Great
Ouseburn Village Hall Committee Meeting Minutes
Wednesday 7th September 7.30
pm
R Kay, K Scott, S White, B Thompson, D McKenzie, D Burton, C Brown, D Dwight, P Mc, M Williams, A Tankard
The committee approved the minutes of the previous meeting
Items Arising
A question was raised from the floor about the term “Intellectual Property” which was used in the previous minutes. RJK explained that the village hall committee is possession of a great number of documents which belong to the village hall and that we should look at ways of storing these and keeping them safe and accessible. The term Intellectual property is a common name used for this type of situation.
Village Hall Bookings
In early April a number of members of the Great Ouseburn Bowling Club left, and they have since formed a new bowling club called Branton Bowling Club. BBC asked to book the village hall on Wednesday and Friday. The back ground to this situation follows.
Dates regarding Bowls club for the record.
As per
letter P Thompson (Chairman) GOVHC
Great
Ouseburn Village hall Bowls club was the original club, which split apart circa
end April 05
6th May.
Bridget
received letter from Boroughbridge Badminton club requesting Wed evenings from
Sept 05 onwards on May 6th. Briget agreed to this verbally & explained
that new hire agreements were imminent so didn't put dates in book.
Early
May.
Peter
Goldsmith, representing new breakaway bowls club (Ouseburn Indoor Bowling
Club), asked Paul for remainder of summer bookings originally held by GOVHBC as
he had heard that they would be cancelling them. This was agreed to, but
subsequently new club went else where, as this was cheaper.
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Secretary Date
May
12th.
Letter
received from Miss Wilby confirming cancellation of GOVHBC summer sessions.
Later in
May Peter Goldsmith asked Paul for Monday & Thursday evenings for winter
season, thereby trying to steal GOVHBC nights. Paul declined this as unfair.
June
3rd.
Letter to
Briget confirming GOVHBC dates for winter season. All dates were entered into
diary by Paul.
Letter also
requested 3 Monday evenings for GOVHBC to practice on their new mats, this was
agreed, but on one of these nights GOVHBC changed the locks on
"THEIR" storeroom. Paul was extremely annoyed with this action when
he found out, but we do now have a key for the new lock.
Peter
Goldsmith rang Paul to ask which nights were still free and as the Wednesday BB
Bad Club bookings were as yet not in the diary Paul advised Wed & Fri were
available. Peter Goldsmith then booked these for winter season. He also booked
Thursday evenings from May to August summer season 2006.
Mid
August.
Paul
realised that there was a conflict of bookings whilst Briget was transferring
dates into new diary. Paul subsequently spoke to Tony Burrell re the mix up and
apologised for it.
Late
August.
Tony
Burrell advised Paul that he was not pleased re mix up and wanted to bring same
to committee ASAP.
We have had
no formal written request for dates from new club
Members of the audience had the above notes to read before the discussion took place.
The above scenario raised a number of issues for the committee.
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Secretary Date
There then followed lengthy discussions on all aspects of the issue above.
The following was proposed by RJK in summing up
CB seconded the above.
The committee also made it clear that they would like both bowling clubs to get together and sort out their differences. RJK stated that the Great ouseburn Bowling Club is for the village, not a select few and if there are issues within the club it needs addressing. Realistically the village hall can only support one bowling club.
RJK read a letter out from Great Ouseburn Bowling Club requesting to book some dates up until the end of 2006. The committee thought that this was too inflexible.
The committee agreed that bookings revolving around school term time would be accepted up to one year in advance. Other bookings would be taken up until the 30th of April the following year. This would allow the new committee to take a view on bookings and the best way forward.
Sound Loop.
Most of the committee handed in the completed forms as requested.
RJK, CB and KS to sit down and fill in the grant form. Date TBA.
Window repairs / Crockery wash
Peter Mac to organise volunteers for the 18th September sanding party.
Steve Balcom and Pat Grant from the Victoria @ Cattle have donated a large quantity of crockery and glass to the village hall. It is planned to wash the crockery on the 18th September.
BT asked if we could writ to Pat and Steve and thank them
for there kind gesture. RJk said he would and would include some complementary
tickets to the 70`s Disco.
Hire Agreement
It was agreed at a previous meeting that we would take a bond of £50 of each of the main users groups for the new keys we are gong to issue. It seemed like a good idea to meet the key members from the users groups, discuss the new hire agreement and the user group could sign for the new key, which they were collecting.
RJK asked AT if she would write to each group and invite them to the hall on Wednesday 28th September to do this.
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Key Rota Implementation
With the implantation of the new keys for the village hall and BT&PT going on holiday as of the 20th September it was tabled that we need to make other provisions for occasional users to get the entry key and if possible with out involving a member of the committee.
RJK handed round some details of a remote key storage unit. This can be bolted to the exterior wall and has a four-digit combination lock with 10000 possible codes.
The committee would need to operate a key rota and inform the occasional users of that week what the code is. This will be a little more work for the committee but least it does not tie any one down.
They cost approx £30. CB to investigate if he can get one cheaper.
Fund raising
Car Boot Sale 11th
September Update
Every thing is place for the car boot just needs the weather to be on our side.
Post meeting the car boot was a success and we raised £430.
A big thanks you to all who was involved and attended.
70`s Dance 8th
October
It was agreed that we would charge £7.50 per ticket, which included pie and pea supper, Fancy dress and disco. Peter Duncanson has offered to help organise the bar.
RJK said he would email the committee with a number of things to consider and organise over the coming weeks.
RJK has asked the DJ to set up early which would give the opportunity to put on free children’s disco to run 4-5.30pm. MW said she would mail drop the village with all the details.
Xmas Farmers Market 4th
December
DB is currently on with and will report back at the next meeting.
AOB
AT said she was having difficulty with last year’s books. AT to redo the accounts and report back at the next meeting.
There is a coffee morning on Saturday 17th September 10-12 noon. Could all committee members please provide a raffle and turn up to help.
Post meeting the coffee morning raised approx £152.00. A big thanks to all those, which helped.
The next meeting is Wednesday 5th October 2005
7.30 pm
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