Village Hall Comittee Minutes

Honingham Village Hall Management Committee, Meeting held Mon 3rd July 2017

These are the draft Minutes, to be agreed at next meeting on 14th August 2017.

Honingham Village Hall Management Committee

Minutes of the meeting held at  4 p.m Monday 3rd July 2017.

Present: Mr Ray Grant, Mrs Sally Blyth, Mrs Christine Harrison, Mrs Linda Human, Mrs Julie Turner.

Mr Brian Winchester.

  1. Minutes of previous meeting.

Read by all before the meeting and signed by Ray as a true record.

  1. Matters arising.

Linda had been advised that if all work on the toilet improvements goes through the Parish Council, we will not be liable for VAT.

Ray to confirm 28th October for the folk dance with “ Shinanikins”. Food to be organised by the committee, as at the quizzes.

Festive quiz to be arranged for Sat 2nd Dec. Possible theme “Rocky Horror Show”.

Filing cabinet still to be purchased. Julie to put a wanted ad on Gumtree.

The children’s tuition classes will start in Sept, 4 hours on a Thursday a.m. Mr Peter Baldock will be present.

£160 was raised from Ray’s peony weekend. The committee thanked him and Susan.

 

  1. Treasurer’s report- running account

As at 8/5/17 there was £4,847.79 in the Santander account.

 

  1. Treasurer’s report – fundraising account.

As at 3/7/17 there was £3,000.40 in the Barclays account.

 

  1. Mains water leak.

Ray had asked a local builder to repair the leak. He was an ex Anglian Water employee and said that May Gurney had used incorrect fittings when they put the original pipe in, some 30 years ago. Ray will write to Kier (who took over May Gurney in 2013) to explain the situation. The drive now needs to be tarmacked which Ray will organise. The cost of the work is unknown.

  1. 5 Year electrical test.

This, plus the PAT test is being arranged with A.D.R Electrical.

 

Oct 28th – hopefully the folk dance with Shinanikins.

Dec 2nd – Festive Quiz.

Possibly an Autumn Fair on either 24/9/17 or 1/10/17, both Sundays.

 

  1. Any other business.

Fire Risk Assessment to be discussed at the next meeting. Fire Safe have checked the extinguishers (£57) – 3 large extinguishers, a CO2 extinguisher and a fire blanket.

£23.50 raised from catering at Bellfolk’s concert on 2/7/17.

Hall insurance paid (£638.67). Renew on 24/6/18.

 

  1. Date of next meeting.

Monday 14th August at 3.00 p.m.

Village Hall Committee Annual Meeting 2nd May 2017

Honingham Village Hall Committee will be holding their Annual Meeting on 2nd May in the Village Hall, this Meeting will follow on from the Parish Annual Meeting, at approx 8pm. All welcome.

Both meetings will take place in the back room of the Village Hall, accessed via back door; the main hall being already booked for a function.

Minutes of the Annual Meeting of Honingham Village Hall Committee held 21.06.16

Honingham Village Hall Management Committee

Minutes of the Annual Meeting held Tuesday 21st June 2016.

Attended by 5 committee members – Ray Grant, Sally Blyth, Julie Turner, Linda Human, Christine Harrison and 14 parishioners.

  1. Apologies: There were no apologies.

 

  1. Minutes of previous meeting.

The minutes of the Annual meeting of 2015 were read. Signed as a true record by Ray Grant.

 

  1. Matters arising.
  2. Ray will contact the Yorkshire Building Society and have the interest added.
  3. A timer has been fitted to the lights in the driveway.

 

  1. Chairman’s report.

Read by Ray and copies made available.

 

  1. Treasurer’s report.

Read by Ray and copies made available.

Earthsea House/ Merrywood are booking the hall more often than before and therefore helping the hall keep in profit. £733.77 profit in 2015 (running account). Money has been saved on cleaning costs as Ray and Susan are doing the cleaning, unpaid. The job has been advertised.

 

  1. Fundraising report.

Read by Ray and copies made available. £848.05 profit in 2015.

Procedures for hiring the hall are under review following a booking in March 2016 which turned into a “rave”. This disaster prompted the committee to tighten up booking procedures e.g. rewording the booking form and taking a deposit.

