Burrington, North Devon
Burrington Parish Hall and Recreation Area, Full meeting held on Monday 8 April 2019, at 7.50 pm, in the Committee Room
1.Present - Graham Short (Chair) Jacqui Pateman-Jones
Steve Aldridge Hazel Pearce
Paul Bailey Philip Pincombe
Pauline Down Roy Webber
Kay Elworthy
Also Present – Sarah Bonner (Caretaker and Bookings Co-ordinator, Elaine Willis, Cleaner)
Apologies – Doreen Fraser-Smith
Non attendance – Stuart Holton, David Parker and Martyn Short
2. Co-options from the floor - none forthcoming.
3. Election of Officers – a) Appointment of Chair, Vice Chair and Treasurer – Graham Short was proposed for Chair; Paul Bailey for Vice Chair and Roy Webber for Treasurer by Kay Elworthy and this proposal was seconded by Jacqui Pateman- Jones. The proposal was voted upon and agreed.
b) Appointment of Secretary – Pauline Down was proposed to continue this position by Hazel Pearce and seconded by Jacqui Pateman-Jones. The proposal was voted upon and agreed.
c) Election of members to the Finance and General Purposes Committee – it was agreed that this committee will include the Investments Committee. Members proposed by Philip and seconded by Hazel were – Graham, Paul, Roy, Kay, Pauline, Jacqui and Steve. The proposal was voted upon and agreed.
4. Sign acceptance of Declaration of Membership - those present signed the document.
Bank Mandate – no changes
required.
5. Minutes of previous Full Meeting 20 March 2019 – minutes had been previously circulated. They were proposed for acceptance by Jacqui and second by Kay. The proposal was voted upon and agreed.
Minutes of the F, G & P and Investments Committee, held on 3 April 2019 – minutes were previously circulated and were proposed for acceptance by Jacqui and seconded by Steve. The proposal was voted upon and agreed.
Both sets of minutes were signed as being a true record.
6. Hall Mark Audit – Paul summarised what is expected in the re-assessment due to be carried out. Paul will get a date planned later in May.
7. Annual Reviews – a) Hire charges – thank you to Sarah (Bookings co-ordinator) for providing a summary sheet with possible increased charges. Sarah summarised the current hire rates and potential plus 3% and plus 5% figures for consideration by the committee.
It was agreed to amend the price for clearing the bar to £25 – proposed Jacqui and second by Steve. The proposal was voted upon and agreed.
Hire prices to be increased by 3% from 1 May 2019 - proposed by Paul and seconded by Steve. The proposal was voted upon and agreed.
b) Caretaker and Cleaner review – Sarah and Elaine were thanked for all their work to a very high standard.
c) Policies – Financial Controls policy was considered at the Investments Committee meeting held on 3 April 2019, and recommended for approval at the Full Committee on 8 April 2019.
The Policy document needs reviewing and will be circulated to all members of the F & GP to consider.
8. Treasurer’s Report – a) Investment report - At the F & GP meeting held on 3 April 2019, (point 3) it was agreed to invest the available funds with the Union Bank of India.
Paul to obtain application form and Roy and Jacqui will complete the paper work.
A further meeting will be planned in June 2019 to review.
Hall accounts for period ending 31 March 2019 had been approved at an earlier meeting.
It is confirmed that John Wehner has carried out an independent examination of the Hall’s accounts for the year.
John Wehner will be asked the best way to account for the bar stocks in future accounts.
b) Gift Aid update – claims up to date. 2018/19 year claim to be done by Roy and Kay.
c) Annual Budget 2019/20 - considered at meeting on 3 April 2019 and proposed for acceptance by Hazel and seconded by Paul. The proposal was voted upon and agreed. Thanks were expressed to Gordon Short for his financial gift to the Hall in year. A letter of thanks will be forwarded accordingly.
d) Hall Insurance - The approximate size of the hall is 535 square metres and if the re-build cost was £1600 per square metre the re-build cost would be £856,000. Paul assured the committee that the current insurance is adequate to cover this.
e) Reserves Policy – reviewed. 5.2 updated and the revised policy was proposed for acceptance by Jacqui, seconded by Philip. The proposal was voted upon and agreed.
9. Caretakers – a) Caretaker’s report – nothing to raise.
Cleaner’s report – nothing to raise.
10 Maintenance report - Paul updated the committee on the following –
a)Hall floor update – The representative from the company that refurbished the floor is due to visit this week and look at damage caused at recent YFC disco and make recommendations to solve flooring problems.
b) Key box light – will be replaced under warranty.
c) Lighting ramp end of hall and outside lights – Paul suggested they be put on to one switch. Price quoted £225 + VAT. Paul is waiting for another quote. It was proposed by Jacqui and seconded by Kay to carry out the work by contractor submitting the best price. The proposal was voted upon and agreed.
d) Skirting Board – Club end – Martin Marks to paint. Hall Committee to pay. This was proposed by Jacqui and seconded by Philip. The proposal was voted upon and agreed.
Middle cubicle in ladies toilets and ceiling in disable toilet also need painting – Paul has prices.
11. Hall Matters – a) Election Night 2 May 2019 – a fundraising event will be held on the same evening with a raffle and the bar will be open. Sarah to check with Electoral Office that it is appropriate to hold this event.
b) Hire of Hall bookings – a request has been made for badminton but there are no court markings and the hall ceiling is not high enough. Sarah will communicate with village for possible courses required.
c) Hall Share meetings – 10 April 2019 – Berrynarbour; 2 July 2019 – Burrington at 7.00 pm.
Paul to arrange for tea/coffee and biscuits to be available.
d) User reports and feedback – DCC visited last week. Happy with facilities.
e) User group/representative feedback – Paul and Jacqui will communicate points raised back to Parish Council where relevant.
f) Website and Broadband – Tracy Ford to continue to update.
12. Bar – a) Future management – Roy to manage bar stocks as agreed previously.
b) Security grill price - £800 - £1000 quoted. Current insurance cover up to £1000 stock value. Sufficient cover at present.
Key Pad on building number to be changed frequently when in use - proposed Jacqui, seconded Paul. Proposal voted upon and agreed. Key pad out of use in summer.
13. Grant applications – Gents toilet refurbishment – cost £6000 - £8000. Village Hall Improvement Grant mentioned. The grant aims are to pay for refurbishment of village halls – up to 20% of eligible cost. Minimum grant of £10000, therefore project cost would need to be £50000 to be considered. Paul to investigate further.
14. Outdoor Sports Area – a) Fence repairs update – Parish Council responsibility.
b) Litter in play area – dealt with, not a problem.
15. AOB – a) Application to Union Bank of India – Jacqui to help Roy with application form.
b) Bar stock – Roy to provide a book to record bar stock.
c) Gordon Short’s resignation from committee – It was decided to mark Gordon’s very long term on the committee by way of a gift of thanks. Coasters and a key box to be sourced and presented at the Summer BBQ. Paul to obtain prices.
16. Date of next meeting – to be arranged.
Meeting closed at 9.50 pm
Burrington Parish Hall and Recreation Area AGM held on Monday 8 April 2019, at 7.20 pm, in the Committee Room
1.Present - Graham Short (Chair) Jacqui Pateman-Jones
Steve Aldridge Hazel Pearce
Paul Bailey Philip Pincombe
Pauline Down Roy Webber
Kay Elworthy
Also Present – Sarah Bonner (Caretaker and Bookings Co-ordinator, Elaine Willis, Cleaner)
Apologies – Doreen Fraser-Smith, Gordon Short
Non attendance – Stuart Holton, David Parker and Martyn Short
2. Minutes of AGM 17 April 2018 for approval – the minutes had been circulated to all present prior to the meeting. They were proposed for approval by Roy Webber and seconded by Kay Elworthy. The proposal was voted upon and agreed and the minutes were signed as being a true record.
