title="Eastwick & Gilston Parish Council in Hertfordshire">
Tue, 19th November 2019

Village Hall Management

Village Hall Management

Village Hall Management Committee.

Chairperson and Holding Trustee:         Katie Spencer

Treasurer:                                              Trevor Brown  01279 423676.

Bookings Officer and Holding Trustee:  Maxine Evetts 07723 606887

Vice Chairman and Holding Trustee:     Keith Harvey 01279 410435.

Holding Trustee:                                    Mary Jackson

Other Committee Members: Sarah Bagnall, Janine Bryant, Yolande Clarke, Christine Law

All Management Committee members are Management Trustees.

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Gilston and Eastwick Village Hall Management Committee

Business Meeting Minutes – Monday 20th May 2019

1a.  Introductions: Sarah Bagnall (residents representative), Trevor Brown (Treasurer), Janine Bryant (Parish Council representative & minute taker), Yolande Clark (residents representative), Maxine Evetts (residents representative & Bookings Officer), Keith Harvey (Trustee & Vice – Chair), Christine Law (PCC representative)

Tim Hayward-Smith – Community Development Action (CDA)

1b. Apologies: Mary Jackson & Katie Spencer

1c. Keith Harvey acted as Chair

2a.  TH-S gave a very informative explanation of the purpose of the CDA which focuses on supporting & developing community services in rural areas.  It is funded by DEFRA plus various grants it successfully wins. 

CDA promoting and supporting Community Hubs to develop local activities; for example, lunch clubs, coffee mornings, etc.  A new member of CDA, Stuart ?, will make contact to discuss.

Gislene, new Community Energy Adviser, meeting JB 2:00pm Thurs 23rd May to discuss what, if anything, could be done to improve energy efficiency and sustainability.

All MC members welcome.

2b & d.  TH-S led a round table discussion on the role of the various types / alternatives of Trustees which the Village Hall committee should be aware of:

i) Holding Trustees – village hall title vested in the Holding Trustees (HT), named individuals.   Whilst the Holding Trustees have no power it is critical the hall always has named Holding Trustees.  Whilst HTs may sit on Village Hall management committees it is not the norm.

ii) Custodian Trustees – the village hall title deeds vested in an organisation (eg Parish Council, Charity Commission, etc.) this avoids the risk of inadvertently having no Holding Trustees (moved away, deceased, etc).  Only registered charities can vest the title to the Charity Commission.

TH-S advised against vesting the title to the Parish Council.

iii) Charitable Incorporated Organisation: –

The following is copied from Wikipedia

A charitable incorporated organisation (CIO) is a new form of legal entity designed for non-profit organisations in the United Kingdom.

The main intended benefits of the new entity are that it has legal personality, the ability to conduct business in its own name, and limited liability so that its members and trustees will not have to contribute in the event of financial loss. These are already available to limited companies; charities can be formed as companies, but then they must be registered with both Companies House and the Charity Commission. In contrast, the CIO only needs to register with the Charity Commission. This is expected to reduce bureaucracy for the charity.

From gov.uk website

The Charitable Incorporated Organisation (CIO) is a new legal structure designed specifically and only for charities. It offers the benefits of limited liability making it easier to recruit and retain trustees, and legal personality making it easier to hold property and enter contracts. Oct 31 2012

TH-S to establish whether CIO retains need for Holding Trustees and revert back to MC

iv) Management Trustees.  All members of the Village Hall Management Committee automatically accept the role and duties of a Management Trustee.  These are the decision makers.

Action: recommended reading for all members of the Management Committee – CDA document VHS40 Village Halls Governing documents and title deeds (circulated again 18th May 2020)

2c. The importance of registering the property with the Land Registry was raised by TH-S. 

Actions:

Holding Trustees

Currently the Village Hall has only one Holding Trustee, Keith Harvey. TH-S confirmed HTs have no responsibilities / duties, as these lie with the Management Trustees, Maxine Evetts agreed to be appointed as a Holding Trustee. 

