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Village Hall in Maplebeck, Management Committee (“VHC”)

Minutes of Meeting
Village Hall Maplebeck
9th December 2014

Present:    Derek Sayer; Allen Bladon; Julie Grundy; Jane Kinnear; Bob Gardner; Brendan Carson, Tom Chamberlain
Apologies:    
Jenny Bladon, Sue Carson.

 

 

Action

1.

Minutes of the Meeting on Nov 11th

The minutes were approved as circulated.

 

2.

Matters arising:-

  • Premises licence- It was agreed that the application should be made for the hours 8.00am to Midnight everyday. No licence to sell alcohol was required. A notice would be put up as required. DS would provide AB with the required 1:100 plan.
  • An application for £9,500 towards equipment had been made to “Awards for All” on 4.11.14. A decision was expected by end January 2015. It was noted that there had been few applications form Nottinghamshire.
  • Notts CC funding application for £15,000 had been submitted by DS on 14th Nov. with the signature from Bruce Laughton. A decision was expected by the end April 2015.
  • The sponsorship letters had been delivered to all households, with little response. Face to face follow-up would be required with targeted individuals.
  • The Waitrose box collection in November had been £190 and BC was thanked. All the other companies approached were unable to help.
  • Fire Certificate- BC, as our “competent person”, was working with BG to satisfy the requirements of the Regulations.
  • Clock- JK had circulated a photo and it was agreed that a suitable location would be sought, perhaps in the Lobby, once the Hall was completed.
  • TC would follow up his discussions with Kirklington school in respect of their involvement in the hall opening.
  • Internal Audit- AB confirmed that he had satisfied himself that the process for the approval and payment of invoices, in respect of the building project, continued to be satisfactory.
  • Mark Cumberlack had suggested that the second de-humidifier might lead to unwelcome cracking as the building dried out.
  • A Christmas Tree would be sourced and erected on the green.
  • It was agreed to accept the existing Insurer’s quote (Allied Westminster / Aviva) at £285, which had not increased from last year. There would be an increase once we added the completed new building to the policy.

 

AB

DS

DS

 

DS

AB/BC

BC+

BC

 

All

TC

 

 

 

 

JK/DS

 

DS/RG

3.

 

 

 

 

 

 

 

 

 

4

Treasurers report:-

Village Hall Accounts – BG circulated a report summarising the movements on the Current Account, Savings Account and Project Account as at 5th Dec. 2014. It was noted that:-

  • Balance on the bank accounts at 5th Dec. were
    • Current £1,010.81
    • Deposit £0.03
    • Project £16,445.19
  • Since the Nov. meeting the principal movements were:-
    • Current account – gift aid £914.13 transfer to project
    • Project Account – receipt of gift aid, 4 payments to main contractor totalling £8,817.22


Building Development:-

    • DS/BG have regular progress meeting with MC. The main issue remained drying out and it was unclear how long it will take until we can safely work on the internal finishing.
    • Paviors are being laid in the courtyard.
    • Balustrading supply has been finalised and manufacture in Boughton will commence shortly.
    • Mark’s staff had been absent due to illness.
    • The detail of the tables used for pricing would be circulated

 

 

 

 

 

 

 

 

 

 

 

 

DS

5.

Activity programme:-

  • Identity: further meetings had been held with Tim Horrox and samples of the agreed logo, letterhead, tickets etc. were circulated and approved. The next meeting would be held on the 10th January. JK confirmed that the green colour was 339C.
  • Events diary and programme: JK had added a calendar facility to the website. BC/RG had prepared the first few months’ activity schedule from the business plan. JK/BC would ensure that these were integrated.
  • Village Venture: in the light of the building completion delay it was agreed to cancel the event planned for 29th January. A possible alternative venue was being investigated.

 

 

 

JK/BC

 

DS

6.

Next Meeting:-
14th January in the Beehive at 7:30pm

 ALL

Posted 13th January 2015

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