3. Chairman’s Report - Graham Short read his report -
“Thank you to all our regular organisations who book the Hall, and in the coming year we have managed to get the Devon County Council to hold more of their regular meetings here.
Various fund raising events have taken place during the course of this year. We have run Bingos, a Supper Dance; Party in the Park; the Christmas Fayre and a New Years’ Eve Party. These events were all very successful social events and together raised over £3500. The spirit and support that we get as a Hall is fantastic from the Parish; thank you to everyone on the committee who was involved and helped at these events. A special thank you goes to Susan Short who is not on the committee but organises and helps run some of these events.
During the year we decided to Licence the premises as the Barnstaple Inn was still closed. We took advice on how to organise this and thanks to the hard work of Roy Webber, Caroline Baker and Paul Daw we were granted our Licence.
Early in the New Year we had the floor in the main hall and committee room refurbished. This involved sanding the entire old surface and polish off and then applying several hardening polish coats to obtain a new surface. The end result was excellent; keeping it to a high finish is ongoing. We are still in discussions with the manufacturers on how to keep the surface in good order. Thank you to Paul for overseeing this operation.
Mr. Gordon Short has announced that he will not be standing again for the committee. Gordon has always had a soft spot for the Hall and has always been hands on with his work and support over the many years on the committee. He was in involved in the clearing of the site for the current building, and has been seen overseeing every extension right up to the current day. He served on the Devon County Halls Committee and was jointly responsible for issuing grants to many new halls and always making sure we got our fair share of funding. Gordon has given over 75 years’ service to the Parish through his work on the Hall committee and will be sorely missed.
The Committee have spent a lot of time in keeping the Hall up to date and compliant with various policies. There is a lot of work involved in doing this and as a result we have a more Robust operating procedure for future Committee members to follow. The cleaning and caretaker operations are keeping the hall to a very high standard. Thank you to the members that were involved in this work.
Thank you to Burrington for your continued support by attending and helping with the functions we have in your Hall
The committee are pleased to confirm they will not be requiring any top up from the fund held on their behalf by the Parish Council this year.
4.Financial Report - as discussed at earlier meeting. Accounts were proposed for acceptance by Jacqui Pateman-Jones and seconded by Kay Elworthy. The proposal was voted upon and agreed.
5. Maintenance report – Paul Bailey stated that the hall is in generally good condition. The main hall walls and skirting boards have been painted. The committee room, middle cubicle in ladies toilets and the club end skirting board are to be painted.
There is an on-going issue with the hall floor since the refurbishment and further to the YFC disco being held. A representative from the company who carried out the work recently is due to visit this week.
6. MUGA report - The facility is in good order. The Hall Committee is responsible for the equipment and the Parish Council looks after the facility. New corner protectors have been purchased recently and are to be fixed. New goals are in place. The Hall Committee is happy for the Parish Council to sign the MUGA document.
7. Changes to the Model Deed – There are now 8 representative members (all filled) and 7 floor positions (2 of these are vacant owing to the earlier resignation of Gordon Webber and recent resignation of Tracy Ford). There are also 2 x co-opted member vacancies further to the resignation of Gordon Short. Model Deed to be amended accordingly.
8. Election of Committee -The current Floor members – Graham, Roy, Kay, Hazel and Pauline were proposed to continue by Jacqui Pateman- Jones, seconded by Paul Bailey. The proposal was voted upon and agreed.
9. Charity Commission update – up to date other than 2 x new Trustees to be set up.
10. Investments proposition - it was agreed that the F & GP will have the authority to review and authorise changes to the investments of the Hall Committee.
11. Appointment of Auditors - Davisons (now Baldwins) have previously checked the accounts for the Hall Committee. It is not a legal requirement to have a company of accountants to carry this out for the Hall. As John Wehner carries out the independent examination of the accounts it was agreed not to use a firm of accountants to do this as well. This was proposed by Kay Elworthy and seconded by Steve Aldridge. The proposal was voted upon and agreed.
12. AOB - none.
The Chair thanked everyone for their attendance at the meeting.
Meeting closed at 7.50 pm
Burrington Parish Hall and Recreation Area AGM held on Monday 8 April 2019, at 7.20 pm, in the Committee Room
1.Present - Graham Short (Chair) Jacqui Pateman-Jones
Steve Aldridge Hazel Pearce
Paul Bailey Philip Pincombe
Pauline Down Roy Webber
Kay Elworthy
Also Present – Sarah Bonner (Caretaker and Bookings Co-ordinator, Elaine Willis, Cleaner)
Apologies –Doreen Fraser-Smith, Gordon Short
Non attendance – Stuart Holton, David Parker and Martyn Short
2. Minutes of AGM 17 April 2018 for approval – the minutes had been circulated to all present prior to the meeting. They were proposed for approval by Roy Webber and seconded by Kay Elworthy. The proposal was voted upon and agreed and the minutes were signed as being a true record.
3. Chairman’s Report - Graham Short read his report -
“Thank you to all our regular organisations who book the Hall, and in the coming year we have managed to get the Devon County Council to hold more of their regular meetings here.
Various fund raising events have taken place during the course of this year. We have run Bingos, a Supper Dance; Party in the Park; the Christmas Fayre and a New Years’ Eve Party. These events were all very successful social events and together raised over £3500. The spirit and support that we get as a Hall is fantastic from the Parish; thank you to everyone on the committee who was involved and helped at these events. A special thank you goes to Susan Short who is not on the committee but organises and helps run some of these events.
During the year we decided to Licence the premises as the Barnstaple Inn was still closed. We took advice on how to organise this and thanks to the hard work of Roy Webber, Caroline Baker and Paul Daw we were granted our Licence.
Early in the New Year we had the floor in the main hall and committee room refurbished. This involved sanding the entire old surface and polish off and then applying several hardening polish coats to obtain a new surface. The end result was excellent; keeping it to a high finish is ongoing. We are still in discussions with the manufacturers on how to keep the surface in good order. Thank you to Paul for overseeing this operation.
Mr. Gordon Short has announced that he will not be standing again for the committee. Gordon has always had a soft spot for the Hall and has always been hands on with his work and support over the many years on the committee. He was in involved in the clearing of the site for the current building, and has been seen overseeing every extension right up to the current day. He served on the Devon County Halls Committee and was jointly responsible for issuing grants to many new halls and always making sure we got our fair share of funding. Gordon has given over 75 years’ service to the Parish through his work on the Hall committee and will be sorely missed.
The Committee have spent a lot of time in keeping the Hall up to date and compliant with various policies. There is a lot of work involved in doing this and as a result we have a more Robust operating procedure for future Committee members to follow. The cleaning and caretaker operations are keeping the hall to a very high standard. Thank you to the members that were involved in this work.
Thank you to Burrington for your continued support by attending and helping with the functions we have in your Hall
The committee are pleased to confirm they will not be requiring any top up from the fund held on their behalf by the Parish Council this year.
4.Financial Report - as discussed at earlier meeting. Accounts were proposed for acceptance by Jacqui Pateman-Jones and seconded by Kay Elworthy. The proposal was voted upon and agreed.
5. Maintenance report – Paul Bailey stated that the hall is in generally good condition. The main hall walls and skirting boards have been painted. The committee room, middle cubicle in ladies toilets and the club end skirting board are to be painted.
There is an on-going issue with the hall floor since the refurbishment and further to the YFC disco being held. A representative from the company who carried out the work recently is due to visit this week.
6. MUGA report - The facility is in good order. The Hall Committee is responsible for the equipment and the Parish Council looks after the facility. New corner protectors have been purchased recently and are to be fixed. New goals are in place. The Hall Committee is happy for the Parish Council to sign the MUGA document.
