Village hall

Village Hall Committee Minutes 19 March 2014

Minutes of the Buckland Brewer Village Hall Committee Meeting 19th March 2014 at 7.45 p.m.
Present: Trevor Mills (Chair), Jane Lowe(minute taker for this meeting), Jim Lowe, George and Shirley Tilley, David Watson, Dawn Dziurzynski, Steve Harding,  Jo Birch, Alan Sutton, Alex Dziurzynski, Barbara Babb, Tom Lloyd, guest speaker  Martin Rich, Project Development Officer ,Community Council of Devon(CCD)

The agenda was rearranged at the meeting to accommodate Martin Rich, the agenda numbers may not match fully minutes, meeting conducted in this order:-

Apologies:   Kevin Lobb
Presentation by Martin Rich. Contents circulated separately, key points being actions required of this committee to ensure acquisition of funding to progress to new hall build as follows:-
Reinforcement of last Octobers presentation by Jane (Project Liaison Officer), advising of the input required to submit an application
The requirement for the internal appointed project manager to be able to separate from the day to day management of the hall and its related business
The indispensable value of Hallmark accreditation, at least Stages 1 & 2
Need to maintain absolute financial sustainability of the existing business including all local users covering running costs in full and no “free rides”.
Despite the apparent Hallmark requirement of only 70% of non-mandatory tasks, this was a “red herring” as everything should be completed unless it was simply not applicable to the premises.

Alex asked, once the business rigour had been achieved, what track record needed to be established before funders would consider applications – Martin indicated that a likely view would be that funders would accept any lessons had been learned and that we would as a consequence continue to do things to right way, thus applications then need not be further delayed. Shirley queried whether funders wanted to see a development started before they would help financially – Martin suggested this was not his experience but Project Liaison Officer informed Martin that 4 applications submitted last summer had all been rejected for this reason. She also reminded Martin that we did not yet own the land. Martin reminded of the risk of the S106 inasmuch as the developer could at some stage sell on the development prior to completion, thus nullifying the S106. This is not likely but must be accepted as a risk. Jane asked what notice would be needed for Hallmark exam/test –  August is an acceptable proposal, 6-8 weeks notice, for “cost effectiveness” for examiner both HM 1 & 2 to be taken together. Marginal failures, if they can be evidenced by a subsequently provided letter/certificate/invoice for work done, can be resolved by correspondence with CCD. Larger failures will require a “re-sit”  but Hallmark Champions are available to offer support prior to taking the tests – more info available from  CCD.
Hallmark report delivered by Steve H. Notes already circulated to all trustees & retained for the record – key additional points:-
Jane confirmed that whilst the named documents had not previously been circulated to trustees, she had taken guidance from Martin Rich’s presentation in 2012 and had advised updated all new trustees regarding their responsibilities and an overview of issues and developments. All trustees had been circulated with a document advising what was required of them after Martin’s visit in 2012(confirmed within the trustee signature book).
Trevor is carrying out an electrical consultation regards heating improvement to comply with Hallmark standards and expressed concerns regards heating left running-timers may be needed if meter is dispensed with (deemed desirable)and all heating is run from direct source(cost to be factored into pricing structure). ACTION Trevor to speak to heating specialists and report back in full with recommendations by next meeting.
White board reports a requirement to store rubbish outside ACTION Alex to lend a green wheelie bin to protect black waste sacks placed outside pending collection, to observe hygiene requirements. Nicky to be asked to buy better quality bags.
Full review & design of rigour for bookings from initial hire to admission of customer into Hall – 31st March with Booking Secretary.
Treasurer to be invited to a future meeting to ensure completeness of financial processes – required Internet access mandate to be with Treasurer by end of week.

Following actions proposed Jim (for Hallmark team), seconded Shirley, agreed unan.
Expenditure for curtain cleaning (incl .fire retardant) ACTION Jim
Adoption of policies regards Public & Community, Health & Safety (subject to one minor amendment),Trustees responsibilities/What is a Quorum initial draft proposal( with revisions & additions)
Resignation of Minutes Secretary. David is unable tocarry out these duties because of other personal obligations – Chair thanks him for his help since his election last November. Steve offered to take over – proposed Dawn D, seconded Barbara B. No other nominations, elected unan. Steve advised that he would be absent for a future meeting – assurance given that either Jane or Dawn could always sit in on a temporary basis.
Minutes of last meeting – since e-circulation this morning there had been a need to make significant additions & an amendment. David had brought a revised paper copy for each trustee – scanned copy circulated with these minutes. Alex suggested best means of ratification was by e-mail provided that this was done within next few days – ACTION ALL TRUSTEES to review and inform to new Minutes secretary (Steve Harding) if they had any further amendments to make. Non reply by 26th March will indicate agreement that revised minutes are in order.
Matters Arising – ladies toilet mechanism repaired by Andy Dennis (local plumber);outside door has been repaired & is now easily locked; David Lloyd has agreed to continue to monitor gas supply; Zumba issue has been managed by Dawn without need for correspondence; Trevor has passed Ray Hoyle’s bill (leaking roof in storms)tonight to Treasurer; Hallmark sub-committee now set up (Chair Jim) & functional, reporting into Project Liaison officer and this committee; proposed Big Breakfast – Shirley (supported by other committee members) expressed frustration that the date set & booked for 27th April & agreed (by concensus on 19th Feb) & so advertised,  had been compromised by a very late booking for a slightly earlier identical function from another organisation. She explained that some years ago there had been an agreement that co-ordination between organisations would prevent this type of thing happening and much support from within committee was offered for re-instatement/observance of this practice. Young Farmers have “one in mind”, no date set – ACTION Tom to ensure that this is fed back to YFA to ensure no future conflicts. Village hall Big Breakfast re-arranged for Sun 8th June ACTION Jane to ensure advertising is managed.
Correspondence:

Non-domestic rates Torridge District Council set as NIL for coming year.
Treasurers Report: (delivered by Jane Lowe in absence of treasurer)
Bi-monthly bills now issued;
SWWA £39.24 paid;
Whilst annual electric bill has decreased the usage had increased and must be factored into future pricing (refer to finance sub-committee recommendations & item 3 above) viz.:12/13 usage 5255KWh £1057.90, 13/14 usage 5348 KWh £861.93
Lloyds Bank will issue a payment for £400 on Matched Fund scheme for Treasurers time.
Plumber paid – see Matters Arising – £66.80
Mindbender Quiz raised net £194.50 (after payment for hall hire as agreed).
Savings account is earning 0.05%- consider re-investment. Principality is not accepting new customers at present – other offerings appear high risk. Agreed all that watching brief whilst economic upturn develops & Bank of England moves to increase interest rates – no action yet.
Balances –

Lloyds TSB

Current a/c – £1,719.78                Deposit a/c £2,908.13             New Village Hall £34,688.65

Total £39,316.56

Caveat from Jane reminding trustees of shortfall in projected budget and possible erosion of reserves (deposit account) unless footfall/income is somehow increased – acknowledged by committee.

