Meeting held 6th March 2007
Present
Mike Pelling, Hugh Nunn, Liz Stacey, Bert Biglin, Robin Davies, Mel Sheard, Richard Marks Bryan Stokes and Neil Middleton.
- Apologies: Beryl Hughes,
- Minutes of previous meeting
Bryan Stokes was inadvertently missed off the attendance list. This was amended. Correction to item 5b This should read “and the outside” not “on the outside”. Minutes were approved and signed.
- Matters Arising
Contract with Chris Gray. A verbal agreement repeating the first year’s contract currently stands. Mike Pelling will rewrite the contract and Chris Gray will sign it for another year
b) licence query. For smaller events, Mike Pelling can write across permission as licensee for organisers to supply a small amount of wine, for toasts for example. Mike provides a letter for the event holder that states the conditions under which this has been done.
Some discussion took place about this and it was agreed that this should be clarified and that Bryan Stokes should amend the Booking Form to reflect the true position.
5 a] Correspondence Liz Stacey had written to Update Design asking for payment of the damages “within the week” but had received no reply. She will write another letter indicating that we will take the matter to the small claims court if necessary
6 Maintenance There are still some problems with the roof leak, but its precise source has not yet been found.
Kent Blaxill Mike Pelling needs the bank details to complete this.
Pump housing This has been organised and once the account with Kent Blaxill is open the materials can be ordered and work commence.
Cycle Rack Mike Pelling suggested we wait another few weeks for better weather before organising the installation of this.
Line marking has been done by Neil Middleton; committee gave their thanks for this.
No Parking Signs These have had some effect and Mel Sheard and Bryan Stokes have ticketed some vehicles on a Sunday. Further patrols will be undertaken with 2 people monitoring. Registrations and times will be noted. A guideline for this has been written by Bryan Stokes. Bryan has also spoken to Tim Sheridan about the sign at Hornings Park which has now been removed.
8 Bingo Night 44 people attended but we were restricted by the amount we could charge per person (£4 for entry and tickets) Everyone had to be over 18 so this could not be a family event as advertised. The Events committee sponsored the event and provided prizes and £100 profit was made.
- a) Treasurers’ reports
Community Council - Hugh Nunn
Nationwide £7,490.48
Barclays Bank £986.18
In Adverts diary £55.00
profit Dinner £447.95
Out gift Alan Long £39.00
Mel Sheard posts for signs £15.72
Nationwide Car Park £1,820.79
in
Grants £15,000.00
Bingo night £100.00
Singers Christmas Concert £130.00
Profit on Dinner £447.95
out
Welham Surfacing £23,286.15
Tony Goffin –signs £150.00
Grants Bryan Stokes had organised these and felt that the money was not available as readily as promised by the Parish Council , thus leaving Welham’s waiting for payment.
Hall Account - Robin Davies £3,882.53
Mike Pelling took the bank details to set up the Kent Blaxill account on which he can draw a maximum of £500.
Events Committee £2,466.77
£1,000 will be transferred across into the Car Park Fund.
- Correspondence
a] Waste management a letter was passed to Robin Davies.
b] A thank you letter was received from Alan Long.
c] Bryan Stokes had sent letters of thanks to the Borough and Parish Councils for the grants.
- Maintenance Mike Pelling
a] PAT testing and electrical check completed; Beer cooler showed fault and this was reported to Chris Gray’s staff.
b] Light-fitted to Events store with a PIR on the back corner.
c] Emergency lighting test done; one new Luminaire needed in foyer.
d] Annual Fire extinguisher test complete.
e] Annual Fire Alarm test due in March.
f] Tree pruning carried out thanks to Tony Crighton and a working party. The Borough tree officer was invited to view two trees which we have put in an application to fell (One horse chestnut and one oak in the corner). These will be replaced by an oak tree further along. Mel Sheard was asked to take some photos of the trees as evidence. Mike Pelling asked if the Club would contribute towards the cost of felling and Richard Marks said he would put this to the club committee.
g] Floor stripping and re-laying and power cleaning of toilet and kitchen floors are to arranged following liaison with Beryl Hughes for suitable dates
h] Cleanliness following Youth Club –Mike Pelling raised some concerns about spillages of soft drinks and sink blockages left uncleaned after Youth Club as the cleaner does not attend at the weekend and there may be private hirings. Mike Pelling will look into the cost of employing a cleaner for such occasions.
- Events Mike Pelling
Fete – Some bookings have been made. Volunteers needed for setting up/taking down.
Fireworks.-Following his training Mike Pelling has decided not to use rockets so he is looking into ground effects
Village supper – caterer booked. Now looking to change entertainment type, perhaps folk? The funding available is around £100. Committee members were asked to consider and pass on any contacts they might have.
- Fund Raising Programme
Swing Band-17th March- Only around 28 tickets sold at this stage and more need to be sold to confirm this event. Helpers for the evening were organised.
Quiz Night-21st April-cost would be £10 per team, organised and run as before
Village Welcome Party-Saturday 12th May-Mel Sheard had made contact with the village organisations and many had arranged to have representatives present. A rota will be drawn up for 3 or 4 members of the Community Council to be present to take information and offer wine/coffee
Neighbour Watch will inform Liz Stacey of all recent arrivals so that they can be personally invited
Additional Fundraising events - HortSoc Garden Day in June and Singers in November and July.
- AOB – Committee and officers
Chair and Vice chair- Mike Pelling expressed a wish to move to vice chair but was willing to stand again. Bryan Stokes felt he did not have the contacts necessary for the chair but would consider it.
Secretary Liz Stacey agreed to stand for one more year
Booking Secretary Beryl Hughes was not present so she would be consulted
Treasurers Hugh Nunn, Robin Davies and John Cannon all willing to stand again
Committee Bert Biglin was resigning from the Parish Council and so he would be replaced. Mel Sheard, Neil Middleton and Richard Marks all to stand again. John Porter (a neighbour of Bryan Stokes) has expressed an interest in joining the committee so he will come to the AGM to be voted in.
- Next meeting 8th May at 7:30pm
Meeting closed 9:48pm.