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TODWICK VILLAGE HALL MANAGEMENT COMMITTEE
7.30PM, THURSDAY 30th AUGUST 2007, VILLAGE HALL
Present:
Mr John Palmer (Vice Chair/Trustee & Parish Council)
Mrs Jean Leah (Secretary & Trustee)
Mr John Gabbitas (5th Trustee)
Mrs Linda Hewitt (WI)
Mrs Anne Rusling (Caretaker)
Mr Norman Anderson (Neighbourhood Watch)
Mr A Tizard (Bowls Club)
Mrs Mari Gabbitas (Craft Group)
Mrs Chris White (Toddler Group)
Mrs Liz Wainwright (Cricket Club)
Mr Brian White (Parish Council)
Mrs Margaret Kettell (Mothers' Union)
Mrs Brenda Waller (Line Dancing)
Mrs C Vince (rep. Over 60s)
Apologies:
Revd.Canon David Bliss (Chair & Trustee)
Mrs Margaret Grayson (Treasurer & Trustee)
Mrs E Allison (Rainbows)
Mrs M Ware (Over 60s)
In the absence of the Chair, who had arrived but been urgently called
away, John Palmer took the chair.
25/07 MINUTES OF PREVIOUS MEETING
- The minutes of the meetings held on 9th May and 5th June 2007 were
accepted and signed by the Vice Chair.
26/07 MATTERS ARISING FROM THE MINUTES
26.1 Trustee Insurance Liability - The Secretary informed
members that the Chair had now forwarded the necessary completed forms to
Zurich insurance company and a response was awaited. Action:
Trustees
26.2 Refuse Collection Rebate - Rotherham MBC - In the
absence of the Treasurer, this item was deferred to the next meeting. Action:
Treasurer
26.3 Rotherham Licence Watch - The Secretary reminded
members that at the last meeting it had been agreed to join, as a trial,
the above organisation. However, on reading the correspondence it was
believed this was more for alcohol licensed premises and she queried the
merit in participating at this time when there was another organisation
which, it was believed, had greater merit (see minute 35/07 below). It was
decided that we would not pursue RLW at this time. Notwithstanding the
above, this lead to a debate on whether our tariffs were at the
appropriate level in the event of any future problems. The Trustees
present said that these were going to be subject to review shortly and
when doing so emphasis would be given to the question of whether the bond
was high enough and if we should continue to allow teenage parties. Norman
Anderson said he would contact our neighbouring Village Hall at Harthill
to benchmark against their tariffs. Action: Norman Anderson
27/07 CORRESPONDENCE
28/07 TREASURER'S REPORT
- In the absence of the Treasurer, the Secretary read a prepared
summary that stated the accounts had now been audited and would be
presented at the AGM. Income received during the month of August
amounted to £449.50. Amounts in the bank accounts were:-
- Business Reserve £3,546 (a further £15,000 having been
recently prepared for the builder)
- Current Account £2,487
- Cash in Hand £9
29/07 BUILDING WORKS COMMITTEE - OUTSTANDING ISSUES
- The Secretary reported that following the damp/mould problem that
had arisen, mainly in the storage areas, the builder was now
addressing this but in the interim period an industrial humidifier had
been installed to help dry out the affected areas. In addition, a full
snagging list had now been prepared and a site meeting was planned
with the builder.
- In relation to the security alarm, those user group members who had
not given a burglar alarm number to Revd.Canon Bliss were urged to do
so. It was pointed out that some members were experiencing problems
and it was agreed that the alarm contractor would be asked to visit
the site to rectify these. Action: Vice Chair
- The Secretary informed members that as soon as the remaining
financial position was determined, additional works would be
prioritised. High priority items included pointing and steam cleaning
the original building; renovating the stone boundary wall between the
VH site and adjoining town houses; provision of a stair lift; and
asking the builder to do a feasibility and estimate of cost in
providing a second downstairs toilet. Members would be up-dated as
appropriate. In addition, there were other items still to be
purchased, for example, loop sound system, crockery, cutlery, more
tables and chairs etc. These would be acquired as funds permitted.
30/07 HEALTH & SAFETY ISSUES
- John Gabbitas updated members to the effect that the recent Fire
Officer's visit had resulted in a few outstanding issues that required
action.
- John drew attention to the fact that fire doors were being used as
the norm (particularly in Hall 2) and he reminded members that they
were not there for that purpose and should only be used in the event
of an emergency.
- Also doors were being wedged open by using bits of card etc. Door
stops which, in the event of an alarm being sounded release to close
the door, were being considered. In the interim doors must be wedged
open minimally but preferably not at all.
- After using the kitchen boiler, any remaining water must be drained
so as not to give the potential for stale water being used. He also
requested that when users had finished with the boiler it should be
wiped down and switched off at both machine and wall socket.
