BOSSINGHAM VILLAGE HALL

(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)
Janice Rosen (Bookings Clerk) - e-mail jerosenuk@yahoo.co.uk

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.

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Hire Charges: (as at April 2008) To book contact Janice Rosen: 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.

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MINUTES OF THE ANNUAL GENERAL MEETING

THURSDAY 15^TH APRIL 2010.

BOSSINGHAM VILLAGE HALL.

PRESENT:- Nigel Fisher (Chairman), Janice Rosen (Bookings Clerk), June Edney, Graeme Faber, Joan Faber, Nigel Fisher, David Palmer and David Barlow (Secretary).

APOLOGIES were received from Pam Chatfield, Alison Fisher, Gabby Fisher, Dan Hamlin, Stuart Kent and Karen Rolfe,

THE MINUTES OF THE 2009 AGM were précised by the chairman and ratified by the meeting.

REPORTS

Chairman

The main points of Nigel Fisher’s report were as follows:-

the Management Committee is continuing to pursue charitable status for the hall
the 2 main fund-raising events were the Bar BQ and Harvest Teas
the kitchen had been fully refurbished, and a new, larger oven, and dishwasher installed
one of the main issues had been the continuing problem of storage space. The Committee had given thought to the purchase of a container. However, this would have cost about £3k. As it is likely that the Pre-school will be moving to the Primary School within 12/18 months, thus relinquishing considerable space, it was decided to leave things as they are. The Pre-school has cleared out quite a bit of its equipment
a can of pink paint has recently been thrown onto the wall and windows at the back of the hall. Graeme Faber was thanked for cleaning most of this up. The chairman has reported the matter to the police.
it is planned to hold the Bar BQ (Saturday 12^th June) and Harvest Teas (Saturday 16^th October) as fund-raising events
only standard maintenance will be undertaken during the coming year as it is planned to build-up a reserve of funds, as requested by Canterbury City Council.

Treasurer.

David Palmer tabled the income and expenditure accounts for the year ended 31^st December 2009 on behalf of Dan Hamlin.

There was a small rise in rental income. Dan is trying to establish a funds reserve, but the financial position remains challenging. He thanked Peter Crouch for his work in auditing the accounts, and Upper Hardres Parish Council for supporting the concurrent functions grant.

The Accounts were accepted, with thanks to Dan and Peter Crouch.

Bookings Clerk

Janice Rosen reported that the regular hirers had used the hall during the year; there had also been various private lettings. She had been told that the Mothers and Toddlers Group was not going to continue. This will enable Janice to advertise the hall for letting on Thursday mornings.

Most of the booking forms had now been returned. However, those from the Pre-school and Rainbows were still outstanding.

It was agreed that deposit cheques should be destroyed when it is not necessary to bank them.

The hall will be utilised for the General Election on 6^th May. ACTION DAVID PALMER TO ENSURE THAT DAN HAMLIN HAS ADVISED THE PRE-SCHOOL THAT THE HALL WILL NOT BE AVAILABLE ON THAT DAY.

Hall Administrator

David Palmer advised that quotes are being obtained for, amongst other things, a new tap, water heater and urinal in the Gents toilet. He was also asked to ascertain the cost of purchasing and fitting hand dryers in the toilets. ACTION DAVID PALMER. The shingles are due to be replaced/painted shortly.

David was thanked for all his and his family’s work in relation to the refurbished and decorated kitchen.

Clubs and Organisations.

Claire Champion had advised in writing that the Youth Club is now in its 4^th independent year of running. There are 44 members with a range of 10-16 years. There are normally 20 sessions a year. Members are looking forward to the summer evenings so that sports can be played behind the village hall. Claire thanks the continuing help from the 2 local Parish Councils and the Village Hall Committee.

Gabby Fisher had advised in writing that the Keep Fit Group will be stopping for the summer but will be back again in September.

Alison Fisher reported (via Nigel) that the Gardening Society remains very active, with shows and trips being well supported. The main show will take place in September.

June Edney reported that The Church in the Hall is pleased to continue its connection with Bossingham Village Hall (10 years this year). The group enjoys worshipping in the hall and has seen its comfort increase over the years. It is pleased to have contributed to these extra facilities. It has also supported the proposed sports complex and hopes to support other local fund-raising where appropriate. This year, the group has joined with other churches for the Lent Course and House Groups.

Joan Faber for The Village People reported that the talent show in the Autumn had been a great success, although only children had entered. The pantomime in March had been especially successful with 3 full houses. Some tidying up of various equipment had taken place, but there is still a need to sort out the costumes in the loft area.

Graeme Faber reported that some “feet” had come off the new chairs. ACTION NIGEL FISHER TO OBTAIN SOME MORE AND PASS THEM TO DAVID PALMER.

