WHITESTONE PARISH HALL COMMITTEE OF MANAGEMENT
Registered Charity No 1134187
COMMITTEE MEETING
7-30PM WEDNESDAY, 15th AUGUST, 2018
MINUTES
Present: Dr Jane Richards (Parochial Church Council) (Chairman), Dr Anna Kellagher (Church House Educational Foundation) (Treasurer), Mary Belt (Parish Council), David Lee (Cuban Airwaves), Laurence Blades (Whitestone Players), Peter Hanson (Social Club), Dr Ron Bramhall (Gardening Club), Jane Rose (Book Club), Jock Kirkpatrick (Sports and Social Club), Derek Fisher (Elected) (Secretary).
41. APOLOGIES
41.1 Marian Durrant, John Robinson, Irene Mathieson
42. SIGNATURES OF ACCEPTANCE (REPRESENTATIVE MEMBERS)
42.1 Signature obtained from Dr Ron Bramhall
43. SIGNATURES OF ACCEPTANCE (ELECTED MEMBERS)
43.1 Marian Durrant (Elected Member) not present
44. MINUTES OF LAST MEETING (9/5/2018)
44.1 Accepted as true record, each page signed accordingly by the Chairman
45. MATTERS ARISING (From minutes of 9th May)
45.1 7.1 Following some confusion over this issue Chair reported that Tracy Baird
would be deep cleaning the floor on Wednesday next.
45.2 7.4 JK reported that no reply had been received from Nigel Ernst in response to his emails concerning alterations to the stage consumer. Agreed to try once more and if no response in reasonable time, to obtain quotes from other electricians.
45.3 8.2 Sect confirmed that boiler had been serviced together with a gas safety check. PH believed that two issues highlighted on the Service Report concerning a need to flush the system and a fault with the ‘filling loop’ had been rectified at the time but agreed to check with the engineer. The cylinder ‘change over’ valve had still to be replaced.
45.4 8.3 JK agreed to ask Bob Hunt again but if not done before the attendance of the outside window cleaner (due September) then the latter would be asked to clean the inside of Main Hall and Billiard Room windows.
45.5 8.4 Sect reported that threshold to outside WC had now been replaced, by Alan Cox, completing all tasks from 2018 H and S inspection, but it had become apparent that a new door and frame would be required soon. It seemed that persons unknown were stealing toilet rolls from the outside facility and Dr J agreed to look into an alternative provision.
JK and his wife Sue had carried out the 2018 H and S inspection which had highlighted a number of issues requiring attention, vis: edges of the concrete slabs o/s main entrance door were a trip hazard (since levelled with angle grinder); sensor lights at side of hall needed re-placing; bookcases in Green Room and Yucca plant in Extension needed securing to wall; Drain covers to the rear of the hall needed levelling off. These have all been placed on the ‘TO DO’ list. Two items concerned the Parish Council a) a seat outside the Extension with a broken arm rest and the filling of a pot-hole at the side of the hall. The Council had been advised of both of these issues but we had agreed to deal with the pothole.
Sect. reported that the only outstanding item from the last Periodic Electrical Inspection had been to earth the plastic switch in the Billiard. This was going to be a major job requiring a cable top be fed through the roof space but JK had discovered that the earthing wire had in fact been cut, higher up, and was able to re-connect it to the light switch.
45.6 12 Sect advised that we had applied to renew our existing Hallmark 2 standard and upgrade it to Hallmark 3. Unfortunately, the assessors were unable to meet any of the dates put forward and asked us to put off the application until September when they will suggest suitable dates
45.7 14 Chair reported that the Parish Council were grateful for our agreement to place the defibrillator on the wall outside the main hall doors. The box to house the unit would be locked and accessible via a mobile phone link to the Ambulance service, the Parish Council now accepting responsibility for the equipment.
45.8 DL was able to report that the new Entertainments Committee had been formed consisting of 8 members. A bank account had been opened and DCC were happy with the arrangements subject to a review in 12months. A number of events were planned, it being agreed by all present that this was an excellent outcome of benefit to the whole community.
46. SECRETARY’S REPORT
46.1 Much of the time of the sub committee, since the last meeting, had been taken up with assessing the effects of the General Data Protection Regulations on our procedures and policies and, although some of our Policy Documents would need amending when they come up for review, he felt the ground work had been done. A new Policy Document was up for discussion later in the meeting but once approved he believed we would be compliant with the Regulations and well able to meet Hallmark 3 standards.
46.2 The Fire Alarm system had received its 6 monthly check and JK had conducted the internal Fire Safety check without any cause for concern being identified.
46.3 We had lost Ingrid, our cleaner, since the Committee last met, ill health preventing her from carrying on. The chair had thanked her personally for her efforts and presented a small gift. JK had managed to secure the services of a new cleaner in very short time and the new arrangement seems to be working well.