7. Changes to the Model Deed – There are now 8 representative members (all filled) and 7 floor positions (2 of these are vacant owing to the earlier resignation of Gordon Webber and recent resignation of Tracy Ford). There are also 2 x co-opted member vacancies further to the resignation of Gordon Short. Model Deed to be amended accordingly.
8. Election of Committee -The current Floor members – Graham, Roy, Kay, Hazel and Pauline were proposed to continue by Jacqui Pateman- Jones, seconded by Paul Bailey. The proposal was voted upon and agreed.
9. Charity Commission update – up to date other than 2 x new Trustees to be set up.
10. Investments proposition - it was agreed that the F & GP will have the authority to review and authorise changes to the investments of the Hall Committee.
11. Appointment of Auditors -Davisons (now Baldwins) have previously checked the accounts for the Hall Committee. It is not a legal requirement to have a company of accountants to carry this out for the Hall. As John Wehner carries out the independent examination of the accounts it was agreed not to use a firm of accountants to do this as well. This was proposed by Kay Elworthy and seconded by Steve Aldridge. The proposal was voted upon and agreed.
12. AOB - none.
The Chair thanked everyone for their attendance at the meeting.
Meeting closed at 7.50 pm
Burrington Parish Hall and Recreation Area, Full meeting held on Monday 8 April 2019, at 7.50 pm, in the Committee Room
1.Present - Graham Short (Chair) Jacqui Pateman-Jones
Steve Aldridge Hazel Pearce
Paul Bailey Philip Pincombe
Pauline Down Roy Webber
Kay Elworthy
Also Present – Sarah Bonner (Caretaker and Bookings Co-ordinator, Elaine Willis, Cleaner)
Apologies –Doreen Fraser-Smith
Non attendance – Stuart Holton, David Parker and Martyn Short
2. Co-options from the floor - none forthcoming.
3. Election of Officers –a) Appointment of Chair, Vice Chair and Treasurer– Graham Short was proposed for Chair; Paul Bailey for Vice Chair and Roy Webber for Treasurer by Kay Elworthy and this proposal was seconded by Jacqui Pateman- Jones. The proposal was voted upon and agreed.
b) Appointment of Secretary– Pauline Down was proposed to continue this position by Hazel Pearce and seconded by Jacqui Pateman-Jones. The proposal was voted upon and agreed.
c) Election of members to the Finance and General Purposes Committee– it was agreed that this committee will include the Investments Committee. Members proposed by Philip and seconded by Hazel were – Graham, Paul, Roy, Kay, Pauline, Jacqui and Steve. The proposal was voted upon and agreed.
4. Sign acceptance of Declaration of Membership -those present signed the document.
Bank Mandate – no changes
required.
5. Minutes of previous Full Meeting 20 March 2019 – minutes had been previously circulated. They were proposed for acceptance by Jacqui and second by Kay. The proposal was voted upon and agreed.
Minutes of the F, G & P and Investments Committee, held on 3 April 2019 – minutes were previously circulated and were proposed for acceptance by Jacqui and seconded by Steve. The proposal was voted upon and agreed.
Both sets of minutes were signed as being a true record.
6. Hall Mark Audit – Paul summarised what is expected in the re-assessment due to be carried out. Paul will get a date planned later in May.
7. Annual Reviews – a) Hire charges – thank you to Sarah (Bookings co-ordinator) for providing a summary sheet with possible increased charges. Sarah summarised the current hire rates and potential plus 3% and plus 5% figures for consideration by the committee.
It was agreed to amend the price for clearing the bar to £25 – proposed Jacqui and second by Steve. The proposal was voted upon and agreed.
Hire prices to be increased by 3% from 1 May 2019 - proposed by Paul and seconded by Steve. The proposal was voted upon and agreed.
b) Caretaker and Cleaner review – Sarah and Elaine were thanked for all their work to a very high standard.
c) Policies – Financial Controls policy was considered at the Investments Committee meeting held on 3 April 2019, and recommended for approval at the Full Committee on 8 April 2019.
The Policy document needs reviewing and will be circulated to all members of the F & GP to consider.
8. Treasurer’s Report –a) Investment report- At the F & GP meeting held on 3 April 2019, (point 3) it was agreed to invest the available funds with the Union Bank of India.
Paul to obtain application form and Roy and Jacqui will complete the paper work.
A further meeting will be planned in June 2019 to review.
Hall accounts for period ending 31 March 2019had been approved at an earlier meeting.
It is confirmed that John Wehner has carried out an independent examination of the Hall’s accounts for the year.
John Wehner will be asked the best way to account for the bar stocks in future accounts.
b) Gift Aid update – claims up to date. 2018/19 year claim to be done by Roy and Kay.
c) Annual Budget 2019/20 -considered at meeting on 3 April 2019 and proposed for acceptance by Hazel and seconded by Paul. The proposal was voted upon and agreed. Thanks were expressed to Gordon Short for his financial gift to the Hall in year. A letter of thanks will be forwarded accordingly.
d) Hall Insurance -The approximate size of the hall is 535 square metres and if the re-build cost was £1600 per square metre the re-build cost would be £856,000. Paul assured the committee that the current insurance is adequate to cover this.
e) Reserves Policy – reviewed. 5.2 updated and the revised policy was proposed for acceptance by Jacqui, seconded by Philip. The proposal was voted upon and agreed.
9. Caretakers – a) Caretaker’s report– nothing to raise.
Cleaner’s report– nothing to raise.
10 Maintenance report - Paul updated the committee on the following –
a)Hall floor update –The representative from the company that refurbished the floor is due to visit this week and look at damage caused at recent YFC disco and make recommendations to solve flooring problems.
b) Key box light – will be replaced under warranty.
c) Lightingramp end of hall and outside lights – Paul suggested they be put on to one switch. Price quoted £225 + VAT. Paul is waiting for another quote. It was proposed by Jacqui and seconded by Kay to carry out the work by contractor submitting the best price. The proposal was voted upon and agreed.
d) Skirting Board – Club end –Martin Marks to paint. Hall Committee to pay. This was proposed by Jacqui and seconded by Philip. The proposal was voted upon and agreed.
Middle cubicle in ladies toilets and ceiling in disable toilet also need painting – Paul has prices.
11. Hall Matters –a) Election Night 2 May 2019 – a fundraising event will be held on the same evening with a raffle and the bar will be open. Sarah to check with Electoral Office that it is appropriate to hold this event.
b) Hire of Hall bookings – a request has been made for badminton but there are no court markings and the hall ceiling is not high enough. Sarah will communicate with village for possible courses required.
c) Hall Share meetings –10 April 2019 – Berrynarbour; 2 July 2019 – Burrington at 7.00 pm.
Paul to arrange for tea/coffee and biscuits to be available.
d) User reports and feedback –DCC visited last week. Happy with facilities.
e) User group/representative feedback – Paul and Jacqui will communicate points raised back to Parish Council where relevant.
f) Website and Broadband –Tracy Ford to continue to update.
12. Bar – a) Future management – Roy to manage bar stocks as agreed previously.
b) Security grill price - £800 - £1000 quoted. Current insurance cover up to £1000 stock value. Sufficient cover at present.
Key Pad on building number to be changed frequently when in use - proposed Jacqui, seconded Paul. Proposal voted upon and agreed. Key pad out of use in summer.
13. Grant applications – Gents toilet refurbishment – cost £6000 - £8000. Village Hall Improvement Grant mentioned. The grant aims are to pay for refurbishment of village halls – up to 20% of eligible cost. Minimum grant of £10000, therefore project cost would need to be £50000 to be considered. Paul to investigate further.
14. Outdoor Sports Area– a) Fence repairs update– Parish Council responsibility.
b) Litter in play area – dealt with, not a problem.
