Minutes of Garrigill Village Hall Committee Meetings

 7th November 2018

1. Present: Svava Barker, Amy Carrick, Kim Carrick, Kelly Green, Brian Grew, Tim Haldon, Clive Mitchell, Stephen Porteus

2. Minutes of previous meeting

Approved subject to inclusion of BG's confirmation of stepping down as GVH secretary with effect from the date of the next meeting. Proposed:SP Seconded:CM

3. Matters arising not appearing elsewhere on the agenda

The meeting paid tribute to the late Barbara Carrick's much-valued contribution as a committee member over the past years. She will be greatly missed.

4. Election of secretary

There being no other candidates, CM was duly elected GVH secretary. Proposed:SP Seconded:TH. The meeting was most appreciative of BG's sterling services throughout his incumbency.

5. Finance

5.1 TH distributed copies of the updated VH accounts. Finances were all on track with buoyant receipts from hall and bunkroom hire and the campsite. Feedback suggests that the free wifi facility is enhancing bookings.

5.2 TH estimated the VH's contribution to the playground improvements was between £1,500 to £2,000, with the balance from grants and donations.

5.3 The bunkroom online booking and payment system was now fully operational.

5.4 The parish council now requires annual application for grant aid towards maintaining the toilets, hall and playground. Agreed to apply for the same level of funding as at present. Application to be made by the end of this month.

5.5 Agreed that in normal circumstances the 3 tier hall hire charging policy is to apply whether or not bar services are also provided. CM to circulate copy 3 tier charging policy.

5.6 Agreed that the charge per person for staying overnight in the main hall be £10 to include use of kitchen and shower/drying facilities.

5.7 TH's proposal that the raising of funds for tables, chairs and trolleys be the project for next season met with approval. TH to look into and report upon costs at the next meeting. KC to check on prices of folding/stacking chairs to augment or replace the hall's existing stock.

6. Premises

6.1 Responses to requests for quotations were still awaited on several outstanding works.

6.2 BG aims to replace the swing seats next weekend. He wondered if there was any statutory requirement to keep the access gate to the playground closed.

6.3 Agreed that KG should obtain 2 doz. each of Prosecco and gin/tonic glasses

6.4 TH reported that the gable roof timbers were in better state than anticipated and that we could perhaps do some patching ourselves.

6.5 Agreed to maintain a visitors' comments book in the bunkroom

7. Marketing and events

7.1 Agreed that for public liability concerns the VH will neither provide bouncy castles for hall events nor sanction their provision and supervision by third parties without prior sight of valid public liability insurance.

7.2 Agreed that the Rock 'n Roll bingo quiz be deferred to Friday 1st March 2019 and be further considered at the next meeting.

7.3 SP to produce a flyer for the craft fair (17th November), Christmas party (15th December) and Christmas church events.

8. Any other business

TH reported that the planning application for the village green notice board still remained under consideration by EDC.


5th September 2018

Present: Stephen Porteus, Brian Grew, Tim Haldon, Clive Mitchell, Pauline Platts Kelly Green, Svava Barker

Finance

TH distributed a balance sheet for the period ending 5th September which showed a cash surplus of £9520

We are awaiting the final grant payment of approximately £1100 from EDC for the playground equipment.

Bookings continue to be buoyant boosted by some recent large groups staying for a prolonged period of time

Pricing Review

Agreed to increase the overnight bunkroom price from £12 to £15. This will apply once the online details have been amended and the pricing hard copy amended

Premises

  1. BG was still seeking alternative quotes for the work to the VH

  2. BG advised that he had received a quote from Beacon for the replacement emergency lights in the sum of £117.75 and a quote from Andy heap of £445.65 for the external light.KG advised that she knew of a qualified electrician that had recently moved on the moor and would forward details to invite different quotes

  3. TH advised the meeting that the planning application for the noticeboard has been submitted

  4. TH suggested that we invest in a couple of fold up beds to supplement the camp beds some of which are showing signs of wear and tear. Agreed to obtain prices

  5. BG had received prices for the swing seats. The cheapest EN compliant seats price obtained was circa £210 plus VAT and carriage. Agreed to purchase

Marketing and Events

  1. Rock and Roll Quiz-Provisionally 14th November

  2. Christmas Lunch

  3. Christmas party


25th July 2018

Present: Stephen Porteus, Brian Grew, Tim Haldon, Clive Mitchell, Pauline Platts, Glad Allen, Amy Carrick and Kim Carrick

Finance

TH reported that there was a healthy balance in the current account even accounting for the payment for the new playground equipment. He mentioned the receipt of cheques from the Fell Run and Old School Charity. Bookings are continuing to be very buoyant and ahead of budget projections

We will receive the outstanding grant from EDC upon final payment for the playground equipment

BG congratulated all those involved in the procurement of the new playground equipment adding that they make a fantastic addition to the playground

All agreed

Premises

  1. BG was still seeking alternative quotes for the work to the VH

  2. BG advised that the Fire Alarm system and the Extinguishers will be tested on the 7th August

He is awaiting a quote for the Electrical inspection adding that he will seek a quotation for the external light at the same time

  1. TH advised the meeting that the planning application for the noticeboard should be submitted in mid-September

  2. AC mentioned that the Estate Gamekeeper has offered their help for any future work. BG suggested that they may wish to help with the playground repairs that are required prior to inspection. BG to advise a date

Marketing and Events

  1. August Bank Holiday BBQ

  2. Rock and Roll Quiz

  3. Christmas Lunch

Any other Business

Review of pricing structure at the next meeting 


19th June 2018

Present: Stephen Porteus, Brian Grew, Tim Haldon, Clive Mitchell, Kelly Green, Amy Carrick Svava Barker and Kim Carrick

Election of Officers, Co-Optees and sub committees

a Chairman SP re-elected by affirmation

b Treasurer TH re-elected by affirmation

C Secretary BG re- elected by affirmation

BG advised the meeting that he was only willing to remain Secretary until September

d Sub Committees

The premises and events sub committee's membership would remain as the previous year

The finance sub- committee was not reformed

Finance

TH distributed a budget v expenditure summary showing a cash reserve of £16,651.67.

Premises

  1. BG informed the meeting that he has been advised that the builder could no longer undertake the works to the roof and shower room. He would seek alternative quotes

  2. BG advised the meeting that the new insurance company required an annual inspection of the playground and the electrical system checked. He has contacted John Shephard for the electrical work and EDC for the playground inspection and will report back to the next meeting. He added that the initial inspection by Amey advised that the playground would fail if inspected

  3. A request was made to power wash the side path to remove the lichen as a slip hazard. SB offered to undertake this.

Marketing and Events 

August Bank Holiday BBQ


 17th April 2018

Present: Stephen Porteus, Svava Barker, Tim Haldon, Clive Mitchell, Kelly Green, Amy Carrick

Finance

TH distributed a budget v expenditure summary showing a £186 surplus for the financial year. TH reported that income from bunkroom and camping bookings was comfortably up from last year, the bunkroom being fully booked to the end of June.

TH and trainee assistant KG would be drawing up next year's budget. The Committee thanked TH for his sterling efforts over the past year.

Premises

1.BG had received quotes for the roof repair (£1200) and the shower room floor (£240). TH proposed acceptance of the roof quote, seconded KG. KG proposed acceptance of the shower quote, seconded SB. Approved. BG to be asked to instruct the builder(s),

2. Slide: AC to verify EDC decision to award £4,000 from the Community Fund towards the cost of the slide. As to additional funding sources, KG had written to Alston Masons.

3. TH and CM respectively reported absence of progress with hall broadband and online booking.

Marketing and Events

1. KG to obtain hog roast suppliers' prices (including the Alston butcher) for the proposed summer BBQ/village party on Saturday 25th August.

2. The Christmas Party will be held on Saturday 15th December. SB to speak to Brian at Garrigill House re possible disco.

