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WACTON VILLAGE HALL TRUSTEES
MINUTES OF MEETING HELD ON 21st JANUARY 2019

Present:- Calvin Goreham, Caroline Squires, Pat Reynolds, Christine Goreham, Peter Jacques, Ian Logan and Bob Tingley.

1. Apologies – Apologies had been received from Rev. Heather Wilcox.

2. Minutes – The Minutes of the meetings held on 12th November 2018 and 17th December 2018 were approved and signed.

3. Matters Arising ( not covered on the agenda) – None

4. Matters for consideration :-
a. Safeguarding Policy:- Copies of a suggested draft policy were passed to the Trustees so that they could study the content and bring suggestions for any proposed changes to the next meeting.

b. Purchase of a cooker hood :- Calvin passed round details of cooker hoods available from
Screwfix. It was agreed that the model with the higher extraction rate should be purchased at
a cost of £100. As it will plug into an existing socket the installation can be carried out in
house

c. Provision of baby changing facilities:- A number of enquiries about this facility have
been made by prospective hirers. Christine has been making enquiries about possible
sources of funding for this, including South Norfolk District Council and the Lions. The
approx. cost will be £130 including V.A.T. As the Lions will consider the application this
week it was agreed that we should await their decision before approaching other sources.

d. Security – provision of a notice saying no money or valuables on the site :- It was agreed
that this should be combined with the Police notice on the front door.

e. To make arrangements for the publicity for the defibrillator training:- It was agreed
that a notice should be put in the Sextons Wheel and posters displayed for the first session
from 10 – 11 am on March 16th. Regular hirers will all be offered places in the second
session from 11.15 to 12pm. It was agreed that the instructor should be given a £25.00
donation as she is making no charge.

f. To discuss hire terms for All Saints Church:- It was agreed by all that we should assist
the Church with their fundraising event and various methods were discussed. It was then
agreed that the Church would be offered the same deal as the Social Club in that the
hire fee would be wholly or partially waived if the event failed to raise sufficient profits.

5. Correspondence:- None received. A letter had been sent to the Social Club giving the
results of the survey about the proposed picnic bench outside the Hall and declining their
offer.

6. Treasurer's Report and signing the 2017/18 Accounts:- The treasurer reported that the
current accounts now total £4,871.49. The deposit accounts remain at £23,130.58.

The chairman reported that Pippa Argent has now completed the audit of the 2017/18 accounts
and the annual return for that year can be submitted. The chairman and the secretary signed
the paperwork. The chairman pointed out that Pippa has done a superb job in carrying out the
audit. She has made it clear that she does not want to be re-reimbursed but has offered her
time as a contribution.
It was agreed that both she and Helen Reynolds should be sent a letter of thanks from the
trustees. Pat was also thanked.

7. Maintenance report:- A working party was arranged for 26th January 2019 to carry out the
following:-
Replacement of service valves in disabled toilet.
Inspection and servicing of all chairs.
Fitting the kick board on the cooker.
Fitting of cooker hood.


8. A.O.B. It was confirmed by the Chairman that the responsibility for activities in the hall
rest with the hirer.

9. Items for the next agenda:- The adoption of a Safeguarding Policy.

 

 

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WACTON VILLAGE HALL TRUSTEES
MINUTES OF MEETING HELD ON 18th FEBRUARY 2019

Present:- Calvin Goreham, Caroline Squires, Pat Reynolds, Christine Goreham, Peter Jacques, Ian Logan and Bob Tingley.

1. Apologies – Apologies had been received from Rev. Heather Wilcox.

2. Minutes – The Minutes of the meeting held on 21st January 2019 were approved and signed.

3. Matters Arising ( not covered on the agenda) – None.

4. Matters for consideration :-
a. Safeguarding Policy:- The draft policy was discussed and a few minor amendments were agreed. Christine will be the Trustees' named representative and will add the contact names as required. Peter Jacques proposed the adoption of the policy and it was unanimously agreed.
Christine will carry out an on line course covering the subject and will be re-reimbursed for
the £20.00 fee.

b. Baby Changing facilities:- The Lions have kindly agreed to fund this facility The unit has
been purchased and will be fitted shortly.

c. Heating :- Following a complaint, in very cold weather the heating will now be turned
on an hour and a half before a hire period to ensure an adequate temperature has been
reached. Enquiries have been made about improving the control of the system and the cost
would be in the region of £450. It was decided to do nothing at present.