Organisations – reminded that if they need to cancel this must be to Bookings secretary and 24 hours notice must be given

Finance sub-committee report

i)New hourly rate re-considered – proposed Jane revise scoped £12 per hour to be reduced to £10 per hour, seconded George, agreed unan. To be effective subject to next Hallmark committee meeting when method for implementation will be devised.  Info shared with Chapel by historic arrangement. Barbara queried whether Church was involved in this pricing agreement – nothing known ACTION Dave will speak to PCC when they next meet & report back with a view to liaison & agreement.

ii) Should we limit use of urn to larger events only + a charge (uses a lot of electricity), very few further options of cost-cutting available if we are not to reduce hall to an unappealing proposition. Agreed that whilst kitchen water heater remains inefficient we may inadvertently breach hygiene regulations (urn is used to heat washing up water) – defer for discussion/resolution by Hallmark committee & Trevors research (Item 3)

iii) Cost of hire of crocks tables etc to remain the same subject to review but must be enforced & respected by all – failure to maximise ability to raise income may place entire future of hall at risk – we are fighting for financial survival (see also Item 2).These items remain in Trust and must be accessed only by agreed process – no individual has a right to remove items without prior booking & agreed payment.

iv) Premises & key control is the key to price enforcement. This sub-committee will work closely with Hallmark to develop a policy & process that will protect the Trust & ensure Hallmark certification. Next meeting is May 1st.
Upkeep & ongoing work on existing Hall – much discussed & resolved under Items 3 & 6.In addition, debate around storage and the need to have all items on hall inventory under central control so that it can be monitored & hired out. Trevor suggests p.a. can be placed in specially built cupboard in the  ladies’ toilet. Agreed as W.I.P. to be resolved at May meeting.
Fund Raising events
Thanks delivered to Jim & Jane plus supporting helpers for Quiz.
Tony Beard night 11th April report by Dawn (liaising with W.I.). W.I. will provide hot supper (eating before entertainment, 7 for 7.30).Tickets £10 p.h. Staging required –  stored in school, event during school holidays so access to be resolved. Gus (David Blight) has agreed to run bar, Jane to be licensee (therefore must attend event) – agreed all £21 may be paid for Temporary Events Notice ACTION Jane – this will be added to the annual tally of licenses(18 permitted each calendar year, each individual licensee has an allowance of 6).Large advertising boards requested – agreed Trevor ACTION Dawn to sort details with Brenda. ACTION ALL TRUSTEES Manpower required 4 p.m. set up. & onward to clear up afterwards. Support of event (buy a ticket) requested. Agreed that Village Hall cash may be used for fee payment (£150) plus provision of float for door & raffle.

Next meeting to be at Alex’s on Monday 24th 7 p.m. – more trustees/support needed and welcomed.
New Hall Update – from Project Liaison Officer(Jane)

Advised that ongoing work with Hallmark, finance sub-committee & especially liaison with community at large indicates that there is no business case for making application to Big Lottery. Requested help has not been forthcoming despite a number of direct approaches, commitment not truly evidenced, and organisations and individuals appear to have ( understandably) placed their own interests & needs ( a number of examples given) in priority to “walking the extra mile” & making necessary sacrifices & compromises that demonstrate a collective wider view that a new hall is regarded as the most important community project. There is also inadequate footfall to justify a build of the size aspired to (operations such as hoped for “blood bank” have been reduced during recession). The fear remains that the magnitude of the application and what it involves has not still possibly been recognised and that there is a collective hope that “someone else” will do the work of what needs to be a significantly sized team of professionals – this is not a single-handed task nor a simple form filling exercise – see Item 2. Project Liaison Officer has also, despite agreement with committee last year, not yet been able to separate from the day to day management of the business & take a back seat in fund-raising events although it is accepted that it is essential to have the present business situation (Finance & Hallmark sub-committees) in order to define how the future may evolve. Options offered for way forward and indication that choices must be made before autumn when Pearce plans to leave site.

Barbara advised that this needed to be discussed in the round and that committee should come with an open mind to debate next steps. Agreed by all that next meeting should be dedicated to decision making and that other matters may need to be deferred to May, dependent upon time availability.

 

AOB:

Official welcome to Barbara from Dawn.

Alex suggested a “positive spin” on kit hire rigour – agreed all – ACTION Jane to advertise hall kit for hire in a positive manner.

Trevor advised all present that the staging (Item 11 & Hallmark) belongs to him (in a business relationship with RHS Rosemoor) – he is happy for it to remain stored in the school, and that the school is aware that it should remain at the disposal of the village hall subject to suitable notice of access being given .
DATES OF NEXT MEETINGS –

Wednesday 16th April, Wednesday 21st May. The meeting closed at 10.20   p.m.

Signed……………………………………………                   Date………………………..

Village Hall Committee Minutes 15 January 2014

Buckland Brewer Village Hall Committee:  Minutes of the meeting on 15th 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

Apologies: Alex Dziurzynski
Minutes of the Last Meeting 27th November 2013: Agreed and signed off.
Matters Arising:
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
Jane Lowe will also send a copy of the list of key holders to Dawn
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
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.
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.
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.
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.
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’.
Correspondence: Steve Harding responded to the email from Laura Odell, Chair of Buckland Brewer Under Fives and a further correspondence was passed to Jane Lowe.
Treasurers Report:

Existing Hall

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.

Balances –

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

Total £38,876.27
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 possible 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.
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.
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.
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.
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 Signed……………………………………………                   Date………………………..
 

New Community Hall Development: Update on Progress

The following report was presented by Jane Lowe to Buckland Brewer Parish Council on 14th May 2014, to update the Council on progress.  The report is Appendix 1 to the draft minutes of the Parish Council meeting.

At the end of 2013 I advised Parish Council that Village Hall Committee intended to apply for Big Lottery funding to the extent of appx. £0.5M. In order to do this a number of tasks needed to be addressed before an application could even be considered.

1) Ongoing communications with the public starting with my attendance at meetings with talks to associations affiliated to Village Hall. Where I have been able to secure an invitation to present to associations (I have managed only 3 with a further one cancelling at fairly last minute) the response has been lukewarm. I have not experienced any intimation that anyone who is not already involved from within these associations, or the wider public, has any appetite to get seriously involved, and support and help the committee build a new hall.

2) Financial health – we have successfully formed a finance sub-committee (accountable to the full committee) which consists of our secretary, the retired Head of Finance for TDC, our treasurer, a practicing branch bank manager, our bookings secretary who knows the booking and payment habits of users, led by me, a retired bank manager of 33 years’ experience and qualification in internal audit, project management & operational and credit risk. The task was to ensure the practice of annual budget and cash flow projection is carried out formally, ensuring that income covers outgoings with a little left in reserves. This is a mandatory function for this Trust, as with many, and must continue on a formal basis for the duration of the Trust.

