WHITESTONE PARISH HALL COMMITTEE OF MANAGEMENT
Registered Charity No 1134187
(Regd. Charity 1134187)
WHITESTONE PARISH HALL COMMITTEE OF MANAGEMENT
Registered Charity No 1134187
COMMITTEE MEETING
WEDNESDAY, 9th MAY, 2018
MINUTES
Present: Dr Jane Richards (Parochial Church Council) (Chairman), Dr Anna Kellagher (Church House Education Foundation), Mary Belt (Parish Council), Jock Kirkpatrick (Sports and Social Club), Derek Fisher (Elected), Irene Mathieson (Elected), Laurence Blades (Whitestone Players), John Robinson (Elected), Dave Lee (Cuban Airwaves), Jane Rose (Book Club).
1. APOLOGIES
1.1 Dr. Ron Bramhall (Gardening Club), Marian Durrant (Elected), Peter Hanson
(Social Club).
2. SIGNATURES OF ACCEPTANCE (REPRESENTATIVE MEMBERS)
2.1 Secretary pointed out that, in addition to members agreeing to become trustees, it was now necessary that they agree to their personal data being shared amongst the other trustees and elsewhere, where necessary, for the proper management of the hall. A paragraph to this effect had been included on the form, following which signatures of acceptance were obtained from Jock Kirkpatrick, Anna Kellagher, Jane Richards, Laurence Blades, Mary Belt, Jane Rose and David Lee.
2.2 As a new trustee, Jane Rose was supplied with a copy of the Charity Commission Document – Being a Trustee.
3. SIGNATURES OF ACCEPTANCE (ELECTED MEMBERS)
3.1 It was pointed out that the same conditions as referred to at minute 2.1 above applied to Elected Members following which signatures of acceptance were obtained from John Robinson, Derek Fisher, Irene Mathieson.
4. ELECTION OF OFFICERS
4.1 Position Nominee Proposer Seconder
Chair Dr Jane Richards Mary Belt John Robinson
Vice Chair Jock Kirkpatrick Dr Jane Richards Irene Mathieson
Treasurer Dr Anna Kellagher Jock Kirkpatrick Mary Belt
Deputy Treasurer John Robinson Dr Jane Richards Laurence Blades
4.2 Discussion ensued on the ability of the present Secretary to effectively carry out Secretarial responsibilities, it being appreciated that the current situation was not in the best interests of either the individual or the Committee. Sub Committee to consider advertising a position of Caretaker before the next full meeting which it was felt could aleviate some of the difficulties.
4.3 In the meantime members were requested to urgently identify a replacement Secretary.The present Secretary being prepared to continue in post for the immediate future (Derek Fisher) was so proposed by Anna Kellagher, seconded by Lawernce Blades
5. ELECTION OF UP TO 3 MEMBERS TO SUB COMMITTEE
5.1 In addition to the Chair, Treasurer, Secretary and Parish Council Representative up to 3 additional members could be appointed to the sub committee. The names of Peter Hanson, Jock Kirkpatrick and Irene Mathieson were put forward and, all agreeing to stand, and were duly elected.
6. MINUTES OF LAST MEETING (21/2/2018)
6.1 At 111.1 the day of the next meeting was changed from Monday to Wednesday
following which the minutes were accepted as a true record each page signed accordingly by the Chairman
7. MATTERS ARISING (From minutes of 21st February)
7.1 101.1 MB agreed to ask Tracy Baird again to contact the Chairman with a view
to establishing a suitable date to deep clean the main hall floor.
7.2 101.4 JK reported he now had an almost complete list of tasks performed by
Committee Members which would be referred to the sub-committee to collate.
7.3 104.1 The difficulties experienced in respect of heating seemed to be resolved
7.4 106.3 JK reported that since the outside junction box had been sealed there had
been no further occurrences of the stage circuit tripping out. Agreed that JK/PH
would run a new cable through the roof in order that a qualified electrician
could make the necessary connections to isolate the various circuits passing
through the stage consumer unit and in particular the boiler.
8. SECRETARY’S REPORT
8.1 Secretary reported that the sub committee had had to cancel the March meeting due to adverse weather so we have only met once since the last full Committee in February. That fact, coupled with his move out of the village, has meant that he was not really au fait with what has been happening and he needed to call on others to update both himself and the Committee.
