Diddlebury Village Hall Minutes – Year to 31st March 2013

Minutes of the Diddlebury Village Hall Committee Meeting held on 21st May 2012

 

 

Present: Ian Fotheringham (part), Tony Bennett, Amie Smout, Chris Thomas, Mike Woodhouse, Tom O’Boyle,

 

 

  1. Apologies
 
There were no apologies.
  1. Minutes of Meeting 30th April
The minutes were approved subject to corrections to Broadplace minutes
  1. Matters Arising
 
Letters to User GroupsResponse received from Corvedale Show: no Representative available at the moment, will review later in the year.PCC – awaiting approval at next PCC meetingSchool – no response yet

Parents & Toddlers – write to Michelle Holland

Write Letters to User Groups emphasising that the benefit of input into the renewal process.

Also write to all other User Groups thanking for support and Representatives, noting the importance of contributing to renewal process and advising of Representatives’ “Job Spec”.

C.Thomas
Contact details to be circulated to all Committee Members C.Thomas
Full Committee is 10 Members, Quorum is four Members
A gift in memory of Carol Bell was provided
  1. User Group Representatives
 
Committee Quorum – A valid quorum is no less than one third of the Committee Members
User Group Representatives:  
Badminton – Ian Fotheringham  
PCC – awaiting approval at next PCC meeting  
Corvedale Autumn Show – No Representative for time being, will review later in the year. C.Thomas
Parents & Toddlers – Write to P&T confirming resignation from DVH Committee and thank for their support in the past, looking forward to their support in the future C.Thomas
Corvedale Entertainment Society – Bill Hatfield  
Dance Group – Mike Woodhouse  
Diddlebury Parish Council – Tom O’Boyle  
Corvedale School – Letter sent to Chairman of the Governors requesting a representative, awaiting response C.Thomas
See notes in Item 3  
 
  1. Election of Officers
 
Chairman Duties –
To arrange and chair Meetings
Main contact for Parishioners
To support related meetings or arrange deputy
Circulate meeting Agendas
No candidates have been identified as potential candidates for Chairman.
PCC representative will be identified by next DVH meeting: Defer election of Chairman until next Meeting. All
C.Thomas to chair next meeting.
Vice Chairman – Deferred pending election of Chairman
 
  1. Treasurer’s Report
A Financial Forecast was presented. It was felt that the forecast was realistic and a good baseline to start from.
Bookings Secretary and Treasurer have organised an invoicing process.
It was proposed (M.Woodhouse) and seconded (T.O’Boyle) and passed unanimously that the Forecast be adopted as the 2012-23 Budget.
The monthly Accounts were also presented.
  1. Hire Agreement
Initial review has been conducted by M.Woodhouse.
Various issues were discussed; event finishing times, max Hall capacity (governed by insurance and licensing), qty of doormen/security.
It was agreed that Hire Agreement should be in 3 parts:Booking form inc checklist (insurance licences etc)CostsStandard T & C’s

A draft is to drawn up by 19th June, circulated for review by all for acceptance at next meeting.

Hire rates to be included in proposal

Hire rates and deposit arrangements to be agreed with the Treasurer.

M.Woodhouse
  1. Lettings Report
 
See attached
Anna Griffiths presented her proposal for Zumba classes on Monday evenings starting 9 July. Committee supports this and will provide contacts at Corvedale News and Corvedale.com A.Smout
Invoices are now being issued at time of booking
A.Smout to be advised of dates of Parish Council meetings T.O’Boyle
  1. Hall Renewal – Car Park
Letters requesting a meeting to discuss the expiry of the current Agreement were sent to the signatories on the Agreement and to Chris Ball (HT at School), Diocese Education Dept, Shropshire Council Education Dept, Chairman of School Governors, Parish Council Chairman.A response was received from Chris Ball, acknowledgements were received from Diocese Education Dept and Shropshire Council Education Dept
Encouraging response from School (Chris Ball HT), she is trying to arrange a meeting with the various bodies responsible for the School.
Chase Chris Ball if nothing is heard within a week or so. C.Thomas
  1. Hall Renewal
No update on Project management
Consequently M.Woodhouse to action:Get quotes/estimates for options 2 & 3 (New build on same or new site) to give an idea of scale. Quotes/estimates to be ‘Turn-key package’, i.e. for every thing, including, if possible, fund-raising. M.Woodhouse
Provide outline costs for a sustainable budget for a new building T.Bennett
  1. Broadplace
Corvedale Entertainment Society use Broadplace equipment: hardware, music, etc.
Announcement on the future of Broadplace is expected in September
When Broadplace closes, DVH keeps the hardware.
DPC are not yet in a position to make a decision on funding Broadplace in the future, but would like internet access in DVH
Can DPC make a decision before Broadplace announcement in September? T.O’Boyle
  1. AOB
DPC has requested an Asset List for an audit requested by SC.As DVH is a separate Charity, should DVH provide this information?On the other hand, DPC is the Custodial Trustee for the Hall.Check legal position M.Woodhouse
Following above, if appropriate, provide the information as requested from the insurance details. T.Bennett
Write to Julie Tustin thanking her for organising the Open Garden event C.Thomas
  1. Next Meeting
Monday 11th June at 7.30pm, DVH

 

 

Minutes of the Diddlebury Village Hall Committee Meeting held on 11th June 2012

 

 

Present: Ian Fotheringham (part), Tony Bennett, Amie Smout, Chris Thomas, Mike Woodhouse, Tom O’Boyle,

 

 

  1. Apologies
 
There were no apologies.
  1. Minutes of Meeting 21st May 2012
The minutes were approved subject to corrections to Broadplace minutes
  1. Matters Arising
 
Letters to User GroupsResponse received from Corvedale Show: no Representative available at the moment, will review later in the year.PCC – awaiting approval at next PCC meetingSchool – no response yet

Parents & Toddlers – write to Michelle Hollins

Write Letters to User Groups emphasising that the benefit of input into the renewal process.

Also write to all other User Groups thanking for support and Representatives, noting the importance of contributing to renewal process and advising of Representatives’ “Job Spec”.

