Alphamstone Village Hall

Minutes of the Meeting

Of the Members of Alphamstone Village Hall

Held on 5th September 2017 at 5 p.m in the Village Hall

Present:  Desmond Bridge (DB), Nigel Aulton (NA), Sue Gardiner (SG), Martin Gilbert (MG), Lynne Potter (LP)

1. Apologies for Absence  Helen Bradshaw (HB), Ben Twinn (BT)

    

2. Minutes of the Meeting held on 4th July 2017

   • Signature of Minutes  Minutes were signed

   • Matters Arising Window quote still outstanding [as is PAT testing & Inventory]

      

3. Treasurer’s Report  (also see separate report)

   • It was agreed to increase minimum funds from £2k to £4k

   • It was agreed not to automatically put aside a sum each year for future building repairs at this time but we should review matters at each year end.

   • DB has agreed a financial process with the coffee club -  DB to collect funds net of minor expenses (a few pounds here and there) from Cynthia and pass to MG for banking.  For larger expenses, a request will be made for funds.  A £30 float will be maintained.

   • MG has agreed a similar process for the Social club, although the precise value of the float has yet to be agreed.  £640 was banked leaving a float of circa £100. The MPLC license will be paid from central funds. Responsibility for screen purchase has passed to MG.  A request for a lockable cupboard for the equipment has been made.

      

4. Building Maintenance

   • Actions completed since last meeting - Aircon serviced; gutters cleaned out; creeper removed, fire extinguishers serviced (done early to align timing with Church)

   • NA suggested window repairs could be delayed without any implication.  Quote still to be obtained.  NA offered to cover cost.

   • It was agreed to build lockable cupboard in the lobby left hand side.  MG offered to build.

   • Key safe installed for shed keys.

   • Sewage - system backed up again and Binder was called out.  NA advised the pump needs to be re-instated and that we should put in place a maintenance contract.  DB to action.

      

5. Events Committee Update 

   • Bonfire party - 4/11

     • DB to confirm with Ben use of field and other equipment

     • Catering on site

     • LP to do tickets

     • NA's generator available if required

     • MG to do sign and risk assessment

   • Pumpkin patch & apple pressing - 28th October

      

6. Any Other Business

   • Hall hire for charities - it was agreed that the hall could be hired out for free to charities but with an expectation of a donation that should at least cover direct costs (ie heat, water, cleaning).

7. Date of Next Meeting  Agreed as 21st November 2017 at 5 p.m in The Village Hall