(The Hall for the Community)
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Management committee meetings notes Level One Hallmark
* Stage and kitchen facilities available. *
* Large car park adjacent to hall *
Management Committee:-
Ray Lloyd (Chairman)
Dan Hamlin (Treasurer)
Janie Lloyd (Bookings Clerk) - e-mail
janie.lloyd@talktalk.net
David Barlow (Secretary) e-mail:
anniebee@curtislane.demon.co.uk
Nigel Fisher (Property Administrator)
Margaret Crouch
David Palmer
Janet Bushell
Graeme Faber
2008: The hall has met the
standard to achieve Level One Hallmark, a quality scheme for village halls
as devised by Action with Communities in Rural Kent (ACRK). The Hallmark is
valid for three years.
The certificate will be presented to the Management Committee in due course, but
in the meantime, the achievement can be stated on stationery and funding
applications.
There were 37 items on the checklist which were audited by ACRK visitors on
Saturday 1st December. The items included reference to AGMs, meetings and
minutes, audited accounts, the Trust Deed, hiring arrangements, evidence of
insurance, display of regulatory notices, access arrangements and the state of
the interior and exterior decorations.
Consideration will now be given in respect of Level 2.
Hire Charges: (as at April 2008) To book contact Janie Lloyd: e-mail
BOSSINGHAM
VILLAGE HALL
HIRE CHARGES
HIRE CHARGES WITH EFFECT FROM 1.4.08.
Monday to Friday MORNINGS AND AFTERNOONS £15 per session
Monday to Thursday EVENINGS £8 per hour.
Friday and Sunday EVENINGS £30 per session
Saturday EVENINGS £40 per session
Saturday and Sunday MORNINGS AND AFTERNOONS £20 per session
Saturday and Sunday 8am-6pm £40 all day
Session Times
Mornings—8am to 1pm
Afternoons—1pm to 5pm
Evenings—5pm to midnight.
MINUTES OF THE ANNUAL GENERAL MEETING
THURSDAY 17TH APRIL 2008.
BOSSINGHAM VILLAGE HALL.
PRESENT:- Ray Lloyd (Chairman), Janie Lloyd (Bookings Clerk), Janet Bushell, Margaret Crouch, Graeme Faber, Nigel Fisher, David Palmer, David Barlow (Secretary) and 8 villagers and from local organisations.
APOLOGIES were received from Andrew Hewitt, Claire Champion, Pam Chatfield, Gabby Fisher and Dan Hamlin.
THE MINUTES OF THE 2007 AGM were ratified.
REPORTS
Chairman
The main points of RL’s report were as follows:-
-the kitchen, hall area and toilets have been decorated
-the hall floor has been re-varnished with industrial quality seal
-new strip lighting has been fitted
-a new cooker has been installed
-the drainage problems on the south side have been resolved
-there are plans to re-furbish the kitchen and to re-surface the area in front of the hall
-the Management Committee is very grateful to the Church in the Hall for the Loop system that has been fitted
-the June Bar BQ and October Harvest Teas were very successful and it is planned to repeat these this year.
-Upper Hardres Parish Council continues to give excellent support to the Management Committee.
Treasurer.
DB (forDH) tabled the income and expenditure accounts for the year ended 31st December and thanked Peter Crouch for his auditing services.
There was a small net profit between income and expenditure. This reflects increased fund-raising activities, and generous donations from Lord Marks and the proprietors of Dene Farm. Hire income had increased by nearly 50% on 2006.
Heating remains a significant expense although the costs are similar to last year’s due to remedial action taken by the Management Committee.
The Accounts were accepted, with thanks to Dan and Peter Crouch. Peter advised that Dan keeps the accounts in meticulous order.
Bookings Clerk
JL reported that there had been 234 regular bookings in 2007 and 35 private functions. She gave thanks to the Village People, the Church in the Hall, the Pre-School, the Youth Club and to others who continue to support the hall.
Clubs and Organisations.
Claire Champion advised that there are now 38 members of the Youth Club with 24 members attending regularly. They are enjoying the equipment purchased with the aid of grants. However, there are now only 5 adult volunteers, and there is a desperate need for male adult volunteers aged 25-50 to ease the burden. Claire thanked both the local Parish Councils and the Village Hall for their help.
