Alphamstone Village Hall

Meeting of the Members of Alphamstone Village Hall

27th November 2014

To be held in The Village Hall

At 7 pm

 

AGENDA

• Apologies for absence

• Approval of the Minutes of the Meeting held 20th November 2014

  Signature of Minutes

  Matters Arising from Minutes

  Insurance (see agenda item 3)

  Payment by Social Club of Hall Rent (update DB)

  Water ingress (update TF)

• Insurance

  Buildings Insurance (BT)

  Contractors Insurance

  Trustees Indemnity

• Agreement between The Committee and Tom Fryer

  Consideration of document circulated by DB on 24.11.14

• Scheduling, Costing and Approval of Remaining Works

  Update by TF

  Process for approval and sign off

• Cheque Signatories

  Appointment of new Signatories

• Fundraising

• Any Other Business

• Date of next Meeting

 

 

Minutes of Alphamstone Village Hall

Committee Meeting held on November 27th 2014

At 7pm in The Village Hall

 

 

Present:          Helen Bradshaw (HMB), Desmond Bridge (DB), Peter Duffus (PD), Tom Fryer (TF), Sue Gardiner (SG), Eileen Hannis (EH), Ben Twinn (BT) 

 

• Apologies for Absence:

Lynne Potter

• Approval of the Minutes of the Meeting held on 27th November 2014

  TF wanted these minutes to reflect that he had telephoned AVH insurers before the meeting of 20th November and they had advised him that our insurance policy had no bearing on whether or not we are a Charity. TF referred to HMB briefing note of 31.10.14 item 5 where she had said “… our insurance policies are issued on the basis of our charitable status.”

  BT begged to differ with TF and quoted from a letter he had received from Suzanne Wilkinson of Allied Westminster. The letter read:

  “Further to your telephone call to our office I am writing to confirm that if the Village Hall Committee were doing something which went against the rules of The Charity Commission, this may affect your insurance and insurers could potentially void the policy depending on the precise circumstances and whether it was a material fact.”

  DB signed the minutes

  Payment by Social Club of Hall RentDB advised that he had spoken to Stephen Varcoe who had told DB that at the time of the Film Club closing they had the balance of funds to the Village Hall.  Since that time the Social Club had come under the umbrella of the Village Hall in order to get the licence. At the moment they keep their own accounts and have variable income.  They have recently purchased films, and projector items, including a bulb, and have paid licence fees also.  They have a minimal amount in their account, approximately £70. DB said that Stephen Varcoe had said the Social Club would be happy to hand over their accounts to AVH to review their books.  DB advised it is up AVH to run as they see fit and went through the options:

  Keep going on current basis

  AVH to demand the money

  To charge attendees and increase the charge (DB felt this not a good option as it is being run as a Social Club for the benefit of the Village)

  TF was concerned about cross booking of the Village Hall and that the Social Club should always go through Grania Nelson. DB undertook to speak to Frank Ranger about the bookings.

  DB advised that Stephen Varcoe had said that when AVH was ready to screen films they would hand over whatever funds they had.

  Committee discussed whether it was appropriate for the Social Club to pay rent and agreed it was not.

  Water Ingress

  TF advised not yet taken remedial actions as waiting to see when it rains and identify where water coming in. Undertook to remedy.

• InsuranceBuildings InsuranceBT updated the Committee by confirming that all works to date had been signed off and the final inspection was all that was required. On this basis he had contacted our insurers and BT read from the email he had sent to them on 25th November and their response:

  “Dear Susannah, thank you for your time this a.m. As I explained to you we are, as a Committee, seeking to establish exactly the position we are currently in regarding our insurance. I would be grateful if you could confirm to me that I have understood you correctly on the following. As the contractor has knocked through from the old side to the new side of the village hall that all aspects of our cover, as set out on page 2 (of our insurance schedule) are void. That you cannot provide us with cover through an additional premium while the work is on-going. You advise that the only way the village hall can be covered for the term of the build is for our contractor to hold full contractors liability insurance to the same levels of cover as set out in our schedule. Before AVH can reinstate the cover, outlined on page 2, the building must be completely finished, signed off as finished by Braintree District Council and that you require copies.”

  The same day Allied Westminster responded, “Thank you for your email, I confirm that your understanding of our position as noted below (regarding Trustee Indemnity) is correct.

  TF advised the Committee that the build was not far away from final inspection and sign of.

