WHITESTONE PARISH HALL COMMITTEE OF MANAGEMENT

Registered Charity No 1134187

COMMITTEE MEETING
7-30PM WEDNESDAY, 19th FEBRUARY, 2019

MINUTES

89. Present: Jane Richards (Chair), Sue Llewelyn (minutes), Peter Harrison, Jock Kirkpatrick, Mary Belt, Laurence Blades, Marian Durrant, John Robinson, Irene Matheison, David Lee, Guy Fielding (observing).

Apologies: Mary Colson; Anna Kellagher, Carole Jones

Noted that this is the last meeting to be attended by John Robinson who is tendering his resignation because of other commitments.

Noted that Ronald Bramhall has now resigned as Gardening Club representative.

90. Minutes of last meeting (12-11-18) signed by the Chair as a correct record, after correction of ‘internal windows’ (80.45.4) to ‘cleaning inside of windows’.

91. Matters arising (from minutes of 12-11-18)

45.7 Location of defibrillator needs further clarification: it is to be found on the outside wall of the Hall, adjacent to the front door. It was further noted than no special training is needed since the equipment, once activated, will provide spoken instructions.

92. Secretary’s Report

Mary Colson (MC) submitted a written report to confirm that she is willing to take on the role of secretary. SL has offered to assist as minutes secretary. Points reported by MC:

The door key and the key safe will change on 1-3-2019.

The piano has been tuned.

Gill Oakey has confirmed that the Gardening Club will maintain the garden outside the Hall but requests that the Parish Hall Committee should be responsible for clearing leaves. The Hall Sub-Committee to decide who will take this on. It was further noted that we do have access to equipment for this via PH. MC has written to thank the Gardening Club.

Hall insurance: this is due on 21-2 and has been paid by the Treasurer. Users (clubs etc) have been asked to provide estimates of the value of their stored equipment in order to ensure insurance coverage is sufficient. The meeting confirmed their view that a total coverage of £35k is adequate for equipment etc. It was noted that the garage outside the Hall belongs to the Parish Council and anything stored there is the responsibility of the owners thereof, even if used within the Hall.

The AGM will be held on 15-5-19 at 7.00 pm followed by the Committee meeting, The Billiard Room has been booked.

93. Treasurer’s Report

This was presented by the Deputy Treasurer (JR). It was noted that the financial year ends 31-12-2018, and after today’s presentation to the Hall Committee, the report will be submitted for independent examination, prior to presentation to the AGM in May for approval. After that it will be reported to the Charity Commission. Committee members were therefore asked to retain the copies for the AGM. The Deputy Treasurer requested that any concerns should be reported to the Treasurer. He also observed that this is a balanced, healthy budget and commended the attentive work of the Treasurer. The meeting warmly seconded this and thanked AK for her work.

The spelling of Velux was corrected in the Trustees’ Annual Report for 1-1-18 to 31-12-18, but with that correction, the meeting approved the report (Proposed by MB, seconded by DL).

94. Approval of policy documents 6, 7 and 8, and section 5 of the Quality Manual.

These were approved with no changes being needed.

95. Pat Marin Bequests

The Chair reported that several paintings had been donated to the community by the relatives of Pat Martin. It was decided to leave them as currently displayed in the Billiard Room. Action: Secretary to write to thank the family.

96. Matters Raised by Representatives of Organisations

MB noted the lack of supplies in the hall toilets during pantomime week, and MD noted that the door has been repeatedly left open, with paper towels left on the floor. Action: It was agreed that ideas to prevent this recurring problem should be discussed further by the Sub-committee

IM reported that the Art Group was very pleased with provision within the Hall.

LB reported that the pantomime has gone very well. However, at the start of the production, the television monitor was discovered to have been damaged. Committee members also reported that various other incidents of minor damage to Hall equipment had occurred in recent months. Action: It was agreed that JR would raise this with the caretaker, and that the notices clarifying that those using the Hall (for example for parties) must take responsibility for breakages, should be made clearer (e.g., written in bold). GF and SL offered to provide a replacement monitor.

JK reported that no date has been agreed yet for the fete, but all help will be gratefully received. He has also ordered two ‘Toilet this way’ signs.

SL reported that she has been nominated by the Gardening Club to join the Committee.

97. New Carpet for stage

The meeting approved the quote agreed by the Sub-committee for supplying and fitting the carpet (£480), proposed by MB seconded by LB.

98. Stage Lights

No progress has been made over the issue of getting quotes for separation of stage lights, so JK suggested it might be best to simply to replace the fitting. Action: To be reviewed in the summer.

99. Gloss Painting

Quotes for gloss painting of skiting boards, pipe covers and doors have not yet been received . Action: PH to follow up.

100. Land line and WIFI update

JK tabled a letter to the Parish Council in which he had requested support from the Parish Council for the establishment of a phone line and internet access. In response the Parish Council have agreed to grant £150 for the phone line plus to fund half of the fee of £30 per month for WiFi, this latter to be reviewed in 12 months. BT have agreed to insert telephone line from the road. JK to request that this is done as high as possible. JK requested a small Sub-committee to consider issues of security etc. GF volunteered to join this. Action: JK to establish this, and convey thanks to the Parish Council.

101. Improvement to Disabled Access

The Committee remains concerned about how to improve disabled access, given the existing physical constraints of the hall. Action: JR to contact Teinbridge for advice about access, and about lighting.

102 AOB

DL reminded the meeting about the proposal for landfill in the vicinity of the Hall, and of the need to make online comments to Teinbridge planning department as soon as possible.

MB noted than any application for Rural Aid has to be made by mid-April. It is possible this could be used for improvements for disabled access. Action: This needs urgent consideration by the Sub-Committee.

MI reported that there has been good feedback about the Hall posted on the Parish website.

LB reported that he is still seeking quotes from 3 builders regarding the external door of the toilet. Also he is looking at external storage containers and costs. Action LB to bring these issues to the Sub-Committee for consideration on 19-3-19.

It was decided that no further action will be taken over the damaged cycle hoop.

JK reported that he will take over responsibility from PH for regular checks of the gas cylinders. Action: Ideas about replacement by larger storage cylinders and access to install these, to be included on a future agenda.

The meeting repeated its thanks to JR who is now resigning from the Committee.

103. Next meeting AGM Tuesday 13-5-19 at 7.00 pm Billiard Room

The meeting ended at 9.35 pm