The Church in the Hall representatives advised that they meet every Sunday. They asked if there would be an outside tap fitted before the Harvest Teas event.
Joan Faber for the Village People reported that the recent pantomime had been very successful and much enjoyed by the artistes and the audiences. An autumn show is planned for October.
ELECTION OF OFFICERS
Chair Ray Lloyd was willing to continue. Agreed.
Treasurer Dan Hamlin was willing to continue. Agreed.
Secretary David Barlow was willing to continue. Agreed.
Bookings Clerk Janie Lloyd wishes to relinquish this post. However, no volunteers were identified at the meeting.
Hall Administrator David Palmer agreed to take this on. Agreed.
Management Committee The current members were willing to continue, i.e. Janet Bushell, Margaret Crouch, Graeme Faber and David Palmer. Agreed.
OTHER BUSINESS
a) Fundraising.
The Bar BQ will be held on Saturday 14th June and the Harvest Teas on Saturday 18th October.
b) Charitable Status
Andrew Hewitt is working on this project.
c) Evelyn Crouch requested more comfortable chairs. This will be investigated by the Management Committee.
d) Alison Fisher said that it was disappointing that football is still being played in the car park. DB advised that signs are to be erected. Also 2 new goals are to be purchased for siting in the field at the back of the hall.
NEXT MANAGEMENT COMMITTEE MEETING
This will be held on Wednesday 14th May at Margaret Crouch’s house at 7.30pm.
RL thanked everyone for their attendance, and the meeting was closed at 8.30pm.
Ray Lloyd welcomed 18 villagers to the 2007 Annual General Meeting.
The minutes of the 2006 AGM were ratified.
REPORTS
Chairman
The main points of RL’s report were as follows:-
The new double-glazed windows are in situ although some work remains outstanding
regarding the Fire Doors. User Groups have reported a significant improvement in
the warmth of the hall.
The work has been completed in respect of the Ladies Toilets.
The Village People have installed an excellent new lighting system.
A very successful “Harvest Teas” fundraising event was held in October.
The block paving now installed between the hall and the car park has greatly
improved that area and now ensures a safe and easy egress from the hall via the
Fire Doors.
A fire Risk Assessment has been completed, with many thanks to Simon Warner for
his advice.
With the continuing support and guidance from the Parish Council, the Management
Committee will be investigating further improvements to the hall during the next
12 months.
Treasurer.
Dan Hamlin tabled the income and expenditure accounts for the year ended 31st
December which showed an actual
deficit of £8228 between expenditure and income.
This deficit is due to the amount of work undertaken on the hall in 2006, i.e.,
repairs and improvements to the toilets, repainting and refurbishing of the
wooden shingles, installation of a new sign.
The Harvest Teas raised over £1200, including a generous donation.
Bookings Clerk
Janie Lloyd reported that the regular users had continued to support the hall.
There had been 27 private functions during the year, plus lettings of tables and
chairs.
Parish Clerk
Pam Chatfield advised that Pfizers has offered assistance to the Parish Council.
As a result, an application has been submitted in relation to the painting of
the kitchen area
Although the paving has been completed (as reported above), the low-level
lighting still has to be installed.
Property Administrator
Nigel Fisher reported that in addition to the toilet improvements and the
double-glazing, the shingles had been refurbished.
One estimate has been obtained regarding the required repairs to the exterior
window sills.
During 2007, further work will be undertaken to improve the hall. In relation to
this, 3 estimates have been obtained for sanding-down and re-varnishing the hall
floor. A grant application has been submitted in relation to this work.
Clubs and Organisations.
Andy Edney advised that the Church in the Hall had been very happy using BVH
during the last 7 years. The Church would now like to investigate the
possibility of installing a Loop system.
Graeme Faber reported that the recent pantomime had been a great success and had
made a profit.
ELECTION OF OFFICERS
The Officers and Management Committee were elected en bloc.
OTHER BUSINESS
a) Fundraising.
JB suggested that an event be held at the Spring Bank Holiday, perhaps a Bar B
Q, on Saturday 26th May.
It was also recommended that another Harvest Teas be held on Saturday 6th
October.
b) Charitable Status
NF advised that the hall is currently held in trust by the 2 local parish
councils. Andrew Hewitt is in the process of investigating a move to Charitable
Status, which will assist with regard to the submission of grants etc.
