Village Hall Minutes

BIDDESTONE VILLAGE HALL AND RECREATION TRUST

Latest village minutes

BIDDESTONE VILLAGE HALL AND RECREATION TRUST

                           MINUTES OF EXECUTIVE COMMITTEE MEETING, 21st FEBRUARY 2017

 

Present:   Nick Davis (Chair), David Daniel, Debbie Entwistle, Lorena Roberts, Andy Short, Ian Smith, Val Spencer-Jones and Gill Stafford.

Apologies:   Hywel Evans, Brenda New and David New.

  1. Minutes of Meeting, 17th January 2017

Agreed as a true record.

  1. Matters Arising
  2. Zipfel Lease

The Committee agreed that Nick should write to the Zipfel’s advising them that we wish to exercise our rights under Security of Tenure and continue the existing lease.  Andy to give a copy of the lease to Nick to check the position re. the allotments.                                                                         ND/AS

  1. Cricket Pavilion

To satisfy the requirements of the Sports England grant, the Cricket Club require a 7 year lease to be in place.   ND, HE, DD and AS to discuss any changes to the existing draft, which will then be circulated to all.                                                                                                                            ND/DD/HE/AS

  1. Hall Extension

DD to seek extra quotes which will be considered alongside Tom Jacques estimate at the next meeting.                                                                                                                                                             DD

  1. Booking Forms

Lorena suggested that a note to whom the deposit cheque should be made out to, and where applicable, a time from which the bar is required should be included on the form.  Carry forward to next meeting.                                                                                                                                                     ND

  1. Director’s Liability Insurance

This is now in place, but it was thought that the cover is inadequate and should be increased in line with our public liability insurance.  DN to seek a quote.                                                                             DN

  1. Constitution

The position regarding the Constitution when the new company is activated as planned on the 1st April was discussed.  Currently all inhabitants of the Area of Benefit (AOB) are members but following the transfer this will not be the case with members having to actively opt in.  Directors will be appointed at the AGM and it was agreed that only members who are resident in the AOB can be appointed.  For the five organisations represented on the Committee, residency is not a requirement, but the Committee must always comprise of a majority of Directors who are resident. New Directors can be appointed as and when the situation arises.  Nick to circulate new draft Constitution.                                                                                                                                               ND

  1. Parking Methuen Field

Nick agreed to speak to the Methuen Estate regarding the future of the field and the implications for event parking.                                                                                                                                                      ND

  1. Hall Floor

Arrangements are in hand to professionally polish.

  1. Financial Report

Report for February at next meeting.

  1.   Booking Report

No formal report.  The Committee discussed the increase in bookings and resulting workload on Brenda.  It was agreed that we should share this as much as possible amongst the Committee.

  1.   Any Other Business 
  • Best Kept Village – Gill asked for volunteers to help tidy up.
  • Village Website – Information useful to hirers, e.g. floor plan, photos., bar prices, etc. to the coordinator Linda Smith.   All
  • Ramp Railings to be painted in the next few weeks. The Cricket Club has volunteered help.
  • Lorena suggested purchasing blue tooth speakers to replace the old ones. Agreed, Lorena to investigate.                                                                                                                                          LR

Next Meeting – 21st March at 7.15pm   (Resolution to transfer to the Ltd. Company).

 

BIDDESTONE VILLAGE HALL AND RECREATION TRUST

MINUTES OF EXECUTIVE COMMITTEE MEETING, 17 th JANUARY 2017

Present: David Daniel (Chair), Debbie Entwistle, Hywel Evans, David New, Lorena Roberts, Ian smith,

Val Spencer-Jones and Gill Stafford.

Apologies: Nick Davis, Brenda New and Andy Short.

1. Minutes of Meeting, 15 th November 2016

Agreed as a true record.

2. Matters Arising

a. Zipfel Lease

Nick circulated a proposal received from Alan Zipfel regarding a new contract for the Gibbs Horn

Field prior to this meeting. On Nick’s advice, it was agreed that he should acknowledge receipt of

the document but not take up the offer of a meeting.

b. Grass Cutting/Mower

Hywel advised that the Cricket Club Committee were content with the way forward as recorded in

this committee’s minutes of 15 th Nov. 2016. The sale of the mower is in hand.

c. Cricket Pavilion

Subject to the ground work being in place, the pavilion is scheduled to be erected in the second half

of February.

d. Hall Extension

Tom Jacques has supplied a quote for detailed plans for redevelopment of the committee room and

changing rooms. David D. and Dave N. will seek further estimates. To be discussed at the next

meeting. DD/DN

e. Risk Register

Dave N. circulated Draft 1 of the Risk Assessment Register prior to the meeting. Any

comments/input to be emailed to Dave N. who will prepare a document for discussion at the March

meeting. All

f. Estimates/Financial Procedures

It was agreed that formal financial procedures and delegations should be in place. Gill offered a

copy of the Parish Council Financial Regulations as a template, which if suitable, Dave N. will adapt

and circulate in draft form prior to the March meeting. Dave will also consult HSBC on a procedure

for internet banking. GS/DD

g. Booking Form

Carry forward to next meeting.

