Diddlebury Village Hall Minutes – Year to 31st March 2014

Minutes of the Diddlebury Village Hall Committee Meeting held on 8th April 2013

 

 

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

 

 

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

 

 

  1. Meeting Chairman

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

 
   
  1. Apologies
 
Mike Woodhouse
  1. Minutes of Meeting 4th February 2013
The minutes were approved subject to amendments: Tony Bennett/Chris Thomas to purchase bar stock for Howden Jones evening, Tom O’Boyle proposed as AGM Secretary.
  1. Matters Arising
 
Mice traps: none caught, clean up and monitor. I. Fotheringham
Roof Repairs – contractor to visit and quote S. Woodhouse
1st Aid Pack and Accident Book purchased. Notice advising location to be put on Notice Board. Fire blanket has been purchased. S. Woodhouse
Website is up and running, e-mail addresses need sorting T. BennettC. Thomas
Pot-hole in Drive – reviewed at DPC meeting but no real conclusion. DPC are contacting SCC regarding repair
DVH Renewal records/paperwork admin is outstanding C. Thomas
Letters have been sent to User Groups for 2013 Representatives and Hire Agreements.
  1. Treasurer’s Report
The accounts were presented.
Funds stand at £22,255 compared with £18,329 one year ago. This is boosted by Open Gardens receipts which, being a bi-annual event, didn’t happen last year.
Lettings receipts are down for the year, but careful cost control has led to break-even on trading.
  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 event

Tickets typically £7 adults, children free

 

Church Barn Dance Ceilidh 26/4
Elections 2/5
Table/Chair Hire 31/5-1/6 has been cancelled
Church Fete 13/7
Autumn Show 7/9 
DVH Harvest Supper 5/10
  1. Howden Jones Evening
Food being organisedBar stock to be purchased T.Bennett C.Thomas
Bar staff – Tom, Tony and other available Committee members
Event is publicised in local papers with posters posted around neighbourhood
  1. Hire Agreements for User Groups
User Group letters sent but no responses yet. Badminton attendance is down and may impact hire frequency. S. WoodhouseC. Thomas
  1. AGM Arrangements
Notice of Meeting posted. Date has been advertised in Corvedale News.
Refreshments to be provided at the start; coffee/tea and biscuits (disposable containers) Amie Smout
The Secretary is to present the Committee Report
Other arrangements in place.
  1. User Group Representatives
Letters written to Chairmen requesting names of Representatives for 2013-2014.Representatives are likely to be:

Parents & Toddlers Colin Jones

Dance Group M. Woodhouse

PCC S. Woodhouse

Badminton probably I. Fotheringham

Corvedale Entertainment B. Hatfield

School to be confirmed

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
Sponsorship income is slower than last year
Insurance and TENS licence are organised, PRS licence applied for.
Environmental Officer has observed that ‘sound’ vans are available if complaints are made.
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
Quiz night was held to support A-i-t-D and raised £200. Chris Meeson (Organiser) observed low attendance from DPC and 40% from DVH members and that it would be good to see more local people there next year.
The Committee thanked Tony Bennett for his work on A-i-t-Dale
  1. Car Park Arrangements
Jenny Cadwallader (SCC) has agreed to DVH lawyer to draw up agreement and to cover all costs. Agreement being drawn up S. Woodhouse
  1. Lottery Grant Application
Updated version of Application requires questionnaire input
  1. Renewal Questionnaire
Comments on questionnaire to be sent to Mike Woodhouse. All
User Groups to be contacted directly M. Woodhouse
Household questionnaires; liaise with PPSG regarding distribution C.Thomas
  1. AOB
Letter received from DPC acknowledging DVH comments on hire costs and agreeing to clarification in next Corvedale News notes
SCC has sent notice of planning application by the Tythe Barn for a small extension. Committee reviewed this and had no comment to make.
  1. Next Meeting
Monday 29th April 2013 after AGM, DVH

 

 

Minutes of the Diddlebury Village Hall Committee Meeting held on 29th April 2013

 

 

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

 

 

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

 

 

  1. Meeting Chairman

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

 
   
