WHITESTONE PARISH HALL COMMITTEE OF MANAGEMENT
Registered Charity No 1134187
(Regd. Charity 1134187)
COMMITTEE MEETING
7.30PM TUESDAY 20TH NOVEMBER 2019
1. PRESENT/APOLOGIES: Richards, J. Kirkpatrick, A. Rose, P. Hanson, M. Durrant, S. Llewelyn, M. Belt, D. Lee, L. Blades, M. Colson. Apologies: J. Rose
2. MINUTES OF LAST MEETING (7.8.19): Agreed correct record and signed by JR
reported that we do not need a Hygiene rating certificate for the kitchen. Also reported a complaint from hall user that cups/mugs have been left dirty and/or stained. After discussion Action: agreed trustees will try to clean with bleach/dishwasher to see if it can be improved. If not purchase new ones.
3. SECRETARY’S REPORT: MC read out letter from Gill Oakey re. hall floor
cleanliness after Tuesday playgroup. Discussion. Action: MC to write to Tracy Baird to ask her to do a deep clean of hall floor. MC read out email written to Charity Commission re. employing LB as part time caretaker. Action: MC to chase CC for reply. MC explained she didn’t feel she was able to support hard working members of WPH com. as previous sec. had done and would prefer for someone in the village to take over her role. Discussion. Accepted that what MC does is enough but will keep thinking about replacement.
5. TREASURER’S REPORT: AR: Accounts attached to these minutes.
Total balance £13164 : £7272 in current a/c £5891 deposit.
AR chasing some unpaid invoices. W Players owe £30 – LB to give AR new email for Katy Prouse treasurer.
Some historical queries re. insurance payments – PC rebate. AR commented on large
sums for utilities and cleaner. Account shows profit of £2000 – tight but acceptable.
2020 projection based on +5%
6. DISABLED ACCESS: MB reported Alan Connett has been helpful confirming no planning fee is payable for disabled access. Nigel Passmore will continue to advise re. building control requirements.
7. PART TIME CARETAKER: see Sec. report<./p>
8. DIGITAL PROJECTOR: Discussion about lack of funds to purchase and unclear need. AR suggested PC should be approached for funds as they will use it. Action: JR to write to Nick Thom PC.
9. STORAGE PROVISION: JK reported that garage has been cleared. Some benches are being stored in Tythe Barn at Glebe House. Bone dry space now available for 100 chairs. JK recommended buying protectors and trolley for moving chairs in wet weather. Action: JK to buy 4 chair stack covers. Jimmy Christopher will prepare small ramp over garage floor front rise. Discussion about new timber barrier between panto costumes and new chair area. Action: LB will write to PC to ask them to pay for materials.
10. HEARING LOOP IN BILLIARD ROOM: JK explained why we can’t have hearing loop (info from Action on hearing loss). Alternative suggested is central microphone with hearing aid users wearing a lanyard to pick up amplification. Microphone + 2 lanyards costs £2000. Action: JR asked that we all get feedback from hearing aid users as to whether they would find such a device acceptable.
11. APPROVE POLICY DOCUMENT 3 and 4.: JK asked that we all read the policies up for approval prior to the meetings. All policy documents are in Drop Box. 3 and 4 are conditions of hire and fire safety. JR asked for a group to look at hiring pack and rewrite as appropriate. Action: MB, MD and DL to do. JK to give them paper copies.
12 REVALUATION OF HALL BUILDING FOR INSURANCE: Action: JR to do.
13. LADIES LOO: JK recapped on damage and repairs. LB advised better ventilation.Action: JK and PH to buy and install door grills. PH asked if possible to increase fan running time. JK reported that he had replaced batteries in men’s urinal automatic flusher and it’s now working.
14. MAIN HALL HEATING: MC read out PH email re. Hall cold inside door by stage. Suggested moving radiator from Green room there but space too small. Discussion about how to plumb in extra without draining whole heating system. Action: PH to look for second hand radiator and plan project.
15. PAT TESTING: JK explained PAT testing kit has been given to Bryan D. but it needs to be calibrated every year as Fire Service no longer using it. Cost of calibration is £65 and Bryan tests appliances (with helper) free of charge. Alternative is to employ a tester – cost about £150. Action: All agreed to pay for calibration and ask Bryan to do
16. MATTERS RAISED BY REPRESENTATIVE ORGANISATIONS:
DL reported that Whitestone Ent. has had a very successful year with very good reviews.
SL resigned as Gardening Club rep. JK for Short mat bowls – discussion about glitter being used by toddler group is a serious health hazard and leaves a mess. They should be told they mustn’t use it and be charged if they leave the floor dirty. MD asked AR to forward reference to the health hazard. JK said floor needs deep clean. em>Action: MC to write to Tracy Baird to ask her to do it.
17. A.O.B.: LB: asked MB to expand on her information about the disabled access ramp.
MB said she’d also been to a presentation about Crowd Funding for the project. All agreed we need 3 quotes to get an idea about cost from JK’s drawing. MB to ask Nigel P about spec. and materials suggested for quotes. Builders to get quotes from : Dick Jordan, Jimmy C and Mr Wainwright who advertises in Parish Mag.
MB: has bought 4 new oven trays to replace losses. Discussion about how to mark them but not possible.
Also reported she’d been asked if a soap dispenser could be placed above the handwash basin in kitchen. PH: asked if we wanted any more of Annie’s paintings to be displayed in Green Room. Agreed 2 more would look nice. JR: reported Village Halls Week in January 2020.
JK: reported on Calor gas use, which has increased a lot now it’s cold. Also said that Bryan D sets heating timer in main hall every week from booking sheet. Sometimes he finds it’s been altered. Discussion about how to prevent. Possibly move it out of reach like the one in Billiard Room.
JK explained WIFi> essential to modern Parish Hall facility and great asset for Hallmark. It’s needed for eg.streaming music for parties.
18. DATE OF NEXT MEETING: Wednesday 19 February 7.30pm Meeting closed 9.50pm