TEWIN HALL MANAGEMENT COMMITTEE
Minutes of the meeting held on
Supporters Club Draw
1st prize went to Audrey Walters, Tewin Close
2nd prize went to Roe Hill, Tewin Hill Farm
3rd prize went to Tom Brown, Godfries Close
4th prize went to Barbara Clark, Godfries Close
Present
Paul Hagger - Chairman. Peter Burleigh - Treasurer
Lynn Farr - Secretary
Julia Tizard
Todd
Keith
Linda Crawford
1. Apologies
Rod Frayne Diane Hagger
Pat Ashman
2. Minutes of the previous meeting
TC had been present at
the last meeting.
RF was to produce
written instructions for the microphone and not PH. However this has not been
done and is still needed. KSP to draft. KSP
The FoT AGM is 18th
February not 25th.
After these amendments BR proposed acceptance of the minutes and PH seconded this.
3. Matters Arising
3.1 Photos for the website will be done by Peter
Walters.
3.2 PH to talk to Jane about cleanliness of the
Hall. PH
3.3 The Tewin Tots
group has informed the users that they will shut at the end of December. PB
will write and inform them that the Hall will be expecting them to make
arrangements for their toys etc. when they finish. PB
3.4 LB will ask the Rainbows and Brownies for a
contribution to cleaning and redecoration costs. LB
3.5 TC will speak to
Roger Clark about a quote for redecorating. TC
3.6 The back kitchen door
has now been painted.
4. Chairman’s Report
4.1 PH reported on the success of the book sale
and thanked TC, JC and David Gregg. The takings were £258 and it is proposed
that book sales are held after each jumble sale. Leftover books have gone to
the church, to a skip and some have been stored in the shed. It has been
suggested that bookmarks are given out at further book sales which include
dates for key events in the Hall.
Stuart Kirkham has
agreed to cut the bank outside the fire exit of the scout hut, creating a ramp
to the car park free of charge. He has requested some help with the turfing.
Once a date has been agreed PH will ring round. PH
5.1 Treasurer’s Report
5.1.1 PB had received a
donation of £210.79 from the millennium committee as they have closed their
accounts. PB has sent a letter of thanks.
5.1.2 PB is still
waiting for expense claims against the jumble sale.
5.1.3 PB reported that Jane
had received a gas bill for the flat which was very high as previous bills had
been not been based on readings. It was agreed that the Hall would contribute
£162 to the bill to cover the time when it had responsibility for paying the
gas bill.
5.1.5 PB has looked at
the rental rates for regular users based on the 5% uplift given to casual users.
PB issued proposed rates and these were accepted. PB reminded the committee
that health and safety conditions need to be agreed soon so letters can be
issued with the details in addition to rental increases.
5.1.6 PH had not
received a reply from east Herts council about a rate rebate, he will chase. PH
5.1.7 The loss of Tewin
Tots will result in a loss of income of £2,400 per year which will have a major
impact on the finances. It was agreed that there should be some marketing of
the Hall and the parish room in addition to the availability of the badminton
court. It was agreed that all present would think about ideas for marketing the
Hall for the next meeting. At this time it will be clearer as to what the
letting position is with the Parish Room.
5.2 Supporters club
There have been 3
members who have not renewed and 1 has reduced their donation.
6. Sub-Committee reports
Fabric
6.1 RF is away for 3
months. KSP has produced a list of what is needed and will try to do some of
the tasks. KSP
6.2 RF had put a
waterproof socket on the outside wall for the Christmas lights.
6.3 There is a problem
with ventilation in Janes flat and RF has offered to replace the bath and
shower if the Hall pay for the items. RF to obtain a quote. RF
6.4 PHs son in law has
repaired the guttering at the front of the Hall,
however the join in the guttering will need sealing.
Health and Safety
6.2.1 The 1st
draft of the fire safety risk assessment was given to KSP to read and PH agreed
to circulate to all by email. PH
PH has begun work on
the health and safety plan and a date to meet was set for 10th January
PH
TC looked at obtaining buckets
of sand/ashtray to have at the front and rear of the Hall for smokers and the
cost is £80 so it was agreed not to proceed. PB will ask Jane to monitor the
situation PB
Decorating
6.3.1 PH will obtain a
quote to replace the floor in the
6.3.2 PH will obtain quotes to assess the
cost of replacement of the fire doors on the scout hut. PH
KSP
to provide a phone number for Steve Evans. KSP
Fund raising
TC was not able to
have a meeting to review the changes made to the jumble sale. It is hoped that
this will happen before the next jumble sale.
TC plans to do a
leaflet drop soon which will update villagers of activities by the Hall and to
recruit more helpers, a draft will be available at the January meeting. TC
7. Group Reports
Under fives
LB had spoken to Jane
about the carpet as a child had tripped over, it has
now been glued back down. KSP to finish taping it down.
KSP
LB requested that the
pointed tips of the fence be removed, KSP agreed to do this.
KSP
LB was concerned that
there is barbed wire on the road side of the fence, PH to talk to SK. PH
The bolt on the gate
needs addressing – a quick way of opening the gate is needed in the event of a
fire.
Parish Council
KSP will inform the
council of the change in rental rates and the large loss of income.
Friends of Tewin
The Christmas carols
will take place on Tuesday 18th December with refreshments at
BR will bring a tree for
the Hall to use in the corridor and DH will decorate.
A senior citizens lunch
is planned for 13th February.
The AGM will be held
on 18th February.
A barn dance will be
held on 26th July and the scarecrow weekend on 30th and
31st August.
Tewin Society
There had been a
successful historical day on 10th November. The display boards had
not been put back properly, LF will talk to Linda Adams.
The Tewin society is
looking for committee members.
THACS
There is to be a quiz
night on 8th December.
The trip to the
Tutankhamen exhibition on 14th May is finalised.
The AGM is to be held
on
8. A.O.B.
8.1 There has been a
problem with a double booking and it will be necessary to ensure all bookings
are made in writing not verbally.
8.2 MH has resigned
from the committee. There are some papers relating to the Hall and Parish Room Trust that need to be signed by trustees however the
information is out of date and has MH and EL as trustees.
8.3 The laminator has
broken, it was agreed TC should buy a new one.
Date of next meeting