Great Ouseburn Village Hall Committee Meeting
Wednesday 2nd
November 2005 7.30pm
Minutes
R Kay, K Scott, D Burton, S Chapman, J Ellis, S White, B Thompson, P Thompson, D McKenzie, M Williams, A Tankard
C Brown
Proposed by PT Seconded by SW
Items Arising.
PT asked RK if he had organised the new table trolley. RK hand not but said he would get on with it ASAP.
AT informed the committee that one user group had given a blank cheque for the key deposit and the Pilate’s class could not afford a £50 bond. The committee agreed that if the Pilate’s were not prepared to pay the £50 bond then they would have to use the new key box to gain entry into the hall.
PT welcomed Sarah Chapman to the committee as the new representative of FOGOS. The committee all introduced themselves to SC.
PT said there was some concern from our hires regarding the clause on indemnity in the hire agreement. PT researched our insurance documents and produced the attached memo. PT proposed that this attached to the hire agreement.
MEMO
From: Great Ouseburn Village Hall Management
Committee
To: All hirers
Subject: Hire Agreements ---Great Ouseburn Village Hall Insurance
Paragraph 10 of the Hire agreement stipulates that the hirer shall provide certain indemnities.
1. Public Liability.
The current Great Ouseburn Village Hall insurance policy relating to Public Liability allows our cover to be extended only to occasional hirers of the hall.
Any Public Bodies, Business Users and recognised organisations such as; Scouts, Schools, Affiliated Clubs, Youth Organisations and the like, should already have their own Public Liability Insurance which should include cover for wherever they undertake their activities. Therefore any such bodies should check the details of their insurance policies prior to signing.
2. Buildings & Contents.
Our current insurance relating to Buildings (including its curtilage) and Contents does not allow our cover to be extended.
In signing the agreement the hirer is responsible for, and undertakes to satisfy any claim arising; or to replace, repair or make good; any damage occurring, either accidentally or maliciously, to the building, its’ fixtures & fittings or other equipment therein (either their own or equipment belonging to a third party) during the hire period or as a result of the hirers event or activities.
Whilst the Hire agreement stipulates that Storage of equipment is not allowed, the management committee does grant permission to certain regular users of the premises permission to so do; however in doing so, the committee take no responsibility whatsoever for the stored equipment, it is the responsibility of those granted such permissions to ensure that their equipment is adequately insured whilst both in use and storage within the Village Hall.
PT is still waiting for the filled in forms back from CB. PT would also like to see a copy of the user groups public indemnity insurance. PT said that rolling out the new hire agreement has been quite protracted it will be a lot simpler next year.
The parish council have agreed to fund the car park resurfacing to the tune of £4000. The parish council have requested that we get 3 quotes for this work. RK is to get two more firms to quote for this project. The committee want this work done by x mas.
CB is to install the exterior key safe within the next few days. Once installed the occasional user will input a number to open the key safe. KS to put plates over the old keyholes.
X mas Farmers Market 4th December.
David Burton to sort out by the 11th of November.
Post the meeting DB informed PT that due to work commitments DB has no time to put to this event This is to be discussed at the next meeting as to what to do next.
BT and AT proposed a Valentines Ball for the next event.
A black tie do on the 11th February.
Please bring ideas for this event to the next meeting.
20th Birthday Party
We need to find out exact dates of previous committee members as to what date the village hall was opened. Please bring further details to the next meeting.
PT asked RK to put on the December agenda about the premise licence.
Awards for all are desperate to give money out it would be worth completing a form to see if we could get some funding.
BT informed the committee that Little Ouseburn Playgroup has asked about the charges for hiring the hall September 2006- December 2006 as little ouseburn hall is being modernised. They would need the hall 9-12.30 Monday – Friday and the o a Tuesday 1-3pm. PT proposed to write to Emily and outline our proposal and charges. RK seconded. MW added that while it was a chance to earn a good hire fee could the committee keep all users who also use the facility in the loop.
The spring festival is on 23rd April 2006. The spring garden committee have the committee of the village hall to organise the evening function on Saturday 22nd April.
SC will be attending the next meeting and report back to the vhc as to what sort of function there are after.
The meeting closed @ 9.20 pm
The next meeting is Tuesday 6th December 2005