  1. Apologies
 
None
  1. Minutes of Meeting 8th April 2013
Item deferred to next meeting
  1. Election of Committee Officers
 
Chairman. It was proposed that the arrangement adopted for the previous year be adopted for this year: there will be no permanent Chairman, a Meeting Chairman will be elected for each meeting. Proposed by C. Thomas, seconded by M. Woodhouse, carried unanimously
Secretary. C. Thomas was proposed by S. Woodhouse, seconded by T. O’Boyle, carried unanimously
Treasurer. T. Bennett was proposed by M. Woodhouse, seconded by A. Smout, carried unanimously
Booking Secretary. S. Woodhouse was proposed by T. O’Boyle, seconded by C. Thomas, carried unanimously
Key-holder. C. Thomas, supported by Committee as necessary, was proposed by T. Bennett, seconded by I. Fotheringham, carried unanimously
  1. AOB
The Committee thanked Sally W and Amie S for organising and providing refreshments at the 2013 AGM.
The Committee agreed to have refreshments at Committee Meetings.
Meeting Schedule. Meetings to be held on the first Monday of each month.
The Committee will review requiring e-mail addresses in order to log on to DVH Broadband.
  1. Renewal Questionnaire Distribution
Distribution to be kept separate from PPSG mail-shot in order to prevent association and confusion.
A sub-committee comprising T. Bennett and M. Woodhouse to organise distribution.
  1. Next Meeting
7.30pm Monday 3rdJune 2013

 

 

Minutes of the Diddlebury Village Hall Committee Meeting held on 3rd June 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, Sally Woodhouse, Amie Smout, Chris Thomas,

 

 

  1. Meeting Chairman

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

 
   
  1. Apologies
 
Ian Fotheringham
  1. Minutes of Meeting 8th April 2013
Proposed T. Bennett, seconded T. O’Boyle. Accepted subject to changing S. Woodhouse to M. Woodhouse for Item13 Action.
  1. Minutes of Meeting 24th April 2013
 
Proposed T. Bennett, seconded T. O’Boyle. Accepted.
  1. Matters Arising
The pot-hole in the DPC tarmac area is getting worse. DPC to be advised of ‘trip hazard’. T. O’Boyle
A potential contractor has been identified and a suitable time for a meeting is being arranged. S. Woodhouse
  1. a) Accounts
No major issues to report.
Ale-in-the-Dale raised £3,900, but waiting for some sponsorship to come in.
P&L accounting to be deferred until autumn/winter
     b) Forecast
Trading and Renewal have been forecasted separately.
Forecast is ~£500 loss for 2013-2014; due to absence of Open Gardens event in 2013.
Fund-raising activities to be a future Agenda item (eg 3 Castles Walk)
Consideration to be given to sponsorship of gardens in Open Gardens.
Forecast is to be adopted as the Budget for 2013-2014, proposed C. Thomas, seconded M. Woodhouse: accepted.
  1. Fire Risk Assessment
To be completed 8th June C.Thomas T.Bennett
  1. Lettings Report
No major changes
SOCS have booked carpark for 8-9th June
Full update to be provided at next meeting
  1. User Group Representatives
Representatives are as identified at the AGM.
Parents & Toddlers Representative has yet to be confirmed.
  1. Broadplace
A letter has been received from Broadplace formally advising that Broadplace assets are now owned by SCC.
Correspondence from SCC is now awaited.
  1. Ale-in-the-Dale
A £3,900 profit is forecast subject to final collections.
DPC were very supportive and have thanked T. Bennett, N. Pierce (Sun Inn) and all Helpers for A-i-t-D
DVH Committee thanked T. Bennett, N. Pierce (Sun Inn) and all Helpers for A-i-t-D, noting the invaluable contribution the festival makes to the Renewal Project.
A Wash-up meeting will be held on 10th June.
The Committee fully supported a proposal to run A-i-t-D in 2014.
  1. Car Park Agreement
An Agreement has been written; to be reviewed by Committee members and comments forwarded to M. Woodhouse by 9th June. All
It is intended that the Agreement will run for two years, although it can be terminated at any time subject to a six month notice period.
The Agreement was agreed subject to those comments; proposed T. O’Boyle, seconded T. Bennett.
Ensure that Corvedale CofE School signs the Agreement before the end of this school term. M. Woodhouse
  1. Lottery Grant Application and
  1. Renewal Questionnaire
SCC are prepared to supply address labels for all households in the Parish at a cost of £28 for the Questionnaire.
There will be an additional cost for paper, envelopes, printing.Cost of second class postage is ~£146, first class is ~£176. It was agreed that first class postage is worth the additional £30 for the following reasons:

Being first class, envelopes will be less likely to be viewed as junk mail and ignored.

