TODWICK VILLAGE HALL MANAGEMENT COMMITTEE
6.30 PM, FRIDAY 4th JUNE 2010

Present:

• Mr Brian White (Chair & Trustee)
• Mrs Jean Leah (Secretary & Trustee)
• Mr Norman Anderson (Treasurer &Trustee)
• Mrs Margaret Ware (Ramblers)
• Mrs Lynda Shepherd (Active Always)
• Mrs Chris White (Toddler Group)
• Mrs Liz Wainwright (Cricket Club)
• Mr Tony Rusling (Historic Society)
• Mrs Brenda Waller (Line Dancing)
• Mrs Mary Pavey (WI)
• Mrs Ann Davey (WI)

Apologies for Absence:

• Mr John Gabbitas (Vice Chair & Trustee)
• Mr Bryan Ferris (Building/H&S Trustee)
• Mr John Palmer (TPC)
• Mrs Mari Gabbitas (Craft Group)
• Mr A Tizard (Bowls)
• Mrs Claire Newbold (Brownies)

Brian White opened the meeting and welcomed all present.

19/10 MINUTES OF PREVIOUS MEETINGS

• The minutes of meeting held on 9th April 2010 were accepted as a true record and signed by the Chair.

20/10 MATTERS ARISING FROM THE MINUTES

20.1 Hall 1 "Dimable" Lights - No update due to Vice Chair's absence. Action: Vice Chair

20.2 Revision of Constitution - The Chair gave a summary of the background and developments so far in relation to intended Constitutional changes. The Chair referred to a paper that had been prepared and circulated prior to the meeting and he asked members to give feedback as to whether they believed the proposed changes now incorporated all comments previously made. Members were in agreement with the contents of the proposed revision. As a result the Chair said he would now table an item at the next Parish Council (29th June 2010) meeting seeking ratification of the full Parish Council, as Custodian Trustees. Subject to Parish Council agreement the proposed Constitutional changes would be forwarded to the Charity Commission seeking their approval for adoption. Action: Trustees

20.3 Boundary Wall Renovation - At the last meeting it had been agreed to pursue the possibility of shot-blasting the Village Hall side of the wall running down the length of the adjacent school. Since that time it had been determined that in the interests of health and safety of school children passing the end of the Village Hall driveway, the Kiveton Lane end of the wall needed dropping/replacing with fencing to give a better sight line for motorists leaving the Village Hall site. Agreement in principle had already been received from the school Head-teacher. It was proposed to contact the Gas Board as the wall also butted onto their sub-station. Thereafter the necessary quotes would be obtained for consideration, in the first instance, by the Parish Council. Action: JohnP / Chair

20.4 Additional External Notice Board - No update due to Vice-Chair's absence. Action: Vice Chair

20.5 Subsidence - At the last meeting it had been reported that cracks had appeared up both sides of the corner of the building facing The Pastures. It had been determined that there was a fault line running across the car park. It had also been determined that the VH insurance policy does cover subsidence (after an initial excess of £1,000). However, to determine the extent of the problem it was agreed to go ahead with the purchase of test monitor strips on both sides of the affected corner of the building. Action: Vice Chair

20.6 Damp Course Near Entrance - The Chair said he had investigated the report at the last meeting that an area of floor in Hall 1 appeared to "give way under foot" possibly as a result of the external damp course in that area having been covered with tarmac. It was agreed JohnP should pursue a quote for its repair at the same time as actioning item 20.3 above. Action: JohnP

20.7 Children's Party Promotions - Liz Wainwright reported that she had spoken with Chris White regarding the possibility of the toys being made available from the Toddlers store. When considering the tightly packed nature of the store room and any health and safety considerations arising in the event of an accident whilst the toys were being used, it had been considered by them inappropriate to go ahead with this suggestion. Item discharged.

20.8 Health & Beauty Sessions - In the absence of JohnP, the Secretary reported that although a meeting with the lady interested in starting health and beauty sessions in the Village Hall had been arranged this had been postponed due to a bereavement. JohnP was asked to re-arrange another date. Action: John Palmer

21/10 NEW CORRESPONDENCE

• Children's Workforce Development Council - the Secretary apologised that this had not been circulated after the previous meeting as indicated and handed it over to Toddlers to peruse.
• Go-Range Fabrications - a catalogue had been received marketing their full range of chairs.

22/10 TREASURER'S REPORT

• Current financial position:

  Current Account	£6,433.44
  Reserve Account	£4,590.51
  Cash/Cheques	£0.00
  Bonds	£1.55

• A quote of £285 plus materials had been obtained for re-decoration of Hall 2
• Outstanding invoices amounted to £197.00 of which only £36.00 were in arrears by one month
• The Treasurer gave the reminder that the Village Hall financial year was due to end on 30th June 2010 and he asked that any outstanding claims needed to be settled by 29th June.

