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Archive 2016

Wacton Village Hall Trustees
Minutes of Meeting on 19th December 2016

Present: Calvin Goreham (Chair), Don Baker, Bob Tingley and Peter Reason.

1. Apologies: Rev. Heather Wilcox and Peter Jacques

2. Minutes of the meeting on 21st November were agreed and signed after noting that the distance from the hall to the grit bin on The Green was 150 metres rather than 300 as previously recorded.

3. Matters Arising:

(i) Alcohol Licensing
The formal confirmation of DB's conclusions with SNC remain on his personal agenda.

(ii) Building Sign-Off and Hand Driers
No progress

(iii) Grit Bin
Pat Reynolds has offered a wheelie bin-style container for use by the Village Hall to store grit. The offer was gratefully accepted by the committee.

(iv) Lighting to steps
Permanent lighting before the next meeting of TWI is unlikely to be completed but a temporary set-up would be provided.

(v) X-Box
HW was asked by PR to contact the Head of St Mary's School in an attempt to clarify the status of the X-Box. She has confirmed that she had done so but the Head appeared to know little of the possible gift but had agreed to investigate at her end. HW will furnish the committee with further details as they come to light.

4. Matters for Consideration:

(i) Asset List
As part of the discussion of the X-Box it was noted that the List had not been systematically updated since it was compiled by Vera Cruickshank in 2015. Committee to review it and identify subsequent purchases.

(ii) Computer Club
DB reported that the final meeting took place on 15th December. CG reported that the broadband connection would be discontinued on 27th January 2017, although there was interest from the Parish Council in retaining it. It remains for the PC to agree to foot the bill should this interest be sustained. CG to report back.


5. Correspondence: None

6. Treasurer's Report:
The Acting Treasurer, CG, presented the figures as follows;
the two deposit accounts each contain a total £15043.52; there is £2290.34 in the current account and £1306.62 in the BACS payments account.

CG related that he had failed to claim expenses in the sum of £114 dating back to 100 club prizes in October and November 2015. The latter was the final month of the club which was treated as the Christmas meeting with double prize money. The committee agreed that the claim was justified and should be paid.

7. Building Progress:
Nothing further to report.

8. A.O.B.

(i) New Year's Eve Party
CG had agreed a fee of £5 per hour for 7 hours between 17.00 and 00.00 on 31st December. As the club had paid for the hall on 18th November, a date they did not use due to the firework display on the Green the day after, the total cost would be reduced by £20. CG had also agreed with the Club that it would pay 50% toward the cost of the Hall's music licence.

(ii) Electricity Bill
CG had received an offer from our supplier, EON, of a reduced rate. The new offer is 27.00p per day and 16.56p per kWh, ex VAT. PR to check price against other suppliers.

(iii) Disclosure of Gifts
PR reported to the Committee the gift of a 729g container of Roses Chocolates for his personal consumption from Tharston Womens Institute.

9. Date of next meeting – 16th January at 19.30pm.
Meeting concluded at 20.45

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Wacton Village Hall Trustees
Minutes of Meeting on 21st November 2016

Present: Calvin Goreham (Chair), Don Baker, Peter Jacques, Bob Tingley and Peter Reason.

1. Apologies: None; Absent: Rev. Heather Wilcox

2. Minutes of meeting on 12th September were agreed and signed.

3. Matters Arising:

(i) Alcohol Licensing
DB has collated the rules and regulations relating to the issue and has discussed his conclusions with the officer at SNC. He will now seek formal confirmation of his conclusion from SNC and bring the result back to the committee.

(ii) Building Sign-Off
The drain test remains the most significant item still to be completed and it was agreed that it would have to wait until better weather in the new year.

(iii) Hand Driers
CG has yet to make a selection of the most appropriate and affordable model to replace the ineffective models in the Ladies' and Gents' toilets. It is hoped that he and DB can agree a selection before the next meeting.

4. Matters for Consideration:
(i) Grit Bin
PJ has approached SNC for the provision of a bin close to the village hall so that the path and steps up to the building could more easily be kept ice-free, the nearest at present being at the junction of Stratton Road and The Green, some 300 metres distant. It appears that as the VH access is not public highway but private land they are unwilling to make provision. PJ will now clarify their stance on re-filling the existing bins. First impressions indicate that this is no longer a routine undertaken by Highways but down to the Parish Council to arrange and fund.

(ii) Additional External Lighting
Comments have been received informally that some member of Tharston W.I. have fallen while leaving the hall after dark due to the shadow cast by bodies on the lower steps. PR has had confirmation from the Secretary of the group that over the past 15 months there had been 4 instances of stumbles and that elderly members in particular were not confident of their footing. It was decided that we should attempt an improvement and DB offered an unwanted lantern-style street lamp which could be erected on the grass to shed light on the bottom steps. It was hoped this could be erected before the W.I. Christmas party in early December.

5. Correspondence: None

6. Treasurer's Report:
The Acting Treasurer, CG, presented the figures as follows;
the two deposit accounts each contain a total £15043.03; there is £2506.51 in the current account and £1217.46 in the BACS payments account.

