Minutes of the Meeting of the Village Hall Management Committee held in the Village Hall on Tuesday 15th February 2011 at 7.30 p.m.
1. Present at Meeting:
Mike Foster. Chair.
Caroline Pickering. Secretary.
Carol Cook, Glenys Elgie, Jennifer Swales, Sue Lawton, Alan Pickering, John Atkins.
2. Apologies for absence:
Jan Cole, Rosemary Lincoln, Dorothy Johnson, Di Foster, David Rossiter, Rosemary Lincoln.
3. Acceptance of Minutes of the Meeting held on Monday 17th January.
Amendments: The Plant Sale is on 7th May, not 6th. The error pointed out by David Rossiter regarding the accounts had already been rectified. The minutes of the meeting were therefore accepted.
4. Refurbishment Update.
Mike Foster read out the latest letter received from the architects. The architects have stated that it is likely that it will be necessary to reapply for planning permission, following the decision to proceed with the refurbishment in stages. They have also outlined their fees in relation to a revised application, revised plans, supervision of the work etc.
As David Rossiter was unable to attend the meeting he had sent an e mail in which he had worked out the architects fees. The fees incurred to date have been £21423 less £2427 met by Pro Help. The new fees proposed seem to be in the region of £7500 for Stage 1. The fees would therefore be not much different from the amount previously proposed for the whole refurbishment.
There followed considerable discussion about the situation and what to do next. John Swales has indicated that he could proceed with the work in August/September. The main issue seems to be whether or not it is the case that Planning Permission needs to be applied for again.
It was agreed that The National Park Authority, Planning Department, should be contacted to establish if, in fact, it is necessary to reapply for Planning Permission. Carol Cook offered to discuss this with the Planning Officer as she is due to attend a meeting with them soon.
Mike Foster said that he would also seek views from relevant people before the end of the week, before responding to the letter from the architects. He will talk further with David Rossiter, Stuart Kerr and John Swales.
In addition to his e mail David Rossiter had provided a copy of the accounts which will signed off by Walter Gregory in preparation for the AGM.
5. Fundraising Update.
The Fundraising team has met to plan the Family Games Evening (Fri Mar 11th), Attic & Garage Sale (Sat Mar 26th) & the Plant Sale (Sat 7th May). Carol Cook is at present selling tickets for the Games Evening.
Alan Pickering and Carol Cook have recently had a meeting with Nicky Smith, Northallerton Voluntary Service. She is going to get back to them about making a further application to the Lottery Fund.
6. Correspondence.
Mike Foster read out a letter from Gillian Atkins, writing on behalf of the choir. Unfortunately they are not going to carry on meeting at present due to lack of members, particularly male. They may reconvene in September. They are up to date with payment for bookings.
7. Date for Annual General Meeting.
15th March 2011 at 7.30pm for the AGM was agreed.
There was also some discussion about membership.
It was agreed that Caroline would write to Paul Wilson, Secretary, Swainby Playing Fields Association to request a representative be nominated.
Terry Andrews has agreed to represent the History Society, as Alan Pickering has given notice that he will stand down.
David Rossiter has indicated that he will be standing down as Treasurer.
Mike Foster will contact Kate Gibbon who has already expressed an interest in becoming
involved.
8. Any Other Business.
(i) Broadband. Carol Cook raised the question of the Village Hall being wired up for Broadband as all the Parish Council Work is now going to be on e mail, including plans etc. There will be some costs involved and a monthly amount to be paid. Mike Foster said that he would contact BT.
(ii) Youth Club. The question about whether the Youth Club is paying for their use of the Village Hall remains outstanding.
(iii) Post Office. There was discussion about whether the Post Office will be able to continue when the refurbishment work begins. This will need to be clarified.