TEWIN MEMORIAL  HALL MANAGEMENT COMMITTEE

 

Minutes of the meeting held on 26th May 2004

 

Supporters Club Draw

 

1st prize went to Sarah Marchant, Harwood Close

2nd prize went to Roger Toms, Godfries Close

3rd prize went to Ben Roberts, Firs Walk

4th prize went to Jack Bird, Cannons Meadow

 

Present

Todd Canton - Chair                Peter Burleigh - Treasurer        

Lynn Farr - Secretary               Chris Pool

Keith St Pier                             Sue Hall          

Pat Ashman                              Paul Hagger

                       

1. Apologies    

           

Eleanor Lohr - Deputy Chair     Graham Spring            

Peter Leigh                               Diane Hagger                          

Rod Frayne

                       

           

2. Minutes of previous meeting                                                                                                        Action

SH proposed the acceptance of the minutes and CP seconded this.

 

3. Matters arising

There were no matters arising.

 

4. Chairman's report

4.1 The fuse box had been found, Mill Green has looked at it and the council have been informed. TC had sent the certificate to the council and hoped to receive the certificate from the council soon. 17th November has been set provisionally as the date for the next visit.

                                                                                                                       

4.2 TC is still trying to obtain SBs daughter address to arrange to send flowers.

                                                                                                                                                            TC

5.1 Treasurers report

5.1.1 After the AGM the returns have been made to the charities commission and accounts sent to the Tewin Parish Council

                                                                                                                       

5.1.2 PB has received rating re-evaluation papers for the scout hut. These need to be completed within 42 days.

                                                                                                                                                            PB

 

5.1.3 PB has received £320 from the Inland Revenue as a result of the gift aid claim.

 

5.1.4 PB has arranged to change to Powergen for gas, this will result in  a saving of £136 a year. The reduction in monthly payments will also help cash flow.

 

5.1.5 PB has experienced problems changing the electrical supplier, Scottish Power have proved very difficult to deal with - they have sent letters without references and do not reply to Peters requests and their phone and written charges are not consistent. Scottish Power have taken over the provision of electricity without any agreement by the trustees so PB has written to the MD to complain and requested immediate restoration to Powergen.

PB has discovered that Powergen will allow us to change to monthly debit for the 3 meters, by booking a price for 1 year there will be  a 5% discount. PB needs to change the deal with the meter in the Kimberley room to obtain  a better rate. It was agreed that PB should continue negotiations as this will result in a saving of approximately £175 per year.

                                                                                                                                                            PB

5.1.6 The reserve funds are with the Standard Life Bank have written to PB offering internet banking and up to ¼% more interest on the balance. Internet transactions are unrestricted but there is a limit of three telephone withdrawals per year after which there is a charge of £50 per transaction. As this is advantageous it was agreed PB should accept the offer.

                                                                                                                                                            PB

5.2 Supporters Club

5.2 There was nothing to report.

 

6.  Sub-Committee reports

6.1 Fabric committee

RF will be changing the flags to the right way up.

                                                                                                                                                            RF

6.2 Health & safety

PB has completed as much of the paperwork as possible and has returned this to RF who will talk to Roy. Areas of responsibility need to be assigned.

                                                                                                                                                            RF

6.3 Decorating committee

6.3.1 PH has polished some brass kick plates and these need to be attached to doors.

                                                                                                                                                            PH/DH

6.3.2 PH is meeting someone to discuss estimates for work in the Hall. PH will pass copies of the work detail to TC as he knows of 2 companies who are interested.

                                                                                                                                                            PH/TC

6.3.3 There was discussion about the effect of  a rolling tower on the wooden floor. It was agreed that this needs to be discussed with any contractor.

There was agreement on the need for a minimum period of work to minimise the amount of lost rent.

6.4 Fundraising committee

6.4.1 There had been another meeting on the previous night. Times had been discussed and it was agreed that lunch should be from 1.30pm with stalls opening 2-5pm.

                                                                                                                       

6.4.2 £96 of raffle tickets had been sold at the THACS weekend and 900 books had been given to sellers including regular users of the Hall and Hall committee members.

 

6.4.3 Sponsorship for the programme was going well and a free skip had been obtained in return for an advert. PH had also been offered free printing of  a  coloured programme  cover.

 

7. Group reports

7.1 Under Fives  

SH asked if a notice could be put in the hedge to promote the group. It was suggested that a better place would be where the Tewin Society put their banner as this would be more visible.

 

7.2 Parish Council

There was nothing to report.

 

7.3 Friends of Tewin

There was nothing to report.

 

7.4 Tewin Society

There was nothing to report.

 

7.5 THACS

The THACS weekend was very successful with total takings of £2,350 and had received good publicity in the local  paper.

 

8. Any other business

8.1  THACS are arranging for hanging baskets for the Hall.

 

8.2 The notice board are being covered by advertisements and PB asked permission to remove these. This was agreed.

 

8.3 At least 2 badminton groups were having problems getting members, it was suggested that members should be recruited via the Parish News.

 

Date of next meeting

23rd June, 8pm in the Village Hall.