Actions:

  • JB to send electronic copy of Appointment of New Trustee to KH & ME for witnessed signatures.
  • JH & ME to approach KS to establish whether suitable and willing to become a HT
  • MJ volunteered and accepted by KH & ME as a HT
  • Appointment of New HT, for MJ & KS, to be produced by JB once ME’s appointment confirmed.

Investigate charitable incorporated organisation (CIO)  - ALL Management Committee

Register with Land Registry – this needs to be completed asap but, to avoid, unnecessary costs, the Management Committee (MC) needs to decide wither to remain with HTs or move to CIO

Members of the MC need to research prior to October Business Meeting when decision will be made.

3. Accuracy of Minutes of 4th February 2019 Business Meeting

Following removal of “interim”, Item 5, Minutes unanimously approved.

Action:  Amended minutes to be published by CL on G&E website

4. Accuracy of Minutes of 25th March 2019 Extra-ordinary Meeting

Minutes unanimously approved.

Action:  Minutes to be published by CL on G&E website

Matters Arising (not on the Agenda)

  1. Appointment of Chairperson

– two nominations received.  Following “closed” vote

Action: KS to be asked to take the role of Chairperson

  1. Confirm start time of future meetings

No action as start time to remain at 8:00pm

  1. Location for a Defibrillator

Unanimously agreed location to right hand side of the front entrance / stairs.

Action:  JB to contract electrician to install (Parish Council paying all associated expenses).

  1. Waste bin

Action:  TB to order as per selection by ME & CL

5. Treasurer’s Annual Report to 31st January 2019

Action:  TB to send to CL for publication on G&E website

6. Review of Hall fees (amended proposal circulated prior to meeting)

a.         Children’s parties may be held between 9:30am and 6 pm on Saturdays and Sundays.  

No Action: Already agreed by email.

b.         Review following restriction.  Children’s parties - Can the age range be changed?

First, we regret that the Hall is not available for letting to or for the use of anyone between the ages of 12 and 21.

MC unanimously agreed to change to - between the ages of 13 and 21. 

Action: website to be changed asap

c.         Minimum hire time of 1.5 hours

d.         Agree (or amend) proposed client ‘groupings’

e.         Agree (or amend) proposed fees – when? Informing clients?

Minor amendments agreed

Action: JB to amend fees table and re-circulate for approval by email

f.          Publicity to find new clients – carried across to next meeting

Article for Parish Magazine?

Open Day to see what is on offer

Banner outside the Hall?

Social Media

7. Verbal update on potential improvements to Village Hall

JB informed committee that KS had successfully submitted the application for Solar Energy grant.

Architect visited village hall to advise on potential improvements.  He advised the Management Committee needs to first determine what they wish to achieve, what future business is wanted, etc.  ME advised receiving negative feedback on the kitchen.

Action: Existing Committee sub group (KS, SB, JB & ME) charged with seeking proposals for refurbishment of kitchen.

8. Any Other Business / Items for future meetings

  1. Car parking agreement

Action:  JB preparing draft agreement for circulation to MC

  1. Lettings agreement and T&Cs

Action:  JB preparing draft agreement for circulation to MC

  1. Round the Table

TB asked for approval to change all village hall signs to reflect correct name: Gilston & Eastwick Village Hall – agreed unanimously

Action:  TB

AGM 2020 – 2 apologies received. 

Action: AGM moved to 2nd March 2020

Next meetings:

            12th August 2019         Extraordinary meeting – if required

            7th October 2019         (to include review of Letting charges?)

            2nd March 2020          Annual General Meeting & Bus Meeting    NEW date

7th October Business Meeting Agenda items

  1. Does the Management Committee wish to move to a Custodian Trustee (eg Charity Commission) or Charitable Incorporated Organisation (CIO)?
  2. What is required to register with Land Registry?
  3. Potential Improvements to Village Hall; eg kitchen area, solar panels, etc
  4. Publicity to find new clients – potential actions?

