Notes of the Trustees Committee Meeting Feb 28th 2018 at 7.30pm in the Committee Room Present: Pam Shults, Linda Wright, Sarah Ryan, Alison Riddle, Ian Karley, Sandie Sach, Sue Dawson, Sarah Fox, Julie Johanssen, Gren Davis, Ed Frost (new treasurer) and Bev Stevens (new member, Gardening Club) Pam welcomed Ed and Bev to their first meeting 1. Apologies for absence: Eric Crichton, Jenny Balcon, Sandie Sach, Linda Wright 2. Minutes of the previous meeting and matters arising: The minutes of the previous meeting were approved. Matters arising were dealt with under the appropriate headings below. 3. Correspondence and communications Evacuation place of safety: Pam has received the following request from Milborne First School: Milborne St Andrew First School are reviewing our emergency procedures which include evacuating the school premises completely. In such an event, we will require a 'place of safety' for children and staff and wondered whether you would be happy for us to walk/transport children and staff to the Hall in the event of such an emergency. If so please could we have emergency contact numbers (in preference order), as this would be very short notice should we require access to the Hall. Liz has said that the school is Ladybirds place of safety and that she is happy for her phone number to be given. Sarah and Pam will also give their numbers. ACTION: PAM TO WRITE TO THEM 4. Finance a] Linda Turner has resigned as Treasurer. Ed Frost has taken her place, but still can t sign cheques etc. as Santander are asking for yet more paperwork before accepting him as a signatory. b] Pam said that Linda has not done an annual statement or organised for an audited report. Ed suggested we ask Elizabeth to audit the accounts. He offered to collect the existing files from Linda and give them to Elizabeth ACTION ED c] Sue said that Kelly is doing seven hours at the Hall each week, but also taking things home to wash. We all agreed that this should be acknowledged. Sarah F is going to send Sue a timesheet which Kelly can use. Ed will write to Kelly telling her that she ll be getting a pay rise after Easter. ACTION SARAH FOX, SUE and ED. 1
d] Ed said that we are paying 35 a month to Plusnet for the internet, we all agreed that he should try and get something cheaper ACTION ED 5. Management a] Alison and Sarah are going to change the Booking Form so that it is simpler and clearer. ACTION ALISON AND SARAH FOX b] The CIO: Sue has been finding out more about registering then transferring the land to the new CIO status. ACTION PAM AND SUE. c] Safeguarding, Risk avoidance: (see October meeting) ACTION SARAH FOX d] Policies review: Pam has signed them off and will send them to Ed for insertion onto the website. ACTION PAM e] Car park: Gates will be closed from the 16th April. Pam wrote about it for the Reporter. There was some discussion about this but all agreed that it was necessary. Alison has got a padlock. ACTION SR TO GET A SIGN MADE FOR THE VILLAGE HALL GATE. ALISON TO ORGANISE POLE AND PADLOCK. PAM AND SARAH R TO DO INFORMATION POSTERS. SARAH FOX WILL TALK TO THE PARISH COUNCIL ABOUT THE NEED FOR MORE PARKING SPACE. 6. Maintenance 1] Interior: a] The kitchen light was on the blink. Ian replaced it with one from the loft, and Gren is replacing both loft lights. ACTION GREN b] The lobby ceiling: (see last time) ACTION GREN c] Windows: eight have been replaced but more have blown since! The firm will come again and also look at the door. ACTION PAM d] The dishwasher is not being used properly. ACTION SUE D AND SF TO MAKE CLEAR HOW IT SHOULD BE USED. e] The cleaning cupboard can t be locked properly. ACTION GREN, IAN f] Storage for the Bar: Ian has brought another fridge. IAN AND GREN WILL ALSO SORT ANOTHER CUPBOARD FOR THE BAR AND A PADLOCK FOR THE NEW FRIDGE 2] Exterior a] CCTV: Ian said new cameras will cost about 100 each, and a recorder about 400. He also said that we need more than the present five if we want them to do the job of helping us identify any wrong-doing. Gren suggested spending 900 on a recorder and cameras and then experimenting with their placing. The Committee agreed. ACTION IAN, GREN TO PRICE UP A RECORDER AND CAMERAS. b] The removal of the asbestos down pipes is still outstanding. ACTION GREN AND IAN when the weather is warmer c] The zipwire: Pam has contacted Playdale, who said that to replace the carriage would cost 750. Ian has found much cheaper possibilities. The Committee discussed the options of matting, rubber bark substitute or wet pour for the flooring. Ian said the latter would be very low maintenance but is
