East Brent Community Portal

Village Hall Management Committee

Monthly Meeting Minutes - 17th April 2014

Minutes of Management Committee Meeting held at the Village Hall at 7.30 on Thursday 17th April 2014

Present: Hugh Mackay, Mike Grant, Janet Nurse, Barbara Woodward, June Jessop, Betty Griffin, Tony Collins,

Item 1: Apologies:

Ann Ellis, Jane Ratcliffe, Wendy Summers, Pat Seabrook, Dot Coles, Emma Allen.

Item 2; Minutes of the last meeting:

Mike advised that part of the Confidential Attachment had been omitted. This was corrected (see Confidential Attachment April 2014) and the Minutes were approved by the Committee and signed by the Chairman.

Item 3: Matters arising:

1. Confirm with Kevin Lukins outcome of check on damp patches in Hall and ask him to look at damp patch above skirting and below window sill on Hall window nearest the stage. Janet confirmed that Kevin felt it likely that once the repairs to the roof and exterior timbers were done, the problem may well be solved. He thought it likely that water was getting down into the wall from the roof.

2. Arrange printing of revised booking form, and display of Conditions and Users Guide and General Policies on internal Hall notice board. Janet confirmed that this has all been done.

3. Make Applications for funding re outside woodwork.

i. £400.00 received from South Western Housing Society.

ii. Viridor returned our application for funding advising that the quotations were out of date and asking that revised quotations be forwarded within a very short period. Hugh prepared a new schedule of requirements and all 3 contractors provided new quotes in time for the deadline. Mike then hand delivered the application complying with the tight deadline. The amount requested is £4000.00 and Dr Berry from Viridor will be visiting the Hall on 28 April to inspect the building and look at the proposed project.

iii. The Parish Council have agreed to donate an annual sum of £400.00. This will be unrestricted funds. Hugh has thanked the Parish Council.

iv. An application for £3000.00 has been made to the Big Lottery. The outcome is likely to be known in 60 days.

v. The application to the Nuttall Trust was too late. Normally applications have to be received by the autumn as award decisions are made in January of each year.

4. Continue to liaise with contractor re outside woodwork repairs. A contractor has been selected and contact is being maintained whilst funding is arranged.

5. Contact Steve McGreavy re doorbell and signing Emergency Lighting register. Tony reported the outcome of both is still awaited from Steve McGreavy.

Item 4: Correspondence:

Janet had received correspondence on e-mail which has been forwarded around the Committee. She also advised that she has submitted the Management Committee’s Return to the Charity Commission.

Item 5: Treasurer’s Report:

See attached.

Mike advised that there was a slight improvement on last year’s income.

Item 6: Hall Bookings:

Betty advised that there are no extra bookings for May apart from the European elections on 22nd May and the Mouse Racing Evening on 10th May.

Item 7: Lottery:

                      8th Draw – 02.04.14

      1. £10.00 – 63 Mario Dolcezzo

      2. £10.00 – 55 David Jolliffe

      3. £10.00 – 165 June Jessop

9th Draw – 16.04.14

  1. £10.00 – 27 Gladys Bowden

  2. £10.00 – 189 Hugh Mackay

  3. £10.00 – 117 Sandra Ross

Item 8: Representative Reports:

  1. Bowls. Tony advised that everything was going well, they had recently had 2 new members and there were also occasional visitors.

  2. Line Dancing. In Wendy’s absence it was reported that she plans to start a Beginners Class but the hire hours will remain the same.

  3. Day Centre. June advised that the centre was down by 4 people and the future of the group didn’t give rise to optimism now that Social Services were no longer directly involved.

  4. Thursday Club. Janet advised that the last speaker gave an illustrated talk on the history of musicals which everyone enjoyed. She also advised that there were volunteers for next year’s committee which guaranteed the running of the group until December 2015.

  5. Parish Council. Barbara advised the following;

  1. The defibrillator will be kept at the Medical Centre.

  2. A request to install solar panels at Ash Lawn Farm Rooksbridge, resulted in no consensus of agreement and will be considered again at the next meeting.

  3. The Annual Parish Council meeting will be held on Wednesday 23rd April to which everyone is invited.

  1. Harvest Home. Betty advised that bookings are all up to date. A calendar of the Harvest Home over the years is being prepared for 2015. It should be available for sale at the Harvest Home and as tickets are being sold.

  2. History Club. Betty advised that Pat Hayes gave a very interesting talk on the workhouse at Axbridge.

Item 9: Premises/Health & Safety

  • An ant infestation had been reported. Tony had made enquiries to have them disposed of professionally. The cost appeared to be about £80.00. In the meantime Pat Seabrook had applied some insecticide and Janet Nurse sprayed Dethlac around the exterior and interior door and window frames. No further problem has been reported.

  • Tony reported that Western Power had moved the power cable and attached it to the stone work on 1st April as agreed.

  • It was agreed that the window sills needed repainting and this would be done at the same time as the gable repairs.

  • A Hall key had been found in the kitchen but no one has come forward to claim it despite Tony’s enquiries.

Item 10: Certificate Renewals:

The fire extinguisher check is due. Janet will make the necessary contact.

Item 11: Any Other Business:

There was no other business.

Item 12: Fire Exit & Light Audit:

This has been done.

Item 13: Next Meeting

The next meeting will be on Thursday 15th May 2014

The meeting closed at 20.35


Confirmed as a true record of the meeting....................................Date....................

Signed by Chairman/Vice Chairman (sign as appropriate)



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