Great Ouseburn Village Hall Committee Meeting
D. Burton, K. Scott, C. Brown, A. Tankard, P. Thompson, B. Thompson, D. McKenzie, S Scott, S. White & J. Ellis.
M. Williams, R. Kay.
PT Welcomed the
Committee & Members of the Public. Asked JE to take minutes.
The minutes of the previous meeting were agreed to be a true record by the committee.
Induction
PT is drawing up
plans which will be presented to the committee at the next meeting.
Window Repairs
Verbal quote obtained
from Mick Rampling of approximately £200 + VAT per day to cut away rotten
timber, replace, and prime new timber.
This would give 3-4 more years life to the
windows. Expenditure agreed by the
committee. PT to
contact Mick Rampling.
Ladies Loos
CB reported that the
siphon had been replaced in one of the loos, however
there is still a problem. CB to ask plumber to inspect the loos, and make the necessary
repairs as a matter of urgency. Agreed by the committee.
Fuel
The oil ran out. 2000
litres ordered from Total Butler, and delivered at a cost of £577.50. PT reported that all the safety systems
worked.
Lighting
PT reported that a
light had been broken. As this now need replacing
urgently for health & safety reasons he had hired a scaffold tower and the
lamps and starters had been replaced.
Curtain for hatch
Kirsty had been asked
to make the curtain, and delivery was expected at the end of June.
Fencing Extension
This had been passed
by the Parish Council and grant funding had been agreed. Work to start in June.
Village Hall
Extension
This issue was again
discussed at length by the committee.
Agreed to set up a sub-committee with other interested parties (Parish
Council, Cricket Club, Football Club)
PT, KS, to represent
Village Hall & Parish Council, DB to represent Cricket Club with
others from Cricket Club and football club to be invited. PT to report back at the
next meeting.
Secretary Date
Keys
CB obtained 2 quotes
from Watson£108.12 & Cartwright £277.38. The price includes 2 uncopyable cylinder
locks unless keys requested from the merchants.
With 24 keys.
It was decided to order extra 6 keys with the locks. The locks to be fitted to
the side front door, and the kitchen door. The keys would be numbered and distributed to
user organisations who would have to sign for the keys
and pay a deposit of £50.00 for them.
Access for casual users was discussed and it was agreed that more named
key holders were needed. PT to ask Mick
Rampling to fit the locks at the same time the window repairs is carried
out. CB to order the
locks and keys.
New Licensing Laws will come into effect in 2006, when the premises will be licensed and not the person. RK had agreed to be the licence holder and can be held culpable by law. The necessity of holding a lotteries licence was discussed. PT to provide a synopsis of the changes for the next meeting.
Carpeting for upstairs.
PT explained that the carpet donated to the hall, had pieces cut out where it had been fitted and was only large enough to cover the landing area, CB had donated some vinyl flooring for the umpires loo area.
The usage of the
upstairs room was discussed and it was decided that the extension sub-committee
would discuss this alongside the proposed extension.
Car Park
PT to look at plans and Deed of Trust. More drawings were ordered with a view to Village Hall taking on responsibility for the car parking area. PT & DB to discuss and report back at next meeting.
It was felt that the Deed of Trust needed updating in regard to the members user groups. KS suggested that we take advice from YRCC. PT & DB to discuss and report back.
Ceiling
AT advised the committee that Raskelf Village Hall had a marquee effect type of false ceiling, that could be pulled across for functions, to lower the height of the ceiling. She thought this might be a good selling point for the hire of the hall. AT to contact Raskelf Village Hall to find out more.
SW asked on behalf of the WI if we could provide a smaller boiler for tea making. PT to obtain price. SW to ask Susie Hunter-Smart about church boiler.
PT advised that he had been given a 2nd hand fridge for the village hall. It would be written into the hire agreements that it was the users responsibility to turn the fridge on, and clear it after use.
Hire Agreement
DK had acquired from YRCC a booklet of model agreements. These were different to the current agreement used by the VH. RK to obtain electronic copies, and e-mail them to all committee members to familiarise. The wording on the new agreement would be discussed at the next meeting.
Chairman Date
Secretary Date
Hire Charges
PT advised that there were a lot of anomalies with the
current charging rates. The VH was
losing a substantial amount of revenue because of this. It was agreed that this needed correcting
and a separate sub-committee to be set up.
AT, BD, JE, DMcK & CB agreed to form this. The cost of running the hall will be
formulated and then prices to be set. It
was agreed that the New Hire Agreements & Charges should go live
simultaneously at the beginning of September.
Sub Committee to Meet Monday 23rd May at
School
Representative
PT confirmed that a letter had been sent to the school asking for a representative, but no response had been received.
Meeting Closed
The next meeting will be held at the Village Hall on
Chairman Date
Secretary Date