TODWICK VILLAGE HALL MANAGEMENT COMMITTEE
6.30 PM, MONDAY 14th DECEMBER 2009

Present:

• Mr Brian White (Chair & Trustee)
• Mr John Gabbitas (Vice Chair & Trustee)
• Mrs Jean Leah (Secretary & Trustee)
• Mr Norman Anderson (Treasurer, Trustee & NHD Watch)
• Mr Bryan Ferris (Building/H&S Trustee)
• Mrs Mari Gabbitas (Craft Group)
• Mrs Liz Wainwright (Cricket Club)
• Mr Tony Rusling (Historic Society)
• Mrs Brenda Waller (Line Dancing)
• Mrs Margaret Ware (Ramblers)
• Mr John Palmer (TPC)
• Mrs Mary Pavey (WI)

Apologies for Absence:

• Mrs Chris White (Toddler Group/GG Rainbows)
• Mrs Claire Newbold (Brownies)

Brian White opened the meeting and welcomed all present.

47/09 MINUTES OF PREVIOUS MEETINGS

• In relation to the 12.10.09 AGM minutes, it was highlighted that although profit in the year was shown as £782, the balance sheet showed expenditure of £400 which in fact was grant funded monies therefore the profit should actually be £1182. The Treasurer was asked to look at the figures and respond.
• The above apart, the minutes of meetings held on 14th September and 12th October 2009 were accepted as a true record and signed by the Chair.

48/09 MATTERS ARISING FROM THE MINUTES

48.1 Village Hall Website - The Vice Chair reported that he had been able to resolve the outstanding issues and had now published VHMC minutes for the previous two years onto the website. Item discharged.

48.2 e-Vend Project - Bryan Ferris updated members that a bank account was now set up and e-Vend would be marketed and going live from 1 January 2010. Item discharged.

48.3 Hall 1 "Dimable" Lights - JohnG informed members his investigations had revealed that to install "dimable" wall lights would involve having trunking down the walls thereby spoiling the appearance of Hall 1. The cost would be in the region of £500/£600. One suggestion was to encourage private hirers to utilise Hall 2 if "dimable" lights were required. Another suggestion was to install just one bank of "dimable" lights in Hall 1 of the same type of light already installed. JohnG undertook to investigate this second option. Action: Vice Chair

48.4 Revision of Constitution - The Constitution was being revised slightly to bring it up-to-date following on observation made by Rural Action Yorkshire during their Accreditation exercise 18 months ago. The changes proposed were of a general nature to bring it in line with current conditions and to eliminate reference to User Groups such as the Church, the scouts and others who no longer used the Village Hall. The Church had been consulted out of courtesy regarding removal of them as a User Group. Also initial discussion with the Charity Commission had taken place who had indicated they were agreeable, in principle, to the Constitution being re-worded. A proposed revised version of the Constitution had now been prepared which will be circulated with the minutes of this meeting. Members were asked to provide any comments back to the Secretary within 10 days of receipt of the document at which time a copy would be presented to the TPC, as custodian trustees for their approval. The revised proposal of the Constitution would then be formally submitted to the Charity Commission to receive their approval and guidance as to the next steps to be taken. Action: All Members

48.5 Grant for Door Finger Covers - Liz Wainwright on behalf of Chris White informed the meeting that Chris no longer intended pursuing a grant for the internal guards. By way of information, the Chair said that Stapletons (who had provided the external door guard at a better quality but cheaper cost than previously fitted) may also do internal door finger guards. If the external guard now fitted proved to be successful a grant could possibly be pursued for the internal doors. Item discharged.

48.6 Application to TPC for Funding - The Chair informed members that CCTV had now been installed at the Village Hall. In relation to the boundary wall, he was currently in the process of obtaining quotes. Action: Chair

48.7 Hot Water Supply - JohnG said he had identified a faulty motor that had now been replaced. Item discharged.

48.8 Recycling Collections - The Village Handyman was to ensure that re-cycling of bottles etc would be done on a weekly basis, however, the Secretary said she had not, as yet, found any suitable containers. The Chair said he had seen containers that would be suitable and undertook to purchase same. Item discharged.