15. AOB– a) Application to Union Bank of India – Jacqui to help Roy with application form.
b) Bar stock– Roy to provide a book to record bar stock.
c) Gordon Short’s resignation from committee– It was decided to mark Gordon’s very long term on the committee by way of a gift of thanks. Coasters and a key box to be sourced and presented at the Summer BBQ. Paul to obtain prices.
16. Date of next meeting –to be arranged.
Meeting closed at 9.50 pm
Minutes of the meeting of the Burrington Parish Hall and Recreation Area, held on 20 March 2019, at 7.00 pm in the Hall Committee Room
1.Present - Graham Short (Chair) David Parker
Steve Aldridge Jacqui Pateman-Jones
Paul Bailey Philip Pincombe
Pauline Down Martyn Short
Kay Elworthy Roy Webber
In attendance– Sarah Bonner (Caretaker and Bookings Co-ordinator and Elaine Willis (cleaner).
Apologies– Tracy Ford, Doreen Fraser-Smith, Stuart Holton, Hazel Pearce, Gordon Short.
Graham welcomed those present and introduced David Parker as the new member representing the Comrades Club. Doreen Fraser-Smith will also be representing the Women’s Link, replacing Betty Cox.
2.Minutes of the last meeting- 26 November 2018 – The minutes were proposed for acceptance by Paul Bailey and seconded by Jacqui Pateman-Jones. The proposal was voted upon and agreed and the minutes were signed as being a true record.
3. Matters Arising – a) Toddler Group equipment – still to be cleared.
b) Chair trolley repair – completed.
c) F & GP – membership to be agreed at AGM meeting on 8 April 2019.
d) Trustee liability – Paul has checked with County and ACRE (Action with Communities in Rural England) and has been assured that the Trustees are protected. Paul also provided a document from ACRE – Trustee Indemnity insurance for village hall management committees. Roy also confirmed that adequate insurance is in place to protect Trustees.
e) Hall floor – both the main hall and committee room floors have been sanded and re-sealed. After the recent YFC disco held on 15 March areas of the floor have become dull and dusty. Paul confirmed that the company that carried out the work are to visit next week to check the floor and advise what can be done to rectify the problem.
f) Website and Broadband costs – Parish Council pay for this.
g) Goals on MUGA – have been replaced along with corner protectors.
4. Treasurer’s Report – a) Roy circulated copies of the accounts to 28 February which were discussed.
It is noted that the costs of the caretaker are considerably lower than last year.
Jacqui asked if the MUGA usually loses money in year. The MUGA has not made enough in the past two years to cover costs as there have been fewer hirers. The predicted loss to year end is £265.52. The MUGA Fund balance (designated reserves) is currently £4054.74.
Accounts - Roy stated that there has been a one off payment this year for the application of the bar licence of £99 and an annual fee (on-going) £188 for the licence. Savings will be made as licences will not need to be obtained for events individually. Roy was thanked for his report.
b) Re-investment of Hodge Bank Bond maturing Early 2019 –to be discussed at a separate meetingon 3 April 2019; The Committee to attend this meeting will comprise of Graham Short, Roy Webber, Paul Bailey, Tracy Ford, Kay Elworthy, Jacqui Pateman-Jones and Steve Aldridge (Pauline Down in attendance). The meeting will be held at 6.00 pm on 3 April 2019.
Hall Insurance– It was stated that the hall could be re-measured by a building surveyor to check that the appropriate insurance is in place. It was decided that Paul will check the re-build rate applied by the insurance company to check that our cover is appropriate. (Rates confirmed at £1600 - £1800 per square metre). Paul will also speak to Martin Rich (County) to confirm process.
5. Caretakers report – Sarah Bonner confirmed that all is going well and expressed her thanks to Roy and Paul for their continued assistance.
Elaine Willis confirmed that all is ok in her area and that Roy and Paul had replaced the sink bracket in the gent’s toilets further to it being broken at the recent YFC dance. It was agreed that the YFC will be charged for this.
The Committee’s thanks were expressed to Sarah and Elaine for their continue hard work – proposed by Pauline and seconded by Paul .
6. Maintenance Report – a) Key Box – 1 on the MUGA and one at the Club end of the hall. The light on the Club end box needs replacing(Paul to action).
b) Main hall painting completed by Martin Marks, cost £380, previously agreed. Martin did not charge for painting the skirting boards in the main hall. Thanks were expressed to him by the Committee.
Club end skirting board painting - £95 quoted – to be done. Comrades Club to be asked to pay for this.
Ladies toilet middle cubicle needs re-painting.
c) Outside lights – there was an issue recently after the YFC dance which finished at 1 am. The street lights had gone out and an outside hall light was not working. Paul will obtain prices to upgrade the light by the ramp so that it illuminates some of the car park too, so those packing up from the hall after a late event are able to do so safely.
Paul was thanked for his continued hard work for hall maintenance.
7. Hall matters - a)Fund raising events – a Big Breakfast is to be planned – date options are being discussed;
Easter Bingo is being held on Thursday 18 April 2019;
The Summer BBQ is planned for 13 July 2019;
New Year’s Eve Party – 31 December 2019.
Hall events booked- YFC tractor rally planned for 7 April 2019;
Easter tea may be planned;
Yoga and gong immersion – 18 May 2019;
YFC Area/Group rally – 14 July 2019;
b) Comrades Club rep – David Parker welcomed to the Committee.
c) Review of Internal Financial Controls (as per Charity Commission) to be considered at meeting on 3 April 2019.
8. Bar –future management. A stock take was taken on 31 January 2019 by Roy and Pauline and this was costed. The valuation totalled £994.07. This amount has been paid to Roy Webber. The stock now belongs to the Hall Committee, whose name the Licence is held in.
Roy has agreed to continue to run the bar on behalf of the Hall Committee and he will re-stock, deal with re-cycling and arrange for bar staff when needed.
It was agreed that reimbursement of expenses will be made to Roy for doing this.
Roy Webber and David Parker left the meeting at 8.37 pm.
9. Grant Application –for gent toilet refurbishment – Paul to pursue further.
10. Outdoor sports area – one board is missing near the goal – Paul will inform the Parish Council.
It is noted there is a lot of litter in the play area – Parish Council to be informed.
Drainage hall end – there has been a build-up of sand near the hall end by the play area in the recent wet weather – needs cleaning up.
11. AOB – a) Hall Mark Level 3 (run by Devon Communities Together) is due for renewal. It covers all factors of village hall management within the National Agreement. It was suggested that we arrange for Burrington’s Hall audit to be carried out sometime after the 8 April meeting and AGM.
b) Hall Share – the next meeting is at Berrynarbour on 10 April at 7 pm.
c) DEFRA – Martin Rich (County) has advised that on 25 March Tim Goodship, from DEFRA is visiting North Devon. It was advised that he may come to Burrington hall.
d) New Year’s Eve report – event in hall was very successful and enjoyed by those that attended. Another event will probably be planned at the end of 2019.
f) Bar area – it was agreed that a price will be obtained for a grill on the outside door of the bar area for security. Paul agreed to do this.
Meeting closed at 9.10 pm
Minutes of the meeting of the Burrington Parish Hall and Recreation Area meeting held on 26 November 2018, at 7.00 pm in the Hall Committee Room
1. Present - Graham Short (Chair) Hazel Pearce
Steve Aldridge Jacqui Pateman-Jones
Paul Bailey Philip Pincombe
Pauline Down Roy Webber
Kay Elworthy
In attendance – Sarah Bonner (Caretaker and Bookings co-ordinator), Elaine Willis (Cleaner).
Apologies - Tracy Ford and Gordon Short
Non Attendance – Betty Cox, Stuart Holton and Martyn Short
2. Minutes of previous meetings– 16 July 2018 – proposed for acceptance by Paul Bailey and seconded by Steve Aldridge. Minutes signed as being a true record.