ELECTION OF OFFICERS

Chair Nigel Fisher was willing to continue. Agreed.

Treasurer Dan Hamlin was willing to continue.

Agreed.

Secretary David Barlow was willing to continue. Agreed.

Bookings Clerk Janice Rosen was willing to continue. Agreed.

Hall Administrator David Palmer agreed to continue. Agreed.

Management Committee The following current members were willing to continue, i.e. Pam Chatfield and Graeme Faber. Agreed. Margaret Crouch and Andy Nicholas wished to resign.

June Edney will ask if any member of The Church in the Hall is willing to come onto the committee.

OTHER BUSINESS

Joan Faber and June Edney enquired as to the availability of paper towels, as, apparently, there had been none around recently. Some were found in the kitchen and placed in the toilets. However, there is a need for the cleaner to ensure that these are available at all times. ACTION DAVID PALMER TO ASK DAN HAMLIN TO INSTRUCT THE CLEANER ACCORDINGLY.

NEXT MANAGEMENT COMMITTEE MEETING

This will be held on Tuesday 18th May at 7.30pm.

Nigel Fisher thanked everyone for their attendance, and the meeting was closed at 8.25pm.

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BOSSINGHAM VILLAGE HALL
MINUTES OF THE ANNUAL GENERAL MEETING
TUESDAY 21ST APRIL 2009.
BOSSINGHAM VILLAGE HALL.

PRESENT:- Ray Lloyd (Chairman), Gabrielle Kent (Bookings Clerk), Pam Chatfield, Margaret Crouch, Graeme Faber, Nigel Fisher, Dan Hamlin, David Palmer, David Barlow (Secretary) and 7 villagers and from local organisations.

APOLOGIES were received from Claire Champion, Gabby Fisher and Janet Bushell.

THE MINUTES OF THE 2008 AGM were ratified.

REPORTS
Chairman
The main points of Ray Lloyd’s report were as follows:-
The past 12 months’ period has been a busy one of renovation of the hall.
Upper Hardres Parish Council, and particularly the clerk, have continued to give excellent support to the management committee with regard to improvements and grant applications.
It is hoped that during 2009 the kitchen will be entirely re-furbished, subject to a grant application being successful.
The Bar B Q and Harvest Teas were financially successful, and these will be repeated this year.
Thanks are given to Joan and Graeme Faber and their helpers for the excellent shows.
The committee is investigating the pros and cons of the hall gaining charitable status.

Treasurer.
Dan Hamlin tabled the income and expenditure accounts for the year ended 31st December 2008 and thanked Peter Crouch for his auditing services.
There was a net profit of about £800 between income and expenditure.
The Accounts were accepted, with thanks to Dan and Peter Crouch. Peter advised that Dan keeps the accounts in meticulous order. He opined that a great deal of money goes through the hall’s books for just a small profit.

Bookings Clerk
Gabrielle Kent reported that the usual hirers had used the hall during the year, and two new groups (Toddler and Yoga) have recently been formed. There is to be a concert in the near future: the hall being required because of the stage facilities.
Gabrielle stated that there appear to be 4/5 long tables missing from the hall.

Parish Clerk
Pam Chatfield reported that the Concurrent Functions application to the City Council had been met in full except for £480.
However, the capital grant fell short this year by the amount of the new chairs purchased for the hall. In the circumstances, the hall may have to repay this amount.

Clubs and Organisations.
Claire Champion had advised in writing that the Youth Club is now in its 3rd independent year of running. There are 41 young people on the books with 22 members attending regularly. A male volunteer has been recruited which brings the total of adult helpers to 6. A Grass Roots Grant has been received to help cover the cost of insurance, hall rental etc. Claire thanked both local parish councils for their continuing support.

Gabby Fisher had advised in writing that the Keep Fit Group is happy; it has stopped for the summer but will be restarting in September.

Trent Gifford stated that the Scout Group uses the field behind the hall and is very grateful for the facility. He asked if a tent could be erected for training purposes. Ray Lloyd advised that the Management Committee has no objection but Scott needs to approach the Council.

Alison Fisher reported that The Gardening Society remains very active, with shows and trips being well supported.

Joan Faber for The Village People reported that two shows have taken place in the hall during the year; these were both very successful. There remains a big problem of storage and space.

ELECTION OF OFFICERS
Chair Ray Lloyd was unable to continue. Nigel Fisher was proposed and seconded. Agreed. Ray was thanked for all his work whilst in the chair.
Treasurer Dan Hamlin was willing to continue.
Agreed.
Secretary David Barlow was willing to continue. Agreed.
Bookings Clerk Gabrielle Kent was willing to continue. Agreed.
Hall Administrator David Palmer agreed to continue. Agreed.
Management Committee The following current members were willing to continue, i.e. Pam Chatfield, Margaret Crouch and Graeme Faber. Janet Bushell had stated that she was willing to step down. Andy Nicholas was proposed and seconded to replace her. Agreed.

