Minutes of Past Parish Hall Meetings

Minutes of the Ashwater Parish Hall Committee (Registered Charity Number 1016238) Meeting Held on Wednesday 3rd June 2009

Present: L Langston (chair), M Timney, B George, S George, A Shadrick, V Nickel, T Moon, C Moon, J Forward, A Rowe (Minute taker), A Stacey, E Gliddon, B Cox.
Apologies: Ivan Buxton, Mary Glidden, Terry Darby, Eric Burnilll, Sharon Martin, Di Buxton, Karen Coles

Minutes

Minutes of the AGM (6/5/09) were agreed as a true record.
Minutes of the previous ordinary meeting (6/5/09) were agreed as a true record and duly signed.

Matters Arising

Fund Raising

It was reported that the Car Boot Sale run primarily by Karen Coles and Ali Rowe had made £200 clear profit for the New Hall Funds.
It was also reported that this had been a good event almost escaping the rain and thanks were passed to all concerned.
It was also noted that the church had also made over £100 profit running refreshments alongside; this was good partnership working.
A vote of thanks was also offered to Coyds who had supplied the toilets for the event.

New Hall

Building Work

The builders (Coyds) are due to take possession of the site on 15th June, all being well. Malcolm and John will act as liaison with the builders sorting day to day issues that arise. This was approved.
It was also agreed that the committee could appoint others into this role as necessary as the building work progresses.
When the builders are on site, it will be out of bounds to everyone else and the builders have asked that this should be made clear to everyone on every possible opportunity.
Coyds will be responsible for making the site secure and will need to be informed that the current barriers across the main entrance are on loan. The top two gates are already padlocked.

It was reported that had been agreed (on professional advice) to take out new insurance (cost £100) to cover the Trustees against personal loss. This was approved.

Old Hall

Sale

There was discussion around the previous decision to put the old hall on the market and several important points were noted and agreed as follows:
It was noted that:

• It had previously been agreed at a properly constituted meeting of the people of the village, that the old hall should be offered for sale.
• If the new building should go up faster than anticipated, the funding to be obtained from sale of the old hall will be needed. Therefore it was agreed that the sale should proceed, without delay. The need to sell is now urgent.
• The old hall will not be closed for use until the new hall is available for use, and this will be made clear in the conditions of sale of the old hall.
• When the old hall is closed the Charity Commissioners will need to be informed, but this will be a responsibility of the Solicitors.
• The boundary of the site has been clarified and registered with the Land Register.
• Two Estate Agents (C Bond, and Stags) have both recommended that the best way to sell the old hall is by auction. The guide price has been advised as £55k-60K, but properties have been sold for considerably more than the guide price in recent months.
• Christopher Bond had been involved in the project for some time now and had provided good service and advice.
• There is considerable interest in the site from local people.
• Ex-trustees and current trustees have expressed an interest in purchasing the site. There are complications with regard to the Charity Commission should a trustee or ex-trustee purchase the site and this will be clarified well before the date of sale.

It was agreed that to ensure probity, the minutes should record the interest expressed at the meeting by J. Forward and M Timney.
It was also agreed (all Proposed A Rowe, seconded B George) that:

• The Solicitor (D Chin) should be instructed to prepare an auction pack, forthwith. He already has the deeds, title documents etc that are required. (Action: M Timney)
• Estate Agents should be instructed to offer the old hall for auction, as soon as practicable.
• Christopher Bond will be the Estate Agents to be instructed.
• Any offers received pre-auction could be considered but it was agreed that unless an outstanding offer was received, the hall would go to auction.
• The hall should be put on the market in July/August 2009, and offered at auction in Sept/Oct 2009 wit a guide price of £55-60K, unless sold previously.
• The boundary of the site, as registered, will be clearly marked for the benefit of potential purchasers.
• The sale will include a completion date of on or before 31st December 2009, determined only by completion of new hall, so that potential purchasers are aware from the start.
• A confidential reserve price will need to be agreed on the day prior to the auction itself.

It was noted that:

• The new Secretary is away and so M Timney will continue to act as secretary in the short term, regarding the sale of the old hall, until Ivan returns. He will instruct the solicitor and estate agent as above.
• Should there be a delay in the building, the completion date may need to be delayed, but this will be for the solicitor to arrange at that time.

General Purposes Committee (GP Committee)

Conditions and Cost of Hire

It was agreed that there should be a set of hire conditions in place that will be imposed on any organisation of person hiring the hall. Investigations into the conditions used by other halls etc are already underway - as is research into hire charges etc. The GP Committee will discuss this in detail at their next meeting and bring firm proposals to the next committee meeting.

Kitchen

There was discussion around the layout of the kitchen and how this is to be fitted out to ensure maximum possible lettings. It was agreed that the GP Committee will discuss this in detail at their next meeting and bring firm proposals to the next committee meeting.

It was noted that the kitchen needs to be hygienic and safe to use, but responsibility for health and hygiene at any time will always lie with the organisation using it at that time. Those involved in food preparation will need to have their own food hygiene certificates etc.

‘Staff’

The GP Committee had previously proposed that there should be a ‘professional’ hall manager who would be paid commission on lettings to people from outside the parish. This was discussed in some detail. The Treasurer suggested that any hall manager should have access to some funds, within agreed limits, so that s/he has some flexibility in his/her operation.
It was accepted that local people should also be appointed to clean the hall.
It was generally accepted that as a principle there is much to be gained from all people employed in any way being local and that all staff should be local people where at all possible. It was noted however, that jobs would need to be advertised properly to ensure fairness.
It was agreed that the hall manager might also need to bring in contract cleaners when there had been a big event, and the cost of these cleaners would be included in the cost of hire.
The GP Committee were asked to take these considerations on board and to bring back more detailed proposals regarding the roles and responsibilities of the proposed ‘staff’ etc. to the next meeting.

Treasurers’ Reports

Old Hall	Current £160.88	Reserve £532.25
New Hall	Current £21,661.72	Reserve £0.60

Date of Next Meeting - Wednesday 1st July

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