Alphamstone Village Hall

Minutes of the Meeting

Of the Members of Alphamstone Village Hall

Held on 14th August at 5 p.m. in  (delayed from 24th July 2018)

The Village Hall

 

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

 

1. Apologies for Absence    Ben Twinn and Nigel Aulton

    

2. Election of Chairman      HB proposed DB and this was seconded by SG and unanimously approved by those present.

3. Election of Treasurer       DB proposed MG and this was seconded by HB and unanimously approved by those present. 

4. Election of Secretary       MG proposed HB and this was seconded by LP and unanimously approved by those present

5. Approval of Minutes of 24th April and 8th May 2018.   The minutes of the meeting of 24.4.18 and 8.5.18 were approved and signed.

6. Charity Commission Bulletin  HB and DB confirmed to meeting that action regarding this bulletin was only required by individuals if they were registered with the Commission for more than one charity.  In that event Trustees were required to ensure that they used the same details for each charity. 

7. Data Protection Act  DB advised the meeting that he had attended a briefing regarding what is relevant under this act for Village Halls and other small groups.  He outlined that where the organisation holds details, and has always held individual details, then those individuals have accepted being targeted by that organisation but only for the same purposes.  At present there is no action to be taken unless someone contacts AVH and requests their details be removed.

8. Events  The Fireworks Party was discussed and HB undertook to speak to Ben Twinn and John McGlashan regarding a site being available.  DB, MG and PB volunteered to be the Events Committee with MG agreeing to contact Colin Morris regarding being a member again this year.   DB raised the possibility of an apple pressing event.  This was discussed and decided that, in this area, apple harvest had been poor and would be unlikely to be well attended.  DB advised that a Harvest Supper would be held on October 13th in the Village Hall and all were welcome.

9. Any Other Business

   1. MG circulated his Treasurers Report and highlighted that hire of the Hall was down on budget and that should the Fireworks Party not go ahead this too would impact on income.  In general terms though income was broadly on track against forecast budget.  Meeting agreed that a budget for building maintenance needed to be set for this financial year.  MG to liaise with NA.

   2. MG advised that as it was proving difficult to get a painting work party organised that he was volunteering to paint the outside windows himself over the autumn.  A vote of thanks was proposed by DB and unanimously seconded.

   3. HB advised that CIF applications were open until 26th October 2018.  Following on from earlier discussions, regarding window replacement in the original Hall, HB offered to prepare a first draft grant application.

   4. DB advised that AVH had missed out on two Hall hirings because of little crockery being available in the Hall for hirers to use.  Discussion ensued about the process of supplying crockery for hirers and its cleaning.  LP agreed to assess costs for catering type crockery and DB to assess cost and types of dishwashers.

   5. HB asked how the Safeguarding Policy was progressing.  DB incorporating into Booking Procedure and LP, as lead on the Policy, was implementing where else required.  PB asked for a copy of the Safeguarding Policy, HB to send.

10. Date of Next Meeting  Meeting agreed 23rd October at 5 p.m. in AVH.