Great Ouseburn Village Hall Committee Meeting
Wednesday 5th
October 2005 7.30pm
Minutes
R Kay, S White, B Thompson, P Thompson, D McKenzie, C Brown, D Dwight, M Williams, A Tankard
P Mac, K Scott, D Burton
Peter Goldsmith from BBC said that some of the detail, which was in the previous minutes, titled “dates regarding bowls club for the record” was incorrect. PT stated that this was his recollection of the chain of events and was purely background information to inform the rest of the committee. PG wanted the detail amending. MW thought we should leave it and accept it, as it was to purely inform the committee.
PT apologised to PG for any incorrect detail and stated that there was no offence meant. PG accepted PT apology.
The Committee approved the minutes of the previous meeting after clearing the above issue up.
Branton Bowling Club asked the committee as to what the position was for their request for a Wednesday night booking. CB and BT had a talk with Boroughbridge Badminton Club and they could not change their booking or move elsewhere. RJK told the committee that he had been in touch with various other local village halls to see if they had any spare booking for Wednesday evenings with out any success.
PG said that in the mean time BBC had managed to get all there match’s sorted out.
BT said the only other night, which was free, was a Sunday or some Tuesday nights during school holidays and the odd cancellation. BT was to look through the bookings book to see if there were any spare Tuesdays and if there were any cancellations, BBC would be offered the slot first.
PG asked the committee how bookings can be made from may 1st 2006 onwards. MW suggested that the committee needed to discuss in more detail how we were going to accept future bookings. PT suggested that we discuss this at the January meeting. Both bowls clubs will have an idea of there requirements by the end of January. RJK to add to the January agenda.
Chairman PT then asked the committee if we move d the agenda around slightly. The Committee agreed and we moved onto.
Village Hall Finance.
AT handed out a set of the previous year’s accounts, which now balanced and had been audited and signed off. AT was to fill in the accounts return form for the Charities Commission and get it sent off.
AT handed out a resume of income and expenditure for the previous 6 months April 1st – 30th September. Income was £5869.23 and Expenditure was £5410.41. The figures were in line with the budget put forward earlier in the year.
AT said we had very little outstanding debt. AT said she has accepted a new 2-year fixed electric rate from npower as the previous one had run out. Looking forward the most likely increase in the running of the village hall is going to come from increased energy costs. DM stated that the extra cost of cleaning was well worth the expense. The committee will review the accounts in three months time.
PT told the committee that the new hire agreement, which had been issued, to our regular users has raised some issues regarding insurance and indemnity. PT to research further and report back to the committee.
PG from BBC told the committee that they have there own insurance for their equipment and taken out here own public liability insurance as well.
The current 10 year deal we have with our insures runs out next year and we need to make in roads in to sourcing a new deal. We will need to have a review of all the contents and new build costs etc. PT to undertake and move forward.
Village Hall Equipment
Exterior Key Safe.
RJK told the committee the key should be with him later that week. CB asked for it to be dropped round and he would attach it to the outside wall.
PT showed the committee that we had a lot of small tables in the committee room, which required a table trolley, as they are currently difficult to handle. RJK passed round the committee a price list for table trolleys. A table trolley which would take large or small tables is £285 + vat.
MW proposed that the committee purchased one.
BT seconded the proposal
RJK to get a table sorted ASAP.
We also had some feedback from the over 60`s club that some of the large tables were a bit grubby. The feedback from the committee was that most users usually cleaned them before use any way, but the complaint has been noted.
RJK and CB and KS to organise a suitable night to fill the application form in. Needs to be in by the end of November.
70`s Dance 8th October
The event was a great success with over 120 people attending the event. The
event raised £1167.
Xmas Farmers Market 4th
December
PT asked if DB could report at the next meeting as to how this event was shaping up.
20th Birthday Party
The village hall is 20 years old in 2006 it was proposed that we hold a big party to celebrate the event. It was pointed out that if we went from the turf cutting date the village hall would actually be 21 years old.
MW said she would read through the minute book and compile a list of the people who have been involved with hall over the last 21 years and the various people who raised the money prior to the hall being built.
The date or format was not decided but the suggestions put forward were.
A summer ball with champagne reception followed by a garden party on the following day with a big brass band. More ideas and thought required. Please bring ideas to the next meeting.
AT and CB held a meeting on the 28th September with various user groups to get them signed up to the new hire agreement and collect the new entry keys. The £50 bond for the key had caused a bit concern to some user groups who were demanding interest on the money held.
It was discussed by the committee that what we are trying to do is improve the facility for all users and improve the overall security of the village hall. It was decided by the committee that we would not be paying interest to any user groups on the £50 bond. If they want a key they fit in with our terms and conditions. PT said he would write to the user groups to explain why we have made the changes and charges.
This was proposed by RJK and seconded by JE.
The committee would like to get the car park re surfaced by the end of December. PT said he would write to the Parish Council asking for a 50% contribution to the cost of the project.
PG from the BBC asked if there was a first aid box. BT told him it was stored in the kitchen.
The Activity Club have requested a land line phone to be installed for emergency’s as some mobile phones don’t work at the village hall. KS they have looked at this in the past and it is very expensive. It was decided that on the grounds of cost it was totally impracticable.
PG asked if the BBC could be reprinted on the village hall committee. PT stated that the constitution would need altering. In the meantime there was no reason why the BBC could not be co-opted on after the next AGM in 2006. PT to mention in his Chairman’s report at the AGM.
PN told the committee that some of the other users were removing the radiator plugs from the sockets.