Minutes of Past Parish Hall Meetings

Minutes of the Ashwater Parish Hall Committee (Registered Charity Number 1016238) Meeting Held on Wednesday 2nd September 2009

Present: Lawrence Langston (Chair), Brian George (Treasurer), Ivan Buxton (Sec) Sue George, Letitia Yetman, Eric Burnill, T Moon, Brian Cox, Terry Darby, Ann Shadrick, John Forward, Ali Rowe (Minute Taker), MalcolmTimney
Apologies: Mary Glidden, Edward Gliddon, A Stacey, Carol Moon, Wendy Lee

1. Minutes

Minutes of the previous ordinary meeting (5/8/09) were agreed as a true record and duly signed.

2. Matters Arising - not appearing elsewhere on the agenda

3. Fund Raising

  1. Agricultural Show (15th August)
    A profit of £174 was made. It was agreed that the Barbecue had been very efficiently run by Malcolm, Rose and John.
  2. District Councillor’s Grant
    Whether this money has been achieved will be known by 22/09/09.
  3. Grass Roots (not Green Shoots as previously recorded) Grants (up to £5k)
    Bid of £4k for portable staging will be sent off by the end of the week.
  4. Greening Communities (British Gas)
    Lawrence reported that this will not be appropriate for our needs.
  5. Direction and Sign Posts (in the village)
    This is a matter for the Parish Council to pursue. Members of the Parish Council will pursue this.

4. New Hall: Building Work

The builders are on schedule and the work proceeds apace. The timber frame is installed. Paperwork has come on-line for Malcolm has paid one bill - he reported that this was hard work and he was thanked for this. Further payments will be easier. The Lottery have said we should not send too many photographs - a few each 6 months of so will do.
There will be a site meeting this week.

John had been asked to choose lino colours as there is an 8 weeks lead in. After discussion, one colour through the whole building was selected: Opera 3163. This was agreed. The louvres will be white.

5. Old Hall: Sale

Keys have been dropped off to the Estate Agent. Malcolm has marked out the site for potential buyers. The sale pack is expected imminently. The auction will be held in the hall in October. A reserve price will be agreed, but only at the last minute and only by a few members of the committee.

6. General Purposes Committee (GP Committee)

  1. Conditions and Cost of Hire
    The conditions of hire, as prepared by Ivan will be re-written to include details about kitchen use.
  2. Kitchen
    It has now been agreed that the builder will do the kitchen fitting and this is included in his budget. There will be two hatches an extractor fan, fridge, double oven, hob and surfaces all around. There will be two sinks. D Littlejohns from Torridge has advised and is happy with the arrangements as proposed.
  3. Staff
    No report
  4. Premises Licence
    Malcolm reported that the current licence will not transfer. The old licence on the old hall will lapse. The new licence can take 10 weeks, so a decision was required at this meeting.
    Options:
    1. A new licence could cover regulated entertainment and retail sale of alcohol. This would only cover 12 temporary event licences and therefore would be a problem.
    2. One person associated with the hall can hold a licence (licensee) or
    3. (under recent legislation) a full licence can be applied (£180/190 per year) for and a designated person: this is then set aside and the management committee becomes responsible for all alcohol sold. Under this arrangement, all individuals hiring the hall have to notify the management committee if they wish to sell alcohol. The management committee would then charge each hirer for their share of he licence - say £:50 - so that the money also covers the additional costs of cleaning and clearing up after such an event. This aligns with the proposals as set out in the draft terms and conditions of hire. Hirers would still pay £50 towards the licence, even if they bring in an outside pub.

It was proposed that option ( C) should be agreed. Proposed Ali Rowe, seconded Eric Burnill. This option was Agreed.

7. Opening Events

Official Opening: Sat. 20th March 2010.
Childrens' events during the day, as well as a ball etc. and fireworks in the evening.
Ivan has booked Chris Platters cabaret as a break between disco/music/band. Ivan still trying to find a band and has more numbers to call.
Cllr Barry Parsons has been invited to open the hall.

It was agreed that:

8. Treasurers’ Reports

Old Hall Accounts:
No report.

New Hall Accounts:
£44,000 has been received from the Lottery. £47,000 has been spent.
Current Account: £15,994.32. Reserve Account: £0.70.

It was noted that the sale of cards and collecting box in the Village Shop has raised £268 and a vote of thanks was agreed.

9. Any Other Business

Horticultural Society has donated £300. A further £400 will be donated in the form of planters made especially for the entrance hall. A vote of thanks was agreed.

Carbon Trust Loan. It was agreed that this should be applied for to assist with cash-flow. In theory the loan will be paid off as soon as the hall is complete and finance books are balanced.

Date of Next Meeting:

Wednesday 7th October, 2009
N.B. Hall Charges to be agreed at next meeting.
Please note: as university term starts on 6th October, Ali Rowe will not be available as minute taker at the next few meetings.

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