48.9 Rural Action Yorkshire Presentation - The Chair thanked all those who had assisted in presenting at the recently held presentation evening. He said from discussions held on the night with the RAY representatives present he was hopeful that they may be able to assist us in obtaining further grants in the future. Item discharged.

48.10 Organisation of Next Table Top Sale - Sunday 21st February 2010 had been set aside for the next table top sale. The Vice Chair undertook to contact potential stall-holders early in the New Year and the Treasurer undertook to contact RMBC for licensing purposes. Cost for hiring a table would be £5.00. Marketing of the event will be included in the next VH "flyer" intended for early in the New Year. Item discharged.

48.11 Update on Unauthorised Individuals Entering the Village Hall - The Chair reported that despite the upstairs door now having a lock on it youngsters were still coming into the building when it was in use and had been found hiding on the staircase. There was an up-coming, one-off problem, since there was one more Spanish lesson before Christmas but the downstairs halls would not be in use. Various options were discussed and it was agreed that, on this occasion, the Spanish class tutor would be given a key just for the duration of this lesson so that he could secure the building whilst his class was in attendance upstairs. Item discharged.

48.12 Additional External Notice Board - JG still to pursue. Action: Vice Chair

48.13 Christmas Fayre Thanks / Update - The Chair gave thanks to everyone involved in the event. The Treasurer gave details as follows:

	2009 Fayre	2008 Fayre
Income	£2,129.23	£2,105.41
Expenditure	£ 397.33	£ 190.00
Net Profit	£1,731.90	£1,951.41

Raffle ticket sales had dropped from £952 to £725 (representing 19.5% fall) but considering the current recession it was a good figure overall.

49/09 NEW CORRESPONDENCE

• RAY Membership Renewal - This had been renewed from December 2009. Item discharged.
• Historic Society Request for Storage Space - Agreed that a metal container can be situated at the side of the gas meter for Historic Society use. Item discharged.
• Wi-Fi Access (verbal request) - Following a request for wireless access for use at Historic Society meetings, it was agreed that Richard would contact the Vice Chair. Item discharged.

50/09 TREASURER'S REPORT

• Current financial position:

  Current Account	£6,695.54
  Reserve Account	£4,089.50
  Cash	£12.00
  Bonds	£1.55

• The accounts were balanced to trial balance stage on 10th December 2009.
• The Treasurer asked that as not all groups would be meeting over the Festive Season he would appreciate it if Kay could be informed of cancellations, even though they may be regular cancellations, so that the diary could be updated and invoices produced accurately first time.
• Following an audit on consumables, the Treasurer gave details of stock held:

  Full machine	25 cups
  Kenco coffee	4 packs (100 cups)
  Suchard Chocolate	7 packs (175 cups)
  PG tea	12 packs (300 cups)
  Cappucino	9 packs (225 cups)
  Soup	11 packs (275 cups)

• The Treasurer said he would continue to undertake a monthly audit at the same time as meter readings were recorded.

51/09 SECRETARY'S REPORT

• The Secretary reported that in addition to normal secretarial duties and the upkeep of the electronic diary she had predominantly been involved in preparations for the Christmas Fayre, particularly in obtaining sponsors/donations for the raffle and stock for the Village Hall stall.

52/09 HEALTH & SAFETY ISSUES

• Bryan Ferris reported that he had only just taken over health and safety issues and reported on the following:
• He had not yet got access to the accident book however he was informed that there had been no accidents reported since the last VHMC.
• Work continued on the overall VH building risk assessment. Also a separate fire risk assessment needed to be undertaken. Action: Building/H&S Trustee
• Generic risk assessments for user groups were "living documents" and as such if activities changed or the RA needed updating in any way he needed to be notified. Those user groups who have still not completed a general RA should liaise with him. Also a RA would be required for the new/prospective groups (Zumba/Music Bugs). Action: All Members & Building/H&S Trustee
• Since the last meeting the Brownies had undertaken a fire drill. Still outstanding were Toddlers. Action: Chris White & Building/H&S Trustee.