3. The Garden Gander will be on Sunday 8th July and the Winking Sheep cycling event on Sunday 26th August,

Any other Business

It was decided not to pursue the co-opting onto the committee of a representative of Garrigill Estates, principally on the grounds of retaining independence from the influences of non-voluntary organisations


19th February 2018

Present: Stephen Porteus, Brian Grew, Tim Haldon, Clive Mitchell, Kelly Green, Amy Carrick and Pauline Platts

Finance

TH distributed a budget v expenditure summary showing a cash reserve of £12,610.

BG suggested that we consider ways in which we could spend/invest our reserves on worthy projects

Agreed that this was a good idea but with the proviso that we retained a prudent reserve

Ideas suggested were:- Contribution to the Village Notice Board, External Light

Premises

  1. BG informed the meeting that he has met with Norman Currah and has received quotes for the roof repair (£3125) and the shower room floor (£3300 excluding floor covering). BG to seek further quotes and potentially cheaper proposals for the shower room flooding problem.

  2. BG reported that the fire alarm system had been serviced and the advice received was that there was a faulty emergency light in the store and the Fire Panel was due for replacement. A quote has been received from Beacon Fire Protection as follows

Fire Panel £275

Emergency light £52.75

Agreed that we should proceed with these works

  1. Slide Further donations received the latest being £500 from the Moreland Trust. Letters of thanks to be sent to Moreland Trust, SKS and Old School Trust. Lizzie Sharp (EDC) and Claire Driver (CCC) to be contacted to explore potential funding. Final proposals for the slide should be available by Mid-March.

  2. BG to explore the cost of an external light on the VH gable

Marketing and Events

Broom Bezzums 17th March. We will be providing the bar

Any other Business

  1. Offer of a screen kindly refused

  2. BG suggested that we ask whether a representative of Garrigill Estates would like to be co-opted onto the committee


11th December 2017

Present: Stephen Porteus, Pauline Platts, Brian Grew, Svava Barker, Tim Haldon, Kelly Green, Amy Carrick, Kim Carrick Glad Allen and Barbara Carrick

Finance

TH distributed a budget v expenditure summary showing a cash reserve of £12,842.

Craft Fair collected £476.85 with expenses of £21.77. Fiona Gifford has also presented a cheque of £50 for plant sales from the Garden Gander. AC also has a cheque for £167 from the schools sponsored walk to go towards the slide fund. Suggested that the £50 should also be allocated to the slide fund. All agreed. Two bottles of wine to be presented to the producers of the sign in appreciation.

SP offered to write a thankyou note to FG.

Premises

  1. BG informed the meeting that he has met with Norman Currah and is expecting a quote imminently

  2. AC is preparing applications to various organisations for financial support for the slide.

Marketing and Events

Christmas party to start at 7.30pm Bar staff will be employed for the evening.

Any other Business

  1. Offer of a piano kindly refused

  2. SP suggested that additional glass recycling boxes be applied for to accommodate the events. TH, BG,AC and SP volunteered


30th October 2017

Present: Stephen Porteus, Pauline Platts, Brian Grew, Svava Barker, Tim Haldon, Kelly Green, Amy Carrick, Kim Carrick Glad Allen and Barbara Carrick

Matters arising not appearing elsewhere on the agenda

TH reported that the Activity Centre had changed their minds regarding the future use of the kitchen and as such there was no equipment available

Finance

TH distributed a budget v expenditure summary showing a cash reserve of £12,982.

AC advised the meeting that the signs have been gifted to the VH. If this is the case then it was agreed that a suitable thankyou gift be organised

Premises

  1. BG informed the meeting that he was still chasing Norman Currah and was still trying to arrange a date to consider the work in the shower room. He reminded the meeting that we had a quote from Dougal that could be revisited. All agreed that a minimum of two quotes would be preferable

  2. Quotes for a slide that satisfies public use are ongoing. Information will be provided at the next meeting or shared by e mail

  3. Ian Johnson (SKS head) has offered the potential of removing play equipment prior to the primary school being closed

  4. Awaiting confirmation that the Estate will cut the grass

  5. BG reported that the verge boarding and rafter was rotten and will require replacing. Quotes to be sought

Marketing and Events

  1. SP to distribute a draft flier for consideration to pick up all the events in the next few months

  2. Possible future events to be considered: Race night, Music Quiz


 11th September 2017

Present: Stephen Porteus, Pauline Platts, Brian Grew, Svava Barker, Tim Haldon, Kelly Green, Amy Carrick, Kim Carrick and Clive Mitchell

Finance

TH distributed a budget v expenditure summary showing a cash reserve of £12,291. We are awaiting a cheque from the Winking Sheep of £200. TH anticipated a significant profit from the bar sales at the BBQ

Premises

  1. BG informed the meeting that he was chasing Norman Currah and was still trying to arrange a date to consider the work in the shower room.

  2. CM is to research grant possibilities of circa £500 when the estimate for the slide has been agreed

The latest estimate for the slide is:-

Slide £1800

Woodchip £250

Delivery and installation £300

Matting would be an extra £250

All plus VAT awaiting a formal quotation

Currently we have £1624 for the slide

Sources of funding could be the Estate, AMP and other grants as above

  1. BG to organise a DIY day

  2. TH reported that we need to purchase a replacement sit on mower next year. We have been advised that the estate have offered to cut the grass on our behalf. This needs formal confirmation

  3. CM advised that he was on the verge of completing the on-line booking system

  4. AC distributed copies of designs for the VH and suggested that we need to decide upon the most popular in order for it to be ordered in time for the DIY day

Marketing and Events

  1. BBQ thanks to Svava and Kelly for organising an excellent evening

  1. BG thanked Svava and Kelly for their help on the Winking Sheep sportive

  1. Craft fair and Gander Gander dates to be confirmed

  1. Consider a third annual event-suggestions for the next meeting

Any other Business

The Kitchen Equipment at the Adventure Centre is available for us to consider. A review of kitchen equipment followed the meeting to assess condition


17th July 2017

Present: Stephen Porteus, Glad Allen, Brian Grew, Svava Barker, Tim Haldon, Kelly Green, Amy Carrick, Kim Carrick and Clive Mitchell

Election of Officers, Co optees and sub committees

The following were re-elected unanimously

Chairman Stephen Porteus

Treasurer Tim Holden

Secretary Brian Grew

Co-optee Amy Carrick

Sub Committees

The following sub groups were constituted as follows: -

Finance Tim Holden Kelly Green (Assistant Treasurer)

Premises Brian Grew, Tim Holden Clive Mitchell

Marketing and events Svava Barker, Kelly Green, Amy Carrick, Kim Carrick, Glad Allen

Finance

TH distributed a budget v expenditure summary showing a cash reserve of £12,291. We are currently projecting a loss for the year of £1165 mainly attributed to the exceptional water bill

Premises

  1. BG informed the meeting that he had spoken to Norman Currah and was still trying to arrange a date to consider the work in the shower room.

  2. TH reported that he had constructed the fire pit and had installed the lights to the bunkroom. He has also refixed the basketball hoop

  3. TH reported that there was no interest in resurrecting the Quoits pitch

  4. CM is to research grant possibilities of circa £500

  5. BG to organise a DIY day

  6. TH reported that we need to purchase a replacement sit on mower next year

  7. SP reported that he had received very positive comments regarding how clean the toilets are and suggested that we place a sign suggesting donations

  8. TH and AC to explore procuring signs for the VH advertising the campsite and bunkroom

Marketing and Events

BBQ tickets will be £7 for Adults and £3.50 for children. This will entitle recipients to a burger and hot dog

Event starts at 4.30pm with Music from 7pm. Help will be required to set up the tents on Saturday morning

BG reminded the meeting that the Winking Sheep Sportive was on Sunday 27th August BG and SB to be marshals and KG and Elaine grew will be attending the food station. BG to confirm times

BG suggested that we offer continental breakfast and Evening Meals in the form of ready meals that would be stored in the freezer. Breakfast would be £5 and the evening meal would be based upon a menu to be posted in the kitchen. All agreed that we should trial this and CM to publicise on the website. Guests would be asked to pre book if required

Quiz nights to considered later in the year


 Minutes of Annual General Meeting held on the 5th July 2017

Present: Stephen Porteus, Brian Grew, Tim Haldon, Liz Haldon, Clive Mitchell, Kelly Green Pauline Platts, Glad Allen and Svava Barker

Treasurers report

TH distributed a Balance Sheet and Income and Expenditure Accounts up to 31st March 2017 which are yet to be audited.