OTHER BUSINESS
a) Fundraising.
The Bar BQ will be held on Saturday 13th June and the Harvest Teas on Saturday 17th October.
b) Charitable Status
Nigel Fisher is working on a draft document for this project.
c) Wayne Gifford asked if the waste bins are available for hirers of the hall. At the moment, hirers are asked to provide their own bags, but the management committee will investigate the situation.
d) Complaints have been received about youths in the car park. However, it would appear that there was a one-off birthday celebration which had increased the numbers generally seen. Trent Gifford advised that skate-boarding had recently increased as a result of the scouts wanting to undertake a relevant badge. He stated that the children have been asked to behave properly in the area of the hall, and he hoped that villagers would encourage the youngsters. Alison Fisher said that the skate-boarding noise is irritating to those living in the area. Andy Nicholas reported that he will be attending a meeting shortly when the provision of possible facilities in the field behind the hall are to be discussed.

NEXT MANAGEMENT COMMITTEE MEETING
This will be held on Wednesday 27th May at 7.30pm.

RL thanked everyone for their attendance, and the meeting was closed at 8.45pm.

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MINUTES OF THE ANNUAL GENERAL MEETING

THURSDAY 17^TH 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 31^st 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 14^th June and the Harvest Teas on Saturday 18^th 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 14^th May at Margaret Crouch’s house at 7.30pm.

RL thanked everyone for their attendance, and the meeting was closed at 8.30pm.

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Annual General Meeting - 2007

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

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MANAGEMENT COMMITTEE MEETINGS NOTES:

MINUTES OF BOSSINGHAM VILLAGE HALL
MANAGEMENT COMMITTEE TUESDAY 18th MAY 2010.
7.30 pm BOSSINGHAM VILLAGE HALL

THOSE PRESENT: Dan Hamlin (Treasurer), Janice Rosen (Bookings’ Clerk), Pam Chatfield (Parish Clerk), Graeme Faber, David Palmer, Ann Day (Stelling Minnis Parish Council) and David Barlow (Secretary).

1. APOLOGIES were received from Nigel Fisher (Chairman). Dan Hamlin took the chair. DB reported that he had received no response from local groups whom he had emailed regarding a request for new Committee members. He said he would write a “plea” in the Parish Magazine.

2. THE MINUTES OF THE LAST MEETING were ratified and signed by the chairman.

OUTSTANDING ACTIONS
Please see updated italics on the List of Outstanding Actions.

OUTSTANDING ACTIONS FROM THE AGM
a) DP had ensured that the Pre-School knew that the hall was not available on Election Day.
b) DP had obtained quotations for updating the Gents’ toilets and for purchasing and fitting hand dryers in both the toilets.
c) NF has not yet given some chair “feet” to DP.
d) DP had asked DH to instruct the cleaner to ensure that there are always sufficient paper towels.

REQUIREMENTS LIST
Please see the updated separate list.

3. CHARITABLE STATUS
In NF’s absence, this item was carried forward to the next meeting.

4. APPLAUSE
DB reported that there were no suitable productions to chose for Bossingham from the brochure. However, he advised that Chalkfoot Theatre had written to say that, as it had received sufficient funding, it plans to tour in the Spring of 2011. DB will receive details of the production in due course.

5. RESERVES POLICY
DH had tabled a draft reserves policy for the hall. The policy and the proposed lever of reserves were approved by the Committee.

6. HALLMARK STATUS 2
The outstanding items on the application form were discussed and members of the Committee took on board actions to obtain information. The matter will be discussed again at the next meeting.

7. REPORTS.
Chairman. DH had nothing further to report.
Treasurer. DH advised that there is £440 on current account and £2500 on deposit.
Bookings’ clerk. JR reported that the Pre-School still has not returned the bookings form. DB will email to ask again.
A cheque has been received form the Rainbows, but it doesn’t tally with our prices. ACTION DH AND JR TO ASCERTAIN THE SITUATION.
The Toddlers have not paid but have now finished.
JR has received a request for booking the hall on Tuesday or Wednesday evenings for a Pilates for Riders group. Committee decided that Tuesday is the best day. The group hopes to start at the beginning of June.
Parish Clerk. PC advised that the Concurrent Functions’ amounts have been agreed by CCC. These will be forwarded to the hall as soon as DH has sent the necessary information to PC. ACTION DH and PC.
Property Administrator.
DP reported that, as well as obtaining a quotation for updating the Gents’ toilet, he has received a quotation for the purchasing and fitting of hand dryers in both the toilets, at a price of £400. This expense was agreed.

