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Beech Hill Memorial Hall Management Committee
DRAFT MINUTES OF COMMITTEE MEETING ON 14 FEB 2017
Charlie Carter
Fleur Howles
Graham Bell
Sarah Potter
Hannah Callier
Carole Woodason
Laura Bell
Sam Moore
Gillian Grahame
John Wait
Anton Roberts
1. Apologies
See above
2. Minutes of last meeting (24 Oct 2016)
Provided by SP and signed as a true record by CC
3. Matters arising
HC and FH will get together to design joint communication with village shop to publicise daytime hires – carried forward to next meeting. All to come to next meeting with ideas.
CC will e-mail to Paul Willis and David Little inviting them to AGM
GB reported that many repairs have been done recently and no items are awaiting repair at the moment.
Harvey Crocker will re-surface half of overflow car park once the weather is better.
GB reported that drawings for proposed new porch are available but we do not have planning permission yet. Architect suggested budget of £25k. GB to ensure full package of documents is available in order to apply for grants. FH and CC to liaise regarding grant applications for building work (Greenham Common Trust, Members fund etc) – FH has previous file
6. Events updateThe summer fete will be held on Sat 2 Sep 2017 and is being organised by a separate committee. More volunteers will be required as event will be bigger than last year. Hall bank account is being used for fete finances but each payment will be tracked by unique identifier. All profit from fete will be given to the church.
FH to prepare a budget for fete for review at next meeting.
Brian of Beech Hill will take place on Sat 4 March 2017
7. Strategy document – aims of Memorial Hall charity
SP to draft updated trust deed on aims of Memorial Hall charity for review by trustees at next meeting prior to registration with charity commission. Carried over from last meeting.
8. Macmillan request to use hall for 15 days in 2017
Macmillan’s initial events in the Memorial Hall have been so successful they have requested further use of the hall free of charge until they secure funding in 2018. This request was unanimously approved by the Trustees, who also agreed to hire to Macmillan at local rates in 2018. FH/HC to ask Macmillan for testimonial in return.
9. Any other business
Village shop recently had to purchase a replacement freezer – trustees agreed unanimously to pay for it. FH to transfer funds into Shop account.
GB to ask flower club to change date to allow for AGM on 2 May
10. Date of next meeting
AGM Tuesday 2 May 2017
Suggest normal meeting 7.30-8 to discuss fete budget, tea and cakes 8-8.30 followed by AGM at 8.30.
~ End of draft minutes ~