23/10 SECRETARY'S REPORT

• The Secretary reported she had fulfilled her usual day-to-day secretarial duties; the upkeep of the electronic diary; the replenishment of stock and liaison with the caretaker on a regular basis.
• She gave an overview of grant applications she was involved with on behalf of Todwick Parish Council which may impact, if successful, on additional hiring of rooms at the Village Hall. These included (i) Street Dance sessions for children aged 8+ which would run initially for 18 weeks on a weekly basis in the Village Hall; (ii) monies to contribute to the purchase of the village signs on the design submitted by the Historic Society and agreed by the Parish Council; and (iii) undertaking a refresh of the Parish Plan which would necessitate use of the Meeting Room and computers on a regular basis until finalised. She undertook to keep members and the electronic diary updated as and when developments occurred. Whilst discussing grant options, Mary Pavey encouraged the Secretary to visit Taylors Yorkshire Tea website (who sponsor the WI) to determine whether any suitable grant seeking applications could be made to them.

24/10 HEALTH & SAFETY ISSUES

In the absence of Bryan Ferris, Norman Anderson gave the following updates:

• Accident Book - there had been no entries since the last meeting.
• Review of VH building risk assessment - A risk assessment for the building had now been undertaken and this will be monitored on a regular basis by undertaking floor walks (for information a house-keeping checklist is monitored on a weekly basis). Action: Treasurer & 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 the Building/H&S Trustee needed to be notified. Norman Anderson reported that with the exception of RMBC (Active Always) and Music Bugs all other regular users now had a risk assessment in place. Action: All Members & Building/H&S Trustee
• Fire Drills - Bryan Ferris had reported that he had now completed a fire procedure for Toddlers but now needed to undertake a drill against it. Action: Chris White & Building/H&S Trustee
• Gritting Policy - this was currently being reviewed. Action: Building/H&S Trustee

25/10 NEW ISSUES FOR CONSIDERATION

• Leaking Guttering - The Secretary reported that a quote to replace the guttering on The Pastures side of the Village Hall [which had "dished" upwards causing the guttering to curve] had been received at a cost of £463.75 which seemed excessive. It was agreed that (i) Tony Rusling and (ii) the Trustees would obtain two further quotes for this work. Action: Tony Rusling / Trustees
• Insurance Cover for Volunteers - It was reported that if someone not directly connected with the Village Hall organised and held an event for the benefit of the Village Hall there was a need to ensure that they were adequately covered for insurance purposes. Having liaised with our insurance company, it had been determined that the best way to deal with this was to enlist the person(s) concerned as volunteers. It was highlighted that those who may fall into this category were (i) Sheila Pantry when organising events for Village Hall funds; and (ii) those involved with the e-Vend initiative. It was agreed that in the first instance the Trustees would seek guidance from the Parish Council and would also speak with Sheila and e-Vend organisers. Action: Trustees

26/10 MARKETING / NEW GROUPS / ACTIVITIES

The following was updated on:

• Tapas Evening - The Chair informed members that one of the Spanish tutors who gave lessons at the Village Hall [who was also a qualified chef] had agreed to run a Tapas Evening whereby he would demonstrate and prepare the food and then at the end of the demonstration a supper party would be held. The event was scheduled for 25th June. Tickets were limited to 30 to enable all to observe the demonstration. The individual was also willing to run other food cuisine evenings if this proved to be successful.
• Pie & Pea Quiz Night - Another pie and pea quiz night was being planned for Saturday 23rd October. A general discussion took place regarding the food supplier and both the Chair and Tony Rusling agreed to follow-up separate supplier contacts they had. Action: Tony Rusling/Chair
• E-vend Update - Bryan Ferris had left an update to the effect that e-Vend had now had a total of 40 items on offer. A total of £268.64 had been raised which had raised £73.99 [with donations] for Village Hall funds.
• Barbershop Concert - Tony Rusling said he was still waiting for confirmation of the proposed costs for a section of Sheffield Harmonies to attend and give a concert. Action: Tony Rusling
• Yorkshire Film Archives - Tony Rusling informed members that the Historic Society were hosting the Yorkshire Film Archives at the next Historic Society evening on 8th June 2010 and he invited all to join in the evening.

27/10 ANY OTHER BUSINESS

27.1 Historic Society Insurance Cover - The Historic Society requested that their property held within a cupboard at the Village Hall be put onto the Village Hall insurance policy and that they (Historic Society) pay the additional premium. Some members felt this would be setting a precedent for all user groups to ask for similar cover and which they believed to be inappropriate. As a result, relevant Historic Society representatives (ie chair, secretary etc) were asked to pursue including this on their own domestic or stand-alone policy. Item discharged.

27.2 Toddlers Insurance Cover - Chris White handed over to the Secretary a copy of their independent employer's liability insurance cover for the period 19.05.10 to 19.05.11. Item discharged.

There being no further business the meeting closed at 7.40 pm.

The next Village Hall Management Committee will be held in the Meeting Room
at 6.30 pm, Friday 10th September 2010