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TODWICK VILLAGE HALL MANAGEMENT COMMITTEE
6.30 PM, MONDAY 6th JUNE 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 Liz Wainwright (Cricket Club)
Mr Alan Tizard (Bowls Club)
Mrs Chris White (Toddler Group/GG Rainbows)
Mrs Mari Gabbitas (Craft Group)
Mr Phil Kettell (Table Tennis)
Mrs Eileen Northall (WI)
Apologies for Absence:
Mrs Brenda Waller (Line Dancing)
Mrs Pat Gollaglee (Over 60s)
Mr Tony Rusling (Historical Society)
Mrs Kay Pearson (Caretaker)
Brian White opened the meeting and welcomed all present, particularly
new members Phil Kettell, Eileen Northall, Tony Rusling and Kay Pearson.
23/08 MINUTES OF PREVIOUS MEETING
- The minutes of meeting held on 31 March 2008 were accepted and signed by the Chair.
24/08 MATTERS ARISING FROM THE MINUTES
24.1 Trustees Liability Insurance - the Trustees had
recently met with a representative of Voluntary Action Rotherham and work
into this continues. Action: Trustees
24.2 New Crockery, Cutlery and Glasses - the Secretary
reported that an initial amount of new crockery to the value of circa £560
has now been purchased. So far 36 cups, saucers and side plates and 24
dinner plates had been purchased. More will be purchased as finances
permit. It was stated that plastic storage boxes will also be purchased so
that the new crockery can be housed in the kitchen. Action: Secretary
24.3 Kitchen Waste Bin / Towel Dispenser - the Secretary
reported that all items, together with an external cigarette disposal
unit, had been purchased and fitted as appropriate. Item discharged
24.4 Dampness in Storage Areas - The Chair reported that
three quotes had now been obtained for two additional radiators to be
placed in the storage rooms off Hall 1. The successful plumber is due to
start work during the school holidays. Action: Trustees
25/08 NEW CORRESPONDENCE
25.1 Letter of Thanks - the Secretary said that a letter
of thanks had been received from the retiring caretaker which has had
placed on the Village Hall notice-board.
25.2 Letter from Todwick Ramblers Club - the Secretary
informed members of the request for the Ramblers Club to have "user
group" status. Following discussion this was agreed. Action: Secretary
25.3 YRCC - Request to Use Village Hall for their AGM -
the Secretary informed members she had been approached by YRCC about the
possibility of them using the Village Hall for their AGM in either
November or December this year. Members agreed to the letting and the
Secretary said she would keep members informed of the date. Action: Secretary
25.4 Request to Hire Hall by a Clairvoyant/Spiritualist -
the Chair gave details of an approach made for a gentleman, who already
has a clientele, to hire the Hall for clairvoyance/spiritualist sessions.
Advice had been taken from a respected villager on whether it was
considered an appropriate use of the Village Hall and as a result a letter
had been asked for and was now awaited from the prospective hirer giving
exact details of the nature of the meetings. Members were asked for their
opinions and following debate it was agreed that it the gentleman wished
to proceed he would be given approval to do so on a trial commercial basis
so that the situation could be monitored in respect of any complaints
which may come from villagers. Action: Trustees
26/08 TREASURER'S REPORT
- Current position:-
- Current Account £6,078.49 (this included the remainder still not expended from
the YRCC computer grant and committed expenditure for the radiators etc)
- Reserve Account £2,541.51 (contingency fund)
- £0.00 cash
- The above figures took into account all bills that had been presented.
- Outstanding accounts for May and one in April amounted to £332.
- He informed members of his intention to set a sum of money aside for
depreciation purposes.
- The Treasurer reminded members that the end of June would see the
end of the financial year when the books would be sent to the auditor
and members were asked to settle all outstanding accounts as soon as possible.
27/08 SECRETARY'S REPORT
- The Secretary reported that the earlier decision not to allow
teenage parties had resulted in the terms and conditions being
slightly amended and republished. Members queried the bond amount
saying that £150 for a children's party seemed excessive. The
Trustees undertook to revisit this. Action: Trustees
- In relation to the computer project grant from YRCC, a request had
been made to YRCC seeking authorisation to reallocate some of the
grant monies saved by the Chair building the computer bench himself
rather than a joiner being employed. The Chair went on to explain
about the intention to purchase a coffee machine for use by anyone
using the Hall and that YRCC had given permission for the transfer of
monies for this piece of equipment. It was hoped the coffee machine,
which would either be capable of plumbing in or stand alone and be
in-cup or sachets, would be in situ soon.
- No further progress had been made in relation to the Village Hall
getting its own website as we were currently awaiting YRCC getting
back to us with suitable dates for this. Action: Secretary
- The Secretary notified members of the Village Hall's success in
becoming Level 1 accredited by the YRCC "Hallmark" scheme (a
nationally recognised quality accreditation). She said that this was
the first of three levels and the intention now was to proceed to the
next level.
