Minutes of Meeting 26 Nov 2014

Hopwood Village Hall Committee

Minutes of the Meeting held on 26^th November 2014 at 7.30pm

Present: Peggy Amos, Ken Banks, Richard Freeman, Rosalie Freeman, David Harper, Peter Joannides, Adrian Smith, Sue Thompson, Ann Thurrell, Tom Thurrell, Ann Willetts (representing Parish Council)

Apologies: Helen Conboy, Michael Satchwell, Zoe Taylor

1. Matters Arising from the Minutes of the last Meeting

The Minutes were accepted as a true record.

Hire Agreement: Document to review proposed changes to hire charges will now be circulated for discussion at the next meeting in January by the Chair.

2. Agenda Items

2.1 Constitution: Completed, signed and countersigned. Copy to be laminated and displayed on the noticeboard.

2.2 Chairs Report:

Fire Door: Aluminium doors fitted by August Windows at a cost of £1575 plus £850 brickwork (included toilet access). £150 draw bolt, tie bar and plate

Fencing: Two quotes received. £1300 N B Jones (using wooden posts), £1500 Ash Lane Landscaping using concrete posts. The latter was agreed as the preferred option.                                                         APPROVED

Additional Car Parking: Quote for circa £7000 using road scalpings. It was agreed that reconfiguring the toilet block was a greater priority.

2.3 Grants: £1860 secured from Worcestershire County Council for refurbishing the stage including replacement timbers, painting, re-hanging curtains, new carpets etc plus £500 which Ken Banks suggested could be used for a small PA system for the stage. The Chair will also talk to Roger Hollingsworth about any further funding that may be available.

2.4 Groundwork: Stump grinding circa £170 (Hopwood Tree Surgeons), membrane cover, three tonne of slate £270 from Ash Lane Landscapes plus £120 labour.                                                                       APPROVED

2.5 100 Year Celebration: All tickets distributed and a good turn out expected.

                            

2.6 Treasurer’s Report: The Chair advised that the Santander current account balance was £7,210 and the deposit account balance is circa £5,500.

In addition the National Savings Giro Account balance is circa £7,500.

Debts outstanding and invoices to be paid total £4,525. The Chair advised that he would be meeting Helen Conboy on 1^st December to receive the remaining accounting documentation and clarify any issues raised by the Committee.

2.7 Fundraising: Ken Banks commented that to allow the village hall to be eligible for grants a contingency of £5,000 to £7,000 was an appropriate level and that the accounts need to be up to date. Mike Forrester will be carrying out a survey on 2^nd December and will prepare a funding strategy document to support any future grant applications. The toilets will be highlighted as a priority.

2.8 Community First: Ken Banks advised that based on the list of proposals he will generate a list of actions for the next meeting.

 

3. AOB

3.1 It was proposed that closures be fitted on all doors to minimise heat loss.

                                                                                      APPROVED

3.2 Date of next meeting: Wednesday 21st January 2015 at 7.30pm.