TH highlighted that there was a healthy bank balance. He reported that bookings were up but we had to pay higher insurance costs and an exceptional water bill.

The accounts were recommended for acceptance by KG seconded PP. Approved

Chairman's Report

SP reported highlighted some of the year's events and in particular the Christmas Party organised by SB and KG, the Christmas Craft Fair organised by Fiona Gifford and various Quiz nights, Music and performance events all contributed to a busy and successful year.

He went on to mention regular events such as Knit and Natter.

The Village Hall use as a feeding station for the Winking Sheep sportive also gave the Village good publicity.

There had been a couple of maintenance days including the installation of a new oil tank.

He went on to report that at the last AGM we were tasked with reviewing the list of potential activities proposed in August 2016. This list had been considered at a meeting and the conclusion was that most had been addressed

He wished to record a vote of thanks to the Treasurer and Secretary for their work during the year and to CM for developing and maintaining the website.

Forthcoming events included: -

Summer party and BBQ 26th August

Winking Sheep 27th August

More Quiz nights

Christmas Party 16th December

CM proposed a vote of thanks to Stephen for all his work in the chair over the past year

Election of Trustees

SP advised the meeting that we had one vacancy for Trustees.

Kim Carrick was proposed by LH seconded by EG

Approved


16th May 2017

Present: Stephen Porteus, Barbara Carrick, Glad Allen, Brian Grew, Svava Barker, Tim Haldon, Kelly Green and Clive Mitchell

Finance

TH distributed a budget v expenditure summary showing a cash reserve of £12,762. TH commented that the bookings were going well but we needed to maintain the level of activity to reach our target of £3,500 for the year

BG recommended that we renew our subscription with CVS and added that the insurance premium was very similar to the previous year

KG suggested that we purchase a new clock to replace the broken one in the hall-agreed

Premises

  1. BG informed the meeting that he had spoken to Norman Currah and was trying to arrange a date to consider the work in the shower room.

  2. TH is to source some paving slabs from SJH for the fire pit in the camp site

  3. TH reported that there was some interest in resurrecting the Quoits pitch

  4. KG had received a quote for a slide. BG expressed concern regarding the material surrounding the slide and would check

  5. CM is to research grant possibilities of circa £500

Marketing and Events

  1. Hog roast to be Saturday 26th August. Cost is £550 plus £150 for Music. Bar will be open after the HR finished at 6.30pm. Need to sell 100 tickets at £7 each to break even.

  2. BG reminded the meeting that the Winking Sheep Sportive was on the 28th August

Any other Business

  1. BC informed that Kim and Amy wished to become trustees at the next AGM. All welcomed this news.

  2. BG reported on the latest status of projects that AMP were involved with namely Front Street and High Mill. He suggested that he would make this a regular item at future meetings

  3. BG suggested that the bookings clerk role should be on a shared rolling programme. He offered to report back at the next meeting


24th April 2017

Present: Stephen Porteus, Tim Haldon, Svava Barker, Kelly Green and Clive Mitchell

Sub-committee reports

Financial

(I) TH distributed year-end figures for 2016/17. The water bill aside, expenditure and income had largely met budget expectations.

(ii) TH had submitted an application to EDC for this year's £500 contribution towards the cost of running and maintaining the community toilets.

(iii) TH advised that he has appointed a new cleaner.

Premises

(I) Bunk house lighting improvements had yet to be addressed.

(ii) TH had received an offer of paving slabs for the field fire pit and would be attending to their laying.

(iii) TH confirmed that the replacement oil tank had been installed.

(iv) The continuing absence of a bookings clerk was discussed. Cover for the month of June might perhaps be provided by BG and a rota agreed for meeting and greeting hall/bunkhouse users?

(v) TH advised that visitors had recorded favourable comments about our facilities and which CM would publish on the website.

Marketing and Events

(I) It was agreed that there should be an August bank holiday event, possibly a themed hog roast and live music. Caterers' estimates to be obtained.

(ii) It was agreed that the Christmas Party should be on 16thDecember. KG has provisionally booked Amy's DJ services.

(iii) It was agreed that KG would seek quotes for a playground slide once a suitable design had been chosen. Once the cost was to hand, grants could be sought from public bodies and Kinex, PP's utility supplier.

Any Other Business1

It was agreed that the AGM be held on Wednesday 5th July. SP to circulate a flyer outlining proposed events and seeking candidates for the current Trustee vacancy.


16th February 2017

Present: Brian Grew, Svava Barker, Tim Haldon, Pauline Platts, Kelly Green and Clive Mitchell

Minutes of previous meeting

BG advised the meeting that he had received some comments from SP regarding 4.4 and he would amend the minutes accordingly. Subject to the aforementioned amendments proposed BG seconded CM.

Finance

  1. TH distributed a budget v expenditure summary and confirmed that these reflected the income from the Xmas party. TH estimated that the nett profit was £340.

  2. BG enquired as to whether any progress had been made in obtaining the £1000 owed to us by EDC. TH responded saying that he now had a contact in Technical Services that he would pursue

  3. TH advised the meeting that Alan the cleaner was ill at present and undertaking tests.KG suggested that Nicola may be interested in the cleaning job and would enquire.

Premises

  1. BG enquired as to whether TH and CM still intended to install some additional lighting in the bunk house. TH replied that they still intended to carry out the work when the redundant loose roof insulation is removed

  2. CM suggested that another premises meeting should be organised adding that the campfire gates hinges needed some attention.

  3. TH suggested that we should consider providing a fire pit in the camp site

  4. TH reported that there was some interest in resurrecting the Quoits pitch

Marketing and Events

  1. Easter Egg hunt-KG to speak to GA

  2. Quiz nights first Wednesday of each month

  3. Jan from Langwathby has expressed an interest resuming her food service

Any other Business

Booking clerk still needed. BG offered to provide this service during April and May as he will be house bound post op.TH to offer some training


16th January 2017

Present: Stephen Porteus, Brian Grew, Pauline Platts, Glad Allen, Barbara Carrick, Kelly Green and Clive Mitchell

Finance

  1. BG enquired whether any progress had been made regarding the unusual water bill recently received. SP responded that he and TH were exploring the possibility of obtaining a rebate on the basis that the charge is made up of supply and drainage. He added that we would remind them that we are a charity. An update to be provided at the next meeting

  2. TH had distributed a budget v expenditure summary by e mail prior to the meeting. Questions were asked regarding the nett income received for the Christmas Party.

  3. KG enquired as to the terms and condition for our cleaner. Agreed that she would contact TH for clarification.

  4. BC advised the meeting that there was a contribution of £27 toward the new slide. Suggested that contact should be made with Alastair Smith and Abbey Collins as representatives of all the major estate owners to see if they are able to offer any contributions towards the slide

Premises

BG advised the meeting that the Cumbria Fire Brigade had visited the premises and were satisfied with our fire precautions

Marketing and Event

  1. After much discourse it was decided not to pursue the Beer Festival however the following possible events were to be considered:

  • Monthly Quiz nights the next one in February to include Pie and Pea Supper

  • Music Nights-SP to check with JC

  • An event in March

  • Themed Night as the previous "40s night"

  • BBQ probably in the campsite

  • Easter Egg Hunt

Update at next meeting

Any other Business


  1. We still need to replace Emily as a Trustee and booking clerk. CM to speak to possible booking clerk cadidate

  2. Christmas tree in the Village Green was discussed. BG advised that this was discussed at the last Parish Council Meeting at the Village Hall and was being considered.


14th November 2016

Present: Stephen Porteus, Pauline Platts, Barbara Carrick, Svava Barker, Glad Allen, Kelly Green and Clive Mitchell

Finance

TH's email about a letter received from United Utilities concerning higher than usual water usage was discussed and in TH's absence held over to next meeting, there being no obvious cause for such excessive usage.

