Minutes of the Management Committee Meeting held on Tuesday 9^th October 2012 at Swainby Village Hall  

1. Present at Meeting:

Mike F (Chair),

Jennifer S.

Sue L.

Carol C.

Stan L.

Terry A.

Glenys E. (Part time)

1. Apologies for absence

Kate G.

Di F.

Caroline P.

1. Minutes of Meeting held on Wednesday 8^th August 2012

Minutes were accepted by the meeting.

Walter Gregory has offered his help, which has been enthusiastically accepted, it is nice to see new people helping with the running of the Hall.

It is with regret I received a letter of resignation from John Atkins, who feels that he needs to leave the committee, but is willing to help where he can in future events. A letter accepting his resignation and thanking him for his help over the years was sent.

The Promotion Day went well, Caroline Seymour sent a note of thanks to the Committee for being asked to open the refurbishments.

Terry A. thanked everyone who helped with the build-up and on the day to make the day happen.

4a  Refurbishments

The dishwasher is still not drying the dishes, Mike will contact Mark Ralston to see what can be done to make the dishwasher perform more efficiently.

John Swales to be contacted to complete the “snagging list items”.

4.b Future plans

Discussions on what future plans are for the Hall.

It is felt that initially a list be made of items which need to be seen to in the short term. See appendix 1

Window cleaner to be contacted to clean the windows.

This has been done, I’m waiting for a price.

In the medium to long term, future plans will be dependent upon available money.

The first requirements are for:-

Accessible toilets

Shower unit(s) - maybe for Ladies as well as Gents

Stuart Kerr to be asked to give his opinions on what may be possible.

1. Financial situation

Natwest Current Business Account         £11,750.68 as of 28/9/12

Reserve Account                                      £4,409.21 as of 28/9/12

Carol C informed the meeting that there is an additional £500 from the Classic cars Day

1. Bookings

Orienteering had 24 members at the September meeting.

They are committed to another meeting in October, and may continue in coming months.

The Art class has 5+ members at present, we are hoping this will rise in coming weeks.

1. Future Events

9^th November (Friday) – talk with Bob Brown “Kayaking in Alaska”

23^rd November (Friday) – Race evening (this may be moved due to clashes)

23^rd February (Saturday) – Games Evening

8^th March (Friday) – David Harper Antiques

27^th April (Saturday) - Plant Sale

25^th August (Sunday) – Classic Car Rally. It was thought that it may be financially viable to have a Burger bar in the field in conjunction with teas in the Hall. Carol to enquire.

No date given for the next Coffee Morning, but it was thought that having a Flea Market upstairs may raise more money.

8. Garden

The garden at the side of the Hall is getting overgrown, it was discussed whether the plants should be removed and the area grassed over. In the short term it was decided to cut the bushes down in height to a manageable level.

1. Any Other Business

Hallmark accreditation. It was asked if the Committee feels that this should be pursued. It was unanimously agreed that it would be a good idea. Carol was asked to see what would be involved and would we need to have any further requirements before we could apply.

Website/Facebook/Twitter It will be a good idea to pursue more use of the internet to promote the Hall to attract more bookings. Terry, Mike, Caroline and Simon G to look at putting information on the Net.

Sleeping Barns – It was felt that we should actively look at registering with Sleeping Barns.

The AGM is required to be held around February.

The accounts will need to be completed and audited for the AGM.

The list of Trustees needs to be looked at to ensure it is up to date.

Appendix 1 - List of Outstanding Jobs.