After only one meeting of the sub-committee it became evident that not only has no money been placed to reserves for many years, but that no user is currently covering the basic cost of running the hall- effectively the village hall subsidizes all its users, thus eroding existing reserves, and this cannot continue. People may ask how this has come about. There are compound reasons but one key factor is over recent years we have seen an aggressive rise in costs of electricity and water. To remedy, our treasurer will continue to shop around for the best deal on power but water price is not negotiable, and is probably the greatest used commodity. A price rise of 11.4% is to be effected from September which will account for Cost Price Index compounded since the charges were last reviewed in 2008, but at this stage we cannot reasonably impose the full increase required (55%) to break even. Other measures will include ensuring that everyone pays, which may not always have been happening in the way advised and guided as essential for survival   by our advisory body, Community Council of Devon, with greater controls being placed over fixtures and fittings. The age of the hall, its poor condition and the winter storms have led to a significantly increased spend on repairs. In addition it is clear that the hall is under- used to the point of causing us concern. We have been advised by Community Council of Devon, and Hallmark (the national hall benchmark) champions, broadcasting on Radio Devon recently, that a village hall is closing every month owing mainly to lack of use, and we are at this stage very keen to ensure we do not become one of that number. The finance sub-committee has further remedies yet to pass by the full committee intended to stabilize the finances further, although increase in use remains critical to the success of any venture.

3) Hallmark – a National Qualification in 3 parts which proves the trustees competent to run a hall and that the premises are being maintained to an acceptable standard. Clearly there are some areas where we can never meet the grade with the present building, but it is important to stress that many hours from a number of trustees every week since January have gone into ensuring standards will be satisfactory. At this stage we are cautiously confident that we will be ready to undertake an examination for Parts 1 & 2 in August (when the hall will not be occupied during the day).This standard must then be maintained – no slippage allowed, certification is renewed every 3 years. The Hallmark exam itself costs nothing but we have had to spend some cash from reserves, and also completely review and revise our ways of doing things in order to comply. If you hear that we have changed, it is true – we have, as we have to demonstrate we run our hall to a nationally accepted standard, and this means being businesslike.

Where we are now – it is clear to the trustees that as 2 of the 3 above categories stand, we do not have what is needed to consider an application for Big Lottery Funding at this time. HOWEVER, we have come a long way in 5 months, and we have planning permission to build. We know the shelf life of the current hall is reaching an end – regardless of what is done to it, it cannot affordably survive many more seasons and even if it were sensible to effect improvements, we would have to close and lose revenue for a considerable time to allow a refit which may only last for a year or two. We also know that Pearce is making good progress towards fulfilling the conditions of the S106.

You may recollect that during the tender process of 2013 Pearce was not a preferred supplier to build the new hall with the tender being far too expensive. In recent weeks Pearce has made an approach to us suggesting that they would like to deliver value in kind (we understand there are a number of reasons why this could be useful to Pearce, but we too can benefit from this).As a committee we have recognized that what would work for us is to negotiate with them in terms of a full hall build for value in kind as part of a sum which we believe we can reasonably afford. That sum will include the value of the £325k within the S106 but is much less ambitious than previously considered. A part build to be completed later, as initially suggested by Pearce, would possibly become an uncompleted eyesore or a white elephant which we would seek to avoid. We also genuinely believe that a new hall, priced reasonably, will generate increased footfall and regenerate the fortunes of the hall. We are cautiously optimistic that despite our current financial trading situation, because we have stemmed the rot and shall have a Hallmark qualification, which is vital these days to show to any funder regardless of size of sum requested, we can secure smaller sums to make up the shortfall, inclusive of a very generous donation from a wind turbine. This will allow us to replace the existing hall with a complete operational building smaller than the design already approved, but working within the confines of the existing planning permission. If successful, the community would be able to develop the build to full size as needed over a number of years, should they need & desire. Those negotiations are ongoing between village hall, our agents & architect, and Pearce, and at present whilst talks are very much alive, Village Hall is unable to comment further. We will advise you of an outcome as soon as we are able, so may I suggest that you disregard rumours or any other source of information on this matter as it is not positioned to be accurate.

What will impact Parish Council, and I am to request your help and support please, is that I have identified that should Pearce deliver in kind, they could become at risk within the legal confines of the S106 as it speaks only of payment of hard cash (a legal loophole could create a future request for them to pay cash even though they have already settled in kind).Clearly if this is recognized, which it will be, and we don’t address it proactively, it could inhibit our future relationship with Pearce.  I have taken legal advice from Torridge District Council (TDC), who initiated the S106, and they confirm that a Deed of Variation to the S106 would be required should we consider pursuing this route. TDC have already stated that they would be completely willing to enter into this amendment. All parties to the S106 would need to be equally willing, the only change being that the document would need to speak of Pearce delivering to Parish Council (with Village Hall becoming ultimate beneficiaries as before) either the sum of £325k OR the value in kind of £325k, and thus no negative impact to any of the parties to the original Deed. I am hopeful that Parish Council may find this of some appeal as it would potentially prevent the need for an audit fee incurred by the transition through its bank account of the S106 funds. If the Deed becomes necessary, i.e. we are able to secure a deal with Pearce, I would see this as my role to secure the paperwork and Village Halls responsibility to ensure that it is paid for. Should the need arise I am sure it will be possible to have this requirement reiterated in writing from within TDC.

Please may I have your consideration of this and advise me as soon as you are able?

 

Village Hall Committee minutes 15 January 2014

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’.

5) Correspondence:

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:

Existing Hall

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.

Balances

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

Total £38,876.27

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

Signed…………………………………………… Date………………………..

 

 

 

Update on the new village hall

For the sake of clarity, please will all readers note that this is in the format of a progress diary which shows achievements and developments over the last 18 months –

THE STORY SO FAR:-

It is important to recognise that there is no value identified, either to the community or financially, in “doing up” the existing hall, which is on its “last legs”, for the following reasons:

• The space available prevents ever being able to comply with various elements of now mandatory legislation e.g. disability requirements.

• There is no parking available and never can be – this is a basic requirement of community halls.

• There is no storage space nor ever will be – currently trustees are storing hall equipment in their own homes – this causes major inconvenience both to the users and trustees.

• The hall is sited on a corner which is arguably dangerous and certainly very undesirable where children and older people are involved.

• The hall & floor have no foundations – any improvement would need to address this as a basic and there is no business case to apply for funding to cover the cost of making the hall fit for purpose for 21st century compliance.

• Were it possible to raise funds for the extent of improvement required to carry them out and implement them (effectively a re-build, discounting any inconvenience to residents close by),would put the hall out of use for many months thus disabling users. Trustees are bound by their governing body (Charity Commission) to ensure a usable hall for all on an ongoing basis to the best of their ability.

2012

SUMMER –Full membership of Community Council of Devon (CCD) taken –CCD is the body which advises & facilitates all matters community

SUMMER – clarity sought by 2 trustees (BBVH committee members) from BBVH lawyers regarding Trust Deed & Trustees responsibilities & duties.

SEPTEMBER – presentation from CCD to trustees emphasising advice from lawyers & offering practical guidance on trustees’ individual & collective duties & extent of personal liability.

SEPTEMBER – receipt of long outstanding invoice from Nigel Gale ,architect, prompts invitation to Nigel to engage with trustees/committee by way of presentation in the same month. Nigel outlines 3 options to build –preferred option identified by committee (Design & Build).

