TODWICK VILLAGE HALL MANAGEMENT COMMITTEE
6.30PM, MONDAY 31st MARCH 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 Liz Wainwright (Historical Society/Cricket Club)
• Mrs Margaret Ware (Over 60s)
• Mrs Chris White (Toddler Group/GG Rainbows)
• Mrs Mari Gabbitas (Craft Group)
• Mr Norman Reay (Bowls Club)
• Mrs Pat Gollaglee (Over 60s)
• Mrs Linda Hewitt (WI)

Apologies for Absence:

• Mrs Brenda Waller (Line Dancing)
• Mrs Emma Allison (Rainbows)
• Mr Alan Tizard (Bowls Club)
• Mrs Anne Rusling (Caretaker)

Brian White opened the meeting and welcomed all present.

12/08 MINUTES OF PREVIOUS MEETING

12.1 Subject to the following, the minutes were accepted and signed by the Chair:-

• Regarding minute 01/08, Chris White said she should have said the Rainbows had acquired the set of baking trays not Toddler Group.
• Regarding minute 08/08, it makes reference to the Historical Society not having completed its risk assessment. It was pointed out that the Historical Society's inaugural meeting wasn't in fact held until the day after the last VHMC was held.
• Regarding minute 09/08, Anne Rusling had contacted the Secretary to inform her that where the minute said the upstairs toilets had some screw caps missing on the radiators, this should have read the downstairs toilet. Action: Trustees
• Regarding minute 10/08, it makes reference to the Historical Society having been formed, but in fact the inaugural meeting was not held until the day after the last VHMC meeting.

13/08 MATTERS ARISING FROM THE MINUTES

13.1 Trustees Liability Insurance - research into this continues. Action: Trustees

13.2 User Group Activity Insurance Cover Arrangements - the Chair said he had made many enquiries including the following - (i) Axa Insurance don't give third party liability insurance, (ii) Simply Business do give third party insurance but had not given any figures, (iii) Event Insurance gave premiums on individual cases but had not given any figures. The Chair said he had also consulted with his "keep fit" contact who did have insurance but this was specifically for keep fit activities and not appropriate for the Village Hall user groups. The most consistent advice given had been for user groups to contact an insurance broker and "let them do the work". Action: All User Groups

13.3 New Crockery, Cutlery and Glasses - the Chair said he had had sight of a list prepared by Chris White and Liz Wainwright as to suggested new crockery, cutlery and glasses required. A long debate took place where Liz showed members the type of crockery available at Banks as against more expensive crockery available from catering companies such as Nisbets. It was agreed that the Secretary together with Liz and Chris would meet outside of the meeting to decide on a suitable design and purchase items up to the value of £500 initially. Action: Secretary / Chris White / Liz Wainwright

13.4 Kitchen Waste Bin / Towel Dispenser - it was agreed these items would also be purchased and would form part of the initial £500 spend. Action: Secretary / Chris White / Liz Wainwright

13.5 Displayed List of Contact Numbers in Village Hall - This is now in place.

13.6 Outstanding Training for Stair Lift - This is now installed.

13.7 Dampness in Storage Areas - The Chair reported that the Trustees had looked 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. The most favourable was to install central heating radiators in the affected areas - main storage and band storage areas in Hall 1. The first quote had been received. Two further quotes were awaited and will then be actioned by the Trustees. Action: Chairman

14/08 NEW CORRESPONDENCE

14.1 Letter from Todwick Historical Society - the Secretary informed members of the request for the Historical Society to have "user group" status. Following discussion this was agreed. Action: Secretary

14.2 Latest Newsletter from Bluebell Wood - this was circulated for members' attention.

14.3 Latest Newsletter from YRCC - this was circulated for members' attention.

14.4 Historical Society Event - Liz Wainwright gave details of a proposed English Heritage Open Day which the Historical Society were proposing to host in the Village Hall on 13th September between 10am and 4pm.

15/08 TREASURER'S REPORT

• Current position:-
  • Current Account £6,258.68 (this included the remainder still not expended from the YRCC computer grant)
  • Reserve Account £2,523.31 (contingency fund)
  • £0.00 cash
• The above figures took into account all bills that had been presented.
• Month end accounts would be available shortly.
• The Treasurer reported that the contents and building insurance was due April and competitive quotes were currently being obtained.
• The Treasurer reported that Weight Watchers had now transferred payments onto the BACs (automatic banking system). Chris White said Toddlers/Rainbows may be interested in this.
• The Treasurer also reported that Craft Group were moving to Internet Banking and paying their account on line.
• In relation to the joint Church Hall / Village Hall pie and pea quiz night held recently, the Treasurer said a profit of £155.25 had been made which had been divided between the two venues.

