Meeting Minutes

Minutes

Village Hall Committee

7th July 2008.

 

Present:          Derek Ransom, Eric Powell, Christine Powell, Roger Thyer-Jones,  Dave Wright, John Vesey, Jill Graves, Judy Biggs, Diana Gibbons,  Joan Steel, Tony Konieczny

 

Apologies:       Bev Beveridge, Jenny Ing, Clive Webb, Penny Edwards, Paul Cawte.

 

 

  1. Village Day

Diana said that 80 tickets for the Barn Dance had been sold or reserved

Friday 5pm     - Preparation starts

            6pm     - Great Kingshill school for the marquee

            7pm     - Marquee erection – lots of people needed

            Afterwards       - Barbeque – bring own food and some beer/wine.  Some beer to be provided.

Stuart to provide overnight security

Saturday           8am      Fairground expected followed by other stalls

                        12:45   Procession starts from school

                        After    Need people to ensure site clear before Barn Dance

                        19:30   Barn Dance

Sunday 10am    Marquee taken down

                        11:30   Marquee to Great Kingshill School

                        After    Wheel, Naphill for food and drinks

 

  1. Matters Arising

 

  1.  
    1. Accounts Delivery                                                    

Accounts delivered and circulated by Eric.  Item closed.

As a result of this, the return to the Charity Commissioners can now be performed.                                            Action Tony

  1.  
    1. Alternatives to Chubb for Fire inspections   Bev

Bev to make a decision  on new supplier (choice of two)

c.       Service contracts for Electrical Appliances

Contract needs to be placed.                                  Action Bev.

d.      Maintenance Item

Socket outlet in Small Hall needs replacing.             Action Bev

 

 

  1. Chairman’s Report

Fire Inspection Report received from Bev/ Bev’s Wife, Pat. Derek to type up actions to be performed as a result of this survey.

           

  1.  
    1. Eddie Kakol’s Seat

Work is with Gomms Forge. HAGA will pay for this seat. Position still to be agreed.                                                                 Action Derek

Roland’s seat is to be left where it is as it is well used.  Derek to contact Ian with the news.

  1.  
    1. Pedestrian Access

Path now laid and brick pillars being built.  Need to ensure centres of pillars filled with concrete.                        Action  Derek.

  1.  
    1. Lowering hedge to four feet

Working party achieved this on 29th June.  Derek will grass over the bank to restore its appearance.                 Item closed

  1.  
    1. Kitchen Extension

                                                              i.      Planning Approval

We now need to contact Mr Hopkins#’ Estate to ask for permission for this and the shop, according to the terms of the contract.  Action Derek.

Planning have also asked why we need a kitchen extension.  Action Derek.

  1.  
    1. Shop
      Mr Hopkins’ Estate’s lawyer has requested that we draft the words for the change of contract and they will use this as a template.   Action Derek

Shop committee to be asked for payment for this work. Action Derek.

 

Residents’ Association has asked to place a notice board near the Village Hall.  Plan is to get TRADA to make another as the old one is decaying.  Committee members believe that the current notice board is well used.  Need to get more detailed thoughts from Paul Cawte on this.  Action  Derek.

 

A plan is needed for the grass bank at the far side of the football field.  Sub committee to be set up comprising Ken, Angus, Eric, Tony and Derek.  Action Derek.  This could include giving the land to the National Trust, or letting it revert to woodland.

 

Tony to follow up the use of Communitiy Service Order offenders for this task.  (Subsequent to meeting, this has been arranged for noon on Monday 14th July with Elle from the Probation Service.  Committee members have been circulated for someone to be there as Tony is away.)

 

  1. Treasurer’s Report

Money in Current Account - £6,058.61

Money in Deposit Account - £11,289.50

Booking Conditions

New booking conditions have been generated.  Will come into use once Derek has been through the fire and risk assessment to see if that has any effect on the conditions.

Tony to bring up the issue of reviewing the policy of asking for signed booking condition forms from hirers in 12 months time.

 

  1. Bev’s Report

Nothing to report as Bev absent.

 

  1. Parish Council Report

Nothing to report. 

 

  1. Round the Table

John Vesey said that the hall amplification system made listening impossible.  Eric  to investigate in conjunction with Clive from Walter’s Ash.  Eric mandated to get the job done if price reasonable.  John thought that HAGA could donate in the region of £500.

 

Jill said that the garage is too crowded for her to use it to store her art boards.  Derek to talk to the football club re removing their goalposts and to Ken regarding the big yellow mower if we are not going to use this in the future.

 

The meeting closed at 9:00pm

 

Date of next meeting Monday 1st September at 8pm.