OCTOBER – surveyors Gates specialise in Design & Build contract work – invited to present to BBVH committee with more detail – they offer their services at the end of the presentation, during which they also advise on current legislation re Health & Safety & liabilities on site. Lyn Brookes, specialist in this area, recommended to act as CDM (safety Professional/Practitioner who will undertake all necessary paperwork & interaction with on site service providers).

NOVEMBER – Gates & Lyn Brookes formally engaged as Employers Agents & CDM respectively.

MID – DECEMBER – fund-matching source identified between CCD & Torridge District Council (TDC). Maximum available to be £20k + £20k = £40k – funding source to be terminated at TDC end January 2013. Key requisite is planning permission needs to have been granted. This is the case for all funders.

Throughout, & prior to, the above period & ongoing into January, continued “robust exchanges & engagement” with TDC planners regarding granting overarching planning permission to Pearce (developers) to secure future of community & S106.

S106 IS THE LEGAL MEANS BY WHICH THE COMMUNITY BENEFITS FROM DEVELOPERS BEING GRANTED PERMISSION TO BUILD ON A GREEN FIELD SITE. SPECIFIC BENEFITS TO COMMUNITY OF S106 ARE ACQUISITION OF SOME LAND AT A MINIMAL PRICE & DONATION OF £325K FOR NEW HALL, SUBJECT TO SALE & OCCUPANCY OF 20 HOUSES (LAND & FUNDS BECOME DUE WHEN 20TH HOUSE IS OCCUPIED).

2013

JANUARY – continued pressure on TDC planners who eventually grant provisional planning permission only 2 days before expiry of funding availability. During the entirety of this month, trustees, using detailed costing advice & projections from Gates & advice from other local halls, compile a significant funding bid for £40k. The large document is driven to the funding committee in Exeter by a trustee to ensure closing date requirements are met.

FEBRUARY – bid fails. Full criteria of application could never have been met by BBVH within timescales – full analysis of shortcomings & put down to experience. Archived for future use/reference. TDC advice S106 has been delayed again within their own offices for “legal reasons”.

LATE APRIL – after no less than 2 years of negotiation, S106 finally signed off by all involved parties. At this time BBVH discover that they are not the direct beneficiary. As BBVH had never been party to nor consulted about the document, although Pearce shared information informally, there was no way of knowing this. S106 grants benefits to the Parish Council on behalf of Village Hall.

MAY/JUNE – BBVH engage in correspondence with Parish Council to secure “Letters of Intent” – Parish Council will sell on identified parcel of land at nominal price & immediately remit £325K to BBVH upon receipt. In return BBVH trustees accept liabilities connected to S106 viz. funds must be used within 10 years of remittance, receipts provided, unspent funds to be returned to Pearce (via Parish Council) together with market rate interest accrued on unspent sum.

JUNE – BBVH & Parish Council solicitors instructed regards land purchase/s to act when land becomes available for sale from Pearce(S106 terms).BBVH agree to pay also Parish Council legal costs incurred in acquisition of the land which will be transferred to BBVH.

JUNE – meeting with some trustees & Nigel Gale regards next steps for hall. It is known from experience that at this time all major funders require 3 tenders (or professional pricing) including in any funding application. It has been reasonably assumed that funds will be insufficient to build full approved design.

JULY – Gates prepare tender documents for submission to 3 approved (local) builders – tender documents examined by BBVH trustees individually & Gates instructed to go out to tender. Closing date for returns is mid-August.

JULY/AUGUST – numerous “smaller” (ranging from £2k-£15k) funding applications, average compilation time 6-7 hours apiece, submitted to various local funding sources. All failed except 1 which was granted with conditions. Key failure reason is that building on new hall has not commenced – when building starts, funders will reconsider (chicken & egg syndrome).

AUGUST – 3 tenders received ranging from £850k-£1M. It is evident that £0.5M grant will be needed – only funder “in the game” for this amount is Big Lottery. Only applicants in areas of severe deprivation may apply- Big Lottery confirm BBVH is eligible only for this reason. CCD re-affirm that self-build (popular in 70s/80s) is now frowned upon by them, not considered by Big Lottery, as it is fraught with personal liability risks & contractual difficulties because of current building regulations.

SEPT- “Lottery Masterclass” offered by CCD. Full day course attended by 2 trustees. Course supported by Big Lottery, CCD (who facilitate & enable Big Lottery bids in Somerset & Devon) & “pro bono” surveyor who advises on costs of build. Lottery criteria have just changed to be even more challenging – course advises of massive task ahead. Average success rate to Big Lottery building fund is 12% across England & Wales. Average timeline from start-payout in 3 stages, each potentially failing several times, = 74 months. Lottery advises “we are not interested in time wasters”. No Lottery application can be considered unless the applicant owns the land to be built upon (in addition to planning permission criteria). 50% of subscribers to course give up at the end of the day.

OCTOBER – extra committee meeting to present details on above to BBVH committee, advise of challenges ahead & request them to consider level of commitment – all agree this is last chance, & first real (as opposed to aspirational) opportunity, to deliver a new hall.

OCTOBER – scheduled committee meeting – trustees agree to commit to tasks ahead as there appear no alternatives to achieving goal. Agreement to undertake full financial health check from CCD (Sustainability) & Hallmark (3-stage NVQ-type certification for community hall management containing over 200 separate tasks & checks – examination by outside “peers”). Both ongoing qualifications essential within Lottery application (don’t ask without them).

NOVEMBER – public meeting showing current approved design & to obtain wider community support for project. Nigel Gale & Martin Rich from CCD support event, as well as David Netherway from Swimbridge VH (successful Lottery applicant – their application took 6 years).5 trustees resign, but 2 new ones who are “up for it” join committee. AGM held later that month.

2014

JANUARY – Hallmark work starts. Selection of dates for empty hall needed for exam/examiner availability so must be during unoccupied period i.e. school breaks. Easter too early to achieve enough to pass exam 1 – summer/August hoped for.

FEBRUARY – programme of presentations to affiliate organisations commences to ensure common understanding of work ahead and advise full community engagement will be needed. Presentations will be on an ongoing basis. Newly formed Finance sub-committee meets to start analytical work & recommendations required for committee (this will be a continuous process) & to provide basis for Sustainability. Probably meeting/s Jane Lowe with CCD throughout spring/summer dependent on internal progress.

You will be aware that during this time fund raising has continued with the hope that some pleasure has been provided to the community at large, and the existing hall still has to be run. Despite negative “grapevine” from those who have chosen not to access the true picture placed at the disposal of the community, we feel we have not been idle. To make this a success we welcome & need ongoing support and input from the community. It is you we are representing. None of us is paid, there are no “hidden benefits”, and we cannot do this alone. Each & every member of the community will get out of this ongoing programme what they put into it. For more information, to join as a trustee or just simply offers of help (YES PLEASE, EVEN IF IT’S ONLY SOME WASHING UP AT AN EVENT!) contact me on the number below.

