Great
Ouseburn Village Hall Committee Meeting
Monday 18th April
P Thompson. B Thompson, S Scott, M Williams, A Tankard, C Brown, K Scott, P McClennan, R Kay, D McKenzie, S White and five members of the public.
D Dwight
PT welcomed everybody and advised the members of the public we would take questions from the general public at AOB.
PT went through the minutes of the previous meeting of
Ladies toilets had continued leaking and a new syphon has been fitted.
Pauline Philip informed the committee that the toilets
were still leaking. CB said he would get one of his men to have a look and sort
out the w/c 2nd May.
Fencing extension – no further progress. Still waiting for HBC. Now nearly two years since the request was made.
KS informed the committee that the community sums would be announced at the next Parish Council Meeting. PT to report back at next vh meeting. RK to ask if last years quote still stands for doing the work.
Curtain for hatch to kitchen – quote for £150 from same party that re-covered the seating for £900. Agreed that the work be undertaken.
Light in Main Hall – it is hoped that the lamps will be
replaced week commencing
Youth Forum – have written advising they no longer wish to be represented on the Committee. It was felt that they should be asked to reconsider.
Car Park – The Parish Council had advised that this was the responsibility of the VHC. General consensus that this was not accepted. K Scott advised that the PC took the view that this was the case. Matter to be resolved.
Health & Safety – all outstanding issues now addressed.
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Sound System – still waiting for P Thomson to produce specification, once provided three independent quotes to be sought.
Windows – small cracks evident. Short term repairs to frames to be carried out. Review replacement (possibly with PVC) at next meeting.
PT to show Mike Rampling at PC meeting as get his opinion as to best course of action.
Village Hall Extension – Doug Child set out the background to the appointment of architects to produce plants. He and much of the Committee under the impression that the PC had previously had the matter in hand. This was not the case. DC apologised for his error and sought Committee approval this action and authorised the negotiations of reducing the fee and the procurement of plans, which reflected the request made. Grant application towards costs to be made and PC to be approached re. Contribution towards costs (Proposed M Williams, Seconded E Swann)
Completed.
New Cheque Signatories – resolved by the Committee that Richard Kay and Keith Scott be added to the list (Proposed
B Dubiel-Thomson, Seconded S White).
Internal Store – Committee resolved to construct storage space utilizing part of the bar area. 3 quotes needed. Proposed
B Dubiel-Thomson, Seconded S White.
See point two in minutes
Coffee Morning –
E Wilby – Door, M Williams – Book Stall, D & McKenzie & S Chatterton – Kitchen etc.
Cleaning – Many plaudits received for cleanliness. Committee resolved to continue the Mrs Philips. Current cost apx £150/month for 20-24 hours/month. N.B. Also spending more on cleaning materials.
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A.O.B.
D Holmes asked if the stage could be looked at and repaired and replaced as necessary. To be investigated.
Spring Festival – D Child reminded Committee that they provide a hamper with a gardening theme as a raffle prize £20-£30 usually spent.
Bridget Thompson Proposed the minutes as accurate and
true.
Keith Scott Seconded the minutes.
Notes
from Doug on jobs to do post his resignation as chairman
(1) Robin Electrics need to be advised when we have the tower scaffolding to inspect light fittings. Paul was to have words with Simon Gill to borrow his tower. Robin Electrics number is in the papers. They will then submit their bill.
Simon Gill does not have
scaffold tower.
RK had quotes in from
Paul Yates Hire £96 per
week for a 24 ft tower
SHC Hire £70 per week for a
6 meter tower
DM told committee that the
roof was 27 ft to the apex.
Committee had concerns over
health and safety issues in the use of a tower. RK to ask advise
of hirers.
PT thought safer option was
to use a scissor tower on mobile wheels. More mobile and should be safer to
use. Approx £250 to hire for 3 days. Some concern over
the weight of the above machine.
Main problem with this item
is that the committee hand intended to replace the light bulbs but they then
need checking by Robin electrical. This dual process could conflict with
bookings.
RK to ring Robin to see if
they can provide a tower/access and do the whole job in one go and then issue
the VHC with a certificate for all the electrical systems.
(2) Try to organise for June the removal of the part of the bar to facilitate store area. Light needs to serve storage apace so will have to re wire last fitting and supply switch. Also need to move plug socket for cooler.
PT & CB to have a measure up and pull together a material list and put sketch drawing tighter. Once this is sorted it will be a matter of getting some labour together and do the work in house. Sundays would seem the best days to do work as thee hall has the least bookings. SC requested some storage space for FOGOS. PT to have a look upstairs and see what we can provide.
(3) Ask Andy (again) at Total Butler for quote for oil. Not a lot in tank-delivery of £400 worth in March.
RK had received a quote from total butler of 27.55 per litre plus 5% vat with 30 days credit. RK/PT to dip the tank and see what volume is left in.
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(4) Chase cricket re terms first put to them in October. New charges in place and now will bill. Q in arrear for electricity used – recharge to include VAT.
