Whalton Village Hall Committee
Minutes of the Committee Meeting held on 14 th October 2008 at 7.30pm
Present: Billy Grix (Chairman), Alison Jackson ( Secretary), Sheila Lough, Nikki Blackett, Elizabeth Sylvester, Sue Richardson, Stephen Trobe, Stewart Murray, Fiona Ellis, Anna Sill, Joan Goddard, Dorothy Moffatt
Apologies: Elliott Ward, Richard Sill, David Adams, Gladys Smith, Richard Grix, Charlotte Capps
100 Plus Club
No draw tonight.
Minutes
Minutes of meeting on 9 September 2008 read and agreed as a correct record. The deputy secretary did an excellent job in preparing the September Minutes and is to be highly commended for his work.
Matters Arising
• The Food hygiene course is now oversubscribed and therefore full.
• Chess club is up and running. George Bilclough is running the club and they have had several meetings already.
• VH funds have not as yet been transferred to a high interest account. Caution will be exercised in selection of a suitable account!
• Last date for 100 club subs is 1 November 2008 as Joan is away on holiday so it is imperative this date is met. The amount distributed will depend on the number of participants (65% of the fund) so all to seek new members where possible. Joan would ideally like someone to take the 100 club on next year.
Treasurer's Report
Billy delivered Elliott's report in his absence. Copy attached to the Minutes. Losses for the show are likely to be circa £1200 - £1500.
It was noted the metered water costs is high. The gents' urinal may contribute to this as it runs constantly. Agreed to query the bill with Elliott.
The Show
Agreed cancellation of the Show was very unfortunate but a sensible decision. Billy feels the difficulty is the field is unsuitable. A grass field with good access is essential and Billy feels this might even have enabled the show to go ahead. Without securing a grass field first, Billy feels the show cannot be planned in future.
Nikki has offered her field. Vehicular access is the problem.
The Norton's field is ideal but they have been reluctant to allow access other than on the actual day which is impossible as marquees need to be set up in advance. Stephen's field will be grass in 2010 for 3 years.
Agreed to contact the Nortons to discuss the field for 2009 only. Billy and Stephen agreed to discuss this with them and hopefully Martin will come to this meeting as well.
Fiona has some perishable raffle prizes which need re-claiming. Agreed they can possibly be used on Bonfire night and at the Puppet Show. They will be stored in the Committee room.
Hall bookings
Billy had an enquiry from a badminton group but the hall was unsuitable as it is not marked for badminton. Query whether we should mark the hall floor or will this spoil the floor? Agreed not to mark the hall floor as demand is low and it can soon make the floor look scruffy. Also the roof trusses are not suitable for badminton.
Bonfire Night
This will be on Wednesday 5 November. Nicky kindly volunteered her field. Martin will do the fireworks. Richard G and Stephen T will build the fire. Elizabeth will collect donations on the door.
Soup Fiona, Nikki, Pat
Mulled wine Anna, Jackie
Sausages and buns Sheila
Bar Steve B and Elliott? Billy to ask
Raffle Youth club – Jan Robson
Volunteers All committee to help serve and monitor sparklers etc
Float needed from Elliott
Fund Raising
We urgently need to replenish our funds following the show losses. Stephen suggested we be very cautious how we distribute funds in future. A fund should be preserved from any profits in future to safeguard against unforeseen losses.
5 December 2008 Puppet Show - all to publicise and sell tickets
January 2009 Burns Night
Stephen suggested a Bingo night. He knows a caller who is entertaining. Agreed to consider as a possible fund raising option.
Post Office
This is due to start mid November. The broadband line has been installed. Agreed to put a notice up when the date is finalised.
Emma attended the meeting.
The Fire officer was very satisfied with our arrangements and he will next visit in 5 years. Agreed to discuss fire safety at the next meeting.
Bookings are steady. A wedding in March is a possibility. Prices may need revising generally however to cover rising costs.
AOB
There being no other business the meeting closed at 08.50
Next meeting: 11 November 2008.