Alphamstone Village Hall

Minutes of the Meeting

Of the Members of Alphamstone Village Hall

Held on 11th April 2017 at 5 p.m in the Village Hall

Present:  Desmond Bridge (DB), Helen Bradshaw (HB), Sue Gardiner (SG), Martin Gilbert (MG), Lynne Potter (LP)

1. Apologies for Absence  Nigel Aulton and Ben Twinn

    

2. Minutes of the Meeting held on 7th February 2017

   1. Signature of Minutes  Minutes were signed

   2. Matters Arising

      1. Inventory   Meeting discussed what items needed to be included within the Inventory.  SG and HB to undertake

      2. PAT It had been previously agreed that AVH be included in the PAT programme being undertaken by St. Barnabas.  DB advised that this is not now occurring and that AVH needs to organise independently.  Nigel Aulton had provided a description of PAT requirements which HB briefed the meeting with. After discussion HB undertook to find an appropriately qualified electrician.  

          

3. Treasurer’s Report  SG advised the meeting that there was £5825.16 in the AVH account.  The grant of £350.00 for the Broadband installation had been received from the CIF.  SG had approached MG for assistance in compiling the AVH Annual Accounts as he has a finance background.  MG indicated his willingness to take on the role of Treasurer after the next AGM.  MG and SG were in the process of compiling the accounts in the preferred format of the RCCE, which had previously been circulated.  MG to contact the RCCE for clarification on a couple of points.  The meeting thanked MG for his willingness to take on the role of Treasurer.

    

4. Build 

   1.  DB advised the meeting that during March he had been contacted by Braintree District Council building control department who had been contacted anonymously by a member of the public.  This person was concerned that the Committee may have made alterations to AVH which were in breach of Building Regulations.  DB had met with BDC on site at AVH.  BDC had already checked the paperwork before attending site and found all in order.  As the allegation had been made, however, BDC building control was obliged to visit site. 

   2. Window Frames.  DB told the meeting that it had become apparent that the window frames on the old part of the building were rotten and that the whole of the sash units need replacement.  MG undertook to get quotes for this work

   3. Arch over serving area.  SG reported back that the cost would be prohibitive to have this area glazed.  During the following discussion the question was raised as to whether anything actually needed to be done to this area other than a tidy up of the edges.  Meeting unanimously agreed to this suggestion.

   4. Date Stone.  Agreed to defer the placement of the date stone until full committee were in attendance.  HB to put on agenda for next time.

       

5. Food Policy Guidance had been circulated with Agenda for this meeting.  Meeting discussed the document and agreed that the events undertaken in AVH did not meet the test of ‘ A certain degree of organisation’ and that therefore the legislation did not apply.  DB advised that he had undertaken some online food hygiene training that was available free.  Meeting agreed that hirers of the hall must be made aware, through the Booking Form, that food hygiene was the responsibility of the Hirer.  To be actioned by DB.

    

6. Any Other Business

   1. Drains.  DB had been contacted by The School House as experiencing drainage issues.  The tank had been emptied and the cargester was working correctly but a problem may still be occurring.  DB to contact Binder for a Binder engineer to attend site.

   2. Cleaning.  Meeting discussed cleaning of AVH.  LP to liaise with cleaner and advise that four hours was the maximum time for each clean. LP to arrange for the Hall to be cleaned professionally in late April and early June.

   3. MG had been contacted by a villager who had raised concerns about the Committee’s decision on the siting of the defibrillator.  After discussion it was agreed that the original decision on the defibrillator decision be upheld.

   4. MG had been approached by The CIF asking for information on the usage of the Wi-Fi in AVH.  This approach was with a view to using the AVH experience in their publicity of the grant availability.

   5. LP enquired as to where the laptop, that she had donated to AVH, was being stored.  As no lockable cupboard available MG was storing it securely at home.  LP said she had donated the computer so it was available to all.  Meeting agreed that a lockable cupboard should be sought for the pc but until such time it was available that MG should continue to store.

   6. DB advised that Murray and Sue Emmerson had kindly donated new coffee machines on a stand and would provide the coffee capsules that were required.  Meeting unanimously thanked the Emmersons

   7. Bookings.  DB had received one booking for 29th April from people in Halstead.  Meeting felt that the Wi-Fi availability should be included in AVH advertising.  Meeting also agreed that details of what items were available for use in the Hall and where they were stored should be compiled, encapsulated and placed in the hall for all Hirers.  DB to action.

   8. Date of AGM  A provisional date of 2nd May at 5 p.m. in the Village Hall was agreed.  This was conditional on the accounts being compiled and an independent scrutiny being undertaken in time for this date.  Meeting were reminded that two weeks notice was required to be given to Alphamstonians so this date might not be achievable.  If scrutined accounts were received in this time frame HB to advise Committee Members and circulate the notice of the AGM.

7. Date of Next Meeting  Agreed as 13th June 2017 at 5 p.m in The Village Hall