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TODWICK VILLAGE HALL MANAGEMENT COMMITTEE
7.30PM, TUESDAY 3rd APRIL 2007, CHURCH HALL
Present:
Mr John Palmer, Todwick (Vice Chair, Trustee & Parish Council)
Mrs Jean Leah, (Secretary & Trustee)
Mrs Margaret Grayson, (Treasurer & Trustee)
Mr John Gabbitas, (5th Trustee)
Mrs Anne Rusling (Caretaker)
Mrs Mari Gabbitas (Craft Group)
Mr Alan Tizard (Bowls Club)
Mrs Chris White (Toddler Group)
Mrs Liz Wainwright (Cricket Club)
Apologies for Absence:
Revd.Canon David Bliss (Chair & Trustee)
Mrs Linda Hewitt (WI)
In the absence of Revd.Canon Bliss, John Palmer took the chair, opened
the meeting and welcomed those present.
07/07 MINUTES OF PREVIOUS MEETING
- The minutes of the meeting held on 6th February 2007 were accepted
and signed by the Vice-Chair.
08/07 MATTERS ARISING FROM THE MINUTES
08.1 Trustees Insurance Liability - David has now spoken
with the Charity Commission concerning this. A change in law no longer
requires the Charity Commission to approve our insurance liability
submission as long as there is provision for this within our Constitution.
We now need to re-contact Zurich to ensure that their previously forwarded
form has not changed as a result of this change in law. Action:
Revd.Canon Bliss
08.2 Refuse Collection Rebate - Rotherham MBC - the
Treasurer reported she had now received an invoice for circa £200 for the
forthcoming year. It was believed that unless we physically cancelled
collections and then made further contact to re-start collections when the
Village Hall re-opens we would still be liable for payment. Margaret said
she would again contact RMBC regarding this and would report further at
the next meeting. Action: Treasurer
08.3 Village Hall Curtains - Anne reported that the
curtains for Hall 1 had now been cleaned and re-proofed at a cost of £182.
09/07 CORRESPONDENCE
None
10/07 TREASURER'S REPORT
- Current position:-
- Business Reserve £18,293.95 (includes £106.38 interest)
- Current Account £4,847.66
- Cash in Hand £116.19
- Margaret said that on receipt of the last bank statement we had been
charged interest amounting to circa £12.00. Jean informed members
that this had arisen as a result of the payments from YRCC not being
banked for four days prior to the builder's cheque being presented.
YRCC had been approached to enquire if cheques could be forwarded any
earlier but they had revealed that due to the large value of the
cheques this necessitated the Trustees signing them and as a
consequence delays did sometimes occur. However, following
negotiations with the bank they had (a) withdrawn the charges and (b)
are currently looking at allowing us to have a short-term overdraft
facility so as avoid this happening again. Action: Revd.Canon
Bliss/Treasurer
- Margaret also stated she had now paid a rates bill amounting to £166.19.
Members queried this bearing in mind that RMBC had visited the
premises recently following our request for a rate rebate. Margaret
said she would query this. Action: Treasurer
- Margaret said she had now received the latest electricity bill (£177.07)
and sought guidance on payment bearing in mind the previous minutes
stated that this would be presented to the builder for payment. Jean
said she would alert David of this so that he could raise the matter
at the next site meeting due shortly. Action: Revd.Canon
Bliss
11/07 BUILDING WORKS COMMITTEE UPDATE
Jean updated members concerning
work which had been undertaken since the previous meeting which included:-
- Construction continues and although previously behind by nine days
as a result of adverse weather over the last couple of months, as the
roof is now completed weather conditions should not further affect
progress being maintained.
- The suspended ceiling in Hall 1 has now been removed and the
original beams exposed. Work is on-going to make good the original
ceiling and stain the beams.
- The decision has now been taken to have two boilers with zoned
heating to give maximum flexibility.
- The builder has been consulted regarding the concerns expressed by
the Bowling Club relating to the angled corner of Hall 1 that
previously housed the bar. The builder is currently looking at whether
this could be adapted so as to enable two indoor mats being put down
there and an up-date will be given on this as soon as possible.
- A drawing/quote for the kitchen has now been received. Jean
explained that at the last Building Works Committee members believed a
small sub-group should look at the design and give their
recommendations back to the BWC. Their deliberations should include
decisions as to whether we have domestic or industrial appliances,
and, if such items as a dishwasher and grill are required. It was
suggested that Trustees, Margaret Grayson and John Gabbitas together
with caretaker, Anne Rusling should be involved and Jean asked for
another volunteer. Chris White asked if the Toddlers Group could be
the fourth representative and either she or Liz Wainwright will
attend. Jean asked if the sub-group could meet and make their
recommendations before the next scheduled Building Works Committee
which is due to meet again on 26th April 2007.
- Jean informed members that the BWC in conjunction with the builder
was looking to re-open the Village Hall on Saturday 23 June 2007. With
thanks to initial enquiries made by John Palmer it was very probable
that Darren Bennett and Lilia Kopilova would be available to
officially re-open the Village Hall but before publicity and marketing
of the event gets under way Jean needs to write and get official
confirmation of this. Members briefly discussed the involvement of all
at the opening and in the days that followed and it was believed that
a special VHMC meeting should be held to discuss this, together with
house-keeping/storage issues. Anne asked if the meeting could be held
sooner rather than later to avoid absences due to forthcoming holiday
periods. Action: Secretary
Jean asked if members had any queries
concerning the progress of the project and the following points were
raised:-
- Chris White asked if it was known what the dimensions were likely to
be for the siting of the baby changing station (bearing in mind the
secured funding needed to be utilised before the end of May). Jean
said she would ask David to raise this at the next site meeting. Action:
Secretary/Chair
- Identifying siting of notice boards (will discuss at special meeting
under housekeeping)
- Possibility of having a facility to hang coats downstairs (as above)
- Anne Rusling said the appearance of the proposed pram/bikes etc.
area looked "odd" in comparison with the brickwork used
round the window areas and asked if it would be possible to negotiate
a change with the builder. Jean said she would ask David to raise this
at the next site meeting. Action: Secretary/Chair
12/07 ANY OTHER BUSINESS
12.1 It was reported there had been an attempted break-in into
the container that is currently housing the contents of the Village Hall.
With thanks to Tony Rusling new bolts had been put on the container to
secure it.
There being no further business the meeting closed at 8.15pm.
Details of the special meeting to be held
will be notified as soon as possible.
Thereafter the next Village Hall Management Committee will be held on
Tuesday 5th June 2007 at 7.30pm in the Church Hall upstairs meeting room
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