TEWIN MEMORIAL  HALL MANAGEMENT COMMITTEE

 

Minutes of the meeting held on 27th September 2006

 

Supporters Club Draw

1st prize went to Dilys Applegate, Orchard Road

2nd prize went to Ray Kepler, Upper Green Road

3rd prize went to Samantha Collins, Lower Green

4th prize went to Rosa Powell, School Lane

 

Present

 

Todd Canton - Chair   

Peter Burleigh - Treasurer

Lynn Farr - Secretary

                                   

Rod Frayne                              Julia Tizard (Tewin Society)

Keith St Pier                             Ben Roberts (Friends of Tewin)
1. Apologies                                                                                       

Dave Howson                         Linda Crawford

Margaret Huggins                        Diane Hagger

Paul Hagger                             

 

2. Minutes of previous meeting                                                           Action

Rentals item should read martial not marshall

JT proposed acceptance of the minutes and this was seconded by RF.

 

3. Matters arising

3.1 PB could not sell the scales and will try to sell them in the new section of the jumble sale for £7.                              

3.2 BR provided details of a supplier of flags, as discussed at a previous meeting. There was a discussion about flags at the Hall and it was agreed to defer this to a future meeting when more committee members were present.

3.3 RF has looked into PAT testing. He could be trained at a cost of £25 and purchase equipment at £300. Alternatively he could do visual inspections of all portable equipment and record this. There are only 7 items. RF agreed to report further in October.                                                                                              RF

3.4 TC to talk to JT about helping with the accounts                                   TC

 

                       

4. Chairman’s Report
4.1 TC has been contacted by Ann Beale who wanted to borrow the marquee in November. It was agreed that it was not suitable for winter use.

4.2 The school have asked to borrow the coconut shy and balls in the bucket for their fete, it was agreed there should not be a charge.

4.3 TC has been given some quality items for the jumble sale, including a TV which he has sold for £30.

4.4 The fire regulations changed on 1st October and at a minimum there must be an assessment. Trustees are personally responsible if things go wrong. As no one has time to complete this TC will write a flyer for villagers and a letter will go to Hall users asking for help with items such as this. T & J have offered to do quarterly checks for £80 and it was agreed not to pursue this.

 

5.  Treasurer’s Report
5.1 PB has still not had payment for 4 adverts from the fete programme amounting to £140. One person has disappeared so PB has had to write off £30. It was agreed that in future there must be payment in advance.                                                                      

5.2 PB has been able to obtain cheaper insurance, the new company is charging £2326 which saves £375 if the old company had been used again. It was agreed PB should proceed.

5.3 PB had received a letter from Powergen advising that the cost had increased – 301% on the standing charge and 43% on the unit charge. PB has been able to find a cheaper supplier - EDF. The Hall will not have to pay any more than at present until 30th June 2008 unless more electricity is used. It was agreed PB should proceed.

5.4 PB has found out that the meter in the Parish room is costing a lot more because it is separate. It was suggested that Mill Green are asked to connect the Parish room to the main power supply.                                                             PB

5.5 PB has paid £1200 for the roof repair and he proposed that this came from the short term undesignated funds. This was agreed.

5.6 The large window in the Parish room is to be replaced as it is unsafe and the fire door on the stage is also to be replaced at a cost of £2500. The window needs to be stained with Sadolin. RF to ask the company to put the putty on the inside.                                                                                                                           RF

Hertford Joinery are to be asked for a quote to replace all other window and then bids for grants can be made.                                                               RF/TC

BR has details of an organization for grants.

 

Rentals

The lady who runs the tap dancing class wants 4½ hours on a Thursday, she has agreed to use the Parish room for the last 1½ hours and EL will use the Hall.

The karate class has begun and is well supported.

All rentals have now been paid.                                                                                                

5.2  Supporters’ Club 
There was nothing to report.

                                               

6.Sub-Committee Reports

6.1      Fabric Committee

6.1.1 The roof has been repaired and the missing tiles replaced.

6.1.2 RF will replace some missing plaster in the St Andrews room when it has dried out.                                                                                                          RF

6.1.3 The Hall floor remains  a problem with the rain and Jane continues to have the heating on 24 hours  a day to dry it out. RF and KSP have done some work on the floor to improve this and further work is needed.                                    RF/KSP         

6.1.4 RF has fitted a light above the stairs at the back of the stage, he will add a pull switch and a red light in the corridor to indicate if the stair light is on.RF

The stairs have also been widened which is safer.

6.1.5 RF has moved the hot water heater in the bar area as it was too dangerous. He has a few more tiles to fit.                                                                      RF

6.1.6 The kitchen floor in the St Andrews room needs replacing as water has got under them. RF has sealed them in the meantime to make safer.            RF

6.1.7 The Parish room has been cleaned.

6.1.8 The cost of the proposed new gates is £1308 and VW is aware.

6.1.9 RF was advised by the under 5s that they have paid for their rubbish at the side of the building to be move. The over hanging tree has also been cut back. The under 5s had complained about the grass cuttings that are left in the area. KSP to talk to SK.

                                                                                                            KSP

6.1.10 A new lamp has been put up in the car park.

6.1.11 RF has added hooks to enable the doors from the main hall to the corridor to be left fully open.

6.1.12 RF is investigating how to extract air from Jane’s bathroom.            RF

6.1.13 The controls of one of the blinds in the roof is broken, RF to look into this.

6.1.14 The bottle cooler is mended, if it continues to be moved there will be further problems and RF recommends it remains insitu.

6.1.15 RF will prepare a notice about turning the fridge off and cleaning it.

6.1.16 There are two wasp nests in the ivy hedge, TC will ask Lee Hopkins to deal with them.                                                                                             TC

RF was thanked for all his hard work.

 

6.2   Health & Safety

There was nothing to report.

                                                                                                                                     

6.3   Decorating Committee

There was nothing to report.

 

6.4  Fund Raising Committee

6.4.1 PH has spoken to Dave Bond and they are proposing an event in February 2007.

6.4.2 Jumble sale flyers are to be delivered this weekend.

 

7.Group Reports

7.1  Under Fives

There was nothing to report.

 

7.2  Parish Council

7.2.1 MH did not raise anything at the last meeting in relation to cars being parked in the Hall car park.

7.2.2 The Parish Council is still looking into a power supply on the lower green.

 

7.3  Friends of Tewin

7.3.1 The scarecrow event had been very successful.

7.3.2 There will be a senior citizens tea on18th October in the Hall.

7.3.3 Plans are being made for a Christmas tree on the lower green and a carol service.

 

7.4  The Tewin Society

7.4.1 There will be a talk on railways on16th October.

7.4.2 There will be a talk on bats on 20th November with a 7.30pm start to allow children to come at the beginning to see bats.

7.4.3 The questionnaire for the Tewin plan will be out, a 90% response rate is needed. PB has commented on the draft on behalf of the Hall.

 

7.5  THACS

The autumn show had been successful.

 

8. Any Other Business

8.1 PB has been given some books relating to the Hall from the 1980s

8.2 The Hall has been offered 14 trestle tables, as used at the fete, for £5 each. As there is no storage space this offer cannot be accepted.

8.3 Advice has been sought about compliance with the national minimum wage in relation to Jane and further work is needed.

8.4 BR has arranged for a wreath from the Hall, TC to be present on 12tht November.

                                                                                                            TC

 

9. Date of Next Meeting

Wednesday, 25th  October 2006 at 8pm