Premises

  1. SP reviewed the achievements of the recent DIY day, including clearing from the storeroom the old woodworm-ridden school tables, painting of the drying room ceiling,clearing the gutters, power washing the lawn mower, trimming the hedge and blow-clearing leaves (Bob Wright) and sorting the remaining tables for repair or disposal

  2. It was reported that TH had appointed a new cleaner on a self-employed basis and that the dishwasher had been repaired

  3. It appeared that a quote for the oil tank installation was still awaited from John Glendinning. SB said Richard Hymers had the materials ready to prepare the plinth.

  4. KG reported on the position regarding the playground slide and possible sources of funding were discussed

Marketing and Events

  1. The annual Craft Fair will be held this coming Saturday and the Quiz Night the following Saturday.

  2. Children's Christmas Party to be on 19th December

  3. KG reported that arrangements for the Village Christmas Party were well in hand, that Amy would be providing the entertainment at last year's fee and KG/SB were organising tickets and posters

  4. The question of the village green Christmas tree was raised. BC/KG to pursue. It was agreed that new lights were required for the tree.

  5. Possible events for 2017 were mooted for discussion at the next meeting:

(a) A monthly quiz (perhaps the first or last Wednesday)

(b) Jules Cadie's music nights

(c) Summer Beer Festival

(d) Village Green (or hall field) Fun Day/Hog Roast


10th October 2016

Present: Stephen Porteus, Brian Grew, Tim Haldon, Pauline Platts, Glad Allen , Clive Mitchell Barbara Carrick, Svava Barker and Kelly Green

Finance

  1. TH distributed a budget v expenditure summary for the period 1/4/16 - 10/10/16 with notes attached highlighting key issues such as the outstanding amount owed by EDC.

  2. TH informed the meeting the accounts for 2015/16 had been audited and asked for approval. Proposed by BG seconded TH Approved

  3. BG informed the meeting that there is to be a meeting of AMPC to discuss the Precept and we should consider if we wish to apply for funds. BG suggested that we should ask for a £500 contribution to the new slide. Agreed

  4. TH advised the meeting that Mark had resigned and as such we no longer had a cleaner. We also still did not have a booking clerk

Premises

  1. BG referred to his paper regarding the proposed Electrical and Plumbing work adding that he was still awaiting a quotation from JG Plumbing. It was decided not to accept the quotation from Andy Heap until TH and CM had determined whether this work could be undertaken by them albeit subject to a qualified electrician approval.

  2. TH suggested that we should invest in some more screens to enable the Hall to sub divided. This has been a request from the scout groups using the Hall. He estimated that we would need 3 more screens at £40 per screen. Agreed

  3. Sign-no progress to date TH to report back to next meeting

  4. BG suggested that he purchase a disabled parking sign to be fixed outside the hall.

  5. DIY day will be 5th November. Skip to be organised to clear the redundant tables from the store

  6. BG reported that the spin dryer in the drying room was broken. Suggested that this should be repaired along with the dishwasher. BG to organise repair

Marketing and Events

  1. TH proposed that the first Bar Nights should be 25th November which will a Quiz Night,

  2. Children's Christmas Party to be organised

  3. Craft Fair BG to ascertain who is organising and date

  4. TH suggested that an events list should be produced for circulation around the Village. SP to organise

Any other Business

KG reported that the funds for the slide had increased but we are still significantly short of the estimate.


8th August 2016

Present: Stephen Porteus, Brian Grew, Tim Haldon, Pauline Platts, Glad Allen , and Clive Mitchell

Finance

  1. TH distributed a budget v expenditure summary for the period 1/4/16 - 6/8/16. He advised that he was still pursuing EDC for the outstanding amount owing for the management of the public WCs

  2. TH sought approval for the purchase of some new tables -approved

  3. SP suggested that KG may wish to organise a subcommittee to consider how best to fund the new slide. He went on to say that this would not have to be limited to GVH Trustees

  4. GA offered to contact Nenthead to see if they can offer any suggestions

Premises

  1. BG distributed copies of the actions from the premises subcommittee meeting. He added that he was in the process of organising an estimate from an electrician for the electrical works and a full safety check given recent experiences with equipment tripping the fuses. He would organise a quote to plumb in the new oil

  2. Sign-no progress to date TH to report back to next meeting

  3. TH reported that the boundary wall works had been completed

  4. BG to organise a DIY day probably in October

Marketing and Events

  1. TH proposed that we should start to plan Bar Nights, for the first Saturday of each month, in anticipation of the pub closure. He asked that a formal rota be prepared to include manning the bar and purchasing bar stock. All agreed that this was a good idea

  2. Children's Christmas Party to be organised

Review of list of ideas

The list produced by LH was reviewed. It was generally agreed that we were already offering most of the suggested services or events

It was recognised that we could improve upon marketing and that the engagement of young people would be a good thing given the growing population of children in the villag

We still need to replace Emily as a Trustee and booking clerk

GA gave her apologies for the next meeting


14th June 2016

Present: Stephen Porteus, Brian Grew, Tim Haldon, Pauline Platts, Svava Barker, Kelly Green, and Clive Mitchell

Election of officers, co-optees and sub committees

Chairman - SP proposed by CM seconded PP re-elected

Treasurer - TH proposed by KG seconded PP re -elected

Secretary - BG proposed by SP seconded KG re-elected

Sub committees

Marketing and events-SB and KG

Premises-BG,TH and CM

Finance-TH

Finance

TH distributed a budget v expenditure summary for the period 1/4/16 - 13/6/16. He emphasised the importance of achieving the income projections included in the budget particularly for overnight accommodation. We will benefit from the proceeds of the Garden gander and exceptional events such as the use of the VH for a polling station. He went on to say that he was pursuing EDC for the outstanding amounts for the maintenance of the WC.

Premises

  1. Caretaker-BG enquired whether we now have a new cleaner? TH confirmed that it was mark from St Johns House. TH agreed to prepare an appropriate Job Description

  2. Slide- KG reported that she was seeking funding in support of the new slide purchase including grant funding

  3. Sign-no progress to date TH to report back to next meeting

  4. SB enquired about the repairs to the boundary wall. TH offered to obtain a quote

  5. Sub-committee meeting-BG to organise

Marketing and Events

  1. Beer festival- after consideration of SP e mails it was decided not to pursue this year but to be reconsidered early in 2017

  2. Christmas Party-Saturday 17th

  3. Winking Sheep-28th August BG confirmed that the VH is the venue for the first food station and would be seeking volunteers to man the station and also act as Marshalls

  4. Booking clerk-we still do not have one Mark and Paul to be approached

Any other Business

TH advised the meeting that we were now on one of the main PW websites

BG stated that the review of the events list would be included on the next meeting agenda


25th April 2016

Present: Stephen Porteus, Brian Grew, Tim Haldon, Pauline Platts, Svava Barker, Kelly Green, Glad Allen

Matters arising not appearing elsewhere on the agenda

BG commented that he had forgotten to mention the purchase of bedding in the minutes of the last meeting.

Sub-committee reports

Financial

TH distributed year-end figures for 2015/16. He commented that expenditure had exceeded income but there was still a healthy bank balance

BG commented that we needed to seek ways of increasing our income to ensure the hall is financially sustainable on an annual basis. He also expressed his concern regarding the potential increase in the insurance premium as a consequence of the recent flooding in Cumbria

Premises

BG still to seek another quote for the floor from Norman Currah and contact Jackson Fittings one more time to see if they will remedy the shower floor problem

TH is to seek prices for a new VH sign and also contact CCC to have the road sign replaced. He estimated the cost to be £40

TH reported that Helen had handed in her notice and suggested that we should appoint a self employed sub contractor for cleaning to avoid future complications with pension provision

This was seen to be a sensible suggestion given that we only have one employer and all agreed.

