Minutes of Pailton Village Hall Trust held on 7^th February 2005

Present: Kara, Clair, Carrole, Tony, Maria, Gill, Joanna and Helen

Apologies: Chris and Gary

Live and Local

The last event is to be held on Saturday 12^th. As a result of the windows being replaced the curtains will need to be re-hung. The old tracks will be used for this event, but these are to be replaced after the building work is completed and hopefully before the AGM. Chris and Tony to obtain a quote from Andrew Simpson.

Refurbishment and Maintenance

Proposed works – Conversion of the paved area at the front of the hall into a ramp, complete with hand rails. To level the path from the emergency exit door to the ramp. To convert the ladies toilets into a disabled toilet with a built in baby changing unit. To change the door opening to the men’s toilet. To block up one entrance to the porch area.

Closure – For the above work to take place, the hall will be closed from the 21^st February. The work is expected to last at least four weeks.

Reopening Party – It is hoped to be able to book one of the village bands for a Saturday night in early June. It was decided that this should be a free event. Details to be finalised at the next meeting. It was also decided to open the hall an hour before the AGM to enable villagers to come and inspect the building work and have a cup of coffee and a cake before the meeting.

Letting

Bookings – It was decided that after many years of holding the letting rate, that this should now raise to £8 per hour for villagers wanting to book the hall and £10 per hour for others.

Letting Contract - The meeting looked at the letting contract and updated it. This contract is to be signed by any person booking the hall. A copy of the contract is to place on the inside notice board of the village hall.

Grants and Donations

Joanna reported that she is still waiting for the contract from WREN. The delay is being caused by WREN wanting more financial information. This information is now ready to post to WREN and it is hoped that the contract will be received at the end of this week.

Licences and Legislation

The new licensing Act came into force today. Carrole does yet know how Rugby Council will regulate this. The licence is already in place for the next Live and Local, but future events will be governed by the new rules. Carrole hopes to have more information soon.

A.O.B.

Carrole reported that village hall had been inspected by the Health and Safety officer from Rugby Council. The verbal comments were that the toilets required work to bring them up to standard, Carrole reported that the toilets being replaced as part of the building work. The fridge has to go due to its condition, but it is a legal requirement that village halls have a fridge. Also the kitchen flooring needed to be replaced. It was decided to replace fridge and the kitchen flooring at the end of the building work. The officer will return to the hall after the building works are completed and will supply a written report for the committee.

AGM

The AGM has to be held in May. Six weeks notice is required. Helen to write announcements for the March and April editions of Round the Revel. Kara volunteered to draw up two posters, one the village hall notice board and the other for the village notice board outside the village shop.

Village notice board Kara will sand down and re paint the notice board. Joanna will provide the lettering.

Date of next meeting – Monday 7^th March at 8pm at Helen’s.