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TODWICK VILLAGE HALL MANAGEMENT COMMITTEE
6.30 PM, MONDAY 4th FEBRUARY 2008
Present:
Mr Brian White (Chair, Trustee & Parish Council)
Mr John Palmer (Vice Chair, Trustee & Parish Council)
Mrs Jean Leah (Secretary & Trustee)
Mr Norman Anderson (Treasurer, Trustee & NHD Watch)
Mr John Gabbitas (5th Trustee)
Mrs Anne Rusling (Caretaker)
Mrs Margaret Ware (Over 60s)
Mr Alan Tizard (Bowls Club)
Mrs Mari Gabbitas (Craft Group)
Mrs Chris White (Toddler Group/GG Rainbows)
Mrs Liz Wainwright (Cricket Club)
Apologies for Absence:
Mrs Brenda Waller (Line Dancing)
Mrs Emma Allison (Rainbows)
Brian White opened the meeting and welcomed all present.
01/08 MINUTES OF PREVIOUS MEETING
- Regarding minute 60.1/07 Chris White said although the minutes read
that the Toddler Group had acquired a set of baking trays it should
have read "were going to acquire". However, she was pleased
to report that the purchase had in fact now been made.
- The above apart, the minutes of meeting held 19.12.07 were accepted
and signed by the Chair.
02/08 MATTERS ARISING FROM THE MINUTES
02.1 Trustees Liability Insurance - no further progress
had yet been made. Action: Trustees
02.2 User Group Activity Insurance Cover Arrangements -
the Chair said whilst it was recommended Groups take out third party
liability insurance, particularly if the Group was "active" (ie
a keep fit class), although he had contacted two insurance companies to
try and get estimate costs, neither did insurance of the type required. He
said he was shortly to meet with a fitness instructor and would endeavour
to obtain details as to how much and who that individual was insured with.
Members reported that Toddlers and the Tai Chi sessions already had their
own insurance cover. The Treasurer said he would also look at what other
insurance companies could offer. Action: Chair / Treasurer
02.3 Schedule of VHMC meeting dates for
2008 - the Secretary reported that as a result of the Village Hall
being used for a variety of other meetings, the meeting dates which had
been arranged at the AGM would need to be revised. The revised dates are:-
- 6.30 pm, Monday 31st March (instead of 2nd April)
- 6.30 pm, Monday 9th June (instead of 4th June)
- 6.30 pm, Monday 8th September (instead of 3rd September)
- 6.30 pm, Monday 13th October AGM (instead of 1st October)
- 6.30 pm, Monday 8th December (instead of 3rd December)
- 2 pm / 4 pm, Saturday 29th November (Christmas Fayre) Action: All Members
02.4 Joint CHMC & VHMC Meeting Update - the Chair
reported that arrangements for the joint Church Hall and Village Hall Quiz
Night with pie and pea supper were well under way and he reminded members
of the details - 7 pm on Saturday 8th March 2008 in the Village Hall. The
costs and profits will be shared between the two Halls. Tickets are £2.50
per person and can be obtained from John Gabbitas or John Woolley. The
Chair asked that each user group consider having a team in the quiz which
could be minimum 3 / maximum 5 players. Action: All Members
For this event, drinking glasses and extra tables will be loaned from
the Church Hall. This raised the question of the Village Hall purchasing
additional crockery, cutlery and glasses (five additional tables have
already been purchased). Chris White/Liz Wainwright/Anne Rusling
volunteered to pull a list together of what was required so that the
Trustees can schedule the estimated amount into the priority spending
list. Action: Chris White / Liz Wainwright / Anne Rusling
03/08 CORRESPONDENCE
04/08 TREASURER'S REPORT
- Current position:-
- Current Account £4,388.04
- Reserve Account £2,523.31 (contingency fund)
- £309.00 cash to bank
- The above figures took into account all bills that had been
presented.
- Currently the sum of £328 was outstanding from 9 user groups.
- The Treasurer gave members details of a new payment system, namely
that an internal post box had been fixed to the wall next to the
upstairs office door. The Treasurer said he would be distributing
envelopes and payment slips to all users and asked if payments, either
weekly or monthly whichever is their choice, could be deposited in the
post box. The Treasurer will be emptying the box on a daily basis. Action:
All Members
- Warranties for the central heating boilers and fire alarm had now
been registered.
- The Treasurer was also preparing a financial contingency plan for
essential maintenance work.
- A depreciation policy was being put in place which would include
amounts for essential equipment such as boilers, kitchen equipment
etc.