David Barlow – Secretary
MANAGEMENT COMMITTEE MEETINGS NOTES:
MINUTES OF BOSSINGHAM VILLAGE HALL MANAGEMENT COMMITTEE
TUESDAY 2nd SEPTEMBER 2008.
THOSE PRESENT:) Ray Lloyd (Chairman), Pam Chatfield
(Parish Clerk), Dan Hamlin (Treasurer), Janet Bushell, Margaret Crouch, Graeme
Faber, Nigel Fisher, David Palmer and David Barlow (Secretary).
1. APOLOGIES were not required.
2. THE MINUTES OF THE LAST MEETING were ratified.
DH advised that the cleaner is now undertaking an extra hour’s work per week.
It was agreed that the MC needs to keep an eye on the number of green sacks
being used during pre-school term time, as these are costly to purchase.
It was agreed that the old wooden chairs should be donated to the Rose and Crown
bonfire celebrations.
OUTSTANDING ACTIONS
Please see updated italics on the List of Outstanding Actions.
REQUIREMENTS LIST
Please see the updated separate list.
3. POSSIBLE CHARITABLE STATUS
Andrew Hewitt had asked that the MC give consideration to whether or not it
wished the Parish Council to apply for a change of trusteeship, i.e., to
charitable status.
MC members felt that they should have further information concerning the pros
and cons of such a move.
ACTION NF TO ENQUIRE OF LOWER HARDRES VILLAGE HALL.
ACTION DB TO ENQUIRE OF PETHAM VILLAGE HALL.
4. REPORTS.
Chairman. RL had nothing further to report.
Treasurer. DH reported that the current balance is approx. £400 and the deposit
account balance is £1050.
Bookings’ clerk
RL advised that JL will continue to undertake bookings’ work pending the
appointment of a new clerk. However, she will not be attending further MC
meetings. The MC is very appreciative of JL’s continuing commitment.
Bookings had been quiet during the summer.
Parish Clerk
PC advised that it is now necessary to consider what the MC wishes to be
included in the concurrent functions application for this financial year. DH
will speak with DB and PC in this respect.
Goal posts have been purchased for the field at the back of the hall and these
will be erected soon.
Property Administrator
DP reported that a new tap has been fitted in the toilet for the disabled.
5. OTHER BUSINESS.
1) It was agreed that we should apply for a performance of The Chalkfoot
Theatre’s new play “The Riddle of the Sands”. This will be a world premiere
adaptation of Erskine Childers’ famous spy novel. However, we do not want this
to conflict with a The Village People’s production. The dates to be applied for
were agreed as the 3rd, 10th and 17th March, all Tuesdays, with preference for
the 3rd March.
2) DB will photocopy and distribute the check list for the Hallmark Level 2
award.
3) DB will ensure that an advert is produced for the Parish Magazine in October
regarding the Harvest Teas on Saturday 18th October.
6. NEXT MEETINGS
Wednesday 1st October at MC’s house, to discuss arrangements for the Harvest
Teas.
Tuesday 2nd December at the hall.
Both at 7.30pm.
LIST OF REQUIREMENTS.
1) Charitable status. Andrew Hewitt progressing.
Meeting held on 12th June .See email correspondence re the draft Deed of Trust
.A meeting held with Andrew on 17th October. He is taking matters forward,
including investigations regarding future funding from the CCC.
PC advised that CCC had informed her that it is likely that future funding will
still be available should charitable status be attained.6/08 DB to enquire of
the current status.8/08 No further progress.9/08 NF to ascertain the situation
regarding Lower Hardres V H . DB to enquire about Petham V H .
2) (Possibly) an alcohol licence. Awaiting news re Government changes to the
requirements.5/08 It is understood that the Government has taken note of village
hall concerns and will be amending the legislation.9/08 DH to obtain a copy of
the temporary licensing form for the MC to consider.
3) Refurbishment of the kitchen area.
DH is going to obtain quotations for a range of options.
Plans circulated at meeting 7.2.08. Agreed that estimates be obtained. 5/08
Grant application being prepared. 6/08 The grant application has been submitted.
