(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.
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.
MINUTES OF MANAGEMENT COMMITTEE MEETING
LATEST FIRST
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MINUTES OF BOSSINGHAM VILLAGE HALL
MANAGEMENT COMMITTEE TUESDAY
22nd MARCH 2011.
7.30 pm BOSSINGHAM VILLAGE HALL
THOSE PRESENT: Nigel Fisher (Chairman), Janice Rosen (Bookings’ Clerk), Dan
Hamlin (Treasurer), Graeme Faber, David Palmer and David Barlow (Secretary).
1. APOLOGIES were received from Clare Hamilton (Parish Clerk). David Palmer’s
resignation as Property Caretaker was noted, and David was thanked for all his
work.
GF advised that he would be happy to assist with the Caretaker’s
responsibilities.
NF stated that he is not prepared to continue as chairman without additional
members of the Management Committee. (There have been no volunteers despite
numerous requests).
ACTION JR to raise this issue with the Parish Council as it will be the
Council’s responsibility to manage the hall as trustee if the Management
Committee is not willing to continue.
2. THE MINUTES OF THE LAST MEETING were ratified, initialled 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. CHARITABLE STATUS NF confirmed that a letter had been received within which
Stelling Minnis Parish Council had relinquished its responsibilities as
co-trustee of Bossingham Village Hall. He needs further information before he is
able to submit the application form to the Charity Commissioners.
4. HALLMARK STATUS 1. DB repeated that this status had been confirmed and the
inspector’s comments were considered. Some actions were agreed in respect of
these and the comments will be discussed further at the next full committee
meeting.
ACTION JR to amend the hiring forms to state that it is the users’
responsibility to ensure that they have taken out Public Liability insurance to
cover their activities within and around the hall.
5. REPORTS.
Chairman. NF stated that the front door lock should be changed after Easter.
ACTION.
Treasurer. DH advised that there is £1800 on current account and £7000 on
deposit, including £6k unrestricted reserve. The draft accounts for the period
ended 31.12.10 were tabled, approved and signed for presentation at the AGM in
May.
He stated that for insurance purposes an electrical test on the hall’s
“hard-wiring” and a “rebuild” survey are required every 5 years. The inspection
for the test has been completed, with the work to be undertaken shortly.
ACTION NF to arrange for the survey to be undertaken.
Bookings’ clerk. JR reported that Littlebourne Scouts had postponed their
planned visit to the hall. The payment made will be held for their next visit.
She stated that the Pre-School had booked the hall up to and including 8th
April.
ACTION JR to email the Pre-School to advise that it is expected that all the
Pre-School’s equipment will be taken from the hall by 8th April. If this is not
possible, a daily storing charge will be implemented.
Property Caretaker DP reported that the water heater in the Gents’ toilet has
been replaced.
Parish Clerk. CH had reported that nothing is likely to heard from the City
Council regarding Concurrent Functions until April.
A new Sports and Leisure “working committee” has been formed and has met with
the two Parish Council chairmen. Charitable Status will be applied for. The new
committee agreed to work towards installing a multi-use sports court first as
this is what planning consent is in place for, and it meets several of the top
requirements from the village questionnaire.
6. OTHER BUSINESS.
a) AGM. Amendments were agreed in respect of the agenda for the meeting on
Monday 16th May.
b) Chalkfoot visit 8.3.11. DH reported that £217 had been raised as a result of
this visit.
7. THE NEXT COMMITTEE MEETING is to be held on Tuesday 31st May primarily to
discuss the Bar BQ planned for Saturday 11th June.
LIST OF REQUIREMENTS.
1) Painting of the exterior guttering. Jan. 2011 Awaiting confirmation of
funding. March carried forward.
2) Replacement of the exterior timber adjacent to the guttering. January 2011
Awaiting confirmation of funding. March carried forward.
3) Develop dedicated web site. January 2011 NF to speak to Dominic to
investigate possibilities .March. NF has spoken to Dominic who is busy
currently. Leave for 3 months.
4) Lopping of the large tree in the field adjacent to the hall. January 2011 GF
to speak to a tree surgeon regarding all the trees. March To be undertaken
shortly.
5) Renovation of the hall floor (after Pre-school has left). March carried
forward.
6) Installation of emergency pull-chord in the toilet for disabled. March DP to
contact an electrician.
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.
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 2/10
To be held in abeyance for 12 months. March 2011 to be dropped.
