title="Eastwick & Gilston Parish Council in Hertfordshire">
Mon, 27th May 2019

Village Hall Management

Village Hall Management

Village Hall Management Committee.

Chairman: VACANT

Treasurer Trevor Brown  01279 423676.

Bookings Officer Maxine Evetts 07723 606887

Vice Chairman and Trustee: Keith Harvey 01279 410435.

Trustee: VACANT

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Gilston and Eastwick Village Hall Management Committee

Annual General Meeting– Monday 4th February 2019

1. Present: Trevor Brown TB (Treasurer), Janine Bryant JB (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), Christine Law CL (Churches representative)  

 2.  Apologies: None

Members of the public Sarah Bagnall SB, Rev. Wendy Carter WC, Patricia Goy PG, Katie Spencer KS, Frank Twitchett FT

3. Minutes of the previous AGM held 5th February 2018 were agreed to be an accurate record subject to minor amendment.

Matters arising. None not covered in the agenda.

4. Minutes signed as accurate record

5. Reports

MJ reminded the meeting that the October 2018 meeting had appointed herself as Chair until this AGM.

MJ reported that as a result of Trustee resignations during 2018 the Village Hall Trustees (Keith Harvey and Maxine Evetts) are seeking a third Trustee.

Treasurer’s annual statement not yet available.  Statement of Accounts to date discussed in the following Business meeting.

6. Elect Committee members (all current members required to stand down)

All present, including members of the public who had not previously been Committee members, were invited to stand for the Committee.  The following agreed to join the Committee:

Sarah Bagnall SB (Residents representative), Trevor Brown TB (Residents representative), Janine Bryant JB (Parish Council representative), Yolande Clarke YC (Residents representative), Maxine Evetts ME (Trustee & Bookings Officer), Keith Harvey KH (Trustee and Vice-Chair), Mary Jackson MJ (Residents representative), Christine Law CL (Churches representative), Katie Spencer KS (Residents representative)

7. Elect Officers: Chairperson, Treasurer and Secretary

Chairperson:  As there are new members joining the committee MJ was invited to continue as Interim Chair for 4 months (next anticipated committee meeting) proposer JB, seconded KH

Treasurer: TB informed committee he is happy to continue fulfilling this role.  TB duly appointed as treasurer;  proposer MJ, seconded CL

Secretary: this is a new position.  JB was asked if willing to take on this role, proposer CL, seconded KH

Next Annual General Meeting            Monday 24th February 2020

The meeting was closed at 8:25pm

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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

 

£5,238.00

Insurance

£821.99

SALES

 

 

£2,106.27

Car Parking

£740.00

MAINTENANCE

 

 

£740.00

Wages – cleaner

£630.00

INTEREST

 

       Window cleaner

£122.00

COIF Deposit

Nil

Grounds  maintenance

£615.00

 

 

 

£1367.00

 

 

ADMINISTRATION

 

TOTAL INCOME

£5978.00

Stat/Postage/Sundries

£60.69

 

 

 

 

 

 

TOTAL EXPENDITURE

 

 

£3,533.96

BANK BALANCES

 

 

 

Community Account as of 31.1.2017

£18,564.39

 

 

Business Account as of 31.1.2018

£464.24

 

 

 

 

Balance as of 31.1.2017

£18,564.39

 

 

Excess Income / Expenditure

+£2,444.04

 

 

Balance as of 31.1.2018

£21,008.43

 

 

 

 

 

 

 

 

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Gilston and Eastwick Village Hall Management Committee

Business Meeting Minutes – Monday 23rd October 2017

1. Present: Janine Bryant (Parish Council representative), Yolande Clarke (Churches representative), David Jackson (Trustee), Patrick Wood (Chairman, Trustee & Bookings Officer)

   Absences: Trevor Brown (Treasurer), Keith Harvey (Trustee and Vice-Chair),

2. Minutes of previous meetings held 19th June 2017 were agreed to be an accurate record.

    Matters arising. None not covered in the agenda.

It was noted that owners of adjoining property have had the hedging trimmed along edge of car park.

3. Treasurer’s update

·         Bookings remained steady, cancellation by U3A Bridge replaced by WindHill Academy Trust, a long term weekly (school term time) booking through to September 2018 generating £1,445

·         Receipt of cheques still haphazard delaying payment into the bank.

·         All suppliers & services now paid by direct debit.

·         Insurance has been renewed with new provider on a 3 year contract.  Moved from Aon Village Hall Insurance to Allied Westminster (underwritten by Aviva).

·         Section 106 monies still not received.

4. Hi