TEWIN MEMORIAL  HALL MANAGEMENT COMMITTEE

 

Minutes of Meeting held on 23rd February 2005

 

 

Supporters’ Club Draw

 

The Supporters’ Club Draw was carried over until the Fete Meeting on the 9th March because the current bank statement had not been received and therefore it wasn’t known who had renewed subscriptions.

 

Present

 

Todd Canton   -             Chair    

 

Chris Pool                      Rod Frayne

Keith St Pier                  Linda Crawford            

Ben Roberts                   Sue Hall

 

In Attendance

Jean Canton                    (Temporary Minutes Secretary)

 

 

1.    Apologies                                                                                                                         Action

 

       Pat Ashman, Peter Burleigh, Diane Hagger, Paul Hagger, Lynn Farr, Andrea Simons Chadwick

 

2.    Minutes of Previous Meeting

 

       Apologies from Chris Pool to be added.                                                                                                     

3.    Matters Arising

 

       3.1  TC advised that he had not had an opportunity to speak to Digswell Players on the subject of their using the Hall.  To be carried forward to the next meeting.             TC

 

4.    Chairman’s Report

4.1  TC reported that the committee had been asked to make a list of every event taking place in the Hall which required a licence.  This was required in April.  Only twelve licences a year could be granted although, if required, a further application for an additional twelve could be put forward.  In addition, individuals could apply and be responsible for getting licences for a paid bar.
4.2  TC had spoken about the licence application to a gentleman from HCC who had offered to meet with him and take him through the requirements in detail.                    TC

5.    5.1  Treasurer’s Report

5.1.1  TC reported in PB’s absence.   It was agreed that rentals during the coming year should be continued on the current basis in respect of rates and agreements. 
5.1.2  With regard to the music licence, PB’s suggestion was that this be increased from £6.75 to £8.50 with effect from 1st April.  Following a discussion on the merits of a larger increase, it was agreed that £8.50 be charged this year with a view to increasing this further the following year.  PB will be writing to hirers to advise them of the change.                                                                                                                                              PB
5.1.3  PB had placed a further £2,000 on a higher interest account but was urgently awaiting a final estimate on the painting and curtains.                                                   PH/DH

5.2  Supporters’ Club 

The Supporters Club membership had increased by only 2, to 224.

                                                             

6.    Sub-Committee Reports

 

       6.1      Fabric Committee
6.1.1   TC had contacted Herts County Council over the licence.  They wished to check the emergency lighting.  RF will speak to Jane to arrange a convenient date.                                                                                                                                                                 RF
6.1.2   RF advised that the isolation of the existing light had been taken care of.  The rear floodlight was now working and two sockets had been put in the hall.  It was also noted that the corner floodlight was erratic and needed to be monitored.  In addition, a new drop-down floodlight in the Hall was now working but another could be required at any time at a cost of approximately £140 plus VAT.  As the light was not working to full capacity, TC asked RF to purchase a new one.                                                                                                     RF
6.1.3   The disabled toilet alarm had been fitted but there was concern that the emergency cord may be pulled when the baby changing facility was used.  It was agreed that the baby changing facility be removed and relocated in the far corner of the ladies toilet. The disabled toilet would then be kept locked and only opened when a function was being held.  LC gave details of a lock which was operated by special key available to disabled people.  RF would investigate.                                                                                                              RF
6.1.4  There was concern that mothers of toddlers were leaving dirty nappies in the ladies toilet area.  RF will talk to Jane about providing sanitary bins.                                             RF

       6.1.5   RF had found that the thermostat in the Scout Hut had been interfered with so had made adjustments and put on a padlock.  This had been done prior to a highly critical e-mail received by LF from Andrea Simons Chadwick.  TC to reply advising that measures had already been taken to ensure that the heating was correctly regulated, and could not be over-ridden by a third person.  In addition she would be advised that any future problems should immediately be brought to the attention of the Caretaker.                                        TC

       6.1.6  RF advised that the escape doors in the main hall of the Scout Hut were not adequate and a two handle system had been chosen to replace these.  It was necessary for the key to be left in the lock and a notice to this effect would be displayed.  A spare set of keys would also be kept.                                                                                                     RF

       6.1.7   RF agreed to investigate the cost of purchasing a scaffold tower for future use.  RF

       6.1.8   It was noted that RF was no longer registered to undertake work in the Caretaker’s flat and it would be necessary to employ a certified electrician in future.

6.1.9  RF reported that the long-life light bulbs had been stolen from outside the Parish Room and he would put a padlock and chain on the step-ladder to prevent further theft.

RF

       6.1.10  A damp patch in the Kimberley Room will be dealt with when the weather improves.                                                                                                               RF

 

6.2   Health & Safety

       6.2.1  Documentation to be given to Parish Council.                                                           RF

       6.2.2   Letter to be sent to Roy Frost thanking him for his assistance.                            TC
6.2.3   Freezer section of fridge-freezer in Hall kitchen was not working.  A notice to be displayed to that effect.                                                                                                

RF

       TC thanked RF for all his sterling work and effort in maintaining the upkeep of the Memorial Hall, which was echoed by everyone present. 

 

6.3   Decorating Committee

        6.3.1   TC had received notification that Roger Clarke would be undertaking the painting during the weekends of  25th July – 12th August.  Only use of the main hall would be affected.  Jane had been advised.

6.4  Fund Raising Committee

       6.4.1  Flyers for the Jumble Sale were being printed and would be separated into roads and  passed to distributors.  Jumble would be collected on the previous Thursday and Friday evenings and stored in the Hall.  TC asked for as much help as possible in sorting jumble and manning the stalls.                                                                                                    TC

       6.4.2   The Village Fete was to be held on the 11th June.  LF had agreed to Chair the Committee and would report on progress at the next meeting.         

                                                                                                                                                LF

7.    Group Reports

      

       7.1  Under Fives

       Nothing to add to matters raised under items 6.1.5 and 6.1.6 above.

 

       7.2  Parish Council

       Nothing specific to report.

 

       7.3  Friends of Tewin

       7.3.1  LC reported that the Senior Citizens Lunch had proved a great success, with 66 people sitting down for a hot meal, entertainment and a raffle.

       7.3.2  The AGM was planned for Monday, 28th February, and a Barn Dance for 23rd July, for which the Hall Committee had been asked to run the bar.  This was agreed and TC would obtain the necessary licence.                                                                      TC

 

       7.4  The Tewin Society

       7.4.1  BR reported that the sand and gravel extraction was still being closely monitored.
7.4.1  The newsletter was just going into print but this publication may have to cease because of the prohibitive cost.  However, subscriptions to the society had trebled.

 

       7.5  THACS

       Nothing to report.

      

8.    Any Other Business

      

       There being no other business, the meeting adjourned.

      

       Date of Next Meeting

 

       Wednesday, 23rd March 2005.