Waiting to hear the result.8/08 Application declined. 9/08 Agreed that this
should be put on hold for the time being.
4) Installation of a light in the foyer isolated from the hall lights.
7.2.08 Mr. Goldfinch to be asked to fit when funds are available 6/08 and when
the annual visit is due. 9/08 RL will investigate the possibility of a different
electrician undertaking this work.
5) Purchase of replacement chairs for the hall.
6/08 NF to investigate availability, costs etc. 9/08 NF had ascertained that the
cost of such chairs ranges from £22 to £65 per chair. MC agreed to
purchase 90 new chairs subject to DH advising that there are sufficient funds
available. NF to obtain a price for 90 chairs.
LIST OF OUTSTANDING ACTIONS.
1) Andrew Hewitt and Council colleagues to sketch-out
amended ideas re the Village Hall Improvement Plan and then to meet with NF, DH
and DB.
AH tabled and spoke to his Refurbishment Project paper and plan (attached).
Discussed at a special meeting on 5th July .Comments forwarded to AH.
Meeting held with PC members on 17th October .Revised paper to be produced.6/08
DB to enquire as to the current status.8/08 Andrew has not had time to progress
this. He will discuss matters with Simon, and produce a revised plan idc.
2) NF and DP to undertake a Maintenance check of the hall, interior and
exterior, including asbestos, and to report back to the committee. (2/08) DP
will speak with NF with a view to undertaking this ASAP.6/08 Still to be
undertaken.9/08 DP and NF will be arranging a date for this check to be
undertaken.
3) RL to contact the users with locked cupboards and to arrange a further
meeting with Mr. Goldfinch with regard to appliance testing. Letters have been
sent to the relevant users. A meeting date to involve these users and the
electrician is to be arranged .The Pre-school has been asked to get their
equipment tested and to produce the necessary certificate. RL will speak with
Claire Champion regarding the youth club. (2/08) Not yet 100% checked. GF will
get the Village People’s equipment checked independently. RL will “chase” the
Church in the Hall and the Pre-School.6/08 The Village People do not have any
portable equipment. The Church in the Hall and the Pre-school are still
outstanding.8/08 The C in the H has only just purchased some equipment so
testing is not yet required. Please see the emails re the Pre-school.9/08 The
chairman of the pre-school has advised that there is someone who could undertake
this. DB to “chase”.
4) PC to enquire of Andrew Hewitt the status of the car park signs to be
erected.8/08 They have been erected. COMPLETE.
5) GF to erect a security light and alarm adjacent to the oil tank. 2/08 He will
investigate possibilities.6/08 Being progressed.9/08 Carried forward.
6) Replace the cast iron pipes and guttering on the toilet area with plastic.
(2/08) RL and DP will organise. 6/08 Outstanding. 9/08 COMPLETE.
7) JL to advise the regular users of the fees increase. 6/08 Carried
forward.9/08 COMPLETE
8) DB to ask for duplicate keys to the cupboards currently locked by the
Pre-school and the Church in the Hall. 8/08 See emails. 9/08 The Church in the
hall just has a combination lock, the number of which has been advised to us.
The pre-school wishes to have one cupboard locked with access only by the
pre-school. This was accepted. COMPLETE.
9) DH to ask the cleaner for duplicate keys to the cupboards currently locked.
9/08 Carried forward.
10) DB to ask the Church in the Hall and the Pre-school for copies of their
electrical testing equipment certificates. 8/08 See 3 above and email. 9/08 See
3 above. THIS ACTION IS CANCELLED.
11) DB to ask the Pre-school to change the casters on the book shelf. 8/08
Pre-school states that both sets of casters were changed and that the book
shelves do not now leave any marks.9/08 Management Committee not happy as it
appears that the casters on the heavy book shelf have not been changed. DB to
ask again.