C.Thomas
Contact details to be circulated to all Committee Members C.Thomas
Full Committee is 10 Members, Quorum is four Members
A gift in memory of Carol Bell was provided
  1. User Group Representatives
 
Committee Quorum – A valid quorum is no less than one third of the Committee Members
User Group Representatives:  
Badminton – Ian Fotheringham  
PCC – awaiting approval at next PCC meeting  
Corvedale Autumn Show – No Representative for time being, will review later in the year. C.Thomas
Parents & Toddlers – Write to P&T confirming resignation from DVH Committee and thank for their support in the past, looking forward to their support in the future C.Thomas
Corvedale Entertainment Society – Bill Hatfield  
Dance Group – Mike Woodhouse  
Diddlebury Parish Council – Tom O’Boyle  
Corvedale School – Letter sent to Chairman of the Governors requesting a representative, awaiting response C.Thomas
See notes in Item 3  
 
  1. Election of Officers
 
Chairman Duties –
To arrange and chair Meetings
Main contact for Parishioners
To support related meetings or arrange deputy
Circulate meeting Agendas
No candidates have been identified as potential candidates for Chairman.
PCC representative will be identified by next DVH meeting: Defer election of Chairman until next Meeting. All
C.Thomas to chair next meeting.
Vice Chairman – Deferred pending election of Chairman
 
  1. Treasurer’s Report
A Financial Forecast was presented. It was felt that the forecast was realistic and a good baseline to start from.
Bookings Secretary and Treasurer have organised an invoicing process.
It was proposed (M.Woodhouse) and seconded (T.O’Boyle) and passed unanimously that the Forecast be adopted as the 2012-23 Budget.
The monthly Accounts were also presented.
  1. Hire Agreement
Initial review has been conducted by M.Woodhouse.
Various issues were discussed; event finishing times, max Hall capacity (governed by insurance and licensing), qty of doormen/security.
It was agreed that Hire Agreement should be in 3 parts:Booking form inc checklist (insurance licences etc)CostsStandard T & C’s

A draft is to drawn up by 19th June, circulated for review by all for acceptance at next meeting.

Hire rates to be included in proposal

Hire rates and deposit arrangements to be agreed with the Treasurer.

M.Woodhouse
  1. Lettings Report
 
See attached
Anna Griffiths presented her proposal for Zumba classes on Monday evenings starting 9 July. Committee supports this and will provide contacts at Corvedale News and Corvedale.com A.Smout
Invoices are now being issued at time of booking
A.Smout to be advised of dates of Parish Council meetings T.O’Boyle
  1. Hall Renewal – Car Park
Letters requesting a meeting to discuss the expiry of the current Agreement were sent to the signatories on the Agreement and to Chris Ball (HT at School), Diocese Education Dept, Shropshire Council Education Dept, Chairman of School Governors, Parish Council Chairman.A response was received from Chris Ball, acknowledgements were received from Diocese Education Dept and Shropshire Council Education Dept
Encouraging response from School (Chris Ball HT), she is trying to arrange a meeting with the various bodies responsible for the School.
Chase Chris Ball if nothing is heard within a week or so. C.Thomas
  1. Hall Renewal
No update on Project management
Consequently M.Woodhouse to action:Get quotes/estimates for options 2 & 3 (New build on same or new site) to give an idea of scale. Quotes/estimates to be ‘Turn-key package’, i.e. for every thing, including, if possible, fund-raising. M.Woodhouse
Provide outline costs for a sustainable budget for a new building T.Bennett
  1. Broadplace
Corvedale Entertainment Society use Broadplace equipment: hardware, music, etc.
Announcement on the future of Broadplace is expected in September
When Broadplace closes, DVH keeps the hardware.
DPC are not yet in a position to make a decision on funding Broadplace in the future, but would like internet access in DVH
Can DPC make a decision before Broadplace announcement in September? T.O’Boyle
  1. AOB
DPC has requested an Asset List for an audit requested by SC.As DVH is a separate Charity, should DVH provide this information?On the other hand, DPC is the Custodial Trustee for the Hall.Check legal position M.Woodhouse
Following above, if appropriate, provide the information as requested from the insurance details. T.Bennett
Write to Julie Tustin thanking her for organising the Open Garden event C.Thomas
  1. Next Meeting
Monday 16th July at 7.30pm, DVH

 

Minutes of the Diddlebury Village Hall Committee Meeting held on 16th July 2012

 

 

DVH Committee Members: Sally Woodhouse, Amie Smout, Tom O’Boyle, Tony Bennett, Mike Woodhouse, Chris Thomas, Bill Hatfield, Ian Fotheringham

 

 

Present: Sally Woodhouse, Amie Smout, Tom O’Boyle, Tony Bennett, Mike Woodhouse, Chris Thomas,

 

 

  1. Apologies
 
Apologies were received from Ian Fotheringham.
  1. Minutes of Meeting 11th June 2012
The minutes were approved subject to correction of the meeting dates
  1. Matters Arising
 
DVH Hire |Agreement – Deferred to Agenda Item 8
Write Letters to User Groups emphasising that the benefit of input into the renewal process.Letter to all other User Groups (thanking for support and Representatives, noting the importance of contributing to renewal process and advising of Representatives’ “Job Spec”) to be sent to User Group Representative for forwarding to respective Chairpersons.Autumn Show – Joanne WoodhouseParents & Toddlers – Michelle Hollins

Badminton – Ian Fotheringham

Corvedale Entertainment Society – Bill Hatfield

PCC – Megan Speight

Dance Group – Val Francis

Corvedale School – Chair of Govenors; David Roberts

C.Thomas
Dates for DVH hire by Parish Council confirmed
DPC would not cover the cost of Broadplace in the future
DPC Asset List: DPC requirements have been met, no list was provided
Tony Bennett wrote to Julie Tustin thanking her for organising Diddlebury Open Gardens.
  1. User Group Representatives
 
Send letters (see 3. Matters Arising above) to User Group Representatives C.Thomas
Sally Woodhouse was welcomed as the PCC representative on DVH Committee:  
 