7. Building Progress:
All the rooms in phase one, bar the kitchen, have now been repainted. A more modest removal of marks on the walls of the main hall will be attempted.

8. A.O.B.
CG has understood that it is the intention of Cllr Worsley to give the X-Box to St. Mary's School. Although it was purchased with money granted to the village hall to run and equip the Computer Club, Trustees were not opposed to this as the equipment had not been used and the club was likely to fold by the new year. However, it was thought wise to make this a formal transfer from our inventory. PR to confirm with HW that she is a school trustee and ask for her to be a go-between.

9. Date of next meeting – 19th December at 19.30pm.
Meeting concluded at 20.25

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Wacton Village Hall Trustees
Minutes of Meeting on 12th September 2016

Present: Calvin Goreham (Chair), Don Baker, Peter Jacques, Bob Tingley, Rev. Heather Wilcox and Peter Reason,

1. Apologies: None

2. Minutes of meeting on 18th July were agreed and signed.

3. Matters Arising:

(i) River Bank
PJ has undertaken emergency repairs within the restrictions imposed by the Environment Agency.

(ii) Computer Club
The date advertising the session in the current Sexton's Wheel was incorrect. A bill from BT has been received covering 10 months broadband use. This will paid from the grant.

4. Matters for Consideration:
The event on 10th September raised a number of issues.
(a) The hall and toilets were left in a filthy condition. PR to contact the caterers who hired the hall for their version of events. A deposit was not held due to a similar event with the same caterer passing off without incident. In the future such events will routinely attract a deposit.
(b) the inadequacy of the hand-driers may contribute to the waste of toilet tissue, a feature noted at many previous events.
(c) the provision of a mobile bar by the caterer led to the social club asserting its sole right to sell alcohol at the hall. Trustee(s) to seek clarification from the SNC Licensing Officer.

5. Correspondence: None

6. Treasurer's Report:
The Acting Treasurer, CG, presented the figures as follows;
the two deposit accounts each contain a total £15040.97; there is £1900.51 in the current account and £1445.88 in the BACs payments account.

7. Building Progress:
A float gauge has been fitted to the oil tank and access steps erected to the rear store room.

8. A.O.B. None
A Parish Councillor has requested permission to locate a carousel or a leaflet rack for public information in the hall foyer. The concern is that there is no obvious space for either option and such information would only be accessible to current users of the hall, a small proportion of the target audience.
An offer has been received for purchase of the wooden tables and trestles. No merit in selling could be identified by the committee.
DB has concluded his discussions over the tariff currently applied to the hall. The Variable Electricity Plan Nightsaver (Economy 7) will be replaced by the more appropriate single rate meter.

9. Date of next meeting – 17th October at 19.30pm.
Meeting concluded at 20.45

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Wacton Village Hall Trustees

Minutes of Meeting on 18th July 2016

Present: Calvin Goreham (Chair), Don Baker and Peter Reason,

1. Apologies: Bob Tingley. Absent: Rev. Heather Wilcox and Peter Jacques.

2. Minutes of meeting on 20th June were agreed and signed.

3. Matters Arising:
(i) Social Club -
*The storage of alcohol on the premises requires an alarm to be fitted. This will be a telephone-based system linking to the police and designated social club committee member(s). Should the current line to the VH not extend or separate the Social Club will resolve problems to their, the Trustee's and the insurer's mutual satisfaction as well as fund the installation.
*Various notices should be displayed in the hall concerning licences and DB volunteered to supply and fit one.
* a request for the installation of a ceiling fan has been made by the club after the room temperature became uncomfortably hot at the event on 9th July. If one can be found at a suitable price the request will be agreed.
* the Trustees agreed the erection of a dart board once the material to protect both wall and floor provided by the Club has been agreed
* the Club has set up a BACS account for payment into the VH account.

(ii) River Bank – In the absence of Peter Jacques this item was deferred.

(iii) Building Sign-Off – no progress.

(iv) Computer Club
The club will now meet on the 2nd and 4th Thursday of each month. This has been publicized in the Sexton's Wheel. The router upgrade has been completed and it has been confirmed to the Parish Council that the unit has been donated. There will be no financial implications for the village hall as a consequence.

4. Matters for Consideration:
A request has been received from the Parish Council for permission to erect a sectional concrete garage behind the Village hall in which to store equipment owned by the Parish. This raises issues of practicality and planning consent. They have been offered use of the external store, with any adaptations at their expense. PR to clarify the planning position.

5. Correspondence: None

6. Treasurer's Report:
The Acting Treasurer, CG, presented the figures as follows;
the two deposit accounts each contain a total £15040.08; there is £3386.73 in the current account and £1245.06 in the BACs payments account.

7. Building Progress: Nothing to report

8. A.O.B. None

9. Date of next meeting – 15th August at 19.30pm.

Meeting concluded at 20.45

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Wacton Village Hall Trustees

Minutes of Meeting on 20th June 2016

Present: Calvin Goreham (Chair), Don Baker, Peter Jacques and Peter Reason,

1. Apologies: Bob Tingley and Rev. Heather Wilcox.

2. Minutes of meeting on 23rd May were agreed and signed.

3. Matters Arising:

(i) Social Club - PR had sent the minutes of the meeting with the social club agreed at the VH meeting in May to Suzie Mulhall and have received back an amended version. Some amendments were uncontentious but there were two items that needed further clarification before we could agree them. The insurance implications are still not clear and will not be until the club confirms the level of alcoholic stocks they intend to maintain in the hall.