MANAGEMENT COMMITTEE MEETING NOTES - 7 th FEBRUARY 2008
Ray Lloyd (Chairman) welcomed 6 members to the meeting held on Thursday 7th
February. Apologies were received from Janet Bushell, Nigel Fisher and Dan
Hamlin. The minutes of the previous meeting were ratified. Arrangements and
“duties” were agreed regarding the visit of the Chalkwood Theatre to the hall on
Tuesday 12 February. The Chairman tabled a note received from Mrs. Hewitt in
relation to the hiring of the hall in January. A reply will be prepared. RL
advised that a reply had been received from the Chairman of Stelling Minnis
Village Hall in response to his letter enquiring as to why the Brownies had
moved to Stelling Minnis. The draft account for the 12 months to December 2007
were tabled and approved. Peter Crouch was thanked for his auditing of these. It
was agreed that the AGM is to held on Thursday 17th April at 7.30pm. Increased
hiring charges were agreed: these to be effective from 1.4.08. The Bar BQ for
fund raising is to be held on Saturday 14th June. The (fairly old) fluorescent
tubes and fittings had been replaced by Graeme Faber who was thanked for his
work. A Loop System is to be fitted in the hall shortly, thanks to the
generosity of The Church in the Hall. Kent County Council has confirmed that,
subject to new application forms being completed, a grant will be available to
cover 75% of the costs to repair the area in front of the hall. Plans for
refurbishment of the kitchen were tabled: it was agreed that cost estimates be
obtained. A light is to be fitted in the foyer of the hall when funds are
available, this to be isolated from the hall lights. Work has been completed
regarding the clearance of the drainage and downpipes on the south of the hall.
The cast iron pipes and guttering on the toilet area are to be replaced with
plastic.
MINUTES OF BOSSINGHAM VILLAGE HALL MANAGEMENT
COMMITTEE
MONDAY 15TH OCTOBER 2007.
7.30pm BOSSINGHAM VILLAGE HALL
THOSE PRESENT:) Dan Hamlin (Treasurer), Janie Lloyd (Bookings Clerk), Pam
Chatfield Parish Clerk), Janet Bushell, Margaret Crouch, Graeme Faber, Nigel
Fisher, David Palmer and David Barlow (Secretary). Also Wayne Gifford (Stelling
Minnis Parish Council).
1. APOLOGIES were received from Ray Lloyd (Chairman). Nigel Fisher took the
chair and welcomed Wayne to his first Management Committee meeting.
2. THE MINUTES OF THE LAST MEETING were ratified. Since the last meeting some
complaints had been received about the state of the hall after a recent party.
In order to try to obviate such occurrences in the future, it was agreed that
“one-off” users should be asked to provide a £50 deposit when booking the hall.
This will be retained if the hall is not left in the same condition as when the
letting took place. The Conditions of Hire are to be amended accordingly.
ACTION JL
OUTSTANDING ACTIONS
Please see italics on the List of Outstanding Actions.
REQUIREMENTS LIST
Please see the separate list.
3. HARVEST TEAS.
This is to be held on Saturday 20th October between 2pm and 4pm. Various details
regarding the arrangements were discussed. The MC is to meet at the hall at 8pm
on Friday 19th October and at 10am on Saturday morning.
4. CHAIRMAN’S REPORT
There was nothing further to discuss.
TREASURER’S REPORT
DH reported that after the re-decoration of the hall, there would only be
approximately £150 left in the hall’s bank accounts. Thus it is important that
the Harvest Teas is successful financially.
BOOKINGS’ CLERK’S REPORT
JL advised that the hall had been booked for a 6 week textile course.
Additionally, there had been 2 private parties since the last meeting.
PARISH CLERK’S REPORT
PC advised that a application for refunds in respect of some of the hall’s
expenses had been submitted to the Canterbury City Council.
PROPERTY ADMINISTRATOR’S REPORT
There was nothing additional to report.
5. GROUP SCOUT LEADER’S LETTER
This related to the Littlebourne Scout Group’s visit to the hall in August. The
Chairman had replied, enclosing a £50 cheque as a part refund. This had been
returned with the wish that the monies be placed in the hall’s funds.
6. OTHER BUSINESS
a) Chalkfoot Theatre wishes to visit the hall in the Spring. DB is to submit an
application form suggesting Tuesday 4th March or 11th March 2008.
ACTION DB.
b) An email had been received from Camilla Burge (the new Pre- School Chairman)
with various requests.
The MC felt that it would be beneficial for RL, DH and DB to have a meeting with
the Pre-School representatives.
ACTION DB TO ARRANGE.
c) The following dates were agreed for fundraising events:-
Saturday 14th June 2008 for the Bar BQ.