  1. Election of Officers
 
Chris Thomas to continue as Chairman
 
  1. Treasurer’s Report
A Financial Forecast was presented. The current position is broadly in line with the Budget.
  1. Insurance
Summary of insurance cover (21/1/10) was presented along with explanatory letter. Committee Members to read. All
Insurance due for renewal shortly; could potentially get alternative quotes. Defer to next Meeting following confirmation of Hire Agreement
  1. Hire Agreement
Review documents prepared by M.Woodhouse and respond by 21/7. All
Hire cancellation; it was agreed that 10 days notice will be required. Cancellatio later than this will incur the full hire fee
Insurance cover to be reviewed (see Item 7) and Insurers to be contacted for clarification if required. M.Woodhouse
Alcohol sale to be as per DVH policy: use of DVH licence is restricted to DVH or User Groups only.
Finish times times to be modified in line with Licence.
Hire rates proposal was received. It is generally in line with other local Halls and agreed as acceptable
  1. Lettings Report
 
No new bookings
A double booking occurred: childrens’ party clashed with Church Fete.
Send formal letter of apology C.Thomas A.Smout
Send minutes of DVH meeting to A.Smout where arrangement re Church Fete booking was agreed C.Thomas
  1. Hall Renewal – Car Park
Response from School etc regarding car park resulted in a meeting on 10 July. Notes from the meeting are attached.
Various options were discussed, all dependant on availability of land.
Peter Bellamy had agreed to discuss the situation with the land owner. Corvedale School
Await response before further action All
School suggested Community car park beyond playing fields.
DVH would like other options to be considered as well.
DVH needs car park in close proximity to Hall.
It was noted that, since the School is now hiring out the new School hall, the School is now strictly speaking a competitor.
  1. State of New DVH Land
This land has had Building spoil from the School’s new Hall placed over the surface and soil and tarmac on top of that beside the gate.
Write letter to Chris Ball explaining the situation and requesting reinstatement of the original condition. Also identify that if this is not possible DVH will re-instate and send the invoice to the School C.Thomas
  1. Hall Renewal
Border Oak have provided updated example costs:It is based on a building of similar size to current with two options;

  1. ‘Hardened’ and suitable for sports
  2. Not ‘hardened’

Note: If the building is capable of sports then changing rooms should be seriously considered.

Use Bill Hatfield’s estimates fo Re-Furb and New Build on New site options
An Electrician has volunteered to help in provision of services; A.Smout to pass details to M.Woodhouse A.Smout
Check VAT situation for new build versus Re-Furb S.Woodhouse
Check planning permission for new build versus Re-Furb S.Woodhouse
Existing funds raised by events such as Ale in the Dale; need to provide update to Sponsors on plans for the funds raised. Need decision by Autumn. All
Next Consultation to be Sat 13 Oct and Weds 10 Oct.
Contact Corvedale News (E. Linton) for advertising of dates. A.Smout
Provide text for Corvedale News M.Woodhouse
  1. Parish Plan
Copies of VH questions to be circulated to Members A.Smout
Questions are generally OK, Committee felt that ‘Badminton’ is too specific: ‘Indoor sports facilities’ would be better.
E-mail feedback to Parish Plan Committee A.Smout
  1. Broadplace
Awaiting Shropshire Council decision on the future of Broadplace.
Corvedale Entertainment Society use Broadplace equipment: hardware, music, etc. and are concerned that without these facilities they would not be able to use DVH.
Advise Corvedale Ents that no decision has been made, that DVH intention is to have broadband capability and Broadplace (or equivalent) hardware. T.Bennett
Advise Parish Council of situation to enable them to make decision on funding T.O’Boyle
  1. AOB
S.Woodhouse to support A.Smout with advertising DVH and DVH events in Corvedale News; S.Woodhouse
Of late local residents’ drives have been being obstructed. Put up notices requesting responsible parking T.Bennett
  1. Next Meeting
Monday 13th August at 7.30pm, DVH

 

 

Minutes of Diddlebury Village Hall Committee Meeting

13th August 2012

 

Present:

Tony Bennett, Tom O’Boyle, Ian Fotheringham, Amie Smout, Mike Woodhouse, Sally Woodhouse

 

  1. Apologies

Chris Thomas

  1. Minutes of 16th July 2012

Minutes approved subject to a small amendment to point 10, concerning the community car park which was generally mooted and was not suggested by the school.

  1. Matters arising

It was agreed that MW would chair the meeting.

Matters arising would be dealt with as they arose in the agenda for this meeting.

  1. User Group Representatives

It was confirmed that letters had been sent to all user groups a copy of which had been circulated to all trustees.

  1. Election of Chair

It was agreed that it would be acceptable for no permanent Chair to be appointed for the time being. The name of the trustee who chaired a meeting would be noted in the minutesof that meeting.

  1. Treasurer’s report

There was no material change from the last report and the report was accepted by all trustees.

  1. Insurance Renewal

Discussions as to whether users and hirers were covered by public liability provisions in the current policy. MW to re-check policy.

Agreed that two further quotes to be obtained to see if any cheaper or any more comprehensive. TB to contact Chris Meeson and SW to contact Norris Fisher.

  1. Hire Agreement

(a)Deposits

Deposits required to cover cost of damage, extra maintenance and additional cleaning. Deposits to be paid by cheque at the same time that the hire fee paid. Deposit cheques would be held until after the event and then either returned or banked.

Public hire events e.g. YFC, Cricket Club – in line with excess required on insurance policy

Private hire e.g. parties – 100% of booking fee

User groups – no deposit to be taken

(b)Use of kitchen

Agreed extra charge for public and private hire but no extra charge for user groups.

(c)Rate Card

New rates agreed. New rates to come into effect on 1st September.

Hire agreement generally agreed. SW to recheck for any typographical errors. AS to be provided with final good copy to work from.

  1. Lettings Update

AS provided breakdown of lettings to date. Discussed future lettings including: Autumn Show – fee to remain at £60 for this year; letting to PCC for refreshments following the Licensing service for new Rector on 24th September – SW to confirm required time slot; Shropshire Council – to be charged as for private hire.

