Whalton Village Hall Committee

  Minutes of the Committee Meeting held on 11 October 2005 at 7.30pm

  Present: Billy Grix (Chairman), Alison Jackson (Secretary), Sheila Lough, Martin Keegan, Nikki Blackett, Stephen Trobe, Robin Wood, Steven Bilclough, Vivian Thomson, Sue Richardson, Elizabeth Silvester, Kathryn Truman, Richard Sill, Joan Goddard, Stewart Murray, Geoffrey Holliday

Apologies: Fiona Ellis, Richard Grix, David Adams, Elliot Ward, Bernard Scott

100 Plus Club

No draw this month

Minutes

Minutes of meeting on 13 September 2005 read and agreed as a correct record.

Matters Arising

• Elizabeth has booked the concert for 18 February 2006
• Martin suggested a gift should be presented to Barry Swan in recognition of long service on the Committee. Proposal approved. MK to source suitable gift to be presented at the next appropriate function.
• Billy spoke of his pride and great appreciation for the efforts of all of the Committee in their assistance with preparations for the Opening Night. This was an excellent occasion and a very important milestone for the Hall. Thanks were also given to Billy for his own contribution which has been enormous. Agreed Secretary to write and thank the Northumberland Cheese Company for its donation of cheese.
• Richard Sill will make enquiries of the Harriers re their promised donation for use of the Hall for their race on 18 September.
• The Golf Day was a huge success, raising in excess of £1500. Secretary to write to Peter Gilbert to thank him for use of Club House and facilities.
• Chinese meal – this was also a great success. Thanks given to Kath, Jenny and Sheila for organising this event. In excess of £550 was raised.
• Billy has not had chance to make further enquiries of the lady who was interested in renting the office. View generally is that her requirements are more than we are able to offer.
• Ernie McDougall is struggling with sourcing cork for the noticeboard so it has not been finished yet
• The Hall has received a donation of a domestic floor polisher which will be used for the time being. Ultimately we will need an industrial one.

Treasurer's Report

There was no treasurer's report as David was unable to attend the meeting. Billy advised:

The DEFRA forms are ready for posting

The first tranche gift aid has arrived (£17k)

Contractors are all paid to date except for small retention in respect of electrician

Architects account is outstanding and being negotiated by David Ash

Estimated shortfall is £5k to £20k (depends on architects fee and amount of VAT reclaimed).

Caretaker

2 applications received.

Male applicant from Wakefield is coming at the weekend to meet with Sheila. Other female applicant is away at the moment.

Wages and accommodation package discussed. Sheila proposed and Stephen seconded a package of 15 hours per week, minimum wage, subject to deduction of the daily rate allowed by Regulations in respect of tied cottage (£27.30 per week).

Some of Committee were opposed to this. Martin felt the correct market rent for the cottage was between £80 to £100 per week and the deal was too generous.

Alison and Martin to investigate Contract of Employment and suitable Agreement re the cottage. Estimated running costs for the Hall will be around £150 per week including caretaker costs.

Lights

Julie Potter is concerned the fluorescent lights should be covered to avoid damage during e.g. ball games. The Potters are prepared to contribute to the costs of this. Stephen Bilclough will investigate cost for Nov meeting.

Fund Raising Events

• Jumble Sale – 15 October. Helpers to set up tables Friday 14 th Oct. All to help set out in the morning and to sell in the afternoon. Billy will be on the door. Left overs to be conveyed by Stephen Trobe to the Hospice.
• Firework Party 5 November. Richard Sill and Elizabeth on the door. Youth Club parents to supervise the patio. Soup: Fiona, Elizabeth, Nikki and Pat. Mulled wine, Jackie Reynolds, Anna Sill and Jean Holliday. Youth club to do children's raffle. Float from David Adams. Grix's will organise the fire and Martin has the fireworks. Alison to coordinate the event.
• Decorate Hall for Xmas 24 November 2005 .
• Wine Tasting Evening, 2 December 2005
• Lantern making afternoon 10 December 2005 with Cinzia
• Lantern Procession 22 December 2005
• Burns Night and Ceilidh 27 January 2006
• Elizabeth 's Concert 18 February 2006
• Geoffrey said John Grundy is willing to appear in February. Billy agreed to supply suitable dates.

Finishing off of Hall

• Nikki's drive needs finishing
• Piano – agreed will be brought back from church on 5/11/05 in the morning. Martin, Richard G, Richard S and Stephen T will help
• The pictures have been returned by Trevor Howell. Alison to write and thank him for storage and preparing catalogue on disk. Vivian will liaise with Ernie McDougall re repairing pictures and putting them back up.
• Siting of the plaques to be agreed after the meeting
• Church photocopier has been loaned to VH. Can be used by public in return for a donation.

  100 Club

Joan requested that all subs are delivered to her by the end of October. New members to be recruited where possible.

AOB

• Stephen to investigate if there is a legal requirement for an alarm in the disabled toilet
• Sheila suggested the Committee should consider sub committees to take responsibility for the various VH issues e.g. Finance, Publicity, Running costs, Housekeeping (including caretaker), village show. All agreed this was a good idea and will be an agenda item for the next meeting.
• Dance class starts 17 October. Stephen Bilclough agreed to think about the Badminton Club. Other possible clubs to be considered are Bridge, Photography, Art and Yoga.

  There being no other business, the meeting closed at 9.15pm .