TEWIN MEMORIAL HALL MANAGEMENT COMMITTEE
Minutes
of the meeting held on
Supporters
Club Draw
1st prize went to Carol Pullen,
2nd prize went to Geoff Whitbourn,
3rd prize went to Andrew Groom,
4th prize went to Samantha
Collins, Lower Green
Present
Peter Burleigh – Treasurer Lynn Farr - Secretary
Pat Ashman Margaret Huggins
Ben Roberts Linda Crawford
Graham Spring Dave
Howson
1.
Apologies
Todd Canton – Chair Paul
Hagger
Diane Hagger Rod Frayne
Andrea Simons-Chadwick
2.
Minutes of previous meeting Action
BR proposed acceptance of the minutes and
this was seconded by PH.
3.
Matters arising
3.1 PB still to clarify
about VAT and war memorials.
PB
3.2 The licence
has now been received.
3.3 PB has not had time to progress the
health & safety document.
4. Chairman’s Report
TC wished everyone a happy new year.
When RF returned from his holiday he and TC would look at the fire door and windows that need urgent repair and report back at the February committee meeting.
5.1 Treasurer’s Report
5.1.1 PB
reported on the annual accounts he had been working on. The Hall was used 18
times more than the previous year but there were 13 less invoices. The rental
income was only £38 greater than the previous year as badminton teams played
less and some users had dropped out.
5.1.2 PB reported
that he had not received answers form Powergen or Energywatch. He continues to receive 2 letters a week from
them. They say we owe £491 yet we only owe about
£200. Trading standards have advised him not to pay. Unfortunately the lack of
agreement impacts on the accounts.
5.1.3 PB has not
received a gas bill since June 2005.
5.1.4 There has been
a lot of other expenditure recently as the boiler has failed five times since
Christmas. Following the annual electrical check it has been necessary to spend
£1000 on correcting issues that were identified as a problem.
5.1.5 The rental rates were last increased in April2003 and have been held steady for three years. During this time gas costs have increased 15% and electricity increased 31%, community tax has increased 32%, insurance by 55% and boiler costs 36%.Gas will have risen again since June by an unknown amount. It is therefore necessary to review the rental rates. LF has the data for other local halls and Tewin is the cheapest.
It was suggested that TC,PB and LF report back at the next meeting with a proposal. This could be that casual user rate increases by £1, regular users increase by 10% and the discount system is dropped.
5.2 Supporters’ Club
5.2.1 14 members have not joined again which is
a loss of about £100 for the year. This is due to some people leaving
and three have chosen not to renew their membership. It was agreed that
membership should be promoted at the fete and jumble sale.
6.Sub-Committee Reports
6.1 Fabric Committee
6.1.1 The certificates are not finished and will be when RF returns.
.6.1.2 The
history of the Hall is ready for framing.
6.2 Health & Safety
6.2.It was
agreed that the draft health & safety policy needs to be simplified. PB
agreed to do this. PB
6.3 Decorating Committee
6.3 The chair had arrived here were some concerns that the paint on the frame may be chipped off with regular use. With funds from FoT, supporters club and one sponsor we could buy 46 chairs. The aim would be to have 100 new chairs and retain 60 plastic chairs. It as agreed to proceed with the initial purchase and then invite others to donate.
A chair will cost £27 with gift aid and £35 without.
6.4 Fund Raising Committee
6.4.1 The 1st
meeting of the fete committee had been held and the next two dates are 15th
February and 16th March. The previous supplier of tables is not able
to confirm their availability, MH to enquire about Danesbury
tables.
7.Group Reports
7.1 Under Fives
7.1.1 The lock on the fencing gate is not closing properly. There also seems to be a problem with the hot water in the kitchen. RF to be asked to look into these on his return.
RF
7.1.2 The
Brownies have reported that the hut is not being left in a tidy state for their use. A letter will
be sent to the under fives about this.
LF
7.1.3 Tewin Tots have written to the Hall to inform them that they will be ceasing from July2006.
7.2 Parish Council
There was nothing to report.
7.3 Friends of Tewin
7.3.1 The AGM will be held on 6th February.
7.3.1 The senior
citizens lunch is planned for15th February. They asked to borrow the clothes
rack. PB confirmed that the rental cost will be 50%
of normal rates but the music licence needed to be
paid, which is £8.50
7.3.3 Later this year there will be a barn dance on 15th July, scarecrow weekend on 2nd/3rd September and a senior citizens tea on 18th October.
7.4 The Tewin Society
7.4.1 There is now some interest for the committee and so there will be a meeting before the AGM on 14th March..
7.5 THACS
7.5.1 The AGM had been successful and included a talk on Cuffley.
7.5.2 There are
only two tickets for the outing to the
7.5.3 There are
still some tickets for the outing to
7.5.4 The spring show will be on 1st April
8. Any Other Business
8.1 PA attended a meeting recently about heat conservation and requested that Jane close all curtains to save energy.
8.2 PB had received details of a course for charity trustees.
9. Date of Next Meeting
.