Birlingham Village Hall Committee

 

Minutes of Meeting held on Thursday 28th March 2019 in the Village Hall


Present:

Kelvin Hartshorne      Chairman               KH           Valerie Gilmore             VG            

Alan Bradley              Vice-Chairman      AB            Alan Williams                AW

June Barke                  Treasurer            JEB           Ruth Keys                     RK

Ken Fitch                    Bookings Officer   KF           Deborah Grant                DG

Edward Farrar            Secretary and Data

                                   Protection Officer  EF


Prior to the start of the Meeting AB spoke highly of the service to the Village Hall given by KH, especially in his time of office as Chairman of the Village Hall Committee for the past fourteen years. He was presented with an inscribed tankard in recognition of his achievements. KH responded and thanked AB for his kind words.


Election of Officers:

Chairman: KH nominated AB as his successor to be Chairman of the Village Hall Committee, seconded by EF

Vice-Chair: Ruth Keys proposed by AB, seconded by VG

Treasurer, Bookings Officer and Secretary: voted in en bloc and agreed by the rest of the Committee.  

2. Minutes of the last

    Meeting The Minutes of the Meeting held on Thursday 24th January 2019 are a true and accurate record. KH proposed that they be accepted, seconded by JEB. The Chairman signed the file copy.

 3.Matters Arising Nic Carson has still not been in contact with AW about the de-fibrillator. AW and RK attended a first aid course on defibrillators and AW will receive information from the organiser who will come and give instruction to villagers. AW to contact him for further details.                                                                                      AW

KH is still using the remaining stock of halogen lights and will change to LED when they are all used.                                    KH

 

4.  Treasurer’s

     Report                                          The Treasurer presented her Report

                                                                                                    £

Balance at Bank – 28th March 2019                                    6,899.33                                                                                                                              

Receipts since 24th January 2019                                        6,335.53        

Expenditure since 24th January 2019                                 10,622.59

Petty Cash Balance                                                                   17.17

True Balance excluding defibrillator costings                     5.569.32

We are near the end of the Financial Period. JEB will sign off the accounts and send them to the accountant before the AGM.

JEB asked how long she should adjust the accounts for the defibrillator costs. It was resolved that the reserve account should continue until it is all used.

The Chairman thanked the Treasurer for her report, a copy of which is filed with the Minutes of this Meeting.


5. Sub-Committee

    Reports (i) Housekeeping: JEB cannot find the poles for cleaning cobwebs etc in the ceiling. AW said they are in the loft and he will take them down.                                                                                                                                   AW

The cupboard handles are still a problem, KH has some replacement ones which he will fit.                                                                  KH

(ii)Maintenance: AB wishes to put himself forward to assist KH and KF with maintenance work.

(iii) Marketing and Revenue: The Burns Night Dinner was a success, AB thanked DG for organising it.

Ticket income - £420.00 excluding bar takings - AW will complete a spread sheet for the next Meeting.                                              AW

It was agreed that the ticket price was too low, it should be £15.00 in future.

Future Events

Asparagus Lunch 11 or 12 May. AB to contact Marion.and Wimpey                                                                                     AB

BBQ - 18 August – AB to contact Marion                                                                                                                                          AB

60’s and 70’s night with Reflections. AB to speak to Chris Hermon                                                                                  AB

Wine & Cheese evening with background music – date in November to be arranged, possibly to coincide with Beaujolais Nouveau release. No cooking involved but cheese etc. to be purchased.

 (iv) Grants: VG has received a grant from Wychavon. She will send another “thank you letter” to RB Turner with a photograph.VG

(v) Bar: AW to send out a spread sheet to Committee Members.AW

£35.00 worth of stock was out of date, AB bought it at cost price.

Some of the current wine stock can be used at the Cheese and Wine in November.

The House red and white wines have been purchased at a competitive price.

6. Correspondence KH reported that BREXIT may not have taken place and that the VH will be needed for European Election Day.

The three year contract with EON will end on 11 April. JEB and KH have received a much reduced rate which we will take up from 12 April. We are charged for two electric meters in the VH, we only need and use one of them. We need to have one removed, possibly by Western Power. AB wishes to have a meeting with KH update him about VH procedures, he will include the removal of a meter in the discussion.                                                                    AB, KH


7. Any Other

    Business EF reported that at a meeting of a group Village residents, comments had been passed about the new layout of the front of the VH and he was asked by one of them to pass these on to the Committee.

