Meeting of the Members of Alphamstone Village Hall
9th April 2015
To be held in The Village Hall
At 7 pm
AGENDA
Apologies for absence
Approval of the Minutes of the Meeting held 19th March 2015
Signature of Minutes
Matters Arising from Minutes
See Build Committee item
Asset Register
Siting of Date Stone
Treasurer’s Report
Update on current financial position (BT)
Insurance Policy update
Contractor Update
Works undertaken since last meeting
Music Licence
Any Other Business
Date of next Meeting
Build Committee Meeting
Flooring Options
Minutes of Alphamstone Village Hall
Committee Meeting held on 9th April 2015
at 7pm in The Village Hall
Present: Desmond Bridge (DB), Sue Gardiner (SG), Eileen Hannis (EH),
Lynne Potter (LP), Ben Twinn (BT)
1. Apologies for Absence: Helen Bradshaw, Tom Fryer, Peter Duffus
2. Approval of Minutes of the meeting held 19th March 2015
2.1. Signature of Minutes
2.1.1. The meeting approved the minutes and they were signed by DB
2.2. Matters Arising
2.2.1. Outstanding Works to Complete Hall
It was agreed that all committee members need to be present to discuss
outstanding works. Quotes for flooring still need to be supplied by TF all samples are available.
2.2.2. Asset Register
EH, HMB and TF to meet on an agreed date in the future to compile the asset register.
2.2.3. Siting of Date Stone
It was agreed to investigate the possibility of siting the date stone outside in a more prominent position.
3. Treasurers Report
3.1. BT advised the committee £5,132.62 was in the current account, which did not include the amount donated by Therese Melville, and £112.47 in the national savings account.
3.2. TF had still yet to submit his invoice for works up to date. BT to ask TF if it could be submitted at next meeting.
3.3. Insurance
3.3.1. BT advised that the Village Hall is now covered for general use. Any outside contractors will require their own insurance, however any sub- contractors employed by TF are coverered by his Main Contractor insurance. There was £178 rebate from the change in policy but a further £222 was added to cover functions in the hall. BT very kindly offered to pay the difference for which the committee thanked him. LP queried that the new policy is Employers Liability Insurance and thought it should be Public Liability Insurance. BT to clarify.
4. Contractor Update
4.1. As TF not present this was unable to be supplied.
5. Music Licence
5.1. It was agreed by the committee to purchase a music licence at a cost of £16.50 per annum, HMB to action.
6. Any Other Business
6.1. SG asked if there was any update on the Village Hall drainage plan. BT to speak to John McGlashan.
6.2. BT advised that the RCCE membership had expired and would cost £48 per annum to renew. It was agreed by the committee to renew it BT completed the renewal form and cheque which EH agreed to post.
6.3 EH advised that the Table Tennis club were keen to use the hall. It was agreed by the committee that so long as they stored their table tennis table elsewhere after use they could hire the hall at a cost of £5 per hour which would be reviewed on completion of the works on the Village Hall.
6.4. Melissa Varcoe had asked when the Social Club might be able use the Village Hall, however this would require blackout blinds which at present are only fitted on the two windows in the original part of the hall. DB suggested that the Social Club may be able to put up a temporary curtain between the old and new hall. DB to speak to Melissa Varcoe. DB advised that he had been researching blinds to separate the old and new hall and had found a top hung concertina blind at a cost of between £2,800 - £5,000 supplied and fitted.
7. Date of Next Meeting
7.1. Meeting was agreed to be held on 7th May at 7pm in Village Hall but due to the hall being used as a Polling Station for the Election the venue has now been changed to Goulds Farm.
8. Build Committee
8.1. Nothing to discuss.