  1. Hall renewal/car park valuation

TB had received notional figure from surveyor for £800 pa. Still awaiting additional information.

6m licence to be granted to school while the working party of various bodies gets going. Licence would be for peppercorn but school to cover legal fees. Quote for £150 plus VAT agreed. Letter to go to chair of school governors, with a copy to the head teacher, advising of this; once accepted agreement to be prepared.

TOB asked difference between licence and lease – a lease is exclusive possession of area of land for fixed period which creates an interest in land whereas a licence is permission to use land which does not confer any interest in the land.

TOB also reported that if any village hall property was sold the Parish council had advised at last meeting that parish would have right to vote on this. This is correct as village hall charity is a members’ charity and members could vote on such a proposal at a general meeting in the same way that members vote for trustees at AGM.

  1. Track

Letter re state of track has been sent to headteacher.

  1. Hall Renewal

TOB reported that Peter Bellamy had spoken briefly to Richard Hughes about the piece of land – RH was glad someone was talking to him as had not been kept informed – need to keep everyone in the loop. Consultations in October. Endeavour to get working party re car park moving by then but this specific problem can be covered in the consultation presentation.

Dates of consultations to be sent to parish magazine to go in ‘what’s on’ diary and as separate ad.

  1. Parish Plan

No feedback on this.

  1. Broadplace

Nothing to report

  1. AOB

White board to assist in meetings – MW

Harvest Supper – Evie and John or possibly Pan Afrique. IF to enquire re Evie. Enquiries also to be made re Pan Afrique. SW and IF to ascertain who will help with food – set up similar to last year. SW to check that church/PCC will still provide puds. SW and IF and AS to liaise on Harvest Supper and keep it moving.

Date for harvest supper to be sent to parish magazine to go in ‘what’s on’ diary once feedback on Eve and John or Pan Afrique received.

 

  1. Next meeting

10th September

 

Addendum:

New build for charity is VAT zero rated

Planning permission for new build is required – understood that e.g. Border Oak would deal with that and cost it into total price – needs checking

 

 

Minutes of Diddlebury Village Hall Committee Meeting

Monday 10th September

 

 

Present:

Tom O’Boyle, Tony Bennett, Amie Smout, Michael Woodhouse, Sally Woodhouse

 

 

  1. No apologies
  2. Minutes of August meeting approved
  3. Still awaiting confirmation of representative from School and confirmation from Graham Williams from SOCS for updating Charity Commission register. SW has spoken to Joanne Woodhouse re Corvedale Show representative and she will be able to confirm a name after the CS’s next meeting at end October. List of officers and confirmed representatives to be placed in October Corvedale News and updated when necessary.
  4. No response from School on car park/playground letter. SW to call Tim Loft and the School to chase up.
  5. Discussions re Harvest Supper – band now booked, IF preparing tickets, price as for last year. IF, AS and SW organizing food and PCC contributing puddings. All committee members to give a raffle prize and a salad – to liaise with IF, AS and SW. Notice to go in October Corvedale News. Already in diary page of News.
  6. Treasurer’s report considered and noted. Still trying to sort out HSBC.
  7. Insufficient reply from surveyor re car park survey – will send cheque once received.
  8. Discussed and agreed hire costings.

 

Next meeting Monday 8th October at 7.30 pm

 

 

Minutes of the Diddlebury Village Hall Committee Meeting held on 8th October 2012

 

 

DVH Committee Members: Sally Woodhouse, Amie Smout, Tom O’Boyle, Tony Bennett, Mike Woodhouse, Chris Thomas, Bill Hatfield, Ian Fotheringham

 

 

Present: Mike Woodhouse, Tom O’Boyle, Chris Thomas, Amie Smout, Sally Woodhouse, Tony Bennett, Ian Fotheringham

Cecelia Motley (for Open Meeting Presentation review only)

 

 

  1. Open Meeting Presentation Review

The presentation for the forthcoming Open Meetings was reviewed.

It was agreed that the results of the consultation questionnaires should be made public, though it was undecided whether this should be through an open meeting or publication.

It was agreed that a further open meeting should be held after the Committee has come to a conclusion on the best option (following review of questionnaire results) to present the Committee’s proposal.

Cecelia M observed that a holistic approach with the School ‘on board’ would be a better approach.

Various detail changes to the presentation were suggested and will be incorporated.

Questionnaires to be distributed to all households by the Committee. Method of return of completed questionnaires was not defined.

It was noted that a method of communicating progress to the parish was needed. A web-site would be ideal, but there are practical difficulties.

 
   
  1. Apologies
 
There were no apologies.
Chairman – Sally W was elected to chair this meeting.
  1. Minutes of Meeting 10th September 2012
The minutes were approved.
  1. Matters Arising
 
None
  1. Footpath Route
 
DVH position remains unchanged (ref DVH Minutes 07.11.11)
 
  1. Treasurer’s Report
A Financial Forecast was presented. There are no significant changes.
Eon electricity contract expires in about one month.A new rate is to be negotiated. T.O’Boyle
There has been no response as yet on application for Gift Aid.
A new Electrical Certificate may be required. If so, obtain quotes T.Bennett
The Gents toilets have been repaired, cost of £250 approved
Fire Extinguisher checks have been carried out, cost of £50 approved
The Harvest Supper made approx £530.It was proposed and agreed unanimously that a donation of 10% should be made to the PCC.Letters of thanks to be sent to:Norman Pierce, Stephen Povall, Elizabeth Barnfield

PCC, Liz Jones, Val Francis, Jean Drakes, Stuart & Jane Husband

A notice is to be prepared for the Corvedale News.

