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Summary of the Meeting Held 10th March 2011

posted 21 Mar 2011, 08:17 by Rosemary Godfrey
Business discussed was as follows:
  • The football club needs at least ten years security on their use of the playing field to be eligible for a grant, but the current agreement has no timeframe. This could be amended at the football club's request.
  • It was confirmed that volunteers who help at events are covered by insurance, providing they are acting on behalf of the Committee.
  • It was agreed that any new trustees should be made aware of their responsibilities and sign the minute book plus a declaration form to declare their acceptance and willingness to act under the Constitution.
  • The Constitution does not allow members to independently purchase things for the hall. Anything required by the hall should be bought by the hall rather than by committee members or the caretaker.
  • There is nothing unusual within our Constitution and it does not need major revision. However the committee may wish to change the combination of members. This will be discussed at the next meeting.
  • Some of the curtains are in need of cleaning and possibly new fire retardant treatment. This will be checked and quotes obtained.
  • An up-to-date job description was agreed with the caretaker.
  • Various maintenance tasks have been allocated to committee members to address.
  • The fund raising committee have several events planned for 2011. The next is a Clairvoyant Evening on 15th April. The Fun Day will not be held this year, due to the lack of time left to organize it properly.
  • New pricing was agreed for the hire of cupboards at the hall.
  • A review of the charges made to the Doctors Surgery is to be discussed.
  • An inventory is to be undertaken of items belonging to the Village Hall.
  • Three tables have been double-booked for an event so additional tables will have to be found.
  • ChilZone requested diffusers on the lights in the main hall, but we do not think that the light fittings would take the covers.
  • In future, evening hire will run from 5.45pm to 11.45pm with peak rates starting on Friday night.
  • The comments book in reception will be started afresh.
  • With the AGM in mind, anyone who wishes to stand for election next year is asked to submit a small paragraph identifying themselves with a brief resumé in preparation for the vote.