It was reported that the recent problem with the hot water supply had been caused by
limescale in the expansion tank. Unfortunately, a representative of the Social Club had,
without any authority, cancelled the appointment the Trustees had made with the heating
engineer to carry out the necessary work. However, the problem has now been resolved. It
may be advisable to fit a water softener to stop future reoccurrence, advice will be sought
from the engineer.

The chairman pointed out that the boiler is now over 10 years old and there have been
recent problems with the annual servicing. It may, therefore, need replacing in the near
future, which will be a considerable expense to be budgeted for.

d. Vandalism in the men's toilets:- The cleaner had reported finding the toilet and hand basin
in the men's toilets covered in faeces. She had carried out the unpleasant task of cleaning
up and had needed to dispose of some of her equipment. The secretary had e-mailed to
apologise and offer compensation. It was agreed that she should be given some flowers.
As the toilets had been checked after the last hirers and there had been no forced entry, it
seems that this must have been done by someone with access to the key code.

Following a discussion it was agreed:-
i. Any future vandalism would be reported to the police and no clearing up should be
undertaken until either the police have visited or photographs have been taken.
ii. Regular hirers should all be contacted asking them to report any problems found when
entering the hall.

iii. Holders of the key code would be asked to provide a list of everyone with access to
the code.

5. Correspondence:- None received. Letters of thanks had been sent to Helen Reynolds for
administering the Village Hall accounts and maintaining the records, and to Pippa Argent
for carrying out the annual audit for 2017/18.
An enquiry had been made about using the hall for an alternative Pilates group. This may
conflict with the classes provided by Jo Douglas but seated Pilates and Zumba would be
welcomed.

6. Treasurer's Report:- Current Accounts - £5,042.49
Deposit Accounts - £23,134.51

7. Maintenance report:- A working party on 26th January 2019 carried out the following:-

Replacement of service valves in disabled toilet.
Inspection and servicing of chairs.
Fitting the kick board on the cooker.

8. A.O.B. It was pointed out that there had been slight movement on the bank surrounding the
car park. No action is needed at present but there may be a need for major work in the future.


Items for the next agenda:- None suggested.


Date of next meeting :- 18th March 2019.

 

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WACTON VILLAGE HALL TRUSTEES
MINUTES OF MEETING HELD ON 18th MARCH 2019

Present:- Calvin Goreham, Caroline Squires, Pat Reynolds, Christine Goreham,Ian Logan and Bob Tingley.

1. Apologies:- PeterJacques.


2. Minutes:- The Minutes of the February meeting were agreed and signed.


3. Matters Arising:- It was reported that the Safeguarding Policy had been completed and could now be added to the website.
The baby changing unit has been installed and a letter of thanks sent to the Long Stratton Lions.
Calvin has found that there is a limescale filter in the heating system which, if
changed, may help the problem with the boiler in the future.


4. Matters for consideration:-
To discuss policy regarding the 'free' setting up and clearing down allowance on
hire periods:- Christine pointed out the potential loss of income on each hire
due to this allowance. After discussion it was agreed that the free period
should remain. However, any additional time required by a hirer should be
charged for at the normal rate.


5. Correspondence:- None.


6. Treasurer's Report:- The current balances on the accounts were reported to
the Trustees.
It was confirmed that the Parish Council currently pays £500 per annum for
the use of the Parish Office.


7. Maintenance Report:- There are still a few chairs in the Meeting Room
needing new screws, which Calvin will purchase.The outside cladding needs
some maintenance, which will be done later in the year.
The entrance hall may soon need a coat of paint.


8. Any Other Business:- It was reported that the police had advertised a 'Street Surgery' to take place during the Coffee Morning on 19th March.
Arrangements were made for the opening and closing of the hall for a hire on 30th March.
The secretary requested that tenders should be sought for the cleaning contract
for the next year and this was agreed.