TH offered to make enquiries

Marketing and Events

  1. Beer festival will be weekend of 17th September and SP is liaising with the G&D and breweries

  2. MTB Cycling Event has been cancelled due to the excessive charges demanded by one of the land-owners

  3. SP enquired as to progress regarding a new booking secretary

BG responded that Gwen had expressed an interest and that he would approach her to confirm

All agreed that if we had to we would pay for this service on a booking by booking

Winking Sheep. BG informed the meeting that this would be on Sunday 28th August. He had agreed with the organisers that the Village Hall would be used for the feeding station and suggested that we might wish to provide Tea, Coffee and Flapjacks to sell to supplement the provisions that the organisers would be providing.

We will still need two marshals and people to man the food station up to about 11am

Christmas Party; All agreed that we should organise another one for this year

H&S assessment

BG ran through the HSE Village Hall H&S checklist and the outcome of this exercise will form the basis of the VH policy

He recommended that this be undertaken on an annual basis. All agreed.

Electric Bikes

BG advised the meeting that he was dealing with the electric bikes but assured all present that the current insurance was in place until November 2016. He is to report back at a future meeting

Any other business

KG to obtain prices for both the slide and safety landing mats

SP had found a copy of Jules Cadie's schedule of outcomes from the workshop and handed a copy to TH

SP enquired as to why the VH e-mail addresses were not working. TH answered that this was a migration problem and was confident the problem would be resolved soon

TH reported that had purchased two sets of bedding and suggested that we should increase the overnight charge by £6 if bedding was used. Agreed

Bedding would be stored in the VH in a sealed bag to prevent misuse

He went on to say that Margaret had also offered to provide breakfasts if required

GA suggested that it would be a good idea to purchase some pillow protectors


14th March 2016

Present: Brian Grew, Tim Haldon, Pauline Platts, Svava Barker, Kelly Green, Glad Allen, Emily Robson and Clive Mitchell

Sub-committee reports

Financial

TH distributed a budget v expenditure summary. He reported that we were projecting a loss for the year mainly due to expenditure on the Roller Shutter and the increased premium for the music licence

TH recommended that the Barclay bank account be closed as it is inactive. Agreed

Premises

BG reported that he had received a quotation from Steven Bell as follows:-

Relay paving £680

Work to vents £100

Relay shower room floor £1200

All plus vat

Agreed that BG would seek another quote for the floor from Norman Currah and contact Jackson Fittings one more time to see if they will remedy the problem

(ii) TH is to seek prices for a new VH sign and also contact CCC to have the road sign replaced. He estimated the cost to be £40

(iii) BG reported that the PAT had been undertaken

(iv) BG reported that he met with CCC highways and that they are considering the provision of dedicated Disabled Access to the Hall

Marketing and Events

  1. Beer festival has a provisional date of weekend of 17thSeptember

  2. Jazz Festival 26th March help required to set up the hall on the day between 4 and 5pm

  3. Cycling Event now to the 31st July BG monitoring and will report back at next meeting

  4. Hall Hire Charges, agreed to leave as they are at present

  5. ER announced that she would be resigning from the VH committee on April 1st. All thanked Emily for her sterling work particularly as the booking secretary. There was no volunteers to take on the role

BG commented that he had been receiving calls from people trying to book the hall and both the e mail address and telephone was not working

TH added that he was making changes to the e mail address and that could be the cause of the problem

Review of Policies

All the current policies were reviewed and deemed current and appropriate

Discussion was held regarding our current insurance policy. CM to review the policy and comment

Agreed that we should develop a H&S policy BG to prepare and distribute for comment

Fire Risk Assessment

BG thanked CM for his comments and recommended that the revised policy was adopted

All agreed

Any other business

KG reported that the see saw was broken and requested that we consider the purchase of a slide

KG to obtain prices for both the slide and safety landing mats

BG reported that we would be liable for the Electric Bike insurance from May 1st. He added that AMP and AONB are looking at alternative ways of sustaining the scheme in Alston Moor and will report back to the next meeting


18th January 2016

Present: Stephen Porteus, Tim Haldon, Kelly Green and Clive Mitchell

Sub-committee reports

Finance

(i) TH distributed a budget vs expenditure summary. He reported that the Christmas Party had made a profit of about £450 of which it was agreed that £150 be donated to Cumbria Flood Relief Appeal. The committee formally thanked KG and SB for their sterling efforts.

(ii) TH reported that the Parish Council's annual contribution towards the maintenance of the hall and public toilets would be £500 and £550 respectively.

(iii) TH advised that the Parish Council would be prepared to contribute £200 towards the £750? cost of a public notice board on the village green. It was unclear as to who would fund the balance but the village hall was willing to make a contribution.

(iv) TH presented a £200 donation from Julie Horrocks in Rex's memory which the committee received with grateful thanks. The Chairman to write to Julie to express the committee's appreciation.

Premises

The members considered BG's Premises Report:

(a) Shower Room: Nothing further having been heard from Jackson's Fitting, it was agreed that BG again request them to remedy the defective drainage installation.

(b) Fire Risk Assessment: BG's report to be discussed at next meeting when BG in attendance.

(c) Building Work: Agreed that Stephen Bell be asked to quote for relaying uneven paving near entrance and some brickwork repairs, plus a separate quote for reinstating the shower room window.

(d) Disabled Parking: agreed that BG approach Cumbria County Council highways with a view to the creation of a dedicated disabled parking space in response to concerns received.

Marketing and Events

(i) 2016 Christmas Party: to be held on Saturday 17th December 2016. KG/SB to produce flyers for door to door delivery.

(ii) Hall hire charges review: held over to next meeting

(iii) Cycling Event: BG is awaiting suggested dates from Paul Marshall who had raised camping and parking issues. Enquiries to be made locally as to availability of potential off-road parking areas.

(iv) Comedy Night: Agreed that as John Lebbon not amenable to the hall's standard hire terms, the event could not proceed.

(v) Beer Festival: SP to discuss with Kenny the idea of a joint hall/pub festival, perhaps on August Bank Holiday weekend. SP also to ask CAMRA for other local festival dates to avoid conflict.

(vi) Upcoming gigs: Broom Bezzums early March (Sunday 6th?). Rod Clements (Lindisfarne) possibly available (beer festival?) - SP to contact his agent.

(vii) Winking Sheep Sportive: BG awaits a proportion of the £200 promised to Alston Moor for marshalling duties. He has agreed with the organisers that the food stop be in Garrigill instead of Alston.

Secretary's Report

(i) The 2015 Charities Commission Report had been completed.

(ii) The cost of the Performing Rights licence has increased significantly (as based on 2014/15 turnover). BG to pursue.

Any Other Business

(i) Oil Tank: It was agreed that an an approach be made to Stephen Bell for assistance with the relocation of the replacement tank.

(ii) Folding tables: The members inspected and approved the sample replacement table TH had obtained. The ordering of new tables to be discussed at the next meeting along with the possibility of grant finance for tables and new chairs.

(iii) Hall Cleaning: Users' instructions to incorporate a requirement to leave the hall in a clean and tidy condition. There is a need for an industrial size mop and bucket.

(iv) Agreed that the date of May's AGM be decided at the next meeting.


2nd December 2015

Present: Stephen Porteus, Tim Haldon, Pauline Platts, Svava Barker, Kelly Green, Glad Allen, Emily Robson and Clive Mitchell

Sub-committee reports

Finance

(I) Discussion re mode of payment of hall cleaner's holiday pay. Agreed that her contract required no amendment at this time.

(ii) TH distributed a budget v expenditure summary. He reported that the recent Craft Fair raised £310 for the village hall (£280 last year). The committee thanked ER for her sterling efforts.

Premises

(i) Oil Tank: TH reported that new arrangements for positioning the replacement tank would be made once the weather had improved.

(ii) Recent Food Hygiene Inspection: the EHO was impressed with the hall's kitchen and food hygiene arrangements, commenting that special licences are needed for events organised and managed exclusively by outside agencies where food is sold to the public. The committee did not envisage hall hire for such events. GA mentioned the obtaining of basic food hygiene qualifications online.