(ii) River Bank - PJ guided the committee through the report from the Norfolk Wildlife Trust. The site survey found evidence of low level Water Vole activity and no evidence of nesting on site. We will be required to provide the Environment Agency with our bank repair proposals by August and if approved, to retain a consulting engineer to produce a plan of work. The construction window is February 15th to April 15th. There is a possibility that concrete slab support to the bank on the existing angle might be approved by the EA as a similar solution has been employed further west on Hall Lane where voles are also present with no apparent detriment to their activities.

(iii) Building Sign-Off – DB will run a drain test to confirm integrity of the sewer pipework and all existing paperwork will be collated prior to calling in Building Control.

4. Matters for Consideration: None.

5. Correspondence:
CG has received a proposal for a Wine Tasting event from a commercial operator at an introductory offer price of £50. It was not thought viable by the committee.

6. Treasurer's Report:
The Acting Treasurer, CG, presented the figures as follows;
the two deposit accounts each contain a total £15039.21; there is £3490.73 in the current account and £1245.06 in the BACs payments account.

7. Building Progress: Nothing to report

8. A.O.B.
The Computer Club at its last meeting was down to 2. There is a suggestion that some members of Tharston W.I. would participate were tuition pitched at absolute beginners. PR to make further enquiries of his W.I. contacts. The proposal for Wi-Fi hotspot has been clarified and refers to the hall alone, not the village. Cllr Worsley will be installing an upgraded hub in late June.

9. Date of next meeting – 18th July at 19.30pm.

Meeting concluded at 20.30

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Wacton Village Hall Trustees

Minutes of Meeting on 23rd May 2016

Present: Calvin Goreham (Chair), Don Baker, Peter Jacques, Peter Reason, Bob Tingley and
Rev. Heather Wilcox

1. Apologies: None.

2. Minutes of meeting on 18th April were agreed and signed.

3. Matters Arising:

(i) PR circulated the minutes of the meeting between the Trustees and the Social Club on 5th May. They were approved to forward to Suzie Mulhall after recording the decision of the club chair that the VH would be fully reimbursed by the club for the loss of Discretionary Rate Relief.

(ii) PJ provided and update on the stream bank repair. Chris Smith of the Norfolk Wildlife Trust will be commissioned to conduct a survey of the site and provide us with a plan of action.

4. Matters for Consideration: None.

5. Correspondence: None

6. Treasurer's Report:
The Acting Treasurer, CG, presented the figures to 16th March as follows;
the two deposit accounts each contain a total £15035.72; there is £3745.24 in the current account and £1215.06 in the BACs payments account.

7. Building Progress:
The cooker hood is installed but ducting to outside is outstanding, as is the PAT testing. The recent failure to re-order oil highlights the need to install a level indicator. The options will be pursued. It was decided that it was now time to get the building signed-off by Building Control. DB is to check the Building Regulations for any steps we should make in preparation.

8. A.O.B.
The long term prospects for the Computer Club were discussed in the light of the decline in numbers from the initial 14 to the current 4/5. CG will seek clarification on Councillor Worsley's plans for a 'Wacton WiFi Hotspot'.

9. Date of next meeting – 20th June at 7.30pm.

Meeting concluded at 20.45

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Wacton Village Hall Trustees

Minutes of Meeting on 18th April 2016

Present: Calvin Goreham (Chair), Don Baker, Peter Jacques, Peter Reason and Bob Tingley.

1. Apologies: None.

2. Minutes of meeting on 14th March were agreed and signed.

3. Matters Arising:
PJ provided and update on the stream bank repair. Before any remedial work can proceed a wildlife survey must be completed to determine whether Water Voles, a protected species, are present. PJ will seek estimates for the consultancy. The discussions he has had with DEFRA indicates that the department will only approve the use of natural materials for stabilization. Until this work has been completed road pins and warning tape will be erected to keep parked cars 1.5m away from the kerb edge.

4. Matters for Consideration: None.

5. Correspondence:
An email from the Social Club secretary, Suzie Mulhall, on 5th April contains a list of items for further discussion with the trustees. She will be requesting a date for a meeting in due course.

6. Treasurer's Report:
The Acting Treasurer, CG, presented the figures to 16th March as follows;
the two deposit accounts each contain a total £15037.45; there is £3801.42 in the current account and £1215.06 in the BACs payments account.

7. Building Progress:
The hinges on the loft hatch have been replaced; Steamy Windows have repaired the bottom hinge to the main door and installed a restrainer to prevent 'over opening'; a reducer has been added to the fan in the gents' toilet allowing the attachment of a duct; DB has started PAT testing the small appliances.

8. Date of next meeting – 16th May at 7.30pm. AGM followed by normal meeting.

Meeting concluded at 20.45

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