8. OTHER BUSINESS.
a) BBQ meeting
This will be held on Wednesday 2nd June at Margaret Crouch’s house, starting at 7.30pm.
b) DB advised that he had cleaned the surfaces of the hall, as they were very dirty. ACTION DH TO DISCUSS CLEANING IN THE HALL, WITH THE CLEANER, TO ASCERTAIN WHAT IS CLEANED IN THE HALL AS PART OF HER DUTIES..
c) DH reported that we could now apply for another Grass Roots grant should we identify a suitable capital project.

9 NEXT MEETING
Thursday 9th September 2010 starting at 7.30pm.

MINUTES OF BOSSINGHAM VILLAGE HALL
MANAGEMENT COMMITTEE TUESDAY 2ND FEBRUARY 2010.
7.30 pm BOSSINGHAM VILLAGE HALL

THOSE PRESENT: Nigel Fisher (Chairman), Dan Hamlin (Treasurer), Janice Rosen (Bookings’ Clerk), Pam Chatfield (Parish Clerk), Margaret Crouch, Graeme Faber, David Palmer, Ann Day (Stelling Minnis Parish Council), Joan Faber, Stuart Kent (Village People), Karen Rolfe, Nicky Gordon (Pre-school) and David Barlow (Secretary).

1. APOLOGIES were received from Andrew Hewitt. Janice Rosen was welcomed to her first meeting and was thanked for taking over as Bookings’ Clerk.

2. THE MINUTES OF THE LAST MEETING were ratified and signed by the chairman.

OUTSTANDING ACTIONS
Please see updated italics on the List of Outstanding Actions.

OUTSTANDING ACTIONS FROM THE MEETING OF 4.8.09 Please see the updated notes attached.

REQUIREMENTS LIST
Please see the updated separate list.

3. CHARITABLE STATUS
NF had circulated his next draft of the Trust Deed. He will now arrange a meeting with Andrew Hewitt to take the matter forward.
ACTION ALL TO PASS ANY COMMENTS ON THE DRAFT TO NF.

4. DRAFT 2009 ACCOUNTS
DH tabled copies of the draft accounts. These were discussed: DH will provide break-down details of the income figure. DH advised that it is now necessary for the Management Committee to initiate a Reserves Policy to ensure, amongst other things, that Concurrent Functions’ funds continue to be received. At least 6 months’ running costs are recommended. Members agreed that DH should start the Reserves with £2500 currently on deposit account, with a target of increasing this by £1000 per annum to a minimum of £6000.

5. RESERVES POLICY
Please see above agenda item minutes.

6. HALLMARK STATUS 2
This item was carried forward to the next meeting.

7. REPORTS.
Chairman. NF had nothing further to report.
Treasurer. Please see agenda item 4 minutes.
Bookings’ clerk. JR reported that some regular users had not yet returned their hiring agreements. She stated that there is a dates clash currently regarding the pantomime and the Gardeners’ Daffodil Show. Joan Faber will endeavour to solve this.
Parish Clerk. PC advised that the Concurrent Functions’ amount is to be agreed by CCC on 18th February.
Property Administrator. DP reported that the oil tank had been replenished. He stated that 8 radiator thermostats had been damaged. It was decided not to replace them.

8. OTHER BUSINESS.
a) It was agreed that the AGM should be held on Thursday 15th April, starting at 7.30pm.
b) The Bar BQ is to be held on Saturday 12th June. PLEASE NOTE NOT 26TH JUNE.
c) The Harvest Teas is to be held on Saturday 16th October.
d) Stuart Kent requested that The Village People be permitted to walk a small Shetland pony from the back of the hall to the Fire Exit once each evening of the pantomime performances. This was agreed subject to the floor being suitably covered.
e) There remains a problem with regard to the storage of the chairs after performances on Wednesday and Thursday evenings. Various suggestions were made with regard to overcoming this, and The Village People and Pre-school representatives will discuss these further. ACTION.
f) PC reported that she had recently spoken with Maxine Blades, who had enquired as to why Bossingham Village Hall Management Committee is “overcharging” The Village People for use of the hall. Joan Faber advised that The Village People committee had discussed the situation with regard to fees etc and had decided to stay at Bossingham Village Hall for rehearsals.
g) Nicky Gordon thanked the Committee for its help regarding storage problems. Another “de-cluttering” day is to be held on 30th March. She advised that Ofsted had recently visited the Pre-school and had subsequently produced a “Good” report. Planning permission has been granted in relation to the new building at the primary school and the Pre-school is now in the process of obtaining funding for the building. It is estimated that it will take 18-26 weeks for the “build”. The Pre-school will give the Committee 6 months’ notice of leaving the hall. It is likely that the hall will be required for the rest of 2010.
h) DP will arrange for PAT testing. ACTION.
i) Members agreed that there will be no increase in hiring fees during 2010.
j) Ann Day suggested that details of the hall’s regular users be placed in the Parish Magazine and on the web sites. ACTION JR TO ADVISE NICK SMITH OF THE Necessary INFORMATION.
k) MC said that she wishes to resign with effect from the AGM. She was thanked by members for all her work for the Committee.

