Whalton Village Hall Committee

  Minutes of the Committee Meeting held on 13 th May 2008 at 7.30pm

  Present: Billy Grix (Chairman), Alison Jackson ( Secretary), Sheila Lough, Nikki Blackett, Elizabeth Sylvester, Gladys Smith, Sue Richardson, Stephen Trobe, Richard Sill, Martin Keegan, Charlotte Capps, Edna Parker, Fiona Ellis, Steve Bilclough

Apologies: Kath Trueman, Joan Goddard, Richard Potter, Richard Grix, Elliot Ward

100 Plus Club

£15 209 Helen McCoul

£15 112 Joan Arrowsmith

£15 44 James Trobe

£15 40 Maisie McDougall

£15 43 Pat & Billy Grix

£10 118 Lena Bird

£10 238 Neil Coombe

£10 24 Keith Richardson

£10 186 Mr W F Trueman

£10 61 Alison Weddell

Minutes

  Minutes of meeting on 8 April 2008 read and agreed as a correct record.

  Matters Arising

  •  .Elizabeth is hopeful the Morris men will attend the Show with a group from Yorkshire . They have yet to confirm. As yet we have no one for the Bale Fire. Elizabeth will see if the Hexham Morris men have any contacts.

•  Notice board and bin fencing are works in progress

•  Quote to reseal the floor is £635 incl vat.

•  The possible new post office is at the consultation stage. Additional insurance will be £50 pa. Rent will be £8 per hour, 2 hours per week. Fiona said we need to notify the Charity Commission that we are contemplating a commercial venture and we should explain that the space to be used is surplus to requirements for charitable purposes.

•  Sheila has sourced a sign for the ladies toilet and reflective strip.

•  Fiona is of the view that lighting is a better investment than staging as its use is more diverse and storage is not an issue. Fiona agreed to find out prices. The village hall can apply for funding from CMBC from July. Sue suggested a PA system and staging are included in the application.

Treasurer's Report

  Billy delivered Elliot's report in his absence. Copy attached to the Minutes.

It was noted that the reserve in the accounts needs to be preserved in case claims are made in respect of the hall refurbishment.

  The Show

  A field has been identified for the sheep dog trial . Sheep are needed for the event.

Various events/displays have already confirmed including some new ideas – Alpaca display and renewable energy exhibition.

A large marquee has been ordered. Simon Glancy will assist with marketing/advertising.

Charlotte will do the dog show to include a sheep dog category. The school fete and football tournament will run alongside the Show.

The show has been advertised on various ‘what's on' websites already.

Martin estimates he requires a budget of £3000 to work with. We need to check our insurance and look to insure against cancellation. Sheila expressed concern that the show money be kept separately from general funds. Agreed to check with Elliot how this can be achieved.

The Committee considered and approved the draft rules and regs. Martin will explore appropriate insurance limits for the hall and for exhibitors and if there is a need to verify exhibitors carry insurance.

The schedule: advertisers need to be confirmed. The classes have been reviewed by Sheila and Sue.

All to seek volunteers to assist on the day.

Hall bookings

  Emma attended the meeting. She has no problems at the moment.

AOB

•  Charlotte has an enquiry to run beavers/cubs in term time. Thursday (except once per month for youth club) or Friday is available. Charlotte will discuss an appropriate evening with Emma/Sheila.

•  Billy confirmed we are registered for gift aid as regards donations.

  There being no other business the meeting closed at 9.10pm.

Next meeting 10 June 2008.