9. Items for the next meeting:- Cleaning contract.

 

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WACTON VILLAGE HALL TRUSTEES
MINUTES OF MEETING HELD ON 15th April 2019

Present:- Calvin Goreham, Caroline Squires, Pat Reynolds, Christine Goreham, Peter Jacques, Rev Heather Wilcox and Bob Tingley.

1. Apologies:- Ian Logan


2. Minutes:- The Minutes of the February meeting were agreed and signed.


3. Matters Arising:- It was reported that Christine has not yet undertaken the on-line course on safeguarding.
Calvin reported that the model of limescale filter currently fitted to the boiler is
now obsolete. He has found a possible replacement at a cost of approx £30.00
and it was agreed that this should be purchased.


4. Matters for consideration:-
a. Cleaning contract :- Quotations had been received from both the current
company and an alternative. The cost per month could be reduced to £42.00.
compared to the current price of £60.00. Internal windows could be included at
an additional cost of £5.00 every three months. It was unanimously agreed to
change to the new company. It was agreed that the contract for cleaning the
external windows should remain with the existing company.

b. Helium balloons :- It was explained that helium balloons left unattached in
the Hall cannot be retrieved from the ceiling and over time leak gas which sets
off the fire alarms, these cannot then be reset for some considerable time. It
was, therefore, agreed that these balloons should not be allowed in the Hall.
Hirers should be advised of this in addition to adding it to the terms and
conditions.

c. Tidying the rear of the Hall:- Before the rear of the Hall can be cleared the
picnic bench belonging to the Social Club needs to be removed. Caroline
reported that the secretary, Katie, had reported that they were having difficulty
in getting a team together to do this. It was agreed that members of the
V.H. Committee would be prepared to help over the Easter weekend. Caroline
will let Katie know. Pat offered to burn the picket fencing stored at the rear of
the Hall. A working party will carry out a clean up.

d. Fire Door near toilets:- It had been noticed that this fire door is not shutting
properly. Bob and Calvin will investigate.

5. Correspondence:- Christine had received notification of the use of the Hall
for the European Elections on 23rd May. It was agreed that as there is some
doubt about the elections taking place, the council should be advised that a
cancellation charge of £50 would be applied if the election is not required.

6. Treasurer's Report:- There is at present £5,141.90 in the current accounts
and a total of £23,141.99 in the deposit accounts. Calvin presented an expenses
account for £55.99 to be paid.
Caroline had prepared an analysis of the expenditure for the 2017/18 year so that
Trustees could identify the day to day cost of running the Hall. Copies were
handed out. Comparison with an up to date breakdown of the regular and casual
hirers of the Hall shows that there is a small surplus each month after expenses
have been met. However provision needs to be made for expected expenditure
on the boiler in the fairly near future and on the car park at a later date.

7. Maintenance Report:- Calvin reported that some internal painting is needed
before long, especially as some cracks are appearing in the plaster. More screws
are needed to complete the refurbishment of the last few chairs in the Meeting
Room.

8. Any Other Business:- Christine requested holiday cover for a hire to take place on 15th June. She also pointed out that it was no longer possible to offer
potential hirers a regular weekly evening slot, because of other less frequent
bookings on each night. It was agreed that a Yoga class could meet on a
Wednesday evening, as this was unlikely to disrupt the monthly Parish Council
meeting on that night. Christine will follow up the enquiry.

9. Items for the next meeting:- Holiday cover and date for June meeting.

 

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WACTON VILLAGE HALL TRUSTEES
MINUTES OF MEETING HELD ON 13th MAY 2019

Present:- Calvin Goreham, Caroline Squires, Helen Reynolds, Christine Goreham, Peter Jacques, Rev Heather Wilcox and Bob Tingley.

1. Apologies:- Ian Logan.

2. Minutes:- The Minutes of the April meeting were agreed and signed.

3. Matters Arising:- It was agreed that the message about helium balloons in the Hall should be put on the Booking Form in capital letters. Christine will make sure that hirers are aware of the ban.

4. Matters for consideration:-
Holiday cover and date for June meeting:-
Ian had agreed to look after the bookings between 17th and 22nd June. Caroline
will set up for Coffee Morning on 18th June and Peter will check the Hall on
Saturday 22nd June.
It was agreed that the June meeting of the Trustees would take place on
10th June.

