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Meeting of the Members of Alphamstone Village Hall

13th August 2015

To be held in The Village Hall

At 7 pm

 

AGENDA

 

  1. Apologies for absence

  2. Copy of Constitution to be given to Nigel Aulton

  3. Election of Chairman

  4. Election of Treasurer

  5. Election of Secretary

  6. Approval of the Minutes of the Meeting held  11th June 2015

    1. Signature of Minutes

    2. Matters Arising

  7. RCCE Energy Initiative

  8. Events until end 2015

  9. Consideration of Kate Felton email (raised at AGM)

  10. Build

  11. Any Other Business

  12. Date of next Meeting

 

 

 

 

Minutes of the Meeting of

Alphamstone Village Hall Committee

Held on 13th August 2015

At 7pm in The Village Hall

 

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

 

  1. Apologies for Absence

All the Committee were present

 

  1. Copy of Constitution to be given to Nigel Aulton

In accordance with the requirements of the Constitution new Members to be given a copy of the constitution. This was done

 

  1. Election of Chairman

HB proposed DB and this was seconded by SG.  The Committee unanimously approved

 

  1. Election of Treasurer

SG outlined the idea of her and David Rutledge sharing the role of Treasurer.  BT proposed and LP seconded this arrangement.  The Committee unanimously approved.

 

  1. Election of Secretary

DB proposed HB and this was seconded by NA.  The Committee unanimously approved.

 

  1. Approval of the Minutes of the Meeting held 11th June 2015

The minutes were signed by DB and any matters arising covered under subsequent agenda items.

 

  1. RCCE Energy Initiative

The RCCE were inviting all members to take part in their initiative to reduce Energy costs.  HB asked SG if she would undertake for AVH.  SG agreed to complete the necessary form and take lead for AVH.

 

  1. Events until end 2015

    1. Pumpkin Patch.  EH advised that The Pumpkin Patch, run by Deirdre and Robert Hume, would be taking place on 31st October 2015.  More details nearer the time

    2. Firework Night

Meeting discussed dates for Firework Night and agreed on 7th November 2015.

  1. Committee asked HB to authorise James Hunter to purchase the fireworks as soon as possible to take advantage of the summer discount.  Fireworks purchase not to exceed £450.

  2. After discussion it was agreed to form a Firework sub-committee comprising, DB, BT and SG. 

  3. EH agreed to take bookings and to liaise with Deirdre Hume regarding the designing and distribution of Flyers

  4. HB to ask Peter Duffus and Judith Hunter if they would be available First Aiders on the night

  5. Coffee Morning   EH proposed holding a Coffee Morning.  Various dates were discussed and Saturday 3rd October agreed upon to start at 11 a.m.  EH to liaise with Deirdre Hume re Flyer advertising event.  Committee agreed to also include a Raffle and Bring and Buy.  EH to co-ordinate.

  6. Big Breakfast. 29th November. Details to be agreed at next AVH Meeting

 

  1. Craft Fair.  Details to be agreed at next AVH Meeting

 

  1. Silver Band 15th December.  DB said traditionally the event had been hosted and financially supported by Jenny Twinn.  BT and DB to liaise with Jenny and DB to contact the Silver Band.

  1. Consideration of Kate Felton email (raised at AGM)

    1. For a number of reasons KF had asked the Committee to consider moving the kitchen from its current position.  LP felt that feasibility and cost should be considered and the meeting agreed.  NA advised that it was possible.  DB felt that the Village Hall would not be as functional should be main room be split by putting the kitchen at one end.  The Meeting agreed. 

    2. Discussion arose about how to make the kitchen more useful.    Meeting agreed to see if BDC would be agreeable to changing the glass doors back to windows as this would improve available work space.  This change would also introduce better ventilation into the area without ingress into the kitchen   Meeting felt necessary to establish with BDC what was set in stone and what is not in particular regard to Fire Exits.  NA undertook to write to BDC. 

    3. EH felt it would make a better work area if the servery area were reduced.  NA said we needed to look at as a whole after response from BDC.

    4. Meeting agreed not to move the kitchen but to make it work better in current position.

 

  1. Build

    1. Ground Work Party  BT advised that Ground Work Party hoped to start initial works w/c 16.8.15.  BT agreed to go and see AVH neighbour to look at possible causes of damp arising on the joint wall.  NA provided Insurance Cover details for works to take place. Policy number RTT262114 covered all areas of proposed works.  HB to write to NA, on behalf of AVH saying the external works could be undertaken on the basis of no cost to AVH and on the basis of the cover being in place.  DB said he would speak to some Alphamstonians regarding the removal of the tree.

    2. Flooring Meeting once again agreed to select a sole contractor to fit appropriate flooring to AVH.  Discussion arose about engineered floors and alternatives.  EH undertook to forward the quote she had received from Roger Hyde to all the Committee

    3. Resignation of Main Contractor DB advised that he had had a conversation with Tom Fryer wherein TF had said he no longer wished to be Main Contractor.

      1. Meeting discussed this turn of events and agreed to formally terminate the Main Contractor Contract. HB was asked to draft a letter to TF for all Committee Members to review prior to it being signed by all Committee Members.  The assets available to AVH currently held by TF should seek to be established and brought back into AVH.

 

  1. Any Other Business

    1. BT said he had never received the cheque for the AVH share of Fete monies.  DB undertook to cancel original cheque and reissue

 

  1. Date of Next Meeting

    1. Date of next meeting was set at Monday 5th October at 5pm.  DB asked all Committee Members to seek to keep the meeting to one hour.  Meeting unanimously agreed.

 

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