46.4 The Committee has now purchased a Stihl back pack blower which added to the equipment we now own resulting in a new look at our storage facilities. The sub-committee was looking at the possible purchase of a lockable shipping container but also considering the purchase of a battery storage system to enable us to store some of the electricity generated by the solar panels
46.5 The Sect had given notice of his intention to resign at the end of this meeting.
Hopefully, a new minute Secretary has been identified and would be taking over shortly, but there was still a need for a co-ordinator and whilst the Sect did wish to relinquish that role and certainly intended to by the November meeting he acknowledged that the coming few weeks were quite busy and critical with the Hallmark 3 application, steering the remaining changes due to GDPR, the appointment of a new Minute Secretary and starting next year’s booking process for Local hirers. As a result he agreed to remain in post, for a short time longer, to see those processes through.
47. TREASURER’S REPORT AND ½ YEARLY REVIEW OF BUDGET
47.1 Treasurer circulated a paper detailing the financial position for the half year commencing 1st January 2018 reporting a current bank balance of £10,547.
47.2 It was noted that receipts to date amounted to £9063 (excluding £215 due from outstanding invoices). This extrapolated an income for the year of £13,228 as opposed to the original budget of £14,709
47.3 Payments to date amounted to £7271 providing an amended estimate for the year of £9857 against the figure originally budgeted of £14,805. This could provide an excess of income over expenditure for the year of some £3000.
47.4 Discussion ensued on a number of projects for future improvements to the hall. Agreed that:
a) RB would explore feasibility of providing soundproof barrier between the Main Hall and the Extension to enable each area to be let separately.
b) PH and JK would price up and assess cost effectiveness of a battery storage system for the electricity generated by the solar panels.
c) LB would explore possibility/price of obtaining a shipping container for storage purposes whilst MB would enquire of the Parish Council its intentions in respect of the structure replacing the old mower shed.
Noted that a) and b) above would probably qualify for a Rural Aid grant.
47.5 Treasurer advised she was about to submit the Annual Return as required by the Charity Commission. The meeting was made aware of the various responses, all of which were agreed upon by those trustees present.
48. CARETAKER/PENSION ENTITLEMENT (Treasurer)
48.1 Treasurer made the meeting aware of the law which required that, although because of the wage threshold paid to the new cleaner the Committee were not obliged to contribute towards a pension, we were obliged to set up the mechanism for a pension scheme if the new cleaner wished to partake of same.
48.2 Such a scheme had been established but the new cleaner had indicated that she did not wish to avail herself of its benefits.
49. MATTERS RAISED BY REPRESENTATIVE ORGANISATIONS
49.1 JK reported on a successful fete which, despite other National attractions on the same day, had raised nearly £400 which had been donated to the Parish Council to support the play park.
50. APPROVAL OF POLICY DOCUMENT No 2 – Charges For Booking the Hall. (Drop Box Doc Ref: 2/2/140820)
50.1 The sub committee had considered the hire charges for the year commencing 1st January, 2019 and recommend that there be no increase. Agreed by all present and as a result no changes were required to Policy Document No 2.
51. GDPR AND ADOPTION OF POLICY DOCUMENT No 9
51.1 Secretary advised that the new regulations required that personal data held both by the committee and as individuals should only be obtained and held for a lawful purpose and that it is not disclosed to a third party without permission. As a result we have had to look at what data we hold, where it is held, why we hold it and what to do with it when it is no longer required.
This has meant a review of the information we hold and how long it should be held as well as requiring amendments to existing Policy and other documents and the production of a new Policy Document.
51.2 The amendments to existing Policy Documents would be put before the Committee as and when they come up for review. The new Policy Document, having already been circulated to trustees, and which itself be reviewed on an annual basis, was proposed for adoption by AK seconded DL.
52. APPROVAL OF POLICY DOCUMENT 1 –
52.1 Procedure for Booking the Hall (Drop Box Doc Ref: 1/8/170816) The sub-committee had made no recommendation for change to this document, the Committee agreeing to its continuation without amendment.
52.2 Booking Forms (Drop Box Doc Ref: 14/180815 and 15/180815). Amended Booking Forms, including an authority for the Committee to hold the hirers’ personal data, had already been circulated, were approved by the Committee.
52. 3 Approved Local/Regular Hirers. (Drop Box Doc Ref: 1/8/170816). Already circulated, the Secretary pointed out that Parish Plan Meetings and the Sue Baines Dancing classes had now ceased and it was recommended they be removed from the approved list. New hirings included Care Counselling, Whitestone Entertainments and Kung Fu Dancing which had now been added to the list, all of which amendments were approved by the Committee.
53. ANY OTHER BUSINESS
53.1 MB wished to comment that in her role with Rural Aid she visited a large number of halls and it was apparent to her that the parish hall was of a very high standard in comparison to many and the Committee should be proud of what has been achieved and the way in which the hall is presented.
53.2 JK noted that electrical socket had been shattered and wrenched from wall following the Ukulele Concert. This had been replaced.
53.3 Following a request from a parishioner the Chair considered we should adopt a policy in respect of loaning out chairs tables and other equipment. Agreed that hall owned equipment could be loaned out on a casual basis within the parish at no charge but with donations for same always being acceptable.
54. DATE OF NEXT MEETING
54.1 Sub Committee 3-30pm Tuesday 18th September
54.2 Full Committee 7-30pm Monday, 12th November
There being no further business the Chairman closed the meeting at 2115 hours following which a presentation was made to and greatly appreciated by the outgoing Secretary