Village Hall Comittee Minutes

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Draft Minutes from Village Hall Committee Annual Meeting 2017

Annual meeting May 2017

Annual Parish Meeting – Wednesday 9th May

The Honingham Parish Council Annual Parish Meeting will take place on Wednesday 9th May at 7pm in Honingham Village Hall.

The annual meeting of the village hall committee will take place immediately after the Annual Parish Meeting at 8pm in the village hall.

All members of the parish are welcome to attend both meetings.

PC Agenda Annual Parish Meeting 9.5.18

Draft Minutes of the Village Hall Committee 5th March 2018

VHC Draft Minutes 5th March 2018

Draft Minutes Village Hall Committee January 2018

Honingham Village Hall Management Committee
Minutes of the meeting held at 4 p.m Monday 22nd January 2018.
Present: Mr Ray Grant, Mrs Sally Blyth, Mrs Christine Harrison, Mrs Linda Human, Mr Brian Winchester.
1. Apologies.
Mrs Julie Turner.

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

3. Matters arising.
Sally reimbursed £3.50 for photocopying the folk dance posters.
Ray to ask Christine Harvey about the remaining stored items.
Brian suggested having one bank account. Ray explained why he’d like to keep two plus the YBS account. As at 15/12/17, there was £3,118.53 in the fundraising account.
Ray cannot find a more recent order than Fire Safety Order 2005.
Brian to download free templates to keep Health and Safety issues up to date.
Ray has made 5 fire evacuation signs, one for each call point plus a spare.
The easy chairs to be sprayed outside on the next convenient fine day ( Ray to liaise with Sally).
Ray reported on the update of the Fire Risk Assessment. This document will be kept in the metal filing cabinet in the lockable store room.
A roller blind to be ordered for the new accessible toilet as a person’s outline can be seen from outside once the light is on. The window is frosted but low.
Mr Middleton has moved his motor home.

4. Treasurer’s report- running account
Nothing to report.

5. Treasurer’s report – fundraising account.
As stated, £3,118.53 as at 15/12/17.

6. Hall bookings.
Autism Anglia have booked the hall for 3 meetings.

7. Fundraising.
£180 coming from Rix Petroleum.
Ray to find out the terms of the recoupment order. £4,913.18 at the end of December 2017.
Brian to meet Graham to see if we can have 2 quizzes a year e.g May and December.
Sally to contact Shinanikins about a future date for a folk dance.
Brian and Ray to find out about a Whist Drive.
Ray will hold his Peony Cream Tea in June.
8. A.O.B.
None.
9. Date of next meeting.
Monday 5th March 2018 at 4 p.m.

Draft Minutes Village Hall Committee 11th Dec 17

Honingham Village Hall Management Committee
Minutes of the meeting held at 3 p.m Monday 11th December 2017.
Present: Mr Ray Grant, Mrs Sally Blyth, Mrs Christine Harrison, Mrs Linda Human.
1. Apologies.
Mrs Julie Turner, Mr Brian Winchester.

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

3. Matters arising.
Cheque written to Julie for £38.24 – bin (£21) and signs (£17.24).
Ray has written to Christine Harvey and a few items have been removed.
Sally to be reimbursed for photocopying the barn dance posters ( £3.50 ).

4. Treasurer’s report- running account
£4,585.79 as at 6th November 2017.
£158 to be transferred from fund raising acc. to this acc. Payment from Election hall bookings 2016. £85 donation in March 2016 to be transferred from this account to fund raising acc.

5. Treasurer’s report – fundraising account.
£3,196.90 as at 6th Sept.2017. C. £3,300 in Dec 2017, tbc by next statement due 31.12.17.

6. Update of fire risk assessment.
We discussed the changes Ray had made. The following points need addressing.
a) Ray to check if H.S.E 2002 has been updated.
b) The easy chairs need spraying with the fire resistant spray.
c) New relevant fire evacuation signs are needed for each area of the hall (5). Ray to do.
d) Ray to complete the update and report at next meeting.

7. Toilets upgrade.
The cleaner’s sink and facilities for the disabled, plus baby change unit, are now complete. The committee expressed thanks to Ted, Trevor and Terry. There is £1,400 left from Ted’s bowls club donation and it is estimated the next stage of the work will be about £4,000. The village hall committee is willing to donate the difference. (£2,600)

8. A.O.B.
Ray had received a letter from Mr George Middleton re: storing his motorhome on the overflow car park. Temporary permission to 31st Dec 2017 has been given, needs further investigating.
Sally handed in a £2.53 donation for books taken from the phonebox.

9. Date of next meeting.
Monday 22nd Jan 2018 at 4 p.m.

Draft Minutes Honingham Village Hall Management Committee 25th Sept 2017

Honingham Village Hall Management Committee

Minutes of the meeting held at  4 p.m Monday 25th September 2017.

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

None.