All ratified minutes of BBVH committee meetings are available for public view/scrutiny on the parish website and have been so since January 2011. Also watch Village Scene, or simply pick up the phone to me.

The next BULLETIN WILL BE TOWARDS THE END OF THE SUMMER

YOUR TEAM OF TRUSTEES :-

TREVOR MILLS (CHAIR)

JANE LOWE (PROJECT LIAISON OFFICER,VICE-CHAIR, FINANCE SUB-COMMITTEE)

STEVE HARDING (SECRETARY, FINANCE SUB-COMMITTEE)/GARDENING CLUB;  DAVID WATSON (MINUTES SECRETARY)/CHAPEL); DAWN DZUIRZYNSKI (BOOKINGS SECRETARY, FUNCTIONS SECRETARY, FINANCE SUB-COMMITTEE/SCHOOL); KEVIN LOBB (TREASURER, FINANCE SUB-COMMITTEE); ALAN SUTTON(PLAYING FIELD ASSOCATION); GEORGE TILLEY (BOWLS CLUB);  BARBARA BABB (W.I.);   SHIRLEY TILLEY; JO BIRCH (PRE-SCHOOL);   ALEX DZUIRZYNSKI;  TOM LLOYD (YOUNG FARMERS CLUB);  JIM LOWE;  PAUL BROWN

 

FEBRUARY 2014 , JANE LOWE, PROJECT LIAISON OFFICER, & VICE CHAIR

BUCKLAND BREWER VILLAGE HALL COMMITTEE – CONTACT 451193

 

Parish notices

Christmas Market

Can we thank everybody who made this year’s market the most successful ever, raising £800 towards the new Community Hall. Can we also thank the same team who towards the end of October through the grateful hospitality of Nicki and Ollie at the Coach and Horses ran a quiz in aid of The Devon Air Ambulance and Devon Freewheelers. £150 being donated to each charity.

Vacant Allotments

There are a number of vacant allotments available. If you are interested in renting either a full plot or half a plot please contact the Parish Clerk, Telephone 01805 624832

New Parish Council Information Point

As from the beginning of January the Parish Council will be setting up an information point in the Church next to the Font. This will consist of back copies of minutes, and other reading material, in the main issued from national and local organisations that the Parish Council are either affiliated to or have a working relationship with. A suggestions box will also be provided.

The Parish Council is very grateful to the Parish Church Committee for providing the space in the church for this project.

Village hall AGM minutes 21 November 2013

BUCKLAND BREWER VILLAGE HALL COMMITTEE:

Minutes of the Buckland Brewer Village Hall Annual General Meeting Held on Wednesday 21ST November 2012 in the Village Hall 7.45 p.m.

Present – Trevor Mills, Jane Lowe , Jim Lowe ,David Watson, Steve Harding; David Lloyd, Margaret Lloyd, Jo Birch,  Alan Sutton, Frank Watson, Derek Ellis; Kevin Lobb; John Bridge; Tom Lloyd (yet to be elected) & 2 members of the public.

1)                  Apologies –Dawn Dziurzinski, George Tilley; Shirley Tilley; Lyn Layton (resigned)

2)                  Ratification of Minutes of last AGM meeting 23rd November 2011 – proposed David Lloyd, seconded Jim Lowe, agreed all, and signed

3)                  Matters Arising. None which would not be covered within this agenda elsewhere.

4)                  Chairman’s Report – thanks to all officers, specifically Jane, Kevin, Dawn but also to all trustees. Next 12 months will be extremely busy maintaining the momentum recently generated by increased activity of the new community hall sub-committee.

5)                  Treasurers Report.

Existing Hall. This year see a loss £4181.06, mainly attributable to CapEx (purchase of the chairs)£3801.90, but also maintenance £1774.76 & decreased electric meter usage which will be addressed within the business of the forthcoming meeting.

Questions? – none

New Community Hall. Loss of £7410.25 includes expenditure on architects £10503.60.Profit excluding this is £3093.35.Specific income from Xmas Market 2011 £370, Picnic Prom £710, Rosemoor share £721 & theatre (Salty Socks) £106. Cinema made a loss of £30 and this activity has been curtailed. Interest on funds received £339.99 (up £300 following Principality investment). PRS license outgoing has doubled to £133.

Questions? – none

6)                  New Community Hall Annual Report. Advised as ongoing and will be covered in greater detail at the forthcoming committee meeting. Planning permission still awaited, deadline from TDC is today.

7)                  Appointments. Football Club is not to be represented this year  (exchanges of mail between Jane & FC members confirm this – see also minutes of previous committee meetings). Changes since last AGM– Gardening Club is now represented by Steve Harding. Derek expressed concern there is still no representative for the school. Jane advised that having written as instructed after last AGM (no response) full publication of requirements had been made public and a degree of responsibility had to rest with organisations themselves. David agreed he would speak with Ruth to ascertain whether they wanted a place on committee as trustee. Jane advised the situation was that the trust deed allowed for 18 places plus a treasurer and secretary. Assuming all re-elected maintaining status quo, places remained for 1 affiliate plus 2 casual vacancies (Trevor advised these are regarded as co-options). No one from the public present offered their services. Tom Lloyd advised he was to replace Michael Martin as trustee/representative for Young Farmers, having been issued by the secretary in advance with a copy of the trust deed and advised of his responsibilities.

All other organisations were agreed en bloc by all those present, proposed Jane Lowe, seconded Margaret Lloyd as follows:-.

a)                  Representatives of Village Organisations:-

Bowls – George Tilley                          Young Farmers – Tom Lloyd

Parish Council – David Lloyd            Skittles – Frank Watson

WI – Margaret Lloyd                          Football Club – not to be represented

Church – Margaret Lloyd                   School – t.b.c.

Chapel – David Watson                      Playing Field – t.b.c.

Pre-school – Jo Birch                          Gardening Club – Steve Harding

 

b)                  Jane advised that with Lyn’s resignation a co-opted place became free. Jim wished to affirm a place as trustee in his own right in order to serve regards the new hall, rather than at the behest of an affiliate. Assurance given that Playing Field Assn has an AGM forthcoming within the next week when they could seek to replace Jim very quickly should they choose. Agreed to appoint Jim as follows –proposed Trevor, seconded David (Lloyd).

Remaining Elected Members – proposed David Watson, seconded Jo Birch

John Bridge                                                     Alan Sutton

Dawn Dziurzynski                                          Shirley Tilley

Derrick Ellis                                                    Trevor Mills

Jane Lowe

Jim Lowe

Kevin Lobb

 

In accordance with trust deed requirements, all present signed to confirm their agreement to responsibilities & duties.

c)                   Officers would be elected at the Management Committee meeting to follow

 

Trevor asked if there were any comments prior to closing the meeting (there is no set agenda item AOB).John (Br) asked for it to be placed on record that there remained concern that the Football Club was not represented. No other comments.

 

The AGM closed at 8.00 p.m.

 

 

 

Signed……………………………………………………………  Date……………………………………….

 

Village hall committee minutes 10 September 2013

 

BUCKLAND BREWER VILLAGE HALL COMMITTEE

Minutes of the Buckland Brewer Village Hall Committee Meeting Held on 10th September 2013 at 8.00 p.m.