1. The hedge is too high

2. The kerb board is too close for passengers to get out of their car.

3. Chris Hermon will not be able to site the Fish and Chip van for a   

    proposed Fish and Chip Evening in the Hall.

The Cttee discussed these comments and agreed that no action is needed on any of them. EF will report back to the group.

AW has noticed that a paving slab has been broken, he will look into this.                                      AW

RK asked if we could purchase some bistro tables to use on the new paved frontage, she was asked to investigate costs.             RK

RK asked about privacy notice and whether we have to inform every customer about data. The VH does not hold customer data, this is held by HallMaster.

KF asked if we could have a No Smoking sign outside the VH. He will investigate a cost. In the meantime we could put notices in the windows facing outwards.                                                        KF

JEB reported that the rate bill was zero.

The Hall floor needs sanding prior to re-sealing. KH has contacted the previous floor contractor and they are unable to offer this service, but they can undertake the high and low level industrial clean that will be needed after re-sanding/surface finishing. KH to obtain quotes. Given the scope of work it will likely take 5/7 days                                                                                                        KH

KH to be removed as a cheque signatory and replaced by AB                                                                                                     JEB

AB needs a key fob from KH. They will meet to discuss current fob holders.                                                                                AB, KH

JEB informed the Committee that the 100 Club membership was down to 74

 8. Date and Time of

    Next Meeting Thursday 23rd May 2019 at 7.00 p.m.

Future dates – 25th July, 26th September, 28th November 2019

 The Meeting closed at 8.45 p.m.  

 The 100 Club balls were drawn

 



             Minutes of the 94th  Annual General Meeting of Birlingham Village Hall

Held on Thursday 28th  March 2019 in the Village Hall


Present:

Kelvin Hartshorne – Chairman   KH              Valerie Gilmore   VG      

Alan Bradley -  Vice-Chairman   AB              Ruth Key             RK

June Barke – Treasurer             JEB             Alan Williams      AW

Ken Fitch – Bookings Officer      KF

Edward Farrar – Secretary and

Data Protection Officer               EF


The Chairman welcomed Deborah Grant to the Meeting.


1. Apologies: Basil Barke, Jackie Farrar, Gill Hartshorne,

  

Agenda Item            Minutes     

2. Minutes The Minutes of the 93rd Annual General Meeting held on Thursday 22nd  March 2018 were read and accepted as a true and accurate record. Their acceptance was proposed by Edward Farrar and seconded by Alan Bradley. The proposal was carried and they were signed by the Chairman.

3. Matters Arising Due to the appointment of a new auditor, last year’s accounts were not ratified until December. This year’s will be more prompt.

4. Treasurer’s  

     Report The Treasurer submitted the Income and Expenditure Accounts and Balance Sheet for the year ending 31 January 2019. These will be ratified by the new Auditor in due course.

The Chairman explained that the account shows income for the defibrillator with some expenses shown, the remainder is for future expenditure. Full details of the expenditure are filed, along with a copy of the Accounts and Balance Sheet, with these Minutes.  

The Chairman thanked the Treasurer for her report.

5. Chairman’s

    Report The Chairman submitted his report to the Meeting, a copy of which is filed with these Minutes. The Chairman is very pleased and satisfied with the organisation and running of the VH.

6. Election of

    Trustees Three Members of the Trustees were due to stand down at this Annual General Meeting, in accordance with the Constitution. AB, KF and VG –  All confirmed their willingness to stand for re-election. A block vote by the Committee confirmed their re-election.

Deborah Grant has volunteered to join the Village Hall Committee. Valerie Gilmore proposed that she be elected, seconded by June Barke. The Committee unanimously voted, with great pleasure, that she be accepted.  

7. Any Other

    Business KH to update the Charity Commission details to include Deborah Grant.

  The 2019 Annual General Meeting closed at 7.08 p.m.


The May meeting was cancelled.