16 August 2018 – proposed by Steve Aldridge and seconded by Paul Bailey. Minutes signed as being a true record.
3. Matters Arising – Caretaker review – Sarah agreed that she was able to undertake the role within the specification provided.
Graham Short thanked Sarah and congratulated her on the cleaning standards of the hall on behalf of the committee. Lots of compliments have been received. The key pad is also working well for access to the hall and a key pad is also being fitted to the MUGA.
It was agreed that Sarah will continue the role and the next review will be in October 2019.
Sarah wished to thank Roy and Paul for all their help in the hall.
4. Investment Policy, Reserves Policy – Drafts had been considered at a meeting held on 17 October 2018, of the Working Party. Final updated policies were provided to all prior to this meeting with a copy of the notes of the meeting.
Steve was thanked for the preparation of the draft policies.
Comments – Investment Policy 3.4 remove quotes on sentence.
Both final policies were then proposed for acceptance by Jacqui Pateman-Jones and seconded by Steve Aldridge. Graham Short signed the policies on behalf of the Committee.
5. Bar Licence– Roy Webber updated the meeting of the current position – A full Bar Licence has now been granted for the hall. Shirley Loder, Licensing Case Officer, NDC has emailed Roy accordingly and the licence will be issued in due course. Paul Daw, from the village, was thanked for all his help with the application. A letter of thanks will be sent to him for his support. The cost of the application was £190 and the cost of the advert in the North Devon Journal was £99.
Roy was thanked for all his work for the Bar Licence application.
6. Hall Dance– 15 December 2018 planning – cost per person £15 to include a hot meal and dessert; band Monopole booked – all agreed at an earlier planning meeting.
Hot meal choices – lasagne (meat and vegetarian option), chicken in white wine sauce and pork in cider. Desserts – a request for donated desserts to be made.
Louise and Graham Hooper have offered to help – they will be asked if they can go on the door (Pauline to see them to ask).
A raffle will be held on the night; donations for prizes to be requested. (Sarah to publicise request in village).
After discussion it was agreed that a donation will be given to FiG from the proceeds of the raffle (FiG is a local North Devon & Torridge charity – helping children and teenagers who have experienced close family bereavement. Support is offered after referral, by way of phone, family meetings and workshop support to the young people).
Committee members were requested to sell tickets for the dance please.
Tables to be set up at 6.00 pm on Friday 14 December (Hall Committee assistance requested please).
7. New Year’s Eve planning– A Parish Hall Community Event will be held in the hall, starting at 8.00 pm with food at 9.00 pm – Bring and Share finger food from all attending requested. Paper plates and napkins will be provided (Sarah to source).
Bar will be open. (Roy to organise).
Music(Philip to provide).
Children welcome.
Setting up time - to be advertised to committee later. Assistance requested please.
8. Review of F & GP sub-committee– membership - to be addressed at the next AGM.
9. AOB – a) Donation to hall for £54 has been received from Judy Coux and Doreen Fraser Smith – a letter to thanks will be sent to them.
b) Fundraising – The Christmas Fayre realised £781 for hall funds. The event was very successful. Thanks were expressed to all involved.
c) Bingo – 29 November 2018 – help with refreshments has been requested and is now in place.
d) Roy Webber requested a meeting to be held early in 2019 further to the Investments Policy being approved, to discuss the future investment of a fund held with Hodge Bank that will shortly mature.
e) Hunt Dance 9 December 2018 – Roy to clear the bar stocks so that the Hunt can use the area on the day. After this a stock-take will be carried out – Steve, Sarah and Pauline agreed to help. Hall funds to pay for stock. Roy to liaise with Steve regarding a date for the stock-take.
f) Bar – security – Roy advised that bar stock is insured for cover of £1000. He will check with the Insurance Company and confirm if any extra security is required.
Next meeting – to be planned - February 2019.
Meeting closed at 9.00 pm
Minutes of the meeting of the Burrington Parish Hall and Recreation Area meeting held on 26 November 2018, at 7.00 pm in the Hall Committee Room
1. Present - Graham Short (Chair) Hazel Pearce
Steve Aldridge Jacqui Pateman-Jones
Paul Bailey Philip Pincombe
Pauline Down Roy Webber
Kay Elworthy
In attendance – Sarah Bonner (Caretaker and Bookings co-ordinator), Elaine Willis (Cleaner).
Apologies - Tracy Ford and Gordon Short
Non Attendance – Betty Cox, Stuart Holton and Martyn Short
2. Minutes of previous meetings– 16 July 2018 – proposed for acceptance by Paul Bailey and seconded by Steve Aldridge. Minutes signed as being a true record.
16 August 2018 – proposed by Steve Aldridge and seconded by Paul Bailey. Minutes signed as being a true record.
3. Matters Arising – Caretaker review – Sarah agreed that she was able to undertake the role within the specification provided.
Graham Short thanked Sarah and congratulated her on the cleaning standards of the hall on behalf of the committee. Lots of compliments have been received. The key pad is also working well for access to the hall and a key pad is also being fitted to the MUGA.
It was agreed that Sarah will continue the role and the next review will be in October 2019.
Sarah wished to thank Roy and Paul for all their help in the hall.
4. Investment Policy, Reserves Policy – Drafts had been considered at a meeting held on 17 October 2018, of the Working Party. Final updated policies were provided to all prior to this meeting with a copy of the notes of the meeting.
Steve was thanked for the preparation of the draft policies.
Comments – Investment Policy 3.4 remove quotes on sentence.
Both final policies were then proposed for acceptance by Jacqui Pateman-Jones and seconded by Steve Aldridge. Graham Short signed the policies on behalf of the Committee.
5. Bar Licence– Roy Webber updated the meeting of the current position – A full Bar Licence has now been granted for the hall. Shirley Loder, Licensing Case Officer, NDC has emailed Roy accordingly and the licence will be issued in due course. Paul Daw, from the village, was thanked for all his help with the application. A letter of thanks will be sent to him for his support. The cost of the application was £190 and the cost of the advert in the North Devon Journal was £99.
Roy was thanked for all his work for the Bar Licence application.
6. Hall Dance– 15 December 2018 planning – cost per person £15 to include a hot meal and dessert; band Monopole booked – all agreed at an earlier planning meeting.
Hot meal choices – lasagne (meat and vegetarian option), chicken in white wine sauce and pork in cider. Desserts – a request for donated desserts to be made.
Louise and Graham Hooper have offered to help – they will be asked if they can go on the door (Pauline to see them to ask).
A raffle will be held on the night; donations for prizes to be requested. (Sarah to publicise request in village).
After discussion it was agreed that a donation will be given to FiG from the proceeds of the raffle (FiG is a local North Devon & Torridge charity – helping children and teenagers who have experienced close family bereavement. Support is offered after referral, by way of phone, family meetings and workshop support to the young people).
Committee members were requested to sell tickets for the dance please.
Tables to be set up at 6.00 pm on Friday 14 December (Hall Committee assistance requested please).
7. New Year’s Eve planning– A Parish Hall Community Event will be held in the hall, starting at 8.00 pm with food at 9.00 pm – Bring and Share finger food from all attending requested. Paper plates and napkins will be provided (Sarah to source).
Bar will be open. (Roy to organise).
Music(Philip to provide).
Children welcome.
Setting up time - to be advertised to committee later. Assistance requested please.