Saturday 18th October 2008 for the Harvest Teas.
7. NEXT MEETING
Tuesday 4th December at 7.30pm.
LIST OF OUTSTANDING ACTIONS.
1) RL to purchase the smoke alarms. Purchased. To be fitted .All are now fitted.
COMPLETE.
2) Andrew Hewitt and Council colleagues to sketch-out amended ideas re the
Village Hall Improvement Plan and then to meet with NF, DH and DB.
AH tabled and spoke to his Refurbishment Project paper and plan (attached).
Discussed at a special meeting on 5th July .Comments forwarded to AH.
Meeting now to be held with Andrew on 17th October to discuss the way forward.
3) DP to purchase paint for the kitchen area.
Decoration of all the hall is to be undertaken in the October half-term week.
4) NF and DP to undertake a Maintenance check of the hall, interior and
exterior, including asbestos, and to report back to the committee.
5) RL to speak with the User Groups in respect of what is required of them under
the Fire Risk Assessment. Some have been done.
6) RL to contact the users with locked cupboards and to arrange a further
meeting with Mr. Goldsmith with regard to appliance testing. Letters have been
sent to the relevant users. A meeting date to involve these users and the
electrician is to be arranged.
7) RL to make enquiries/arrangements regarding the drainage and downpipes. Work
is to be undertaken on the south side of the hall.
8) RL to respond to the Scout Leader’s letter. Please see the minutes under
Agenda Item 5. COMPLETE.
9) PC to enquire of Andrew Hewitt the status of the car park signs to be
erected.
10) JL to amend the Conditions of Hire for “one-off” users, to incorporate the
need for a £50 deposit.
11) DB to submit an application to Chalkfoot for the Theatre to visit the hall
on either Tuesday 4th or 11th March 2008.
12) DB to arrange a meeting with Pre-School representatives.
LIST OF REQUIREMENTS.
1) Replacement of fluorescent tubes and fittings.
It was agreed (24/4/07) that this is of low priority but it could be considered
when the hall is decorated.(15.10.07)GF has agreed to undertake the work with
some assistance. He will draw up some costs for the 2 options.
2) Insulation of the ceiling and any gap between the ceiling and the roof.
It was agreed (24.4.07 )that this is of low priority bearing in mind the draft
improvement plan.
3) Charitable status. Andrew Hewitt progressing. Meeting held on 12th June .See
email correspondence re the draft Deed of Trust .A meeting is to be held with
Andrew on 17th October.
4) (Possibly) an alcohol licence. Awaiting news re Government changes to the
requirements.
5) (Possibly) a Loop System for the hard of hearing. Church in the hall
investigating. MC advised that the Church wishes to go ahead with this and will
liaise with Bruce Crawford.
6) Repair of the original car park. PC has received an encouraging letter from
John Simmonds of KCC regarding a possible grant .Application forms submitted
4/07.Matter to be raised with Bill Ronan on 17th October.
7) Cleaning of the roof. DB is to obtain a quote.
8) Tidying the porch area especially the notice board.
BOSSINGHAM VILLAGE HALL - MANAGEMENT COMMITTEE
Tuesday 21st August 2007
Ray Lloyd (Chairman) welcomed 7 committee members to the meeting held on Tuesday
21st August. Apologies were received from Janet Bushell and Graeme Faber.
The minutes of the last meeting, together with the list of outstanding
actions and the list of requirements were ratified and updated.
Ray Lloyd (Chairman) advised that some electric appliance testing had been
undertaken within the annual audit. However, a further visit by the electrician
is required to cover the equipment within locked cupboards.
Dan Hamlin (Treasurer) advised the current and deposit account balances.
Janie Lloyd reported that some tables had been requested for hire in respect of a planned charitable event on Stelling Minnis Green. It was agreed that there would be no charge for this hire.
Comments had been forwarded to Andrew Hewitt with regard to the Refurbishment Project for the hall. It is now necessary to have a meeting with Andrew to discuss the way forward.
Two estimates have been received concerning redecoration of the hall: one more is expected. It is hoped to undertake the work in the October school half-term.
A grant application has been submitted regarding re-surfacing of the area in front of the hall.
The Harvest Teas event is to be held at the hall on Saturday 20th October.
