Meeting of the Members of Alphamstone Village Hall Committee
27th October 2014
AGENDA
1. Apologies for absence
2. New Members
2.1. Sue Gardiner, Eileen Hannis and Helen Bradshaw to be welcomed and given a copy of The Charity Scheme as required under section 10 (2) of said Scheme
3. Approval of the Minutes of the Meeting held 9th October 2014
3.1. Matters arising from Meeting
3.2. Scrutiny/audit of Accounts (BT)
3.3. Payment by Social Club of Ground Rent (TF)
4. Election of Officers of the Committee
4.1. Chairman
4.2. Secretary
4.3. Treasurer (or one who may be employed under reasonable terms that the committee think fit)
4.4. Approach to Alphamstone PCC for their representative
5. Cheque Signatories
5.1. Appointment of new Signatories
6. Scheduling, Costing and Approval of Remaining Works
6.1. Update by TF
6.2. Process for approval and sign off for remaining ‘finishes’
6.3. Safe location for Hall Cooker in interim
7. Funding of Remaining Works
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High Sheriff Applications for Funding (TF)
7.2. Auction of Promises (TF)
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Events (EH)
7.4. Appeal to Alphamstonians directly (HMB)
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Insurance
Buildings Insurance (BT)
Contractors Insurance
Trustees Indemnity
9. Arrangements for Bonfire Night 8.11.14
9.1. First Aider
9.2. Tickets, Catering and Serving Arrangements
9.3. Erection of Shelter
9.4. Lighting
9.5. Other
10. Communications
10.1. Flyer to Village
10.2. Social Media
10.3. Temporary Notice Board
11. Items from Terese
11.1. List of Items and Funds Raised from each Item
11.2. Items remaining
12. Frequency of Meetings
12.1. More Frequent Meetings until Build Completed (SG)
13. Flowers for Deirdre and Mary
14. Any Other Business
15. Date of Next Meeting
Minutes of the Village Hall Committee Meeting
October 27th 2014
Present: Helen Bradshaw (HMB), Tom Fryer (TF), Sue Gardiner (SG), Eileen Hannis (EH), Lynne Potter (LP), Ben Twinn (BT)
1. Apologies for Absence
Apologies for absence were received from Peter Duffus
2. New Members
2.1 Sue Gardiner, Eileen Hannis and Helen Bradshaw were welcomed to the Committee
2.2 HMB distributed copies of The Charity Scheme to the new members as required under Section 10 (2) of the Scheme.
2.3 TF advised the committee that Mary Parker was proposing and he (TF) was seconding Tom Whiffen to be co-opted on to the committee. HMB was asked to invite Tom Whiffen to the next meeting.
3. Approval of the Minutes of the Meeting held 9th October 2014
The Minutes of the Meeting were agreed as being a fair representation by TF and BT and signed by TF.
3.1 Matters Arising from Meeting
The following items arose
3.1.2 Scrutiny/audit of accounts
BT is in the process of having the accounts audited. HMB asked if, in the light of the concerns raised by Desmond Bridge at the AGM regarding the presentation of charity accounts, BT could seek guidance, from his accountant, regarding this matter for the current year accounts. BT undertook to do so.
3.1.3 Payment by Social Club of Hall Rent
The Committee was advised by TF that this matter has been ongoing for a while. A discussion arose involving TF, BT and EH. BT thought that a good way forward would be for him (BT) to approach Frank Ranger (FR) . BT felt that it would be useful for him to take to that meeting a schedule of costs for remaining works. TF enquired what right would FR have to see these projections. The Committee agreed to defer the question of Hall Rent to the next meeting.
4. Election of Officers of the Committee
4.1 Chairman
4.1.1 Nominations for Chairman were sought and TF and BT put themselves forward. HMB enquired whether or not a conflict of interest arose in the case of TF as a Trustee member now and previously Chairman, when he was also in receipt of Funds from The Village Hall. At no time was the integrity, honesty or goodwill of TF called into question. This situation is, however, in breach of The Alphamstone Village Hall Scheme (246976) item 12 (1) and (2) and also item 26 5 (b).
4.1.2 TF showed the meeting a generic Guidance Notes for Conflict of Interest which he believed served to vary The Scheme and allow him to undertake both roles. SG, HMB and BT did not accept that this was the case.
4.1.3 EH suggested a constructive way forward would be for TF to stand down as a Trustee, whilst clarification was sought from The Charities Commission, but to still attend all meetings and continue with the works to the Village Hall. TF did not accept this suggestion.
4.1.4 HMB said that one of her main concerns was how the situation could affect the validity of the Village Hall insurances and thereby leave the Trustees personally open to liability claims should an event occur. TF and LP felt that this was unlikely.
4.1.5 In view of the impasse the Committee agreed that HMB seek guidance from The Charities Commission, produce a briefing note for all and arrange another meeting as soon as possible.