(iii) TH mentioned that some of the hall's folding tables were approaching the end of their useful lives and that a replacement table was on order.

(iv) BG to arrange next premises sub-committee meeting to discuss outstanding maintenance. The committee commented favourably on the new OS map BG had installed in the hall foyer.

Marketing and Events

(i) Christmas Party: 100 tickets had been printed - SB/KG to approach the pub and post office for ticket sales. Possibility of extending sales to Wholefoods Shop Alston if sales slow. CM to publicise on VH website, Facebook and Mailchimp. CM to install hall stereo system. SP to approach G&D re keg of beer and misc alcohol provision and/or visit Hexham cash & carry. SB/KG to undertake a stock check of ales, wines and spirits ASAP. A rota of bar volunteers would need to be prepared. SB/KG to organise Xmas decoration of hall on weekend of party. Distribution of profits among charities to be decided post party.

(ii) Ad Hoc Bookings: Kenny at G&D is willing to keep a list of those committee members who can be contacted to open bunkroom.

Agreed that parties of 4 or more can book the bunkroom for their exclusive use but parties of 3 or less must pay the charge for 4 persons if they require exclusive use. Conflicting bookings for the hall or bunkroom are so rare as not to call for the maintenance of a website bookings calendar at this time. Agreed that the position will be reviewed if conflicts do arise. Agreed that a review of hire charges will be included in the agenda for the next meeting.

(iii) Cycling Event: Postponed for discussion at next meeting.

(iv) Comedy Night: While approving the event in principle, the meeting expressed doubts as to whether there would be sufficient interest to be able to recoup the £400 artists' fee. Agreed that the members would review John Lebbon's routine on youtube and place on next meeting's agenda for further discussion.

(v) Beer Festival: SP to discuss with Kenny the idea of a joint hall/pub festival, perhaps on August Bank Holiday weekend. SP also to ask CAMRA for other local festival dates to avoid conflict.

Title Deeds Update

Discussion as to whether the hall would be better served by transferring ownership to the Charity Commission's Official Custodian. CM proposed that the legal title of Garrigill Village Hall and its land be vested in the Official Custodian. SP seconded. Resolution carried. CM to inform current registered owners (former hall trustees) of proposal to transfer ownership before submitting the formal application and registering at the Land Registry.

Fire Risk Assessment

Postponed for discussion at next meeting owing to BG's absence.

Any other business

TH mentioned that as the Parish Council was now considering next year's rates precept, it was an opportune time to suggest to our local parish councillors any improvements as might benefit the village. Agreed CM would air this on the village hall website.


2nd November 2015

Present: Stephen Porteous, Brian Grew, Pauline Platts, Svava Barker, Clive Mitchell, Tim Haldon, Kelly Green, Glad Allen and Barbara Carrick

Matters arising not appearing elsewhere on the agenda

 BG reported that he had yet to contact Jackson Fittings regarding the shower room floor but would endeavour to do so and report back to the next meeting

Finance

TH distributed a budget v expenditure summary adopting separate accounts for the three sub committees showing net current assets of £13,542.00

We are currently showing a deficit of £1,145.00 for the year to date

TH advised the meeting that he had agreed a price of £250 for the oil tank including approximately 50-100 litres of oil. He will be looking for volunteers to relocate the tank at the back of the hall in anticipation of connection and the building of a suitable base

Premises

BG referred to the recent distribution of the existing fire risk assessment.

He emphasised that this requires approving by the committee and adopting for future use. He added that he will organise the next fire alarm test and service and will be in attendance and will advise others of the date should they wish to attend

BG suggested that a programme of decorating should be implemented over the winter starting with the external lobby which was in need of a high level clean and redecoration

BG informed the meeting that he had fixed the new key box and advised them of the new code

Marketing and Events

Christmas Party

Saturday 19th December possibly themed night smart attire required

Hall to be "dressed" appropriately

Bar to be open in hall

Welcome drink and nibbles available but no food

Ticket price £5 probably any profits to go to charity

Flyer to be distributed in Garrigill by PO and posters at key locations in Alston Moor

Hall can only legally accommodate 100 so first come first serve

Hall Christmas tree to be located

Final details at next committee meeting

Beer Festival-discuss at next meeting

Comedy Night-CM to issue further but sounds very promising

Rob Clement-provisionally allocated for Spring 2016

Christmas lights-BG to look into purchase

Christmas tree-Jeff Carrick to provide BC to remind!

Jules Cadie Event- agreed that JC could use the Hall on the assumption that it did not clash with any other bookings and that given the two week duration of the vent (30thNovember -11th December) a contribution to the heating and lighting costs should be sought

Ad Hoc Bookings-Kenny and Paula to be given ER, BG and CM phone numbers to provide any one who requests an overnight stay that has not booked. BG to look into getting these printed on cards for ease of distribution

TH to purchase sleeping bags and liners to facilitate those that arrive with no bedding

Cycling Event-BG to contact Paul Marshal to see if he would be interested in organising another event for July 2016

Title Deeds

CM advised the meeting that he thought that the freehold was owned by the RC Catholic trust and was still researching the land registry and public index search. He will report back to the next meeting

AOB

TH advised the meeting that he will have to update HG's contract to reflect her holiday pay entitlement


21st September 2015


20th July 2015

Present: Stephen Porteous, Brian Grew, Tim Haldon, Pauline Platts, Svava Barker, Kelly Green, Glad Allen and Clive Mitchell

Election of officers

Chairman

SP proposed by TH seconded PP Approved. SP stated that this will be the last year he will be Chair

Treasurer

TH proposed by SP seconded CM Approved

TH requested that there was an assistant treasurer trained up to take on the role next year

CM volunteered for this role

Secretary

BG proposed by SP seconded CM Approved

Noted that SP is automatically included in all the sub committees

Discussion held regarding co-optees and agreed that these can be proposed as and when required

Also noted that committees can co opt members without them becoming trustees of the VH

Sub-committee reports

Financial

TH distributed a budget v expenditure summary adopting separate accounts for the three sub committees showing net current assets of £13,799.20.

This is a satisfactory balance however given that we will not be able to rely upon bar receipts, Garrigill Estates Donation and the fireworks in the future consideration needs to be given to future fund raising

Ideas proposed included Glamping

Campsite promotion including advertising at Dufton YH

Premises

BG reported that the kitchen fire shutter had been installed and the connection to the fire alarm was commissioned

KG commented that the shower room smells musty

Agreed that this was probably due to the lack of permanent ventilation as the window was blocked up when the walling was installed. Agreed that the window opening should be cut out to allow for ventilation

TH offered to purchase a Village hall sign

BG is awaiting a quote from Lambeth Stonework for the relaying of the pavers outside the entrance

Marketing and Events

Fireworks

Decision to be made at next meeting

Letting

CM to circulate shortened version

August 15 Wedding

Awaiting confirmation if not the we should consider how to dispose of the bar stock

Carpet Bowls

We now have mats Ronnie Green to be approached to gauge any interest

BG to contact Jules Cadie to see if he still has a copy of the list of ideas prepared in 2013

Minutes to be published on website after approval


Minutes of Annual General Meeting held on the 22nd June 2015

Present: Stephen Porteous, Brian Grew, Tim Haldon, Liz Haldon, Pauline Platts, Emily Robson and Clive Mitchell, Barbara Carrick, Kelly Green and Svava Barker

Treasurers report

TH distributed a Balance Sheet and Income and Expenditure Accounts up to 31st march 2015.

