TEWIN HALL MANAGEMENT COMMITTEE
Minutes of the meeting held on 28th May 2008
Supporters Club Draw
1st prize went to Ollie Morrisroe, Upper Green
2nd prize went to Mike Weight, Bishops Road
3rd prize went to Jim Farr, Upper Green
4th prize went to Linda Howson, Tewin Hill
Present
Paul Hagger - Chairman
Peter Burleigh - Treasurer
Lisa Bove – Assistant Treasurer
Lynn Farr – Secretary
Ben Roberts
Rod Frayne
Linda
Crawford
Julia
Tizard
Ruth Woodruff
Linda Mandall
Zoe Atkins
1. Apologies
Louise Brady
Graham Spring
Diane Hagger
Pat
Ashman
Tove Huntley
2. Minutes of the previous meeting
LB proposed acceptance of the minutes and BR seconded this.
3. Matters Arising
3.1 The fire exit plan has been amended and the revised version given
to TC
3.2. The old fire assembly sign needs to be removed. KSP
3.3 PH to talk to Jane about unlocking the kitchen interior door and
exterior door when the Hall was in use. PH
3.4 TC agreed to compile the list of
volunteers. TC
3.5 LB is waiting for more information on trustees and hopes to report
in June/July.
3.6 KSP has resolved the dripping tap and bought a lawn
mower.
3.7 CH and LCB to discuss storage of items used by Under
fives. CH/LCB
4. Chairman’s Report
4.1. PH has been looking for a replacement
chairperson and is waiting for some responses. PH will prepare a report
on his work which can go into all the village circulations.
5.1 Treasurer’s Report
5.1.1 The final figure for the jumble sale was a profit of £1443.66
5.1.2 PB has submitted a gift aid claim for a refund of £430.69
5.1.3 EHDC waste department has refunded £127.69 and the Hall is now
paying £21 less per quarter.
5.1.4 The karate hirers have been over charged by £47.30 and they have
given this as a donation.
5.1.5 The mower has been purchased at a cost of £45.
5.1.6 It was necessary to replace the caretakers hot water tank. Thanks
to KSP and RF who have done this and sold the old tank. The net cost
was £250.
5.1.7 PB has completed both charities returns and sent them off with
the accounts.
5.1.8 PB has sent a copy of the accounts to the Parish
Council.
5.1.9 PB has sent the lottery return to EHDC
5.1.10 PB has spoken to the PA of the chairman at British Gas who has
changed everything as required but not sent a letter a agreed. PB to
pursue the letter. PB
The review date for the direct debit has been moved from November to
April.
5.1.11 The electricity company change has resulted in 17 letters, and
will still change on 30th June.
5.2 Supporters club
5.2.1 PB reported that there are 252 members, with 2 payments missing
6. Sub-Committee reports
Fabric
6.1 KSP and RF will produce a plan that shows the electrical
circuits ???????
6.2 The Mill Green electrical report noted some items were only
satisfactory and KSP/RF want to improve these each year.
6.3 KSP and RF will replace the bathroom fittings in the caretakers
flat during the week of July 8th. The Hall will contribute £250 towards
the cost.
6.5 Work on the floor has begun and it will be out of action until 7pm
on 30th May. Specific cleaning materials must be used and the company
will demonstrate the use of these to the caretaker
6.6 There has been a delay in starting work on the scout hut. The
kitchen window and main door will be done but the fire exit door may
not be done if the panic bars are still not available. There will be a
limit to the number of keys issued and further copies cannot be made
without agreement.
6.2 Health and safety
THACS have written a letter in response to the revised contract and
have asked for clarification on a number of points. These were
discussed and PH will respond. PH
As a result of this RF will put the phone back in the
corridor for emergency use
only. RF
RF will put the accident book in the kitchen with the 1st aid kit.
There will be a list of contents in the 1st aid kit and the caretaker
will be asked to check the contents regularly. A notice will be put on
the notice board to say where these are kept. The doors to the kitchen
will be kept open whenever the Hall is in
use. RF
6.3 Decorating
There was nothing to report.
6.4 Fund raising
6.4.1 Helpers are needed to set up and takedown at the fete.
6.4.2 Raffle tickets to be given to all committee members to sell.
6.4.3 LM was thanked for preparing the bookmarks for the book sale.
6.4.4 It was agreed that after each jumble sale only the good books
will be kept for a book sale and these will be stored neatly in the
shed to allow access to other items.
6.4.5 BR has contacted the Youth Opportunities Fund who would be
willing to help prepare a bid for funds, related to the scout hut. BR
to contact CH to assist.
PB to confirm cost of remaining windows that need
replacing. PB
7. Group Reports
Under fives
There has been a problem with the gravel that was laid and it will be
redone during the week of 20th July. LCB to inform Brownies and
Rainbows.
A light bulb in the boys toilet exploded, RF will put an enclosure on
all toilet lights. RF
KSP removed 2 floodlights from the scout hut and there needs to be
replacement lighting. RF plans to have lights along the side of the
Hall and change the front two lights to one
setting. RF
PH to chase SK re making the ramp and if he is not able to help PH will
approach Ivor Williams. PH
Brownies
CH has written to confirm a £200 donation from the Brownies and
Rainbows.
Parish Council
There was nothing to report.
Friends of Tewin
Tickets for the barn dance will be on sale at the fete. There will be a
mobile refreshment van and a bar.
Tewin Society
There was nothing to report.
THACS
There was nothing to report.
8. A.O.B.
PB has contacted insurance companies for information and ACRE for
information on loans.
Date of next meeting
Wednesday, 25th June 2008 at 8pm