expensive. Pam met with another rep who will be sending costings. ACTION PAM. d] Ian has put together a Playground Maintenance Schedule proposal which he will send to SR so she can send it to everyone. ACTION IAN e] The dinosaur still has not gone up yet! ACTION IAN when the weather allows f] Joanne Miller has taken away the broken goal post 7. Forthcoming events Mar 16, Fri Film, Victoria and Abdul. Bar: PAM AND IAN (NB Postponed from Mar 2nd because of snow) April 14 or 21 Blues Night. Bar: SANDIE AND AMY (NB Postponed from Mar 2nd because of snow) We felt that the Bar helpers should not have to buy tickets for the Blues Night, especially as we do not charge for the use of the Hall. ACTION ALISON TO TELL SANDIE Mar 17 Food and Wine Mar 30 Family Messy Church Mar 30 Ladybirds Bingo Mar 31 Village Lunch April 13 Film, Dunkirk Bar: ALISON AND SARAH F 8. Additional reports from user groups/ AOB Sarah R reported that the Artsreach events had been very successful: the half term children s performance was much enjoyed, and the Grahams were a sell-out success, making 155.80 for the Village Hall and about 125 from the Bar profits (Sandie works on roughly 50%). Ian said the panto was a great success with ticket sales much better than last year. (There were more children and the timing with half term was great). 9. Future meetings: All meetings at 19.30 in the Committee Room unless specified: 28 th March, 2nd May (AGM) at 7.00pm, 23 rd May (no Pam), 27 th June (no Pam), 25 th July. The meeting finished at 9.00pm Standing Business Schedule 3
Meeting January March April May July November Main Business Set Budget and Rents Agree Annual Report AGM Agree Year Plan / actions from AGM Review Safety & Business Risks Undertake Safety Risk Assessment Consider DRAFT Budget (for following year) / take user views
Village Hall Accounts End of Jan 2018 This month Balances (Dec 2017) Santander 24,380.15 Rent 3,517.54 Nationwide 6,343.43 Films - Petty cash 79.21 Bar 132.19 30,802.79 Donations - Grant - 3,649.73 Balance at bank (Jan 2018) 24,380.15 Utilities 239.97 Deposits 3,649.73 Insurance - Payments 1,842.21 Misc licences 184.95 26,187.67 IT costs 31.48 Petty cash 79.21 Cleaning 274.40 32,610.31 Repairs & decs 987.36 Capital spend - Film costs 124.05 Fund raising - 1,842.21 Difference 1,807.52 Difference 1,807.52 Milborne St Andrew Village Hall Year to date accounts at Jan 2018 This year so far Balances end of 2017 Santander 24,380.15 Rent 3,517.54 Nationwide 6,343.43 Films, etc - Petty cash 79.21 Fund raising - 30,802.79 Bar 132.19 Donations - Grants - 3,649.73 Balance at bank end of Jan 2018 Santander 24,380.15 Utilities 239.97 Deposits 3,649.73 Insurance - Payments 1,842.21 Misc licences 184.95 26,187.67 IT costs 31.48 Petty cash 79.21 Cleaning 274.40 32,610.21 Repairs & decs 987.36 Capital - Film costs 124.05 Playpark funds Fund raising - 1,842.21 Difference 1,807.52 Difference 1,807.52 Commentary
Village Hall Accounts End of Feb 2018 Accounts at Feb 2018 This month Balances (Jan 2018) Santander 26,187.67 Rent 410.46 Nationwide 6,343.43 Films 152.40 Petty cash 79.21 Bar 99.20 32,610.31 Donations 215.60 Grant - 877.66 Balance at bank (Feb 2018) 26,187.67 Utilities 202.50 Deposits 877.66 Insurance - Payments 458.98 Misc licences - 26,606.35 IT costs 31.48 Petty cash 79.21 Cleaning 225.00 33,028.99 Repairs & decs - Capital spend - Film costs - Fund raising - 458.98 Difference 418.68 Difference 418.68 Milborne St Andrew Village Hall Year to date accounts at 28th Feb This year so far Balances (end of 2017) Santander 24,380.15 Rent 3,928.00 Nationwide 6,343.43 Films, etc 152.40 Petty cash 79.21 Fund raising - 30,802.79 Bar 231.39 Donations 215.60 Grants - Balance at bank (Feb 28 2018) 4,527.39 Santander 24,380.15 Utilities 442.47 Deposits 4,527.39 Insurance - Payments 2,301.19 Misc licences 184.95 26,606.35 IT costs 62.96 Petty cash 79.21 Cleaning 499.40 33,028.99 Repairs & decs 987.36 Capital - Film costs 124.05 Playpark funds Fund raising - 2,301.19 Difference 2,226.20 Difference 2,226.20 Commentary