8. Review of F & GP sub-committee– membership - to be addressed at the next AGM.
9. AOB – a) Donation to hall for £54 has been received from Judy Coux and Doreen Fraser Smith – a letter to thanks will be sent to them.
b) Fundraising – The Christmas Fayre realised £781 for hall funds. The event was very successful. Thanks were expressed to all involved.
c) Bingo – 29 November 2018 – help with refreshments has been requested and is now in place.
d) Roy Webber requested a meeting to be held early in 2019 further to the Investments Policy being approved, to discuss the future investment of a fund held with Hodge Bank that will shortly mature.
e) Hunt Dance 9 December 2018 – Roy to clear the bar stocks so that the Hunt can use the area on the day. After this a stock-take will be carried out – Steve, Sarah and Pauline agreed to help. Hall funds to pay for stock. Roy to liaise with Steve regarding a date for the stock-take.
f) Bar – security – Roy advised that bar stock is insured for cover of £1000. He will check with the Insurance Company and confirm if any extra security is required.
Next meeting – to be planned - February 2019.
Meeting closed at 9.00 pm
Burrington Parish Hall and Recreation Area
Meeting held at 7.30 pm on Monday 6 March 2017 in the Hall
Present – Graham Short (Chair) Tracy Ford
Paul Bailey Phillip Pincombe
Sarah Bonner Hazel Pearce
Pauline Down Gordon Short
Kay Elworthy Roy Webber
1.Apologies - Kenny Elworthy
Stuart Holton
Kevin Pincombe
Gordon Webber
Janett Van Den Berg
2.Minutes - The minutes of the last meeting held on 12 October 2016 were signed as being a true record.
3. Matters arising from the above meeting –
a) Extra front door key – this has been sourced.
b) Wages method update – this is being done on line.
c) Varnishing front doors – PB to arrange within next 2 weeks.
d) Toddlers update – store to be cleared (SB)
e) Basketball posts – one good post remains (SB)
f) Muga Fencing – Parish Council have been notified, will monitor and repair when necessary (PB)
g) Full Bar Licence update – to be left as it is at present, pending possible sale of the Burrington pub (RW)
h) Glass washer – installed and very successful.
i) Teapot – new one has been purchased (KE)
4. Treasurer’s Report – Roy Webber provided a copy of the interim accounts to the end of February, to all present, and summarised the details. Roy also answered questions from the meeting –
Muga – 1 hour is paid to the caretaker for dealing with bookings.
Grant – PB confirmed that another £300 grant is due from the District Council once the Committee Room extension is completed. A time extension for the project to be carried out has been requested. Once completed an invoice will be raised for the £300.
Room hire income is similar to last year for the same period.
Caretaker wages – have risen by approximately £183 to date, and compared to the previous year end.
Grant Application - VAT on Committee Room extension - it was noted that it had been previously decided to manage the grant funding for the extension by the Hall Committee rather than through the Parish Council. Gordon Short commented that this would result in the VAT not being able to be claimed back on the project – amounting to approximately £2000.
Investment Accounts – nothing due to mature until August 2017.
It had been agreed previously that some of the reserves may be needed to fund the committee room project so it can be carried out.
Gift Aid update – to be dealt with after end of financial year by RW and KE. Only one claim per year allowed.
Roy was thanked for preparing the accounts and for his verbal summary provided.
5. Caretaker’s Report –the caretaker did not attend the meeting or send a report.
It was noted by a hirer recently that there was a lot of dogs mess around the hall – it was suggested that a CCTV camera may assist to identify culprits. This will be discussed with the Parish Council.
In the meantime the area will be cleaned and sprayed - any volunteers from the committee to help would be appreciated. (Date to be circulated).
It was suggested that a walk around with the caretaker to monitor tasks would be useful. (PB)
It was noted that the caretaker is very responsive to requests made and this was appreciated.
6. Maintenance Report –
a) Asbestos report – PB stated that an asbestos survey will take place on Friday 10 March and a full report will then be available for any prospective contractors to view before any work is carried out. The report will be reviewed annually as is a legal requirement. It will cost £200 and any samples taken will cost £25 per sample for testing.
Hall maintenance schedule – PB advised that the kitchen and bar area are due for painting but it is noted that these areas are satisfactory at present. On-going issues will be carried out.
GS commented that the 5 yearly electrical hard wiring tests had been carried out recently along with PAT testing of all portable electrical appliances. Any future concerns regarding electrical equipment to be reported as soon as noticed.
7. Hall Matters -
a) Website and Broadband – TF confirmed that any requests for updates on the website have been added. GS asked if all members could check the website and report any findings of changes required.
b) Community email and website – email assistant. PD is to be setup on the system. TF to arrange.
c) Forthcoming events/fundraisers – Bingo 13 April. Posters to be circulated locally.
GS raised the issue of having a big social event in the hall for fund raising.
d) Hire of hall/bookings update (SB) – confirmed that new bookings are coming in. Clubbercise starts on 8 March at 7 pm.
e) Hall share meetings update (PB) - at the last meeting ideas were shared about village hall management. The next meeting is to be held on 3 April, at Shirwell, at 7 pm.
f) User reports and feedback (SB) – concerns had been expressed from some users regarding dogs mess around hall and a hirer recently stated that they had to sweep the hall before they used it.
KE informed the meeting that the YFC tractor rally event organisers were impressed with the kitchen facilities.
Caterers for a recent funeral tea were also impressed with the kitchen facilities and commented that they will use the hall for other events.
It was agreed that SB will get some new promotion cards printed for the hall. (Estimate £20)
8. Grant Application - PB stated that the new screens for the committee room have a 4 week lead in time.
The roller shutters to the bar and kitchen will be retained as new versions will be very similar. Shutters will have blinds added for acoustic and decorative benefit. PB will obtain samples to view.
Curtains in committee room – it was decided to retain these so they match the main hall when screen is open. The tracking will be replaced to this window and the curtains re-hung.
The deaf-aid loop will be extended into the committee room.
The ceiling lighting and speakers will be replaced as part of the project and electric sockets will be repositioned and increased in number.
The Parish Council have been sent a letter asking if they would support this project with a grant of £2000. PB reported that the Parish Council currently have an application for funding for a self-winding clock mechanism in the Church – this grant application had been made on behalf of the Parish Council to the Landfill Board. This will be notified by June 2017. If funds are made available from this grant application then the Parish Council may release £2000 funding to the hall. (Total estimate for project is £17000)
9. Outdoor sports area - no issues.
10. Any other business - SB thanked PD who will provide the agenda and take minutes at future meetings.
11. Next Meeting - date to be decided.
Meeting closed at 9.25 pm
Burrington Parish Hall and Recreation Area
Full Committee meeting
Wednesday 12.10.16
|
Graham Short – Floor - Chair |
Present |
Sarah Bonner - Floor |
Present |
|
Paul Bailey– Parish Council - Vice Chair |
Present |
Kevin Pincombe – Parish council |
Present |
|
Roy Webber – Floor - Treasurer |
Present |
Tracy Ford |
Apology |
|
Martyn Short – Methodist Church |
Present |
Hazel Pearce |
Present |
|
Phil Pincombe – Parish Church |
Present |
Betty Cox – Women’s Link |
Apology |
|
Kenny Elworthy – Comrades Club |
apology |
Pauline Down |
Apology |
|
Janett Van Den Berg – Primary school |
Present |
Gordon Webber -Floor |
Apology |
|
Stuart Holton – Twinning Association |
Apology |
Caretaker – Gemma Boyd |
Apology |
|
Kay Elworthy - Floor |
Present |
Elaine Willis – Cleaner |
Apology |
|
|
|
|
|
|
|
|
|
|
|
|
|
Action |
|
1 |
APOLOGIES -please see above. |
|
|
2 |
Reading and Signing of minutes from previous meeting 19.4.16 The above were read and signed as a true record. |
|
|
3 |
Matters arising from the above meeting: a) Changes to licence: Kay Elworthy confirmed the licence had been altered to be in the committees name rather than an individual. b) Hire charges increase: SB confirmed the rates had been increased following the AGM and circulated to hirers. C) Communication E-Mail and Social Media Policy "We aim to provide a committee environment sensitive to the diversity of our members; therefore, please do not use communications including and not restricted to email or social media, in an offensive or disrespectful manner, to any member of the community when addressing Parish Hall issues". Above policy adopted: Proposed: RW. Sec: KE. All agreed.
|
|
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4. |
Treasurers report See data attached. a) Investment report: A query was raised at last meeting as to whether the hall should be Vat registered. Advice was sought and it was reported that the current arrangement of not being Vat registered is correct. b) Roy explained the Edgell grant funds noted on the sheet is designated for the committee room project. The muga rates were discussed as they hadn’t been included in the annual increase. All agreed to remain as they currently are. c) Gift Aid: Roy and Kay had set up the Gift Aid but there are complications that they need individual claims not a group claim from a function. Roy will clarify with the correct body and report back.
