East Brent Community Portal

Village Hall Management Committee

Monthly Meeting Minutes - 17th July 2014

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


Present: Hugh Mackay, Mike Grant Dot Coles, Barbara Woodward, June Jessop, Betty Griffin, Pat Seabrook, Wendy Summers, Jane Ratcliffe, Emmaline Gammon (for Emma Allen).

Hugh Mackay asked all Members of the Committee to introduce themselves to Emmaline Gammon.

Item 1: Apologies:

Ann Ellis, Janet Nurse, Tony Collins, Emma Allen.

Item 2: Minutes of the last meeting:

The Minutes of the meeting held on 19th June 2014 were approved by the Committee and signed by the Chairman.

Item 3: Matters arising:

1. Purchase and apply ant killer. Done

2. Continue to oversee grant applications. See Item 5.

3 .Make funding applications re fire door mechanical hold – open/ closure installation. Not required see Item 9.

4. Contact Steve McGreavy re doorbell and Emergency Lighting Register. Ongoing.

5. Contact June Leather to discuss mop replacement. Done, but see Item 8.1.

6. Contact plumber Vince Davey to explore options for hot water in Ladies Toilet. Done, but quotation awaited.

7. Contact successful contractor to discuss commencement of work to exterior. This is ongoing – see Item 9.

8. Make enquiries re additional ‘arm chair’ style seats – ongoing.

Item 4: Correspondence:

No Correspondence was reported

Item 5: Treasurer’s Report:

See attached.

Mike reported on the Funding position re exterior works. Viridor Credits had confirmed a Grant of £4,000, subject to Entrust approval, and that all Committee members had signed the Agreement and the necessary forms would be submitted forthwith. He had also received verbal confirmation of the Awards for All £3,000 Grant, but not yet received written confirmation. In addition, the South Western Housing Society contribution of £408.88 (including Entrust cost) to the Viridor Grant had been handed over on Monday.


Mike commented that we had only raised £20.45 at the Fete and recommended that we consider an alternative stall next year, after consultation with the organisers.


He said that our financial position remained sound and we should have a balance of over £15,000 at the end of the Financial year, particularly as almost £700 was due by the end of August for our solar generation to the end of May.


Item 6: Hall Bookings:

Betty advised that the only bookings for August so far were for Carpet Bowls, Parish

Council, Line Dancing & Day Centre. Day Centre advised that they would not be attending on August 22nd or 29th.

The Pre-School were advised that the Hall would not be available on Thursday 7th May 2015 due to Parliamentary, District and Parish elections.

Item 7: Lottery:

4th Draw – 23.06.14

1. £10.00 – 4 Margaret Liddington

2. £10.00 - 17 David Ward

3. £10.00 – 128 Mary Ellen Harris

5th Draw – 09.07.14

  1. £10.00 – 89 Elise Knight

  2. £10.00 – 165 June Jessop

  3. £10.00 – 12 Phylis Lufkin

6th Draw – 23.07.14

  1. £10.00 – 83 Ainsley Brettell

  2. £10.00 -192 Jenny Bunn

  3. £10.00 – 136 Nicky Broomsgrove

Item 8: Representative Reports:

  1. Pre-School. Emmaline reported the following;

  • There are 13 children leaving this term. A leaving party has been arranged.

  • There are presently 14 booked for September.

  • Emma sent her apologies that she had broken a mop-head, whilst cleaning energetically.

  1. History Group. Betty advised that they had had an enjoyable ‘ Bring your own memories evening’ and their next meeting is regarding Carnival in September.

  2. Harvest Home. Betty reported that the tickets will go on sale on July 28th in the Village Hall priced at £17.00. The Harvest Home Calendar is now available and planning for the event on 22nd August is going well.

  3. Parish Council. Barbara reported that the Police had attended the last meeting due to the homeless person who had been causing problems in the village. A new Grass-cutting contractor had been appointed and the Parish Council were concerned that there had been no Community News in June or July.

  4. Active Living/Day Centre. June advised that the group was now full and that they had purchased some fans for use in the Hall.

  5. Carpet Bowls. Pat reported that numbers had been good, but they were missing Tony.

  6. St Mary’s Church. Dot reported that the Fete had been very successful and raised£1,125.50. She was also pleased to report that the Church is now open again during the daytime.

  7. Thursday Club. Jane reported that 22 people had attended and had enjoyed a talk on Steepholm. She also reported on how a visitor had remarked on our ‘spotless kitchen’.

Item 9: Premises/Health & Safety

  1. Hugh advised that a majority of the Committee had responded agreement to the proposal in his email dated 27th June regarding the appointment of Mark Broomsgrove as Contractor for the replacement and renovation of exterior woodwork and for the work to be carried out in the October half-term. The Committee confirmed that Mark Broomsgove should be appointed subject to receipt of references etc.

  2. Hugh advised that he had received a quotation in the sum of £1,062.60 from Fireco for the Freedor Stainless Steel Door-closers, inclusive of installation and VAT. The Committee agreed that this should be accepted and work should proceed during the summer holidays.

  3. Wendy advised that she had slipped on a small round peg left on the floor by Pre-School and asked that they take care to remove any such objects after their sessions.

  4. Mike advised that there appeared to be problems with the automatic switching on/off of lights/fans in the Ladies/disabled toilets and the Committee agreed that Steve McGreavy should be instructed to sort this out.

  5. It was noted that Kevin Lukins had re-tightened a handle on a corridor door.

Item 10: Certificate Renewals:

  1. Hallmark- Hugh & Mike reported that the Hallmark inspection had taken place on Monday 14th July. Confirmation should be received shortly that we have passed and the inspectors were extremely complementary both on the state of our records and the Hall itself. The inspectors were encouraging us to undertake Hallmark 2 & 3 next year, but we would need to assess whether the benefits exceed the contribution.

  2. It is apparent that an Emergency Lighting inspection is due during the Summer Holidays.

Item 11: Any Other Business:

There was none

Item 12: Fire Exit & Light Audit:

This has been done.

Item 13: Next Meeting

The next meeting will be on Thursday 18th September 2014

The meeting closed at 20.10


Web design by Devnox Ltd.