Minutes of Garrigill Village Hall Committee Meetings
10th July 2019
Present: Svava Barker, Amy Carrick, Kim Carrick, Kelly Green, Brian Grew, Tim Haldon, Kieran Hewett, Clive Mitchell, Pauline Platts
2. Minutes of previous meeting
Approved. Proposed: KG Seconded: PP
3. Election of officers
Chair: KG [Proposed: SB Seconded: PP]; Secretary: CM [Proposed: TH, Seconded: SB]; Treasurer: TH [Proposed: CM, Seconded: KC] The composition of the premises and events sub-committees was approved by affirmation.
4. Matters arising not appearing elsewhere on the agenda
4.1 BG had obtained an acceptable price for a new fridge from local resident Gary. Agreed BG should order fridge, old fridge to be relocated to understairs.
4.2 BG thought AMBA likely to contribute funding towards acquisition of 40 stackable chairs. Our requirement being for 80 such chairs, 40 of the existing chairs would be retained pending purchase of 40 further chairs next year. BG to check on chair prices and monitor progress of AMBA award.
4.2 AC reported on possible availability of a parish council grant of up to £300 towards Christmas lights for the village and use by the village hall. TH to download application form. KG noted that a set of the village hall Christmas lights appeared to be missing.
5.1 TH distributed copies of the updated VH accounts. He reported that good receipts from pub nights and accommodation bookings had helped boost reserves to £14,000 and ensure this year's budget remained on track.
5.2 The transfer of banking from Barclays to the Co-op had been completed. Agreed KG be an additional cheque signatory.
5.3 TH reported that online banking setup was near finalisation. Agreed that TH be duly authorised to conduct online banking and to produce at every committee meeting a schedule of all such transactions conducted since the previous meeting.
5.4 Agreed KG be principal buyer of bar stock and be apprised of the security code of the GVH bank card to facilitate online purchases on trading accounts set up by TH.
6.1 Re an enquiry as to whether the hall had a washing machine, it was agreed that the provision of such facility was unwarranted given the brevity of stays.
6.2 Re an enquiry as to towel hire, this was ruled out on the basis of practicality and the basic nature of the facilities we held out to provide.
6.3 KG queried whether the cleaner's job spec included the monitoring and replacement of kitchen washing up liquid and dishcloths. TH to ask Brian to monitor in future.
6.4 Agreed BG to approach Norman Currah about undertaking the roof works before the winter.
6.5 BG confirmed the award of £300 from the Alston Moor Partnership towards the shower room floor repairs. Agreed that the expense of properly remedying the floor was wholly justified and BG to approach Norman Currah.
6.6 It was noted that minor maintenance work on the playground (e.g. gate, stumps) remained outstanding. Agreed BG to prepare a list of works and arrange a DIY day for action by the premises sub-committe, the events sub-committee attending to sorting out the kitchen and noting required items.
6.7 TH confirmed acquisition of a dry erase board. Agreed it should be located in the corridor.
7. Marketing and events
7.1 Agreed that CM approach the Jazz from Scotland duo as to availability for a jazz evening on Saturday 19th or 26th October.
7.2 TH estimated a minimum of 30 attendees required to break even on the cost of bar staff hire. Events sub-committee to prepare contact list of persons willing to act as paid bar staff.
7.3 AC had received a request for extra pub nights for the Estate workers during the shooting season. This was agreed subject to being open to all. AC to enquire as to likely dates. [AC has since received a list of shooting dates and the events sub-committee are to meet next week to organise a bar rota]. Brian would also need to be consulted as to his preparedness to handle the additional cleaning work.
8. Any other business
TH reported on the moribund state of the mower. A new replacement would cost upwards of £1,500. AC understood Alistair would be willing to cut the grass every fortnight. [AC has since spoken to Alistair who's agreed to cut the grass every fortnight or even weekly, time permitting].