8.2 He was aware that MB had now ‘tied in’ the piano cover and that JK had both filled in the gap between the stage and the wall and had fixed the illumination of the Fire Assembly Area. Peter Hanson was arranging for the annual boiler service but he was not aware if this had happened yet.
8.3 Following Bob Hunt cleaning all the outside gutters and facias he had suggested that we obtain a quote from him to clean the inside of the Main Hall and Billiard Room windows. JK confirmed that Bob was unable to quote as such as he was unsure how long it would take but it would not be excessive. Agreed to ask him to carry out the work.
8.4 JK was able to confirm that work on the threshold to the outside WC had started and would then conclude last year’s H and S Inspection. It had been arranged that this year’s inspection would be carried out by MB and IM but for some reason this didn’t happen and it was carried out by JK and his wife Sue, who deserved a vote of thanks. JK commented that the issues would be initially be referred to the sub committee but after pointing out raised edges on slabs outside the main hall doors it was agreed to ask Jim Christopher to assess the work necessary.
8.5 Following an inaccurate statement in the Parish Council minutes that suggested that individual members of the Parish Council were Custodian Trustees of the hall JK had written, on behalf of the Committee, to point out that it is the Parish Council as a body that is the Custodian Trustee (in the singular). No response yet received.
8.6 In conclusion he emphasised the difficulties of acting as Secretary when living out of the parish and urged the Committee to appoint a new Secretary as soon as possible.
9. TREASURER’S REPORT
9.1 The Treasurer advised that receipts from 1st January to 1st May totalled £6360 with expenditure amounting to £4517. £644 remained outstanding from invoices recently sent out.
9.2 The present balance in the account amounted to £10,500 including a FIT payment of £217 received in February. She further advised that electricity was now being supplied by Extra Energy rather than EDF.
10. MATTERS RAISED BY REPRESENTATIVE ORGANISATIONS
10.1 JK advised that the date for the Parish Fete had been set as Saturday, 7th July and any help would be appreciated.
10.2 JK further advised that the Hearing Loop microphone had been replaced and DL confirmed that this was now working to the complete satisfaction of his group.
11. ANNUAL REVIEW OF POLICY DOCUMENT No 5 – HEALTH AND
SAFETY, SECTION 8 AND INDEX OF QUALITY MANUAL. (See
Attached) (Sect)
11.1 Changes were recommended to the Policy Document, basically as a result of the Secretary and Booking Clerk no longer being on hand in the village. The changes, as attached, had been previously circulated to committee members, and were duly approved by the Committee.
12. UPDATE ON HALLMARK 3 AND PROPOSED NEW POLICY
DOCUMENTS (JK)
12.1 JK, RB and Dr J had been meeting as a small sub-committee to address the issues arising out of a projected application for Hallmark 3 status. Their opinion was that the Committee already complied with by far majority of conditions. Three issues were further considered:
12.2 The possibility of a ‘feed back form’ for hirers being somehow incorporated into the booking system (perhaps ‘online’) was referred to the sub-committee for further consideration.
12.3 Adoption of a new policy document on the protection of children and vulnerable adults was considered and approved to be known as “Policy Document No 7 – Child and Vulnerable Adults Protection” and to be reviewed annually.
12.4 Adoption of a new policy document on equal opportunities was considered and approved to be known as “Policy Document No 8 – Equal Opportunities” and reviewed annually.
12.5 In connection with minute 12.3 further agreed that the name of Dr J. Richards as responsible officer for child and vulnerable adults protection should be included in Policy Document No 5 – Health and Safety as at minute 11.1 above.
13. GENERAL DATA PROTECTION REGULATIONS
13.1 The Secretary pointed out that the GDPR required a thorough assessment of what data we as a body and as individuals hold, why we hold it and what we do with it. All trustees had been circulated with the 8 Data Protection Principals and asked to supply what details they hold. This was essential in order that the sub committee could properly address the issues outlined by the Regulations and formulate policies for dealing with such data.
13.2 The information provided would lead to a further policy document and will undoubtedly require changes to our Booking Forms.
13.3 He further pointed out that the Committee is deemed to be the Data Controllers under the Regulations and as such all trustees needed to be aware of the 8 principals of Data Protection. These had already been circulated to all trustees, each of whom should in future treat data held by them in the spirit of such principals.