9. NEXT MEETING
Tuesday 18th May 2010 starting at 7.30pm.

MINUTES OF BOSSINGHAM VILLAGE HALL
MANAGEMENT COMMITTEE WEDNESDAY 9TH SEPTEMBER 2009.
8 pm BOSSINGHAM VILLAGE HALL

THOSE PRESENT:) Nigel Fisher (Chairman), Dan Hamlin (Treasurer), Gabrielle Kent (Bookings’ Clerk), David Palmer, Ann Day (Stelling Minnis Parish Council) and David Barlow (Secretary).

1. APOLOGIES were received from Pam Chatfield, Margaret Crouch and Andy Nicholas.

2. THE MINUTES OF THE LAST MEETING were ratified and signed by the chairman.

OUTSTANDING ACTIONS
Please see updated italics on the List of Outstanding Actions.

OUTSTANDING ACTIONS FROM THE MEETING OF 4.8.09 Jump to actions list

REQUIREMENTS LIST Jump to requirements list

3. CHARITABLE STATUS
NF will update the draft Trust Deed for further discussion at the next meeting.

4. HALLMARK STATUS 2
It was decided to hold the application in abeyance until the kitchen floor has been renovated.

5. REPORTS.
Chairman. NF had nothing further to report.
Treasurer.
DH reported that the current balance is approx. £340 and the deposit account balance is £4000. The profit from the BBQ was approximately £500. He advised that it will shortly be time for discussions with PC regarding claims within the Concurrent Functions application to Canterbury City Council. As it had been decided not to purchase a container for storage, there should now be some funds for the kitchen floor to be renovated and to purchase a larger cooker.
Bookings’ clerk
GK reported that the all the regular users are continuing to hire the hall, in addition to a few “one-off” events. It was agreed that the current prices for the hiring of equipment should remain as now.
Parish Clerk
Property Administrator
DP said that he would endeavour to ensure that the renovation of the kitchen floor takes place at half term.
There is a need now to purchase the necessary cleaning items for the new dish washer. He will speak to MC regarding this. ACTION DP.

6. OTHER BUSINESS.
a) Harvest Teas. It was arranged that a meeting is to be held on Tuesday 6th October at MC’s house, starting at 7.30pm.

7. NEXT MEETING
Tuesday 2nd February 2010 starting 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. 12/08 Management Committee agreed to request Andrew Hewitt to proceed to charitable status. NF to draw up a draft deed for circulation to members. 2/09 Carried forward. 5/09 NF’s draft deed tabled for comment by members to DB and then debate at the next meeting.9/09 Carried forward.
2) 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.12/08 RL to speak with Mr. Osborne.2/09 Estimate to be received from Power Electrics.5/09. The estimate has not been received. DP will obtain one.9/09 DP to ask the electrician to install.
3) Replenishment of the kitchen floor.
4) Purchase of a larger cooker.
5) Updating of the Gents’ toilet plumbing.
6) Repainting of the shingles.

BOSSINGHAM VILLAGE HALL
MEETING HELD AT BVH TUESDAY 4TH AUGUST 2009.

Those present: Joan and Graeme Faber, Nigel Fisher, Dan Hamlin, Andy Nicholas, David Palmer and David Barlow.
The meeting was held to discuss the findings of AN who, at the previous management committee meeting had agreed to undertake a storage audit etc. of the hall. Clearly, all members of the management committee are responsible for the Health and Safety of users of the hall. AN considered that the two main problem areas are lack of storage space and the access to and from the storage area in the loft, which he feels is entirely unsafe and unsuitable. In addition, the contents of the loft make the area a very potential fire hazard, and the fire signage throughout the hall needs to be updated.
ACTIONS AGREED:

1) GF, JF and AN to consider further actions required regarding access to the loft area above the stage. 9/09 Carried forward.

2) AN to provide an undated plan regarding the siting of the fire extinguishers etc. 9/09 Carried forward.

