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Village Hall Minutes 110815

Minutes of The Village Hall Management Committee held on Monday 15th August 2011 at 7.00p.m. in the Village Hall

 

 

  1. Present:

Mike Foster (Chair)

Caroline Pickering (Secretary)

Carol Cook

John Atkins

Terry Andrews

Sue Lawton

Glenys Elgie

Dorothy Johnson

David Rossiter

Jan Cole

  1. Apologies: Kate Gibbon (Treasurer), Rosemary Lincoln, Jennifer Swales, Sue Cooke, Di Foster
  1. Minutes of Meeting held on 7th June 2011.

The minutes of the meeting held on 7th June were accepted.

There were the following matters arising:

  1. Mosaic Project. This was well publicised so there was no need for information to go out with the minutes. 25 people attended and it was very successful.
  2. Financial situation. Update remains outstanding.
  3. Representative from Playing Fields Association. There has been no response from the PLA. Carol and Jan will ask Paul Wilson at the next Parish Council Meeting.
  1. Refurbishment Update.
  1. Costings. The meeting between the architect and John Swales did not take place as planned due to a bereavement. Mike has talked to John Swales about costings but John is unable to provide figures until he has met with the architect. Mike will contact the architect and John Swales to rearrange the meeting a.s.a.p.
  2. What the work will involve: Mike has had the drawings from the architects. Carol has sent copies to The National Park. They have said they will respond when they have looked at them.
  3. Timescale. Concern was expressed by committee members about a potential delay in starting the work, due to the meeting between the architect and builder being cancelled and costings unavailable. A delay could impact on bookings. Whilst John Swales has indicated that the work could be carried out during bad weather it was also believed that he intends to proceed a.s.a.p. as planned. It was thought that the work would take about 8 weeks and cost approximately £45000. These figures need to be substantiated by the architect and John Swales.

There was considerable discussion about what needed to be done in preparation for the work. The 2 downstairs rooms will still be in use though the kitchen and toilets will be out of action.

There will therefore be a need to store kitchenware.

The Post Office will be able to continue.

  1. Purchase of items. Mike has researched dishwashers. It will cost

£1750 + VAT for a commercial dishwasher. The figure includes supply and installation.

The water heater will cost approx. £1000.

There was discussion about whether or not the cooker should be replaced. Whilst is brand new, it is not a commercial cooker. Mike will look into the cost of a commercial cooker.

It was suggested that once the work has been completed it might be appropriate to charge for the use of the kitchen.

There was also discussion about whether or not the electrics need to be completely redone. It seems from the architect’s report, that work will be done as required. This needs to be clarified.

Committee members said that they needed to know the timescale for the work a.s.a.p. and the costings to be sure that the work is manageable within the Village Hall’s budget. The fact that there was only to be one tender from a builder at this stage was discussed.

  1. Financial Situation.

Kate Gibbon was unable to attend the meeting so the financial update was unavailable.

  1. Bookings.

The next event is the refreshments for the Classic Car Show on Sunday 28th August.

There have been no further bookings. There have been no Brownies this year.

  1. Any Other Business.
  1. Broadband. The Village Hall now has high speed Broadband at no cost. Simon Gibbon has offered to donate computers to the Village Hall and has also agreed to pay the £50 cost. The committee expressed their appreciation for Simon’s contribution.
  2. Fundraising. Carol Cook pointed out the difficulty in organising further fundraising events when it was not known when the work will start. She suggested a coffee morning might be a possibility.

Carol also said that an update on the Village Hall’s financial situation and the costings for the refurbishment were needed in order to be able to apply for any grants.

  1. Date of Next Meeting.

It was agreed that the next meeting will be called when there are further issues to discuss.