5. Correspondence:- None

6. Treasurer's Report:- The year end figures, which have not yet been audited,
show a balance of £5,238.89 in the current accounts and £28,376.95 in the
deposit account. The agreement with the Social Club will need to be reviewed
at the next meeting.

7. Maintenance Report:- Calvin reported that the limescale filter for the water
system has now been fitted.
After inspection of the fire door near the Men's toilets it has been decided to
ask Steamy Windows to look at the problem.
It was agreed that P.A.Testing should be carried out by Simon Marjoram.
Christine will arrange this and a list of all items that require testing will be
made at the weekend.

8. Any Other Business:- None

9. Items for the next meeting:- To arrange a working party to clear up at the
rear of the Hall.

 

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WACTON VILLAGE HALL TRUSTEES
MINUTES OF MEETING HELD ON 10th June 2019

Present:- Calvin Goreham, Caroline Squires, Helen Reynolds, Christine Goreham, Peter Jacques Rev Heather Wilcox and Bob Tingley.

1. Apologies:- Ian Logan.

2. Minutes:- The Minutes of the May meeting were agreed and signed.

3. Matters Arising:- The faulty fire door has been repaired by 'Steamy Windows' and the Portable appliance testing has been carried out.

4. Matters for consideration:-
a. To consider the terms of agreement with the Social Club:- The terms under
which the Social Club are due to be reviewed after the current two year
agreement expires this month. At present they pay the standard rate of hire for
their meetings but do not pay Business Rates of £388 per annum, incurred on
their behalf. In the past they have paid £27.00 towards the cost of running their
freezer. After a discussion it was agreed that the trustees should no longer
continue to financially support the club. In all other start up cases the help
has only been on offer for a short period of time. It was therefore proposed that
Club should now be asked to pay 50% of the business rates for this year and
the full amount thereafter – this was agreed by all and the Secretary was asked
to arrange a meeting with members of the Club's committee before our next
meeting.
b. To arrange a date for a working party to clear up behind the Hall. This
matter was deferred until the July meeting.

5. Correspondence:- Christine reported that County Broadband had made
enquiries about a prospective booking for 16th July.


6. Treasurer's Report:- The treasurer reported that there is £4147.87 in the
current accounts and £23,145.79 in the deposit account. The accounts for last
year will be audited soon. The chairman proposed that changes should be made
with the bank so that Helen is the main account holder and Peter Jacques
becomes a signatory.

7. Maintenance Report:- Calvin reported that an additional limescale filter has
been purchased. The light diffusers, especially in the kitchen, need cleaning.
The leak in the men's urinal also needs to be looked at.

8. Any Other Business:- Christine pointed out that there are currently no private functions booked and suggested that we should look at promoting the use of the Hall. This could include changing the advert in the Sexton's Wheel and looking at advertising in other local village magazines. This would be looked at further.

9. Items for the next meeting:-
a.To arrange a working party to clear up at the rear of the Hall.
b.To finalise agreement with the Social Club.

 

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WACTON VILLAGE HALL TRUSTEES
MINUTES OF MEETING HELD ON 15th July 2019

Present:- Calvin Goreham, Caroline Squires, Helen Reynolds, Christine Goreham, Peter Jacques, Ian Logan and Bob Tingley.

1. Apologies:- None

2. Minutes:- The Minutes of the June meeting were agreed and signed.

3. Matters Arising:-

4. Matters for consideration:-
a. There was further discussion about the payment of the business rates by the
Social Club and it was agreed that there could be some negotiation at the
forthcoming meeting. The rates could be repaid either in a lump sum or in
monthly instalments.
b. To arrange a date for a working party to clear up behind the Hall :- Calvin
pointed out that there were some additional matters needing attention
including refurbishing the remaining chairs, cleaning the light diffusers,
replacing spot light bulbs and dealing with the leak in the gent's toilet. It was
agreed that the working party would take place on 17th August from 10.00pm.

5. Correspondence:- None

6. Treasurer's Report:- The treasurer reported that the accounts for 2018/19
have now been fully audited and the provisional figures given at the A.G.M.
are confirmed. The auditor had found that a small sum of money had been paid
for tree cutting by a local resident without a formal invoice. In future, any such
payments need to be supported by a pro-forma invoice.