28/08 BUILDING WORKS COMMITTEE - OUTSTANDING ISSUES
- Following earlier difficulty with the external front door bottom
lock, John Gabbitas had taken the lock out and cleaned it and no
further complaints had been received.
- John Gabbitas informed members of the on-going problem associated
with powder post beetles found in four of the internal doors. The
current situation was that an independent survey had been carried out
and the report forwarded to the builder. The report said that type of
beetle must have been in the wood when delivered to the Village Hall
as gestation is usually 3-4 years. When the doors were planed and
fitted a cut through the bore-hole had enabled the worms to escape.
Meetings with the builder and supplier had been held and new doors
were to be fitted. The builder was in the process of recovering the
costs for the doors and the survey from the supplier. Monitoring would
continue to ensure that none of the remaining doors were affected.
- The Chair reminded members of the decision of the Parish Council to
give financial support to the re-pointing and steam cleaning of the
Village Hall. Three quotes had been obtained and a successful
contractor appointed. A site meeting was due to be held shortly to
answer questions, eg how long the job would take, whether activities
will have to be suspended etc., and it was anticipated that the work
will be carried out during the school holidays.
29/08 BUILDING HEALTH & SAFETY ISSUES
- John Gabbitas reported on the following:-
- He was still pursuing whether it was necessary to have trained
First Aiders for the Village Hall but believed it was up to each
individual user group to make their own accredited arrangements. Action:
Fifth Trustee
- The Hall 2 fire door continues to be left insecure. He asked all
members on entering the Village Hall to look to ensure that the
previous occupant had not left it open. Action: All Members
- Lights in the building continue to be left on and all members
were reminded to switch off on leaving the building. Action: All Members
- The fire alarm continued to be checked on a weekly basis.
- All lights and outside lights are checked on a monthly basis.
- The fire door automatic releases are checked on a monthly basis.
30/08 USER GROUP HEALTH & SAFETY ARRANGEMENTS
- A generic risk assessment for the newly created Table Tennis section
was now required. Action: Phil Kettell.
- No information was forthcoming in relation to the previously stated
outstanding risk assessments for Dancing / Historical Society / Hip
Hop / Bowling. Anyone needing assistance in completing these should
contact The Treasurer. Action: Relevant Members
- Two earlier planned fire drills for the Craft Group had had to be
abandoned and the Fifth Trustee said he would be programming a drill
into a future Craft Group meeting. Action: Craft Group
- The Chair reported that work on marking out the car park was now
almost completed, including a 5mph sign for children/pedestrians
crossing, but he had run out of paint. In addition no parking signs
were now up outside the fire doors. It was mentioned that undercoat
was just as good and the Chair said he would give it a try. Members
thanked the Chair for his efforts in undertaking the job. Action: Chair
31/08 ANY NEW BUILDING MAINTENANCE ISSUES
- The following issues were reported:
- Ants are back in Hall 1 and outside the front door. The
necessary powder had been sprayed.
- Two of the fans in Hall 1 had burnt out. New ones had been
ordered and will be fitted. Action: Trustees
- The hand-dryer in the gents toilets was positioned below the
sloping ceiling resulting in the possibility of a tall man banging
his head on the ceiling as he stepped up to dry his hands. Action: Trustees
32/08 MARKETING / NEW GROUPS
- The following was updated on:-
- A flyer was due to be circulated with "The Informer"
to be published shortly.
- Names were now being collected for those interested in learning
Spanish and German.
- Grants for the above would be applied for in August.
- The second and third computer classes were now being planned.
- Craft Group remarked that they put inserts into cards they have
made at their weekly group and following discussion it was agreed
that they could use the VH computers to create these.
- The Vice Chair reported that he was now in discussion with
Barbara Coe-Colley who was interested in running a floral design
course. Action: Vice Chair
33/08 ANY OTHER BUSINESS
33.1 The Plantation - The Vice Chair gave that the Parish
Council had been successful in their application for a Big Lottery Grant.
An official media announcement was to be made the next day.
33.2 John Mosley Memorial - The Vice Chair informed
members of a forthcoming memorial to the late John Mosley by way of his
widow donating a plaque and garden seat in the grounds of the Village
Hall. The function was to be held on the afternoon of Saturday 21st June.
Bearing in mind John had been a former Vice Chair of the Village Hall it
was agreed that the VHMC would provide a buffet at the dedication ceremony
at which Canon Revd. David Bliss would be officiating.
There being no further business the meeting closed at 8.30 pm.
The next Village Hall Management
Committee will be held in the Village Hall
at 6.30 pm, Monday 8th September 2008.
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