Whitestone Parish Hall

WHITESTONE PARISH HALL COMMITTEE OF MANAGEMENT

Registered Charity No 1134187
COMMITTEE MEETING

7.30PM WEDNESDAY 19TH FEBRUARY 2020

MINUTES

1. APOLOGIES/PRESENT: Jane Rose and Dave Lee apologies. Present: Jand Richards, Andy Rose, Jock Kirkpatrick, Peter Hanson, Laurence Blades, Marion Durrant, Mary Belt, Mary Colson.

2. MINUTES OF LAST MEETING (20.11.19): Signed as correct.

3. MATTERS ARISING FROM MINUTES (20.11.19) – NOT ON AGENDA: MD asked for stage toilet to have a hand sanitiser. JK agreed this facility needs some TLC. MD asked how often tea towels are laundered. JR brought up missing items – all table clothes have gone (possibly taken for laundering). An oven rack is missing. Cleaners report that loo rolls are being stolen. After discussion decided to monitor it for 6 months. Action: JR to write a housekeeping update for hall users to go in Parish Mag.

4. SECRETARY’S REPORT: MC None

5 TREASURER’S REPORT: AR Current a/c: £5899.89 Deposit a/c: £5893.34
Total= £11,793.23. Discussion about Performing Rights costs – JR will look what Panto should pay on top of general fee. Discussion about putting money aside for replacement of solar PV panels. Anna had suggested it and did allocate money in deposit account. Agreed to continue as income from PV vital. FIT payment not received for some time. Action: AR to investigate who we should be claiming money from (previous or current energy provider).

6 DISABLED ACCESS: Update MB on Alan Connett grant request. Alan has said he may be able to give us £1000. Ar has told DCC it will cost £4500 but we need specific quotes. Action: JK to get quotes from Dick, Jimmy and Mr Wainwright.

7 PART TIME CARETAKER: CC Update MC and contract. Discussion about how many hours and what jobs LB should be asked to do. JK will be line manager. Action: LB, JK and PH will get together to sort out a list. JR says LB’s insured but needs a Contract for Services.

8. LATE PAYMENT OF INVOICES: AR – discuss possible penalty. AR said that having chased late payers he has had a good response. Wait to see what happens with next invoice round and discuss again if the late payment problem reappears.

9. GLITTER BAN: Discuss banning use of glitter by groups. See 13.

10. HEARING LOOP IN BILLIARD ROOM: Update JK. MC has had form from PC asking for information about the system before they can give us a grant. Action: MC to fill in form and give to JR.

11. LENDING OUT OF TABLES AND CHAIRS: JR discuss options. After discussion it was agreed that we will not lend out tables and chairs.

12. PANTO CLEANING UP: Agreed much cleaner this year – excellent response from Panto to last year’s problems. MB and JK said several chairs were dirty when putting them out for panto. Action: JK to put on TLC job list.

13. REPORT FROM BOOKING PACK GROUP: MD, MB and Dl made small changes to booking pack, including writing in the glitter ban and charge for cleaning if hall left dirty. List of changes made given for filing. All thanked the group for their work. JK said that regular policy updates are falling by the wayside and suggested the same process of small groups working on them could be implemented. All agreed. Action: MB, MD and DL will do Policy7 – child and vulnerable adult.

14. ACRE questionnaire: JR explained Action for Rural Communities in England. Questionnaire for public affairs research done every 10 years into the needs of rural communities. Action: MB, MD and DL will continue JR’s work filling it in.

Regular February matters:

15. SET DATE FOR A.G.M.: AGM date set for May 20th 2020 7pm. Action: MC to book Billiard room. 16. CHANGE HALL ACCESS KEY CODE: Change to 1945 backwards – 5491 from April 1st. Action: MC to let Caroline know.

17. APPROVE: Policy document 6, 7, 8 and 9. Section 5 of Quality Manual. See 13.

18. MATTERS RAISED BY REPRESENTATIVE ORGANISATIONS: Jane Rose reported that the Billiard room had been cold for book group this month. Discussion about instruction signs on heaters which do seem clear.

19. A.O.B. MB said we need a wall mounted soap dispenser above the kitchen hand wash basin. All agreed. JK reported that the new cigarette stabber is now by front door and suggests a second one for the bottom of the ramp entrance as it was useful during panto. All agreed. AR asked about the state of electrical repairs – JK said outside light is now fixed. JK wanted to discuss the logistics of bringing extra chairs from garage for large events. Agreed LB to be given key to garage so can assist. Discussion about Billiard room use by children during panto week. A socket is broken and JK found the fire exit blocked by a ladder being used as a clothes hanger in the kitchenette. It was denied by the dance group leader. The socket and the one by piano are proud to wall and it was suggested they could be replaced with metal boxes to make them stronger. JK also reported that the Calor gas fuel level indicator has been replaced but the new one still doesn’t work. Agreed he should call plumber back to fix it. Action: MC to put moving chairs and powerpoints on sub-comm agenda.

20. DATE OF NEXT MEETING: Sub Com March 11th 2.30pm