Birlingham Village Hall Committee

 

Minutes of Meeting held on Thursday 25th July 2019 in the Village Hall


Present:

Alan Bradley   Chairman        AB

Ruth Keys                   Vice Chairman       RK

June Barke                  Treasurer               JEB

Ken Fitch                    Bookings Officer   KF


1 Apologies Edward Farrar

2. Minutes of the last Meeting The Minutes of the Meeting held on 28th March 2019 are a true and accurate record. JEB proposed that they be accepted, seconded by VG. The Chairman signed the file copy.

3. Matters Arising JEB received a request for information concerning the obsolete electricity meter.. KF to photograph the meter and email to smecustomerservices.  This should hopefully initiate the removal process.                                         KF

AW reported that there has been no progress on training for the defibrillator.

RK has investigated the purchase of patio furniture for the outside areas of the hall.  It was decided to wait until the end of the season to purchase as it was thought that discounts will be available.

No smoking signs have been purchased and installed on the path to the main entrance of the hall

AB reported that the two events Asparagus lunch and BBQ had both been cancelled due to poor take up from the village.  AB has comments to make under AOB

KH reported the progress on the repairs to the hall floor.  Two quotes were obtained both at a similar price.  The company selected offered a more detailed description of the work to be completed, the process will be dust free, and they will provide advice on future maintenance of the floor that can be carried out to prolong the life of the floor finish.  A date has been selected 16th Dec for the work to commence.  It will take at least a week before the floor can be used.  All bookings for that week have been cancelled by KF and customers informed.  The customers supported the project.

 

4. Treasurer’s Report The Treasurer presented her Report

Balance at Bank – 25th July 2019       £6,754.79  

Adjustments for defibrillator fund

            Grants and donations             £2850.00

             less expenditure                    £1519.99

              Defibrillator fund balance   £1,330.01

True Balance excluding defibrillator fund   £6,155.64

Receipts since 22th March 2018                   £3,066.01

Expenditure since 22nd March  2018            £3,044.98

Petty Cash Balance                                         £29.82

The Chairman thanked the Treasurer for her report, a copy of which is filed with the Minutes of this Meeting.

The treasurer was tasked with raising an invoice to the PC for 50% of the cost replacing the defibrillator pads.  This matter was discussed in the January PC meeting where it was agreed by the PC to provide support from the community fund.                                  JEB

5 Sub committee reports (i)Housekeeping:

A water leak in the kitchen was reported by JEB.. KH organised a plumber and this leak has now been fixed.  It was considered expedient to use the plumber whilst at the hall to install an outside tap.. This will enable volunteers to water the garden borders and pots found around the hall without requiring access to the hall.  This tap has now been added to the external wall of the kitchen.

(ii)Maintenance:

The maintenance to the floor has been covered under Matters arising.

It was also decided that a deep clean of the hall was completed before the floor work was started.  This to include the rafters and other floor areas, ie kitchen, foyer, and toilets.

KH reported that the barge boards on the external wall of the kitchen are deteriorating rapidly.  KH obtained a quote to repair the boards of around £400.  It was discussed that whilst carrying out this repair it may be possible to incorporated into the work the addition of a storage area extending from the kitchen wall.  The combined quote to complete this work was £1,100.  

VG was tasked to investigate the possibility of obtaining a grant for this capital expenditure                                                                              VG

(iii) Marketing and Revenue:  

Events to be organised –

12th Oct  60’s evening  Chris Hermon

Burns supper 25th Jan  DG to liaise with AW

AB to discuss issues concerning fund raising under AOB

(iv) Grants:

VG to investigate possible grants for future capital expenditure.

 

 6. Correspondence AB has had speculative correspondence from Energy Prices Direct and simpleenergyrenewels@gmail.com these were circulated to committee members but it was decided that they would be of no benefit to BVH and no action was taken.

AB received an invite to join the Community First system.  On investigation it was decided that the village hall would not receive any benefit from this.  No action taken.

The charity commission sent their news letter July 2019.  This was circulated to committee members.

AB has had correspondence concerning a survey by  entrust.  The information has been completed by AB

 

 7. Any Other Business Defibrillator

The defibrillator was used during June by a member of the village.  This raised issues with gaining access to the defibrillator.  The WMAS did not advise the villager of the access code even though the device was registered on their site.  It transpired that the system used by WMAS on matters concerning defibrillators has recently changed.. KF has now registered the defibrillator on the new system.  All committee members have been emailed with the information.