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/F2/10 C/F for when the weather improves.5/10 GF is
hopeful of completing this work shortly.9/10 GF has nearly completed this work:
he is just waiting for an electrician to finalise matters .January 2011to be
completed 19.1.11. March COMPLETE.
3) DP to review the previous Fire Risk Assessment and to report back to the next
meeting. 9/09 Carried Forward.2/10 Taken on by AN. C/F 5/10 Not yet completed.
c/f 9/10 Carried forward. January 2011 NF to speak to Clare Butcher. March Clare
has said that she will help with this.
MINUTES OF BOSSINGHAM VILLAGE HALL
MANAGEMENT COMMITTEE TUESDAY 18TH JANUARY 2011.
7.30 pm BOSSINGHAM VILLAGE HALL
THOSE PRESENT: Nigel Fisher (Chairman), Janice Rosen (Bookings’ Clerk), Clare Hamilton (Parish Clerk), Dan Hamlin (Treasurer), Graeme Faber, David Palmer and David Barlow (Secretary). Jenny Bradbury (ACRK) and Andy Lingwood (Upper Hardres Parish Council) were also present.
1. APOLOGIES were received from Ann Day (Stelling Minnis Parish Council). Jenny and Andy were welcomed; also Clare Hamilton to her first meeting. Thanks were recorded to Pam Chatfield for all her work on the committee over the last 10 years.
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. CHARITABLE STATUS NF recapped the status of the trust deed. Jenny Bradbury advised that there should now be Custodian Trustees (the Parish Council) and Managing Trustees (the Management Committee) and stated that all that is needed is to have the current deed amended and registered by the Charity Commissioners. After due discussion, Committee agreed to the following amendments:-
a) to change the name of the Custodian Trustees (as there is no longer a Stelling and Stelling Minnis Combined Parish Meeting). This should now be just Upper Hardres Parish Council.
b) to delete (Section 2 of The Second Schedule) the need for the Rector of Upper Hardres Church to be a permanent member of the Management Committee (Managing Trustees).
c) to amend Section 2 of The Second Schedule by deleting “in the month of October” and replacing it with “within 6 months of the end of the Hall’s financial year”.
Committee also agreed to apply for registration of Charitable status, using the current Conveyance and Trust Deed (22.3.48).
NF will complete the registration form in draft and circulate it for comment/agreement.
At this point, Andy and Jenny were thanked for their input and they left the meeting.
4. HALLMARK STATUS 1. The requirements for renewal of this status were considered. The inspection is to take place on Wednesday 19th January.
5. REPORTS.
Chairman. NF reported that some lights were being left on by some users. Pre-school were advised of this and JR will contact The Church in the Hall to remind members.
Treasurer. DH advised that there is £1200 on current account and £7000 on deposit, including £6k unrestricted reserve. He reported that the hall is currently making a small profit each year on rentals. However, we are also reliant on concurrent monies received from the Parish Council to cover maintenance expenses. He recommended that the rental fees be kept at their present level. Committee agreed.
Bookings’ clerk. JR reported that the Pre-school has booked the hall until 8th April. It now wishes to hire the hall until 3.30pm with effect from the February half-term. Committee agreed to this request, subject to the hall not being available from the 5th to the 8th April inclusive as it is needed by The Village People on these dates. The cost is to be an extra £12.50 per day. (Note: this decision was communicated to the pre-school after the meeting who will advise the Committee if it wishes to go ahead on these terms).
JR advised that she has received completed annual hire agreements from the Gardeners, the Church in the Hall, the Youth Club and The Village People. The Keep Fit Club and the Rainbows have not yet returned their forms.
Committee agreed that the deposit cheques currently held by JR can be destroyed as there has been no further damage to the hall.
Property Caretaker
DP reported that SICO had not met its agreed time for servicing the stage sections. It has now been booked for 28th January at 1.30pm.
He has received quotes for completion of repairs to the toilets and for painting of the exterior gutters; we are awaiting funding agreement.
6. OTHER BUSINESS.
a) A container for the pre-school is no longer required.
b) Dates for the 2011 BarBQ and Harvest Teas were set at Saturday 11th June and Saturday 8th October.
c) Chalkfoot Theatre visit on 8th March 2011. DB reported that he had signed and returned the contract in respect of the play “Queen Elizabeth’s Elephant”. Publicity documentation had been received. Tickets are to be sold at the shop, and DB will also hold some. NF will arrange to buy and sell soft drinks, crisps etc. Ann Day has agreed to sell raffle tickets. Committee members were asked to provide raffle prizes. Members will meet at the hall at 6pm.
d) The AGM was set for Monday 16th May.
