TODWICK VILLAGE HALL MANAGEMENT COMMITTEE
6.30 PM, MONDAY 6th JUNE 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 (Cricket Club)
• Mr Alan Tizard (Bowls Club)
• Mrs Chris White (Toddler Group/GG Rainbows)
• Mrs Mari Gabbitas (Craft Group)
• Mr Phil Kettell (Table Tennis)
• Mrs Eileen Northall (WI)

Apologies for Absence:

• Mrs Brenda Waller (Line Dancing)
• Mrs Pat Gollaglee (Over 60s)
• Mr Tony Rusling (Historical Society)
• Mrs Kay Pearson (Caretaker)

Brian White opened the meeting and welcomed all present, particularly new members Phil Kettell, Eileen Northall, Tony Rusling and Kay Pearson.

23/08 MINUTES OF PREVIOUS MEETING

• The minutes of meeting held on 31 March 2008 were accepted and signed by the Chair.

24/08 MATTERS ARISING FROM THE MINUTES

24.1 Trustees Liability Insurance - the Trustees had recently met with a representative of Voluntary Action Rotherham and work into this continues. Action: Trustees

24.2 New Crockery, Cutlery and Glasses - the Secretary reported that an initial amount of new crockery to the value of circa £560 has now been purchased. So far 36 cups, saucers and side plates and 24 dinner plates had been purchased. More will be purchased as finances permit. It was stated that plastic storage boxes will also be purchased so that the new crockery can be housed in the kitchen. Action: Secretary

24.3 Kitchen Waste Bin / Towel Dispenser - the Secretary reported that all items, together with an external cigarette disposal unit, had been purchased and fitted as appropriate. Item discharged

24.4 Dampness in Storage Areas - The Chair reported that three quotes had now been obtained for two additional radiators to be placed in the storage rooms off Hall 1. The successful plumber is due to start work during the school holidays. Action: Trustees

25/08 NEW CORRESPONDENCE

25.1 Letter of Thanks - the Secretary said that a letter of thanks had been received from the retiring caretaker which has had placed on the Village Hall notice-board.

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

25.3 YRCC - Request to Use Village Hall for their AGM - the Secretary informed members she had been approached by YRCC about the possibility of them using the Village Hall for their AGM in either November or December this year. Members agreed to the letting and the Secretary said she would keep members informed of the date. Action: Secretary

25.4 Request to Hire Hall by a Clairvoyant/Spiritualist - the Chair gave details of an approach made for a gentleman, who already has a clientele, to hire the Hall for clairvoyance/spiritualist sessions. Advice had been taken from a respected villager on whether it was considered an appropriate use of the Village Hall and as a result a letter had been asked for and was now awaited from the prospective hirer giving exact details of the nature of the meetings. Members were asked for their opinions and following debate it was agreed that it the gentleman wished to proceed he would be given approval to do so on a trial commercial basis so that the situation could be monitored in respect of any complaints which may come from villagers. Action: Trustees

26/08 TREASURER'S REPORT

• Current position:-
  • Current Account £6,078.49 (this included the remainder still not expended from the YRCC computer grant and committed expenditure for the radiators etc)
  • Reserve Account £2,541.51 (contingency fund)
  • £0.00 cash
• The above figures took into account all bills that had been presented.
• Outstanding accounts for May and one in April amounted to £332.
• He informed members of his intention to set a sum of money aside for depreciation purposes.
• The Treasurer reminded members that the end of June would see the end of the financial year when the books would be sent to the auditor and members were asked to settle all outstanding accounts as soon as possible.

27/08 SECRETARY'S REPORT

• The Secretary reported that the earlier decision not to allow teenage parties had resulted in the terms and conditions being slightly amended and republished. Members queried the bond amount saying that £150 for a children's party seemed excessive. The Trustees undertook to revisit this. Action: Trustees
• In relation to the computer project grant from YRCC, a request had been made to YRCC seeking authorisation to reallocate some of the grant monies saved by the Chair building the computer bench himself rather than a joiner being employed. The Chair went on to explain about the intention to purchase a coffee machine for use by anyone using the Hall and that YRCC had given permission for the transfer of monies for this piece of equipment. It was hoped the coffee machine, which would either be capable of plumbing in or stand alone and be in-cup or sachets, would be in situ soon.
• No further progress had been made in relation to the Village Hall getting its own website as we were currently awaiting YRCC getting back to us with suitable dates for this. Action: Secretary
• The Secretary notified members of the Village Hall's success in becoming Level 1 accredited by the YRCC "Hallmark" scheme (a nationally recognised quality accreditation). She said that this was the first of three levels and the intention now was to proceed to the next level.

