Great Ouseburn Village Hall Committee Meeting

Wednesday 10^th August7.30 pm

Minutes

Present

R Kay, K Scott, S White, B Thompson, D McKenzie, D Burton, C Brown,

Apologies

A Tankard, D Dwight, P Mc. P Thompson, J Ellis, M Williams, S Scott

Minutes of previous meeting

The committee approved the minutes of the previous meeting

Items arising

There we no items arising.

General Matters

• CB chaired the meeting and asked RK to find out if there was any particular reason why Peter Mac is not attending the meetings. Post meeting. RJK spoke to peter and his email had changed and has not received agenda etc. He will be at the next meeting.
• The Toilets have been repaired over the years and are now in need of being replaced. PT asked CB to prepare a quote for replacing the four toilets as a matter of urgency. CB is to patch toilets until he can send a team to mend them in early September. A rough price for replacing the toilets is £250 each.
• The committee asked if someone could produce some laminated signs to be placed around the building.

White shoes only on badminton course.

Please take rubbish home with you

The new hire agreement when finalised

RK said that he could sort this out.

• BT asked the committee for clarification on the new hire rates. An out of area bowling club who plays locally wanted to know if they could hire the hall at the local rate. The committee all agreed that within the terms and conditions which the committee recently agreed that if this club wanted to hire the hall it would be at the out of area rate.

Sound Loop

RK has being in touch with WREN and the sound loop project is eligible for funding.

RK handed the committee the application form, which we need to fill in. RK asked each member of the committee to fill the form in with there own ideas. We will then be able to complete the form with every ones pooled ideas.

RK would like the completed form handed back at the September meeting

At the October meeting we will present the committee the completed form.

Submit the form to WREN in November.

This will be considered at the WREN board meeting in March with a decision within 7 days.

The committee has funds of £1935 from various contributions for this project already.

Chairman Date

Secretary Date

Window Repairs

Mr Rampling has completed the work on the exterior woodwork. We now need to sand and repaint the woodwork. The committee put a date in the dairy of Sunday the 18^th of September @10am-mid afternoon to do this work.

We need your help. If you have a sander and a few spare hours on the above date can you please lend us your support. Added bonus for attending Bacon Butties by Briget.

Hire Agreement

PT has nearly completed the new hire agreement. The intention is to email around the committee the last week in August for a final proof read. It will then be issued to the village hall user groups for the 1^st of September onwards.

RK showed the committee an appendix he felt should be added or given to users who want to use the bar facility. This would cover the sale of alcohol to under 18s and any miss use or the bar facility. BT raised the issue of the users removing their rubbish and to check if this was included in the new agreement.

Village Hall Extension

No movement on this at the moment.

PT now has obtained the electronic version of the plans for the village hall, which Bowyers produced.

Entertainment Licence

RK was please to announce that he passed the Personnel Licence Course, which he attended. RK has re-applied to HBC to keep the village hall Entertainment licence. From November 1st should any user require a licensed bar facility we will need to fill in a Temporary Event Notice 10days before the event. The cost of this will be £21. The village hall can hold 12 Temporary event notices in one 12-month period. If the booking looks like exceeding this in the future we can up grade the village hall to a full premises licence.

Village Hall Car park

The committee agreed that we would be looking to have the car park resurfaced before December. PT will be asking the PC for a contribution at the next PC meeting in September.

Fund Raising Ideas

The committee has agreed to hold the following events to raise money fro the resurfacing of the car park.

Disco/ Beer festival 8^th October time to TBA @ the village hall

Xmas Farmers Market 4^th December @ the village hall

Chairman Date

Secretary Date

Car Boot Sale 11^th September 10 am @ the village hall

CB to speak with Jeff Gill about space on the playing field for parking car booters

KS to speak to Mr Coates to see if he has harvested the field adjacent if we could use it as a car park.

SW to organise a working party from the WI to help man the kitchen for refreshments

RK to sort the adverting for the event.

RK to speak to our insurance to make sure we are covered.

CB and RK will be in touch with the rest of the committee the 1^st week in September to discuss final details of materials required and who does what.

AOB

• DB told the committee that on behalf of the Great Ouseburn Cricket Club he would like to pass on their praises for the cleanliness of the changing rooms, which had increased dramatically since the new year. (A big thank you to Pauline Philips)
• The curtains, which were ordered, are now complete and have being delivered. It was felt that the 18^th September would be a good day to fit them.
• It was put to the committee that when the treasurer is away it would be very useful for some else to have the chequebook for urgent payments.
• The accounts are currently being audited at the moment and should be ready to be viewed at the next meeting.
• RK suggested that the committee should look at some ways of protecting /storing our intellectual property.
• New Rural Target Fund For North Yorkshire. This was sent through by HBC and needs completing by the 31^st August. It was felt with the current state of the toilets that it would be worthwhile looking at refurbishing the toilets.

CB to provide RK with a quote so we send of our letter of interest to YRCC at York.

• PT asked RK to get in touch with the Charities Commission for the appropriate from to fill for a Village Hall with income over 10k
• Village Hall Get Together 9^th September. HBC have organised this event. RK if there were any volunteers. KS and CB said they would attend.
• RK then went through a questionnaire which HBC requested we filled in about Village hall audit appeal

The meeting closed at 9.10 pm

The next meeting is 7th September 2005

Chairman Date

Secretary Date