Ensures all questionnaires are received on the same day.

The questionnaire was reviewed and agreed.
An ‘envelope stuffing’ evening was proposed for 17th June at DVH, subject to printing the questionnaires by that date.
  1. AOB
DPC is buying Parish noticeboards manufactured from oak and has asked if DVH would like one engraved with ‘DVH’. The Committee asked T.O’Boyle to thank DVH and to gratefully accept their offer. T. O’Boyle
Development of a DVH website was postponed until autumn.
  1. Next Meeting
7.30pm Monday 8th July 2013

 

 

Minutes of the Diddlebury Village Hall Committee Meeting held on 2nd September 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,Amie Smout, Chris Thomas,Mike Woodhouse, Ian Fotheringham

 

 

  1. Meeting Chairman

Ian Fotheringham was elected as Chairman for the Meeting (Proposed C. Thomas, seconded T. Bennett)

 
   
  1. Apologies
 
Sally Woodhouse
  1. Minutes of Meeting 5th August 2013
Proposed T. Bennett, seconded T. O’Boyle. Accepted.
  1. Minutes of 2013 AGM
The Committee have reviewed the 2013 AGM Minutes and believe them to be a true record of the Meeting. The Committee notes that the AGM Minutes must be approved by the AGM not the Committee.
  1. Matters Arising
A potential roofing contractor has been identified and a suitable time for a meeting is being arranged. S. Woodhouse
Quotes for NIEE certificate rec’d; Total Response appear the most competitive. Check quote covers requirements, then arrange inspection. T. Bennett
Response to DPC request for DPC joint responsibility drafted and approved; to be sent. C. Thomas
  1. Treasurer’s Report
No major issues to report.
Total funds are ~£25,600 slightly ahead of budget.
However annual insurance premium is due imminently.
Option exists to obtain alternative quote for insurance, need to ensure that Trustees are adequately covered. Also need to identify the regular off-site beer festival. Obtain alternative quote if possible. If not then continue with existing insurer. S. Woodhouse

T. Bennett

  1. Fire Risk Assessment
A Fire Risk Assessment has been conducted, the consequent report is being written up. T. Bennett
  1. Lettings Update
A written summary is to be prepared and appended to these Minutes. S. Woodhouse
  1. Harvest Supper
Date confirmed as 5th October at 7pm for 7.30pm
Ticket prices are to be as last year
96 tickets have been printed. All Committee Members are to sell tickets. Ticket money is to be collected by Committee Members and then passed to the Treasurer. NO money is to change hands on the door. T. Bennett
The Shropshire Strummers ukulele band, very popular at A-i-t-D, will provide entertainment. They make no formal charge but expect a donation for the Mayflower Centre.
Food to be organised by Sally W and Ian F with copious help from the Committee. The Committee awaits instruction with great anticipation. S. Woodhouse I. Fotheringham
Bar and stock C. ThomasT. Bennett
Bar Staff: Tony, Mike, Chris
Tally-Ho to be approached regarding providing a Raffle Prize. C. Thomas
Advertising being organised S. Woodhouse
Corkage charge of £5 to be advised at beginning of the evening and appropriate notices put up in the Bar. Mike W to advise charge during welcome speech. M. Woodhouse
Raffle, not the Church Committee, to be organised. S. Woodhouse
Tony B and Amie S to organise ticket collection at the door. T. BennettA. Smout
Setting up on Friday evening and 4.00pm Saturday. Cleaning up at 8.30am on Sunday. All
  1. Footpath
Response to SC letter drafted and approved, to be sent. C. Thomas
  1. User Group Reps
Nothing to report
  1. Broadplace
Nothing to report
  1. A-i-t-D
Budget of £5 per Head, max £150, approved for Helpers Thank you evening.
  1. Car Park Agreement
SCC lawyers Have agreed the Agreement. One minor update is required then the Agreement can be signed by School. M. Woodhouse
  1. Renewal Questionnaire
101 responses have been received out of 285 distributed, representing ~35%response rate.This compares extremely favourably with national elections (~40%) and Parish elections (~60%)
Initial review and analysis of results has been completed. M. Woodhouse
It was proposed that a consultation event should be held to update the community and advise of the questionnaire results.
Full data and analysis presentation to be prepared. M. WoodhouseC. Thomas
Dates of Saturday 2nd November and Wednesday 6th November were agreed at last meeting for the consultation.
The above dates are to be advertised in Corvedale News and on websites M. Woodhouse
  1. Grant Application
Questionnaire responses to be reviewed to for supporting evidence for Application.
  1. Committee Members’ Expenses
The Committee exceptionally approved payment of expenses to cover a Committee Member’s travel costs consequent to late cancellation of the July Committee meeting.
  1. AOB
A-i-t-D Volunteer request form to be distributed at the Harvest Supper and the Autumn Show I. Fotheringham
The Questionnaire identified that a small number of people believe that DVH is funded by Local Government. Publicity to be considered to explain this is not the case and that DVH is entirely self-funding.
  1. Next Meeting
Harvest Supper Meeting 9.00am Saturday 28th September 2013
Full Meeting 7.30pm Monday 14th October 2013