C. ThomasS. Woodhouse
  1. Election of Chairman
The Charity Commission will accept having a Chairman elected for each meeting. There is no requirement for a permanent Chairman
  1. Hire Agreement
The Hire Agreement was finalised.The Committee thanked Mike W for his efforts in this matter.
  1. Lettings Report
 
25/10   Autumn Show AGM15/11   Police commissionaire Election17/11   Private Party – Radfords24/11   Youth Club 80’s Disco

30/11   Private Party

A summary of bar, music and leaving times is required M. Woodhouse
Public Events – Bar 11.00pm, leave by 11.30Private Events – Sun-Thurs bar 11.30, leave by 12.00Private Events – Fri-Sat bar 2.00, leave by 12.30
  1. Hall Renewal – Car Park Valuation & Negotiations
The School reported that the Council claim to have responded tour The DVH latter, but nothing has been received. The School to be requested to follow up. S. Woodhouse
  1. State of New DVH Land
There has been no response from the School. Letter to be written suggesting DVH can arrange for the removal of building spoil and re-instatement and send the invoice to the School. C.Thomas
  1. User Group Representatives
There has been no response to the letters sent to User Groups.The School in particular have been approached and the benefit of having an active Representative explained.
  1. AOB
A Folk Duo from Lancashire has approached Ian F regarding performing At DVH. This could be a fund-raiser for DVH. Tentative date proposed 20/4/13. A Bar would be required. Review e-mail and respond to Ian F. All
A vote of thanks to Sally Woodhouse for her work in organising the Harvests Supper was proposed and passed unanimously.
A vote of thanks to Mike Woodhouse for his work on the Renewal Open Meeting Presentation was proposed and passed unanimously.
It was suggested that an account at Bookers might be worthwhile.
  1. Next Meeting
Monday 12th November at 7.30pm, DVH

 

 

 

 

Minutes of the Diddlebury Village Hall Committee Meeting held on 12th November 2012

 

 

DVH Committee Members: Sally Woodhouse, Amie Smout, Tom O’Boyle, Tony Bennett, Mike Woodhouse, Chris Thomas, Bill Hatfield, Ian Fotheringham

 

 

Present: Tony Bennett, Tom O’Boyle, Sally Woodhouse, Amie Smout, Ian Fotheringham ,Mike Woodhouse, Chris Thomas,

 

 

  1. Meeting Chairman

Tom O,Boyle was elected as Chairman for the Meeting

 
   
  1. Apologies
 
There were no apologies.
  1. Minutes of Meeting 8th October 2012
The minutes were approved subject to abbreviation on Item 1 and spelling corrections
  1. Matters Arising
 
Eon electricity contract expires this month. Contract to be re-negotiated. T. Bennett
There has been no response to the Gift Aid application.
Letters of thanks for help at/for the Harvest Supper have been written and a notice placed in the Corvedale News.
The state of the track has been considerably improved by time and DVH action. A letter is to be written advising that no further action by the School is required but noting that this is due to DVH action. C. Thomas
The viability of a Bookers is to be investigated A. Smout
  1. Treasurer’s Report
The accounts were presented.
The Gaming/Lottery licence requires renewal at a cost of £25. Approved unanimously. T.Bennett
  1. Bank Accounts
It was suggested that it would be ‘best practice’ to have a separate bank accounts for the Development Fund. It was approved unanimously (proposed Chris T, seconded Mike W) that options be discussed with the Bank and appropriately implemented. T.Bennett
  1. Fire Risk Assessment
The Fire Risk Assessment requires reviewing. C. ThomasT. Bennett
Last version of the Fire Risk Assessment to be forwarded to Tony B. M. Woodhouse
  1. DVH Hire Agreement
 
Booking Form to be amended to identify that it takes 10 days to obtain a TENS licence. Rate Card also to be updated.
A system to ensure that Hirer and DVH get a copy on the Hire Agreement and invoicing happens correctly is to be developed S. woodhouse M. Woodhouse A. SmoutT. Bennett
  1. Lettings
Youth Club have cancelled booking for 24/11 S. Woodhouse
18/11 Private party1/12 Toddlers Table top sale 2-4pm29/12 Wedding – Parking (invoiced and paid)31/5 Table/chair hire for wedding in Aston Munslow. Tables/chairs to be named I. Fotheringham
Contact Number on Website to be changed T. Bennett
  1. Hall Renewal Presentations
23 attendees on 10th Oct and 13 on 13th Oct. Presentations well received with appreciation for being kept informed.
The Committee thanked Mike W for all his work.
An admin session is required to correlate documentation C.ThomasM. Woodhouse
  1. Hall Renewal Questionnaire
Latest version to be reviewed and comments passed to Mike W by Saturday 17th Nov. All
Questionnaires to be anonymous, so can not accept Sun Inn’s kind offer of lottery prize for responses. Unanimously approved.
Questionnaire will be one per household.
It was agreed that:

  • SCC facility of supplying Parish addresses to be used
  • Freepost to be investigated for distribution and collection
  • Cost of paper, envelopes etc approved
  • Evening to be arranged for ‘enveloping’ etc

Distribution to be delayed until early January due to impact of Christmas

Questionnaire to be promoted in the Corvedale News

A covering letter to be written to go with the questionnaire

T. BennettS. Woodhouse

M. Woodhouse

  1. Carpark Negotiation
It was agreed that a 2year agreement be proposed on the same basis as the current agreement; the School to cover legal fees. DVH to instruct solicitor, invoice to go to School. S. WoodhouseM. Woodhouse
Proposal to be reviewed with Chairman of the Governors and Head teacher before agreement is formally communicated. M. Woodhouse
Regular communication to be maintained with the School during the 2 years to ensure progress is made
  1. State of Track
Covered under Matters Arising
  1. User Group Representatives
Ian F. Is to act as Spokesperson for Autumn Show. To avoid conflict of interest: Ian F is Representative for Badminton and only Spokesperson for Autumn Show.
No other communication received from User Groups
School is currently occupied with an Ofsted inspection precluding involvement with DVH
Review Representation at DVH with Tim Loft (Chairman of Governors) M. Woodhouse
  1. AOB
A commercial provider can provide a website for an initial £6.99 and £3.99/month for 12 months. Thereafter cost is £6.99/month.Implementation was proposed and agreed. Action T. Bennett
The idea 100Club was suggested. To be discussed at next meeting
  1. Next Meeting
Monday 10th December at 7.30pm, DVH

 

Minutes of the Diddlebury Village Hall Committee Meeting held on 10th December 2012

 

 