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.12/08 Carried forward.2/09 Carried forward.5/09 Carried forward.9/09 No news. C/F

2) 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.12/08 Carried forward.
2/09 Carried forward.5/09 Nearly finished. Pre-School representatives advised.9/09 No news. C/F

3) DB to make enquiries concerning a Phonographic Performance Ltd licence.5/09 DB reported that the company issues licences and collects royalties due under copyright law when sound recordings are used in public on behalf of the companies producing the relevant records, tapes or CDs. This is in addition to the royalties collected by The Performing Rights Society Ltd on behalf of the composers of the music A PPL licence is ONLY required by hirers of the hall who organise non-charitable events for the public in which sound recordings are used, e.g., dancing classes, keep fit classes and social dancing clubs. Charitable village hall organised events and domestic events such as wedding receptions and birthday parties do not need a licence.
ACTION GK TO AMEND THE HIRING AGREEMENTS TO INCORPORATE THE ABOVE REQUIREMENT FOR NON-CHARITABLE PUBLIC EVENTS. ALL SUCH HIRERS MUST HAVE THE RESPONSIBILITY FOR OBTAINING LICENSES. 9/09 Carried forward.

4) PC and GF to obtain another container quotation from Andrew Hewitt. 9/09 Quotations had been obtained for the purchase and hiring of a container. However, bearing in mind that John Gray the Head Teacher at the school had reported at the recent Stelling Minnis Parish Council meeting that the move by the Pre-School to the school should be completed within 12 months, members decided that it will not be necessary to go ahead with the container, at least for the time being. ACTION DB TO WRITE TO THE PRE-SCHOOL ADVISING IT THAT AS THERE HAS BEEN NO REDUCTION IN THE STORAGE ITEMS AT THE HALL, THERE IS TO BE A CHARGE OF £5 PER WEEK FOR STORAGE UNLESS THERE IS A 50% REDUCTION OF THE ITEMS WITHIN THE NEXT 28 DAYS. MEMBERS ARE NOT PREPARED TO ALLOW THE PRESENT SITUATION TO CONTINUE INDEFINITELY.

5) GK to amend the hiring agreements in respect of the use of the waste bins by all users. 9/09 Carried forward.

6) DP to review the previous Fire Risk Assessment and to report back to the next meeting. 9/09 Carried Forward.

7) DP to speak to MC concerning cleaning items for the dish washer.

MINUTES OF BOSSINGHAM VILLAGE HALL
MANAGEMENT COMMITTEE
TUESDAY 26th MAY 2009
7.30pm BOSSINGHAM VILLAGE HALL

THOSE PRESENT:) Nigel Fisher (Chairman), Pam Chatfield (Parish Clerk), Dan Hamlin (Treasurer), Margaret Crouch, Graeme Faber, Andy Nicholas, David Palmer and David Barlow (Secretary). Also in attendance were Joan Faber and two members of the Pre-School Committee.

1. APOLOGIES were received from Gabrielle Kent.

2. THE MINUTES OF THE LAST MEETING were ratified and signed by the chairman.

OUTSTANDING ACTIONS
Please see updated italics on the List of Outstanding Actions.

REQUIREMENTS LIST
Please see the updated separate list.

Joan Faber asked if there was any way round the problem of The Village People having to pack everything away on the two evenings (Wednesdays and Thursdays) of the Shows held in the hall. The difficulty has been exacerbated by the fact that the new chairs are much heavier and cumbersome than the previous ones. In answer to a proposition, the two Pre-School representatives stated that the Pre-School could not cancel two days in the hall when the shows are taking place.
This situation will not occur again until April 2010 but highlights the general storage problems being experienced in the hall.
The following was agreed:-
a) A storage container needs to be purchased.
b) AN volunteered to undertake a storage audit of the hall. His subsequent report will incorporate some ideas as to the positioning of and access to the container.
c) DH will pursue the necessary planning application in due course.
d) PC and GF will contact Andrew Hewitt to obtain another quotation for the purchase of a container. ACTION PC AND GF.
e) Funding avenues will be discussed at a later date.
Members were aware of the Scouts’ current fund-raising for the extension of their hall and wondered if this, together with the Pre-School’s “space” requirements (currently being pursued in relation to a move to the Primary School) and the Village Hall’s storage problems could be discussed in a tripartite meeting. The Pre-School representatives will take this suggestion back to their committee for debate: they will advise DB of the outcome. If there is interest in this concept, the hall’s management committee will investigate the feasibility of a meeting between interested parties.

3. POSSIBLE CHARITABLE STATUS
NF tabled his draft Deed of Trust which members will consider and pass comments to DB.
ACTION ALL.
The subject will then be discussed further at the next meeting.
The following was agreed in respect of the Deed:-
a) As the various rectors of Upper Hardres Church have shown little or no interest in the hall’s Management Committee, the requirement that the rector be a member of the committee is to be deleted.
b) The named regular users of the hall in the Second Schedule were ratified.
c) In the event of the (new) charity being dissolved, the assets are to be returned to the previous (current) trustees.