 

 

Minutes of the Diddlebury Village Hall Committee Meeting held on 14th October 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 C. Thomas, seconded S. Woodhouse)

 
   
  1. Apologies
 
None
  1. Minutes of Meeting 5th August 2013
Proposed T. O’Boyle, seconded I. Fotheringham. Accepted.
  1. Matters Arising
Roofing contractor was not available, chase up original contractor. S. Woodhouse
Insurance was renewed with previous company. T. Bennett
  1. Treasurer’s Report
No major issues to report.
Total funds are ~£24,950, slightly ahead of budget.
Parents & Toddlers Fee received.
  1. Electrical Certificate & Upgrade
Inspection has been completed and identified some upgrades that are required. Contractor proposed several options. It was proposed that the cheapest be selected due to the short term requirement (renewal) and the work be commissioned. Proposed C.Thomas, seconded S.Woodhouse and approved. T. Bennett 

 

  1. Fire Risk Assessment
Annual fire extinguisher survey has been completed by Hereford Fire which has assisted in updating the Fire Risk Assessment. The report is being written up. T. Bennett
  1. Lettings Update
Ballet lesson classes are being investigated.Badminton are moving to Wednesday evenings. DPC use the small room on some Wednesdays; confirm acceptability with DPC.

Badminton are to move to Craven Arms for winter period.

Scouts are hiring Hall for a weekend. Review IT accessibility for scouts.

Panto will be April 4th &5th. Corvedale Ents also want to use Hall for rehearsals on Mondays, after Zumba.

S. Woodhouse 

T.Bennett

 

 

 

  1. Harvest Supper
Can all take a self-congratulatory pat on the back; event was very well received.
Approximately £400 was raised; a donation of 10% of this is to be made to the Church
Provisional date for next year’s Harvest Supper: 4th October 2014.
List of contributors/supporters to be e-mailed to Chris Thomas. S. Woodhouse
Letter of thanks to be written to contributors/supporters C. Thomas
It is likely that Bar prices will have to increase next year; consider 20p rise.
Consider getting Hall cleaned before as well as after next time All
  1. Footpath
There has been no response to DVH letter
  1. User Group Reps
School Governors are changing. Use the opportunity to chase School for a User Group Rep M. Woodhouse
  1. Broadplace
There is a grant that DVH could apply for to help support IT provision after Broadplace ceases. Volunteer required to complete application All
  1. A-i-t-D
Meetings for next year are ongoing. Dates for event are 2-4 May 2014
  1. Car Park Agreement
Agreement is with the School for signing. M. Woodhouse
  1. Renewal Questionnaire
Initial analysis of responses was reviewed.Response rate was about 36%. This an extremely good rate and indicates that there is at least a high level of interest in the Hall and its future.