The used pads were replaced as soon as possible by KH.  AB was tasked with writing to the PC on the matter of the support for the funding of the defibrillator consumables as promised in the PC meeting January 2018.

AB has also used the village email system to advise all villages on the system for access to the defibrillator including the access code..  AB has obtained fridge magnets that will be distributed to all village households along with a covering letter advising on the procedure to adopt if confronted with a need to use the defibrillator.  A further offer of training for villagers on the use of the defibrillator was discussed.  Previous training was poorly supported.   AB


Stuart Crowther wake

The husband of Karen Crowther, who for many years supported the village hall as a committee member, has recently died and the committee agreed that the hall be made available for the wake at no charge.


WOS

KH advised of the up and coming Worcester Open Studio event taking place in the village hall over the bank holiday weekend 23rd to 26th August.  The profit from the funds raised will be donated to the village hall.  The offer of support in running the bar and teas would be appreciated as would the making of cakes etc.


Fund raising

AB raised the concern that events held at the village hall were often poorly supported leading to the cancellation of the event.  To increase the numbers of villages attending these and future events it was proposed the AB uses whatever means possible to communicate with villagers on the matter of such events.  This will result with the building up a database containing some personal data and may result in the need for BVH to have a policy to comply with GPPR.  DG and AB will investigate the requirement and subsequent formatting of such a policy.  DG will be the project manager.               AB/DG

 8. Date and Time of Next Meeting Thursday 26th Sept at 7.00 p.m..

  

 The Meeting closed at 19.45 and the 100 Club balls were drawn




Birlingham Village Hall Committee

 

Minutes of Meeting held on Thursday 26th September 2019 in the Village Hall


Present:

Alan Bradley   Chairman        AB

Ruth Keys                   Vice Chairman       RK

June Barke                  Treasurer               JEB

Ken Fitch                    Bookings Officer   KF


1 Apologies Edward Farrar, Deborah Grant

Alan Williams was absent

2. Minutes of the last Meeting The Minutes of the Meeting held on 29 July 2019 are a true and accurate record. KH proposed that they be accepted, seconded by VG. The Chairman signed the file copy.

3. Matters Arising AB expressed his thanks to JEB and KF in resolving the issue surrounding the removal of the old electricity meter.  The meter has not yet been recovered by EDF and the refund of monies owed is in hand.


There has been no response to a letter sent to the Parish Council by AB requesting their 50% contribution to the cost of replacement defibrillator pads following its recent use.  AB is to contact the Chairman of the PC during early Nov if no reply has been received by then.                                         AB

 

4. Treasurer’s Report The Treasurer presented her Report

Balance at Bank – 26th Sept 2019                        £7,127.33  

Adjustments for defibrillator fund

            Grants and donations             £2850.00

             less expenditure to date        £2250.85

             Defibrillator fund balance     £599.15

True Balance excluding defibrillator fund            £6,528.18

Receipts since 22th March 2018               £1,572.53

Expenditure since 22nd March  2018       £1,200.99

Petty Cash Balance                                       £ 36.52

The Chairman thanked the Treasurer for her report, a copy of which is filed with the Minutes of this Meeting.

The Treasurer reported that a cheque received from Julie Farr to cover outstanding hire charges was incorrectly formatted and the bank has therefore refused to honour the payment.  AB is to write to Julie Farr returning the cheque and requesting a new cheque or some other method of payment to cover the said charges.                                                                          AB


 

5 Sub committee reports (i)Housekeeping:

JEB reported that the cooker is due for an annual deep clean.  The cost will be £85.00.  

Also the plate warmer requires a clean after food had been spilt inside.

The committee agreed to cost of cleaning and JEB to contact the cleaning company.


(ii)Maintenance:

KH reported that some of the handles of the kitchen units are broken and need replacement.  These units are no longer made and exact replacement handles are unavailable.. KH will obtain replacement handles and make any adjustments to ensure they fit the existing mounting.  However it is possible that some redundant holes in the doors will be visible.

KH reported that the exterior paintwork is showing signs of ageing.  It was agreed that the task would be booked with the decorator for Aug/Sept 2020.