 

  1. Election of Committee Members.

Chairman: Ray Grant. Proposed by Julie Turner, seconded by Roger Human. Treasurer: Christine Harrison. Proposed by Rita Barker, seconded by Brian Winchester.  Other committee members are Sally Blyth representing Bellfolk, Julie Turner co-opted and Linda Human representing the Parish Council. There are vacancies for committee members from “Extend” and table tennis.

  1. O.B

Ray thanked Ted and Marjorie for their previous work as committee members. Julie thanked Ray and Susan for their help with cleaning the hall and saving a considerable sum of money.

The meeting closed at 8.30 p.m.

Honingham Village Hall Management Committee – meeting 03 04 17

Honingham Village Hall Management Committee

Minutes of the meeting held at 4 p.m Monday 3rd April 2017

Present: Mr Ray Grant, Mrs Sally Blyth, Mrs Christine Harrison, Mrs Linda Human.

Mrs Julie Turner.

  1. Minutes of previous meeting.

Read by all before the meeting and signed as a true record.

  1. Matters arising.

Ray has informed hirers of the increases in the hourly charge.

Further quotations for the toilet improvements have all been over £35,000. Ray had emailed the plans to Paul Hemnell, the licensing officer at BDC, to ask if this was excessive. He had replied that the quotations were not excessive. Sally, Linda and Ray will meet at Sally’s on Thurs 20th April to research further possible grants.

 

  1. Treasurer’s report- running account

No treasurer’s report but Ray presented the annual accounts. Copies given to committee.

£1, 5006.83 made, mostly due to not paying a cleaner. Thanks given to Susan and Ray. Mr Gwilliams held his last charity dance in March ’17. We will miss the income from his bookings (£900).

 

  1. Treasurer’s report – fundraising account.

3 year’s interest from The Yorkshire Building Society has now been added. Barclays and YBS combined totals £6,037.55

 

  1. Monthly charity dance.

Mr Gwilliams has now finished his monthly charity dances. Ray to put an article in The Pump.

  1. Hall bookings.

There are no new bookings.

 

There is a Bowls Event on 25th June. We will perhaps hold an event to coincide – another History Day?

Ray and Susan will hold their Peony Weekend again, probably 10/11th June.

Sally to ask George Middleton about Shinanikins’s availability in September.

Ray to find out about an Elvis impersonator.

Linda to find out about line dancing.

  1. Any other business.

The committee ratified The Equal Opportunities policy.

Ray showed us a letter about “Houses of Parliament” week in November ’17. To be given to Earthsea House and discussed at the next coffee morning.

The business rate/ council tax has decreased.

Sally requested to borrow some glasses, a teapot and the urn for a 90th birthday party on April 29th. Agreed.

  1. Date of next meeting.

Monday 15th May at 4.00 p.m.      (Also Tues May 2nd, annual meeting following P.C annual meeting).

Village Hall Committee meeting February 2017

Honingham Village Hall Management Committee
Minutes of the meeting held at 4 p.m Monday 20th February 2017
Present: Mr Ray Grant, Mrs Sally Blyth, Mrs Christine Harrison, Mrs Linda Human, Mrs Julie Turner.
1. Apologies.
None.
2. Minutes of previous meeting.
Read by all before the meeting and signed as a true record.

3. Matters arising.
Christine Harvey has tidied the store room again and will take some old equipment to the skip. When the toilets are being refurbished, we will need as much room as possible in the store room.
There was much discussion over our hourly rate hire charges. All agreed to the proposed increases, as detailed in a hand out from Ray.
If a cheque bounces, we need cash prior to the event.
We have received 2 quotes re: the toilet refurbishment. More expected.
Sally met Denise Winson at the hall and has the curtain measurements for the 2 windows in the main hall. Sally and Julie subsequently obtained several samples and will meet Denise before making a final choice.

4. Treasurer’s report.
Christine reported that there was £4,325.59 in Santander as at 6th Feb 2017.
Ray presented a handout showing income/expenditure to 31/12/16 for this account.

5. Yorkshire Building Society Account.
There is £3,739.47 in this account.

6. Equal Opportunities Statement of Policy.
Sally and Linda will meet to rewrite our policy.

7. Hire charges.
This was dealt with in Matters Arising.

8. Application for small grant.
Sally presented the application form for the small grant. There is lots of information to gather but once obtained, this can be used for subsequent grant applications.

