Whalton Village Hall Committee
Minutes of the Committee Meeting held on 8 th July 2008 at 7.30pm
Present: Billy Grix (Chairman), Elliott Ward (Treasurer), Alison Jackson ( Secretary), Sheila Lough, Nikki Blackett, Elizabeth Sylvester, Gladys Smith, Sue Richardson, Stephen Trobe, Richard Sill, Richard Grix, Stewart Murray, Stephen Bilclough, Dorothy Moffatt, Fiona Ellis
Apologies: Joan Goddard, Charlotte Capps, Martin Keegan, Richard Potter, David Adams
100 Plus Club
£15 50 Steve Jones
£15 167 Steven Rank
£15 174 Cian Burke
£15 176 R I Browell
£15 94 Bill Campbell
£10 211 Nicola Fairburn
£10 11 Rachel Murdy
£10 160 Richard Renwick
£10 18 John Robson
£10 119 Evelyn Hutchinson
Minutes
Minutes of meeting on 10 June 2008 read and agreed as a correct record.
Matters Arising
• The Morris Men did not attend the Bale fire and were a big miss
• The Post office is still at the consultation stage and no contract has been signed. Sue is concerned about its viability
• Ice creams were not popular at the Bale fire this year. Sue felt the event lacked organisation this year. Stewart had to repair the chains around the green which were broken. Billy will re- seed the grass.
• We did not succeed in securing Kathryn Tickell from Highlights but we have a children's puppet show on Friday 5 th December at 6.30pm
Treasurer's Report
Elliot delivered his report. Copy attached to the Minutes.
Stephen suggested some money is placed in a high interest, notice account as a maintenance fund. Elliott will investigate.
Sue will investigate if electricity can be sourced more cheaply.
The Show
• The sub-committee met last weekend.
• Nikki asked about the pony club using her field and is concerned about horse boxes accessing her field. Sheila confirmed nothing has been agreed yet but the logistics will be a matter for the pony club. Martin has a contact.
• The Show is taking shape nicely.
• The Morpeth art club are very welcome to display. Some work will be available to purchase and the Hall will get a small percentage of sales (possibly 5%). They will have three 8' x 4' sheets for displaying their work.
• Volunteers are required to help with various tasks
• A bar may be suitable in the Hall. Emma will consider running this.
• The pub will sell drinks but not food as other providers are available.
• Help is needed to clear up on the Sunday
• Martin has suggested show profit be distributed as follows (including all monies raised by the school and church) –
For every £1000 raised, £300 will be available to request funding by any village group, including church, hall and school
Remaining £700 would be shared 60% Hall, 30% school and 10% church
Elliot felt the ‘kitty' approach would be administratively complex to run and a burden on the various bodies who will make the decisions. However he felt the money raised should properly be shared amongst the village including the school and church who are both short of funds. A decision re how to distribute the money could be made after the show once profits are known. The school cannot afford to risk sharing in any losses.
Stewart suggested discretionary donations would be more appropriate after the event. Elliott felt the school would not embrace this approach as they may ultimately give up more than they gain.
Much debate ensued. Agreed to consider the proposal and decide next month. Fiona is concerned donations by the Hall may be ultra vires.
Hall bookings
Emma attended the meeting. Beavers can be held on a Wednesday. Emma has no issues/problems at present.
AOB
• Sheila is concerned that when committee members handle food they are not insured due to lack of hygiene training and hazard analysis for each event. Sheila has investigated training. This can be online (£30), on a course (£60) or a one off day's training for £350. Agreed v.h. should finance the one day course for as many attendees as possible.
• Alison suggested a meeting every 2 months is appropriate. Generally felt this was not suitable. All wish to meet every month, (except Alison).
There being no other business the meeting closed at 9.35pm.
Next meeting 12 August 2008.