Although the accounts show an overall loss on the year of approx £7,000, this
is due to capital expenditure of approx. £10,000. The running costs show a
profit of approx. £2,500. There is still £20,000 in the reserve account.

The trustees were asked to consider the finances of the Village Hall at the year
end and to confirm that they are happy that they are able to cover the
necessary financial obligations throughout the coming year. The trustees
unanimously agreed that this is the case.

The secretary was asked to send a letter of thanks to the auditor and she would
also be given some wine to show our appreciation of the work she has done on
our behalf.

7. Maintenance Report:- Peter agreed to spray the weeds at the back of the Hall
and around the car park, in advance of the proposed working party. Christine
has arranged to spend time on Friday in cleaning and re-arranging the
cupboards in the kitchen.

8. Any Other Business:- None

9. Items for the next agenda:- To review the meeting with the Social Club.

 

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WACTON VILLAGE HALL TRUSTEES
MINUTES OF MEETING HELD ON 2nd September 2019

Present:- Calvin Goreham, Caroline Squires, Helen Reynolds, Christine Goreham, Peter Jacques, Ian Logan and Bob Tingley. Angie Baldwin attended as a visitor.

1. Apologies:- Rev. Heather Wilcox.

2. Minutes:- The Minutes of the July meeting were agreed and signed.

3. Matters Arising:- None

4. Matters for consideration:-
a. Update on negotiations with the Social Club:- As yet no formal response has been received from the Social Club about the payment of the business rate. It was suggested that a further e-mail should be sent asking for an answer.

b. To discuss the use of the car park by the Police:- It was reported that the
police had received complaints about their use of the V.Hall car park the last
time they were in the village. The Trustees agreed that there was no reason the
car park could not be used for this purpose and a letter should be sent to the
neighbourhood team informing them of this.

5. Correspondence:- None.

6. Treasurer's report:- The Treasurer reported that there is currently £6,217.92
in the current accounts and £23,157.72 in the deposit accounts.
It was agreed that a review of the savings made by having the solar panels
installed would be useful. A feed-in payment of £123.92 has just been
received. The signatory on the accounts at the bank needs to be changed from
Pat to Helen. Calvin will arrange this as soon as possible.

7. Maintenance Report:- The working party carried out most of the jobs on their
list. The leak in the men's urinal still needs to be fixed and the some chairs need
new backs, which Calvin will try to source.
Following the work party one of the diffusers in the main hall fell down during
Tai Chi, fortunately not seriously hurting anyone. This and another diffuser in
the corridor will need to be replaced. The outside timber cladding needs to be
checked.
It was agreed that the foyer needs another coat of paint, so another working
party needs to be arranged.
The level in the oil tank needs to be checked – Calvin will do this.

8. To discuss the revision of meeting dates to accommodate the Cribbage
Club:- After discussion it was agreed that from November onwards the
Trustees meetings would be held on the first Thursday of each month.

8. Any Other Business:- Attention was drawn to the breakdown of the
pavement outside the Village Hall. Christine will contact the Highways Dept.

9. Items for the next agenda:- To review the meeting with the Social Club.
To arrange another working party.

NEXT MEETING OCTOBER 21st .

 

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WACTON VILLAGE HALL TRUSTEES
MINUTES OF MEETING HELD ON 21st OCTOBER 2019

Present:- Calvin Goreham, Caroline Squires, Helen Reynolds, Christine Goreham, Peter Jacques, Ian Logan, Angie Baldwin and Bob Tingley,

1. Apologies:- Rev. Heather Wilcox.

2. Minutes:- The Minutes of the September meeting were agreed and signed.

3. Matters Arising:- The items not yet completed on the 'to do' maintenance list will be discussed during item 8.

4. Co-option of Angie Baldwin as a Trustee:- It was unanimously agreed that Angie should be co-opted and she signed the Declaration of Members as required.