David Barlow
MINUTES OF BOSSINGHAM VILLAGE HALL
MANAGEMENT COMMITTEE
MONDAY 11th JUNE 2007
7.30pm BOSSINGHAM VILLAGE HALL
THOSE PRESENT:) Ray Lloyd (Chairman), Janie Lloyd (Bookings Clerk), Janet
Bushell, Margaret Crouch, Graeme Faber, Nigel Fisher, David Palmer and David
Barlow (Secretary).
1. APOLOGIES were received from Dan Hamlin (Treasurer), Pam Chatfield (Parish
Clerk), Ann Day (Stelling Minnis PC) and Andrew Hewitt (Upper Hardres PC).
2. THE MINUTES OF THE LAST MEETING were ratified.
OUTSTANDING ACTIONS
Please see italics on the List of Outstanding Actions.
REQUIREMENTS LIST
Please see the separate list.
3. BAR B Q 16.6.07.
The requirements and arrangements for this fund-raising event were fully
discussed. It was agreed that members of the Management Committee would meet at
the hall at 2pm on Saturday to finalise matters.
4. CHAIRMAN’S REPORT
Matters had been dealt with in Agenda Item 2 above. There was nothing else to
report.
TREASURER’S REPORT
In a written report, DH advised that the current bank balances are £677 in
current and £2000 in deposit. Outstanding expenditure is £795 for the sills and
£105 for the new stage ladder.
BOOKINGS’ CLERK’S REPORT
JL advised that there had been 5 bookings since the last meeting, i.e., in
addition to the regular users.
PARISH CLERK’S REPORT
In PC’s absence on holiday, there was nothing to report.
PROPERTY ADMINISTRATOR’S REPORT
There was nothing additional to report.
5. CHAIR LOADERS
It was agreed that the required number would be purchased. MC kindly agreed to
cover the expenditure.
6. REFURBISHMENT PROJECT
Because of time constraints, it was agreed that there should be a separate,
dedicated meeting to discuss the plans presented at the last meeting. This is to
be on Thursday 5th July at NF’s house at 6.30pm.
7. OTHER BUSINESS
a) GF asked that the 2 sets of stage steps be owned by the Management Committee.
This was agreed.
b) GF requested that Village People be allowed to install a painted frieze to
cover gaps at the back of the stage. This was agreed subject to a sketch of the
proposals being presented to the Management Committee beforehand.
c) Pat and Mandy will be “opening their garden” on 21st July in the afternoon.
They have kindly agreed to donate some of the takings to Bossingham Village
Hall.
d) DB was asked to send an email to the Pre-School to request that it undertakes
a “clear-out” of unwanted items, at the end of term.
ACTION DB.
8. NEXT MEETING
Thursday 5th July at NF’s house at 6.30pm (Refurbishment Project).
Tuesday 21st August at 7.30pm.
David Barlow – Secretary
BOSSINGHAM VILLAGE HALL MANAGEMENT COMMITTEE
Meeting 20th February 2007
Ray Lloyd (Chairman) welcomed 7 committee members plus Graeme Faber to the
meeting held on Tuesday 20th February.
The minutes of the last meeting, together with the list of outstanding actions
and the list of requirements were ratified and updated.
CHAIRMAN’S REPORT
Ray Lloyd stated that he had undertaken a Fire Risk Assessment for the hall,
with the assistance of Simon Warner. He tabled a report of the Assessment. Ray
will speak with each of the regular User Groups in respect of what is required
of them. He will also arrange for the extinguishers to be serviced. Ray will
remain the “Competent Person” for the hall.
Thanks were expressed to Ray for his comprehensive work on this matter.
TREASURER’S REPORT
Dan Hamlin reported on the current and deposit account balances. He also tabled
the audited accounts for the year ended 31.12.06. Thanks were afforded to Peter
Crouch for his auditing work.
BOOKINGS’ CLERK’S REPORT
Janie Lloyd reported that there had been 4 new bookings so far this year (in
addition to the regular users).
PARISH CLERK’S REPORT
Pam Chatfield advised that the work on completing the car park and surrounding
area is due to be completed before the end of March.
HALL ADMINISTRATOR’S REPORT
Nigel Fisher reported that the double-glazing has been completed, although
finishing work is required on the Fire Door.