4. ITEMS RAISED AT THE AGM
a) Waste Bins
It was agreed that in future all hirers of the hall can use the waste bins, subject to the green bags being used correctly.
ACTION GF TO AMEND THE HIRING AGREEMENTS.

b) Kitchen Refurbishment
DH reported that the grant application had been successful in the sum of £5000. Work is to be completed by April 2010. It will probably be undertaken during the summer holidays.
ACTION DP TO TAKE FORWARD IN LIAISON WITH THE PRE-SCHOOL AND AN.

c) Missing Tables
Three have been found in the Gents’ toilet!

d) Hiring Fees.
It was agreed to leave these as they are presently with a review to take place in 6 months’ time.
It was also agreed that a 10% discount be allowed on the overall bills for each group which hires the hall for over 25 sessions per annum.
ACTION GK PLEASE NOTE.

5. REPORTS.
Chairman: NF had nothing further to report.
Treasurer: DH reported that the current balance is approx. £500 and the deposit account balance is £3500.
Bookings’ clerk: GK had nothing to report other than the fact that there is a meeting at the hall on 10th June organised by ACRE: this is a learn-along evening starting at 6.30pm to assist village hall management committees. Members agreed to be present if possible.
Parish Clerk: PC had nothing further to report.
Property Administrator: DP had nothing further to report.

6. OTHER BUSINESS.
a) Committee ratified the agreement that its bank account be renamed as “Bossingham Village Hall Management Committee”.
b) MC will purchase a new kettle to replace the defunct one in the kitchen.
c) A meeting is to be held on Wednesday 3rd June at MC’s house to discuss requirements for the Bar BQ on Saturday 13th June.
ALL PLEASE NOTE.
d) DP will review the previous Fire Risk Assessment undertaken by Ray Lloyd.
ACTION DP.

7. NEXT MEETING
Thursday 10th September at 7.30pm.

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MINUTES OF BOSSINGHAM VILLAGE HALL
MANAGEMENT COMMITTEE
TUESDAY 17th FEBRUARY 2009
7.30pm BOSSINGHAM VILLAGE HALL

THOSE PRESENT:) Ray Lloyd (Chairman), Pam Chatfield (Parish Clerk), Dan Hamlin (Treasurer), Graeme Faber, David Palmer and David Barlow (Secretary).

1. APOLOGIES were received from Margaret Crouch, Nigel Fisher and Gabrielle Kent.

2. THE MINUTES OF THE LAST MEETING were ratified and signed by the chairman.

OUTSTANDING ACTIONS
Please see updated italics on the List of Outstanding Actions.

REQUIREMENTS LIST
Please see the updated separate list.

3. POSSIBLE CHARITABLE STATUS
In the absence of a draft deed, this item was carried forward to the next meeting.

4. HALLMARK LEVEL 2
DB tabled copies of the requirements for Level 2 attainment, and the unfilled boxes were discussed. Although the hall has achieved the majority of the requirements, there are some that still need to be covered: perhaps the most important being the clean and impervious floor covering in the kitchen.
With regard to specific needs, DH will investigate the Health and Safety policy and DB will make enquiries concerning a Phonographic Performance Ltd licence. ACTIONS DH AND DB.

5. REPORTS.
Chairman. RL had nothing further to report but advised that he will be resigning from the chair at the AGM in April.
Treasurer. DH tabled the audited accounts for the year ended 31.12.08. These showed an excess of income over expenditure of £832. The accounts will be presented to the public at the AGM.
DH reported that the current balance is approx. £450 and the deposit account balance is £2500.
Bookings’ clerk
Parish Clerk
PC reported that she had forwarded the Parish Council’s cheque to DH in respect of the concurrent functions expenditure. Members asked PC to convey their grateful thanks to the council for these monies.
Property Administrator
DP had nothing further to report.

6. OTHER BUSINESS.
a) Chalkfoot Visit.
The Riddle of the Sands is to be presented at the hall on Tuesday 3rd March.
DB will liaise with MC in respect of the artistes’ teas.
RL and DB will set out the chairs, meeting initially at 1pm.
PC will order and provide the interval refreshments.
DH will be “on the door” and sell programmes.
Ann Day will sell raffle tickets.
Members will provide raffle prizes.
DB advised that there is a real need to sell tickets if the hall is not to incur a loss on the fund-raising event.

b) AGM
The draft agenda forwarded with the agenda for this meeting was ratified.

c) Container
GF advised that there is now an urgent need to purchase a container to hold excess equipment etc, which is currently stored in various parts of the hall.
ACTION RL TO INVESTIGATE PRICES ETC.