  TF raised concern about the path to the door of the Village Hall and wondered whether the PCC would consider increasing it.  BT said he was going to the PCC meeting this same evening and would raise with them.

  Contractors Insurance

  BT asked TF for a copy of his Insurance as no copy on his files. TF passed insurance document to BT and BT photographed cover sheet. TF undertook to give BT a copy of his insurance document

  BT advised that our level of cover was £10 million.  TF said that his policy did not match this level and didn’t think there was a need for him to have this level of insurance.

  DB said the liability at Saint Barnabus was less than £10 million and that he thought it worth BT checking levels of cover.  The Committee agreed

  SG asked the Committee if they were happy to continue works in the VH while we were not insured.  DB said until Agreement signed between the Committee and the Contractor and insurance in place he was not happy to continue.

  The Committee, excluding TF as the Contractor, took a vote on whether to cease work in the VH until the Agreement signed and insurance in place. The Committee voted unanimously to cease works.

  EH felt that TF should be paid to assess quotes and undertake paperwork during the period of the work being ceased

  SG and HMB queried whether this was necessary, however, DB felt this was a reasonable suggestion.

  Trustees IdemnityBT referred back again to the email response he had received from Allied Westminster and read to the Committee the following advice from them:

  “In respect of Trustees Indemnity, if you were wishing to take out this cover, purely in respect of the current building work, as the current contractor is also on the management committee, it would be pointless taking out Trustees Indemnity as, in the event of a claim, the contractor would be trying to sue himself which is not possible”

  BT advised that he had approached another insurer and was awaiting their response

  PD said we need to establish our position exactly with the insurers regarding this matter and DB agreed saying we need quotes through before making a decision.

• Agreement between the Committee and Tom FryerThe Committee went through the Agreement, version 2, previously circulated by DB. Items 1,2 and 3 were agreed. Point 4 regarding Contractors Insurance was left open pending further confirmation from insurers. Points 5, 6 and 7 confirmed. Point 8 the level of £500 was set as requiring committee approval. Point 9 was agreed

  BT asked TF to provide more detailed invoices.

  DB asked that it be noted in these minutes that LP had indicated her support in principle with the second draft of the agreement.

  The Committee agreed to sign the Agreement as soon as possible after the position on Insurance had been confirmed.

• Scheduling, Costing and Approval of Remaining Works

SG said that the Committee needed a schedule of outstanding works and associated costings from TF not only for the Committee but also so it could be included in a communication to the village for fundraising purposes. TF agreed to provide. TF gave the Committee a verbal run down of immediately arising labour and material.  

Disabled Toilet Pack. All materials bought and paid for including handrails at the sum of £400.  TF advised labour to install would probably be about £200. TF then went on to list the following items which BT sought to attach a cost to in discussion with TF. The following estimates arose as a result:

• £100. ‘furniture’ and water heater in disabled toilet

• £150 other

• Additional electrical works required approx. £200.

• Water heater in toilets to be purchased approx. £100

• Kitchen sink and heater to be purchased approx. £200

• Labour only costs arising on the following:

  Installation of freestanding worktop

  Plastering in kitchen area £400

  Cooker Hood £100.

  Double Sink £150.

• BT said we needed to keep a buffer of a minimum of £2,000 and in the Village Hall accounts there remained the following funds:

  National Westminster £3536.33

  Leeds £927.77

  £82.89 NSI

• BT said he had yet to write to Therese to advise her of the sum of money raised from the sale of her items.  TF said that was a task he would like to undertake.

•  

  Committee agreed to include a standard item of Report from Contractor on all future agendas.

  Committee agreed on future agendas to then continue their meeting on build issues without the the Contractor.

• Cheque Signatories

  The Committee agreed that TF should remain as a signatory for everything but build cost cheques.  BT, DB and SG agreed to become the new signatories for cheques.

  TF asked about the amount of deposit in the Leeds account explaining that it had originally been opened in the hope that it would generate a ‘windfall’ if it demutualised.  BT had previously advised the amount in the account and the Committee agreed to move it into the current account.

• Fundraising

  Committee felt a Flyer to the village appealing for funds would be a good first step.  SG said we needed a schedule from TF showing what had been spent and what was required to get to a complete finish and the associated costs before a flyer should be sent. Committee agreed.

• Any Other Business

  No other business was raised.

• Date of Next Meeting

  It was agreed to meet in The Village Hall on Wednesday 10th December at 7pm. HMB to advise LP