Minutes of the meeting on 15 January 2014
Present: Trevor Mills (Chair), Jim Lowe, Jane Lowe, David Watson, Dawn Dziurzynski, Steve Harding, Kevin Lobb, Alan Sutton, Tom Lloyd, Jo Birch, George Tilley and Shirley Tilley
1) Apologies: Alex Dziurzynski
2) Minutes of the Last Meeting 27th November 2013: Agreed and signed off.
3) Matters Arising:
a) The Inventory of Village Hall items kept outside of the Hall will be passed onto Dawn – Dave Watson still needs to ensure this will take place
b) Jane Lowe will also send a copy of the list of key holders to Dawn
c) Jane reminded the Minute Secretary to ensure that the draft minutes are circulated as soon as possible after the meeting to ensure that any necessary actions can take place. Dave Watson to ensure this is done
d) Jane Lowe stated that the lack of minutes meant that the planned Fun Raising Quiz Evening on Saturday 8 February had to be postponed until Saturday 15 March. Jane & Jim Lowe and the Entertainment Sub-Group will make arrangements for this event.
e) Jane Lowe will take charge of the arranging of the Budget Sub-Group Meeting which was arranged for Thursday 23 Jan 2014 at 7.30pm.
f) The Cleaners contract needs to be undertaken as soon as possible – Steve Harding will arrange this. The issue of the Cleaners pay & conditions will be considered at the Budget Sub-Group Meeting.
g) The issue of the rep for the Youth Farmers was clarified – Tom Lloyd will continue as the sole rep. Tom Lloyd will ask Sophie Grills is she wished to be a trustee in her own right.
4) Co-option of Trustee:
Jane Lowe has been in discussion with Paul Brown, who has expressed a wish to become a trustee. Jane Lowe nominated this co-option which was seconded by Shirley Tilley – All agreed to Paul Brown being co-opted as a Trustee. Jane Lowe will have further discussions with Paul Brown & to ask him to sign the Trustee Book, which she will ‘look after’.
a) Steve Harding responded to the email from Laura Odell, Chair of Buckland Brewer Under Fives and a further correspondence was passed to Jane Lowe.
6) Treasurers Report:
a)- Bi monthly bills are now being issued.
b)- The Performing Rights Society Licence has been paid – £135
c)- Kevin Lobb has contacted Allied Westminster for a quote for the Village Hall Insurance. The quote was for £414.38 for the same cover plus cash being held at Trustee’s homes. This compared to a quote from the previous supplier of £716.86.
d)- The new EON electric tariff has started & initial bills indicate a saving of at least 1/3.
e)- Jane Lowe had circulated an email in December regarding a donation towards the retirement of Fred & Barbara Babb. There had not been any objections raised & therefore a donation of £50 had been made from Village Hall Funds.
f)- A bill for £24.10 had been paid to Bridgemans for a gas bottle.
g)- There was an outstanding bill of £195.60 that had been received in December from Ray Hoyle, which Kevin needed authorisation to pay. Trevor Mills indicated that this was in relations to water coming into the Skittle Alley which had needed to be fixed. All agreed that Kevin Lobb should be authorised to pay this bill.
New Village Hall
f)- The Christmas Market profit was £811.09 which included a payment of £29 for leftover books from the Book Stall from a local bookseller.
g)- A Donation of £30 has been made towards the Children’s Hospice in respect of borrowing a marquee from Alana Smith & family.
Lloyds TSB – Current a/c – £1 468.74
Lloyds TSB – Deposit a/c – £2 907.89
New Village Hall – Lloyds Deposit a/c £34 499.64
7) Fund Raising & Future Events:
a)- The Women’s Institute Fundraising Event for the Village Hall involving Tony Beard will take place on Friday 11 April. This is being arranged by the Buckland Brewer WI.
b)- It was suggested that if any Trustees have any ideas for future events then for these to be passed onto Dawn or any other members of the Entertainment Sub-Group for discussion. The Entertainment Sub-Group will meet on Monday 10 February at 7pm at Dawn’s home.
c)- The Rosemoor Event will possibly take place on Friday 22 August. Suggestions of the entertainment will be discussed at the Entertainment Meeting.
d)- Another suggestion was for a Games Evening to be held as a Fundraising Event.
e)- The Fete Meetings will now be regularly held on the 4th Wednesday of the month starting in February to avoid any clashes with the Village Hall Meetings.
8) Signing of Hall User Contracts:
Dawn Dziurzynski informed the meeting that some affiliates have not signed the User Contracts – Parish Church, Skittles, Playing Field, Parish Council & School. These were given to various trustees to be passed to the relevant organisations for signing & return to Dawn.
9) Arrangements for Village Hall –Keys & Gas Bottle Monitoring:
a)- David Lloyd still holds the key for the Gas Bottle Cage – Jane Lowe will talk to David Lloyd regarding whether he is still willing to monitor the gas supply.
b)- Jane Lowe has collected the spare Village Hall key from Babb’s. It was felt that this key will not be passed to The Community Shop to hold.
c)- Arrangements for elections held in the Village Hall will be made with Torridge District Council prior to the event.
10) Any other Business:
a)- There was some discussions on the planned ‘Race Night’ planned in the Village Hall by the Playing Field Association. There are strict rules in place for such events because of the Gambling Laws and because of this additional paperwork was required to be completed by the Playing Field Association. Alan Sutton will deal with this issue.
Shirley Tilley expressed some dismay that this event that she originally suggested for the Village Hall, but not proceeded with due to the legal requirements, had now been put into action by the Playing Field Association.
b)- The Meeting was made aware of the Launch by Pearces of the Hillpark Development on Saturday 1 February at 10am at Atlantic Village, Bideford.
11) Update on New Parish Community Hall:
This report by Jane Lowe & following discussion was wide ranging & included agenda items on Trustees & Affiliate Organisations, Budget making & running of the present hall.
There have been ongoing discussions between Jane Lowe, Project Manager & Community Council of Devon regarding the Hallmark certification process & any application for the Big Lottery. As a result of this Jane felt that there needed to be fairly radical changes in the running of the present hall to show to the Big Lottery that we as Trustees have the skills and business ability to successfully run a Community Hall. There will need to be a change in the relationship between the Trustees & the present affiliate organisations. The forthcoming Budget Meeting will need to look at the level of hall charges and all costings to enable a sustainable budget to be put in place. That these changes will include the detailed plans for the new Community Hall and its running. That these changes will need to be in place for any chance of a suitable application for the Big Lottery.
Jane gave the Meeting 3 different options regarding the New Community Hall – To proceed with the Big Lottery Grant application; To look at alternative funding for the Hall or to abandon the project and to continue with the present hall.
After a lot of discussion all Trustees agreed to proceed with the Big Lottery Grant application.
Further discussions will take place in future Meetings. It was suggested that Trustees considered the Current Policies & Procedures and what needs to change or be adapted to improve them.
At some stage there will need for more detailed discussions with the affiliate organisations and the community, which could include future Open Meetings. Jane offered to attend meetings with Community organisations in the future to have this discussion.
The Budget Sub-Group will look at all costings & charges relating to the present hall.
There will be ongoing discussions by Jane Lowe with the Community Council of Devon regarding the Hallmark process. Jane will also begin to have discussions with the architect regarding possible simplication of the Community Hall design.
The Meeting finished at 10.25pm
DATE OF NEXT MEETING – Wednesday 19 February 2014 at 8pm