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5 |
Caretakers report: The Caretaker had sent in an email as couldn’t be present. a) Gemma requested an extra front door key. All agreed. Gemma to get cut. b) Gemma has asked if an alternative method of wage pay was available rather than cheque. All agreed for Roy to set up on line banking. Prop: KP, Sec MS. All agreed. c) It was raised that please could the front entrance porch be kept free of leaves and debris. Action Gemma and Elaine |
GB |
|
6 |
Maintenance report: a) Car park white lining – PB updated all complete b) Painting of front entrance: Jack Earnshaw had kindly painted the hall entrance. Thankyou letter to be written to him. Paul to ask him if he was varnishing doors. |
SB |
|
7 |
Hall matters: a) Website and broadband: Wild West Net has been taken over by Air Band – new contract updated – still free to halls. b) Community email, websites and facebook: Tracy has kindly taken on the hall website and is currently updating it. Pauline has offered to assist with the email system covering Tracy if unavailable. Noted: Susan is the North Devon Journal representative. Committee to encourage all to submit information to both Tracy and Susan for inclusion on sites and Journal. Also to share posts from Burrington Hall facebook page. c) Forthcoming events / fund-raisers: Xmas Fayre: Sat 19th – thanks in advance to all those who help and support. Bingo: 24h Nov: again thanks to all. Particular thanks to Sue Short and Kay Elworthy for all their work to the above events. Nov 5th Big Breakfast for MacMillan and Air Ambulance. Setting up: Xmas decs: 7pm 8th Nov Fayre set up: 6pm 18 Nov d) Hire of hall / bookings: All in order e) Hall share meetings: At Burrington 24th Oct 7pm start 7.30pm Speaker from DARE. f) Users reports: none. g) Committee members: Toddler representative: Currently no rep from toddlers and the group isn’t running. SB had contacted Caroline Wood. All agreed for SB to contact her again and offer help from committee as appropriate. |
Committee
Committee
SB |
|
8 |
Grant applications and expenditure a) Committee room update: PB reported that the grant application had been unsuccessful to Grantscape, as it was oversubscribed and less established premises were given priority. Much discussion – concluded: Chair proposed: PB apply for Awards for All grant and the hall pay the balance to proceed with the project (approx. £5,500) Sec: PP. all agreed. Thanks again to Paul for his continued work on this project. b) Glass washer: All agreed to purchase 12 glass dishwasher £1120 + Vat. Prop: KP. Sec PP. PC reps to inform Parish council |
PB KP |
|
9 |
Outdoor Sports Area: Roy Webber reported Boards were recently fixed and the goal posts are to be mended. School to be notified that the basketball posts are a hazard. Fencing around the muga needs replacing. PC reps to raise at next PC meeting |
SB PB KP |
|
10 |
Any other business a) PB reported water heater in kitchen has been fixed. b) KE requested £20 for new large teapot –all agreed. c) Licence: As the Barnstaple Inn has been closed and future uncertain, the pub skittles team is playing at the hall when necessary. Roy is applying for Tens licences to cover it. Discussion on advantages of licencing the premises fully, possibly a temporary situation whilst pub is shut. Agreed it would be good idea and would give options such as someone running a bar regularly in absence of pub etc. Prop: GS, Sec KP all agreed. PB to get advice from Devon Communities Together to see what other halls do. RW to enquire as to cost of licence in short term till December
|
PB RW |
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11 |
The meeting closed at 9.39pm |
|
Burrington Parish Hall & Recreation Area
Full Committee meeting Thursday 3rd March 2016
Paul Bailey – Parish Council – Vice
Chair
Present Kevin Pincombe – Parish Council Present
BettyCox-Women’s Link Apology Graham Short – Floor - Chair Present
Martyn Short– Methodist Church Apology Roy Webber – Floor- Treasurer Present
Phil Pincombe – Parish Church Present Gordon Webber - Floor Present
Kenny Elworthy – Comrades Club Present Kay Elworthy - Floor Present
Susan Fraser-Smith – Primary
School
Apology Sarah Bonner - Floor Present
Stuart Holton – Twinning
Association
Not
Present
Gordon Short - Floor Apology
Tracy Ford – Co-opted Present Elaine Willis - Cleaner Apology
Jack Earnshaw – Floor Present Leanne Jarvis – Co-opted Apology
Gemma Boyd – Caretaker Apology
1. Apologies – see above
2. Reading and signing of minutes from previous meeting 18/11/15
The above were read and signed as a true record.
3. Matters arising from the above meeting
The Chair welcomed Kevin Pincombe as the PC representative, and it was agreed to ask the Toddlers group if
they would like a representative on the committee. SB
Premises licensing update; agreed to amend the license so that all functions can finish at 2am on all days of
the week, also the name of the license to be amended from GS to Burrington Parish Hall Committee. The hall
hire agreement will be amended so that all functions finish at 1am on all days of the week. Cost £100 to make
amendments. SB to apply for form
4. Treasurers Report
See accounts attached,
Jack commented that despite the loss of the Play School income the accounts for the 11 months were
in good order.
a) Gift aid has been applied for, an error was made in the application, as a new charity we can make one
claim in year 1, another claim in year 2 and then can claim as and when, however 2 years were claimed
in one period. HRMC should have sent a letter within 15 days pointing out this error, this was not sent. A
new claim for year 1 needs to be made by 5/4/16, the second claim can be made mid April, total £1,200
approx. to be claimed back.RW & KE to action
b) Toilet Grant – confirmed that the PC has topped the fund up by £450. The grant for 2016 has been
applied for. RW to action
Thanks to Roy and Kay for all their work on the above.
5. Caretakers Report
Children have been reported to be climbing on the MUGA fence after school. Agreed to put up signs advising
against this behaviour. Signs to go on the gate. PB to action.
A spare key for the club end will be made available to help with changeovers.
In the ladies toilet the switching on automatically of the light in the first cubicle is delayed. PB to check and
sort.
The new national living wage comes into effect 1st April 2016, £7.20 per hour for workers 25+ RW will
adjust wages as necessary.
Thanks to Paul for polishing the hall floor in the next few days.
6. Maintenance
a) Edge of car park; Letter sent to the PC asking them to fund the repairs, approx. £2482 +vat. PC has given
£1000 towards the repairs with the District Council giving £1282, the hall will not have to contribute any
funds. The work will be carried out in the next few weeks. White lines in the car park may need
renewing; this will be discussed in the next meeting.
b) Risk assessment: a photo has been placed on the trolley to show correct stacking of tables and brake use
etc.
c) Carpet in club end being cleaned on 4th March 2016 at a coat of £70, Comrades Club will be sent the bill.
d) Taps in the toilets, one of the taps was left running during a function causing the hot water to run out, all
taps have now been replaced with spring loaded taps to stop this happening again. During the work a sink
was cracked and had to be replaced. The bill for this work £450 +vat will be sent to the PC
e) The front of the hall, entrance, porch area needs a spruce up, a quote was received for £450 +vat to
complete the work (the quote also included painting the windows and the end of the hall) Jack has
offered to buy the necessary paint, (Weathershield Magnolia) etc. and complete the work himself.
