Minutes of Past Parish Hall Meetings

Minutes of the Ashwater Parish Hall Committee (Registered Charity Number 1016238) Meeting Held on Wednesday 7th October 2009

Present: Lawrence Langston (chair), Ivan Buxton (Sec), Letitia Yetman, Eric Burnill, T Moon, Terry Darby, John Forward (Minute taker), Karen Cole, Malcolm Timney, Edward Gliddon, A Stacey, Carol Moon, Wendy Lee, V Nichol
Apologies: Ali Rowe, Sue George, Brian George (Treasurer), Brian Cox, Mary Glidden, Ann Shadrick.

1. Minutes

Minutes of the previous ordinary meeting (2/9/09) were agreed as a true record and duly signed. Prop. M Timney, Sec. I Buxton.

2. Matters Arising not appearing elsewhere on the agenda

3. Grants and Other Funding:

4. New Hall: Building Work

The builders are on schedule and the work proceeds apace. Lighting decisions are being resolved by M Timney and J Forward (MT and JF). Additional cost may result, but this is yet to be confirmed.
This was noted.

JF and MT also preparing proposals for external access.

MT proposed a full meeting on site just after handover inviting Councillors and others - including potential hirers - to view the finished hall. This would be a showcase to show what has been achieved and what is available for hire. This was agreed.

Eric Burnill asked that there should be ample notice given of completion date, for use in the completion of the sale of the old hall and for people making bookings etc. so that no arrangements are upset by the changeover from one hall to the other. MT confirmed that this date would be available soon.

JF will ask the architect whether it is acceptable to load the joists - and maybe board it out.

More overspill storage is required and a container would be the most secure type, rather than a timber shed. Ivan will investigate and secure quotes for consideration.

5. Old Hall: Sale

Questions were asked about possible actions if the reserve price is not met.
To date, £700 has been incurred for advertising etc. and if the sale is deferred, costs could rise. Reserve price will be agreed ‘in camera’ by IB/BG/LL just before the sale.
MT proposed that the sale should go ahead, and that IB/BG/LL be empowered to set the reserve price at a level to clear our expenses and commitments.
This was agreed by consensus.

6. Premises Licence

MT and IB are to meet with Angela Hoskin at Torridge DC to discuss options that will allow back-to-back licences (e.g. on Friday and Saturday nights). There are typical restrictions on sale of alcohol and other caveats. There will be a report to the next meeting on Entertainment licence, premises licence and drinks licence. The applicable fee is (as yet) unknown as it is determined by Rateable Value.

7. Conditions and Cost of Hire

IB presented a proposed scale of charges for consideration. TM expressed the view that the prices were too high, as other halls charge £40/45 for evenings for locals. It was agreed that TM,CM,KC, VN will form a sub-committee to consider prices, and report to the next meeting.

It was noted that prices would need to be reviewed in April 2010 at the next AHM, and was agreed to set prices lower at start and then make increases if needed rather than having to reduce prices to attract custom.

The conditions of hire, as prepared by Ivan had been re-written to include details about kitchen use.

Agreed that main hall be called Jack Moon Hall: Prop AS, sec. KC.

Information Leaflet: IB tabled a draft for consideration.

8. Kitchen

MT and JF reported that the kitchen has now been ordered and will be installed as previously proposed and agreed. It was noted that the double oven will require 2 x 30amp power supplies.

9. Staff

A general request was made that candidates for posts should be interviewed.