Present: Trevor Mills (Chair), Jane & Jim Lowe, David Watson, Dawn Dziurzynski, Steve Harding, Margaret and David Lloyd, Kevin Lobb, George Tilley, Shirley Tilley, Alan Sutton, Derek Ellis, Tom Lloyd, John Bridge

1) Apologies:, Frank Watson, Jo Birch

2) Minutes of the Last Meeting 17th July 2013: Agreed and signed off with amendment to Item 5, Trustee liability insurance should read £250k (not £250).

3) Matters Arising:

David L advised “idiot guide” to operating gas remained WIP but gas now working properly. Not possible to get an indicator gauge. Gus had not yet been able to provide a duplicate key – WIP. Cleaners taxation issue – David L had been unable to speak directly to a tax adviser although guided Kevin towards a webpage which deals with employers matters. Jane informed that she had been obliged to contact HMRC on a personal matter and raised VH issue in conversation. Advice was that VH had acted correctly in ensuring our cleaner has a contract but needed to expedite tax registration as failure to include cleaner in a taxation return could place her in a tax bracket which either incorrectly gave or denied access to certain benefits – we had a legal responsibility to ensure this was put right. ACTION Kevin now to get a contact number from employers website, speak to HMRC on Employers Helpline and move this forward. Trevor has not yet located a beekeeper for Jim but will do so. Margaret will look out for a drain cover now that Ray Hoyle has cleared it out (& carried out a roof repair at the same time). Offsite inventory – Trevor had not contacted Frank but listed items at this meeting for Jane (ACTION) to send to Frank to complete list. Question arose of ownership of stages. Old stage has been written off by insurance company and has no use or value. Existing stage is property of Rosemoor but remains on permanent loan to BBVH, kept at the school. All other actions completed.

4) Correspondence:

Updated copy of Licensing News from Torridge District Council (TDC) – nothing that directly impacts BBVH but we are aware that over the next few years licensing regulations will be relaxed. We continue to require PRS license which relates to playing music.

E-mail circulated that day to all trustees relates to an award for Trustee of the Year. Jane asked people to consider this as there was a possible reward of £250 for the association represented by the successful trustee, deadline 23rd Sept.

Letters had been sent to all affiliates who had possessions in the hall – response from U5s advising they have their own employers liability and contents insurances. John advised Bowls are in process of reviewing. He asked whether Bowls Club were covered under VH Liability insurance – concensus view is yes.

Letter from History Group asking whether a fee of £20 for an evening’s hire could be waived or reduced .Existing fees discussed & it was asked whether History Group had charged for the evening or whether they were fund raising for a charity/good cause (in which case £12 could be charged for a session). Committees decision is that policy is to be adhered to, other organisations had accepted charge without demur, there was no justification to accede to request – we made a loss last year and we need to demonstrate financial health to outside world & even if we are technically “not for profit”, we cannot eat into small reserves kept for emergencies e.g. running repairs. All charges will need to be reviewed/completely overhauled as new hall is built. ACTION Jane to write back to History Group declining request but suggesting contributing to workload by becoming an affiliate could ease charges – see item 6).

5) Treasurers Report

Existing Hall

Accounts to year end 31/08/13 – provisional profit £700 with Young Farmers, Parish Council (known to be in hand) & Zumba outstanding. ACTION Tom to chase YFC urgently for funds. Income noted as having increased. Insurance will cover £10k as instructed & p.a. system insured for “away” all at no further cost.EON negotiation has resulted in 50% reduction for a 1-year contract – all congratulated Kevin. Electricity contracts to remain on 1-year tariffs to ensure no penalty pull-out when hall is exited. There is higher water & electric usage (more use of hall and hot dry early summer).

£295 paid to Ray Hoyle for drain & roof fixing.

New Village Hall

£9009 paid to Gates

Provisional profit pre accounts 31/08/13 £3253, shortfall after Gates payment £5755 – not regarded as sinister, time has come to spend amassed funding.

Rosemoor – figures not finalised but no profit anticipated

Principality now closed – funds with Lloyds immediate access as they are now being spent.

Balances –

Lloyds TSB

Current a/c – £3,106.92 Deposit a/c £2,907.29 New Village Hall £31,795.72

Principality Closed – £0.00 Total £37,809.93

 

6) Constitutional Matters

Football Club – now it is closed does this open up a possibility to include another affiliate – agreed it does – invite History Group – see also Item 4.  All expressed deep regret – ACTION Jane to write to BBFC (Jim has an e-mail address for the former Chair) in these terms.

Creation of new officer role (temporary) – Jane explained to Committee there is the need for a separate officer entity to enter into documents, discussions etc – other halls have “project type” titles on their letter headings and as we become deeply entrenched into the new hall programme, it would seem correct to create an officer role, certainly for the duration of the build. Proposal (David Lloyd)– creation of a role for 2 years (initially) Project Liaison Officer, seconded Margaret Lloyd, passed unanimous.

Nominations for Project Liaison Officer – Jane Lowe, proposed Dawn Dziurzinski, seconded John Bridge. No other nominations. Jane Lowe elected unanimous.

Secretary role – despite previous beliefs and aspirations there is not an obvious “secretary elect” to take over from Jane in November. Trevor & Jane now ask the committee whether the time has come to go to the public and broadcast a need. We need all the help we can get – we can be selective if necessary. Agreed although Jane suggested George Schofield had expressed a certain willingness “if pushed”. ACTION Jane to approach George & advertise but she reminded all that they had a shared responsibility to replace her – if AGM arrives and a secretary cannot be found then the committee will be unable to function – a years notice was served – Jane cannot continue to do both any more.

7) Update on New Hall

Jane has compiled a full separate report delivered at this meeting detailing all that has been done since the committee last met. 4 funding applications in progress, 1 declined although scope for re-submission much later. Solicitors on land purchase instructed but this may not take place until 20th house sold – no legal necessity. The existing hall is trustees’property to sell (subject to a public vote) and it is appropriate at this stage to request outline planning permission – cost £170 – in order to facilitate the auction process at the right time – TDC have in a separate piece of work with Parish Council indicated that they will have “not much problem” with 2 more dwellings. A number of proposals/resolutions follow. Full report to be circulated amongst trustees but in interests of tender process (we remain in “purdah” until this is ended) not to be circulated in the public domain yet. When it is possible to brief parish council more fully Jane will come back to committee for approval before doing so. No builder can be appointed under contract until a) we own the land to be built on & b) most of the funding is in place in principle. 3 bids have been received, a number of options offered ranging from “do nothing, fold the project” to “continue to pursue best price”.

Proposal/Resolution 1)Continue with best price. 2)Jane & Jim to attend Lottery Funding Masterclass on 25th Sept cost £35 p.h. 3)Jane to continue to be guided by Gates & Community Council of Devon(CCD) 4)Jane to re-write (as guided) the Lottery proposal & continue with other funding bids, including Clothweavers Guild in partnership with Torridge District Council 5) Jane to negotiate purchase of “quality advisory time” up to £1000 initially with CCD to get best possible chance of successful Lottery bid 6) seek outline planning permission for existing hall on the basis of 2 residential dwellings.

