| Venue: | Small Hall | Date: | 4th Jan 2009 | Time: | 1930 - 2010hrs | | Present: | Mike Davies (Chair) * | Mary Dawson (Sec.)* | Sue Tuck * | | | Michael Major * | Hazel Town* | Hugh Morris * | | | Caroline Sackley** | | | | Apologies: | Mindy Butler * | Catherine Garway-Templeman * | Martin Cowell | | | Peter Short * | | | | cc: | Chloe Bell* | Andy Roberts* | | Notice of Future Actions | Fire Risk Assessment | 9th June 2010 | | Health & Safety Assessment | 9th June 2010 | | Fire Protection Equipment Inspection | 16th July 2010 | | Performing Rights Licence | 31st August 2010 | 1. Minutes of Meeting of 2nd November 2009 The minutes of the meeting of 2nd November 2009 were agreed without comment. 2.0 Management of Hall Maintenance Nothing specific to report here. Info 3. Outstanding Actions relating to Matters Arising from Previous Minutes 3.1 Snag List Update (ongoing) The status of the current Snag List was reviewed and the list updated as attached. Action: Ongoing 3.2 Parties in the Hall (MoM 020511, item 5.1) It had been agreed previously that a sub-committee comprising Hazel Town, Sue Tuck and Catherine Garway-Templeman should address this issue and report back to the next meeting of the Hall Management Committee with recommendations. No progress to report at the meeting of 4th January’10. Action: Hazel Town/Sue Tuck/Catherine Garway-Templeman 3.3 Cleaning of Roof Gully (MoM 020511, item 5.2) Hugh Morris offered to ensure that the roof gully was free of debris etc. This was accepted by the Meeting with thanks. Action in hand as at 6th July’09 (waiting on weather). Action outstanding at the meeting of 4th January’10. Action: Hugh Morris 3.4 Leaking Guttering (MoM 090706, item 6.2) Hazel Town reported that the guttering outside the external emergency exit from the main hall was leaking. Action outstanding at the meeting of 4th January’10. Action: Hugh Morris 3.5 Main Hall Emergency Door (MoM 090907, item 6.1) Michael Major confirmed that he had received quotations from two contractors for the necessary complete replacement of the door. An additional (local) contractor had also been asked to tender for the work in December’09 following the break-in to the premises when these doors as well as other items were damaged. The incident is being dealt with by the police currently. Michael Major agreed to get all quotes updated to reflect the condition of the doors post break-in with quotes to hold valid until the work could be implemented. Post Meeting Note: It is an urgent action to get these doors replaced in order to properly secure the Hall. Action: Michael Major. 3.6 Stage Lights (MoM 090907, item 6.3) Clemelec attended as previously agreed and found the stage lights were O.K. but had been switched off at an isolation switch (high above curtain rail by lights stage left) not normally used. Complete 3.7 Hall Refuse Bin (MoM 090907, item 6.15) The Treasurer reported that she had now resolved the situation with the Sports Pavilion’s use of the Hall refuse bin. Complete 3.8 Funding (MoM 090907, item 6.6) Mindy Butler advised the following proposed dates or another “The Meon Valley’s Got Talent”: Auditions = Sunday 31st January’10 Finals = Saturday 6th March’10, 1:00 p.m. onwards and requested help from Village Hall Management Committee members at the latter. No further report at the meeting of 4th January’10. Action: All 3.9 Update of Hall User Representative’s List (MoM 090907, item 6.7) It was agreed to leave the current list of Representatives as is, but, if any of the non-represented groups complain or have a positive suggestion about the Hall, then they should be encouraged to bring it to a Management committee meeting. Complete 3.10 Village Website (MoM 091102, item 5.1) Sue Tuck said that the hiring information for the hall that was posted on the westmeon website remained out-of-date. Post Meeting Note: The Secretary has expedited Paul Anderson on this but the action appears to remain outstanding. Action: Martin Cowell 3.11 Designated Disabled Parking (MoM 091102, item 5.2) Andy Nash has installed a post indicating “Disabled Parking” as previously agreed. Complete 3.12 Hall Insurance (MoM 091102, item 5.3) We have “contracted” with the existing insurers for the next 3 years at a reduced annual premium as previously agreed. Complete 4.0 Treasurer’s Report The Treasurer reported the following figures: Previous 2 Months Incoming £6,112.62 Outgoing £1,998.05 Surplus £4,114.56 Year to Date Incomings £18,150.37 Outgoings £16,383.80 Surplus £1,766.57 The Treasurer could not foresee any major expenditure before the year end especially as we should be able to recover (at least the major part of) the cost of replacing the damaged emergency doors from the main hall under an insurance claim. 5.0 Any other Business None recorded 6.0 Date of Next Meeting The calendar for subsequent meetings is shown below. Meeting are on the first Monday of the relevant month unless displaced by a Bank Holiday (*). 1st March 10th May* 5th July 6th September Recorded by: Martin Cowell based on notes by Mary Dawson
Snag List – 04 January 2010 Notes Items newly added = none Codes G = general (last no. G35); P = plumbing (last no. P9); E = electrical (last no. E27) HP = High Priority; LP = Low Priority Kitchen None Gents Lavatory P4 – Flow control unit for flushing system. Quotation received. Committee agreed to go ahead and supply/install on this basis at the meeting of 2nd Nov’09. Action expedited at meeting of 4th Jan’10. Action: Mike Davies Ladies Lavatory None Toilet for the disabled None Main Hall None Small Hall None Corridor None Exterior None
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