Minutes of The Village Hall Management Committee held on Tuesday, 7^th June 2011 at 7.30 in the Village Hall

1. Present:

Mike Foster (Chair)

Kate Gibbon (Treasurer)

Caroline Pickering (Secretary)

Carol Cook

John Atkins

Terry Andrews

Di Foster

Sue Cooke

Sue Lawton

2. Apologies: Glenys Elgie, Dorothy Johnson, Rosemary Lincoln, David Rossiter, Jan Cole, Jennifer Swales

3. Acceptance of previous minutes.

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

4. Refurbishment Update.

Mike Foster reported back on the meeting he had had earlier in the day with Graham Saxton, architect. The architects have amended the plans to cover the work to be carried out at Stage 1: the replacement of the stair, and refurbishment of kitchen and toilets. There will also be a service lift.

Mike went through the plans in detail and there was discussion on a number of items. Mike also had several brochures for the committee to look at. It was agreed that all the doors would be made from ash. The service lift will be a Stannah product. There will be 2 water heaters and a beverage boiler. There will also be new sinks and a commercial dishwasher. It was agreed that there would be no need for a new cooker as the existing one has only been bought recently.

The kitchen unit will be Tewkesbury oak (light) from Howden.

It was suggested that the cooker hood could be sourced locally (eg B and Q).

John Swales has also suggested some handrails for the stairway.

It was agreed to hold off on some items at present, such as new windows, and front door. At some point all the electrics will need looking at. There will be a fire board and sensors included.

The architect has also not been able to incorporate a shower into the scheme. It might be possible to do this at a later date.

Everyone was in agreement with the proposed scheme.

5. Bookings.

There is an event taking place on Saturday 11^th June. Later in the day crockery is also being lent out for a Birthday Party for which a donation has been promised.

The next major event is the Classic Car Rally on Sunday August 28^th. As the refurbishment work starts at the beginning of September the Village Hall will only be available for limited use. The Choir is due to meet on 15^th September and could use the downstairs room if necessary. It is anticipated that The Post Office will be able to continue in the front room as the work will be happening at the back of the building. There are no further events planned for 2011.

6. Fundraising Update.

Kate Gibbon has now taken over from David Rossiter as Treasurer and will shortly provide an update on the financial situation to accompany the minutes.

The Plant Sale raised £1500. There has also been a Gift Aid return of £900.

Carol requested that the revised costings of the refurbishment be made available as soon as possible as it is not possible to apply for funds without this information. The Park Authority also need to be informed.

Some suggestions were made about future fundraising events, eg ongoing Book Sale. Further discussion was planning for after the end of the Committee meeting.

7. Transfer of Signatories.

The proposal for transfer of signatories was formally read out by Kate Gibbon and agreed by the committee. The signatories will be Mike Foster, Chair, Kate Gibbon, Treasurer, and Carol Cook.

8. Any Other Business.

1. Di Foster raised a matter on behalf of Glenys concerning a mosaic project. Further details will be forwarded to Caroline to go out with the minutes.
2. Caroline Pickering said that she had written to Paul Wilson inviting representation on the Committee from the Playing Fields Association and had not had a response. Carol would ask Paul at the Parish Council meeting if they wish to nominate someone.

9. Date of Next Meeting. It was agreed that the next meeting will be called when   there are further issues to discuss.

Mike thanked everyone for their attendance.

Mike was also thanked very much for having gone down to York to meet with the architect.