However parts of the window frames are showing that they need some more urgent repair if they are not to deteriorate beyond what a decorator could complete.  KH to speak to the decorator                                              KH

It was reported that a small double glazed unit has blown and need replacement.  KH to contact the company that originally supplied the units      

                                                                                                               KH

(iia) Planned Maintenance:

A high level clean has been booked for 24th Nov prior to the floor work commencing.  Concerns raised by RK about dust created during the floor sanding were addressed by KH.

The renovation of the wooden floor has been booked for week commencing 16th Dec.  It was pointed out that there would be little benefit in decorating the hall for Christmas.

A deep clean of the remaining non wooden floors was proposed for 13th and 14th Jan 2020 as no bookings for those dates have been made.  These dates were agreed by the committee.  

As the hall will not be available for hire during this process KF to contact customers who might normally book these days for regular classes to give them as much advanced warning as possible.                                            KF   

VG has applied for a grant from RD Turner of £4,000 towards the cost of the renovations.

KH circulated a costing for the proposed maintenance work including the external store room and bistro style tables and chairs for the outside seating areas.  The total cost was £6,130.28.  Concerns were raised by AB as to the ability of the halls balance sheet to absorb this cost without leaving the hall vulnerable to future call for funds.

It was considered that the external store room and bistro tables and chairs could be deferred until further investigations as to future income has been obtained.    JEB and KF to supply information to AB on possible income and expenditure to March 2020.                                                JEB/KF    

(iii) Marketing and Revenue:

The 60’s evening has been cancelled as only 34 tickets were sold.  

AB to contact the band.                                                         AB


Burns supper 25th Jan  DG to liaise with AW

AB to contact Defford Village hall reference the Burns night supper to ascertain if they are proposing to run a similar event.  If not could we liaise on marketing.                                                                                                AB

It was agreed that and early bird price be offered to attract bookings to allow catering to be organised.  Ticket price of between £16 and £18 was discussed. A £2.00 discount on the cost of a ticket was agreed.  

It was agreed Marion New is approached to supply the food for the night.  AB to contact and confirm availability and menu                               AB

It was agreed that a leaflet drop for this event would be completed late Oct.  AB agreed to complete the drop in Birlingham and other committee members offered assistance in doing Defford.  (KH/RK/KF)


KH reported that the WOS event made a small loss but the sale of refreshments indicates a small donation will be forthcoming.


RK reported that there has been four bookings on the wreath making event scheduled for 1st Dec


(iv) Grants:

VG has applied to RD Turner for a grant of £4,000 towards the proposed maintenance work.


(v) Bar sub committee

AW was absent so no report was made.

 

 6. Correspondence No correspondence has been received

 7. Any Other Business JEB reported that as treasurer she has amassed a large quantity of documentation.  AB asked KH to assist in evaluating the documents and storing the relevant items in the village hall roof area.

JEB indicated that after 20 years as treasurer she feels that the time to retire has arrived.  She will formally stand down at the AGM.

AB to investigate possible candidates as a replacement.                  AB

 

 8. Date and Time of Next Meeting Thursday 28th Nov at 7.00 p.m..

  

 The Meeting closed at 8.40 pm and the 100 Club balls were drawn

















































Cont’d


5 Sub committee reports (i)Housekeeping:

JEB reported that the cooker is due for an annual deep clean.  The cost will be £85.00.  

Also the plate warmer requires a clean after food had been spilt inside.

The committee agreed to cost of cleaning and JEB to contact the cleaning company.




(ii)Maintenance:

KH reported that some of the handles of the kitchen units are broken and need replacement.  These units are no longer made and exact replacement handles are unavailable.. KH will obtain replacement handles and make any adjustments to ensure they fit the existing mounting.  However it is possible that some redundant holes in the doors will be visible.

KH reported that the exterior paintwork is showing signs of ageing.  It was agreed that the task would be booked with the decorator for Aug/Sept 2020.

However parts of the window frames are showing that they need some more urgent repair if they are not to deteriorate beyond what a decorator could complete.  KH to speak to the decorator                                              KH

It was reported that a small double glazed unit has blown and need replacement.  KH to contact the company that originally supplied the units      

                                                                                                               KH

(iia) Planned Maintenance:

A high level clean has been booked for 24th Nov prior to the floor work commencing.  Concerns raised by RK about dust created during the floor sanding were addressed by KH.

