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Meeting of the Members of Alphamstone Village Hall

5th October 2015

To be held in The Village Hall

At 5 pm

 

AGENDA

 

  1. Apologies for absence

  2. Approval of the Minutes of the Meeting held  13th August 2015

    1. Signature of Minutes

    2. Matters Arising

      1. See Build agenda item 4

      2. Craft Fair decision

  3. Treasurer’s Report

  4. Grant Application

Grant Application to Community Initiatives Fund

  1. Build

Nigel Aulton exchange of emails with Lloyd Cranmer 19.8.15 re proposed change in Internal Layout

  1. Ground Work

  2. Tree

  3. Main Contractor File and Keys

  4. Hall Booking Process

  5. Any Other Business

  6. Date of next Meeting

 

 

 

 

 

Minutes of the Meeting of

Alphamstone Village Hall Committee

Held on 5th October at 5pm

In Alphamstone Village Hall

 

Present:        Nigel Aulton (NA), Helen Bradshaw (HB), Desmond Bridge (DB), Sue Gardiner (SG), Eileen Hannis (EH), Lynne Potter (LP)

 

  1. Apologies for Absence            Ben Twinn

 

  1. Approval of the Minutes of the Meeting held 13th August 2015

    1. Signature of Minutes

Minutes were signed by DB

  1. Matters Arising

Meeting discussed whether or not to hold a Craft Fair in December 2015 and unanimously decided that, with the other events leading up to this time, that one would not be held.

 

  1. Treasurer’s Report

    1. BT not present.  EH, however, updated the meeting that Robert Hume had written, on behalf of AVH, to the Gift Aid body to chase up the amounts outstanding on Therese Melville’s donation.

    2. EH raised the need for a float for Hall essentials e.g. tea, coffee, loo rolls etc. and EH was given a £5. Float to be topped up by the Treasurer when necessary

    3. DB passed to SG the monies received from Grania Nelson from Hall bookings and donations.

 

  1. Grant Application

HB advised that AVH had got through to the second round of the CIF Grant application round. HB went through the second round form and agreed to circulate to all members for their comments prior to submission.

 

  1. Build

    1.  Ground Work  A vote of thanks was passed unanimously to BT, in his absence, for clearing the outside of the Hall.  NA advised that the further works required were to take laser levels of the highest points and to grade accordingly, taking into account drainage etc.  NA and BT to liaise.

    2. Tree DB advised that he had spoken to various Alphamstonians and that the general view was that the tree should come down.  NA and BT to liaise.

    3. Damp on AVH rear wall    Meeting discussed this issue and NA felt that possibly high levels of soil had breached the damp proof course.  SG and NA to approach our neighbours at the School House for access to assess the wall on their side.  EH raised the issue of the Septic Tank and drains.  Committee agreed to agenda this topic for next Meeting.

    4. Wall Heaters DB told the meeting that he had been advised by Tom Fryer that the heaters in the hall were not working.  NA agreed to ask his electrician to assess the equipment to see what the problem might be.  All Committee thanked NA.

 

  1. Main Contractor File and Keys

    1. HB asked if any of the Committee Members had received the contractor file and keys from TF, as requested in their letter of 23rd August 2015.  No one had received either.   DB and others felt that there was paperwork that needed to be with the AVH Committee e.g. the Electrical Part P, Manuals, Warranties etc.  Meeting then went through how many sets of keys there were and who held them.  HB full emergency set.  EH full set, SG part set and NA full set.  EH said she would ask TF for any paperwork and for the set of AVH keys that he still held. 

 

  1. Hall Booking Process

HB advised that Ed Twinn had posted a first draft of a booking form on the AVH web site, password protected, for all Members to have a look and comment.  This was the first step to asking people to sign and return Terms and Conditions for booking the Hall.  DB said that Grania Nelson was happy to continue to take the bookings.  Meeting unanimously thanked GN.  DB said that he would liaise with GN to ensure that keys were available for when there were bookings and that the Hall was cleaned and ready.  Meeting discussed charges for hire and agreed that from October 2015 to April 2016 the charge would be £25. and thereafter £30 per booking. This would be subject to review after the completion of floors, kitchen etc.

 

  1. Any Other Business

 

  1. HB asked if any member wanted to attend the RCCE Conference.  No one wished to.

  2. Requirements for the film club coming back to AVH were discussed.  Black out curtains were mentioned and NA said he would investigate as to how to secure.  LP said this was ok as long as AVH not liable for any damage to curtains.  DB said curtains were very inexpensive and he had spoken to Mandy Fryer on behalf of Melinda Varcoe and was under the impression that she might be able to make them.   EH asked about the Cinema Club licence and who applied.  DB advised that they apply and fund this aspect of the Club themselves.  Meeting unanimously agreed for DB to contact Frank Ranger and advise in order to go ahead.  NA said he would investigate the possibility of rails for the curtains.  The question of insurance cover for volunteers working in the Hall was raised and NA told the Committee that they would be covered under his contractor insurance.

  3. Emergency exit lighting was discussed and meeting agreed the need to assess whether another light was required.

 

  1. Date of Next Meeting

 

Next Meeting was agreed to be held on Tuesday 10th November at 5pm in The Village Hall

 

 

 

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