DRAFT MINUTES OF COMMITTEE MEETING ON 16 FEB 2016

1. Apologies

See above

2. Minutes of last meeting (13 Oct 2015)

Provided by SP and signed as a true record by CC

3. Matters arising

Overflow parking –Jack has kindly offered to scrape surface and lay scalpings – GB and CC to follow up in the spring.

Iris’s book has been re-printed and copies are stored in Willink Room & will be made available in village shop.

FH prepared Financial Update in her position as treasurer of Memorial Hall. The Reserve Fund now standard at just over £10,000 and overall financial position has increased by £2000 since last meeting. Trustees to let FH know of any proposed major items of expenditure for next few years such as new porch, connected storage, surfacing of main car park. GB to create a future wish list with approximate costs.

5. Maintenance update

GB has recently arranged for all plumbing items to be completed, total cost approx. £2000. GB was thanked for organising this.

RN will investigate suitable cycle racks and GB will investigate suitable storage building.

6. Generator

GB will attend Berks CCB meeting on using community buildings as emergency accommodation which will clarify circumstances under which a generator would be required for emergency buildings. GB to report back to Trustees after attending Berks CCB meeting addressing all concerns including security, insurance, health and safety, funding.

7. Hall caretaker

GB prepared a list of caretaker duties, however GB reported that the admin involved in employing someone is quite onerous so any caretaker would need to be self-employed. GB is happy to continue meeting and greeting provided hall is clean and in good working order. CC to check with his contacts whether they would be interested in caretaking duties; SM to check whether girls are happy to continue & whether they could do more.

8. Pricing

Prices have not been increased for 3 years. AR has thoroughly reviewed pricing structure of similar local halls and made a proposal for new fee structure. Proposed updated hire charges from April 2016 were approved by the Trustees. CC and GB to contact regular hirers regarding new hire fees.

9. Use of community buildings as emergency accommodation

See point 6 above.

10. Events 2016Brian of Beech Hill - back by popular demand 23 April

St George’s meal Weds 20 April

Queen’s 90th birthday tea Sat June 11th– GG is happy to arrange this

Remembrance Sunday

Christmas Party

(Clean for the Queen and Village Pond are village activities covered by Village Action Group).

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11. Any other business

Daytime hires – HC has made a list of local companies who could be approached for daytime hiring. Meeting and greeting may be a problem during the day but regulars could be instructed on how to unlock the Hall. To be discussed further at next meeting.

Website – FH demonstrated the new website which is much easier to use on tablets and smartphones. FH was thanked for a great job

~ End of draft minutes ~