The Chair thanked everyone who helps in different ways to maintain and run the hall.
7. Hall matters
a) Website and broadband: no specific issues, still waiting for fibre optic to be installed and working. Jack is in
the process of adding a workable stats counter to the website, he will report back at the next meeting.
b) Community email, websites: Tracy reported that to date there have been 297 visitors to the website with 867
page views. Agreed that it is important to keep the website and email current and for all news and events to
be sent to the email account so they may be uploaded accordingly.
c) Forthcoming events/fund-raisers: Easter Bingo, Thursday 24th March, 8pm. A caller is needed, TF to put a
request on Facebook. The microphone is to be made available for the caller to use. £704 was raised at the
Christmas Bingo, the most successful so far. Many thanks to Kay Elworthy and Sue Short for organising
these events. A Simply Supper is to be organised for Saturday 11th June, Roy will apply for a licence, all other
details as the previous supper. The Parish Council are organising the lighting of the Beacon on Thursday 21st
April to celebrate the Queens 90th birthday.
d) Hire of hall/bookings: all positive with bookings. Jack is unable to see the calendar which shows the
individual events for the hall; Sarah has offered to help him.
e) Hall share meetings: at the last meeting Paul was given information on a new Insurance Co. offering specific
village hall insurance at a much lower price than other companies in the market, approx. £200 saving on this
year’s premium. Roy will look into this when the insurance comes up for renewal. Next meeting 12/4/16,
7pm, West Buckland.
f) Users report, none.
g) Welcomed Kevin Pincombe to the group. No representative from the Toddler group.
8. Grant Application and expenditure
Committee Room Update: a price of £20,000 +vat approx. has been obtained for the work as previously
discussed, soundproofing, sliding doors, suspended ceiling, Roman blinds over the metal shutters, electrics,
new deaf aid loop and pa system speakers in the ceiling, new dimmable lights incorporating emergency
lightning. A surveyor will need to advise on the removal of the possible load bearing wall, leading into the
cloakroom. Once all the figures are in hand a meeting will be called to finalise grant applications.
9. Outdoor Sports Area
PC is seeking advice on the lifting corners of the playing surface.
10. Any other business
The medals of General Sir Harold Taggart from Northcote Manor, who donated the first hut in 1921 for the
Mens club have recently come up in auction. Paul has framed a photo of the General along with the catalogue
entry for the sale; this will be hung on the wall in the Club end.
Jack mentioned that Mick Harding has recently died and that the pub remains closed indefinitely.
11. The meeting closed at 9.24pm.
Burrington Parish Hall and Recreation Area
Full Committee
A Meeting of the Committee following the AGM
Tuesday 19.4.16
Paul Bailey– Parish Council - Vice Chair Present Tracy Ford - Floor Present
Kevin Pincombe – Parish council Present Graham Short – Floor - Chair Present
Betty Cox – Women’s Link Apologies Roy Webber – Floor - Treasurer Present
Martyn Short – Methodist Church Apologies Gordon Webber -Floor Present
Philip Pincombe– Parish Church Present Kay Elworthy - Floor Present
Kenny Elworthy – Comrades Club Present Gordon Short - Floor Present
Janett VanDeBerg - Primary school Apology
Stuart Holton – Twinning Association Present
Robyn Penton – Toddler group Present Gemma Boyd - Caretaker Apology
Sarah Bonner - Floor Present Elaine Willis – cleaner - in attendance Present
Also present: Pauline Down and Hazel Pearce
Action
1 APOLOGIES -please see above.
2 Co-options from the floor if required:
Pauline Down and Hazel Pearce Prop: RW, Sec: SH All in favour
3 Election of officers:
Chair – Graham Short,
Vice Chair – Paul Bailey
Treasurer – Roy Webber
All re-elected en bloc: Prop: KE, Sec: KP All in favour
b)Appointment of secretary
Sarah Bonner Proposed KE Seconded KP
All in favour. Thanks noted from committee for their ongoing work.
c) Election of Finances and General Purposes Committee (F & GP): Chairman, Vice Chairman,
Treasurer as above and Four elected members of committee being Kay Elworthy, Kevin Pincombe,
Tracy Ford, Pauline Down.
Prop: SH Sec: GS All in favour.
Secretary and Caretaker to attend meetings.
4. New members to sign acceptance of the Model Deed -Done
a ) Bank Mandate – doesn’t need updating, signatories to remain
5 Reading and signing of minutes of the previous committee meetings 3.3.16
Signed and accepted as a true record.
6 Matters arising from the above meetings
a) Changes to licence: In hand SB. Converting licence to be in committee name, not an individuals.
b) Paul reported the signs have been put on MUGA gates.
SB
7 Annual reviews:
a) Hire charges increased by 3% Proposed PB seconded RW. Effective 1.5.16
b) Cleaner / caretaker contracts – reviewed in October. All in order. Roy reported they will be in
accordance with new living wage.
c) Policies – Current policies all up to date.
ci) Content of email to committee members: Chair read two emails previously sent from one
committee member to two others, between meetings, which were offensive to the receivers.
Agreed to include a policy on meeting etiquette & social media to be drawn up by the
F&GP. To be ratified at next meeting.
SB
F & GP
8 Treasurer’s report
a) Investment report – Roy reported the investment had been rolled over, although at lower
interest rate with Julian Hodge. It was agreed to invest a further £6000 of the £10,185 in the
bank
Stuart raised the query that Charities may be able to claim Vat back, which would mean not
RW
GS, RW
having to do it through the Parish Council. To be checked.
b) Gift Aid - Roy and Kay have in hand
c) Annual budget – see attached. Prop: GW, Sec: GS
9 Caretakers/Contractors
a). Caretakers report: no issues
b) Toilet Caretakers report: No issues
Thanks to both for keeping the hall in good order.
10 Maintenance report
a) Car Park white lining following works carried out by PC and DC: money in place: waiting for
contractors date to start work.
b) Update of painting the entrance: Jack waiting for finer weather. To check if he is still covered by
insurance as no longer on the committee.
RW / GS
11 Hall matters
a) Website & Broadband - sign needed in hall noting broadband password for hirers. Jack is
happy to continue the website. Write to WildWest to ask for correspondence to be sent to
secretary.
b) Community email /website – Working well. Susan is still happy to continue to oversee the
community email. Thank you Susan.
c) Forthcoming fund-raising / events: Simple supper 11th June to celebrate Queens 90th
birthday. Easter Bingo raised £520.05 – thanks to Sue and Kay
d) Hire of hall / bookings. All working well.
e) Next Hall share meeting: 5th July Instow and October (Date TBA) at Burrington to see
heating system. Paul reported that the committee has a duty of care to ensure that any child
related group run in the hall is supervised by an appropriate adult. We currently have a
policy to cover this. To monitor.
Hallmark update: inspections due soon.
f) User reports and feedback – none.
g) User group’s representative’s feedback: School: Noted that the school intend to hopefully
open a preschool in September.
SB
JE
12 Grant applications and expenditure
a) Committee room: Paul updated on the improvements. Proposed cost of: £17000 including
Vat. Possible cost of £2000 to hall, funding from Devon Waste Management and Awards 4
All. Would start mid September if successful.
b) Proposed that committee allow Paul to move forward with the project:
Prop: SH, Sec: GS. All agreed. Thanks to Paul for his ongoing work on the project.
PB
13 Outdoor sports area
a) Update on the lifting of the lines PC have investigated and were told no action needed at present
14 Any other business:
Request for glass washer for bar or just inside kitchen.
Agreed for F & GP to source up to value of £1000 Prop: GW, sec: SH All agreed.
15 Meeting was closed at 9.45pm