DRAFT MINUTES OF COMMITTEE MEETING ON 13 OCTOBER 2015

1. Apologies

See above

2. Minutes of last meeting (30 June 15)

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 has explained to Jack what is required. CC to remind Mark Carter that this will be done sometime after bonfire.

Cine club – FH has purchased folding director’s chairs

Iris’s book – GB to let Tricia know she can arrange to print more copies

RN has trained HC on fire safety and smoke detectors have been tested recently.

SP to scan last signed minutes for GB to put on noticeboards & on website.)

4. Financial Update 

(Treasurer's Report dated 13 Oct 15 attached to minutes)

FH prepared Financial Update in her position as treasurer of Memorial Hall.

Lettings income is lower than in previous years – fewer evening lettings due to noise restrictions and some regular bookings coming to an end.  Ideas for generating weekday letting income to be discussed at next meeting.  SP to contact RN cc Anton to find out when prices were last increased.  HC to consider whether there are any local companies that could be approached for weekday bookings. 

The Trustees agreed to increase the reserve fund to £20000.

AR will try to find better deal for electricity.  FH has found better WIFI deal

5. Maintenance update

Faulty boiling water system has been removed – GB to look for suitable replacement.

GB has arranged for a plumber to report on state of all plumbing and give a quote for upgrading plumbing where needed, including dishwasher installation. GB to make recommendation at next meeting or agree with subcommittee if quicker decision is needed.

6. Generator

It was agreed that the Hall cannot fund safety/maintenance/insurance costs associated with a generator so offer will not be pursued.

7. Hall caretaker

GB has investigated the duties of a caretaker & will create and circulate (to trustees) a job description for a self-employed part-time caretaker.

8. Events

Bonfire, Sun 8 Nov, 6pm (Remembrance Sunday) (GG and HC)

Jacket potatoes, chilli, beans and cheese.  Meet at pub at 6pm if possible – FH to ask Jim if we can meet at pub.  GB and DP will make torches.

Publicity – FH to send HC last year’s poster to amend/update, LB to print poster, SM to display poster/flyer in shop

Children’s Christmas party – Sat 12 Dec (GB).  For village children so no wider publicity required.  Father Christmas confirmed his availability.

9. Any other business

It was agreed that a core group consisting of CC, GB, FH and GG can make decisions on behalf of the group of trustees whenever a quick decision is required.

Storage- may be able to get a grant for storage building behind hall. To  be levelled and scalpings laid at same time as car park.  GG to look into cost of secure storage building, eg Costco.  RN to look into grant opportunities.

The brass band will rehearse on Friday 30 Oct from 7.30 to 10.30 pm as a trial and any noise impact will be assessed before agreeing to regular booking.

General publicity – FH reminded trustees that anyone can write a report for Hall website.  As RN is stepping back, new publicity office to be appointed at next meeting.

10. Date of next meeting

Tuesday 16 Feb 16, 7.30pm

Events for 2016 will be discussed at the next meeting

~ End of draft minutes ~