DVH Committee Members: Sally Woodhouse, Amie Smout, Tom O’Boyle, Tony Bennett, Mike Woodhouse, Chris Thomas, Bill Hatfield, Ian Fotheringham

 

 

Present: Chris Thomas, Sally Woodhouse, Tony Bennett, Tom O’Boyle, Mike Woodhouse

 

 

  1. Meeting Chairman

Tom O,Boyle was elected as Chairman for the Meeting (Proposed Mike W, seconded Chris T)

 
   
  1. Apologies
 
Amie Smout.
  1. Minutes of Meeting 8th October 2012
The minutes were approved
  1. Matters Arising
 
Eon electricity contract reviewed, staying with Eon (ref Tony B).
Response to the Gift Aid application expected in next few weeks. T. Bennett
A letter was sent to the Corvedale School advising that the state of the track has been considerably improved by time and DVH action and that no further action by the School is required.
Gaming Lottery licence needs renewal; attempting to identify Payee for cheque. T. Bennett
Deposit account opened for Development Fund, details to be sent to Mike W. T. Bennett
Fire Risk assessment requires completion. C. ThomasT. Bennett
Hire booking form updated
Hire booking form/invoicing arrangement requires confirming S. Woodhouse M. Woodhouse A. SmoutT. Bennett
Requirements for music etc licensing to be checked with SCC T. O’Boyle
Identification of chairs for hiring out purposes not completed I. Fotheringham
DVH contact number is now on website
DVH Renewal admin outstanding C. Thomas
Questionnaire finalised, covering letter completed and published in Corvedale News
Car Park letter; see Item12
User Group Reps; Mandy Fowler has taken over from Tim Loft as Chairman of School Governors. M. Fowler has been contacted but no action yet as she has only just started.
Website: a commercial provider has been set up for DVH. This also provides e-mail addresses @DVH.org.uk. DVH needs: Treasurer@, Bookings@, Secretary@, and Enquiries@. Some setting up may be required T. BennettC. Thomas
The viability of a Bookers account is to be investigated A. Smout
  1. Treasurer’s Report
The accounts were presented.
DVH Development Fund is slightly ahead of Budget thanks to Jean Drakes’ Quizzes.
  1. Bank Accounts
New account has been set up for Development Fund
  1. Fire Risk Assessment
The Fire Risk Assessment requires reviewing. C. ThomasT. Bennett
  1. DVH Hire Agreement
 
Booking Form to be amended. Further changes to be made as required as the system develops. M. Woodhouse
A system to ensure that Hirer and DVH get a copy on the Hire Agreement and invoicing happens correctly is to be developed S. woodhouse M. Woodhouse A. SmoutT. Bennett
  1. Lettings
PCC would like to have Church Fete at DVH instead of Delbury Hall. To be on the Saturday instead of Sunday S. Woodhouse
PCC also want to have a Barn Dance
PPSG have two bookings
31/5/13 Table/chair hire for wedding in Aston Munslow. Tables/chairs to be named I. Fotheringham
  1. Hall Renewal and
  1. Hall Renewal Questionnaire
An admin session is required to correlate documentation C.ThomasM. Woodhouse
A meeting was held with Jill Porter. She gave help/pointers on getting funding.The Big Lottery ‘Reaching Communities Building Fund’ will provide 100% funding for qualifying projects. Application process is:1) Submit Outline Proposal2) Receive funding to develop full Proposal (max is £500k, £12-15k/sqm is typical build cost)

3) Develop and submit full Proposal

DVH proposed timing is too optimistic.
Next step is to contact Big Lottery and advise them of our potential application.
Need to formally request PPSG Questionnaire results from PPSG T. Bennett
May need to amend DVH questionnaire in the light of PPSG results.
Consider using DVH AGM as forum for Consultation. Would need to advertise early to do this.
Jill Porter suggested DVH questionnaire might not be required; Committee feel that it is definitely required
  1. Carpark Negotiation
It was agreed that a 2year agreement be proposed on the same basis as the current agreement; the School to cover legal fees. DVH to instruct solicitor, invoice to go to School. S. WoodhouseM. Woodhouse
Proposal to be reviewed with Chairman of the Governors and Head teacher before agreement is formally communicated. M. Woodhouse
Regular communication to be maintained with the School during the 2 years to ensure progress is made
  1. User Group Representatives
Review Representation at DVH with Mandy Fowler (New Chairman of Governors) M. Woodhouse
  1. AOB
A comment in the DPC Notes published in the Corvedale News suggests that DVH hire rates have been increased. This needs correction: a letter is to be written to the DPC Clerk pointing out that whilst rationalisation has occurred, rates are broadly the same with some up and some down.
User Groups need to sign new Hire Agreements. Draft versions to prepared for next meeting. S. Woodhouse
Wine & Cheese was suggested for informal consultations T. Bennett
It was noted that the Conveyance Document would benefit from a review and update, but it was agreed that it was sufficient for the time being.
The idea of 100Club was suggested. To be discussed at next meeting
  1. Next Meeting
Monday 7th January 2013 at 7.30pm, DVH

 

Minutes of the Diddlebury Village Hall Committee Meeting held on 7th January 2013

 

 

DVH Committee Members: Sally Woodhouse, Amie Smout, Tom O’Boyle, Tony Bennett, Mike Woodhouse, Chris Thomas, Bill Hatfield, Ian Fotheringham

 

 

Present: Amie Smout, Ian Fotheringham, Tom O’Boyle, , Mike Woodhouse, Chris Thomas, Tony Bennett

 

 

  1. Meeting Chairman

Tom O,Boyle was elected as Chairman for the Meeting (Proposed C. Thomas, seconded T. Bennett)

 
   
  1. Apologies
 
Sally Woodhouse.
  1. Minutes of Meeting 10th December 2012
The minutes were approved subject to Item12 being redacted for publication purposes.
  1. Matters Arising
 