7. NEXT MEETING
The AGM is to be held on Tuesday 21st April.
The next Management Committee meeting will be on Wednesday 27th MAY. 7.30pm at the hall.

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. 12/08 Management Committee agreed to request Andrew Hewitt to proceed to charitable status. NF to draw up a draft deed for circulation to members. 2/09 Carried forward.

2) 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.
12/08 There is a possibility that UHPC could obtain funds. 2/09 DP has obtained 3 estimates for the work, and handed these to PC who will endeavour to obtain grant monies.

3) 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.12/08 RL to speak with Mr. Osborne.2/09 Estimate to be received from Power Electrics.

LIST OF OUTSTANDING ACTIONS.

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MINUTES OF BOSSINGHAM VILLAGE HALL
MANAGEMENT COMMITTEE
TUESDAY 2nd DECEMBER 2008.
7.30pm BOSSINGHAM VILLAGE HALL

THOSE PRESENT:) Ray Lloyd (Chairman), Dan Hamlin (Treasurer), Gabrielle Kent (Bookings’ Clerk), Nigel Fisher, David Palmer and David Barlow (Secretary).

1. APOLOGIES were received from Janet Bushell, Margaret Crouch and Ann Day (Stelling Minnis Parish Council). Ray Lloyd welcomed Gabrielle Kent to her first meeting. Janie Lloyd was presented with some flowers and a vase, and was thanked for all her hard work while she was on the Committee.

2. THE MINUTES OF THE LAST MEETING were ratified. Dan Hamlin confirmed that he had submitted a claim to Pam Chatfield in respect of concurrent functions.

OUTSTANDING ACTIONS
Please see updated italics on the List of Outstanding Actions.

REQUIREMENTS LIST
Please see the updated separate list.

3. POSSIBLE CHARITABLE STATUS
The Committee considered the advice received from Petham and Lower Hardres Village Halls, and decided to proceed to charitable status for Bossingham Village Hall.
ACTION Nigel fisher to draft a suitable deed document for circulation to all members. After comments have been received, this will be passed to Andrew Hewitt for progression.

4. HALLMARK LEVEL 2
Members considered whether or not to proceed to this next level.
ACTION David Barlow partly to complete the application form, for further discussion at the next meeting.

5. REPORTS.
Chairman. Ray Lloyd had nothing further to report.
Treasurer. Dan Hamlin reported that the current balance is approx. £820 and the deposit account balance is £1300, after allowing for known commitments.
Bookings’ Clerk Gabrielle Kent advised that it is hoped to form a Mothers and Toddlers Group which would meet in the hall on one afternoon a week. Committee considered a suitable fee and this will be communicated to the mothers involved.
Parish Clerk was not in attendance.
Property Administrator David Palmer had nothing further to add.

6. OTHER BUSINESS.
1) DJB advised that The Chalkfoot Theatre is due to perform The Riddle of the Sands on Tuesday 3rd March 2009. Publicity requirements have been submitted and a contract signed. £225 or 80% of the monies raised, whichever is the larger, will have to be sent to Chalkfoot. It was agreed that a raffle should be held to increase funds.

2) The Bar B Q will held on Saturday 13th June 2009 and the Harvest Teas on Saturday 17th October 2009.

3) The Annual General Meeting is to be held on Tuesday 21st April 2009.

7. NEXT MEETING
Tuesday 17th February 2009 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. 12/08 Management Committee agreed to request Andrew Hewitt to proceed to charitable status. NF to draw up a draft deed for circulation to members.

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.12/08 Agreed that we would stay with the temporary licensing forms which Gabrielle Kent will now hold for hirers to use should they wish to. COMPLETE.

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.
12/08 There is a possibility that UHPC could obtain funds. DH has provided quotes to Pam C. for taking forward.

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.12/08 RL to speak with Mr. Osborne.

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.12/08 Carried forward.

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.12/08 To be undertaken asap.

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”.12/08 RL has spoken with Nick Osborne who has produced a quote for undertaking this work in future. (£470).No news from the pre-school.

4) 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.12/08 Carried forward.

5) DH to ask the cleaner for duplicate keys to the cupboards currently locked. 9/08 Carried forward.12/08 Carried forward.

6) 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.12/08 Pre-school advises that this is only moved out on a Monday and put back on a Friday!

7) NF to draft a deed document in relation to the hall moving to charitable status, for circulation to members.

8) DB partly to complete the application form for moving to Hallmark Level 2, for further discussion at the next meeting.

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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.

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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.

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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.

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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

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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

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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

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7th June 2006

MANAGEMENT COMMITTEE MEETING WEDNESDAY 7^TH 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 27^th June at 7.30pm.

David Barlow – Secretary

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FUND RAISING

Watch this space for 2010 events

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Revised and updated 23 May 2010

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