East Brent Community Portal

Village Hall Management Committee

Monthly Meeting Minutes - 28th October 2015

Minutes of Management Committee Meeting held at the Village Hall at 7.30 on Wednesday 28th October 2015


Present:         Hugh Mackay, Mike Grant, Tony Collins, Janet Nurse, Dot Coles, Phil Coles, Pat Seabrook, Betty Griffin, June Jessop, Toni Andrews, Betty Griffin, Barbara Woodward.

Item 1:             Apologies:

Kay Clarke

Item 2a:          Election of Officers

All officers agreed to stand again as per the previous year



Proposed by

Seconded by


Hugh Mackay

Mike Grant

Tony Collins

Vice Chairman

Tony Collins

Hugh Mackay

Janet Nurse


Janet Nurse

Hugh Mackay

Mike Grant


Mike Grant

Betty Griffin

Hugh Mackay

Lottery Officer

Pat Seabrook

Betty Griffin

Hugh Mackay

Booking Clerk

Betty Griffin

Betty Griffin

Hugh Mackay

Carpet Bowls

Tony Collins

Betty Griffin

Hugh Mackay


Item 2:             Minutes of the last meeting:

The Minutes were approved by the Committee and signed by the Chairman.

Item 3:            Matters arising:

1.    Affix Viridor plaque for display purposes. This has been done.

2.    Arrange for new curtain track fitting. This has been done on both the large windows in the main hall, and payment has been made.

3.    Carry out Fire Risk Assessment. Janet Nurse confirmed that she and Phil Coles have done this, and copies of their findings have been circulated around the Committee. The Chairman thanked Janet and Phil and advised everyone that the relevant contacts have been made regarding the loose wiring and fire door closure correction noted in the report.

4.    Check on weed growth in parking area. Phil advised that it was deemed unnecessary to do it at this stage of the year. It will be assessed again in the spring.

5.    Check microphone. Tony advised that this has now been professionally repaired and it was suggested that a note be attached to the microphone asking that battery change be referred to someone familiar with the procedure.

6.    Gas Safety Check. Mike advised that this will be done next week together with repair to the hot tap in the kitchen.

7.    PAT testing and completion of outdoor wiring. Steve has been contacted. It was also noted that the emergency light in the gent’s toilet needs checking.

8.    Letter of thanks to Jane Ratcliffe following her resignation from the Committee. Hugh confirmed that this has been done.

Item 4:             Correspondence:

Janet has forwarded all items of correspondence received on e-mail around the Committee.

Item 5:             Treasurer’s Report:

See attached. Mike drew the Committee’s attention to next year’s budget which was approved by the Committee. He also proposed that he felt there was no need to increase the fees to hall users. This was seconded by Hugh and agreed by the Committee. Hugh then then thanked Mike for his work as Treasurer. 

Item 6:             Hall Bookings:

Betty reported that the Parish Council would like to change their monthly use of the Hall to the 2nd Monday in each month as opposed to the 1st.  She had received the following additional bookings;

·         A Birthday Party

·         Sedgemoor Local Plan Consultation Day

·         2 private bookings

She also advised that with effect from January 2016, Pre-School would be using the Hall on Tuesday and Thursday until 3pm to accommodate their additional children.

Item 7:             Lottery:                      

                        7th Draw – 30.9.15

1.    £10.00 – 10 Jaqui Collins

2.    £10.00 – 98 Sheila Parkin

3.    £10.00 – 155 Angela Fricker

8th Draw – 14.10.15

1.    £10.00 – 80 Tyler Bowers

2.    £10.00 – 79 Phil Coles

3.    £10.00 – 164 Audrey Dinham

9th  Draw – 28.10.15

1.    £10.00 – 135 Ian Goodman

2.    £10.00 – 33 Hilda Sims

3.    £10.00 – 54 Caroline Adams

Item 8:             Representative Reports:

1.    Carpet Bowls – Tony reported this was going very well. There were now 18 members as they had recently had 2 new members. They would finish for Xmas on 15th December and restart on 5th January.

2.    St Mary’s Church. Dot reported the following;

·         The Barn Dance had gone very well

·         The Community Choir was going from strength to strength

·         ‘Messy Church’ sessions for children and parents rose from an initial 3 to 18 over a 3 week period

·         Lights of Love Service was to take place at St Christopher’s

·         Remembrance services were planned at each war memorial in the 3 villages

·         Various Christmas related services were planned across the 3 churches beginning with Carols for Advent at St Christopher’s on 29 November and concluding with Christmas Day services. 

3.    Line Dancing. Wendy advised that this was going well although she had recently lost 1 member who had moved to Ireland.    

4.    Parish Council. Barbara reported that the current Clerk to the Council was resigning and they would be advertising to replace her. A 3rd defibrillator was to be placed in Edingworth. And suggestions for potential usage of the triangular piece of land opposite the Village Hall were being sought from residents.

5.    History Club. Betty had nothing to report.

6.    Harvest Home. Betty reported that the next meeting would be a finance meeting and the AGM would follow in January.

7.    Day Centre. June advised that they were now full. She also reported that a number of groups have recently received visits from Food Safety Inspectors and as a result her team had reviewed the kitchen in the Village Hall. She requested permission to get a professional cleaner in to attend to the floor in the kitchen, which would be paid for from their own funds. She also noted that the current storage for trays was not acceptable as they needed to be stored off the floor. She proposed having a storage unit built. It was agreed that this would be done at the Committee’s expense. Hugh supplied her with contractor details.

8.    Slimming World. Toni advised that their numbers had risen in excess of 40 members and she anticipated the numbers rising again at which point she may need to book a further session.

9.    Thursday Club. Janet reported that the last speaker had talked about Lundy Island and it had been very well received. Numbers attending remained low however.

Item 9:             Premises/Health & Safety

1.    Oven Cleaning. It was agreed that this would be done after Christmas.

2.    Stickers on window requesting ‘tilt’ opening only. These do not show up in the dark. Janet will endeavour to improve the situation by placing notices on the window returns.

3.       Pre-School had reported that a table had been left out, all the chairs were in the store room and the kitchen was untidy when they arrived for one of their sessions. This was noted.

Item 10:          Certificate Renewals

                               PAT testing was due, Steve McGreavy has been advised.       

Item 11:          Any Other Business:

1.    Mike reported that he and Janet had been contacted by one of the East Brent First School governors requesting that a banner advertising the School be placed on the railings of the Village Hall. This received unanimous agreement subject to the understanding that to comply with planning regulations, it would need to be removed after 28 days, and not put up again for at least a week. It was also agreed that Slimming World could replace their banner at appropriate times.

2.    It was reported that the trays purchased last year for sole food usage have been found with paint and glue stuck on them. Hugh will confirm with Pre-School that these trays are reserved for food usage only.  

Item 12:          Fire Exit & Light Audit:

This has been done and it was noted that the emergency light in the gent’s toilet was not working. See Item 3.

Item 13:          Next Meeting

The next meeting will be on Wednesday 25th November 2015.  The meeting closed at 20.33.


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

Signed by Chairman/Vice Chairman (sign as appropriate)

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