13.4 At the request of J.Ro agreed that the subject should be regularly included as an Agenda Item.
14. DE FIBRILLATOR
14.1 The chair outlined a brief history of the provision of the defibrillator, provided for the benefit of the community in the Parish Hall, which started in 2014 when the Parish Council asked organisations for ideas on what to spend excess monies held in Teignbridge District Council’s Electors Fund. This Committee had recommended the purchase of the de-fib and this was accepted by the Council who made a successful application to Teignbridge. This Committee did all the work in researching the most suitable unit and this was relayed to the Council who purchased the machine. As an individual, the Secretary had taken on the responsibility for arranging operator training, which the Council paid for, and has maintained the machine ever since.
14.2 On leaving the village the Secretary, as an individual, wrote passing over the administrative paperwork and responsibility for the machine back to the Council. This tied in with some suggestion made by the Council about placing a defibrillator in the vicinity of the bus shelter. The Chairman of the Parish Council had now physically handed the same package back to the Chairman of this Committee stating that the defib was the responsibility of the Parish Hall Committee.
14.3 After discussion, noted that the machine was registered by South West Ambulance Authority Trust in the name of the Parish Council and that it appeared that most other public-use defibs appeared to be the responsibility of parish councils or other similar local authorities.
14.4 Further resolved that we would support any move to place the machine in a more publically accessible location and that AK would make our case to the Council at its meeting the following evening.
15. APPLICATION OF EXCESS FUNDING FROM RECENT CONCERT
15.1 In the absence of PH the Secretary explained that the sub-committee had decided to seek suggestions from the parish, by placing a notice in the parish magazine, in respect of the application of funds originally allocated by Devon County Council in support of the Bell Fund. The Council was happy that, if not so required, the monies could be applied towards a community project in support of the community as a whole.
15.2 No further suggestions had been forthcoming as a result of an advertisement placed in the Magazine and the Committee was therefore asked to discuss those suggestions already received.
15.3 Discussion on the various ideas centred on the fact that this Committee did not feel it should divert from its central role of providing a facility to being the provider of entertainment, however, the proposal put forward by DL, and supported by a paper, found strong support and it was felt that such a proposal could incorporate many of the other suggestions under discussion.
15.4 Agreed that this Committee would continue to hold the monies for the time being with the recommendation that a separate organisation be formed with a view to promote musical, theatrical and artistic training and entertainment in the parish for the benefit of the whole community. The County Council to be contacted by PH to ensure the proposal met with their agreement.
16. ANY OTHER BUSINESS
16.1 Agreed to purchase a second hand Stihl backpack petrol leaf blower at a cost of £100.
17. DATE OF NEXT MEETING
17.1 Full Committee 7-30pm Wednesday 15th August
17.2 Sub Committee 3-30pm Tuesday 19th June
There being no further business the Chairman closed the meeting at 2145 hours
Agenda Item 11 – Changes approved to Policy Document 5 – Health and Safety
1) Change page 5 to read:
The person delegated by the Committee to have day to day responsibility for implementation of the Committee’s Health and Safety policy is:
Dr Jane Richards, Quarryfields, Whitestone, EX4 2JS.
Telephone: 01392 811492
Email: jane@sjaner.plus.com.
Officers responsible for specific aspects of the Health and Safety policy are:
Building Risk Assessment - Secretary, Telephone. 01392 273375
Security – Booking Clerk, Caroline Honeywill, Telephone 01392 811245
Electrical Power Failures/Boiler Service – Peter Hanson, Telephone 01392 811878
Fire Safety – Jock Kirkpatrick, Telephone 01392 811205
First Aid Boxes – Dr Jane Richards, Telephone 01392 811492
Reporting of Accidents and RIDDOR Forms – Secretary, Telephone 01392 273375
Periodic/Portable Equipment Electrical Testing – Secretary, Telephone 01392 273375
Ensuring Fire Alarm System/Extinguisher checked annually – Jock Kirkpatrick,
Telephone 01392 811205
Child Protection and Vulnerable Adults – Dr Jane Richards, Telephone 01392 811492
2) Change Page 1 Section 1 – Fire Safety, 2nd Paragraph to read,
The fire alarm system is now checked on a 6 monthly basis and the extinguishers serviced annually, both by a qualified outside contractor.