Alphamstone Village Hall

Minutes of the Meeting

Of the Members of Alphamstone Village Hall

Held on 4th July at 5 p.m in

The Village Hall

 

Present:          Nigel Aulton (NA) at meeting for item 6 onwards, Desmond Bridge (DB), Helen Bradshaw (HB) Sue Gardiner (SG), Martin Gilbert (MG)

 

1. Apologies for Absence    Ben Twinn and Lynne Potter

    

2. Election of Chairman      Prior to the election of the Chairman MG queried whether a quorum was present.  HB referred to the AVH Constitution Item 18 sub section 1 where it states that there are present at least one third of the total number of members present.  The meeting was thus deemed quorate.   Meeting agreed it would be a good idea for the AVH constitution to be posted on the AVH website.  HB to send a scanned copy to MG.  HB proposed DB as Chairman and this was unanimously seconded by those present.  DB said that he was very happy to serve as Chairman until the next AGM at which time, for various personal reasons, he would step down from the Committee.

3. Election of Treasurer       DB proposed MG and this was unanimously seconded by those present.  SG to arrange a formal handover of Treasurer paper to MG.  SG also undertook to speak to BT regarding change of signatories

4. Election of Secretary       DB proposed HB and this was unanimously seconded by those present

5. Approval of Minutes of 11.4.17 and 25.5.17     The minutes of the meeting of 25.5.17 were approved and signed.  The minutes of the meeting held on 11.4.17 were subject to a minor amendment on item 4.2.  MG had nominated NA, in his absence to obtain quotes not for MG to undertake.  The minutes were then signed.

6. Trustee Declaration         DB, NA, HB, SG and MG completed Trustee Declaration forms.  HB to bring forms for LP and BT to complete at next meeting.

7. Cleaning and Maintenance of AVH       SG volunteered to act as a quasi-caretaker for AVH as she had relinquished Treasurer role.  She said she would check the Hall for cleanliness and supplies between uses and where she deemed it necessary would arrange for cleaning.  It was agreed, however, as a minimum for a clean to take place either side of Saturday 22nd July.  SG to liaise with DB over bookings for hall.  A long discussion arose about cleaning and the possibility of rotas.  DB proposed to ask for volunteers to join a rota in the next edition of the Village Magazine.  Until then the meeting agreed to pay a cleaner.  MG said he would establish exactly how much the Hall cost to run on an hourly basis so that the Committee could make fact based decisions regarding hire costs.  NA agreed and said that now the Hall was completed the Committee should view it as a commercial venture.   SG raised the possibility of the Social Club paying towards a cleaner. This prompted a discussion about the funds held by the Social Club.  MG undertook to meet with Social Club regarding this.    NA told the meeting that a request had been made by the Social Club for a fast acting dishwasher to be installed for them.  DB proposed that this request be revisited at a much later date.  SG asked for Petty Cash to purchase cleaning supplies etc. for AVH.  A £100. float was agreed. 

8. Maintenance 

   1. The condition of the outside windows on the original Hall was raised.  NA undertook to get quotes for both replacement and repair.  The windows on the new extension also required painting before the winter and it was agreed to hold a work party in October.  The internal arch was discussed again and the meeting agreed painting was all that was required.  SG spoke about the Russian Vine at the rear of the Hall which was now climbing up the Wi-Fi hardware.  DB undertook to speak to our neighbour regarding access.

   2. HB raised the issue of the slipped roof tiles on the rear of the Hall roof.  After discussion she undertook to speak to James Hunter about access and locating a roofer able to undertake the works.

   3. NA said if access could be established then the gutters could be cleaned at the same time.  Following on from discussion at the AGM Heating in the Toilets was raised by NA.  He agreed to locate suitable heaters for toilets and arrange installation.

   4. MG spoke about the need for a key safe within the Hall to house the shed keys so all committee members could have access when needed.  MG undertook to source and install. 

   5. SG felt that the Digi lock number should be changed on a regular basis.  Meeting agreed and this would be undertaken on a quarterly basis.  DB undertook to advise Pop Up Café and MG undertook to advise Social Club.

   6. At an earlier meeting committee had spoken about a lockable cupboard to house the donated laptop.  MG now suggested he pc equivalent of a car clamp that would enable the pc to be left out securely for all to use.  Meeting agreed with this suggestion. 

   7. Regarding the problems with the drainage next door, DB reported to the committee that he had obtained a quote from Binders for a camera survey and a jet van if the problem could be identified.  A very long discussion took place and eventually the meeting agreed that a camera survey should be undertaken between the connection of our neighbour’s septic tank and the link into our clargester and that the pump installed in the septic tank also be assessed by the contractor.  Meeting agreed that a quote also be obtained from Dynarod for these works.

9. Events       Fireworks Party was discussed and HB undertook to speak to James Hunter about ordering fireworks to take advantage of the summer discount.  Further discussion ensued and the outcome was the formation of an Events sub-committee comprising DB, MG, HB and SG.  HB to arrange first meeting of the sub-committee

10. Any Other Business         There was none

 

Date of Next Meeting     5th September 2017 at 5pm in the Village Hall was proposed.  HB to email to all Committee Members to ensure it was a suitable date for everyone. Meeting closed.