Nigel will ask Alan Birman to join the Management Committee so that he will be
aware first-hand of any small jobs required from time to time.
Version 6 of the Improvement Plan was reviewed.
It was agreed that Graeme Faber should be co-opted on to the Management
Committee.
The AGM is to be held on Tuesday 3rd April at 7.30pm.
David Barlow – Secretary
MANAGEMENT COMMITTEE MEETING WEDNESDAY 7TH JUNE 2006.
Those present: Brian Shelley (Chairman), Dan Hamlin (Treas.), Janie Lloyd (Bookings Clerk), Margaret Crouch, Nigel Fisher, David Palmer and David Barlow (Sec.).
1. APOLOGIES were received from Pam Chatfield. BS welcomed the new members of the committee.
2. NEW MEMBER
DB advised that Janet Bushell is willing to come onto the committee. JL proposed and DP seconded that she be co-opted.
3. CORRESPONDENCE
BS has received a letter of complaint from the Playgroup, which he will pass to DB to respond. DH will arrange for the required change of signatories at Alliance and Leicester. Dan Hamlin and David Barlow are to replace Andy Lingwood and Judith Cutler as signatories.
4. REPAIRS AND RENOVATIONS
a) Ladies toilet. BS reported that, as well as the floor being in need of repair, a leak had developed in the ceiling, caused mainly by a blocked gutter. Bill Baker has cleared the gutter and he plans to complete the internal repairs as soon as possible. He is also able to examine the floor, but not until the end of June at the earliest. JL considered that action in both aspects is required urgently, and members agreed.
ACTION NF TO MAKE ENQUIRIES OF A BUILDER(S) AS TO WHETHER OR NOT THE REPAIRS CAN EFFECTED IN THE SHORT TERM.
b) Outside windows and shingles. This is to be left in abeyance until a decision is made regarding double-glazing: see below.
c) Fire door. This needs repair.
ACTION BS TO SPEAK WITH THE PLAYGROUP’S MAINTENANCE MAN.
d) Lighting System. BS advised that Graeme Faber has been speaking to Andrew Hewitt in relation to a replacement system.
ACTION DB TO ASCERTAIN THE CURRENT SITUATION FROM ANDREW.
e) Heating and Insulation Issues. Various possibilities were discussed with regard to improving the heating during the winter.
ACTION DH TO SPEAK WITH CANTERBURY CITY COUNCIL TO ASCERTAIN THE PLANNING SITUATION REGARDING THE POSSIBLE INSTALLATION OF DOUBLE GLAZING.
f) Decoration. This will be discussed at the next meeting.
g) Cleaning. It was agreed that any action should be left until after decoration has been completed.
5. REPORTS.
JL as Booking Clerk reported that there had been 5 hirings since the AGM. Two big events were planned for the near future.
Everything else had been covered in agenda items above.
6. OTHER BUSINESS
BS advised that some work has already been done in relation to charitable status. He will bring the documentation to the next meeting.
Members thought that all the other local halls have an alcohol licence, and this may be an advantage to them vis. hiring. However, there are downturns to holding such a licence.
ACTION DB TO INVESTIGATE THE SITUATION WITH CCC.
ACTION JL TO SPEAK WITH MAXINE BLADES.
Fundraising will be discussed at future meetings.
NF agreed to take-on the task of Hall Administrator in respect of maintenance.
MC agreed to ensure that required supplies, e.g. cleaning materials, soap, toilet paper etc. are maintained.
DH agreed to continue to pay the cleaner.
DP agreed to ensure that the oil supply is maintained.
NOTE. DB subsequently spoke with Andrew Hewitt and ascertained that a grant has just been awarded to the Parish Council in respect of moving the oil tank away from the hall. Andrew also advised that completion work on the path from the car park to the hall and its lighting will probably be effected in September. Arrangements have been made to repair all the cracked and broken window panes.
7. THE NEXT MEETING will be held on Tuesday 27th June at 7.30pm.
David Barlow – Secretary
2008 dates for your diary:
18th Oct. (Harvest Teas)
Full details later.
Page designed and produced for Bossingham Village Hall by Nick Smith - 27 April 2006
Revised and updated 13 September 2008
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