9. Any other business.
Ray had obtained a leaflet about WIFI in village halls. Julie will ask Jerry to have a look.

10. Fundraising.
The jazz evening raised £175.
Mr Human donated £50

11. Date of next meeting.
Monday 3rd April at 4.00 p.m.

Honingham Village Hall – Minutes

Honingham Village Hall Management Committee
Minutes of the meeting held at 4 p.m Monday 9th January 2017
Present: Mr Ray Grant, Mrs Sally Blyth, Mrs Julie Turner, Mrs Christine Harrison, Mrs Linda Human.
1. Apologies.
None.

2. Minutes of previous meeting.
Read by all before the meeting and signed as a true record.

3. Matters arising.
The equipment has been tidied in the store room and Ray will contact Christine Harvey at the end of January (2017) re: housing her surplus equipment.
£129 was banked after expenses had been taken out for the history day. £77.40 has been reimbursed to Paul Blyth for flip displays.
Following the booking on 24/12/16, we need to a) Look at our hourly rate to see if we are covering our costs – increase in April if necessary and b) consider a contingency plan for if a cheque bounces.
Ray has fitted 2 battery smoke alarms.
Ray presented a copy of the latest plans for the toilet refurbishment. Linda explained about costings and possible ways of raising the money.
The boiler broke down after the service but has been repaired free of charge.

4. Treasurer’s report. Christine reported that as at 7/11/16, there was £3,963.98 in the Santander account.
Ray presented a summary of the fundraising account ( Barclays), showing that we have sufficient funds to donate £2,500.00 towards the toilet refurbishment.

5. Any other business.
A £300 donation from the defunct bowls club may be given to buy new curtains for the two windows in the main hall. Sally will ask Denise Winsom to measure up for new curtains and/or new linings only, depending on the price.

6. Fundraising.
There have been approx. 30 tickets sold for the Jazz Night on 14th January so far.
The Festive Quiz raised £145.65.

7. Date of next meeting.
There will be an extra meeting on Monday 23rd January at 4 p.m with the main meeting on Monday 20th February at 4 p.m.

Village Hall Committee Meeting Minutes

The Village Hall is run as a Charity and is managed by the Village Hall Committee which meets every 6 weeks. There are representatives from regular users of the Village Hall and the Parish Council. Mr Ray Grant is Chairman of the Committee. To ensure transparency it has been decided to publish the Minutes of this Committee in the same way that the Parish Council Minutes are published on the website.

 

Honingham Village Hall Management Committee

Minutes of the meeting held at 4 p.m. Monday 27th November 2016

Present: Mr Ray Grant, Mrs Sally Blyth, Mrs Julie Turner, Mrs Christine Harrison, Mrs Linda Human.

None.

 

  1. Minutes of previous meeting.

Read by all before the meeting and signed as a true record.

 

  1. Matters arising.

Ray had sent a letter to Christine Harvey re: sorting out and tidying her equipment kept in the storage cupboard.

The final figure from the history day is still to come. Ray to liaise with Susan. Sally gave Ray a bill of £77.40 for flip displays which will need to be reimbursed to Paul Blyth.

Ray to fit two battery smoke alarms.

The new booking form has been used for the first time – a potential booking for 24/12/16.

Julie presented a folder containing several relevant forms. This will be kept in the hall and is for the committee’s use only.

John Norfolk is drawing up plans for possible toilet improvements. Ray hadn’t yet received a reply from B.D.C re: our license requirements. More details will be presented at the “Toilets steering group“meeting on November 10th.

The boiler has been serviced.

 

  1. Treasurer’s report. No report.

 

  1. Health and Safety/Risk Assessment.( updates ).           No updates.

 

  1. Toilet facilities.

The steering group will be meeting on November 10th.

 

  1. Any other business.

The committee discussed the newspaper article about the “Greater Norwich Local Plan”. A huge development is proposed at Honingham Thorpe, to include housing, schools, community centre etc.

 

  1. The Festive Quiz is on Sat 3rd December, theme being “School Days”. £5 a head including buffet. Teams of 4. Bring an old school photo to display.
  2. The Jazz evening is on Sat 14th Jan 2017. Hot food at about 7 p.m. with the music to start at 8 p.m.
  3. Possible entertainment on 15th April 2017, tbc.

 

  1. Date of next meeting.

Monday 9th January 2017 at 4.00 p.m.