Minutes of the Pailton Village Hall Trust Committee meeting held on 10th
March, 2008
Present: Joanna, Buddy, Tony (acting Chair), Patricia, Julie and Helen
Apologies: Maria and Lesley
Minutes of the last meeting were read and approved.
Julie’s husband has not been able to enquire into the legalities of
hiring the hall for badminton and table tennis.
The two missing tables have been found and are now back
in the hall.
The committee discussed the £10 charge for hiring chairs and tables as
concerns have arisen. The charge
will stay in place for the time being, but members were asked to think of
alternative ways of the checking in and out of tables and chairs so that we
know they do not go missing.
All the batteries in the smoke detectors have been replaced.
The Parish Council have agreed to fund this year’s annual inspection
of the play ground equipment. The
inspection will take place during September.
There have been notes made in the comments book about the hall being
cold. It was discovered that
someone had turned off several of the radiators, not at the thermostat end but
at the other end of the radiators.
A notice will be put up asking users of the hall to only regulate the
radiators by the using the thermostat.
The Barn Dance has been booked for Saturday 12th April at 8pm. Tickets buyers to be asked to provide
their own drinks but the committee will provide free hot dogs at the interval. Tickets cost £7.50 for adults,
£ 6 OAPs and £4 for children under 16. Helen to be the main
point of contact for ticket sales.
Maria to be asked to email Helen with last year’s poster and tickets
so that they can be amended in time for this month’s Round the Revel.
Patricia informed the committee that she has been in touch with a
Warwickshire quartet; they are available on 16, 17, 23 and 24th of May. She will liaise with Lesley on the
Barbers Shop group. A limit of
£225 was set for this joint event.
Buddy said that he was happy to organise a Racing Night for the autumn
season. This is a very large board
game; we can race anything we want.
This being Pailton, the committee decided to race pigs. Buddy will ask Louise to make the furry
pigs.
Helen reported that Maria and herself had attend the Live and Local promoter
evening. Helen has circulated the
menu of performances but is still waiting for some members of the committee to
make their choices. The menus and
choices are to be returned to Helen as soon as possible, so that she can submit
our requests.
Julie handed Tony some cheques from the regular users of the hall.
Tony reported that we had £1695.05 in our deposit account and
£2482.49 in the reserve account.
To be deducted from the deposit account are two cheques: £37 for
electricity and £187 for gas.
We also have to pay £471 for the new swing seats and to have their
chains shorten, these will be done in the next two
weeks.
Tony reported he had now sent off a paper version of expenditure to the
Charities Commission.
Julie reported she has taken several bookings for parties:
·
A Fosse Locality meeting (hosted by Philip
Morris-Jones) on Tuesday 18th March at 7pm
·
Open Gardens meeting on Saturday 15th March at
10.00am.
It was decided to charge Rugby Borough Council £10 an hour for the
elections on 1st May.
The Parish Council have agreed to fund this year’s annual inspection
of the play equipment and playing field.
This year’s AGM will held on Tuesday 6th May
at 8pm in the village hall.
Helen reported she had received a self assessment hygiene questionnaire from
Rugby Borough Council. This she had completed and returned to them.
Julie reported that the Revellers Playgroup have complained that someone who
had use the hall for a children’s party had left the balcony full of
litter and had used their toys and equipment. Julie said she has been in touch with
the person concerned and they have apologised, but stated that they
didn’t realise they could not use the toys. It was decided that a notice should be
placed at the bottom of the stairs stating that no unauthorised person should
going up to the balcony. Two
additional lines are to be added to the booking form stating that no one is
allowed to use the balcony area and that the playgroup toys must not be
used. Helen will write a letter to
the playgroup informing them of our actions. The playgroup is also to be reminded
that the stage area is a public area that the committee cannot stop people
using this area. Also that the
committee are not responsibly for anything that is left in the hall and that
sometimes the playgroup will asked to remove all items from the stage when
required to do so, i.e. so that events can take.
We are now in receipt of this year’s Music Certificate.
A re-count of all the tables and chairs is to take place before the Barn
Dance commences on 12th April.
Date of next meeting is 6th May at 7.30pm half an hour before the AGM.