Village Hall Comittee Minutes

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.

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.