TEWIN MEMORIAL  HALL MANAGEMENT COMMITTEE

 

Minutes of the meeting held on 28th February 2007

 

Supporters Club Draw

1st prize went to Anne Horsman, Godfries Close

2nd prize went to Doreen Lloyd, Grass Warren

3rd prize went to Paul Lohr, Churchfield Cottages

4th prize went to Chris Haden, Godfries Close

 

Present

 

Todd Canton - Chair                Lynn Farr - Secretary

                                   

Rod Frayne                              Ben Roberts (Friends of Tewin)

Linda Crawford                        Pat Ashman

Paul Hagger                              Julia Tizard (Tewin Society)                 

Margaret Huggins                     Angela Johnson (Under 5s)


1. Apologies                                                                                       
Peter Burleigh – Treasurer        Keith St Pier

Diane Hagger                           Richard Kirby

 

2. Minutes of previous meeting                                                        Action

6.3.1 should read subject to health & safety too

7.4.1 Tewin society AGM is 12th March

6.1.8 should read gas fire not electric heaters

BR proposed acceptance of the minutes and PH seconded this.

 

3. Matters arising

3.1 .PA has given PB the details of someone who may be able to help with the supporters club.                                    
                       

4. Chairman’s Report
4.1 The report on health & safety is still awaited, TC has seen a 12 page report on the scout hut. TC has asked that all issues are given a rating of 1 – 3 t indicate the priority of action needed. The committee can then decide its own priorities based on their report, PB/KSP/RF/TC will look at the report and present to a committee meeting.

                                                                                                            PB/KSP/RF/TC
4.2 Janes contract has been finalised and a copy has been given to Jane. TC will meet with Jane at the weekend to discuss.

5.1  Treasurer’s Report           
5.1.1 PB had worked with Sabine Stanley to produce the contract and job description, this contains an occupancy agreement, grievance procedure and disciplinary procedure. This will be implemented from 1st April.

5.1.2 EHDC have now published their policy on fly posting and delivered it to each household. There is a fixed penalty of £80, it is not clear whether this is per poster or per organization.

The committee wondered what the position of the Parish Council is on this. Perhaps the Parish Council would pay for boards that could be used to promote events in the village.                                                                                                                KSP

5.1.3 The 30% rise in hall hire rates in 2006 has increased income by about £2100 in 2006 and should give a further £1000 in 2007. Expenses only rose by £300 in 2006.

Several of the groups have ceased or not used the hall for over 7 months and there is  a group which does not have enough members. The children’s groups now contribute a very large factor to the rent. An increase in rent may mean a loss of income from some groups so the proposal is to maintain the rates at the current level. This was agreed.

5.1.4 The 2006 annual accounts are complete and are about to go to the independent examiner. PB will give a summary at the March meeting.

5.1.5 The invoice from Mill Green for the three day check has not been received, RF to chase.                                                                                                  RF

 

5.2 Supporters’ Club

Held over as PB on holiday.

                                                             

6. Sub-Committee Reports

6.1      Fabric Committee

6.1.1 RF and TC have looked at the windows in the Hall and noted their condition. They will obtain a quote for individual windows and the total cost.

6.1.2 There is a problem with the roof above the St Andrews room as a tile is missing. RF can not access this and suggested it may be an insurance claim. RF to obtain a quote.                                                                                                        RF

6.1.3 There was a discussion about controlling the heating in the scout hut. Jane is turning it on and off at the end of each session. Under 5s now have a new management committee so the situation will be reviewed. The possibility of insulating the scout hut was discussed.

6.1.4 There is no hot water in the bar area, RF will investigate.  RF

6.1.5 The gates may be installed in early March.

 

6.2   Health & Safety

6.2.1 Some of the subcommittee are able to do PAT testing and they may be asked to PAT test electrical equipment for jumble sales.

                                                                                                                                     

6.3   Decorating Committee

6.3.1 PH is waiting for the health & safety report.

 

6.4  Fund Raising Committee

6.4.1 Help is needed for the jumble sale.
6.4.2 A request was made for cups and saucers, LF to write to Matalan. LF

 

7.Group Reports

7.1  Under Fives

7.1.1 Heating will be discussed with the new leaders by AJ.                   AJ

7.2  Parish Council

7.2.1 Nothing to report.

 

7.3  Friends of Tewin

7.3.1 At the AGM on 26th February they appointed their first president – Don Southgate.

7.3.2 The senior citizen's lunch was very successful.

7.3.3 A tea party is planned for 17th October.

7.3.4 Another Christmas carol event will be held on 20th December.

 

7.4  The Tewin Society

7.4.1 Nothing to report.

 

7.5  THACS

7.5.1 Nothing to report.

 

8. Any Other Business

There was nothing to raise.

 

9. Date of Next Meeting

Wednesday, 28th  March 2007 at 8pm