Minutes of Past Parish Hall Meetings
Minutes of the Ashwater Parish Hall Meeting Held on Wednesday 5th December 2007
Present: L Langston, M Timney, E Gliddon, P Capron, G Spratt, A Spratt,
T Moon, I Buxton, A Gill, M Gliddon, A Stacey
Apologies: J Forward, H Thomas, K Davis
Minutes of Previous Meeting held on 7th November 2007
The minutes were agreed as a true record. Proposed by P Capron, seconded by M Gliddon.
Lottery Bid
The project continues to move forward. Various sub-committee meetings have been held since the last Hall Meeting including one with the Quantity Surveyor who has discussed possible areas of cost saving once the full tenders are to hand.
The business plan has been completed and is now being double-checked for accuracy. A vote of thanks was recorded and M Gliddon proposed that flowers be sent to the bid writer for her invaluable assistance, seconded T Moon.
Targets and benchmarks will need to be set regarding patronage of the old hall, including bookings and attendance to enable monitoring and comparison with the new hall.
The Environmental Report has stipulated that work involving hedgerow removal must take place outside of the bird nesting season and a search for dormice must also be made. The latter will be carried out and a further report made.
In view of the bird nesting aspect arrangements should be made for stripping vegetation to create the entrance/exit point to the site before March. The method was discussed by the meeting and it was proposed by M Gliddon, seconded by G Spratt that approaches should be made to those who had indicated interest in doing the work to T Moon. It will be necessary for stock proof fencing to be erected around the site boundary as well as securing the new entrance. Where practical the existing bank will be skimmed and left in place for the time being to ensure no run off drainage occurs from the field. All spoil will be removed from the site as appropriate.
The pole carrying electrical power does not need to be moved at this stage. Agreement has been secured with Western Power for it to be re-sited and a budget cost agreed without commitment by the Hall Committee to proceed unless or until necessary. This should safeguard against delay when the work is required.
Policies on Equal Opportunities, Environmental aspects and a formal complaints procedure have been adopted and are in place.
Planning consent has been granted. A vote of thanks was recorded to B Parsons and the Church representatives for their support in this respect.
Fund Raising
A Stacey reported a profit of £202.50 was made from the Wine and Wisdom evening and thanks were duly recorded to him and Quiz Master Kevin.
I Buxton confirmed one of the two films shown had made a loss (-£58.50) the other had made £10.00 profit as he had secured sponsorship and a donation covering the costs. No more films have been booked. The cost of the performing rights licence for each showing is £75.00. This will still be incurred even if we purchase and use our own projection equipment. The talk about Exmoor produced a surplus of £18.00.
Everything is in place, including the bar and licence for the Carolling and Crumpets Musical Evening on 8th December and thanks go to the Playgroup Bazaar and Graham and Ann Spratt as their decorations will remain in place for the event.
The Christmas tree (donated by Stacey’s Christmas Tree farm) will be erected on the Village Green for the Carol Singing on 11th December. The Hall is available in the event of inclement weather but the Village Inn would probably be utilised, as it is a good source for the ‘collecting bucket’.
The PTA Christmas Bazaar was successful and raised over £500 for their funds.
The meeting was reminded that the 100 club ticket sales and money should be returned to K Davis as soon as possible.
Accounts
| Old Hall | Current £152.59 | Reserve £709.21 |
| New Hall | Current £2465.94 | Reserve £1124.59 |
AOB
E Gliddon confirmed that running repairs to the old hall have been made, including unblocking one of the Ladies toilets, strengthening the stage and boarding the old front door. Invoices are awaited.
M Timney confirmed the Charity Commission Annual Update 2007 had been completed.
I Buxton advised that following a sub-committee meeting it was decided that applications for grants and funding for such aspects as kitchen equipment etc would be deferred until the result of the main lottery bid was known. Meanwhile a list of sources was being compiled and application forms secured in readiness. Registration with a website www.ukvillages.co.uk has been made to advertise events and might also be a basis of future funding.
P Capron said that amendments to the Village Website would be made next year and ideas would be discussed including advertising fund raising aspects such as the ‘buy a brick block'.
There being no other matters the meeting closed at 8.30pm
Date of Next Meeting: 9th January 2008
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