Minutes of Past Parish Hall Meetings

Minutes of the Ashwater Parish Hall Committee
(Registered Charity Number 1016238)
Meeting Held on Wednesday 4th November 2009

Present:
Lawrence Langston (Chair), Ivan Buxton (Sec), Letitia Yetman, Eric Burnill, Trevor Moon, Terry Darby, John Forward (Minute taker), Malcolm Timney, Edward Gliddon (Treasurer - Old Hall), Andrew Stacey, Carol Moon, Sue George, Brian George (Treasurer - New Hall), Diane Buxton, Ann Shadrick, Kate Davis
Apologies:
Ali Rowe, Brian Cox, Mary Gliddon, Karen Cole, V Nichol, Wendy Lee.

1. Minutes

Minutes of the previous ordinary meeting (7/10/09) were agreed as a true record and duly signed. Prop. M Timney, Sec. I Buxton.

2. Grants and Other Funding:

  1. FSA Grant:
    £6000 has been received and IB has submitted the tax claim to Inland Revenue for further £4000.
  2. Other Grants:
    Last £10,000 of airport money will be drawn down at the end of the construction
    £3000 grass-roots funds drawn down now.

3. New Hall: Building Work

  1. MT described the main points arising form the last site meeting.
  2. The rate of drying of the screed was causing concern and the situation might arise where we were faced with taking possession of the hall before the main hall floor finish was installed, subject to Building Control agreement, in order to fulfil our obligations on the sale for the old hall.
  3. It was agreed to review this later if necessary.
  4. Progress is otherwise on programme.
  5. External works revisions are currently under review, JF having prepared a drawing of the main entrance access which can accommodate the changes in level and conform to the wheelchair access requirements. This is currently being costed.
  6. Colours were required for the interior decorations.
    After review by those in attendance, the consensus was:
  7. Walls magnolia
  8. Joinery Peridot BS12B21 (Green)
  9. JF reported on the Photo Voltaic panels proposals, and the lowest quotes received from Capture Energy. Also described the rates payable from next March on electricity production and how this will help to reduce the electricity bills. It was agreed to proceed with a 2kW installation as planned, prop TD sec EB
  10. JF advised that locks would be fitted soon, and these will be all set to differ, with a master key for all.

4. Premises Licence

  1. IB said the application is lodged.
  2. Noted that we are are required to include a clause reducing the noise after 11.00pm. Other caveats as reported at the last committee meeting.

5. Conditions and Cost of Hire

  1. The general consensus agreed the terms and conditions ( prop. EG sec LY)
  2. Having reviewed fees at other halls, it was agreed that those proposed by IB were not unreasonable.
  3. Agreed to the principle of applying a standard booking fee to hire from people outside the constitutional area of benefit (Ashwater Parish and Ashmill).
  4. Agreed rates so that the small rooms did not work out to be more expensive than the main hall.
  5. As before, it was noted that prices would need to be reviewed in April 2010 at the next AHM.

6. Storage

IB reported that Homeleigh have ex-display sheds available, but that it was cheaper to purchase similar off the internet. LY suggested that we approach Peter Green in Okehampton for a purpose built shed as the quality and price were favourable.
IB will investigate and report.

7. Staff

  1. Cleaner
    1. IB reported that the advice on employment law from ACRE confirmed that previously given by Ali Rowe.
    2. The only means of avoiding the problems of salary, sick-pay, holidays etc. is to offer a package of work to tender by self-employed persons.
    3. It was agreed to try this approach, with a view to attaining the services at a rate slightly above minimum wage.
    4. IB will pass the proposal to Derek Ching for his advice on the legality.
    5. Agreed weekly 2 hrs, monthly further 2 hours plus additional hours related precisely to terms of individual bookings (i.e. if the booking asks for or requires cleaning)
  2. Bookings Secretary
    1. LL is currently acting as Bookings Secretary and will continue to do so for the present, as previously reported.

8. Publicity

IB has completed the information leaflet. It was agreed to set the open day, for all potential users, as Friday 5th February. It was agreed to write to all of these beforehand. JF advised those present of the ‘facebook’ Parish Hall page created by AR, which currently had 30+ members.

9. Opening Event

Official Opening: Sat. 20th March 2010.

  1. It was agreed that the village would produce the afternoon tea and puddings.
  2. No news on the Punch and Judy show.
  3. The event will be opened at 2.30pm with an address by the local councillor.
  4. So far IB has committed £1,100 of the allocated budget.
[Note: It was previously agreed that:
  1. The Village Inn should be asked to run the bar for this event.
  2. A budget of £1,500 was set aside for these events so that people will not be put off by price of tickets.
  3. Childrens event will be free to all local children.
  4. Ball Tickets should be £5 - numbered tickets/ prize draw. Under 16s free.]

10. Green Champion

The TDC green champion/co-ordinator will attend the Parish Hall open day.

11. Time Capsule

IB reported that the school will undertake a project to produce a time capsule that will fit into a plastic pipe to be installed beneath or adjacent to the south patio.

12. Village Shop &Post Office

All were urged to attend the forthcoming special meeting to review and discuss the proposals/options.

13. Treasurers’ Reports

Old Hall Current £278.59 Reserve £532.39
New Hall Current £29,047.07 Reserve £0.70

BG noted that he was not sure what the total funds remaining are, after the bills are paid.
JF gave BG invoice from Taylor Lewis for professional fees to date of £2,300.

14. Any Other Business

  1. Chairs
    1. No further news. Research in progress. Chairs need to be comfortable, durable, stackable, can be stored on the space available, and within a reasonable budget.
    2. EB said the agricultural committee would be interested in purchasing the current plastic chairs, for 50p each. The consensus was to accept the offer.
  2. Fund Raising
    1. Coffee Morning
      CM noted the forthcoming coffee morning at Holsworthy on 16th December 2009, for which she needs draw prizes and cakes. LY volunteered to help at the stall.
    2. 100 Club
      KD stood down as the organiser of the 100 Club, and TM volunteered to take over.
      Vote of thanks to Kate for her work, prop JF sec MT.
  3. Insurances
    IB stated that the premium for the new hall was £869 with our current insurers, for building re-construction of £500,000 plus contents and public liability. JF/MT noted that the re-construction value might be higher and should have legal fee cover. IB will deal as necessary when handover date confirmed.
  4. Skittles
    IB stated that the skittle boards have been trimmed to suit the new skittle alley.
  5. Curtains
    Rev Jane Lucas has asked for the heavy drapes in the old hall, for church use and has offered £20. The consensus was to decline the offer and donate the curtains.
  6. Hall Fitting Out
    It was noted that a good quality notice board will be required.
    The alcohol licence will need to be displayed, plus insurance certification and all legally required signs and notices.
  7. Donations
    IB advised that a donation for £100 had been received from Mr and Mrs Westwood at Quoditch, and thanks were noted.

15. Date of Next Meetings

Website designed by Anthony Williams and Henriette North.
Comments and Submissions to webmaster@ashwaterparish.org.uk
Last modified: Sunday December 18, 2011