TH highlighted that there was a healthy bank balance of nearly £14,000 but advised caution as the we have now received the last grant from Garrigill Estates and that the income that we have derived from running Pub Nights will significantly diminish and there is some doubt as to the continuation of the fireworks display

CM asked how we would compensate for the predicted loss of income. Agreed that this should be included on the agenda for the next VH meeting

Chairman's Report

SP reported highlighted some of the years events and in particular the Garden Gander organised by Fiona Gifford, the Mountain Bike Marathon, Fireworks Display, the Christmas Craft Fair organised by Emily Robson and various Music and performance events all contributed to a busy and successful year

He went on to mention regular events such as Knit and Natter and the Pub Nights and the regular Charity Events organised by Helen Green

The year also saw the provision of two electric bikes which are free to use by residents and suggested that this should be emphasised on the website

He wished to record a vote of thanks to Garrigill Estates and went on to thank the Treasurer and Secretary for their work during the year

CM proposed a vote of thanks to Stephen for all his work in the chair over the past year

Election of Trustees

SP advised the meeting that we had two nominations for Trustees namely Svava Barker and Kelly Green to fill vacancies in the committee

There were no other nominations and both duly elected


9th March 2015 

Present: Stephen Porteus, Tim Haldon, Barbara Carrick, Brian Grew, Pauline Platts, Emily Robson and Clive Mitchell 

Matters arising not appearing elsewhere on the agenda 

New fridge-decision not to purchase 

Reports from sub-committees 

Financial 

TH reported on latest accounts still showing a healthy surplus with year end approaching. TH has contacted Garrigill Estates re outstanding final instalment of its contribution. 

Premises 

BG circulated a note of the meeting of the premises meeting on the 26th January. Actions agreed are as follows:- Paving to front-BG to obtain quote from Lambeth Stonework to relay uneven areas Entrance Hall Notice Board-BG to purchase External Notice board-TH to make and ER to sign write OS map-BG to obtain 1:25,0000 and frame  Kitchen Roller Shutter-BG to obtain prices Flooding to showers-premises committee to agree on a repair solution and proceed PAT testing-completed Bunk beds bedding-TH to obtain prices for four sleeping bags circa £20 each External light-to be considered nearer the time that lights become redundant CM to enquire as to the demand for badminton and if it is feasible to procure floor marking  

Marketing & Events 

Highlights event on the 28th March. BG to check with Sam regarding flyers and leaflets 

A.O.B.  

Cleaner's hourly rate to be increased to £8 from April 2015 Prop SP Sec BG 


19th January 2015

Present: Stephen Porteus, Tim Haldon, Barbara Carrick and Clive Mitchell

Financial

TH reported on latest accounts - had remained fairly static. TH to phone Garrigill Estates re final instalment of its kind contribution.

Premises

Discussion of date of next DIY day deferred to next meeting.

TH further to pursue kitchen roller shutter prices.

TH has narrowed down choice of replacement hall tables to aluminium ones @£120 which best appear to meet current requirements.

Agreed that TH should purchase toaster and new kitchen fridge without freezer capability in the region of £250/300 reconditioned or £400 new.

TH reported that Fiona's son Richard was looking into alternative forms of generator preparatory to our consideration of fixed, semi-portable or portable models. Purchase costs would probably exceed £1,000 including electrical works, funding to be investigated once Richard reports. Possibility of grant from Council's emergency planning budget. Additional secure storage for generator (and mower?) to be considered.

CM reported seeing a rectangular section of the hall roof where absence of snow suggested insulation shortcomings.

Agreed that external electric power outlets would be useful for campers etc

Marketing & Events

Proposed dates of Fireworks 14.11.15 and Craft Fayre 21.11.15 held over for discussion until next meeting.

TH gave a favourable report of the new hall website CM had prepared. CM understood the cost of web hosting to be c. £5 a month. Agreed CM to proceed immediately. Proposed SP. Seconded BC.

TH mentioned Mailchimp, an application for emailing en masse. Agreed that an up-to-date village emailing list be prepared.

Sam arranging Highlights night (jazz band?) for 28th March. Pub night regulars would still need to purchase event ticket unless pub night changed to Friday 27th March.

Another themed night had been suggested - CM proposed a cowboy theme incorporating Richard Greenough's Country & Western band. A ceidleigh was also mooted.

A.O.B.

There are two electric bikes in the store. BG is seeing to organization of hire and bookings.

Agreed to draw up bar rota at next meeting and perhaps seek bar volunteers on new website.

SP circulated for approval copies of the annual Charity Commission return he'd drafted. Proposed CM. Seconded BC.


15th September 2014

Pre meeting regarding Electric Bike Scheme

Roe Bakerand Dan Richards attended to respond to the questions raised at the last meeting specifically relating to insurance. Roe was able to provide assurances regarding our liability which was summarised in her email dated 23rd September. The general consensus of the GVH attending was that GVH was keen to participate and that they would attend the forthcoming sustainability event to examine the types of bike and respond accordingly. 

Presentation from Helen Green 

Helen suggested that a working day be organised to focus upon completing the VH decoration and any other tasks that can be completed and that lunch could be provided as an incentive. All agreed that this was an excellent idea and that Saturday November 8th as a date to be advertised.

Present: Stephen Porteus, Brian Grew,Tim Haldon, Pauline Platts, Emily Robson and Clive Mitchell

Sub-committees

Agreed that the previous year's membership would remain given and that as new members join the committee they would be asked to join a sub-committee. This is particularly true of the marketing and events committee which was particularly effected by last year's resignations. CM offered to speak to Robyn again to gauge interest in joining. TH suggested that we could seek assistance from other Garrigill residents to help on specific events such as the fireworks.

Sub-committee reports

Financial

TH distributed a budget v expenditure summary adopting separate accounts for the three sub committees showing net current assets of £9,781.04. TH added that this was a very positive reflection on the financial health of the GVH.

Premises

List of jobs to be updated. Request from Knit and natter for a rail to display the Garrigill Tapestry 

Marketing and Events

Next major event is the fireworks display. SP to contact JC for the list of contacts. Meal/food between 3 & 6pm. Bar from 6pm. Consideration to be given to the purchase of battery operated led lights for the bridge lighting. Carol Service: HG suggested that we could organise a carol singing event in the village. Concern expressed that this may clash with the church event decision deferred to next meeting. Macmillan fundraiser: Agreed that half the bar profits to be contributed. 

AOB

BG advised the meeting of fundraising event at Rheghed on 16thOctober. No interest expressed at the meeting.


9th June 2014

Present: Tim Haldon (Chair), Barbara Carrick and Clive Mitchell

Financial

TH distributed a budget v expenditure summary adopting separate accounts for the three sub committees showing net current assets of £8,318.06.

TH advised that his request for £300 from the Parish Council for the use of the mower to cut the grass on the village green had been superseded by the County Council's decision to accept responsibility for grass cutting.

Current hall and camping bookings were discussed as was the revival of the 100 Club. It was suggested that attendees at the next pub night on 28th June be canvassed for membership and that retrospective draws be held for each of the months since the previous draw.

Premises

TH advised that he had installed a barrier strip in the shower room to deal with flooding and was awaiting user feedback.

The members viewed the new defibrillator casing funded by the Parish Council to be installed in the foyer. The premises sub-committee to make arrangements both for its installation and for agreeing a day for completing outstanding maintenance work such as clearing the gutters.

TH reported that the current arrangement for the sharing of the cleaning of the toilets and building appeared to be working well.

Marketing and Events

It was noted that JC, PW and SG's decisions not to stand for re-election had effectively wiped out the events sub-committee, although their stated commitment to continued assistance was reassuring. Following the highly successful "7 Ages of Man" comedy show, SG has been asked to look into Highlights' coming autumn/winter programme and will be reporting to us.

Three trustee vacancies having now arisen, TH advised that the rules only permitted the co-opting of two new trustees in any year. We considered that since such trustees would effectively constitute the events sub-committee, they might best be drawn from among younger enterprising villagers and some names were suggested for approaching.


24th February 2014

Present: Stephen Porteus;Tim Haldon, Brian Grew;Pippa Wilson; Emily Robson; Pauline Platts;Sam Greenough;Jules Cadie and Clive Mitchell

Sub-committee updates

Financial

TH distributed a budget v expenditure summary adopting separate accounts for the 3 sub committees showing a net current assets of £9,558.12 and a surplus of £2,085.87. TH requested that all receipts for expenditure be submitted to him before the end of March. Grant aided projects: BG referred to the e mail he had received from Jan regarding the opportunity to submit an application for grant aid up to a maximum of £1000 for a project at the VH. After much discussion it was agreed that an application be submitted towards the cost of the bunk beds. BG offered to complete the application.  