7. THE NEXT MEETING is to be held on Tuesday 22nd March.
MINUTES OF THE ANNUAL GENERAL MEETING
THURSDAY 15TH 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 12th June) and Harvest Teas (Saturday 16th 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 31st 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 6th 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 4th 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.
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.
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 THURSDAY 9th
SEPTEMBER 2010.
7.30 pm BOSSINGHAM VILLAGE HALL
THOSE PRESENT: Nigel Fisher (Chairman), Janice Rosen (Bookings’ Clerk), Pam
Chatfield (Parish Clerk), David Palmer and David Barlow (Secretary).
1. APOLOGIES were received from Dan Hamlin and Graeme Faber.
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
REQUIREMENTS LIST
Please see the updated separate list.
3. CHARITABLE STATUS
NF reported that he had updated the draft application for registration forms. He
is not sure that the land has been registered at the Land Registry. There is now
a need for a meeting with the Parish Council: DB will propose Monday 20th
September at the Council’s next meeting. There will also be a need to involve a
solicitor in the near future (David Hall?).
4. HALLMARK STATUS 2
The checklist for an application to be upgraded was discussed and updated. It is
hoped to complete this at the next meeting.
Committee agreed that the annual regular hirers of the hall have permission to
leave non-inflammable equipment in the hall at their own risk.
5. REPORTS.
Chairman. DH had nothing further to report.
Treasurer. DH advised that there is £580 on current account and £7000 on
deposit, including £6k reserve.
Bookings’ clerk. JR reported that.bookings are picking up. Unfortunately, one or
two requests have had to be declined because of previous bookings on the same
day. With the Pre-school leaving at the end of the year, we shall soon be able
to advertise the availability of the hall during weekdays.
Parish Clerk. PC stated that the concurrent functions’ requirements need to be
with Canterbury City Council by September 24th. ACTION DP TO ADVISE DH
ACCORDINGLY.
PC advised that the current arrangements regarding gardening around the hall
have proved to be unsatisfactory. The Parish Council has suggested that one
contractor be employed to care for all the grounds, except the main mowing.
Committee agreed to pay for this work on the basis that the amount can be
reimbursed via concurrent functions.
Property Caretaker DP reported that the work in the gents toilets had been
completed.
6. OTHER BUSINESS.
a) BBQ .It was suggested that there is a need to add “events” to next year’s Bar
BQ, e.g., a dog show. Also, that the field at the back of the hall be utilised
as this may be a much warmer venue, bearing in mind the large tree shadows in
the field to the side of the hall. Lopping of the tree will be added to the
Requirements List.
b) The meeting to arrange the Harvest Teas is to take place on Wednesday 6th
October, hopefully at Margaret Crouch’s house. This will start at 7.30pm.
c) NF recommended that a dedicated web site for the hall be developed. This will
be added to the Requirements List.
7 NEXT MEETING
Monday 6th December at 7.30pm.
LIST OF REQUIREMENTS.
1) Updating of the Gents’ toilet plumbing.2/10 Carried forward. DP to progress.
5/10 DP has received a quotation from Nigel Phillips in the sum of £894
including VAT for all the work required. This was approved by Committee. DP will
ensure work is undertaken asap. He advised that the Ladies toilet taps did not
require repair!9/10 COMPLETE.
2) Painting of the exterior guttering.
3) Replacement of the exterior timber adjacent to the guttering.
4) Develop dedicated web site.
5) Lopping of the large tree in the field adjacent to the hall.
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.
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.
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.
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.2/09 To be undertaken shortly. A
maintenance record is to be established
3) 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.
4) DH to ask the cleaner for duplicate keys to the cupboards currently locked.
9/08 Carried forward.12/08 Carried forward. 2/09 Carried forward.
5) NF to draft a deed document in relation to the hall moving to charitable
status, for circulation to members.
2/09 Carried forward.
6) DH to investigate the situation regarding a Health and Safety policy.
7) DB to make enquiries concerning a Phonographic Performance Ltd licence.
8) RL to investigate prices etc regarding the purchase of a container.
9) DB to place Hallmark Level 2 on the agenda in say August/Sept.
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.
Watch this space for 2011 events
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