Minutes of Past Parish Hall Meetings
Minutes of the Ashwater Parish Hall Meeting Held on Wednesday 8th January 2008
Present: L Langston, M Timney, E Gliddon, P Capron, G Spratt, A Spratt, T Moon, K Davis, J Forward, I Buxton
Apologies: M Gliddon, A Shadrick, A Stacey, A Gill, H Thomas
Minutes of Previous Meeting held on 5th December 2007
The minutes were agreed as a true record subject to the following minor amendments:
Planning Consent - Thanks were also recorded for the support of the Parish Council.
Christmas Bazaar - organised by Playgroup not PTA
Proposed: G Spratt, seconded T Moon
Matters Arising
The Dormouse Survey was conducted and a report has been received. No evidence of dormouse was found. Thanks were recorded to I Buxton for completing the survey.
Some groundwork, at the new hall site, will be undertaken before the end of February 2008. This will consist of the removing of hedging.
There was a good turn out for the Carols on the green and a collection returned just over £85 for the hall reserves.
The Carolling & Crumpets music evening provided excellent entertainment and with raffle and bar, proceeds of around £90 were added to the funds.
K Davis confirmed ‘The 100 Club’ tickets have been sold. The meeting agreed monthly prizes as: 1st £11.00 2nd £5.00 (defraying 36% of the receipts) the balance will be paid into hall funds. Thanks were recorded to her for undertaking this project.
New Hall Tenders and Lottery Bid
Three out of four tenders were received within the prescribed time scale. A meeting with the Quantity Surveyor has taken place and he will discuss pertinent points with the provider of the preferred tender. In view of the sensitivity of this aspect and as a matter of etiquette full details of the tenders are being withheld from publication until the next meeting of the Parish Hall Committee.
It is anticipated that some savings will be possible on the costing put forward and these are being negotiated. There will however, be an anticipated shortfall of around £68,000 between the likely building and ancillary expenditure over the forecast income from all currently available or sought after sources.
We are in a position to raise £135,000 as follows:
| Sale of existing hall/land | £95,000 |
| Torridge District Council Funding | £15,000 |
| Community Council of Devon | £15,000 |
| Ashwater Parish Council | £5,000 |
| Devon County Council | £5,000 |
This presented a dilemma, should the application to the BLF be abandoned or submitted knowing that the shortfall still had to be realised?
The meeting were unanimous in backing the Funding Bid Sub-committee recommendation to proceed with the bid application and take immediate steps to seek additional funding from elsewhere.
I Buxton confirmed that from dozens of potential Trust or Charity Grant Organisations he had identified three as potential targets and there maybe others. Following discussion the sub-committee were authorised to act swiftly to prepare appropriate bids as acceptance or otherwise can take a matter of months.
Accounts
Balances at 31/12/2007
| Old Hall | Current £318.16 | Reserve £715.90 |
| New Hall | Current £2735.73 | Reserve £1133.92 |
A bill for £45.00 for clearing the blocked toilet in the old hall has been paid.
The lottery fund has paid the Quantity Surveyor fee of £10,575.00
Additional money has been received as follows: £290 for ‘100 Club Ticket Sales’ and £250 donation from the ‘Over 60’s Club’.
Thanks have been duly recorded.
Fund Raising Events
The following have been organised:
23rd January 2008 - Wild Cornwall Talk by Paul Rendell
2nd February 2008 - Music Night with Pete Coe. A bar has been organised.
18th March 2008 - Ashwater Wildlife Talk by Ivan Buxton
17th May 2008 - One man variety show by Chris Batters. A bar required.
E Gliddon recommended in future all committee members take 6 tickets to sell for ticketed events to help increase attendance.
AOB
E Gliddon advised that following a complaint by a hall user it will be made clear in the new terms and conditions of booking that electricity is by pay meter only.
M Timney confirmed Land Registry Titles are now in place for both halls including a 1metre strip in the lane alongside the existing building.
T Moon advised the newspaper collection and disposal licence previously held by J Moon could be transferred. An appeal will be made in the Newsletter for storage space as the last collection produced £400 for charity purposes.
There being no other business the meeting closed at 8.35pm
Date of Next Meeting 6th February 2008
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