MINUTES OF BERDEN VILLAGE HALL COMMITTEE

15th August 2005
Present
Clive Lane (Chairman) Chris Bishop Yvonne Smith
Sheila Lane (Secretary) Robert Talks David Williams
Carol Fahy (Lettings) Sue Burton Stephen Griffiths
 Ernie Feasey
Apologies were received from Mike Dempsey, Paul Chapman, Andrew Nelson and Ann Sumner.
Minutes of the previous meeting of 18th April
These were accepted as a true record.
Matters arising
i) After further discussion the level of deposit required for all except regular bookings was agreed at £50, which was thought a more realistic figure, and since this would be returned if there were no problems with the letting. CF
ii) Three more teapots had been purchased and were in the kitchen.
iii) The sweep had confirmed that the chimney would need work before installing a wood burning stove. The chairman asked the Social Club to investigate the cost of a large grate with ash guard, so that the ash could remain in the fireplace as they requested. If not too costly the Village hall could probably purchase one. SG/PC
iv) The shed flower bed had not been dug, and would now have to wait until the ground was softer. A new volunteer was needed, also for maintaining the flowers in the tubs. CL/SL
v) It was felt that the signs promoting the skip were unnecessary since it was announced in the magazine, and this should be reported to the Parish Council. DW

Constitution
There were no changes to the committee.
Treasurer's Report
The Chairman reported on behalf of the Treasurer that the balance was £6,991. Income for the last 4 months was £1417, and expenditure including insurance had been £1,116 including insurance.
The treasurer had requested that in future the AGM be in November to allow time for the accounts to be finalised and audited after the end of our financial year. The Village Hall Trust Deeds state that it must be in October. We can change this, but only at this year's AGM. The exact details of how we go about this could be ascertained, and acted upon, in time for the AGM. All were in favour. CL/PC
Lettings Secretary's Report
Carol reported that the Hall was now well booked, particularly for weekends.
She also reported that equipment had still been taken (and not returned promptly) without her knowledge particularly around the time of the Fete. This could clearly cause difficulties for others particularly as the hall was now well used. With regard to the loan of equipment Carol commented that it was difficult to "suggest" a donation. Some were very generous, whereas others gave nothing. She suggested some guidelines for the various items borrowed, which would be easier to administer, and fairer. The hiring of equipment to members of the village would still be on a trust basis, and any request for equipment hire from outside the village would be dealt with by the official hiring forms which already exist for such an eventuality, and include provision for a deposit. Carol would still retain the discretion to waive charges for village organisations, e.g. the Fete.
The committee agreed with her proposal, and it was agreed to display the notice in the store cupboard and on the notice board, also once again reminding people that equipment could only be borrowed when not required for Hall lettings.
The folding green chairs were not to be available for hire outside the Hall. CF
 
Organisations' Comments
• The Parish Council, Parochial Church Council, Social Club and Choir & Drama Club had nothing to report.
• The WI asked about the heating programme. The chairman undertook to attach the details to the minutes for information. (It was discovered that the programmer had been switched to manual, despite the instructions, and this had probably caused the difficulties, as well as wasting fuel.)
• The Youth Forum continued to meet on an occasional basis.
• The Playground Committee continued, and had funds to administer.
• The Mothers' Union, Line Dancing and Croquet Club were not represented.
Chairman's Report
The current major work on the exterior was nearly complete. Over 30 panes of glass had been replaced, the small ventilator discs removed and ill-fitting windows sealed, so heating should be more economical this winter, and the hall more comfortable.
The decorator had commented that the woodwork was generally in good condition, but had been beginning to go in some areas. The work was being done just in time, and should last another 5 years.
The damaged dado shelf near the WCs pointed out by Ernie was not part of this work, and would be dealt with separately. CL
The chairman reminded everyone that whereas all the representatives on the committee continued into next year, at the AGM all post holders stand down. Volunteers or recommendations were welcomed for all posts. ALL
At this point, Ernie Feasey expressed his intention to retire as caretaker at the AGM, after 10 years on the committee of which 9 were as Caretaker.
Licensing Laws
After considerable effort and expense, the Licence application has been submitted. There was a £20 fee; 8 copies of a 40 page report including plans costing £33; a notice in the local paper costing £95; a notice up at the hall for 28 days. No complaints had been received from the latter, and the 8 official bodies are now looking at it. In effect, the Licence formalises what we had already been doing, with an extension of hours to include mornings for some events in case of need. He confirmed that, once granted, the licence is in perpetuity, unlike the Social Club's alcohol licence. CRL
Kitchen Redecoration
The door into the Bar is still to be finished, after which MD
the floor will be cleaned. SL
Spring Cleaning
Little progress had been made so far, (with the exception of the kitchen redecoration). The WI were reluctant to take part. A professional quote was being sought, both for a one off special clean, and routine weekly cleaning. The subject was held over until the next meeting. SL
(The company due to quote failed to turn up for the second time and another will be sought.)
Any other Business
The Secretary asked if anyone was interested in attending the RCCE's Village Halls Conference, but there were no takers.

Date of Next Meeting
AGM
Monday 31st October at 8.30 pm
There will be a meeting at 8.15pm prompt to agree the accounts before the AGM.
These will have been circulated prior to the meeting.
There will also be a short meeting for the new committee after the AGM.
Wine and nibbles will be available as usual.
 
Village Hall Heating Settings

The boiler is switched on constantly and firing is controlled by the programmer in the hall based on 6 daily preset temperature requirements. There are, therefore, no ‘on' and ‘off' settings like a domestic system.
The water heating is always functioning whenever the boiler is firing.
Unfortunately, there are occasions when users of the Hall change the controller, particularly turning it to manual, which can result in the boiler being constantly on a high temperature and over heating, or at a very low temperature when it does not fire, and the hot water runs out!
This is despite the clear instructions not to do so!

 Time Time Time Temperature
 (Mon & Tues) (Wed, Thurs & Sun) (Friday & Saturday)  (    °C    )
 8 a.m. 8 a.m. 8 a.m. 18.0
 9 a.m. 9 a.m. 9 a.m. 14.0
 1 p.m. 1 p.m. 1 p.m. 18.0
 2 p.m. 2 p.m. 2 p.m. 14.0
 7 p.m. 7 p.m. 7 p.m. 20.0
 10 p.m. 9 p.m. 11 p.m. 14.0