Alphamstone Village Hall

Minutes of the Meeting

Of the Members of Alphamstone Village Hall

Held on 6th December 2016 in the Village Hall at 5 p.m.

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

1. Apologies for Absence     All members were present

    

2. Minutes of the Meeting held 12.1016

   1. Signature of Minutes.  The minutes were approved and signed

   2. Build items.  Replacement doors to be discussed under build agenda item.   Meeting was advised that the old Parish Notice Board had been removed. Baby Changing Facilities had been installed at materials cost only. Meeting agreed that a notice should be placed on wall in toilet requesting soiled nappies etc. to be removed.

   3. Cleaning.  Meeting discussed cleaning and establishing a cleaning rota to include those users of the Social Club.  MG undertook to speak to Social Club regarding this.  LP advised that she had spoked to Lucy Parker and the meeting agreed to ask Lucy for a deep clean of the Hall four times a year to supplement the rota cleaning.

   4. Inventory.  Item remains outstanding

   5. Form for Hire of tables and chairs.  Item remains outstanding

       

3. Treasurer’s Report

   SG advised that there was £7207.26 in the bank with a donation of £40 to be added to that total.  Pumpkin Patch had raised £384.40 and the Fireworks net amount was £475.00

   Meeting agreed that the different site had been very well received and BT undertook to approach John McGlashan about AVH using this site again

    

4. Build

   1. Schedule of Outstanding Works.  NA presented a paper outlining Outstanding Works and Completed Works.  Works detailed were: changing kitchen doors to windows, replacing front doors with new secure timber doors. Glazing for the screen above the kitchen counter and changing the glass in the WCs to obscured.  Further works were highlighted as external maintenance including painting and internal maintenance including painting. The requirement remained for the kitchen splashback and the need for new white goods for the kitchen.  NA also indicated the works that he had completed without cost to the village hall other than materials.

   2. Car Park resurfacing costs.  There was a long and detailed discussion about the car park surface. A concern was raised about drainage from the car park and the meeting was advised that a drainage channel could be installed.  Meeting agreed that a sub-committee should be formed by BT and NA who would co-opt any external professional advice deemed necessary.  NA also updated the meeting with the works that had been undertaken in the car park to date which had incurred AVH no cost.

   3. Quotes from Timbercraft and CJP.  Meeting unanimously agreed to go ahead with the quote for the splashback from CJP. NA undertook to effect this.  Meeting agreed that an additional quote should be sought for the works set out by Timbercraft.  HB undertook to source.

   4. Treatment and works to external cills.  The paint and sealant has been purchased and will be applied when weather conditions permit.

   5. External and internal painting.  Meeting agreed to revisit this item in 2017

   6. Fire Extinguishers.  DB updated meeting on quotes for 6 litre fire extinguishers which came with a 10 year guarantee.  An annual service cost of £20. Per unit was also required.  NA had sourced an alternative quote which was not as cost effective and the meeting agreed to DB making the necessary arrangements.

   7. Air Conditioning Problems.  There had been many comments from users of the Hall as to how cold the Hall was and how ineffective the Units were.  NA had sought guidance from Daikin (specialist a/c equipment manufacturers) who confirmed that the reason for the poor performance of the Units (indeed 2 are not working at all again) was that there was too long a run from the outside condenser units to the inside invertors. Manufacturers guarantee and design is for up to 15 metres and this has been exceeded.  After considerable discussion the meeting agreed that the only way to make the Units functional, in line with their specification, was to move one of the failed units from in the kitchen to the car park end of the Hall with its plant unit fixed to the outside wall over the shingle strip. The other failed unit needs to be moved to beside the entrance doorway with its associated external plant to be positioned at the front of AVH on the side wall where the PC notice board is currently sited.  This is the only way to reduce the distance between the plant and the units and so try to maximise the performance of the units. This decision was made with reservations expressed by all as to the impact the unit would have on the aesthetics of the external view but no other option arises.

   8. In the light of the cost of the outstanding works HB offered to apply for a grant. NA said he would assist in this.  Meeting agreed

       

5. Any Other Business

   1. HB asked for a vote of thanks for all the work that NA had undertaken on behalf of AVH.  This proposal was unanimously seconded.

   2. MG advised the meeting that he had established three mailing lists under the AVH email address; neighbourhood watch, social club and the wider AVH group.  MG had also worked on the AVH website and had updated the front page with current news and events, adding any missing information and had created a page for the Hire of the Hall.  MG had spoken to Lloyd Felton regarding Wi-Fi access in AVH and LF had provided MG with information about a grant scheme designed to promote access in villages.  The scheme assisted the installation costs of Wi-Fi.   MG was going to pursue this option.  MG also advised that LF, as County Broadband, had generously offered to provide the ongoing Wi-Fi access free to AVH.  The meeting offered unanimous thanks to LF and agreed that once Wi-Fi was available that a notice should be placed in the Hall advising users that the access was provided by County Broadband at no cost.

   3. Table Tennis Table.  DB had had discussions with Derek Phillips regarding this matter.  As the table will not fit in the sheds or in the cupboard in the Hall DP had suggested erecting a lean to at the back of the Hall against the wall.  The meeting agreed this was an impractical solution and several other suggestions were made. No conclusion or decision was reached

       

6. Date of Next Meeting Agreed as 7th February 2017 at 5pm in the Village Hall