WEST LULWORTH VILLAGE HALL MANAGEMENT COMMITTEE

Minutes of Meeting held on Monday 9 December 2013

Present:- Sam Fox-Adams (Chairman), Mike Halsall (Treasurer), Gill Oastler (Badminton),  Jenny Halsall (WI),  David Knight (Artsreach), Tracy West (Players),  Joan Goode (Secretary), Pauline Hill (Bookings)

1          Apologies received from Barbara Norton

2          Minutes of last meeting agreed and signed.

3          Matters Arising

a          After some discussion it was agreed that future meetings will be held on a quarterly basis.  Any urgent matters in the intervening period can be raised by email and, if necessary by calling a meeting.  This arrangement will be reviewed.

b         Tracy said that whilst the pilates class had made a good start numbers had dropped, probably due to the onset of the winter.  The classes will cease for the time being.

            She said that problems had be been encountered when other groups had arrived early and were interrupting the class.  It was agreed that groups booking the hall should not arrive to “set up” before the time of their booking.  She also said that some groups left the hall in a messy state.  All user groups should leave the hall in a fit state for the next user group.            

c          David said that it is not worth holding a barn dance as there is not enough support from the village.  This is also the case with any singing groups as the village is basically a cul de sac and, therefore, does not attract people from other areas.

d         Following the recent storm a lot of debris had fallen into the car park.  Chris Manning had to use a chain saw on the ivy.  Also the recent hedge laying had left a lot of rubbish that need removing.  Jenny said that the work was very strenuous and despite her efforts over several days she was unable to clear it.  Ron and Rene Kellock had done a good job in helping with the clearing and had burnt a lot of the rubbish on site.  The committee thanked them for their hard work.  If a similar problem happens in the future an email will be sent round in order to recruit volunteers for the clearing up.

4                     Finance

                        Mike said that there is nothing to report regarding the Post Office and that it should continue as it is.  Gill thought there was a government initiative to keep post offices going.  Sam will look into this.

                        Peter Green is taking over from Gilly for the cash from table tennis.

5                     Web Site    

                        David will contact Joan regarding the minutes going onto the web site.

6                     Building

                        Gil confirmed that work had been undertaken on the entrance gate.  Dave Norton will submit a bill for the work in due course.  Gill also confirmed that several lights have been replaced and spares have been bought.

7                     Calendar of Actions

                        The cleaning of the hall is OK but as Tracy only has a small slot to undertake the work she sometimes clashes with people using the hall at the same time.  Jenny said that she will notify Tracy of anything that may interfere with the cleaning.

                        Mike said that as far as the finances are concerned there is nothing of any consequence but consideration may have to be given to putting up the rates for using the hall.  This will be given consideration in the summer.

            Tracy said that the broom for the hall is not fit for purpose and needs replacing.  Gill will get a catalogue from the company he uses in Bridport. Also the floor is wearing in certain patches and soon these will be down to bare wood.  Gil felt that there may be materials “in house” that could be used on the patches but a few hours work will be required for preparation, applying and then drying.  David and Mike offered to help Gil with the work in January.

                        As several jobs need doing it was agreed that volunteers from each user group should form a working party in the Spring with an incentive such as a BBQ.  It will be necessary to establish how many jobs there are and how many people are required.

The seats are causing concern as some are badly stained.

Having been let down by one cleaning company, Joan will try to contact a window cleaner/upholstery cleaner to see if he can give a quote for the work.  Discussion took place as to whether the seats could be replaced over a period of time but the cost is high.

David said that he will clean the carpet in the summer.

Sam will look into the position regarding the Performing Rights Licence.

Tracy has undertaken the lights and fire checking but not a 4 hour check.

8                     Any Other Business

Jenny feels that a representative from the dancing group should be on the committee. She has already raised this with Giles Marsh and Ian Davies but neither seemed willing to undertake the role. She said that they are regular users of the hall and do raise problems from time to time.  Joan will contact Ian Davies and ask him to nominate someone.

Recently a lot of cups and saucers went missing.  It had apparently been agree that they may be borrowed but they had not been returned for some time.  In future these can only be borrowed with permission.

Gil said that now that we have a new booking secretary could private hire bookings be shown in the diary in the Parish Magazine.  The calendar on the web site will also be updated.

Sam raised the question of the village school.  In view of  recent  events regarding the siting of a new building he said he did not wish the village hall to be caught in the cross fire, especially as one of the plans put forward is to build the school next to the village hall.  As a committee he wished us to consider whether we should offer to share facilities.  Tracy said that one of the purposes of building a new school was that it would have its own hall and, therefore, the village hall would not really be required, unless for the occasional concert.

The next meeting will be Monday, 24 March (this will also include the AGM)

Meeting closed at approximately 8.45 pm

Signed,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,  Dated,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,