Article for Parish Magazine, Open Day to see what is on offer, Banner outside the Hall, Social Media

  1. Car parking agreement
  2. Lettings agreement and T&Cs      7.  CCTV

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Gilston and Eastwick Village Hall Management Committee Business Meeting Minutes – Monday 25th March 2019 
1a. Chair reminded the Committee this Extraordinary meeting convened to receive a progress report from the subcommittee charged with identifying potential improvements to the Village Hall, fees, etc. 
1b Present: Sarah Bagnall SB (Residents representative), Trevor Brown TB (Treasurer), Janine Bryant JB (Secretary & Parish Council representative), Maxine Evetts ME (Holdings Trustee & Bookings Officer), Keith Harvey KH (Holdings Trustee and Vice-Chair), Mary Jackson MJ (Interim Chair & Residents representative), Christine Law CL (Churches representative),  
Apologies: Katie Spencer KS (Residents representative), late arrival Yolande Clarke YC (Residents representative) 
Please note:  Minutes and Agendas will be circulated electronically.  Hard copies are the responsibility of individual committee members. 1c. As this is an Extraordinary meeting the Chair advised the minutes of February 4th business meeting be pended to next full Committee meeting – 20th May 2019. MJ further advised the group she would not be chairing the next meeting (20th May 2019) Action:   KH, as Vice Chair, to chair until replacement Chair appointed. 
 
1d & e. Nominations for Chair & Progress on replacement (for DJ) Holding Trustee.  SB recommended KS to the committee but unfortunately had not had opportunity to discuss / establish whether KS prepared to stand. Action: Holding Trustees, KH & ME, agreed to meet with KS to determine suitability for appointment to Holding Trustee and Chair.  They will report back to the full Committee as soon as possible. 
2 Report from the sub-committee re potential improvements 
 
a. Application for Solar Panel Grant KS is completing the Grant Application form, which needs to be submitted by 31st March.  ME has arranged Energy Performance survey for Tuesday 26th March.  Once the certificate (EPC) is received she will pass to KS for inclusion with the form.  As Village Hall is classed as a Charity the submission of the Application gives us 12 months to seek recommendations, etc.yet does not commit the VHMC to expenditure. Two companies have visited the Village Hall and provided recommendations and estimate of costs to install Solar Panels. It was unanimously agreed that once the grant application is, hopefully, approved a Tender will be published and potential bidders will be instructed to also advise on, and cost, whether any structural issues (eg roofing) need resolving prior to any installations. Actions: KS to complete Grant Application form and submit.    Application response to be circulated, by KS, to Committee as soon as received. Committee’s agreement to issuing a Tender to be sought – possibly at May meeting or via email dependant on when response received). Cost benefit analysis to be produced for Committee  
 
b. Assessment of other potential improvements to Village Hall Examples: CCTV, kitchen area, heating, car park, storage facilities (to free up “Meeting room” for small bookings). KH proposed, seconded by ME, that full survey be obtained from organisation(s) experienced in Village Hall developments.  For example (from CDA website): Stanhope Wilkinson Associates, Chartered Architects, Oxford, OX29 4BL, Tel.      01865 883222,  Email. office@swa-architects.co.uk Action: KS to contact Stanhope and others. 
 
c. Web site changes Not discussed.  To be carried forward to future meeting 
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Gilston and Eastwick Village Hall Management Committee Business Meeting Minutes – Monday 4th February 2019 
1. Present: Sarah Bagnall SB (Residents representative), Trevor Brown TB (Treasurer), Janine Bryant JB (Secretary & Parish Council representative), Yolande Clarke YC (Residents representative), Maxine Evetts ME (Trustee & Bookings Officer), Keith Harvey KH (Trustee and Vice-Chair), Mary Jackson MJ (Interim Chair & Residents representative), Christine Law CL (Churches representative), Katie Spencer KS (Residents representative),    
 2.  Apologies: None 
Members of the public Rev. Wendy Carter WC, Patricia Goy PG, Frank Twitchett FT 3. Minutes of the previous Business meeting held 1st October 2018 were agreed to be an accurate record.  
4. Minutes signed as accurate record, proposer KH, seconder TB 
5. Reports 
MJ thanked committee for their confidence in asking her to stand as Chairperson for a further four months / next committee meeting and welcomed everyone to the new committee. 
As Mr David Jackson has also resigned as Trustee there is another Trustee vacancy. 
 