The application for Gift aid has been approved. Details of claimable amounts will be clarified.The Committee thanked Tony B for his work.
Gaming Lottery Licence has been paid.
Details of the deposit account were sent to Mike W.
Fire Risk assessment – see Item 7.
Chairs/tables still to be named, no urgency, needs doing before June I. Fotheringham
Website is up and running, e-mail addresses need sorting T. BennettC.Thomas
Account at Bookers to be opened.
  1. Smout
PPSG Questionnaire results were formally received.
DVH Renewal admin outstanding C. Thomas
Hire Agreement has been updated. Updating will continue as process is refined.
Chair/table hire to be added to Rate Card. M. Woodhouse
Corvedale School have been unable to meet DVH to progress the Car park Licence. Chase up with School. M. Woodhouse
  1. Treasurer’s Report
The accounts were presented.
The Accounts now reflect the Development Fund separately in the Balance Sheet.
Reporting to be modified to show P&L and Income/Expenditure accounts. T. Bennett
Bank account balance has increased, but there are invoices to be paid.
  1. Bank Accounts
See above
  1. Fire Risk Assessment
The Fire Risk Assessment requires reviewing. C. ThomasT. Bennett
  1. DVH Hire Agreement
 
Hire Agreement has been updated. Updating will continue as process is refined.
  1. 100 Club
This to be implemented as part of additional fund-raising activities later this year.
  1. Lettings
Regular Users only for January
Some Hirer payments are overdue
  1. Hall Renewal
  1. Lottery Grant Application
  1. Renewal Questionnaire
Presentation of Big Lottery Grant Application Form by Mike W.
Past applications are to be reviewed. M. WoodhouseC. Thomas
Draft form to be completed. M. Woodhouse
Review Draft form with Jill Porter (Community Council of Shrops) M. Woodhouse
Completion of draft application may suggest additional questions for Questionnaire, so review Questionnaire following draft Application.
  1. Carpark Negotiation
See Item4 Matters Arising.
  1. User Group Representatives
Review School Representation at DVH with Mandy Fowler (New Chairman of Governors) M. Woodhouse
Support from some User Groups is poor.
  1. AOB
If Hirers leave Hall requiring more than maintenance cleaning then deduction should be made from deposit.
Leaks – One over stage and one in Gents toilets. Review with Alistair Francis for repair. M. Woodhouse
There are no plans for a Panto this year. Panto is likely to be every two years.
Public Elections – due to requirement to keep doors open election organisers can pay for additional heating costs. Note for next elections.
  1. Next Meeting
Monday 4th February 2013 at 7.30pm, DVH

 

 

Minutes of the Diddlebury Village Hall Committee Meeting held on 4th February 2013

 

 

DVH Committee Members: Sally Woodhouse, Amie Smout, Tom O’Boyle, Tony Bennett, Mike Woodhouse, Chris Thomas, Bill Hatfield, Ian Fotheringham

 

 

Present: Tom O’Boyle, Tony Bennett, Mike Woodhouse, Ian Fotheringham, Sally Woodhouse, Amie Smout, Chris Thomas,

 

 

  1. Meeting Chairman

Tom O’Boyle was elected as Chairman for the Meeting (Proposed A. Smout, seconded T. Bennett)

 
   
  1. Apologies
 
None
  1. Minutes of Meeting 7th January 2013
The minutes were approved.
  1. Matters Arising
 
Mice have become a problem. Contact SCC for support with control. I. Fotheringham
The application for Gift aid has been approved. Details of claimable amounts will be clarified.
Chairs/tables have been named.
Website is up and running, e-mail addresses need sorting T. BennettC. Thomas
Account at Bookers has been opened. Introductory vouchers and Bookers account card to be held by Treasurer.The Committee thanked Amie S for her work.
DVH Renewal records/paperwork admin is outstanding C. Thomas
P&L reporting in DVH accounts to start from the beginning of next financial Year (April) M. Woodhouse
Roof repairs: reviewed but too high for Alistair Francis. Identify alternative roofer. M. WoodhouseS. Woodhouse
  1. Treasurer’s Report
The accounts were presented.
Income slightly ahead of Budget but there are some bills outstanding.
Following introduction of P&L reporting it will be possible to calculate an hourly cost rate for the Hall. This will be useful for grant applications.
  1. Bank Accounts
See above
  1. Fire Risk Assessment
The previous Fire Risk Assessment has been passed to Tony B; requires reviewing. C. ThomasT. Bennett
Check availability of accident reporting forms at same time.
  1. Lettings
Regular Users plus:
Parish Plan Steering Group 13/2, 16/2
Diddlebury Parish Council 27/2
Howden Jones Folk Evening 20/4To be a DVHG Fund-raising eventTickets typically £7 adults, children free 
Church Barn Dance Ceilidh 26/4
Elections 2/5
Table/Chair Hire 31/5-1/6
Church Fete 13/7
Autumn Show 7/9
DVH Harvest Supper 5/10
  1. Hire Agreements for User Groups
Now have:Weekly (private or User Groups) AgreementPrivate events (party etc.), require TENSPublic events
Need to get User Groups to sign up, letter being drafted, to be effective from 1/4/13
  1. Ale in the Dale 3-6 May
Next meeting is 11/2
Need volunteers for Bar and support; advise Tony B. All
Request support from User Groups User Group Reps
Advise Tony B of potential Sponsors All
Note: Bands will finish no later than 10.30
  1. Lottery Grant Application and
  1. Renewal Questionnaire and
  1. Hall Renewal
Jill Porter suggested improvements to 1st draft of Lottery Application. 2nd draft now being reviewed by Jill. Wording is important, and 1st paragraph is critical (used for initial assessment).
Sub-committee to be created to support, Mike W to chair. M. Woodhouse
Input from Parish Plan is required.
Need list of people for possible co-option who can provide professional help. Identify potential candidates for next meeting All
Regarding volunteers: User Groups to submit names of User Group Officers User Group Reps
Drafting Application form will identify topics for the questionnaire.
  1. Hall Renewal – Car Park Negotiation
Meeting held with School; Chris Ball and Mandy Fowler.Issues were reiterated and activities complementary to the School were discussed. School will consider pre & post School activities.
Need to talk to Governors about joint cooperation on future developments. M. WoodhouseC. Thomas
Costs of creating new Car Park Agreement to be handled by Jenny Crowther (SCC). M. Woodhouse
  1. User Groups Representatives
No change in support from User Groups.
Discuss writing a letter to Chairman of School Governors regarding Representative. C. ThomasM. Woodhouse
  1. AOB
A large pot-hole has developed between DVH and the road. Confirm location and mark on plans to determine responsibility C. Thomas
Footpath – A meeting was held at the School involving School, DPC and SCC. It is reported that it was proposed that the path should go either just inside or outside the School’s boundary as opposed to the current route; diagonally across the playing fields.It was agreed that the Committee will make no comment at this stage and await formal proposals.
AGM – A strategy is required regarding User Groups. Proposal to be ratified at next meeting.A letter needs to be sent to User Groups regarding Representatives, review with Sally W.Notice to be placed in Corvedale News C. ThomasS. Woodhouse
  1. Next Meeting
Monday 4th March 2013 at 7.30pm, DVH

