Whalton Village Hall Committee

Minutes of the Committee Meeting held on 9 th September 2008 at 7.30pm

Present: Billy Grix (Chairman), Joan Goddard, Richard Grix, Sheila Lough, Nikki Blackett, Elizabeth Sylvester, Sue Richardson, Stephen Trobe, Katherine Truman, Stewart Murray, Fiona Ellis, Charlotte Capps, Anna Sill, Richard Sill, Richard Potter,

Apologies: Elliot Ward, Steve Bilclough, David Adams, Martin Keegan, Gladys Smith and Dorothy Moffatt.

100 Plus Club

£15 163 Thomas Coulson

£15 223 Katherine Canon

£15 113 Lynne McMaster

£15 62 Geoffrey Holliday

£15 239 Rebecca Combe

£10 42 Joan Robson

£10 205 Joe Davis

£10 210 Oliver Davies

£10 219 Bill Naylor

£10 35 Serena, Nick & Isla Thomson.

Minutes

Minutes of the meeting on 12 th of August 2008 were read and agreed as a correct record.

Matters Arising

•  Sheila reported that there were a good number of applicants for the Environmental Health Training Course to be held on the 27 th of October. This will help the VHC to recoup part of the cost.

•  Martin Keegan has acquired the fireworks for November the 5 th .

•  Emma worked extremely hard cleaning the Hall after the recent wedding. She is to be thanked by the Chairman for her efforts. Fiona suggested that photos from the wedding celebrations could be used on the web site to encourage further bookings.

•  There is optimism that the Chess Club will resume activities in the near future.

•  Susan reported that she had studied the recommendations for compliance with Fire Safety Requirements and had completed the preparation of procedures and documentation following checks conducted on fire extinguishers, the alarm and electrical systems. The Chairman thanked her for her efforts and said that the Committee should participate in a Fire Drill to be arranged probably at the October or November meeting.

•  The Dustbin cage outside the Hall had been completed.

•  The completion of the new notice board has suffered a small delay due to availability of safety glass but delivery is now imminent.

Treasurer's Report. Billy delivered Elliot's report in his absence. Copy attached to the Minutes.

The Show

Martin Keegan was unable to attend the meeting due to his holiday in Switzerland. He will be returning the week end commencing the 13 th of September to resume his co-ordination activities.

Stephen Trobe reported that the field used for the main outdoor activities last year has not been harvested due to the bad weather and will almost certainly not be available. Mrs Blackett has agreed that her field may be used instead. The issues requiring immediate consideration and resolution were recognised as (a) visitors parking area (b) protection of Mrs Blackett's gateway and driveway surface to the field at the rear (c) space for the sheep dog trials and (d) space for the classic car event.

These were discussed as follows: (a) Billy will approach the Norton's to request use of the Manor House field for visitor parking and possibly the classic car display. (b) To supervise the entry and departure of the limited traffic through Mrs.Blackett's property a Committee Member will be assigned to ensure that no damage is done. It was agreed that enquiries will be made to obtain surface protection measures such as Teram sheeting and wood chips, steel or other metal plates to avoid driveway damage. It was thought that the TA might have some equipment available.

(c) The sheep dog trials will be cancelled. (d) Richard Potter will be investigating alternative sites for the display of classic cars. There are presently 34 exhibitors. These sites might include the Pub Car Park, Manor House Field, the grass verge opposite the Terrace and possibly the Village Green or grassed area at Manor Close – both subject to approval by the Parrish Council and/or County Council and householders on the edge of the Village Green).

Sheila had investigated the cancellation charges if we decided not to go ahead with a marquee. The costs are in the region of £100 and we thus feel committed to the existing arrangements.

Stephen will remove the cattle from Mrs.Blackett's field and Martin will be asked if he will be able to cut the grass in preparation for the Show. Cow pats will remain an unfortunate hazard for the unwary!

Charlotte reported arrangements for the Dog Show which will consist of seven classes.

A single show ring will be required preferably with small hay or straw bales as perimeter seating.

Kath Truman said that Graham may cancel the battle re-enactment, preferring to have a vehicle and other displays on the living history theme. Final details to be determined.

Sheila presented the overall plans for the location and timings for events, entertainments and refreshments. The bar in the Hall will be run by Emma and Mathew. It has been stocked in readiness. There is clearly a need for more willing, cheerful volunteers but the numbers are increasing and Sheila expressed relaxed confidence that the organisation was falling into place.

It was agreed that a meeting be held in the Village Hall on Sunday the 14 th at 11am to share plans with Martin and take care of any details relating to outdoor or other events.

Hall bookings

Emma attended the meeting. Billy thanked her for her efforts following the recent wedding event. There are two more weddings booked in May which is very good news.

Emma was made aware of the new Fire Safety requirements and procedures prepared by Sue. It is important that both Emma and Mathew be made aware of the details.

AOB

It is recognised that Hall operating costs are rising. This is to be discussed with Elliott to determine if a review of Hall charges is appropriate.

There being no other business the meeting closed at 21.15

Next meeting 14 th October 2008 commencing 7.30 pm.