East Brent Community Portal

Village Hall Management Committee

Monthly Meeting Minutes - 26th October 2016

Minutes of Management Committee Meeting held at the Village Hall at 7.30 on Wednesday 26th October 2016

                        In the absence of Hugh, Phil Coles continued to chair this meeting following his nomination at the previous AGM.     

Present:         Mike Grant, Janet Nurse, Dot Coles, Phil Coles, Pat Seabrook, Betty Griffin, June Jessop, Barbara Woodward, Wendy Summers, Jacqui Collins.

Item 1:             Apologies:

Hugh Mackay, Kay Clarke, Toni Andrews

Item 2a:          Election of Officers

All officers agreed to stand again as per the previous year, with the exception of Tony Collins who resigned from the Committee in September 2015. His position as Vice Chairman was filled by Betty Griffin and Jacqui Collins took over as Carpet Bowls Representative.



Proposed by

Seconded by


Hugh Mackay

Mike Grant

Dot Coles

Vice Chairman

Betty Griffin

Barbara Woodward

Pat Seabrooke


Janet Nurse

Mike Grant

Dot Coles


Mike Grant

Janet Nurse

Dot Coles

Lottery Officer

Pat Seabrook

Mike Grant

Dot Coles

Booking Clerk

Betty Griffin

Mike Grant

Dot Coles

Carpet Bowls

Jacqui Collins

Phil Coles

Barbara Woodward


Betty then took over the Chair from Phil.

Item 2:             Minutes of the last meeting:

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

Item 3:            Matters arising:

1.    Obtain further details re heating system options.  This is ongoing.

2.    Finger Protector for Disabled Toilet. Phil has been looking into this and advised that it is not possible for the protector to work from both sides (the toilet door opens both ways) The investigation is ongoing.

3.    Door closures/batteries electrics. Betty advised that Steve McGreavy has reserved the Hall for 12/13 November to complete all the necessary electrics. Mike confirmed that this should include the PAT certificate.

4.    Purchased Crockery from Rossholme to collect and store. Janet confirmed this has been done and surplus crockery disposed of.

5.    Fire Risk Assessment. This too has been done and copies distributed around the Committee.

6.    Curtain Quotations. Three have been obtained and passed to Mike.

7.    Notice of thanks for pictures presented to the Village Hall by Tony Collins and Sheila and Klaus Kemp. Janet confirmed that she has submitted an item for the parish magazine to include a notice of thanks.

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 proposed a Budget for the forthcoming year on the basis that income will be in the region of £13,200 This was approved. Mike drew the Committee’s attention to the current balance which does not include deductions of £385 in respect of recent boundary wall repairs and £43.66 for dishwasher sundries. 

Item 6:             Hall Bookings:

Betty reported that there is a possibility of a regular Saturday morning booking for the Grace Hudson Room from the Daisy Group. This will depend on the success of the initial session on 10th November.

Item 7:             Lottery:                      

                        3rd Draw – 28.09.16

1.    £10.00 – 134 Janet Harding

2.    £10.00 – 153 Gerald Ham

3.    £10.00 – 193 Bob Bees

4th Draw – 12.10.16

1.    £10.00 – 31 Sandra Hodges

2.    £10.00 – 23 Molly Mead

3.    £10.00 – 53 Dean Rundle

5th  Draw – 26.10.16

1.    £10.00 – 96 Christine Hussey

2.    £10.00 – 175 Jean Fergusson

3.    £10.00 – 23 Molly Mead

Item 8:             Representative Reports:

1.    Carpet Bowls – Jacqui reported that there were currently 15 on the books.

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

·         The evening with Richard Lennox had gone very well.

·         The recent Harvest Festival had resulted in a substantial donation to the Food Bank.

·         The Lights of Love service was the next event.    

3.    Line Dancing. Wendy advised that the numbers had dropped to such an extent that she was only going to continue until Christmas. The Committee expressed their regret at the prospect of Line Dancing concluding.    

4.    Day Centre. June advised that the numbers remained low and that transport was an issue.

5.    Parish Council. Barbara reported that there was to be a vegetation cut back around the War Memorial. There were also there were a few concerns over the play area in Rooksbridge which the Parish Council were looking into.

6.    Harvest Home. Betty reported that there was an open day on Friday 28th October when it was hoped to encourage new people to come along and get involved.

7.    History Club. Betty advised that the next speaker would be talking about Birnbeck Pier.  


Item 9:             Premises/Health & Safety

1.    Phil advised that the microphone for the address system had broken. Repairs were underway but the cost was not yet known. He will refer the matter to Mike in due course. The Committee agreed.

2.    Curtains. The majority preference was for the Dunelm curtains.

3.       Betty advised that the Hall had once again received a 5 * Health and Safety Certificate.

Item 10:          Certificate Renewals

 Gas Check was to be done on 14th November and the 3 yearly Electrical Inspection has to be concluded and Certificate passed to Sedgemoor Council.   

Item 11:          Any Other Business:

                        There was none.

Item 12:          Fire Exit & Light Audit:

This has been done and it was noted that the emergency light in the Grace Hudson Room was not working. Mike will advise Steve.

Item 13:          Next Meeting

The next meeting will be on Wednesday 23rd November 2016.  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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