5. Matters for consideration:-
a. Update on negotiations with the Social Club : A letter had been received today confirming that the Club have agreed to pay 50% of the business rate for this year and 100% there-after. They have asked that the option for hirers to use the Social Club bar should be promoted on the website and this was agreed.

b. Volunteers for tidying of flower bed in front of Hall:- Trustees all agreed to
help with this. It was decided that a date would e arranged by e-mail when
the weather looked suitable. Helen would arrange for the clearance of
burnable gardening rubbish.

c. Laundry Allowance for tea-clothes et:- After discussion it was unanimously
agreed that Christine should be re-reimbursed for the cost of laundering the
tea clothes etc. for the Village Hall. A back payment of £ 25 would be paid
plus a further payment of £25 for the current year.

6. Correspondence:- Christine had received an enquiry from a toddler group but
as we are unable to offer storage space, we cannot accommodate them.

7.Treasurer's Report:- The deposit accounts currently total £23,085.18 and the
current accounts total £5,75532.

8. Maintenance Report:- The porch light has been replaced but is currently not
working, a further replacement will be fitted. A working party to paint the
entrance hall and carry out other outstanding work, including the leak in the
men's urinal, was arranged for Sunday 17th November from 9.30 am.


Peter reported that he has now cleared the stream from the culvert to the
bridge. Unfortunately the bank is now almost vertical in places, as animal
activity has put some areas at risk. However, the remedial work carried out
earlier has stabilised that part of the bank. Peter will liaise with the
Environment Agency but as the deterioration is happening slowly no
immediate action is required. The situation will be monitored and reviewed
next autumn.

9. Any other business:- After it was reported that the W.I. were announcing that
the Fire Assembly point was on the other side of the road, rather than in the
right hand corner of the site, it was agreed that in future the official assembly
point should be the car park. This would be a much larger safe area for people
to assemble. Calvin will reposition the notice and hirers will be informed.

10. Items for the next agenda: None.

 

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WACTON VILLAGE HALL TRUSTEES
MINUTES OF MEETING HELD ON 5th DECEMBER 2019

Present:- Calvin Goreham, Caroline Squires, Helen Reynolds, Christine Goreham, Peter Jacques, Ian Logan, Angie Baldwin and Bob Tingley,

1. Apologies:- Rev. Heather Wilcox.

2. Minutes:- The Minutes of the October meeting were agreed and signed.

3. Matters Arising:- The website has been updated to include the option for hirers to ask the Social Club to provide a licensed bar.

4. Matters for consideration:-
a. Request from Social Club for storage in the kitchen :- After discussion it was agreed that the provision of more storage space in the kitchen was not possible. However, it was suggested that a wall cupboard could be sited in the Social Club's own storage area. Ian agreed to put this suggestion to the Social Club.

b. Replanting of flower bed at the front of the Hall:- The planting in this area
is currently difficult to maintain.
It was agreed that the existing plants, apart from the magnolia, should be
removed.Helen offered to undertake this task, with Pat's help. The soil
will then be enriched and a membrane put down to suppress weeds. Peter
will look into suggestions for suitable replacement planting which will be
discussed at a later meeting.

c. Cleaning Contract.:- Following a request to prioritise the cleaning in the
toilet areas, the cleaner had threatened to resign. When asked to explain the
problem she stated that the with only two visits a month she was unable to
satisfactorily carry out all the necessary cleaning. After discussion, it was
agreed that she should be asked to come in every week for two hours except
for five week months, when one week would be missed. In addition Calvin
volunteered to carry out the cleaning in the main hall as and when necessary.
This will be reviewed in three months.

5.Correspondence:- Christine had had e-mails from South Norfolk District
Council about the gritting of the footpath and steps etc. on election day. She
had agreed that they would be responsible for this.

6.Treasurer's Report:- The deposit accounts currently total £23,169.11 and the
current accounts total £5,982.87.
Helen reported that the Social Club have not made a payment in November for
the monthly repayment of the business as had been agreed. Ian agreed to speak
to them about this.

7. Maintenance Report:- The urinal is still leaking and will therefore need a new bottle trap to be fitted. Mop heads and toilet brushes have been purchased. The broken diffuser covers still need to be replaced.

8. Any other business:- There had been a problem with the lack of heating for
Tai Chi which may have been caused by someone tampering with the controls.
Measures to overcome this were discussed and Calvin will look into costs.

9. Items for the next agenda: Fire Assembly Point.
Plans for replanting of flower bed.