16/08 SECRETARY'S REPORT

• Following the retirement of Anne Rusling, the Secretary reported that an advert had been circulated which had resulted in two separate individuals being interviewed for the position during the Easter Bank Holiday weekend. The caretaker's job description and contract of employment had been finalised and the Secretary circulated these documents for members to peruse. Subject to members agreement, the Secretary said Kay Pearson, a local resident, was the preferred candidate and could commence at the beginning of April. This was agreed.
• The Secretary said that Anne Rusling's retirement had commenced with effect from the previous day (30.03.08). The Chair said he wished to record his sincere appreciation for the dedication, long and loyal service Anne and Tony Rusling had given to the Village Hall over many years. It was a testament to her's and Tony's hard work that the Village Hall had been left in a spotless condition. The Secretary informed members that a gift was to be purchased but in view of the fact that the next VHMC is not due until early June it was thought appropriate to arrange a separate presentation evening. Members agreed to this course of action. The Secretary undertook to arrange. Action: Secretary
• Revised tariffs were now published on the notice board.
• A new booking form and terms and conditions for hire of the Village Hall had now been finalised and put into use.
• The Secretary informed members of a meeting held with YRCC whereby they were to assist the Village Hall in getting its own website. Work continued on this and she would give updates as they occurred. Action: Secretary
• The Secretary informed members that an application had been made to YRCC to be assessed for a nationally recognised quality accreditation with Hallmark. The assessment - which was the first level of three - was due to be carried out in April.
• The Secretary reported that via YRCC, she had been encouraged to submit an entry for the 2008 Yorkshire Rural Awards. The entry had been submitted and it would be known in May as to whether we had been successful or otherwise.

17/08 BUILDING WORKS COMMITTEE - OUTSTANDING ISSUES

• The fly zapper had now been replaced and should be left on at all times.
• It was reported that the bottom lock on the external front door was causing a problem. JohnG undertook to investigate the situation. Action: Fifth Trustee
• The Chair said that as reported previously, the Parish Council had agreed to fund the re-pointing and steam cleaning of the Village Hall. Quotes were now being obtained and it was hoped the work would be undertaken during school holidays so as to minimise on inconvenience. Action: Trustees

18/08 HEALTH & SAFETY ISSUES

• John Gabbitas reported on the following:-
  • The Hall 2 fire door continues to be left insecure. He asked all members on entering the Village Hall to look to ensure that the previous occupant had not left it open. Action: All Members
  • Following previous call-outs following the fire alarm box being broken and the glass having to be replaced at a cost to the Village Hall, it was reported that a perspex cover had been purchased and fitted which should alleviate further problems.
  • It was reported that the fire alarm had recently been activated whilst a private party was hiring the premises. It was suspected that someone had been smoking in the upstairs toilets.
  • The question of holding fire drills was discussed. It was agreed that these should be done on a rolling programme and at each VHMC meeting another user group would be asked to complete one. The Craft Group volunteered to carry out their fire drill before the next VHMC meeting and JohnG undertook to supervise and reset the alarm after the event. Action: Fifth Trustee
  • The question of the necessity to have trained First Aiders was discussed. JohnG and Norman Anderson undertook to research whether this was necessary for Village Halls. Action: Treasurer / Fifth Trustee

19/08 USER GROUP HEALTH & SAFETY ARRANGEMENTS

• Generic risk assessments for French and computer classes using the Meeting Room had now been completed.
• Still outstanding were risk assessments for Dancing / Historical Society / Hip Hop / Bowling. Anyone needing assistance in completing these should contact The Treasurer. Action: All Members
• The Chair reported that work had commenced on painting white lines in the car park. It was intended that yellow "hatched" areas outside Hall 1 fire exit / outside Hall 2 fire exit would also be done and with appropriate "yellow lines" would be painted down the driveway. The Chair said he also intended creating at least one disabled bay outside the front entrance. Action: Chair

20/08 ANY NEW BUILDING MAINTENANCE ISSUES

• The following issues were reported:
  • Sand/grit was being brought into the Halls on people's shoes.
  • A small nut and bolt had been found together with 3 drawing pins on the Hall floors.
  • There were instances whereby weekly non-user groups were not washing up after themselves.
  • It was agreed the above will be monitored and if instances persist action will be taken. Action: All Members

21/08 MARKETING / NEW GROUPS

• The Secretary gave an up-date on developments on marketing and new groups since the last meeting held in February 2008.
  • The inaugural Todwick Historical Society meeting has now been held and meetings will continue monthly
  • The first computer class commenced at the end of March with classes being held on Tuesday mornings (Meeting Room). Second/third classes would be pursued as soon as the necessary tutors' grants have been obtained.
  • A first Internet Café session had also been held. More were in the pipeline.
  • Active Always - a keep fit class for the Over 50s - had now commenced on Tuesday mornings (Hall 2). Margaret Ware was disappointed that it had not been possible to link this to Mondays when the Over 60s meet. It was explained that it had gone forward on Tuesdays due to tutor availability by RMBC. This led to a general discussion on perhaps utilising Radio Sheffield to seek alternative/additional tutors. It also led to a question being asked on whether a luncheon club could be started. Action: Trustees
  • A survey had previously been circulated to all Todwick households asking what other new activities individuals would support if available. The results - a disappointing 10% of the village surveyed - had now been published in "The Informer" and circulated to all households in the village.
  • Phil Kettell had volunteered to run table tennis classes. A request for "user group" status had been circulated to members in-between meetings and had been agreed. Phil had two tables which were now being stored in the Village Hall and initially he would use Hall 1.

22/08 ANY OTHER BUSINESS

22.1 Painting by Alan Atkins - members queried what had happened to the painting donated by Alan Atkins just prior to the Village Hall closing. JohnG undertook to hang the painting over the fireplace in Hall 1. Action: Fifth Trustee

22.2 Floral Decoration Courses - information was received about a Susan Parker at Woodsetts who apparently runs floral decoration courses. JohnP undertook to make some enquiries. Action: Vice Chair

There being no further business the meeting closed at 8.30pm.

The next Village Hall Management Committee will be held in the Village Hall
at 6.30pm, Monday 9th June 2008.