5.1 Treasurer’s report:   ME is now the authorised counter signatory to TB on cheques, etc  Income, estimated £3,400, v Expenditure, estimated £4,034, projected to be £634 deficit in 2019 o WindHill Academy Trust, due to funding cuts, have not continued their regular booking; o New hirers include Spring Box and increased table tennis bookings.  TB still trying to change annual bank statement to reflect Village Hall Accounts financial year which runs 1st February to 31st January  Barclays Bank closure of the Sawbridgeworth branch has made paying physical cheques into the account more problematic. Suggestion –Post Office, now located at the High Wych Memorial Hall, is able to accept such cheques.  Hall insurance due for renewal imminently.   o TB recommended insurance stays with Allied Westminster (underwritten by Aviva).  This includes £180,000 rebuild, contents £6,200, public liability £5 million, legal costs, various indemnities and potential excess costs between £100 and £200. o Renewal quotes received for 1yr £786.12, 3yr £748 or 5yr £733 Action: Insurance to be renewed with AW for 3 year period, proposer KH, seconder CL   Section 106 o Outstanding monies, £19k, finally received from East Herts Council (EHC).  This refunded money previously spent by the Village Hall Committee.  The committee was reminded that a total of approx. £67 k available for “community facilities”; ie the village hall.  EHC still have approx. £48k available for further hall improvements which needs to be spent by 2026.  Bank Balance to end financial year, 31st January 2019, estimated at £40,000  TB requested Letting charges be reviewed at the October meeting each year to enable any changes to be signed off at the AGM in February – agreed Vote of thanks to TB for his continued hard work and support, proposer CL, seconder ME 
 
5.2 Parking fees As agreed at the June 2018 meeting MJ informed those residents paying parking charges (per annum charge currently £70 per car, 6 off, & £40 per motor cycle, 3 off) they would no longer be collected in arrears but collected in advance.  Fees continue to be collected at 31st January, ie end financial year. To date MJ has collected most of the car fees but none of the motor cycle fees. 
 
 
Action:  MJ to collect outstanding parking charges.   5.3 Outside audit report by MJ  Some of the gutters have weeds growing out of them. Action:  MJ agreed to action  A large tree, which self seeded, is beginning to encroach on telephone cables. Action:  ME to source two quotes (one from Gilston Wood Yard) for “stump” removal  Hedging along west boundary is again encroaching into the car park. Action:  JB to raise with owners of adjoining property.    Waste bin at front of the hall to be replaced.  ME thanked for emptying this bin on regular basis. Action:  CL to look into replacement bin and liaise with ME.  Memorial garden, alternative proposals circulated by MJ for comment Action:  to be added to March agenda 
 
6. Matters arising from October 2018 minutes.   Trustee vacancies.  Appointment of ME as Trustee (replacing Pat Wood) has not yet been formalised.  KH informed the committee the appointment of new Trustees requires the authorising signature of the existing Trustee(s) only and does not require legal signatory Action: JB to use previous New Trustee Appointment document to generate necessary document for ME  Further investigation necessary to ensure correct documentation / recording. 
 
7 Any Other Business 1. Hall and facilities potential improvements. Section 106 monies (£48k) plus the offer of some of the Parish Council New Homes Bonus – substantial amount of money available for hall improvements. KS informed the committee of a WhatsApp survey she had conducted with Terlings Park residents.  Several useful ideas and comments were received, which KS has collated, suggesting potential improvements to the hall which would make it more attractive to residents and potential hirers. 
 