Resolutions 1-5 proposed in mass Trevor Mills, seconded David Lloyd, passed unanimous.

Resolution 6 proposed David Lloyd, seconded John Bridge, passed unanimous

8) Fund raising events

Alex Knight Guitar evening 21st Sept; advertising in hand, 22 tickets sold to this moment (some sold subsequently),tickets printed (thanks to Brenda Mills).ACTION Jane to ensure Dawn has Alex’s phone number. Jane has assured all that she & Jim will be around from 4 p.m. on the day to ensure Alex & Chris are hosted properly. Raffle in hand, Dawn will contact Kevin direct for cash – payment + float. ACTION Dawn to ensure staging is available for Trevor & Jim to collect on Friday 20th. Query about license – ACTION Jane to chase Tony Nichols TDC.As many as possible afterwards need to clear up but tables & chairs can be left out for Harvest festival event next day. John will do door. Final meeting at Dawn’s 7 p.m. Monday 16th.

Johnny Kingdom Sat 16th Nov – in hand – evening to follow a theatre-style presentation (hoped to accommodate 100) followed by drinks & “lite bites”. £10 p.h. licensed bar & raffle to be our profit.

Beaford Arts promoters evening 15th October – attendees to be Dawn, Alan, Jim – Dawn will liaise nearer the date.

Beaford Arts have booked the hall Sat 29th Nov – admission £7 p.h. – Beaford to “live in village” for a week providing interactive events mainly with school. This evening is a culmination providing audience-participation event (details not clear).Village Hall was asked to consider whether a merger of efforts could help fund-raise but it was felt we had too much on to ask our people to do more and profit is probably minimal already for Beaford. If asked we could possibly provide a licensed bar for the event.

Margaret advised that W.I. had the chance to do an evening with Tony Beard (BBC Devon Radio) but could not afford themselves to raise the fee of £150. She asked if BBVH would consider a joint fund-raising event in April 2014. Agreed by BBVH committee in principle – ACTION Margaret to go back to W.I. and get more details to finalise an event. Margaret expressed concern that it was the “same old faces” that did everything when so many organisations would benefit from, and expressed a wish/need for, the new hall – non-trustee members of affiliates are not often seen (some never) trying to help raise money for the venture. After discussion about what can reasonably be requested, despite general agreement with the comments the following was decided upon – ACTION representatives from each affiliate to feed back to their organisations to ask for help in some way fund-raising as separate events to take the pressure off the same people on VH committee.

Xmas Market Sat 7th December – Jim gave logistics of stall which resulted in a need for more marquees (Precision Engineering to help out) – some traders would need to be placed in these. Application for road closure submitted.

Jim & Jane advised the committee that they would like to act separately to donate to DAAT (air ambulance) & Devon Freewheelers (volunteer bikers who transport medical supplies) – it was felt that the parish owes a debt and the best way of satisfying this was a fund-raiser quiz dedicated to these charities. Jim & Jane have booked the skittle alley at Coach & Horses for 25th October (quiz nearly written) and it is hoped that this will free up the profit from the Xmas Market. Jim & Jane expressed concern about the help received last year and that we could not function if there was a repeat. They indicated that without certain individuals who may or may not have been acting on their own or for affiliates, the Market would fail and they wanted to encourage more help but also to acknowledge the help given by splitting a percentage of this profit (poss 60/40) amongst dedicated helpers to pass back to their own organisations. Reception for this suggestion ranged from apathy to strong vocal objection and did not reach the proposal stage. Considered declined. Derek advised he hadn’t been asked personally so didn’t know he was needed. Others indicated that without defined jobs people who did turn up to help felt at a loose end. ACTION Jim & Jane to define tasks and times (appx) and assign them to volunteers. The Quiz on 25th will still go ahead.

Suggestion for the future – Rosemoor – Dawn asked about the possibility of a summer ball/dance outsourcing the catering to take pressure off the village teams. A live band doing cover versions of well-known popular dance items, preferably selling tickets by tables rather than by individuals. Timing to be mid-summer for best warmth & light. Well-received suggestion, subject to costs etc ACTION – Trevor to ask Rosemoor about availability/prices and approach Lt Torrington to ascertain interest there. Progress report next time.

9) AOB.

Removal of items e.g. cutlery, crockery, from the hall. Jane advised it had been mentioned to her that a few people knew what belonged to which organisations & where, but things did seem to “grow legs” & items “disappeared” .It was generally agreed the share & share alike principle between church, chapel, village hall was admirable but when the hall is hired out people have a reasonable expectation that the kit would be there for use as it is included in the price – also sometimes the equipment was hired out separately and its removal for whatever reason could be deeply damaging to VH reputation. By discussion it was confirmed that there is a hire cost for use of the equipment. Therefore it was agreed that nothing should be removed from the hall for whatever reason without first consulting with bookings secretary (Dawn) – this means actually speaking to her first so she could book the items out, not leaving an answerphone message.

Margaret & David need a key to access the hall for gas replenishment purposes – agreed – ACTION Jane to help Margaret obtain a key.

Gift Aid – ACTION Kevin will resurrect when he is able

Shirley proposed a vote of thanks to U-5s for their efforts in painting the hall ACTION Jane to write formally.

Trevor confirmed electrician’s tests have been carried out & lights checked. John needs some starters.

Jim asked again about the fete finances – can there be a small contribution to PFA funds. This remains WIP as the fete committee was not all present when they last met – deferred to October. Also accounts not finalised despite publication in Village Scene.

Dave W advised he needed to use VH First Aid box supplied in an emergency – ACTION Dawn will review contents & replenish according to her trained discretion (she is schools appointed officer in this respect

DATES OF NEXT MEETINGS –16th October. AGM & subsequent meeting already scheduled to be 20th November. The meeting closed at 10.15 p.m.

Signed…………………………………………… Date………………………..

 

Village hall committee minutes 17 July 2013

BUCKLAND BREWER VILLAGE HALL COMMITTEE

Minutes of the Buckland Brewer Village Hall Committee Meeting Held on 17th July 2013 at 8.00 p.m.

Present: Trevor Mills (Chair), Jane & Jim Lowe, David Watson, Dawn Dziurzynski, Steve Harding, Margaret and David Lloyd, Kevin Lobb, Jo Birch

1) Apologies: George Tilley, Shirley Tilley, Frank Watson, John Bridge, Alan Sutton

2) Minutes of the Last Meeting 26th June 2013: Agreed and signed off, also for the website.

3) Matters Arising: Trevor – inventory of VH stock held at Bearah remains outstanding; OUTSTANDING ACTION to be addressed urgently for insurance & inventory purposes

Jane – all actions listed have been completed;

David L – there is now a gas safety certificate which must be renewed annually and all outstanding gas supply-related problems have been resolved e.g. new flexible, regulator, change-over valve; David has agreed to continue to monitor gas supply weekly. ACTION David L will write an “idiot guide” for use by others. Key will be kept in the electric box in the kitchen, ACTION David Blight (Gus) to provide a duplicate. Cost £240.ACTION Jane/secretary to retain certificate for scanning & then display.