Premises

TH advised that he had repaired the see-saw, installed a new mirror in the ladies toilet, replaced the disabled toilet lock and installed hand-wash to the showers and kitchen. ER reported that she had received some complaints regarding the heating in the hall. TH advised that the main Hall had a seven day timer that could be programmed for the next week whereas the meeting room was only a daily timer. Agreed to obtain prices for a seven day timer and in the meantime BG offered to assist ER in ensuring the heating is operational for all events. Inventory: BG reported that he had not completed the inventory promising that it would be completed before the next meeting. Bunk Beds: BG requested a budget of £2000 be approved for the purchase of 8 bunk beds - Proposed by BG Seconded CW . Approved. Defibrillator: Agreed to procure the installation of a power supply for the cabinet. BG asked how the cabinet would be funded estimated to be £3-500 to purchase. TH would seek confirmation of the cost at the next Parish Council meeting. Cash Box for campers -TH to investigate and report back to next meeting. Shower room drainage:TH to purchase rubber strips to be fixed to the floor to address the flooding, BG to contact Richardsons [?]  regarding the defect.

Marketing and Events

JC advised that Dragons Breath had raised £112 and requested clarification regarding the cost of the hall for events that raise funding for charity. BG confirmed that the current policy was that previous similar events had been charged the community rate. After considerable discussion it was agreed that the policy be amended as follows: Fund raising events for registered charities organised by those that live within the area of benefit, as defined by the scheme, would not be charged for room hire -Proposed by SP seconded BG and carried. Future Events: Suggested that instead of charging for the room a 80/20 split on ticket sales would be adopted for all future entertainment events - Proposed by JC seconded PW and carried. JC to organise a Mummers play for 23rdApril on the village green. Suggested that pub nights would include games such as dominoes.

Any other business

TH confirmed that Bob had resigned as caretaker and that Helen Green was providing cleaning services. Future caretaker post to be included on the next agenda. BG requested an status report regarding the G&D. TH reported that the community asset period had expired and that the owner was proposing to place the G&D on the market at circa £300k. CM distributed suggested flyers for the future 100 club. Comments back to Clive prior to adoption at the next meeting.


20th January 2014

Present: Stephen Porteus; Tim Haldon, Brian Grew; Pippa Wilson; Emily Robson; Pauline Platts; Barbara Carrick and Clive Mitchell

Sub-committee updates

Financial

TH distributed a budget v expenditure summary adopting separate accounts for the 3 sub committees showing a net current assets of £9,967.60. TH went on to say that he had requested £300 from the Parish Council for the use of the mower to cut the grass on the village green.

Premises

BG reported that he had been in contact with EDC regarding the possibility of funding support to install PV cells. BG was advised that government funding could not be granted for schemes that generate revenue. At EDC suggestion contact was made with the Kings Meadon VH who had managed to vie some of their funding from EDC but this scheme was no longer available to us. BG confirmed that the fire door signs were fixed and will be completed once all the doors are decorated. The monthly inspection and inventory had commenced and would be completed before the next meeting. TH suggested that we should consider the purchase of 8 bunk beds and a meeting to be convened to discuss including a visit to Hags Bank. ER to provide contact details. Other projects to be considered at the next premises sub-committee meeting are:-An outside sink be installed for the campsite users, Grey water system for toilet flushing, Shower room flooding.

Marketing and Events

Forties Night: ER congratulated on its success. Highlights Rural Touring Scheme: One event booked details to be circulated.  Ashton Lane - 8th February £6. Broom Bezzums - 9th February £8. Other events:-Garden visit 13th July. Fireworks 15th November. Craft Fair 22nd November. ER reported that bookings were very good with all weekends in April booked. She referred to one potential cycling event that required clarification as to the exact nature and impact of the event. BG offered to speak to the organiser to obtain more information. ER to provide contact details.

Any other business

TH reminded the meeting that the VH kitchen can be hired for the preparation of food for a pre-  agreed fee.


14th October 2013

Present: Tim Haldon, Stephen Porteus; Sam Greenough; Brian Grew;Pippa Wilson; Clive Mitchell;Emily Greenhaugh; PaulinePlatts and Jules Cadie

Sub-committee updates

Financial

TH distributed a budget v expenditure summary adopting separate accounts for the 3 sub -committees.  BG suggested that Wages, tax and NI be transferred to premises from finance.

Premises

BG advised the meeting that he would be organising a painting morning on the 26thOctober starting at 10am -  bring a brush or roller. Further dates to be advised. TH requested that glass door fridges be purchased in anticipation of the pub closing and future pub nights in the hall. BG requested clarification as to how expenditure was approved as on the previous meeting all funds had been allocated for the year. After discussion it was agreed that a simple business case be prepared for approval by GVHC prior to expenditure. BG to organise a sub-committee to consider the bar fittings proposal. TH informed the meeting that Dougal was selling his gang mower for £450 and suggested that the VH consider purchase this for the maintenance of the VH grassed areas - Proposed by BG Seconded JC. Agreed that this was a good idea and TH would investigate whether grants could be sought. TH received approval for the purchase of a letter box. SG enquired about the internet connection. BG to investigate cost and report back.

Marketing and Events

Fireworks: JC informed the meeting that a meeting had been held to discuss the event and went through a list of tasks and timings for the event. Tickets will be £5 adults and £2 for children or £10 for a family ticket. There will be a pub night in the VH. Convene Saturday morning to for set up at 9.30am and reconvene on Sunday to dismantle and store. Craft Fair: EG confirmed 30/11/13. Highlights Rural Touring Scheme SG to attend Orton VH on 24/10 and Barbara Slack will be visiting GVHC on 12/11 at 6pm. Yoga Classes: SG advised that this will not be feasible. Knit and natter: No contact made by the organisers of this event. Open gardens:TH advised that this will be early July date to be confirmed, and recorded that Fiona had contributed £210 from last year's event. Bookings: EG offered to take on the VH bookings.

Any other business

BG enquired whether we had received any response from the PC regarding the defibrillators  -TH to report back


29th July 2013

Present:Tim Haldon, Stephen Porteus; Jules Cadie; Sam Greenough; Brian Grew; Barbara Carrick; Pauline Platts; Emily Grennhaugh; Pippa Wilson; Clive Mitchell

Minutes of previous meeting and matters arising

SP advised the meeting that Laurie MacDonald had resigned from the committee and expressed his thanks for all the contributions he has made during his time as a committee member.BG to write a letter of thanks.

Election of Officers

The following were nominated for the following posts:-Chair:-StephenPorteus Secretary:-Brian Grew Treasurer:-Tim Haldon. There were no other nominationsfor any of the posts and all were elected unanimously.

Sub committees formation and appointment of members

SP advised that the formation of sub committees were discussed at the AGM and also by a separate e mail from BG. BG suggested the creation/reforming of there sub committees namely:-Finance, Premises, Events, Marketing and Promotion. This was agreed and the following elected chairs of the respective sub committees: Finance:-TH with BG as member Premises:-BG with CM as member EMP:-JC with SG,PW and BC as members. Each sub committee chair is to prepare their respective terms of reference to be approved at the next meeting. BG advised that he would be requesting papers from each chair a week before each meeting to distribute with the agenda.

AGM brief report

SP provided a brief overview of the key issues raised in addition to the sub committees. The main issues that required immediate attention are the blinds and curtains to the bunk room and the provisionof WiFI. Both these actions are delegated to the premises committee.

Carnival

After much discussion with Jim in attendance the following was agreed:-The carnival would comprise tea room in the hall, Church Hall event, and Car Boot sale. The G&D will be providing hot dogs and burgers. PW offered to place an advert in the local press. There will be no marquees on the green.

Premises

Danny had agreed to accept £500 for the work undertaken on the roof. Grass cutting in the play area to be actioned by the premises committee

Finance

TH distributed a cash flow statement

Any other business

All were reminded of the forthcoming walking festival