2. How to increase income JB informed the committee of her research of other local Village Hall websites and discussions with their village hall committee members – other local village halls appear to have many more bookings / events and cheaper. Action: sub group created, ME, JB, SB & KS, to investigate: a. Potential projects for hall and facility improvements b. Potential letting opportunities c. Letting fees Sub group to report back to full committee asap 
 
3. Trustee vacancy resulting from Mr David Jackson’s resignation. Committee welcomed Katie Spencer’s willingness to become a Holding Trustee and recommends her to the existing Holding Trustees, noting her excellent communication channels with a significant proportion of Gilston residents (Terlings Park), enthusiasm to see the hall more central to the community, existing experience including as a Trustee of at least one other organisation, etc.   Action:  JB to use previous New Trustee Appointment document (if appropriate) to generate necessary document for KS. 
4. Letting costs for Gilston & Eastwick Community events JB expressed concern that recent community events, which are offered free of charge to all members of the G&E community, organised by WC & SB have been charged full Letting rates. Action:  Community events will continue to pay full letting rate.  In the event of committee agreeing to alternative reduced charges a rebate will be made.  This will include Messy Church, January 2019 and Pancake Tuesday, March 2019 and any subsequent community events. 
 
 
 
Future agenda items:  Discuss possible change of start time  Proposals from sub committee   ASAP o Potential improvements o Potential new hirings o Amendment to letting fees  May meeting -  o Appoint Chair and third Trustee o Memorial garden o Car Parking Agreement  Auditing of accounts?  Holding Trustees & Charity / Managing Trustees 
 
 
Future meetings: 25th March 2019   Extraordinary meeting     20th May 2019  (elect Chairperson, presentation by sub group)    12th August 2019 Extraordinary meeting – if required    7th October 2019   (to include review of Letting charges)    24th February 2020    Annual General Meeting 
 
Meeting closed at 9:55pm 
 
Actions completed since Feb Business Meeting – for information 
 
5.2 Parking Fees Obtain receipt book? 5.3 Outside Audit:  Guttering: Mr P Finlay has contributed three protective covers and Mr J Joy is contributing labour and use of ladder to clear guttering and put the covers in the highest drain tops.  Large self seeded tree removal Following receipt of two quotes K & B Contractors appointed to remove tree.  Proposer JB, seconded MJ, KH & KS.  Hedging encroachment along west boundary JB discussed with owners of adjoining site and asked for more significant hedge trimming to reduce encroachment on the car park. 
 
Membership of CDA, £35 per annum ` www.cdaherts.org.uk/ This has been approved via email and actioned 

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Gilston and Eastwick Village Hall Management Committee

Monday 1st October 2018

  1. Present: Yolande Clarke (Community representative), Maxine Evetts (Bookings Officer & /trustee), Keith Harvey (Trustee and Vice-Chair), David Jackson (Trustee), Christine Law (Churches representative), Mary Jackson (member of the public).

2. Apologies: Trevor Brown (Treasurer), Janine Bryant (Parish Council representative),   

Main meeting

  1. Chair of the Village Hall Management Committee

Keith Harvey took the chair so that a chair person could be elected.  Mary Jackson was proposed by Yolande Clarke and seconded by Maxine Evetts it was in agreement with the rest of the committee and that Mary would only stand until the AGM on the 4th February 2019.

  1. Minutes of 13th August 2018 meeting
    1. These were proposed by Yolande Clarke and seconded by Maxine Evetts and Mary Jackson signed as a true record of the meeting.
  1. Resignation of David Jackson as Trustee
  1. David informed the meeting that he was standing down as a Trustee to the Village Hall Management Committee.  He was thanked for all his hard work over the years. A vote of thanks was given to David for all his hard work.
  2.  Nomination of replacement Trustee – This is something for the two remaining Trustees to discuss and will be on the agenda for the AGM.
  1. Collection of Car Parking fees
    1. At present car parking fees are collected at the end of each year. It was proposed that now in January the fees would be collected for 2018 and the forthcoming year 2019.  It was agreed that a letter would be sent (by the Chair) to all residents that used the Village Hall car park about the new arrangements.
  1. Potential improvements to the Village Hall (Section 106 monies)

Christine informed the meeting that in Janine absents she had contacted East Herts about the outstanding section 106 monies and was informed that a report had be submitted to release the funds and was awaiting feedback.  Will let us know in due course.