Now one had a copy of the terms. PM nothing and would ask the Cricket Club treasurer. Post meeting RK found a copy in DC box of tricks. Handed over to PT to have a look at.
(5) I used to get all cleaning products- need to get someone else; do you go to cash and carry for your company? Or perhaps Chris Brown. I use Carol livesley for paper towels though YPO (331236)
It was agreed with Pauline at the meeting that Pauline would buy the cleaning products she wanted from Morrisons and would be reimbursed by the treasurer.
(6) Pauline Phillips cleaning hours (extra 3 required)
PT asked Pauline why 3
extra hours per week were required. Pauline stated that it would enable her to
keep the hall to a hirer standard. PP also pointed out that she currently did
not clean the changing rooms and they were very grim. The committee thought it
the umpires changing room should be done, as a matter of urgency and PP should
dedicate some time to the changing rooms as part of her cleaning routine.
The cleanliness of the
changing rooms leads on to discuss the state of the changing rooms left the
Football and Cricket Clubs. Both clubs had agreed to keep the changing rooms to
a certain standard and it was felt that this was not being met.
The up shot will be if the
clubs do not meet certain standard we will have to put up the charges or charge
every month to bottom out the changing rooms. The condition
of the rooms to be monitored.
PT proposed that we
increased PP hours by 4 hours per week.
DMc seconded the proposal
(7) Paul/Brigit advising church that agreements and deposits needed for bookings NOT COMMITTEE MEMBERS/GROUPS.
The above refers to our
terms and conditions of hire. It was felt by the committee that we needed to
tighten up our hire agreement. PT and RK had being on a recent course, which
highlighted the need to have an up to date agreement. RK to
buy a booklet on hire agreements from YRCC. This will be brought up as
an agenda item at the next meeting.
(8) Get Kirsty Sugden organised re curtains between kitchen and coffee room. Price agreed £150 (see minutes) but cant be put up until (2) is ready.
No correspondence has being sent to Kirsty Sugden. RK to write to Kirsty giving the o ahead fro the curtains and to as a tannin the time frame when w e could expect delivery of the curtains.
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(9) Keys. See how it pans out but I don’t mind keeping a set for emergencies as only Paul and Brigit will have any.
It is a common know fact that far to many people have key access to the village hall. The keys, which have being issued in the past, have been abused and various copies made.
We have responsibilities to
our insurers that the village hall is kept safe and secure. We have
responsibilities to people who are in there with out our permission who could
endanger themselves. We have responsibilities to the village that we protect
the hall and keep it available for the people of Great Ouseburn and surrounding
areas.
PT proposed that we change
the locks to a non-capable euro lock, which the keys cannot be copied.
The keys will have to be
signed for and the various clubs will have to have nominated key holders. It
was raised that some clubs may need more than one key. Provided they agree to
the village hall terms there should not be a problem.
CB is to get a quote for 24
keys to be used in two locks. Will report back at the next
meeting.
(10) Committee will have to agree to redefinition of “what belongs to VH” re Car Park. The PC has maintained in the past but not very well. Suggest VH only takes over maintenance after getting some work done on car parks by PC or perhaps getting a “committed sum” in lieu.
Under the current
constitution the vhc is only responsible for part of the car park, which is on
an old sketch drawing. The committee discussed whether or not the vhc should
adopt the car park and provide a decent car park to go with the village hall.
Pt put it to the committee that we should adopt the car park and amends the
deed of trust.
RK Proposed
SC Seconded
KS to get
the new drawing so we can write to the charities commission and amend the deed
of trust.
(10) Put to cricket disparity in cost of the extensions. Committee to decide which
option to go for. Cricket may know of other fundings for their wants. The
Additional running costs may be productive anyway.
This
item is going to be left to the next meeting.
(11) Must get upstairs sorted-flooring in shower room and toilet. Carpet to go
down in “room” and some portioning.
This item is going to be left to the next meeting
(12) Advise HBC of new licensee and lottery person.
This item is going to be left to the next meeting
(13) Polling booth to be taken down to main hall 04/05 ready for CC elections.
(14) Signatories to go to bank if not already done so.
Completed
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(15) Sound system. Independent quotes. Currently we have £1,800 towards
system. School want one costing £7000. Press Paul for system specification.
This item is going to be left
to the next meeting
AOB
PT gave RK a certificate to file to say all electrical equipment has been PAT tested.
PT proposed that we
co-opted two more members to the vhc. This would additional depth to the vhc.
PT proposed David Burton
CB seconded
PT proposed Jane Ellis
BT seconded
RK + PT proposed that we
should make the vh meetings monthly to make sure we deal with issues quickly.
The committee agreed.
YRCC
membership due this month. RK to fill
from in and send off.
AT asked who audits VHC
accounts. DM informed the committee that Elaine Welford does free of charge and
is willing to do so for the future.
AT to
inform the key village hall users that she is the new treasurer and provide
them with all her contact details.
The next meeting is 18th
May
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