3. Financial Report

Financial Reports for Nov. and Dec 2016 were circulated at the meeting. Bank balances as at the end

of Dec.2016 are Current Acc. £7,089, Deposit Acc. £31,637, Playground £4,085 and Brewery Acc.

£10,007. Expenditure is around £5,500 greater than this time last year, but this is more than

matched by the £7,000 increase in hall hire for the same period. £5,000 has recently been

transferred from the Current Acc. to the Savings Acc.

4. Bookings Report

There are currently 11 regular bookings. One off bookings for January are quiet, but are picking up

later in the year. Dave N. undertook to investigate pricing in local halls, but it was felt that unless

there were real discrepancies, our prices should remain the same. DN

5. Any Other Business

 Director’s liability insurance should be in place prior to the transfer to the new company in

April. DN

 Ian said that the Tennis Club are content to use the referees room for changing with the

expectation that it is clean at all times. An additional key was also requested. DD

 The Methuen Estate has given notice to allotment holders that they intend to take their land

back for agricultural use. Dave D. to speak to Nick re. the implications for parking. DD

 The hall floor needs to be professionally polished, David D. to investigate. DD

6. Next Meeting

21 st February at 7.15pm.

 

MINUTES OF NOVEMBER 2016

                 MINUTES OF EXECUTIVE COMMITTEE MEETING, 15th NOVEMBER 2016

Present:  Nick Davis (Chair), David Daniel, Debbie Entwistle, Ashley Juniper, Brenda New, David New, Andy Short, Ian Smith and Val Spencer-Jones.

Apologies:  Hywel Evan, Lorena Roberts and Gill Stafford.

  1. Minutes of Meeting, 18th October 2016

Agreed as a true record.

  1.  Annual Accounts

Nick signed off the Annual Accounts to 31.3.16 which had been examined and agreed by Ashley Juniper.

  1. Matters Arising 
  2. Fireworks Review.

The estimated 800/1,000 attendees were considered manageable and about right.  The bar and catering had worked well.  More volunteers required for the clean-up on Saturday am.  As thanks for all their efforts, a meal was arranged for David Millard and his team and David Taylor and his brother. Ian will organize a hamper for John Collett.   Nick agreed to send thankyou letters to David Millard for another splendid display and to Jim Hedges for the loan of his barbecue.               Nick/Ian

  1. Risk Register

Carry forward to next meeting.

  1.    Procedure for Obtaining/Accepting Estimates

Carry forward to next meeting.

  1. Use of Facilities by the Tennis Club.

As a result of a complaint from the Chairman of the Tennis Club, the use of hall facilities during a private hiring was discussed.  It was agreed that hirers should have exclusive use of the toilets and Kitchen.  Ian agreed that the Tennis Club would use the referees changing room when the hall was let.

  1. Financial Report

Bank balances as of the end of October are Current Acc. £5,137, Deposit Acc. £26,635, Playground £4.084 and Brewery 10,006.  Expenditure is currently outstripping income, in part due to increased investment in grounds and building maintenance. The bar has had a good month.   Income from hall hire is healthy and if the trend continues, finances for this FY should be sound.

 

 

  1. Bookings Report                                                                                                                                        Bookings remain high and feedback from hirers is very good.  It was agreed not to charge the Fete Committee for use of the Club Room.

 

  1. Any Other Business
  • SSE has vetoed the main electricity change over. Nick is investigating new contractors.  Nick
  • From 1 April 2017 we switch to operating through the new company. New Company no. 09445502 to be emailed to Insurers for Director’s 3rd Party Liability.                              David N.
  • Painting of railings on the ramp will resume in the Spring. David D. to advise John Alston.
  • Nick to look at the booking form before next meeting. Nick

 

  1. Report on Meeting with the Cricket Club

A meeting was held on 14th Nov. to discuss various issues with the Cricket Club.  As a result of this, the following points were put to the Committee and agreed.

  • The football clubs will use the changing facilities in the new pavilion. David N. to invoice for hire as normal.  Income to be split 50:50 with the Cricket Club for use of water, cleaning, etc.
  • The Mower purchased with the Sectn. 106 money is broken and not fit for purpose. The Cricket Club agreed to sell this and their original mower and purchase another with the combined proceeds.  The Cricket Club will use this mower to cut the football pitches and perimeter grass and will charge for their labour.  The mower purchased with the ECB grant is to be used for the cricket pitch only.
  • The contribution made by the Cricket Club to the bar and hall activities in general was recognized. The existing arrangement of £12.50/hr for 2 hours in the season, free use of the club room on match days, and 2 free evening hires per annum, will continue.
  • The £183 payment per month covers use of the Zipfel field only.  It was felt that a hire fee for the use of the front cricket pitch should be levied in line with our fees for football hires, etc.  This would result in an extra payment of £1,000/pa.  However, the Committee wished to recognize the massive amount the Cricket Club do for youth development, which involves many of the Village children, and agreed to suspend this payment if the Club have 50+ under 18 members on their books.
  • In recognition of the Cricket Club’s initiative and fund raising efforts, the Cricket Club will have use of the enlarged bar space created in the Phase 2 development free of charge on Friday and Saturday evenings for the 4 month season, to be reviewed after 2 years.
  • All of the above is dependant upon satisfactory resolution of the mower situation.

 

  1. Next Meeting

20th June at 7.15pm.