Minutes of Erpingham with Calthorpe Village Hall Management Committee Meeting Date: Monday 10.10.22
Minutes of Erpingham with Calthorpe Village Hall Management Committee Meeting
Date: Monday 10th October 2022
Meeting Commenced: 7:00pm
Agenda
- Present
- Apologies
- Representative from Parish Council – And agree who will attend the next parish council meeting – Any feedback from last Parish Council meeting
- Galpins – Cameras insurance
- Minutes agreed
- Action points
- Bookings Update/Future bookings and events (quiz and football)/Kitchen Fee Hire
- Website and Facebook page update
- Finance – review of funds and spending
- Grounds/buildings maintenance
- Plant an Orchard
- Health and Safety review/Risk assessments
- Trustee booklet and GDPR
- O.B
1 Present
Rowena Cove (RC) Secretary
Ros Horne (Rho) Chair
Richard Harden (RH)
Tony Amies (TA) Bookings Secretary
Dennis Wells (DW) Janitor
Alfie Saunders (AF)
Lucy Parsons (LP)
2 Apologies: Len Casey (LC)
Rhia Watson (RW)
Stephen Squires (SS)
3 Representative from Parish council
Rob Goodliffe Chair of the Parish council joined the meeting
- Rob states the Parish council have agreed to pay £716.00 for Jubilee celebration. Remaining funds left to be spent on play area.
- Benches to put in place shortly.
- Rob mentioned warm hubs – PCC set up a community food table at the church. Funds available for a community hot spot – pub and village hall are to be considered as options
- Boundaries and area to be agreed/plant an orchard -Action – set up meeting to obtain clarity and agree who is responsible for what
- Agreed that we will continue to attend as many Parish council meetings as we can and likewise the Parish council will attend as many as ours
4 Cameras at the village hall
Paul Galpin joined the meeting
- Cameras installed would mean our insurance will become void. Suggested post in the Galpins land but PG would need to access Wi-Fi. Agreed that Paul Galpin can access our Wi-Fi as it is a public Wi-Fi available to all
- All members agreed that the pole will be erected on the Galpins land and a camera fixed to it.
- All members agreed that if the public Wi-Fi goes down we as a village hall will not be liable for any insurance
- As a gesture of goodwill, the Galpins would like to make a regular donation to our charity
5 Minutes
- Minutes all agreed from previous meeting held on 1st August 2022
6 Action Points
- (RC) to set up meeting with Erpingham and Calthorpe Parish Council
- (RC)to chase Taverham Village Hall re: hire rates
- Gas Tank – Quote for screen – £160 – (AS) to order
- Trustee booklet – (AS) to send out objectives to see if they are relevant
- Website/Facebook page – (LP) and (AS) to research into domain names and payment
- Resin Covering – (DW) – ongoing
- (LP) to email Matthew Quinn re: football fixtures and (LP) and (RC) to sell Hot Chocolate Cookies
- Prep for quiz night – 4.30pm onwards on 4th November – (all members) – Volunteers needed
- (RC) – Send KIT reminder for glass recycling every other month
- Spot the ball (LC) – ongoing
- Border to be weeded – (MB)
- Painting – work party to be organised – after Christmas (Spring)
- (DW) to contact Steve Haynes for lighting
- Christmas tree to be obtained from Buffy (AS) and tree and hall to be decorated at 10am on Saturday 3rd December
- (RC) to find out from SJA about de-fib/first aid awareness
7 Bookings update
- (TA) will find out further information Barn Hunt
- Tickets of Quiz night are selling well set up is needed on the day 4th November from 4:30pm – Prizes will be tub of chocolates for winner and loser
- (TA) reports bookings are going well – We have lost Pilates but not losing any more – new regular hire bookings are being made
8 Website and Facebook page
- As discussed previously and we will look into the cost of domain name before making any changes
9 Finance
- Current balance is £16,420.85
- Surplus HSBC account of approx. £1250
- Rob Goodliffe has confirmed the Parish Council will cover full amount of Jubilee (£716)
- Debtor – £10 John Sizeland – not paid for hire of tables. RHo to call and remind
- Community Hot Spot Fund of £2000 – RH has carried out some further investigations. Must spend by end of March. RH happy to apply and we can then make a decision. Discussion had over whether or not to include coffee club and Rho has agreed to speak with Yvonne and Tony who run the club
10 Grounds/Maintenance
- Bike rack has been installed
- Hedges are all well maintained
- Border – this needs weeding – MB to carry out
- Outside painting – John Snelling we have enough paint stored under the stage for one coat – agreed that we will organise work party in the spring
11 Plant an orchard
- Discussed earlier and this will be discussed with the Parish Council to agree a location and get some ideas of where we source trees from
12 Health and Safety
- This is ongoing and Fire alarms continue to be tested
- Risk Assessments – (AS) confirmed these are still ongoing
- LED lights (DW) to contact Steve Haynes to get a quote and review efficiency.
- Electrical PAT testing was completed on 9th September
13 Trustee Booklet and GDPR
- Discussed earlier and (AS) has agreed that this is on-going
- (AS) has agreed to circulate the mission statement (Objectives) so we can agree if these are still relevant
14 A.O.B
- Christmas tree and lights will need to be put up
- (AS) to contact Buffy to obtain tree on first weekend of December sat 3rd Dec at 10am to decorate.
- Football club is using hall but don’t pay the village hall, (Rho) will speak to Bill Goreham to obtain clarity who pays and what they use.
- Heavy wooden hatch is now a roller blind – Is this safe?
- SJA – Free First Aid course
Meeting ended 9.25pm
Date of next meeting: 12th December @ 7pm
Venue: The Spread Eagle Public House