The renovation of the wooden floor has been booked for week commencing 16th Dec.  It was pointed out that there would be little benefit in decorating the hall for Christmas.

A deep clean of the remaining non wooden floors was proposed for 13th and 14th Jan 2020 as no bookings for those dates have been made.  These dates were agreed by the committee.  

As the hall will not be available for hire during this process KF to contact customers who might normally book these days for regular classes to give them as much advanced warning as possible.                                            KF   

VG has applied for a grant from RD Turner of £4,000 towards the cost of the renovations.

KH circulated a costing for the proposed maintenance work including the external store room and bistro style tables and chairs for the outside seating areas.  The total cost was £6,130.28.  Concerns were raised by AB as to the ability of the halls balance sheet to absorb this cost without leaving the hall vulnerable to future call for funds.

It was considered that the external store room and bistro tables and chairs could be deferred until further investigations as to future income has been obtained.    JEB and KF to supply information to AB on possible income and expenditure to March 2020.                                                JEB/KF    

(iii) Marketing and Revenue:

The 60’s evening has been cancelled as only 34 tickets were sold.  

AB to contact the band.                                                         AB


Burns supper 25th Jan  DG to liaise with AW

AB to contact Defford Village hall reference the Burns night supper to ascertain if they are proposing to run a similar event.  If not could we liaise on marketing.                                                                                                AB

It was agreed that and early bird price be offered to attract bookings to allow catering to be organised.  Ticket price of between £16 and £18 was discussed. A £2.00 discount on the cost of a ticket was agreed.  

It was agreed Marion New is approached to supply the food for the night.  AB to contact and confirm availability and menu                               AB

It was agreed that a leaflet drop for this event would be completed late Oct.  AB agreed to complete the drop in Birlingham and other committee members offered assistance in doing Defford.  (KH/RK/KF)


KH reported that the WOS event made a small loss but the sale of refreshments indicates a small donation will be forthcoming.


RK reported that there has been four bookings on the wreath making event scheduled for 1st Dec


(iv) Grants:

VG has applied to RD Turner for a grant of £4,000 towards the proposed maintenance work.


(v) Bar sub committee

AW was absent so no report was made.

 

 6. Correspondence No correspondence has been received

 7. Any Other Business JEB reported that as treasurer she has amassed a large quantity of documentation.  AB asked KH to assist in evaluating the documents and storing the relevant items in the village hall roof area.

JEB indicated that after 20 years as treasurer she feels that the time to retire has arrived.  She will formally stand down at the AGM.

AB to investigate possible candidates as a replacement.                  AB

 

 8. Date and Time of Next Meeting Thursday 28th Nov at 7.00 p.m..

  

 The Meeting closed at 8.40 pm and the 100 Club balls were drawn



Birlingham Village Hall Committee

 

Minutes of Meeting held on Thursday 23rd January 2020 in the Village Hall


Present:

Alan Bradley              Chairman               AB           Valerie Gilmore             VG            

Ruth Keys                   Vice-Chair             RK           Kelvin Hartshorne         KH                                   

Edward Farrar             Secretary               EF            Deborah Grant               DG


1. Apologies: June Barke JEB, Ken Fitch KF. Absent: Alan Williams AW



2. Minutes of the last

    Meeting The Minutes of the Meeting held on Thursday 28th November 2019 are a true and accurate record. KH proposed that they be accepted, seconded by VG. The Chairman signed the file copy.

 3.Matters Arising Defibrillator  

A sub-committee met to discuss the refusal of the PC to respond to two letters sent to them regarding costs.

Two items were put forward:-

1. A legalistic letter to the Chair of the PC

On reflection it has been decided that this option will not be pursued at this time.

2. There are sufficient funds currently for the defibrillator to remain operative at this time.

Once these reserve funds are depleted further contact will be made to the PC.

If no payment is offered in support of the continued use of the defibrillator by the PC, we should write to the County Council explaining the situation.

The Chairman thanked KH for all his hard work in organising contractors to bring the Hall floor and the internal Hall environment together with the kitchen up to an excellent standard.

