Minutes of Past Parish Hall Meetings

Minutes of the Ashwater Parish Hall Committee
(Registered Charity Number 1016238)

Meeting Held on Wednesday 1st July 2009

Present: Lawrence Langston (chair), Ivan Buxton (Sec) B George (Treasurer), Sue George, A Shadrick, Vicky Nickel, T Moon, C Moon, John Forward, Ali Rowe (Minute taker), A Stacey, Edward Gliddon, B Cox. Terry Darby, Eric Burnill, Brian Cox, Di Buxton, Wendy Lee, Sue George
Apologies: Mary Glidden, Sharon Martin, Karen Cole, M Timney, Letitia Letman

Minutes

Minutes of the previous ordinary meeting (3/6/09) were agreed as a true record and duly signed.

Matters Arising

Fund Raising Agricultural Show (15th August)

Once again an invitation is open to the Hall Committee to run an evening event (Skittles, BBQ etc) in the marquee. The bar will be run by the Agricultural Show. Ivan and Brian undertook to organise skittles . Agreed to restrict number of teams so the event does not go on too late. Also, running a BBQ from early evening stops the young farmers etc. disappearing for food (and not returning for skittles).

Church Dog Show (4th July)

To raise money for the hall, Ivan will organise skittles for the dog show, there will also be a cake stall.

District Councillor’s Grant

Ivan has the form to complete, the money has been confirmed as available.

Green Shoots Grants (up to £5k)

Ivan will apply for this (by 14th July) and suggests applying for funds for fixtures and fittings, chairs, induction loop, stage etc. This was agreed.

Half Marathon

A vote of thanks was agreed to Fiona Bull for her £100 donation from her half marathon.

New Hall: Building Work

The builders (Coyds) took possession of the site on 15th June, and appear to be ahead of schedule. Malcolm and John are acting as liaison with the builders sorting day to day issues that arise, the first site meeting is on 14th July. They were very pleased with the site preparation. The Sign Board from the Big Lottery has been ordered.

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:

General Purposes Committee (GP Committee)

  1. Conditions and Cost of Hire
    Ivan is drawing up a set of hire conditions in place that will be imposed on any organisation of person hiring the hall. The price of hire will need to undercut the other halls (e.g. Roadford and Holsworthy) but pay the salaries of any staff appointed and pay maintenance costs. The first 18 months/ 2 years may need to be a trial with constant review.
  2. Kitchen
    Wendy has been obtaining quotes and recommended that the kitchen should be fitted with stainless steel units. She has found fitters who can supply pre-used etc. It was agreed that she should continue to work with them to get a firm quote. There was discussion around the layout of the kitchen and how this is to be fitted out to ensure maximum possible lettings. Change to the spec. must be kept to a minimum but a hatch to the meeting room, but allow better space for plating up etc for major events. It was agreed that John should be kept informed of any implications for wiring etc. It was agreed that advice should be sought from the kitchen fitters. (Proposed: Edward, Seconded: Ali)
    Wendy was also advised to look at the school kitchens which are small, and only installed a few years ago, for ideas.
    Crockery etc will need to be purchased, but in the first instance, that from the old hall may be used. The hall committee have received a contribution of 48 new sets of cutlery.
  3. Staff
    Proposals were presented by Ali, for the roles and responsibilities of potential staff, as follows: Hall Manager, and/or Bookings Secretary. Caretaker and/or Grounds person, Cleaners.
    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. The Treasurer suggested that any hall manager should manage finances, under a Director with Financial responsibility, so that s/he has some flexibility in his/her operation. The Committee will continue to hold overall responsibility but the staff members will act on behalf of the committee on a day-to-day basis. The Company Limited by Guarantee will be the employers and the Manager will hold day-to-day management responsibility for other staff.
    It was agreed that Ali should go ahead and devise a pack of information (draft job descriptions etc) and advertise these posts to see who applies.

Any Other Business

Housing Association

T Moon reported that the Devon and Cornwall Housing Association are interested in the possibility of a development and are concerned about access. It was confirmed that this would be confirmed, as before, once plans have been received for inspection.

Time Capsule

It was agreed:

  1. that a ‘home-made’ capsule would be more cost effective than an expensive bought one.
  2. The school should be invited to participate in deciding the contents.
  3. It should be buried under a patio rather than under the building.

Planters

It was noted that the Horticultural Society had already donated money to the hall, but further money is set aside to provide planters for outside the main door of the new hall.

Insurance

It was confirmed that the insurance on the old hall is due for renewal in July and enquiries will be made about what insurance to put in place for the new hall, and when. It was noted that the hall is being built with a fire alarm, but no burglar alarm, the insurers may require the latter.

Treasurers’ Reports

Old Hall Current £215.88 Reserve £532.25
New Hall Current £21,945.94 Reserve £0.60

Date of Next Meeting

Wednesday 5th August
(GP Committee 1st Sept)

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