MINUTES OF BERDEN VILLAGE HALL COMMITTEE

27th February 2006

Present

Clive Lane (Chairman), Diana McConaghy, Yvonne Smith, Sheila Lane (Secretary), Robert Talks, David Williams, Carol Fahy (Lettings), Sue Burton, Stephen Griffiths, Paul Chapman (Treasurer), Mike Dempsy, Andrew Nelson.
Dorothy Strafford (for MU)

Apologies
Apologies were received from Ann Sumner, Chris Bishop and John Arnell

Minutes of the previous meeting

These were agreed.

Matters arising

i)  Clive would speak to John regarding the flower tubs later in the spring. The shed border would also need further digging. Volunteers to help Clive would be appreciated.
CRL/ALL

ii)  There had been no progress on the ash guard. Fortunately there had been less of a problem this year.  CRL

iii)  Clive expressed his gratitude to Stephen for undertaking the caretaking duties. Andrew had had his ‘induction course’. Stephen was happy for Sheila to continue stocking the cleaning cupboard, washing the Dyson filter etc. as she ‘managed’ the cleaning.

iv)   The high level clean had been completed. The V-sweeper supplied was appreciated by the cleaners.
Fina Services had quoted £175 to clean the main hall floor and apply 2 coats of sealant. This would require 2 days when the hall was not in use, and the Easter break was suggested. It was agreed to go ahead, and Sheila would liaise with Carol before booking.    SVL

Committee Membership

Paul Chapman now represents the Social Club.

Treasurer’s Report

In the 5 months to date we had received lettings income of £2,480 – right on budget. Income totalled £2,529, with cash reserve of £7,575. The expenditure of £2,536 was principally oil (nearly £1,000) and electricity. The increase in fuel costs was worrying, and should be borne in mind when reviewing rates for lettings.
The Chairman added that he had been warned that our oil tank may no longer comply with current regulations as the size had been reduced when a bund was required. Stephen commented that the bund had been removed at the time of the extension, as it was then no longer required! As it was by no means certain exactly what was involved, it was decided to leave it as it is until an official request to change it was received.

Lettings Secretary’s Report

Carol was keeping a record of lettings on a monthly basis, ready for the annual review.

Organisations’ Comments

•  The WI reported that the heating levels were better, and draughts much reduced.

•  Line Dancing raised the issue of the previous hirer leaving the Hall untidy. Clive would ‘have a word’.    CRL

Chairman’s Report

Clive referred to the e-mail consultation regarding broken glass on the car park and bottles left outside and in the hedge. This resulted in the banning of glasses and bottles outside the hall except at organised functions. He hoped this would resolve the problem.
For the first time it had been necessary to withhold part of a deposit, following an 18th party, when some damage and nuisance were caused. A discussion followed on the purpose and use of the deposit, and Clive proposed some clarification of the booking forms LA1 and A1. These were agreed – see file copy.
It was also felt that £50 was insufficient deposit for such parties, bearing in mind that some halls refuse bookings for 18th parties. After discussion it was decided to charge £150 deposit for all youth parties, as this should be an incentive to care for the hall, and would be returned if there were no problems.   CRL/CF
The kitchen fire extinguisher had been changed to the new type, preventing ‘burn’ from the cold nozzle.
Technically, we were supposed to have one by the main entrance, and did not require one in the bar area. One by the main door was considered vulnerable to knocks, and the need was greater in the bar because of the open fire. As we still complied with current regulations it was decided to leave them as they are.

New Licence

Frustratingly we are now on our 4th application, including 2 visits to UDC and many phone calls, due to confusion in the interpreting of this badly written law. Uttlesford had admitted some mistakes, and would be forwarding copies of the latest version to the statutory bodies for us, but we still had to place another notice in the paper, which would be about £40-50.

WI and MU Letter

After Yvonne had explained the background, the Chairman clarified that it had already been agreed that both organisations would be charged the subsidised £3.00 as village functions and that there had been some misunderstanding over the special events. When any organisation held special events involving greater numbers of visitors from outside the village on a chargeable basis it was to be hoped they would budget on the basis of paying the higher, unsubsidised village booking rate.

Any other Business
   As Parish Clerk, Andrew asked if all organisations, including the Village Hall, would produce a short report to be presented at the Annual Parish Meeting on 24th April. If any representatives were unable to attend, he would be happy to read these on their behalf.
•       There had unfortunately been no response to the magazine request for more co-opted members.
•       As Fete Chairman, Stephen reported that he had received a request from the PCC for us to consider once again waiving some of the Fete proceeds, to fund their redecoration project.
Last year the Village Hall requested £1,500, the balance of the £8,000 proceeds going to the Church.
Similar action was agreed in principle, but a final decision would be taken nearer to the fete.  ALL