Minutes of Past Parish Hall Meetings
Minutes of the Ashwater Parish Hall Meeting Held on Wednesday 5th September 2007
Present: L Langston, M Timney, E Gliddon, P Capron, A Gill, G Spratt,
A Spratt, P Anderson, T Pugh, T Moon, B Cox, A Shadrick, M Gliddon,
I Buxton, A Stacey
Apologies: H Thomas, B Parsons, J Forward
Minutes of Meeting held on 1st August 2007
The minutes were proposed as a true record by M Timney, seconded by M Gliddon and carried unanimously.
Matters Arising
Section 106 Agreement
The situation is ongoing and being dealt with by the sub-committee.
Lottery Bid
Matters are proceeding well and our Business Plan is being written . The aim is for an agreed draft to be ready by mid-October and the final document ready for submission by the end of October, which is in line with our timetable.
Tenders have been invited from Quantity Surveyors and some quotes have been received. One more is awaited and the sub-committee will decide on an appointment next Tuesday (11th September).
It seems it will take 6 weeks to secure Design and Build quotes from builders and they will be asked to tender.
The preferred choice is for ‘pay as you go’ in respect of the QS fees. All prices/invoices submitted to the lottery fund will include fees and these will incorporate Trewins fee for redesigning the building itself. These revised plans are now available denoting the changes (mainly to the roof) and have been submitted for Planning approval.
The Stage 2 Disability Audit is being addressed and the sub-committee have people in mind to approach for this aspect.
The site sign has been ordered at a cost of around £120 and J Forward may be able to secure a contribution from Trewins as it will feature their company name.
The August issue of the Parish Newsletter carried a descriptive article showing progress to date and specifically explaining how the necessary costs had been incurred and funds spent.
Assistance and Volunteers
In an effort to share the committee’s burden an appeal was issued in the newsletter for further help from members of the Parish including someone to take the minutes of the meetings. No positive response was received. I Buxton agreed to continue recording the minutes pro-tem, but would be unable to attend the next meeting.
The Chair requested specific help from those attending the meeting, as it was necessary to have one or more persons available to write letters to try and secure funding for specific aspects, such as furniture for the new hall. Various lists of suitable target organisations that specialise in funding community developments are available. I Buxton and M Timney will liaise some time in October to draft the wordings and produce template letters.
The Community Council of Devon and TDC are likely to provide ‘match funding’ for some aspects of the project, but we need to have other sources in place to ensure there are no short-falls once the design and build stage is commenced.
Fund Raising
I Buxton reported that some small losses would be likely if films continued to be shown during the winter months. This would be due to the cost of equipment hire at £90 minimum each time. He confirmed that he had attended a marketing discussion with Beaford Arts in an effort to seek methods of increasing ticket sales based upon the experience of other villages, but there wasn’t a single simple answer. Beaford are concerned as well, but are unable to reduce the costs, which they consider reasonable.
B Cox enquired if we could purchase our own equipment. P Capron advised enquiries had been made and the costs would probably be acceptable, but the question of secure storage of loud speakers, projector, mixing equipment and the large screen raised problems in so far as the current hall is concerned. The new hall should also be able to accommodate a built in screen, which is not suitable for the old hall.
It was agreed the films should continue on a regular basis, but not necessarily as frequently as in the past. I Buxton confirmed he would arrange for films to be shown in October and November.
The following events will now take place:
17 October - Film: Meet The Robinsons (Family comedy with some animation)
24 October - Talk and slide show, The Marine Life of the British Isles
21 November - Film: The Number 23 (psychological thriller)
28 November - Illustrated talk, Exmoor - the Land of Combes
8 December - Crumpets and Carolling, seasonal evening with John Kirkpatrick
A bar will be required for the 8 December.
A Stacey advised a wine and Wisdom Evening would be arranged in November, probably 9 or 10 November and he would confirm the date by the next meeting.
The final meeting of the Revel and Fun Day Committee had been delayed due to an outstanding bill - this should be resolved imminently thus enabling release of the proceeds.
Concern was raised that the Church had not contributed their (refundable) £200 to the £400 start up fund, although fortunately it transpired none of the start up money needed to be used due to the generosity of other sponsors.
DARE
P Capron has received the newsletter on a CD - it comprises 38 pages and a copy will be printed and displayed in the hall.
Bills
An invoice from Peter, Peter and Wright for £350 was approved for payment. Proposed by M Timney, seconded by T Pugh.
An account for the water Standing Charge for £10.64 was approved for payment. Proposed by M Timney, seconded G Spratt.
An item for £132 was previously paid by the Parish Council and will be repaid subject to a suitable invoice.
Finance
| Old Hall | Current £273.11 | Reserve £703.60 |
| New Hall | Current £1308.35 | Reserve £1115.70 |
AOB
The door to the fire exit at the rear of the hall has deteriorated and requires some running repairs. G Spratt and P Capron will make good.
There being no other business the meeting closed at 8.25pm
Date of Next Meeting
The next meeting will be held at 7.30pm in the Parish Hall on 3 October 2007
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Last modified: Wednesday October 24, 2007