Minutes of The Village Hall Management Committee held on Monday 9^th January 2012 at 7.00p.m. in the Village Hall.

1. Present.

Mike Foster (Chair)

Caroline Pickering (Secretary)

Kate Gibbon (Treasurer)

David Rossiter

Dorothy Johnson

Sue Lawton

Terry Andrews

Di Foster

Carol Cook

John Atkins

Glenys Elgie

Sue Cook

Jennifer Swales.

Simon Gibbon

1. Apologies. There were no apologies for absence.

1. Minutes of the Meeting held on 22^nd November 2011.

           The minutes of the meeting held on 22^nd November were accepted.

1. Refurbishment schedule.
   1. Mike Foster reported that he had had a meeting with the architect and John Swales, the builder, on 19^th December. Contracts have been signed and work is due to start on 20^th February and be completed by 20^th April.
   2. Mike has been in contact with the insurance company, which is required to be notified of any building work, and he has a form to complete. An increase in insurance during this period is possible.
   3. The refurbishment costs have been reduced to £62,000 by cutting down on various items. The dumb waiter will not be installed at this stage. The hot water heater will not be put in. The costs of the lighting and kitchen units will also be reduced.
   4. Mike has been to IKEA where the units are cheaper and have a 25 year guarantee. Carol Cook suggested it would be worth asking about a special discount for a charity.
   5. Mike also proposed that the decorating could be done by volunteers to save on costs.
   6. Simon Gibbon has also said that he could get paint at half price.
   7. David Rossiter sought further clarification as to how the costs had been reduced from £93000 to £62000. Mike explained that the lower figure did not include the £5000 contingency allowance or the architects’ fee.
   8. The work will be supervised by the architect and there will be 3 stage payments as the work progresses: at the 30%, 70% and 95% stages of work. Two and a half per cent will be held back for 6 months. The QS has indicated that his charge at each stage would be £850. Mike has suggested that John Swales informs him as each stage is reached so as not to incur this additional expense.
   9. There was discussion about what needs to be done before the work starts. Everything in the kitchen cupboards needs to be put away and the units dismantled. Carol Cook said Geoff Newton has offered to take down the units he had installed. Mike asked for volunteers to do the above work and several people said they could help. A date was agreed for this work to take place: 11th February at 9am. If necessary the work could continue on 12^th February.
   10. The proposed works have been discussed with the Post Office and they have agreed to remain open as usual. They have their own electricity supply.
   11. The upholstery class will also continue to meet.
   12. A query was raised about the sufficiency of the electrics. Mike confirmed that this question had been asked previously.
   13. It was suggested that a notice should to be put on the board outside the Village Hall about the dates of the building work.
   14. It was agreed that the display board could be stored in the downstairs room.
   15. There were various suggestions about how the kitchen units could be disposed of. Geoff Newton may take some.
   16. Kate and Mike offered to bring some crates on 11^th Feb when the kitchen is dismantled.
   17. It was suggested that there will need to be a decorating schedule. This can be drawn up nearer the time.
   18. David asked who would deal with John Swales’ queries. Mike offered to do this.
   19. Mike will be asking for examples of flooring i.e. carpet for the stairs and vinyl flooring for the kitchen and lobby.
   20. Colours for the paintwork will have to be agreed (possibly magnolia) and it was suggested the cupboards should be off white.

1. Financial Situation.

Kate Gibbon provided the following information:

Santander Current Account. £12332.89

Santander Deposit Account. £61063.49

Nat. West Current Account. £9038.19

Nat.West Business Reserve Account £4408.66

Total: £ 86843.23

Kate reported that a cheque for £500 had been received from the Parish Council.

1. Bookings. No further bookings at present.

1. Any Other Business.

1. Kate suggested that there should be a celebration/Open Day when the work is completed.
2. Kate provided information about Rural Action Yorkshire and forthcoming events at Ripon and Whitby on 22^nd and 29^th February. It was agreed that representatives would attend the Ripon event.
3. Carol advised the committee of scheduled fundraising activities:

Plant Sale on 28^th April.

Classic Car Show on 26^th August.

History Exhibition.

1. David suggested that we should consider raising the charges once the work is completed It was suggested that there should be additional charges for use of the kitchen facilities.
2. Kate raised the possibility of the Village Hall facilities being used as a Camping Barn.
3. Carol said that the Village Hall should be involved in ‘Hallmarking’.
4. Simon Gibbon talked about Swainby Village website and how the Village Hall could use this. It was suggested that it could contain a calendar for bookings.
5. Carol said that she was applying for a grant for laptops.
6. Sue asked if there were any plans for Jubilee celebrations. Mike said he had already been asked about this.
7. John Atkins informed the committee that the choir would not be restarting again. The remaining funds were put into the refurbishment pot.
8. The AGM will be held in May. The accounts will need to be audited.

1. Date of Next Meeting.

     To be organised as required.