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Village Hall Minutes 111122

Minutes of The Village Hall Management Committee held on Tuesday, 22nd November 2011 at 7.30p.m. in the Village Hall.

 

  1. Present.

Mike Foster (Chair)

Caroline Pickering (Secretary)

Terry Andrews

Di Foster

Carol Cook

Glenys Elgie

Sue Cook

Jennifer Swales.

  1. Apologies. John Atkins, Kate Gibbon (Treasurer), David Rossiter,

Dorothy Johnson, Sue Lawton.

  1. Minutes of the Meeting held on 15th August 2011.

           The minutes of the meeting held on 15th August were accepted.

  1. Refurbishment update.

Detailed costings have been received from John Swales.

The total cost was calculated at £93,610.55. As this amount is more than in the Village Hall account (see item 5 for details) the meeting focussed on going through the costings and making suggestions as to where there could be reductions e.g. the cost of the skirting boards could be shaved; the water heater could be £200/£300 cheaper; the ‘Dumb Waiter’ at £6790.75 could be installed at a later date; the kitchen quoted at £10,170 could have cheaper units; the front rooms do not need to be decorated; paint could be obtained more cheaply.

It was agreed that a minimum of £5,000 must to be kept in the Village Hall Fund as ‘money in hand’. The architects will require a further £7,000. There also needs to be sufficient funding for the dishwasher (£1750), oven (£1400), and water heater (£450). Therefore the costings need to be reduced to below £70,000.

Mike Foster has talked with the architects and will also be contacting John Swales with a view to setting up a meeting to revise costs.

Applications are in the process of being made for funding. It is hoped that we should know by Christmas if we have been successful.

The question was raised as to whether the work could be exempt from VAT. Terry agreed to look into this. It was thought that the disabled toilet would be exempt from VAT.

Carol asked if we could still have new skirting boards in the entrance hall.

John Swales has said that he could start the work in the New Year and that the work would take 8 – 12 weeks.

The question of a Project Manager for the work was suggested. The possibility of asking through the Pro Help system was raised.

There was discussion about whether we would continue to use the same architects in the future. It was considered possible that we would look for alternatives.

Concern was expressed about the loss of income for the Village Hall due to the delay in the commencement of the refurbishment work.

  1. Financial Situation.

Kate Gibbon was unable to attend the meeting but had provided the following information regarding the financial situation:

Santander Current Account: £11,516.69

Santander Deposit Account: £60,973.06

Natwest Current Account: £8,523.66

Natwest Business Reserve Account: £4,408.66

Total: £85,422.07      

  1. Bookings.

Dorothy Johnson was unable to attend the meeting. It was acknowledged that queries were being made about future classes on account of the refurbishment.

  1. Any Other Business.
  2. Mosaics. Di Foster asked about the mosaics being part of the Swainby Got Talent exhibition on 26th November. It was agreed that 2 or 3 would go on show.
  3. Web page for Swainby. Simon Gibbon has developed a web page with a link for the Village Hall. Mike will arrange to meet with Simon to discuss how to put information on the web page. Caroline asked to be included in this meeting.
  4. ‘Sleeping sheds’. Mike made a suggestion following a discussion with Kate Gibbon. As the Youth Hostel is closing at Osmotherley there could be a need for ‘sleeping sheds’ for walkers and cyclists i.e. basic overnight accommodation which could be bookable. It was raised as a possible use for the Village Hall.
  1. Date of Next Meeting.

The date of the next meeting was arranged for Monday 12th December at 7pm.