Young Farmers have not yet returned tea-towels (retained after their event last month) – ACTION Jane to text Tom and ask him to get these returned.

It was not possible to start new hall building bricks at the fete as there was a blanket instruction to all associations not to sell to promote their enterprise.

Jim asked again about a possible donation from fete committee to help with Playing Fields essential running costs (appx £1500 p.a. for essentials, grass & mandatory hedge cutting, insurance for the public to use) – David advised he would ensure this was discussed at the fete committee/WIP.

Margaret has made new tablecloths (thanks to Margaret) – Treasurer will reimburse costs.

4) Correspondence:

i) Payment of £49 mailed to secretary from YFC – passed to Treasurer

ii) Letter from Gates CDM/Lynn Brooks with invoice £909.60 – passed to Treasurer

iii) E-Mail – hard copy from Gates re tender – who and deadline date of 30th August (originally 17th but Pearce advised this was not realistic).ACTION – Jane to check “next steps” with Gates

iv) Letter from Community Council of Devon advising of annual conference Thursday 12th Sept. Jane asked whether anyone was keen to attend .Headline contents shared – agreed that this was not a priority this time although Jane will send details if anyone feels they would like to go – £40 per head for members.

5) Treasurers Report:

Insurances – Kevin has quote to cover £10k + £1k audio equipment outside – ACTION Kevin to update the audio figure to £2k proposed Jim, seconded David L, unanimous.

ACTION Jane – to write to Skittles, Bowls, Pre-School re trophies & equipment to remind their possessions are not insured by Village Hall and that they should ensure they have adequate insurance for these items.-proposed Jim, seconded David L, unanimous.

Existing insurance allows for trustee liability up to £250. Jane suggested that we have to face the reality that defalcation or error at any level could occur (agreed Steve) especially once we have responsibility for significant sums of cash for payment for new hall. We are accountable for all money under the S106 and grant issuers will probably request evidence that their money has been used for purpose specified. ACTION Kevin/Treasurer to increase trustee liability cover to £1M when next insurance is due in 2014. – proposed Jane, seconded Jim, unanimous.

Comments re Young Farmers, now resolved

Nicky’s (cleaner) PAYE discussed – pre-circulated document (details trawled from .Gov website) from Jane suggests that VH should be treating this payment as employee/taxable. ACTION David L to speak to tax office describing (at this stage unnamed non-specific) scenario to ascertain what should be done.

Skittles have paid £155

New Hall – £130 Bonus Ball received.

Final bills will be issued

Balances –

Lloyds TSB

Current a/c – £2,558.46 Deposit a/c £2,907.175 New Village Hall £9,312.65

Principality £30,787.86 Total £45,566.14

6) Update on New Community Hall

Jane advised she had recently had 2 lengthy discussion recently with Gates to finalise details and tenders were now issued – Pearce, Midas, & Devon Contractors (Morgan Sindall, Interserve, & Pollards declined to price).

Deadline to be 30th August. She had corresponded with/reminded Parish Council of need to nominate a solicitor for land transfer to ensure we could get this ball rolling (funding applications would need to confirm we had a right to land and funds under S106).The S106 had taken an inordinate amount of time to be signed off by Torridge – issues re payment for Torridge services & minor details raised by agent for one of the land vendors.

It was agreed by the committee that the time had come to ensure that the parish was as much “in the know” as possible as there now seemed to be something concrete to report. ACTION Jane to compile a report to date and place in public domain areas e.g. Village Scene, notice board, parish website etc.

7) Insurances – see Treasurers report item 5.

8) Fund Raising events

i) Rosemoor – Trevor advised potential concern (raised by little Torrington) about lack of sales to date. Discussed & agreed by all present that cancellation was unthinkable – all hoped for a profit, albeit small, but breaking even or even incurring a loss was always a risk we agreed to accept when we undertook such ventures. Jobs were assigned to individuals. A request for draw prizes from affiliates was requested.

ii) Alex Knight Duo – first meeting had gone ahead. Dawn advised based on the assumption of sale of 50 seats, tickets would be £10.Food to be cottage pie & French bread – makers agreed to be Shirley, Dawn Margaret & Jane (veg option).Brenda will be asked to help with production of ticketing & advertising literature. Jane has produced posters (copy agreed by those who met recently) with a copy having been sent to Alex. Jane will ensure advertising is placed in local mags (e.g. Bideford Buzz, Torrington crier) & ND Journal. School have offered help with production of A3s in colour + lamination – we will offer a donation towards cost nevertheless. ACTION Jane to send copy of black & white posters to Brenda for “bulk” production. Jane has contacted Alex for any “on the night” requirements re staging. Bar on the night to be David(Gus) supported by Trevor & George. Confirmed rate – £300 (+ £50 travel if audience exceeded 50.)Kevin has agreed to do the door. Further meeting scheduled early September, reminder to be circulated, all helpers welcome.

iii) Johnny Kingdom – “back burnered” at the moment but no issues identified – will be discussed in detail in September.

iv) Xmas Market – Jim has placed an ad in Village Scene to book tables.He is seeking innovative subscribers e.g. beekeeping and ideas are requested from all trustees.ACTION Trevor to find a beekeeper number from his contacts for Jim.

v) Fiona from Beaford Arts wants to present a one-week creativity workshop within the village with an entertainment at the end, sometime towards the end of November.No date settled, Dawn is principle point of contact – more information to follow.

vi) Jane advised she had written another Virtual Treasure Hunt which would be on offer as a low-cost event for the future. We would possible seek to produce a quiz in spring 2014.

vii) Rosemoor 2014 – Trevor suggested that perhaps Emily Wright could be persuaded to keep her promise to come back as the 2014 act.

viii) Dawn has become aware of a good Country & Western act which we have not had locally for some years – she will pursue & share details

9) AOB:

David W –one of the outside drains is silted up again – he has cleared out a load of dirt from it.ACTION – Jim to contact Ray Hoyles to investigate & report.

Dawn requests that all affiliates let her know when they are not using the hall where it was pre-booked.

A query raised re new hire agreements – are they needed as representatives/trustees change. Not needed – it is the association that is contracted, not the representative/trustee.

A new agreement will be needed for pre-school as they extend facilities.

Jane asked whether Dawn now needed support/back-up especially during her own holidays. Dawn advised that at this stage it was not needed, but as the new hall comes into use with multiple areas & further users e.g. school, this will become possibly a full-time job linked to other responsibilities i.e. a paid manager will be needed.

Dawn asked when Skittles were starting and stopping –ACTION David W to check & advise Dawn.

DATES OF NEXT MEETINGS –

Provisionally Tuesday 10th September (see Item 4iii), possibly in addition to 25th Sept. at 8.00 p.m. & 16th October. AGM & subsequent meeting already scheduled to be 20th November. The meeting closed at 9.45 p.m.

Signed…………………………………………… Date………………………..