  1. A.O.B.
    1. Chair would like to have a look at the constitution to make some alterations (everyone needs to have a copy).
    2. Meet & Greet – It was agreed to have a Meet and Greet on Saturday 8th December 2018 11.30am – 2.00pm. Arrangement to be discussed never the time.
    3. Chairman would like on the next agenda
  1. proposed changes to the Memorial Garden.
  2. External audit of the premises.
  3. Letter re car park fees to residential users.
  4. Letter for magazine re residential representation on management committee nearer time of A G M. (January).
  1. Date of next meeting 

                                                Monday 4th February 2019 – AGM

Meeting closed at 8.40pm

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Gilston and Eastwick Village Hall Management Committee

Extraordinary Meeting

Monday 13th August 2018

1. Present: Trevor Brown (Treasurer), Janine Bryant (Parish Council representative), Yolande Clarke (Community representative) – arrived at end of the meeting, David Jackson (Trustee), Christine Law (Churches representative), Patrick Wood (Chairman, Trustee & Bookings Officer)

Members of the public – Maxine Evetts, Michael Jones, Mary Jackson, Wendy & John – new residents to Terlings Park

Apologies: Keith Harvey (Trustee and Vice-Chair),

2. Introduction.  This extraordinary meeting was called to manage the resignation of Mr Pat Wood (Chairman, Trustee & Bookings Officer).  Pat is leaving the area of Gilston & Eastwick after many years as a resident.  The Committee thanked Pat for the many years of support he has given to the Village Hall and presented him with a token of their appreciation.

Before discussing the main matter of the evening the Committee were updated with current Hall Booking activity:

The Windhill Academy is no longer in a position to commit to a long term booking of the hall (Wednesday mornings) however it continues to make short term bookings.

A new customer, a keep fit class, has contacted the Bookings Officer with a view to a long term booking.

3. Main Matter – to replace the outgoing Trustee & Chair

Mrs Mary Jackson reminded the Committee of the many duties the outgoing Trustee and Chair, Pat Wood, undertakes on behalf of the Village Hall:

Trustee

Chair of the Village Hall Management Committee

Bookings Officer

maintaining a calendar of bookings, etc 

Taking bookings (including receipt of cheques, etc)

Dealing with any issues related to bookings

Opening up the Hall for a booking

Checking Hall following use

Car parking fee collection

Dealing with any parking issues

Maxine Evetts volunteered to take on the roles of:

Trustee

Second signature for outgoing cheques

Bookings Officer

maintaining a calendar of bookings, etc 

Taking bookings

Dealing with any issues related to bookings

Opening up the Hall for a booking

Checking Hall following use

Mary Jackson volunteered to take on the roles of:

Car parking fee collection &

Dealing with any parking issues

Trevor Brown, treasurer, advised the Committee the collection of car parking fees should change from retrospective to advance collection.  This is to be discussed / confirmed at the October Business meeting.

The Committee were reminded that outside contractors maintain the outside area around the hall and clean the interior.

The Main Matter of the meeting concluded Mary & David Jackson left the meeting.

4.  Section 106 monies.  EHC have agreed approx. £60k available for “Community Facilities”. 

TB sourced replacement invoices from the two companies (survey and building works) which were sent to Lauren Costello & James Gardner (copied to Pat Wood, Trevor Brown and Mark Orson)

(lauren.costello@eastherts.gov.uk and james.gardner@eastherts.gov.uk). 

Further evidence requested: 

  • detail of works undertaken and
  • confirmation that monies could be used for the improvement of the Village Hall (community facility)

Various papers and Committee minutes copied and emailed (by JB) to Lauren and James.  Following response received, Mon 13th August 2018:

 James and I are meeting this week to go through the process of requesting that this payment is considered by Leadership Team. I imagine it will go to Leadership Team in the next 1-2 weeks. If it is approved, our Finance team will then transfer it to the parish council.

Can you please send a new copy of the attached photo? It’s very fuzzy and difficult to read.

Finally, as I’ve said before, we need an official invoice for the work that was carried out from the builder or contractor who did it. This needs to explain what the work and cost was. A handwritten estimate isn’t sufficient. We need to know exactly what the parish council was invoiced for.

