Minutes of Past Parish Hall Meetings
Minutes of the Annual General Meeting of the Ashwater Parish Hall Committee Held on Wednesday 6th day of May 2009
(Registered Charity Number 1016238)
Present: L Langston, M Timney, B George, I Buxton, E Gliddon, A Shadrick,
V Nickel, K Coles, E Burnill, T Moon, C Moon, S Martin, T Darby, L Yetman, D Buxton,
S George
Apologies: J Forward, A Rowe, M Gliddon
It was noted that G Spratt and A Gill have stood down from the Management Committee.
Minutes
The minutes of the Special General Meeting and the Ordinary Meeting both held on 2nd April 2009 were approved as a true record; proposed by M Timney, seconded I Buxton.
Election of Officers from the Elected Members to the following posts:
| Chairman | L Langston; proposed E Burnill, seconded A Shadrick |
| Vice-Chairman | E Burnill; proposed T Moon, seconded B Cox |
| Treasurer (New Hall) | B George: E Burnill, seconded B Cox |
| Treasurer (Old Hall) | E Gliddon; proposed T Moon, seconded A Shadrick |
| Secretary | I Buxton; proposed E Gliddon, seconded T Darby |
It was noted that E Gliddon suggested that he should work closely with the new bookings secretary, when appointed.
It was agreed that the Men’s Skittles and the Playgroup, existing organisations within the area of benefit, should each be allowed to appoint a representative to the management committee; proposed by I Buxton, seconded by E Burnill, the motion was carried.
Confirm Nominated Officers from user groups including:
| Horticultural Society | B Cox | 8 |
| Skittles (Ladies’) | L Yetman | 8 |
| Skittles (Men’s) | T Darby | 8 |
| PTFA Ashwater School | S Martin | 8 |
| Parish Council | T Moon | 8 |
| Ashwater Parish Church | A Shadrick | 8 |
| Ashwater Agricultural Show Committee | E Burnill | 8 |
| Ashwater Playgroup | K Coles | 8 |
Other Trustees - M Gliddon, J Forward, A Rowe, A Stacey, V Nickel
Matters Arising
L Langston, chairman, reported that all the paperwork for the BLF has been completed, except that two items remain to be sent to the BLF; the Form of Tender from the contractor and the latest bank statement.
The funding sub-committee have met with the contractors. It was felt that the contractors were completely a fête with our requirements and should be able to start work on site about the middle of June.
Contracts are being prepared and will be delivered by the quantity surveyor to the chairman within a week. It will then be signed by L Langston, B George and J Forward on behalf of the management committee.
I Buxton to contact Devon County Council about early release of funds and J Forward to ask the Carbon Trust the same. This would ease the management committee’s financial commitment to funding the new hall.
General Purposes Committee
The chairman reported that an initial meeting had been held. Much of the discussion was concerning the day-to-day running of the new hall and it had been suggested that some-one might be employed to carry out the lettings, caretaking key-holding etc. Alternatively, all of the duties could be divided between existing members of the management committee. Further discussion will take place when the sub-committee next meet.
E Burnill suggested that we contact the DACB for guidance.
Fund Raising
K Coles reported that all preparations for the car boot sale to be held on Bank Holiday Monday 25th May are well in hand. T Moon confirmed that the top part of his field could be used for overflow car parking.
New Hall
The chairman asked for confirmation that the members of the New Building Management Sub-Committee shall be J Forward and M Timney from the management committee and the quantity surveyor from Taylor-Lewis. It was agreed that both J Forward and M Timney be indemnified by the management committee against all or any claim whilst they are acting on its behalf, providing that they, at all times, act in good faith and with due care and diligence; proposed by I Buxton and seconded by E Gliddon the motion was carried.
Old Hall
The sale of the old hall was discussed. It has been recommended that the old hall be put up for auction as soon as the contract to start the new hall has been signed. This was approved by the meeting; proposed by M Timney, seconded by I Buxton.
It was agreed to contact two other estate agents for their advice and receive additional advice to that already received from Christopher Bond.
AOB
There was none.
Date of the Next Meeting: Wednesday 3rd June 2009
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Last modified: Sunday December 18, 2011