- Chris White asked that safety plugs be purchased. Action:
John Gabbitas
31/07 PROJECT MONITORING BY YRCC
- The Secretary informed members that after a six month period
following re-opening, YRCC would require an up-date on how the Village
Hall was being used. Part of the monitoring form asked for user
numbers, age groups, etc. Jean asked members for their assistance and
said she had prepared a guidance sheet together with proforma, which
would be circulated with the minutes, which needed to be completed by
all user groups until further notice. At the appropriate time Jean
would then collate all the information together and submit the
monitoring form. Action: All Users
32/07 BUILDING MAINTENANCE ISSUES
- There were no further issues other than those already identified at
minute 29/07.
33/07 MARKETING / NEW GROUPS
- The Secretary said that since re-opening, hip-hop, Rainbows and yoga
new groups already commenced using the Village Hall. She was currently
negotiating with the Bennett family with a view to them providing
adults/childrens dancing lessons and she had submitted an initial
application seeking a grant for a computer tutor and equipment to
enable computer lessons and a digital history of Todwick to be
recorded. Jean said she hoped to be able to start researching the
possibility of providing some form of medical sessions and language
lessons shortly. Brian White said he may be able to help in this
regard as he had recently arranged for French classes to take place at
Aston Reading Rooms. Brian undertook to make contact with a tutor who
may be able to become involved. Action: Secretary / Brian
White
34/07 COMMITTEE MEETINGS - PROPOSED CHANGES
- The Secretary informed members that Building Works Committee
meetings were now coming to an end. Also that whilst the VHMC would
continue to meet alternate months, the Trustees felt that they needed
to meet more frequently than two-monthly and, as such, immediately
after the AGM would hold an additional meeting on the month in-between
the Management Committee dates.
- It was also determined that VHMC attendance on a Tuesday evening
appeared to be causing difficulties to some Trustees/members,
therefore, it was proposed to change the day to Wednesdays.
35/07 YRCC MEMBERSHIP
- This item needs to be read in conjunction with minute 26.3. The
Village Hall had previously held YRCC membership but it had lapsed
some time ago. The Secretary believed that there was considerable
merit in re-joining (membership fee £25.00 per year) and sought
members agreement and approval to do so. This was agreed. Action:
Secretary
36/07 MEETING WITH CHURCH HALL MANAGEMENT
COMMITTEE
- The Secretary informed members that a recent meeting had been held
between the Trustees of both Village Hall and Church Hall Management
Committees. The main purpose for holding the meeting was to ensure
that separate planning of events for both Halls did not result in
accidental "cross-over" resulting in either double bookings
on the same day or duplicated events within a short time-scale. It had
also been agreed that a joint review of tariffs would be sensible to
ensure that financial competitiveness did not occur. The Secretary
informed members that joint Trustees meetings would be held 3 / 4
times per year and up-dates on items discussed would be raised at
relevant VHMC meetings.
37/07 ANY OTHER BUSINESS
37.1 Mothers' Union - it was queried whether the Mothers
Union would be continuing to be members of the VHMC, bearing in mind theit
regular meeting place is now the Church Hall. The Secretary said she would
raise this with Revd.Canon Bliss. Action: Secretary
37.2 Penalty Payments - Anne Rusling reminded members
that in the past users leaving lights/fans etc on in the building after
their hire time was over were charged a penalty fee and it was queried
whether this practice would be continued. It was agreed this would be
discussed at the next available Trustees meeting. Action:
Trustees
37.3 Key Security - Norman Anderson informed members that
it was possible to purchase a "fish key" and the Trustees
present said this would be considered. Action: Trustees
37.4 Lighting Hall 1 - Anne Rusling informed members that
a private party hirer had made a complaint that there were no dimmer
switches in Hall 1. The Trustees present said this would be considered
further. Action: Trustees
37.5 Clocks - these have now been obtained and placed in
both Hall 1 and Hall 2.
37.6 Picture Donation - The Vice Chair informed members
that following an earlier donation of a picture done by Alan Atkins, it
had been determined that this will be sited over the fireplace.
37.7 Retiring Trustees - The Vice Chair informed members
that both the Chair and Treasurer would be stepping down at the AGM to be
held in October and sought approval to purchase gifts for both. This was
agreed. Action: Secretary
37.8 Christmas Fayre - Anne Rusling volunteered to make
the necessary arrangements to get raffle tickets printed in time for
circulation at the AGM. Action: Anne Rusling
There being no further business the
meeting closed at 8.55pm.
The Annual General Meeting will be held at
7.30pm, Tuesday 2nd October 2007
Village Hall
(date subsequently amended to Wednesday 3rd October)
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