I know this might seem tedious but this is just the process is has to go through I’m afraid.

Actions:

JB to photocopy the various papers previously emailed to East Herts

TB to ask Derek Clark Construction Limited for “Statement of work” related to the two invoices.

JB to forward email trail to Maxine

5. Agenda items for next meeting (1st October 2018):

Apologies: Janine Bryant

Vice Chair (Keith Harvey) to act as Chair for Item One

  1. Item One Chair of the Village Hall Management Committee to be proposed and agreed
  2. Resignation of David Jackson, Trustee
    1. Nomination of replacement Trustee for DJ
  3. Collection of Car Parking fees (retrospective or in advance)
  4. Potential improvements to the Village Hall (Section 106 monies)

6. Any Other Business None

Date of future meetings:     Monday 1st October 2018  (note date reverted to original)

Apologies Janine Bryant

                                                Monday 4th February 2019  – AGM

Meeting closed at 21:10

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Gilston and Eastwick Village Hall Management Committee

Business Meeting – Monday 18th June 2018

1. Present: Janine Bryant (Parish Council representative), Trevor Brown (Treasurer), Christine Law (Churches representative), Keith Harvey (Trustee and Vice-Chair), Patrick Wood (Chairman, Trustee & Bookings Officer)

 Apologies: David Jackson (Trustee), Yolande Clarke (Community representative)

Members of the public - none

1a.  Previous minutes – agreed

1b.  Matters arising:

Booking form to be amended – delete section on Special Requirements

2.  House keeping

Hall bookings continue to be stable.

Electricity supply has been moved to E-on fixed price direct debit from 11th July 2018

Hall cleaning, which includes removal of any residual rubbish following Hall use (the booking requirements states Hall users to remove all their rubbish) is working well.

Action:  Committee agreed TB to increase payment to £8.00 per hour.

Banking.  TB has asked bank to supply quarterly bank statements to facilitate the management of Hall accounts (financial year ends 31st January)

TB has purchased 4 * Go Pack tables and a water boiler

3.  Section 106 monies.  EHC have agreed approx. £60k available. 

Unfortunately, EHC have mis-placed the original communication and invoices for £18k to be refunded for improvements to the Hall.  Rigorous searching of historical paperwork cannot find original or copy invoices of the work completed.  Committee minutes (eg 27th October 2014) clearly document the fact communication and invoices were sent to EHC.

Urgent Action:  TB to contact two companies (original surveyors and David Clark Construction Ltd) to request copy invoices.

Action: Meeting to be convened with EHC (Mark Orson – chair E&G Parish Council and Trevor Brown – Treasurer G&E Hall Committee) to resolve, claim monies already spent on improvements and discuss how future expenditure to be managed.

4.  Hall Management Committee and Trustees

PW informed the committee he is standing down later in 2018 as relocating to Isle of Wight.

Pat has made a huge contribution to the maintenance and running of the Village Hall and sincere thanks were given to him for all his hard work.

The following lists many, but not all, the tasks Pat has dealt with:

Trustee

Chair of the Management Committee

Bookings Officer –

maintaining a calendar of bookings, etc 

Taking bookings

Dealing with any issues related to bookings

Opening up the Hall for a booking

Checking Hall following use

Car parking fee collection

Dealing with any parking issues

Urgent Actions:  New Trustee(s) and Committee members urgently needed.

Further Article to be published in the July edition of the E&G Parish Magazine.

The many tasks PW has dealt with need to be reallocated. 

Calendar – CL to investigate moving it to the Parish website (this would be a significant improvement as would be readily accessible to general public). 

Eg        12th July – EHC event

Tuesday evenings – Table Tennis (regular booking)

            Wednesday mornings – Windhill Academy Trust (currently until September 2018) (regular                                                                                                                                              booking)

5.  Additional agenda items not covered:

Potential improvements to the Village Hall (Section 106 monies)

6. Any Other Business None

Date of future meetings:         Monday 17th September 2018  (note date changed)

                                                            Monday 4th February 2019  – AGM

Meeting closed at 21:30

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The Village Hall Management Committee needs New Members

The Village Hall, more or less in the centre of Gilston, remains, alongside the two churches, the most important village resource for Eastwick, Gilston and, now, Terlings Park.  The hall and land were originally donated by the squire in 1908 as a Working Men’s Club.  It is a fine facility enhanced in recent years by considerable refurbishment carried out as a result of the tireless work and efforts of a few residents. 