 

  1. Minutes of previous meeting.

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

 

  1. Matters arising.

Sally has printed some posters for the Barn Dance and Julie will print the tickets. £10 adult, £5 child, £20 for family ticket of 2 adults and 2 children.

The theme for the quiz is “ Entertainment and hobbies”. Brian will create the quiz and be quiz master but we need a scorer. Julie to ask Jerry.

PAT testing and 5 yr electricity test has been completed by David Ringwood.

The village survey to go ahead.

The toilet improvements are now going to be done “ in house” ( Option C?). The disabled toilet will be installed in the present cloakroom area. Grant funding is not likely to be needed at the moment.

 

  1. Treasurer’s report- running account

As at 7/8/17, there was £4,210.90 in the Santander account, same as last meeting.

Sally claimed £3.00 for coloured cleaning cloths to meet H & S requirements.

£1 donation for a book from the phone box.

 

  1. Treasurer’s report – fundraising account and YBS.

There is £3,196.90 in Barclays but £137.87 is owing to Ray, and £49.45 will be taken out for the filing cabinet. True figure is therefore £3,009.58.

 

As at 25/9/17 there is £3,739.47 in the YBS. Interest for 2017 is expected to be c. £18.00 and is not included in that figure.

 

The Charity Commission Annual return for 2016 shows our gross income is £4,600 and our total expenditure is £3,000.

 

  1. Fire Risk Assessment.

Members discussed the copy of the Fire Risk Assessment which was initially carried out in June 2016 by Ray. Ray will now review and update. It was suggested we purchase an outside bin for cigarette stubs.

 

Ray to see Christine Harvey again and will also write to her about her items which are blocking up the storeroom.

 

 

The Autumn Fair will be on Sunday 5th November 2-5 p.m. Usual games and refreshments, plus a competition for the most unusual shaped vegetable and the best single bloom. Also a craft table for children to make a Bonfire picture.

Festive quiz to start at 7.30 p.m on 2nd December. Julie to purchase signs and plastic “glasses”.

Sally had sent a poster for the dance for inclusion in The Pump, but it was very small and phone numbers couldn’t be read. Discussed sending a donation.

 

  1. Date of next meeting.

Monday October 30th at 4 p.m.

Additional short meeting on Monday October 23rd at 4 p.m for those who can make it.

Village Hall Committee, meeting held 14th August 2017, draft Minutes

Honingham Village Hall Management Committee
Minutes of the meeting held at 3 p.m Monday 14th August 2017.
Present: Mr Ray Grant, Mrs Sally Blyth, Mrs Christine Harrison, Mrs Linda Human, Mrs Julie Turner.
1. Apologies.
Mr Brian Winchester.

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

3. Matters arising.
The folk dance has been confirmed for 28th October, 7.30 – 11 p.m.
The Festive Quiz will be on Sat 2nd December, 7.30 pm. Graham Pratt is unable to create the quiz or be the quiz master this year so this will need sorting out soon.
A filing cabinet has been purchased.
Repairing the water leak cost £340 plus £20 for the tarmac.
PAT and 5 year electrical test still to be arranged.
The Autumn Fair will now be on Sunday November 5th.

4. Treasurer’s report- running account
As at 7/8/17, there was £4,210.90 in the Santander account.

5. Treasurer’s report – fundraising account and YBS.
Balance is the same as previous meeting – £3,000.40 in the Barclays account.

On 20th July, Ray and Sally went to the Yorkshire Building Society and became the signatories for the YBS account. This is a charity account, see following info:
“ Charities Official Investment Fund ” ( COIF )
CCLA ( Investment Management LTD ) manage COIF, in Accumulation Units.
Client name: The Honingham Old Village Hall.
Account No: 541900001R – Recoupment account order of 25/09/1985
As at 30/06/17, 31.95 units were carried forward. The mid market value ( net asset value) of one unit was 14572.00 pence.This gives an investment value of £4,655.75 and a bid market value of £4,630.15.

6. Future possibilities.
As a result of Julie’s advert in The Pump, we now have a C.D and cassette player with speakers, a VHS recorder, a slide projector and a 22” computer monitor with cables. Julie had prepared a draft survey for village hall users in order to find out hirer’s views of our facilities and equipment. Hopefully we can act on the outcome and boost our bookings.

7. Toilet improvements.
Linda presented a bound copy of the Business Plan, first draft.
Option A needs £17,000 for the cleaner’s sink and disabled toilet.
Option B needs £42,400.30 for “ everything” to be done. ( Cooper’s quotations).
The committee voted on the above choices and Option A was carried.

8. Fundraising.
Julie to contact Janet re: The Pump and put in thanks for the donations and to advertise the dance, fair and quiz. The cost of the dance tickets to be decided at the coffee morning on Tues 12th September. It will include a cold buffet.
9. AOB.
Fire risk assessment to be discussed at the next meeting.
Ray to see Christine about her items in the storeroom.

10. Date of next meeting.
Monday 25th September at 4.00 p.m

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.