Minutes of Past Parish Hall Meetings
Minutes of the Ashwater Parish Hall Meeting Held on Wednesday 6th August 2008
Present: G Spratt, M Timney, E Gliddon, B George, I Buxton, A Gill,
A Shadrick, M Gliddon, S Martyn, A Stacey, D Buxton,T Moon.
The meeting opened at 7.30pm with G Spratt in the chair.
Apologies: L Langstom, K Coles, J Forward, A Rowe, B Cox, J Cox, S George,
J Madge S Carman
Minutes of Meeting Held on Wednesday 2nd July 2008
The minutes were proposed as a true record by M Gliddon and seconded by T Moon
Matters Arising
The TDC and CCD funding decision is not now expected until September.
Company Limited by Guarantee
The sub-committee have explored ways forward and suggested a discussion with all the Trustees. M.Timney proposed and E Gliddon seconded that a meeting be held on Monday 18th August 2008 at 7.30pm.
Proposed Loan
The details have been secured and as we are in a position to raise £5,000 from existing funds B George proposed (seconded by M Timney) that arrangements are put in place to loan £10,000 so we can match our portion if the TDC/CCD grant offer of £30,000 is secured. The paperwork can be signed without the loan being implemented so we can draw against the facility if and when required. The interest rate would currently be 8% over a five or eight year repayment period.
Approved unanimously.
Fund Raising
I Buxton advised several decisions were still awaited in respect of grant aid requests. The initial offer of £5,000 by DCC via Cllr Des Shadrick has been deferred for the moment as it might be super-ceded by our application to the Airport ‘Pot’ for a total of £35,000 from three funds. A decision is imminent.
The Clothworkers’ Foundation has requested more details to support our request for £98,000, which must be submitted by 29th August 2008 and a letter has been drafted.
An application to the Clare Milne Trust for help towards the disabled facilities has received encouragement and details of the induction-hearing loop will be sent for them to consider a grant towards the purchase and installation costs.
The bids to Comic relief for £40,000 and £5,000 respectively have been submitted, backed by a reference from TDC.
A B-B-Q will be run at the Agricultural Show from 6pm followed by a fun skittles event and raffle. I Buxton and B Cox will run the skittles and R Graham will do the barbecue, but will need help. Assistance will be needed to transport the spare skittles and alley to the marquee.
A mini-Olympics will be held on the Village Green (weather permitting). No entry fee but loose change donations will be sought to try and make five money circles in the shape of the Olympic Rings. A cake stall and tuck shop will also be run. Three tables will be needed from the hall as a stall.
S Martyn confirmed the fun ride had been booked for Sunday 28 September 2008 and the St John’s Ambulance would be on call at £16.00 + vat per hour for about six hours. Insurance costs have been quoted at £183.75.
The event will start at 10am with entries permitted up to 1pm.
Entry fees will be £12 for adults and £8 for riders under 12yrs.
Volunteers are needed (20/22) as stewards and (2/3) for the Chuck Wagon covering 9.30 to 4pm.
A number of the members of the meeting supplied their details, but more help is needed.
Correspondence
M Timney confirmed the Agricultural Committee had nominated E Burnill as their representative and hall trustee.
M Timney proposed and G Spratt seconded the motion - passed unanimously.
M Timney advised the CCD had now formed the Devon Association of Community Buildings and invited us to join.
He recommended and proposed we transfer our membership to the new organisation instead of renewing with the CCD as it would be more in line with our future requirements. The fees will be £35 pa.
Motion seconded by G Spratt and passed unanimously.
M Timney also proposed we do not renew our membership of DARE (an organisation we joined for assistance in assessing our ‘green’ credentials for the lottery bid).
Seconded by I Buxton and passed unanimously.
M Timney advised our solicitor (D Ching) had discovered an anomaly in our Title Registration of the new hall, which effectively prevented us from arranging a charge on the building without involving the Charity Commission. This is not what we intended and it seems our previous solicitors had made a mistake. The matter will be corrected at a fee of £40 plus legal charges, which are not expected to be very much.
The meeting unanimously approved the action.
Finance
| Old Hall | Current £341.67 | Reserve £724.86 |
| New Hall | Current £2000.00 | Reserve £4837.29 |
The new hall funds include £3,500 from the Parish Council and a further £1,500 will follow in October.
AOB
E Burnill advised the Agricultural Committee have agreed in principle to make a donation to the Parish Hall Fund, but this will be dependent upon the 2008 show going ahead. A decision on the latter will be made on Tuesday next as due to the poor weather in recent weeks the ground maybe too wet to hold the show.
T Moon advised he had met with Marie Bailey of TDC over a proposal to build up to 8 affordable homes on the land adjoining the new hall site. This is likely to require us to grant access through the car park. He said that Sue Southwell of CCD would like to discuss the matter with us. M Timney proposed and G Spratt seconded a motion that the existing sub-committee should meet with her and report back to the main committee once full details were available. This was agreed unanimously.
There being no other business the meeting closed at 8.45pm.
Date of next meeting: Wednesday 3rd September 2008.
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