Minutes of Past Parish Hall Meetings
Minutes of the Ashwater Parish Hall Meeting Held on Wednesday 28th May 2008
Present: L Langston, M Timney, E Gliddon, P Capron, B George, A Rowe,
J Forward, I Buxton, A Gill, A Shadrick, H Thomas, G Spratt,
A Spratt, M Gliddon, J Wilson, W Lee, R Lee, F Bull, J Madge,
S Carmall, D Barrett, B Jong, E Burnill, A Stacey, L Yetman,
D Buxton, B Frey, S George, J Cox, B Cox, T Moon
Apologies: None
The meeting opened at 7.25pm with L Langston in the chair and he welcomed everyone conveying delight at the number in attendance. He advised the Stage 2 Big Lottery Bid had been successful and the meeting expressed their congratulations to all concerned. He went on to emphasise a third stage was now to hand, which meant more money was still needed before the building work on the proposed new Parish Hall could begin and hoped that everyone present could do their bit to ensure the funds were raised. He then briefly explained the format of the meeting.
Minutes of the Annual General Meeting Held On Wednesday 7th May 2008
The minutes of the above meeting were proposed as a true record by M Timney, seconded by A Shadrick. There were no matters arising.
Minutes of the Meeting Held On Wednesday 7th May 2008
The minutes were proposed as a true record by M Gliddon and seconded by E Gliddon.
Matters Arising
Election of Officers
The election of two officers, Vice-Chairman and New Hall Treasurer were held over from the previous meeting.
- Vice-Chairman: G Spratt was proposed by M Timney, seconded by M Gliddon.
- Appointed unanimously.
- New Hall Treasurer: B George was proposed by M Gliddon, seconded by E Gliddon.
- Appointed unanimously. B George will also become a Trustee.
Nominated Committee Members
The nomination from PTFA remains open pending their reorganisation.
New Officer
Following the successful BLF bid and as part of the offer terms as well as a promoting the new hall M Timney recommended an appointment should be made for someone to specifically handle all advertising aspects. The committee felt this was necessary. Accordingly he proposed A Rowe for the new position of Marketing and Media, seconded J Forward and the appointment was approved unanimously.
Action Plan
J Forward presented details of an action plan emphasising that the clock was already ticking with under 6 months in which to raise the additional funds and attend to a number of essential tasks, even when the building work commenced. In essence this meant forming a number of sub-committees to tackle the tasks and invited all present to offer assistance. There was a positive response and a number of those present agreed to help as and where they could.
Fund Raising
Basically three aspects are necessary:–
Immediate - Community Council of Devon, TDC and a previously agreed loan facility to secure sufficient money for the groundwork to be completed.
Immediate - efforts to secure the money needed to bridge the gap between build costs and BLF money. Details of the assistance required in seeking suitable sources of grant aid were outlined and lists will be prepared for the next meeting as a number of volunteers agreed to help.
Ongoing - local funding to run the old hall, repay the loan and swell the new hall fund. Money will also be needed for fittings and fixtures. New ideas and assistance in staging low cost events are needed and various suggestions were made by those in attendance.
Publicity
This was described as a partnership project involving all present at the meeting. A small group of volunteers is needed as despite the success of the Newsletter there are areas adjoining the Parish to be approached. A list of names was secured from those present offering help with delivering flyers, leaflets and ‘door knocking’.
Once up and running the new hall will have to be regularly promoted and publicised to gain maximum income to cover costs and enable events to be staged.
Construction
The building work has been separated between groundwork (which will be carried out by a local contractor) and the main build. A sub-committee is needed to oversee payments, work in progress and tackle any unforeseen problems arising during construction stages.
General Aspects
L Langston addressed the meeting pointing out that now the tasks had been outlined it was necessary to prioritise them. Clearly fund raising was first in line, but other inter-related aspects were also important. Consequently as all present were aware of the necessities he suggested a brief period of reflection and a further meeting within a week.
BLF Offer
M Timney and L Langston will sign the formal letter of acceptance. It does not commit the Committee or Trustees to any expenditure, but agrees the terms and conditions of the offer.
Gift Aid
The necessary documentation has been secured and will be completed by the New Hall Treasurer, which will maximise the potential from donations.
Finances
| Old Hall | Current £586.32 | Reserve £720.25 |
| New Hall | Current £2643.77 | Reserve £1142.10 |
New Hall - There are some payment cheques outstanding that will reduce the current account to £1008.77 when cashed.
AOB
I Buxton advised Beaford Arts had submitted details of the winter entertainment programme but he felt as it was uncertain which location (old or new hall) would be available to stage events no bookings should be made at present especially as every penny would be needed to fund the hall project and it was unlikely such events would raise much income until the new hall was built.
There being no other business the meeting was closed.
Date of Next Meeting - Wednesday 4th June 2008 at 7.30pm
Website designed by Anthony Williams and Henriette North.
Comments and Submissions to webmaster@ashwaterparish.org.uk
Last modified: Friday July 25, 2008