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Minutes of the Meeting

Of the Members of Alphamstone Village Hall

Held on 6th February 2018

At 5 p.m. in The Village Hall

 

Present:  Desmond Bridge (DB), Nigel Aulton (NA), Helen Bradshaw (HB), Sue Gardiner (SG), Martin Gilbert (MG), Lynne Potter (LP), Ben Twinn (BT)

 

  1. Apologies for Absence  All members were in attendance

     

  2. Minutes of the Meeting held on 21st November 2017

    1. Signature of Minutes The minutes were approved and signed

    2. Matters Arising  Klargester reported under Building Maintenance

       

  3. Treasurer’s Report  MG circulated a Report indicating that the Budget was broadly on track against the forecast budget.   He highlighted that the Pilates group was doing well and that Chair Yoga would shortly commence.  MG also reported that NA had generously covered the cost of the new pump required for the Klargester.  Further report under building maintenance. MG report is attached to these minutes.

     

  4. Building Maintenance  NA reported the following to the meeting

  • Gutters had been cleared by him

  • No cost yet for replacement of windows.  Outside painting party of remaining windows to be organised for late spring.

  • Water heater cupboard cover needs to be fixed but it covers switch for the hot water.  NA suggested relocating the switch to a more obvious position as the heater often got left on with the cost to AVH.  Meeting agreed

  • NA will arrange for a specialist roofer to inspect and assess what remedial works are required to prevent water ingress

    MG reported to the meeting that he had taken on the Klargester issue from DB and that Binders had recommended and undertaken the work to replace the existing pump for one that had the necessary capacity.  NA has agreed to pay for the pump.  Binders had also pointed out that the switch installed was not waterproof and therefore the connection was constantly tripping.  Power supply and connection was relocated.  MG proposed to the meeting that a maintenance contract be approved the cost of which is £126 p.a. including VAT.  The contract would cover both the pump and the Klargester.  Meeting unanimously approved the contract.  DB suggested checking the amount of VAT included in the contract because there was the possibility as a charity AVH would pay a lower rate.  A vote of thanks to MG for finally getting to the root of, and working with Binders to resolve the long standing problem, and to NA for generously paying for work, was proposed by HB and unanimously seconded.

     

  1. Any Other Business

    1. Table Tennis MG tabled a proposal regarding a Table Tennis Club.  His schedule is attached to these minutes.  The meeting discussed the storage of the table tennis table.  The club had asked for AVH to provide and pay £300 for a shed for storing the table.  HB asked if the £300 included the concrete base.  MG said it did not.  HB was concerned that paying for and erecting the shed would set a precedent for other activities.  DB said this would not arise.  MG offered to clear and store one of the existing sheds to enable the table to be stored there on a temporary basis. Several members of the committee were concerned about the table being moved in and out of the Hall and possible injury arising to those undertaking this and also damage to the floor if the table were dragged/wheeled in and out rather than carried.  The question was also raised whether if the table were stolen from the shed whether our Insurance would cover this.  MG said he would check.  If it were not the Penfolds needed to be advised of same.    HB, and others, felt that a simple Risk Assessment and Method Statement by the Club was needed.   Meeting agreed and that if satisfactory that the Table Tennis Club should have a three month trial.

    2. Essex Air Ambulance  HB circulated a request for volunteers to assist at Essex Air Ambulance Events in 2018.

    3. Outside Lights  MG raised the problem of no outside lights when people were leaving the Hall in the dark to walk across the green and using the car park.  Meeting agreed to put this on the building list with a view to having a costing for a time delay switch not a sensor.  NA said he would investigate.

    4. Bookings   DB tabled AVH bookings which showed good, regular use of the Hall with associated income.  DB drew the attention of the meeting to the visit of the Bishop coming on Sunday May 20th for a St Barnabas Blessing and afterwards in AVH for a St Barnabas Blessing Party 4.00 to 5.30 p.m.

       

  2. Date of Next Meeting  Agreed for Tuesday 24th April at 5 p.m in the Village Hall

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