4.1.6 In the light of the foregoing the role of Chairman remains unapointed
4.2 Secretary
4.2.1 HMB said she would fulfil the role of Secretary if the Committee were in agreement. There were no dissents
4.3 Treasurer
4.3.1 BT offered to be Treasurer, on a temporary basis, as he would like to be considered for Chairman. This was unanimously accepted.
4.4 Approach to Alphamstone PCC for their representative
4.4.1 LP and TF said they had made approaches in the past for a representative, from the PCC, but that the PCC had not nominated anyone
4.4.2 HMB undertook to approach the PCC for a representative even if attendance was on an occasional basis only.
5. Cheque Signatories
5.1 BT enquired who were the current cheque signatories. TF indicated it was himself, Deirdre Hume and Debbie Duffus.
5.2 BT said there were a number of outstanding invoices to be paid and it was agreed to keep the current signatories until the middle of November.
Items 6 (1) and (2) and 8 (1), (2) and (3)
In the light of the discussion around item 4.1 the Committee agreed to defer these items until the next meeting.
6.3 Safe Location of Cooker
SG enquired when the Cooker could be moved to a safe, dry area to prevent damage. TF indicated that originally it was due to be moved by BT but that events had moved on and it could soon be moved back into hall. HB said that she and James Hunter had space in a container for it if there were any ongoing problems to moving it.
7. Funding of Remaining Works
7.1 High Sheriff Applications for funding
TF had raised this possibility and HB tabled the outline application criteria for the Grant. TF and others reviewed this and felt that the Village Hall would not be eligible to enter for this grant as the objective of the funds needed to be crime prevention
7.2 Auction of Promises
Committee felt this would be better deferred until January 2015
7.3 Events
EH had many ideas for events but felt that the Hall build needed to be further advanced before they were viable. EH did, however, wonder whether the build would be eligible for a Build Award of some nature. HMB undertook to research.
7.4 Additional Funding
TF updated the meeting with the news that he had been in contact with Angela Vergase of My Communities to come and look at the project and works to date. TF advised that this contact was with a view to a possible top up of our existing grant.
9. Arrangements for Bonfire Night
9.1 First Aiders.
TF confirmed he had spoken to Judith Hunter and Peter Duffus and they had confirmed their availability for 8th November
9.2 Tickets, Catering and Serving Arrangements
9.2.1 EH agreed to have her telephone number as the contact number for tickets. HMB and EH to be on the gate for the evening and then move to assist with catering
9.2.2 BT volunteered to devise and distribute flyer advertising the Fireworks Party around Alphamstone and by email to Pebmarsh.
9.2.3 TF said he had all arrangements in hand to provide soup and mulled wine and would order and collect sausages.
9.2.4 SG enquired what she could do to assist. TF asked if she would collect rolls that he would order from Tesco and assist with cooking and serving.
9.3 Erection of Shelter and Lighting
TF said he had this in hand with his usual work party.
10. Communications
10.1 Flyer to Village
All agreed that a flyer indicating who the members of the Committee were, how to contact them, become involved in the village etc. was a good idea. HMB undertook to make a draft for review by the Committee.
10.2 Social Media
The idea of a Facebook page was raised as Paula Twin had offered to develop one for us. LP raised concerns over this as she encountered the problems Facebook generate on a daily basis. EH undertook to investigate further.
10.3 Temporary Notice Board
BT undertook to arrange this.
11. Items from Therese
11.1 List of Items and funds raised from each item
HMB advised the Committee that Deirdre Hume was in the process of collating this information and had agreed to provide details to HMB. Committee thought this would be a good piece of news to include in flyer (item 10.1).
11.2 Items Remaining
TF advised that there was a small trailer and a good quality bbq that he had retained for use for the benefit of the Village Hall.
12 Frequency of Meetings
12.1 More Frequent Meetings until Build Complete
SG raised this issue and said she felt that it would be in the interests of the project to move to holding a meeting every 3 weeks. All agreed but there were concerns that not everyone would have the time to attend. It was agreed to move to this frequency on the understanding that not everyone could attend all the time.
13. Flowers for Deirdre, Debbie and Mary
13.1 TF advised the meeting that he had already bought and delivered flowers and bubbly to Debbie, Deirdre and Mary.
13.2 TF asked HMB to draft a letter of thanks to Debbie, Deirdre and Mary
14. Any Other Business
14.1 LP wondered if the Village Hall Committee could take a more Pastoral role, within the village, for those villagers who were not involved with the Church. A discussion arose and the majority of the Committee felt that whilst an honorable concept this type of role was beyond their skill sets. BT enquired if LP had anyone specific in mind which she did not. Meeting felt that this role was not something they could fulfil at the moment
14.2 LP thought it would be a good idea for our contact details to be shared.
14.3 There was no other business
15. Date of Next Meeting
15.1 It was agreed to hold a meeting as soon as possible the following week. Week commencing 3.11.14. The meeting was in agreement that the presence of PD was most important and that HMB should establish his availability and arrange the meeting around same.
The meeting closed.