rainbows) has now been purchased and fitted in the kitchen.
  • The relevant areas to the floor in Hall 1 have been sanded down following complaints of it being a potential trip hazard.
• Anne Rusling asked if a list of relevant telephone numbers could be placed inside the locked notice board for any Hirers to use in the event of an incident / accident. Action: Trustees
• The Chair reported that the stair-lift (sponsored by the Parish Council) will be fitted later this week (Friday). On completion relevant training and siting of the keys will be carried out. Action: Trustees

08/08 USER GROUP HEALTH & SAFETY ARRANGEMENTS

• The Treasurer reported that risk assessments for the following user groups had now been carried out - Toddlers & Rainbows / Craft / Over 60s / Line Dancing. Members should be aware that these will need up-dating on a regular basis.
• Still outstanding were risk assessments for Dancing / Historical Society / French / Computers / Hip Hop / Bowling. Anyone needing assistance in completing these should contact The Treasurer.

Action: All Members

09/08 NEW BUILDING MAINTENANCE ISSUES

• The Caretaker reported that some screw cap covers were missing on the radiators in Hall 2 and the upstairs toilets. Action: Trustees

10/08 MARKETING / NEW GROUPS

• The Secretary gave an up-date on developments on marketing and new groups since the last meeting held in December 2007.
  • The inaugural Todwick Historical Society meeting has been held and it is intended meetings will now continue monthly
  • Work continues to purchase computers/laptops etc and a banner advertising enrolment is due to be displayed shortly. As soon as sufficient names are collated to set up a first class a grant for tutor funding will be prepared.
  • A grant application for a third French class has also been submitted.
  • A survey has now been circulated to all Todwick households asking what other new activities individuals would support if available. The results will be published in "The Informer" in due course.
  • Negotiations are still under way regarding Children's Dancing Lessons and having an Internet Café.

11/08 ANY OTHER BUSINESS

11.1 Dampness in Storage Areas - Alan Tizard reported that the bowling equipment being stored in their designated storage area at the Village Hall was wet. Discussion ensued and the Trustees undertook to look at three possible options to overcome this recurring problem - (i) build in extra ventilation, (ii) rent/buy a dehumidifier, (iii) install an extra central heating radiator. Action: Trustees

11.2 Over 60s - In answer to a question from the Trustees about how the VH could engage more with elderly people living in the village, Margaret Ware said whilst it was very hard to encourage some people, activities such as having a luncheon club with transport provided and/or having a "keep fit" class (of the more gentle type) could be things which people might subscribe to. The Trustees undertook to investigate any opportunities that may be open to them. Action: Trustees

There being no further business the meeting closed at 7.45 pm.

The next Village Hall Management Committee will be held in the Village Hall (Hall 2)
at 6.30 pm, Monday 31st March 2008.