Most significant response was that improved facilities would result in greater usage.

About 40% of households use the hall at least four times a year.

Responses also show significant use by residents of other Halls, with the majority due to to unavailability at DVH or better facilities elsewhere.

The transport question requires further analysis

The most desired improvements are not dependant on a new building.

Responses to potential new activities suggest that these could lead to a large increase in Hall usage.

The Committee thanked Mike Woodhouse for his time and effort in compiling the data and analysis.

Full data and analysis presentation to be prepared for consultation events. M. WoodhouseC. Thomas
Consultation events times are 10.00am Saturday 2nd November and 7.30 pm Wednesday 6th November were agreed at last meeting for the consultation.
  1. Grant Application
Questionnaire responses to be reviewed to for supporting evidence for application and the application to be updated accordingly. M. Woodhouse
  1. AOB
None
  1. Next Meeting
7.30pm Monday 11th November 2013

 

 

 

Minutes of the Diddlebury Village Hall Committee Meeting held on 14th October 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 C. Thomas, seconded S. Woodhouse)

 
   
  1. Apologies
 
None
  1. Minutes of Meeting 5th August 2013
Proposed T. O’Boyle, seconded I. Fotheringham. Accepted.
  1. Matters Arising
Roofing contractor was not available, chase up original contractor. S. Woodhouse
Insurance was renewed with previous company. T. Bennett
  1. Treasurer’s Report
No major issues to report.
Total funds are ~£24,950, slightly ahead of budget.
Parents & Toddlers Fee received.
  1. Electrical Certificate & Upgrade
Inspection has been completed and identified some upgrades that are required. Contractor proposed several options. It was proposed that the cheapest be selected due to the short term requirement (renewal) and the work be commissioned. Proposed C.Thomas, seconded S.Woodhouse and approved. T. Bennett 

 

  1. Fire Risk Assessment
Annual fire extinguisher survey has been completed by Hereford Fire which has assisted in updating the Fire Risk Assessment. The report is being written up. T. Bennett
  1. Lettings Update
Ballet lesson classes are being investigated.Badminton are moving to Wednesday evenings. DPC use the small room on some Wednesdays; confirm acceptability with DPC.

Badminton are to move to Craven Arms for winter period.

Scouts are hiring Hall for a weekend. Review IT accessibility for scouts.

Panto will be April 4th &5th. Corvedale Ents also want to use Hall for rehearsals on Mondays, after Zumba.

S. Woodhouse 

T.Bennett

 

 

 

  1. Harvest Supper
Can all take a self-congratulatory pat on the back; event was very well received.
Approximately £400 was raised; a donation of 10% of this is to be made to the Church
Provisional date for next year’s Harvest Supper: 4th October 2014.
List of contributors/supporters to be e-mailed to Chris Thomas. S. Woodhouse
Letter of thanks to be written to contributors/supporters C. Thomas
It is likely that Bar prices will have to increase next year; consider 20p rise.
Consider getting Hall cleaned before as well as after next time All
  1. Footpath
There has been no response to DVH letter
  1. User Group Reps
School Governors are changing. Use the opportunity to chase School for a User Group Rep M. Woodhouse
  1. Broadplace
There is a grant that DVH could apply for to help support IT provision after Broadplace ceases. Volunteer required to complete application All
  1. A-i-t-D
Meetings for next year are ongoing. Dates for event are 2-4 May 2014
  1. Car Park Agreement
Agreement is with the School for signing. M. Woodhouse
  1. Renewal Questionnaire
Initial analysis of responses was reviewed.Response rate was about 36%. This an extremely good rate and indicates that there is at least a high level of interest in the Hall and its future.

Most significant response was that improved facilities would result in greater usage.

About 40% of households use the hall at least four times a year.

Responses also show significant use by residents of other Halls, with the majority due to to unavailability at DVH or better facilities elsewhere.

The transport question requires further analysis

The most desired improvements are not dependant on a new building.

Responses to potential new activities suggest that these could lead to a large increase in Hall usage.

The Committee thanked Mike Woodhouse for his time and effort in compiling the data and analysis.