53/09 NEW ISSUES FOR CONSIDERATION

• Scalextric-Type Car Club - The Secretary informed on a hiring enquiry via the VH website that had been received. The club wished to hire the VH on a Sunday (and four hours on the day before) at a significantly reduced price but with the promise that 50% of the takings would also be donated. They only had a small hardcore membership but would be willing to offer free entry to Todwick children. The pros and cons of the request were debated and it was decided that by accepting this hire it would be setting an unacceptable precedent for other hirers. It was agreed the Secretary would contact the enquirer to offer the terms of full Sunday rate (with 2 hours included for the previous day). It was also noted that CRB registration details would be required. Action: Secretary
• Laser Printer - A new printer was required to better deal with quality and quantity of printing being done. It was agreed to purchase a laser printer and spare cartridge up to the value of £350. Action: Vice Chair
• Donation of Overhead Printer - John Palmer informed that Jim Tompkin's son had donated to the VH an overhead printer (for doing acetates etc). The Secretary undertook to write a note of thanks on behalf of the VHMC.
• Business Plan - The Chair informed members that the Business Plan (originally written in August 2008) was due for update. The Trustees would be working on this to ensure that such things as the inventory, fire procedures and other statutory documents remained fit for purpose.

54/09 MARKETING / NEW GROUPS / ACTIVITIES

The following was updated on:

• Floral Decoration Courses - JohnP reported that the Resource Centre had given him details of another person to contact which he will pursue. Action: JohnP
• Spanish Classes - The Chair reported that following the success of the Monday class from the previous year, after only one session in the current year the tutor had unfortunately been hospitalised and the classes postponed. However, the tutor was now fit and well and 20 classes will re-commence in the New Year. In the meantime the Wednesday classes continued. Both classes were supported by restricted grants.
• Music Bugs Pre-School Dance Class - This was a new class and would be held on a Thursday morning commencing on 21st January 2010. The tutor was fully CRB checked. Details would be placed on the activities sheet.
• Village Concerts - It was reported that following the successful Christmas Jazz Night held, Sheila Pantry would be hosting a Valentines Jazz Night on Saturday 13th February 2010. Also the Secretary had secured the South Yorkshire Police Band to give an Easter concert in the Village Hall on Saturday 10th April.
• Ideas for "New Business" - Members were updated on a number of new ideas being looked at to determine if there is the potential to develop them.
• Suggestions for Revised Marketing Arrangements - This item was deferred to the next meeting. Action: Secretary

55/09 ANY OTHER BUSINESS

55.1 Heating Timer - Ramblers members gave two examples (9.11.09 and 26.11.09) when there had not been any heating on in the Village Hall and asked whether the heating had not been switched on in advance of the meetings by the caretaker or whether there was a problem with the timer. A couple of other instances were mentioned (Spanish and TPC). The Chair said the Vice Chair and caretaker would liaise to ensure that the heating timer was appropriately set. Action: Vice Chair

55.2 Quiet Notice - Although a Quiet Notice had been placed on the door leading through from the foyer, it was often not seen by those waiting for classes to finish as the door was propped open. Tony Rusling asked, and it was agreed, that a notice would also be displayed on the wall. Action: Tony Rusling

55.3 Hygiene Guidance - Following an earlier discussion regarding the covering of fresh produce, Liz Wainwright said she had obtained guidance to the effect that produce can be displayed for up to four hours before items need to be covered.

55.4 Todwick News - Members were informed that a new advert, covering a half page, had been designed for inclusion in Todwick News from 2010.

The Chair closed the meeting by wishing all members a Happy Christmas and Prosperous New Year. There being no further business the meeting closed at 8.00pm.

The next Village Hall Management Committee will be held in the Meeting Room
at 6.30 pm, Tuesday 2nd February 2010