TEWIN MEMORIAL  HALL MANAGEMENT COMMITTEE

 

Minutes of the meeting held on 22nd September

 

Supporters Club Draw

 

1st prize went to Mike Horsman, Harwood Close

2nd prize went to Anne Beale, Upper Green

3rd prize went to Cheryl Jacobs, Churchfield Cottages

4th prize went to Janet Marchant, Cornwall

 

Present

Peter Burleigh - Treasurer         Lynn Farr - Secretary              

Sue Hall                                   Pat Ashman                             

Linda Crawford                        Ben Roberts - FoT

Keith St Pier    

                       

1. Apologies    

Todd Canton – Chair                Graham Spring            

Chris Pool                                Diane Hagger                          

Paul Hagger                                                     

           

2. Minutes of previous meeting                                                                    Action

BR proposed acceptance of the minutes and SH seconded this.

 

3. Matters arising

PB had not had time to act on 5.2

PH has received three quotes for redecorating, PB suggested that PH discussed the quotes with the committee management team to avoid waiting another month.

A new window had been ordered at a cost of £560 and would be fitted soon

The committee management team had met in August and discussed the request by FoT for use of the Hall as noted in 7.3 and they felt that as the event was for the older people in the village that a reduction of 50% of the rental cost could be offered.

 

4. Chairman's report

TC had not given any notes for the meeting. BRs son had been involved with work on the Burnham Green hall upgrade and they had offered a fridge free to the Hall, TC was viewing it.

                                                                                                                        TC

 

5.1 Treasurers report

5.1.1 PB had been unable to do the fete accounts as £75 income was still missing. PB had visited the two outstanding companies and had received £50 but the £25 still has not been paid. PB reported  a profit of £2255 although £2203 will be reported in the Parish News.                                                                                                    

5.1.2 At the August committee management team it had been agreed that Jane can redecorate her bathroom and the Hall would pay. In addition two rooms need to have the walls skimmed next year to smooth them and make them safer.

                                                                                               

5.1.3 PB reported that the expenditure on the scout hut kitchen had been £604.74 although there was a question whether RF had finished the tiling and therefore there may be an additional cost.

                                                                                                                        PB/RF

                                                                                                                                   

5.1.4 PB reported that the junior badminton group had folded and that the Tuesday mother and toddler group were stopping at the end of December. The early Friday badminton group was to begin again. A new group were hiring the Hall for tap dancing twice a week which could increase the rental income by £850 pa. Two regular rentals would increase on 1st September in line with the 2003 proposals. Overall this meant an increase in rental income.

 

5.1.5 The insurance premium has increased again by £190 with the current cost standing at £2330. Last year PB was advised that the insurance value may be a little low so there should not be any reduction.

 

5.1.6 The millennium committee had kindly donated the balance of their accounts to the Hall towards the cost of redecorating with the proviso that £200 should be kept to maintain the village sign. An initial £500 has been given and there may be some more money to follow.

 

5.1.7 PB reported that the Hall pays a fee for performing rights , which is a percentage of the hall rental turnover. As one third of the rental is from the toddler groups PB asked for agreement to approach the PRS so that this was not included in the calculations. It was suggested that PB also tried to exclude the rental from badminton from the calculations.

                                                                                                                        PB

5.1.8 PB reported that the gas and electricity were now with one company, but that he has not been able to negotiate new prices yet. The business is back with Powergen. The company was so concerned about the problems experienced that they have agreed not to charge for a service since 9th May when the problems began, this would save approximately £35 which when added to the £50 given by Scottish Power gives almost £100.

 

5.2 Supporters Club

5.2 There are currently 219 members.

 

6.  Sub-Committee reports

6.1 Fabric committee

6.1.1 There was nothing to report.                                                                   

 

 

 

6.2 Health & safety

There was nothing to report.                                                                                                                

6.3 Decorating committee

6.3.1 There was nothing to report.       

 

6.4 Fundraising committee

6.4.1 PB had been offered a PA system for£25 and will try the system.

                                                                                                                        PB

6.4.2 LF had had contacted B & Q who had donated a gazebo.

 

6.5 It was agreed that the Hall should advertise the availability of tables, chairs, display panels and gazebo in the parish news and Tewin Society newsletter.

                                                                                                                        PB

7. Group reports

7.1 Under Fives  

7.1.1 SH enquired about the possibility of placing a sign at the front of the Hall to promoter her group. She was warned of the risk of theft.

 

7.1.2 The panel by the door was rotten, RF to be contacted.

                                                                                                                        RF

7.2 Parish Council

There was nothing to report.

 

7.3 Friends of Tewin

The scarecrow weekend had been very popular and it was hoped that this would be held on alternate years.

 

7.4 Tewin Society

7.4.1 RF needs to arrange to put up the recent certificate in the Hall, PB will pursue.

                                                                                                                        PB/RF

 

7.5 THACS

There was nothing to report.

 

8. Any other business

8.1 BR has ordered wreaths for remembrance Sunday which includes one for the Hall.TC to be asked to attend.

                                                                                                                        TC

8.2 PB had spoken to SK about cutting the side hedge.

8.3 PB reported that £250 had been put aside to redecorate the bar but that this may need to be deferred and the money put towards the main redecoration, dependant on the quotes. There is £9119  unallocated and another £500 anticipated from the supporters club. There is £6100 in the long term reserves and £4200 in the undesignated reserves. Once the redecoration costs are met there is a need to purchase new curtains which had previously been quoted at £2800 and redecorate the stage.

 

9.Date of next meeting

27th October, 8pm in the Village Hall.