 

 

Minutes of the Diddlebury Village Hall Committee Meeting held on 4th March 2013

 

 

DVH Committee Members: Sally Woodhouse, Amie Smout, Tom O’Boyle, Tony Bennett, Mike Woodhouse, Chris Thomas, Bill Hatfield, Ian Fotheringham

 

 

Present: Sally Woodhouse, Amie Smout, Tom O’Boyle, Tony Bennett, Mike Woodhouse, Chris Thomas,

 

 

  1. Meeting Chairman

Tom O’Boyle was elected as Chairman for the Meeting (Proposed A. Smout, seconded C. Thomas)

 
   
  1. Apologies
 
Ian Fotheringham
  1. Minutes of Meeting 4th February 2013
The minutes were approved.
  1. Matters Arising
 
Mice have become a problem. Traps set; thanks to Ian Fotheringham, but no result yet. I. Fotheringham
Roof Repairs – no contractor identified yet S. Woodhouse
1st Aid Pack and Accident Book purchased. To be located in Kitchen with notice advising location on Notice Board. Committee thanked Sally Woodhouse. Check whether Fire Blanket exists: if not then one is to be purchased. S. Woodhouse
Website is up and running, e-mail addresses need sorting T. BennettC. Thomas
Pot-hole in Drive – Plan showing location produced by Chris Thomas and reviewed by DPC who appear to accept that it is their responsibility. Confirm at next Parish Council Meeting. T. O’Boyle
DVH Renewal records/paperwork admin is outstanding C. Thomas
  1. Treasurer’s Report
The accounts were presented.
Income slightly ahead of Budget; receipts are slightly down but costs are down further.
If current trend continues then could ahead of budget with a small surplus at year end.
Ale-in-the-Dale sponsorship receipts are a bit behind and may not come in during March.
Committee thanked Tony Bennett for the good work done on the accounts.
  1. Fire Risk Assessment
The previous Fire Risk Assessment has been passed to Tony B; requires reviewing. C. ThomasT. Bennett
  1. Lettings
Regular Users plus:
3 private parties in March
16 March Skittles evening being organised by Autumn Show
Howden Jones Folk Evening 20/4To be a DVHG Fund-raising eventTickets typically £7 adults, children free 
Church Barn Dance Ceilidh 26/4
Elections 2/5
Table/Chair Hire 31/5-1/6
Church Fete 13/7
Autumn Show 7/9
DVH Harvest Supper 5/10
  1. Hire Agreements for User Groups
User Group letters to be slightly modified then signed/sent by Secretary along with Agreement. Letter for Zumba needs to reflect commercial hire conditions S. WoodhouseC. Thomas
  1. AGM Arrangements
Notice of Meeting needs to be posted. Date has been advertised in Corvedale News.
Chris Thomas was proposed as AGM Chairman: proposed Tom O’Boyle, seconded Tony Bennett and motion carried
Tom O’Boyle was proposed as AGM Chairman: proposed Chris Thomas, seconded Amie Smout and motion carried
Refreshments to be provided at the start; coffee/tea and biscuits (disposable containers) Amie Smout
The Secretary is to present the Committee Report
Last year’s AGM Notice and Agenda to be provided to Sally Woodhouse C. Thomas
  1. User Group Representatives
Letters to be written to Chairmen requesting names of Representatives for 2013-2014. Letter to School to encourage representation at meetings S. WoodhouseC. Thomas
  1. Ale-in-the-Dale
On track at this stage: logistics progressing OK
A-i-t-D committee meetings are well attended
Help required: DVH committee to direct people to the A-i-t-D web-site where there is a facility to ‘book’ slots for support. All
Help required to put up signs around the neighbourhood All
  1. Car Park Arrangements
Jenny Cadwallader (SCC) has been contacted; response was to propose extending current arrangements using SCC lawyers.
Response to be sent explaining DVH lawyer will still need to review. Two sets of lawyers will add to cost and further delay the process M. Woodhouse
Also explain (again) that a new 2year contract is required. M. Woodhouse
Contact Cecelia Motley for support M. Woodhouse
  1. Lottery Grant Application
Updated version of Application was explained by Mike Woodhouse
Consequence of Application generation is questions for Questionnaire
Next version of the Application to be done and also updating of the Questionnaire. M. Woodhouse
  1. Renewal Questionnaire
Review updated Questionnaire at next meeting with the target of distribution before the AGM. All
Previously agreed distribution process to be used All
  1. AOB
Gift Aid – HMRC have advised that donations qualify for Gift Aid, however specific value sponsorship does not qualify. Rules for qualification to be reviewed to ensure compliance T. Bennett
DVH Funding – Can DPC make a donation to the Village Hall?
Identify whether Culmington gets funding from their Parish Council. T. Bennett
Confirm typical funding of community projects (Leisure facilities etc) by SCC then write to DPC C. Thomas
DVH Volunteer hours – Circulate template for all to complete M. Woodhouse
Parking – Neighbours drives are being obstructed. Notice to be put up requesting consideration when parking. Also write to School asking for a similar initiative from School C. Thomas
  1. Next Meeting
Monday 8th April 2013 at 7.30pm, DVH

 

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