4.  Treasurer’s

     Report                                          The Treasurer’s Report was presented in her absence

                                                                                                    £

Balance at Bank – 23rd January 2020                                 4,993.77                                                                                                                              

Receipts since 28th November 2019                                   2,418.49         

Expenditure since 28th November 2019                             6,426.96

Petty Cash Balance                                                                    1.69

True Balance excluding defibrillator costings                    4,394.62


The continuation of the 100 Club will be discussed at the next Meeting to be held on 26th March 2020.

A refund is still outstanding from EDF.

JEB will contact EDF for the requisite refund as agreed to.   JEB                                                                                  

KH commented on the increase of our Insurance by £250.00 due to Hall construction work as agreed to, which duly increased Insurance costs as outlined above.

KF is now a signatory for cheques.

A copy of the Report is filed with the Minutes of this Meeting.

5. Sub-Committee

    Reports (i) Housekeeping:

The plate warmer has been cleaned as agreed to at the previous meeting.  

(ii)Maintenance:

The high level clean of the Hall plus re-sanding, re-sealing and polishing of the Hall floor have been completed to a very high standard.

The company who did the floor recommend that the floor should be re-sealed every two years.

The deep clean should also be done at the same time.

This will mean the VH will need to be closed for two days to allow this to happen as required.

AB agreed that this should be planned in, as this would save money in the long term and keep the hall environment in excellent condition.


KH was advised by the Floor Contractors that a special floor mop be purchased for the cleaner to use. This was duly agreed to and subsequently has been bought for future floor cleaning use.

There have been a number of very complimentary comments from users of the VH about the work which has been carried out on the floor together with the kitchen and the Hall throughout.


(iii) Marketing and Revenue:

Arrangements for the Burn’s Night are proceeding well.

AB thanked KH and KF for distributing leaflets in the Defford area. More than 65% of tickets were sold in the last four weeks.

The Hall is to be set up on Saturday 25th January from 5.00 p.m.

A number of Committee Members have kindly agreed to assist.

AB thanked all concerned for their support.

AB talked through the timing together with proceedings for the Burn’s Night Dinner which is due to start at 7.30 p.m.

(iv) Grants:

VG reported that she had taken and forwarded a photograph of the recent re-furbishing work to R D Turner to show them how their financial contribution was used. This will no doubt help when applying for future grants with RD Turner.

(v) Bar:

It was reported that some bar stock appears possibly to be missing. KH suggested that this was due to some stock he had tasted was not consumable and therefore disposed of.

In addition some of the remaining stock is out of its best before use by date; this stock will also require disposing of.

RK offered to purchase fresh stock for the Burn’s Night Dinner.

 6. Annual General

    Meeting This will be held in the Village Hall on Thursday 26th March 2020 at 7.00 p.m. In accordance with our regulations three members of the Committee will stand down.

The above will be announced in the AGM Agenda for the Meeting.

 7. Correspondence AB read out a letter from JEB announcing her decision to retire as Treasurer at the AGM.

It is noted that JEB held two roles:

Treasurer and Housekeeper.

A discussion took place about these two vital roles and potential replacements.

It was decided that an additional meeting should take place prior to the next meeting to be held on 26th March 2020.

This meeting will be held at 7.00 p.m. on 10th March 2020 in the VH. AB will send out an e-mail regarding the above meeting which will incorporate a discussion on future income streams for the BVH.

                                                                                               AB

KH has booked the VH for the night of Tuesday 10th March 2020.

VG volunteered to take over the Housekeeping duties and will arrange to meet with JEB, prior to the meeting of 10th March.

An e-mail has been received from Richard Timney about a Village Hall Photo Competition.

AB sent a copy to KF to ask if Angela may be interested in doing a photo shoot for this, however both Ken and Angela are away until the end of February.

JEB received an invitation to join Give as you Live.

It was decided that the costs involved would not benefit the BVH, so no further action is being taken by BVH members..

  8. Any Other

     Business Nothing further to report.  

  9. Date and Time of

     Next Meeting Thursday 26th March 2020 following the AGM.

Future dates – 28th May, 22nd July, 24th September 2020

 The Meeting closed at 8.30 p.m.  


.