05/08 SECRETARY'S REPORT
- A new booking form and terms and conditions for hire of the Village
Hall had been prepared. To ensure legality of the documents, they were
currently under review by a local solicitor and it was hoped that the
new documents would be able to be taken into use shortly. Action:
Secretary
- Revised tariffs were almost ready for publication and the Secretary
was pleased to announce that in the current year there will not be any
increase to the current user group rate of £6.00 per hour.
Essentially the main changes related to streamlining some of the
previous rates to remove the different tariffs which applied depending
on departure time. The tariffs would be published as soon as possible.
Action: Secretary
- The caretaker's job description was still under review. Action:
Secretary
- A close-out report was in the process of being prepared for the
funds (£246,782) previously granted by the YRCC. Action: Secretary
- Members asked if there was any progress in the purchase of the
previously mentioned towel dispenser for the kitchen and also if a new
dustbin for the kitchen could be purchased. Action: Trustees
06/08 BUILDING WORKS COMMITTEE -
OUTSTANDING ISSUES
- With the exception of the faulty fly zapper, the kitchen was now
complete. A replacement fly zapper was on order.
- The outside lights still needed adjustment.
- All the doors and windows had been eased and painted by the builder
and all (bar one window in Hall 1) will now open and close.
07/08 HEALTH & SAFETY ISSUES
- John Gabbitas reported on the following:-
- The VH risk assessment has recently been up-dated.
- Employers liability insurance certificate is now displayed in
the foyer.
- All door guards on designated fire doors have been fitted (and
an additional door guard at the top of the stairs has also been
ordered). NB: Those doors not displaying a "fire door"
sticker can be pinned back at times of need even though all the
doors are of fire door quality.
- The anti-finger trap on the front door has been replaced.
- The disused fire extinguishers have now been removed.
- A new first-aid kit (sponsored by Girl Guide Rainbows) has now
been purchased and fitted in the kitchen.
- The relevant areas to the floor in Hall 1 have been sanded down
following complaints of it being a potential trip hazard.
- Anne Rusling asked if a list of relevant telephone numbers could be
placed inside the locked notice board for any Hirers to use in the
event of an incident / accident. Action: Trustees
- The Chair reported that the stair-lift (sponsored by the Parish
Council) will be fitted later this week (Friday). On completion
relevant training and siting of the keys will be carried out. Action:
Trustees
08/08 USER GROUP HEALTH & SAFETY
ARRANGEMENTS
- The Treasurer reported that risk assessments for the following user
groups had now been carried out - Toddlers & Rainbows / Craft /
Over 60s / Line Dancing. Members should be aware that these will need
up-dating on a regular basis.
- Still outstanding were risk assessments for Dancing / Historical
Society / French / Computers / Hip Hop / Bowling. Anyone needing
assistance in completing these should contact The Treasurer.
Action: All Members
09/08 NEW BUILDING MAINTENANCE ISSUES
- The Caretaker reported that some screw cap covers were missing on
the radiators in Hall 2 and the upstairs toilets. Action: Trustees
10/08 MARKETING / NEW GROUPS
- The Secretary gave an up-date on developments on marketing and new
groups since the last meeting held in December 2007.
- The inaugural Todwick Historical Society meeting has been held
and it is intended meetings will now continue monthly
- Work continues to purchase computers/laptops etc and a banner
advertising enrolment is due to be displayed shortly. As soon as
sufficient names are collated to set up a first class a grant for
tutor funding will be prepared.
- A grant application for a third French class has also been
submitted.
- A survey has now been circulated to all Todwick households
asking what other new activities individuals would support if
available. The results will be published in "The
Informer" in due course.
- Negotiations are still under way regarding Children's Dancing
Lessons and having an Internet Café.
11/08 ANY OTHER BUSINESS
11.1 Dampness in Storage Areas - Alan Tizard reported
that the bowling equipment being stored in their designated storage area
at the Village Hall was wet. Discussion ensued and the Trustees undertook
to look at three possible options to overcome this recurring problem - (i)
build in extra ventilation, (ii) rent/buy a dehumidifier, (iii) install an
extra central heating radiator. Action: Trustees
11.2 Over 60s - In answer to a question from the Trustees
about how the VH could engage more with elderly people living in the
village, Margaret Ware said whilst it was very hard to encourage some
people, activities such as having a luncheon club with transport provided
and/or having a "keep fit" class (of the more gentle type) could
be things which people might subscribe to. The Trustees undertook to
investigate any opportunities that may be open to them. Action:
Trustees
There being no further business the meeting closed at 7.45 pm.
The next Village Hall Management
Committee will be held in the Village Hall (Hall 2)
at 6.30 pm, Monday 31st March 2008.
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