  1. Cleaner
    LL suggested drawing up a cleaning specification and adjustment of the Job description for the cleaner until the nature of the post is clear. Minimum wage would be paid for all hours worked. The current ad hoc arrangement cannot continue in the new hall. MT suggested the use of contractors with a fixed specification, and a fixed price for the occasional ‘deep clean’ as they will have all the right equipment for this but it was noted that we have given a commitment to employ local people. It was proposed that a sum from the sale of the old hall should be ring-fenced for payment to staff until the annual cost is clear. It was suggested that the cleaner could perhaps be self-employed. Jf was asked to request that AR should discuss with the applicant for the cleaner post. Quotes might be sought for window cleaning etc.
  2. Bookings Secretary
    LL is currently acting as Bookings Secretary and will continue to do so, until April. It was generally agreed not to employ anyone for this role yet, applicants to be told thanks, but position deferred. A vote of thanks was passed for Ali Rowe for all her HR work (Proposed LL, generally agreed).
  3. Publicity
    It was generally agreed that it is a responsibility for all members of the committee to ‘sell’ the new hall to hirers, using leaflets that would be produced. IB tabled a flier for consideration.
  4. Green Champion
    This role is required by the Lottery and requires that someone is responsible for ensuring recycling and goes to the community to assist in reducing the green footprint. EB reported that there is a Torridge DC Green Champion so it was agreed that she be nominated for this role.

10. Opening Events

Official Opening: Sat. 20th March 2010.
Ideas are required for entertainment for the children’s event during the day. Ivan has booked the majorettes.

Ball, hog roast and fireworks in the evening.
Band booked from 7.00 until 11.30pm for £300.
There will be a cabaret from 8.00-900pm.
The Young Farmers have suggested that there should be a disco as well as the band. LY offered the services of her son to ‘do’ the disco.
All agreed, subject to price.

[Note: It was previously agreed that:

11. Treasurers’ Reports

Old Hall Current £278.59 Reserve £532.39
New Hall Current £13,050.07 Reserve £0.70

12. Any Other Business

Village Shop / Post Office
LY suggested that the obvious site for a new shop would be the car park of the new Parish Hall, near to service. LL said that it must be understood that such a suggestion must not incur any costs for the new hall, as a charity, the Parish Hall Committee is outside the remit of VAT, but there might be VAT implications of a new shop. We must be sure that the hall would not be subject to VAT payments on any of the site. MT has enquired about this with HM Revenues and Customs (VAT office).
IB suggested that a max of 5% of the building/site could be treated as a shop to avoid paying VAT on the whole.
The possibility of a shop on-site was approved CONDITIONAL on outcome of professional advice and response from VAT office etc.

Chairs
IB - we have been offered 43 second-hand upholstered chairs (Royal Blue) by Steve Fry for £3 each. (An example was shown to the Committee). IB suggested although up to 150 new chairs would be needed for the new hall we could reduce the immediate need to 100 if these could be utilised.
The general feeling was we should await the outcome of the hall auction before deciding - if not sold it might be necessary to accept the chairs offer, if sold for a decent price then decline.

Fund Raising
IB - a quiz will be held at the pub on 18th October £8 a ticket to include chilli or veg option for teams of 4.
He also enquired if anyone wanted to help with perhaps a Christmas Sale selling cards, gifts etc and invite local craft stalls to attend in the hall. General feeling was too much competition and to wait for the new hall.
KC and VN said they pre-school group would be holding their sale during November in the hall already.
CM confirmed a coffee morning would be held at Holsworthy Hall on 16 December 2009 and tables could be booked for £5.00.

Charity Commission
IB confirmed the Charity Commission Annual Report and Accounts had been submitted and acknowledged.

Skittles
IB advised the skittles boards were too long to fit in the new hall alley area and TD and LY had been advised. Both had visited the new hall with R Graham (Chairman of Men’s Skittles) and all were aware the boards needed trimming to 10m.

Archive
IB requested archive material - photos of people at the old hall as attempts would be made shortly to establish a Parish Hall Website and Village Archive.

Newsletter
IB confirmed the Parish Newsletter had been entered for an award and came 85th out of 410 entries.

Limited Company
IB advised that in the near future the Committee would need to discuss the Company Limited by Guarantee including if it was still the wish that all Trustees remained as Directors. This will be added to the agenda of a future meeting.

Halloween Party
KC advised the pre-school group were holding a Halloween Party in the hall from 5.30pm - 9.30pm on Friday 23rd October 2009. Prizes for adult and children costumes. Entry £5 on the door or £4 if booked early.

Date of Next Meeting

Wednesday 4th November, 2009

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