28/08 BUILDING WORKS COMMITTEE - OUTSTANDING ISSUES

• Following earlier difficulty with the external front door bottom lock, John Gabbitas had taken the lock out and cleaned it and no further complaints had been received.
• John Gabbitas informed members of the on-going problem associated with powder post beetles found in four of the internal doors. The current situation was that an independent survey had been carried out and the report forwarded to the builder. The report said that type of beetle must have been in the wood when delivered to the Village Hall as gestation is usually 3-4 years. When the doors were planed and fitted a cut through the bore-hole had enabled the worms to escape. Meetings with the builder and supplier had been held and new doors were to be fitted. The builder was in the process of recovering the costs for the doors and the survey from the supplier. Monitoring would continue to ensure that none of the remaining doors were affected.
• The Chair reminded members of the decision of the Parish Council to give financial support to the re-pointing and steam cleaning of the Village Hall. Three quotes had been obtained and a successful contractor appointed. A site meeting was due to be held shortly to answer questions, eg how long the job would take, whether activities will have to be suspended etc., and it was anticipated that the work will be carried out during the school holidays.

29/08 BUILDING HEALTH & SAFETY ISSUES

• John Gabbitas reported on the following:-
  • He was still pursuing whether it was necessary to have trained First Aiders for the Village Hall but believed it was up to each individual user group to make their own accredited arrangements. Action: Fifth Trustee
  • 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
  • Lights in the building continue to be left on and all members were reminded to switch off on leaving the building. Action: All Members
  • The fire alarm continued to be checked on a weekly basis.
  • All lights and outside lights are checked on a monthly basis.
  • The fire door automatic releases are checked on a monthly basis.

30/08 USER GROUP HEALTH & SAFETY ARRANGEMENTS

• A generic risk assessment for the newly created Table Tennis section was now required. Action: Phil Kettell.
• No information was forthcoming in relation to the previously stated outstanding risk assessments for Dancing / Historical Society / Hip Hop / Bowling. Anyone needing assistance in completing these should contact The Treasurer. Action: Relevant Members
• Two earlier planned fire drills for the Craft Group had had to be abandoned and the Fifth Trustee said he would be programming a drill into a future Craft Group meeting. Action: Craft Group
• The Chair reported that work on marking out the car park was now almost completed, including a 5mph sign for children/pedestrians crossing, but he had run out of paint. In addition no parking signs were now up outside the fire doors. It was mentioned that undercoat was just as good and the Chair said he would give it a try. Members thanked the Chair for his efforts in undertaking the job. Action: Chair

31/08 ANY NEW BUILDING MAINTENANCE ISSUES

• The following issues were reported:
  • Ants are back in Hall 1 and outside the front door. The necessary powder had been sprayed.
  • Two of the fans in Hall 1 had burnt out. New ones had been ordered and will be fitted. Action: Trustees
  • The hand-dryer in the gents toilets was positioned below the sloping ceiling resulting in the possibility of a tall man banging his head on the ceiling as he stepped up to dry his hands. Action: Trustees

32/08 MARKETING / NEW GROUPS

• The following was updated on:
  • A flyer was due to be circulated with "The Informer" to be published shortly.
  • Names were now being collected for those interested in learning Spanish and German.
  • Grants for the above would be applied for in August.
  • The second and third computer classes were now being planned.
  • Craft Group remarked that they put inserts into cards they have made at their weekly group and following discussion it was agreed that they could use the VH computers to create these.
  • The Vice Chair reported that he was now in discussion with Barbara Coe-Colley who was interested in running a floral design course. Action: Vice Chair

33/08 ANY OTHER BUSINESS

33.1 The Plantation - The Vice Chair gave that the Parish Council had been successful in their application for a Big Lottery Grant. An official media announcement was to be made the next day.

33.2 John Mosley Memorial - The Vice Chair informed members of a forthcoming memorial to the late John Mosley by way of his widow donating a plaque and garden seat in the grounds of the Village Hall. The function was to be held on the afternoon of Saturday 21st June. Bearing in mind John had been a former Vice Chair of the Village Hall it was agreed that the VHMC would provide a buffet at the dedication ceremony at which Canon Revd. David Bliss would be officiating.

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

The next Village Hall Management Committee will be held in the Village Hall
at 6.30 pm, Monday 8th September 2008.