The hall is available for children’s parties, etc (for example table tennis & yoga – the possibilities are endless) and for other functions such as the recent, well attended, Community Workshops discussing the future of our villages.

The task of running and maintaining the hall and encouraging its use by all residents of our villages is carried out by three Trustees and a small committee whose members include representatives of the villages and organisations such as the Parochial Church Council and the Parish Council.

Over the years this work has been carried out by more or less the same people, none of whom are getting younger, so we are seeking new blood and new ideas, particularly from those new residents who have moved in and become a welcome addition to our villages.

If you are interested please contact , or come along to our next meeting – Monday 18th June 2018 at 8:00pm – everyone is welcome.

Current committee members are:

Pat Wood, Trustee, chair and bookings officer

Keith Harvey, Trustee and deputy chair

David Jackson, Trustee

Trevor Brown, treasurer

Janine Bryant, Parish Council representative

Yolande Clarke, residents’ representative

Christine Law, Parochial Church Council representative

3 vacancies

www.eastwickandgilston.org.uk

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Gilston and Eastwick Village Hall Management Committee

Annual General Meeting & Business Meeting Minutes – Monday 5th February 2018

1. Present: Janine Bryant (Parish Council representative), Trevor Brown (Treasurer), Yolande Clarke (Churches representative), Keith Harvey (Trustee and Vice-Chair), Patrick Wood (Chairman, Trustee & Bookings Officer)

   Apologies: David Jackson (Trustee),

Members of the public (4)

Annual General Meeting (AGM)

2. Minutes of the previous AGM held 20th March 2017 were agreed to be an accurate record.

    Matters arising. None not covered in the agenda.

3. Chairman’s report

The hall continues to make a small surplus.  The grounds are maintained by D Buxton and the hall is cleaned weekly, on Mondays.

The Chair thanked everyone for their help & support throughout the year.

4. Treasurer’s annual report of accounts

  • Bookings remained steady, WindHill Academy Trust, a long term weekly (school term time) booking through to September 2018 have paid for the full academic year (to end August 2017).  The total payment of £1,445 is shown in the 2017 / 18 income figures.
  • Cheques are now being received in a timely manner for payment into the bank.
  • All suppliers & services now paid by direct debit.
  • Insurance has been renewed with new provider for 1 year.  Moved from Aon Village Hall Insurance to Allied Westminster (underwritten by Aviva).  (Note an increase of only £10 on the previous year)

  • Application for reduced rates has been approved
  • Section 106 monies still not received.

5. Committee meeting minutes, accounts, bookings diary and pricing to be published on the Parish website.

Actions: Janine to send electronic copy of recent minutes to Christine Law for publication

            Christine to publish 2017 / 18 end of year accounts (paper copy handed over)

            Pat to send Christine list of bookings and current prices for publication

                   

Election of Committee members believed to be biennial.  AGM 2017 elected members therefore no action this year.

New committee member appointed to represent the Parochial Church Council, Christine Law.  Yolande Clarke will continue as a Committee member representing residents.

Communication, prepared by Yolande, to be published in Parish Magazine to encourage residents to get involved – it is the Community’s Hall (ie everyone’s)

Action:  Janine putting into electronic document, to be sent to Christine for publication

Next Annual General Meeting               Monday 4th February 2019  

Meeting closed at 21:15

STATEMENT OF INCOME / EXPENDITURE FOR YEAR ENDING 31/01/2018

            INCOME                                                                    EXPENDITURE

LETTINGS

 

OVERHEADS

 

Misc. Hall Hire

£4,728.00

Electricity

£1,014.46

Parish Council

£210.00

Water & Sewage

£181.14

EHDC Elections

£300.00

Fire equipment

£88.68