Whalton Village Hall Committee

  Minutes of the Committee Meeting held on 13 September 2005 at 7.30pm

  Present: Billy Grix (Chairman), David Adams (Treasurer), Alison Jackson (Secretary), Sheila Lough, Martin Keegan, Nikki Blackett, Stephen Trobe, Robin Wood, Steven Bilclough, Vivian Thomson, Sue Richardson, Elliot Ward, Elizabeth Silvester, Kathryn Truman

Apologies: Fiona Ellis, Jenny Stevenson, Stewart Murray, Richard Sill, Richard Grix,Billy welcomed two new members Kathryn Truman and Elliott Ward. Elliot had been elected at the AGM. Kathryn was proposed by Sheila Lough and seconded by Vivian Thompson

100 Plus Club

£15 53 Tony Deas

£15 1 David Adams

£15 148 David Robson

£10 18 John Robson

£10 111 Brian Priestley

£10 50 Joss Jones

Minutes

Minutes of meeting on 9 August 2005 read and agreed as a correct record.

Matters Arising

• The Opening Night has been rescheduled to 17 September 2005
• The Plaque has been delivered
• The Roll of Honour has been cleaned up and re-varnished. Discussion followed re siting of the plaque. Agreed would be hung on wall between kitchen and fuse box
• Storage is an issue. The hall cupboard is now full. Agreed to re-think the need for a shed in the future for e.g. toddlers toys and youth club games equipment
• The Hall floor has not been re-sealed yet, the reason being cost. This will be re-visited when the final bill for the Hall is clear.
• A letter of appreciation for the new Hall and its splendid facilities has been received from the Bowls Club

Barry Swan

Billy informed the Committee that he had reluctantly accepted the resignation of Barry Swan from the Committee. Barry's letter of resignation was read to the meeting and it was agreed that the secretary would write a letter of thanks to Barry for his hard work over the years.

Treasurer's Report

David presented his Report. The major item of expenditure last month was the insurance premium of £2400, which is a significant increase on last year.

Development Account

The estimated final cost from the QS is £288k. Estimated finance available is £274k. David's conservative estimate of the shortfall remains at £20k. £2.5k is a retention due in Sept/Oct 2006. Loans of £3500 have been received (7 x £500). Donations of in excess of £10k were received last month. £2.5k gift aid can be recovered.

There is a cash flow problem as DEFRA will only pay on full completion of Hall and cottage. In addition the gift aid rebate has not yet been received. David will pursue the DEFRA money.

Barclays Bank has turned down an overdraft facility of £20k. The trustees would be liable for this facility and they required a charge on the DEFRA money. David will meet with the Bank again when it is clear what the shortfall is. Ideally another £5k in loans is needed. Agreed that Billy would include this request in his speech at the Opening night. Committee to make personal approaches where possible.

Opening Night

17 Sept 2006, 7pm – 8.30pm.

 Sue Richardson has prepared the programme. Steve Bilclough will donate a case of champagne for the reception. Hugh Lough will organise the wine. Sue and Pat Grix will do flowers. All Committee to provide plate of finger food.

Robin Wood, Steve Bilclough and Elliot Ward will serve wine/ do the bar. Emily Grix will present a bouquet to Margaret Barbour.

Cleaning of Hall and patio 10am on Sat 17 Sept. All to attend.

Fund Raising Events

• New Rendezvous meal 3 October 2005. Tickets will be £15, £5 of which will go to VH. Kathryn and Sheila will co-ordinate tables/names. Raffle prizes needed.
• Golf day and Walk – this is on 14 September 2005. 22 teams of 4 have booked and 23 walkers. Thanks were given to Steve Bilclough for donation of prizes.
• Jumble Sale. This is to be on 15 October 2005
• Bonfire – 5 November. Martin has ordered the Fireworks and will prepare posters. Start time 7pm.
• Harriers' Race is on 18 September. Vivian, Sheila and Pat Grix will help serve coffee and biscuits to the runners.
• Carols and Lantern Procession. Provisional dates fixed for 21 st or 22 nd December. Cinzia Hardy will hold lantern making workshop on the afternoon of 10 December 2005.

Caretaker

 The cottage is nearly finished. Advert. for the job has gone in Herald, Gazette and Parish Mag. 8 enquiries received. No applications as yet. No pets rule is a problem for some. Closing date 22 Sept. Alison to review the Employment Contract.

Office

 A local lady would like to hire the office. She will need free access, a phone and a lock up cabinet. Discussion followed re how much we would charge and on what terms. Billy agreed to make further enquiries re exactly what the ‘tenant' proposed.

AOB

• Robin knows of a company looking for venues for civil ceremonies. He agreed to approach them re possible use of the Hall.
• Elizabeth Silvester's friends are willing to perform a concert again as last year. The lunch club will do the refreshments. Agreed any Saturday in Jan/Feb will be suitable. Elizabeth will enquire.
• Agreed a fridge is needed urgently for the Bar. Elliot/Steve/Martin may be able to source one.
• Billy will ask Ernie McDougall if he will construct a new Notice board for inside the Hall.
• Sheila will price a floor polisher and first aid cabinet for the next meeting.
• The Church has purchased 20 chairs for£20. Robin has had no luck selling the remainder on EBay.
• Many thanks expressed to Sue Richardson for the magnificent new curtains she has made for the big window.

 There being no other business, the meeting closed at 9.20pm.