Full data and analysis presentation to be prepared for consultation events. M. WoodhouseC. Thomas
Consultation events times are 10.00am Saturday 2nd November and 7.30 pm Wednesday 6th November were agreed at last meeting for the consultation.
  1. Grant Application
Questionnaire responses to be reviewed to for supporting evidence for application and the application to be updated accordingly. M. Woodhouse
  1. AOB
None
  1. Next Meeting
7.30pm Monday 11th November 2013

 

 

Minutes of the Diddlebury Village Hall Committee Meeting held on 11th November 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,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
 
Sally Woodhouse, Mike Woodhouse
  1. Minutes of Meeting 14th October 2013
Proposed T. Bennett, seconded A. Smout. Accepted.
  1. Matters Arising
Roofing contractor being arranged. S. Woodhouse
List of contributors to be supplied to C. Thomas. S. Woodhouse
Letters of thanks to be sent C. Thomas
  1. Treasurer’s Report
No major issues to report.
Harvest Supper profit was £375, marginally below plan
Badminton Club is moving to Craven Arms for the winter. This means that actual annual income may be slightly below Forecast
Panto is likely to generate income greater than Forecast.
Electrical costs, consequent to survey, are approximately £300 above budget, but costs are being put against Renewal Fund
  1. Electrical Certificate & Upgrade
Work has been completed and certificate received.One heater unit has failed, organise a replacement. T. Bennett
  1. Fire Risk Assessment
The report is being written up. T. Bennett
  1. Lettings Update
See attached update  
  1. Footpath
There has been no response to DVH letter
Issue was reviewed at DPC meeting and deemed a matter for land owners, applicant and Rights of Way Officer. Await approach from School as the applicant.
  1. User Group Reps
Resignation of the Chairperson (Mandy Fowler) of School Governors has been confirmed. A temporary Chairperson (Kate Gravestock) was appointed but has also resigned. Await appointment of new Chairman before approaching School for a User Group Rep. M. Woodhouse
  1. Broadplace
Sally W has completed and submitted the application for SC IT grant. The committee thanked Sally for her work with regard to this matter.
Broadband IT Support will cease in December.Village Hall provision of broadband to be considered in January.

Enquire whether existing phone connection can be transferred from SC to DVH instead of being disconnected in order to avoid a re-connection charge.

All 

 

T. Bennett

  1. A-i-t-D
Nothing to report
  1. Car Park Agreement
Agreement has been signed by the School. Now requires DVH signatures. M. Woodhouse
DPC has suggested a meeting be organised between the School, DVH and the Church to review car parking arrangements.If such a meeting is arranged, DVH will support with representation.
  1. Renewal Questionnaire / Consultations
The Consultation Events were felt to have been successful. Feedback was very supportive of the Events and the manner in which the Committee is organising the process and the direction being taken.
The Committee thanked Mike W for his time and work in support of the Events All
  1. Grant Application
Item deferred to next meeting
  1. AOB
Volunteer hours need to be completed by all Committee Members.To be completed at meetings if not done so beforehand. All
  1. Next Meeting
7.30pm Monday 9th December 2013

 

 

Minutes of the Diddlebury Village Hall Committee Meeting held on 9th December 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, Ian Fotheringham, Sally Woodhouse, Amie Smout, Mike Woodhouse, 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 11th November 2013
Proposed T. Bennett, seconded A. Smout. Accepted.
  1. Matters Arising
Roofing contractor being arranged (Rob, now in Ditton Priors). S. Woodhouse
Letters of thanks completed
  1. Treasurer’s Report
No major issues to report.
  1. Electrical Certificate & Upgrade
Total Response’s response and service has been very good.
Total Response have quoted £240 + VAT to replace the failed heater unit. Approved. T. Bennett
  1. Fire Risk Assessment
The report is being written up. T. Bennett
  1. Lettings Update
See attached update  
Zumba will be ceasing at the end of December.Ballet lessons will be starting in January.
The Church will be doing fund-raising events in support of the Re-Wiring Appeal.
Harvest Supper to be on 4th October 2014
A-i-t-D to be included in DVH promotional notices.
  1. Footpath
There has been no approach from the Applicant (School).
  1. User Group Reps
Frank Berry is the new Chairperson of School’s Board of Governors. Approach Governors to request a School Representative. M. Woodhouse
  1. Broadplace
The SC IT grant application failed due to “insufficient need”. Other grants are however available; review options. S. Woodhouse
Phone connection cannot be transferred; new connection will be required. Investigate phone companies for potential free service as part of their commitment to ‘social responsibility’. T. Bennett
  1. A-i-t-D
Nothing to report
  1. Car Park Agreement
Agreement has been fully signed. Document to be sent to the Secretary for filing. M. Woodhouse
  1. Consultation Event Review
Mike Woodhouse has received feedback similar to that noted at the last DVH meeting: supportive of direction being taken and appreciative of involvement and communication.
  1. Grant Application
Jill Porter of Shropshire Rural Community Council has left. Jill has been very helpful with the DVH grant application.Maxime Smith has taken over. Mike Woodhouse visited her; she was extremely helpful and has reviewed the current draft application. Her feedback was:

Introduction – excellent

Needs – need to focus on support for the dis-advantaged (elderly etc). Activities which encourage mixed age-group participation are well-regarded (Pantomime, A-i-t-D, Autumn Show etc).

Response rate to Survey was very good compared to other similar Surveys.

Further work is required; review with individuals as necessary. M. Woodhouse
Target for submission of grant application is Spring 2014, no later than AGM
  1. AOB
LJC funding is available for a local project. DPC have suggested using it to improve parking arrangements around DVH, School Church. Review options with DPPSG. Chris Thomas
Allied Westminster Insurance have sent details of a Photograph competition. Promote on website, noticeboards, School and general DVH communications. T. BennettS. Woodhouse
  1. Next Meeting
7.30pm Monday 3rd February 2014

 

 

 

Minutes of the Diddlebury Village Hall Committee Meeting held on 3rd February 2014

 

 

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, Sally Woodhouse, Chris Thomas,

 

 

  1. Meeting Chairman

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

 
   
  1. Apologies
 
Mike Woodhouse
  1. Minutes of Meeting 11th November 2013
Proposed T. Bennett, seconded T. O’Boyle. Accepted.
  1. Matters Arising
No response from Roofing contractor: chase (Rob, now in Ditton Priors). C.Thomas
Allied Westminster Insurance Photo competition has been advertised.
  1. Treasurer’s Report
No major issues to report.
  1. Electrical Certificate & Upgrade
Heater has been replaced
  1. Fire Risk Assessment
The report is being written up. T. Bennett
  1. Lettings Update
See attached update  
Following an enquiry from Corvedale Entertainment regarding insurance cover for Panto preparations, it would appear that the cover provided by Allied Westminster is not as explained by AW in 2010. The cover may have changed in the intervening period.
Contact Norris & Fisher to obtain alternative and more comprehensive policy. S.Woodhouse
Contact Allied Westminster to identify any changes in cover since 2010 C. Thomas
Harvest Supper to be on 4th October 2014
  1. Footpath
There has been no approach from the Applicant (School). DVH position remains unchanged.
  1. User Group Reps
Approach Governors to request a School Representative. M. Woodhouse
  1. Broadplace
From April 2014 Broadplace funding will stop, including the broadband connection.
Set up a new DVH business contract for broadband connection with unlimited use. T. Bennett
  1. A-i-t-D
Now being advertised in Corvedale News.
DPC is being approached for a small donation.
  1. Car Parking
Proposals for new parking arrangements were reviewed. Plans to be circulated to DVH Members with a deaqdline for response before circulating by Reps to relevant User Groups for comment. C.Thomas
DPC are considering re-tarmaccing the area and have requested guidance on timescales for DVH Renewal. Appropriate response to be provided. M.Woodhouse
  1. Grant Application
Final adjustments are being made prior to circulation to Committee and then submission M. Woodhouse
Target for submission of grant application is Spring 2014, no later than AGM
  1. AOB
Request for funding support to be made to DPC C.Thomas
A letter of thanks is to be sent to DPC for the supply and erection of the noticeboard C.Thomas
  1. Next Meeting
7.30pm Monday 3rd March 2014

 

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