Birlingham Village Hall Committee

Minutes of Meeting held on Thursday 28th November 2019 in the Village Hall


Present:

Alan Bradley   Chairman        AB

June Barke                  Treasurer               JEB

Ken Fitch                    Bookings Officer   KF


1 Apologies Edward Farrar, Alan Williams entered apologies

Ruth Keys absent

 

2. Minutes of the last Meeting The Minutes of the Meeting held on 29th Sept 2019 are a true and accurate record. KF proposed that they be accepted, seconded by JEB. The Chairman signed the file copy.

3. Matters Arising AB reported that there have been several correspondences and emails between himself and the Chairman of the Parish Council (PC) on the matter of funding for the replacement parts for the village defibrillator.  

This has resulted in the PC generating a form for the BVH to complete when applying for funds from the community fund (set by the PC from the precept).

Concerns were expressed that this form has a caveat that the PC will only honour this application if funds are available.  As the PC is already funding the Jubilee committee for the Birlingham memories project and the VE day 75th anniversary from the limited funds available in the Community fund there will probably not be sufficient funds available for the BVH application. The caveat could be used to circumvent the agreement between BVH and the PC making it null and void.

As the original agreement (on record in the PC minutes) was to fund the defibrillator replacement parts from the community fund and to that end an invoice was generated and sent to the PC before the Jubilee committee requested funds then the BVH application should take priority.  AB to contact the Chairman of the PC expressing our concerns.

4. Treasurer’s Report The Treasurer presented her Report

Balance at Bank – 28th Nov 2019                           £9,002.74  

Adjustments for defibrillator fund

            Grants and donations             £2850.00

             less expenditure to date        £2250.85

             Defibrillator fund balance     £599.15

True Balance excluding defibrillator fund             £8.403.59

Receipts since 22th March 2018               £3,770.82

Expenditure since 22nd March  2018       £1,847.41

Petty Cash Balance                                       £ 16.09

The Chairman thanked the Treasurer for her report, a copy of which is filed with the Minutes of this Meeting.

The Treasurer indicated a concern over the effectiveness of the Hundred Club which has only 75 numbers taken and a balance of £378.23. Following a discussion it was decided to continue for the present and review the club at the AGM.


 

5 Sub committee report

 (i)Housekeeping:

JEB reported that the cooker and the plate warmer have now been cleane

JEB reported that the electricity supplier EDF have reviewed the BVH account and reduced the SO payment.  However there is still an outstanding balance of £374.  It was decided that JEB will contact EDF requesting a refund of the balance.

(ii)Maintenance:

KH reported that workload had restricted his ability to address the replacement of the kitchen unit handles.  This will be completed ASAP

KH reported that he had contacted the decorator on the matter of the exterior paintwork and the matter is now in hand.

The small double glazed unit that have blown will be replaced when the decoration has commenced.                                                                                                     

(iia) Planned Maintenance:

A high level clean has been booked for 24th Nov prior to the floor work has now been completed.  JEB is to liaise with the cleaner to carry out a similar operation in the foyer.

It was decided that there are sufficient funds maintenance work to be completed including the extra storage but not the purchase of the bistro tables and chairs.

KH reported that the extra storage has now been completed.

 (iii) Marketing and Revenue:

All arrangements Burns supper 25th Jan  have now been completed.  Leaflet drops in Birlingham and Defford have been carried out and Defford PC will post a flyer on their notice board.  There will be an advert in the Abby link and hopefully several reminders in the Birlingham email.

To date there has been a limited response and AB urged all committee members to encourage friends to book.

(iv) Grants:

VG reported that RD Turner have for made a grant of £2,000 towards the proposed maintenance work.

(v) Bar sub committee

AW was absent so no report was made.

JEB remarked that a bar account needs to be created giving the cash balance and stock levels.  AB to contact AW.

 6. Correspondence All correspondence that has been received will be discussed in AOB

 7. Any Other Business JEB reported concerns over the Hundred club.  The decision was deferred until the AGM.

AB has received an email from the clerk to the PC concerning the availability of the hall for the any VE day celebrations that may be forthcoming over the 9-10 May 2020.  The hirer has been contacted by BVH has now released that weekend.  AB to urge the PC to book that weekend ASAP

 

 8. Date and Time of Next Meeting Thursday 23rd Jan at 7.00 p.m.

Apologies were entered by KF and JEB

 

The Meeting closed at 8.40 pm and the 100 Club balls were drawn