BERDEN VILLAGE HALL COMMITTEE MEETING April 18th 2005. Please find in the "read more" section the minutes from the last committee meeting.

MINUTES OF BERDEN VILLAGE HALL COMMITTEE 18th April 2005

Present
Clive Lane (Chairman) Chris Bishop Yvonne Smith
Paul Chapman (Treasurer) Stephen Griffiths Ann Sumner
Sheila Lane (Secretary) Robert Talks Ernie Feasey
Carol Fahy (Lettings) Sue Burton Diana McConaghy
 Andrew Nelson David Williams
Apologies ActionApologies were received from John Arnell, and Mike Dempsey
Minutes of the previous meeting of 24th January
These were accepted as a true record.
Matters arising
None.
Constitution
There were no changes to the committee. The Chairman welcomed David Williams to his first meeting.
Treasurer's Report
Income this quarter was £1,397, including interest, and expenditure had been £1,177. This comprised bills for: oil; rates; electricity; cleaning; gardening; service to the fire extinguishers and the chair trolley. This left a surplus over the quarter of just over £200. There was currently a total of £7965 in the bank. This gave us the necessary reserve against a poor Fete result.
The net cost of the kitchen had been £2,775 taking into account the reclaimed VAT and total donations of £1,075.
Lettings Secretary's Report
We had been asked to provide large stainless steel teapots which are useful for certain events.
Sue Burton had a ‘Pot Shop' catalogue. It was agreed to go ahead with this. SB/SVL
Carol had produced figures showing the current hiring charges and Hall usage. There had been one or two anomalies with individual bookings which had been addressed, so that the hourly rates stand as follows:
Private Village hire before 7pm £6.00
 after   7pm £8.00
Private Outside hire before 7pm £10.00
 after    7pm £15.00
Village Clubs  £3.00
Social Club (Fridays) £250 / 6mths  =  approx £3.00
Aerobics /Drama / Yoga Classes day £6.00
 evening £8.00
The Chairman also listed the running costs of the hall, excluding any routine or exceptional maintenance costs. Carol and Clive went through these figures, which showed that:
• profitable lettings are the majority (55% hrs, 71% income), followed by village clubs (37%/20%).
• running costs per hour used were £4.73, more than the hourly rate for village organisations.
• these rates did not allow for any repair costs etc.
Because of this, the Chairman asked the committee how they felt about increasing some of the rates. The MU and WI representatives explained that their organisations would have problems with higher charges. After discussion it was agreed to leave the rates as they were, to be reviewed at the end of the year, and accepting that an increase would be necessary in the future.
Also for consideration should be the level of deposit, currently £25 for occasional bookings. It was felt that a higher charge might act as an encouragement to hirers to care for the hall, but charges for actual damage could only be made when the hall had been checked before and after the let.
 
Organisations' Comments
In order to encourage feedback from the organisations, the Chairman felt it would help to have a more formal item in each agenda where concerns could be raised. He therefore asked each representative in turn if they had any remarks to make. Most had none, but:
• The Social Club requested that the cleaners be asked not to clear the ash from the grate, to aid the burning of the fire on Friday nights. There was however the problem of air gusting down the chimney and blowing ash over the carpet. Andrew Nelson offered a wood-burning stove, but it was pointed out that work might be needed on the chimney. Alternatively, a grate with a front panel could help.
(Note: the chimney will be swept and grate cleared in May, giving the summer to research this problem. Input welcome!) ALL
• MU and WI asked that hirers be informed that tea and coffee in the cupboard belonged to the organisations and were not for general consumption. This would be added to the letting instructions. CF/CRL
They also commented that the lighting in the bar did not always work. The chairman advised everyone that the dimmer in the bar were temperamental, and sometimes needed to be pushed very hard. They also felt that the hall lighting was not bright enough for certain activities. The chairman said there was a spotlight which had been in use for plays, and could be fitted again if required in the future.
• The Caretaker commented that there were areas of wear on the main hall floor. He also asked if there was any news of the wheelie recycling bins. We were still waiting to hear if the council would pay the contractor. The skip was also discussed, especially where it clashed with bookings and use of the car park. So far there had not been any major problem, but this should be kept under review.
Chairman's Report
The Chairman apologised to the committee for taking up so much of their time while the wedding licence was under discussion. He had been disappointed by the reaction of a very small number of people over the request for a wedding licence by a member of the village, and appalled that accusations had been made regarding the committee which were unjustified. He commented that, while our meetings are not open to the public, the committee is by no means secret as all representatives report to their organisations, as well as villagers in the immediate vicinity being informed personally in this instance. There was particular concern over the use of the website and approaches to the local press.
Following phone conversations with the Registrar's Department, to discuss the restrictions we could put in place to control these events, Clive received a letter from them reassuring us that it was perfectly legal to limit the number of weddings taking place in a variety of ways. He read this letter to the committee, and it is now on file. While we could publish this letter to correct the inaccuracies spread at the time by objectors who were not prepared to listen, or wait for all the necessary enquiries to take place, it was agreed that it was best to let the matter rest.
The Chairman also suggested that the committee should consider the process for finding a new chairman, ready for when he decided not to stand again. In the past, generally the outgoing chairman had sought a replacement, but this was not entirely satisfactory. Discussion of alternatives should take place, possibly at the next meeting. ALL
Website.
Following a Parish meeting about the Website, when some changes were suggested with regard to the way it is run, the Chairman asked if there were any objections to the minutes (even if boring) and names of the committee members and their organisations (without contact details) being on the website in the ‘Village Hall' area. This was thought to be a good idea, and it was agreed to give Philip Scatchard the information. SVL
Licensing Laws
Stephen had the forms for the Social Club, and copies are being sent for the Village Hall. We will be applying for substantially the same licence as now, but it remains to be seen exactly what the forms require. CRL
Kitchen Redecoration
Paul Chapman has kindly volunteered to do this, and Michael Dempsey has offered assistance. Possibly one other assistant would be useful. Paul will co-ordinate this. PC
Spring Cleaning
Following circulation of the ‘task list' the Croquet Club kindly volunteered to do the WCs.
Sheila would clean and polish the kitchen floor following redecoration.
The Social Club would do the complete Bar area.
It was agreed the high beams posed a problem, and a safe way to reach those in the main hall was needed. As this was needed very infrequently, perhaps we should employ professional cleaners. The windows were another major area, which should be quoted for, including the outside. CF/SB
This left the main hall awaiting an offer. ?
Any other Business
Exterior redecoration and pointing: The Chairman reminded the committee we had been advised by the damp proofing surveyors that areas of the brickwork needed re-pointing. Also, after 5 or 6 years, the paintwork should be done this year, as there were areas of bare wood. This was the type of maintenance not covered by the rents. Quotes would be sought for these. SVL
Millennium Commission: Stephen reported that they had noticed from his annual reports that we were not displaying their plaque, and had requested an explanation. He had produced a new Village Hall letterhead, including the logos of all our funders, and explained that we had no suitable place to put it. They accepted this, sent an up to date logo, and said they would collect it from his garage when next in the area! Clive thanked Stephen for the letterhead, asked if he would e-mail it, and said we would use this headed paper for future correspondence.
Shed Flower Bed: The Secretary asked if the Youth Forum, under the direction of Richard Sugar, were still prepared to dig a small shrub bed by the shed, which the social Club were assured would not interfere with a marquee. He confirmed this, and so the area will be marked out,  CRL/SVL