Minutes of meeting 30.3.2015

Minutes of Village Hall Management Committee held on Monday March 30 2015

Present:  David Baker, Marie Holmes, Nigel Holmes, Mike Patrick, Annie Winner, Adrian Townsend, Helen Elphick, John Seymour

1.Minutes of the last meeting were agreed as a true record.
2.Matters Arising– Replacement of missing items in hand.

– Curtain tracks awaiting attention

– No meeting with OCC re steep path has yet been arranged.  AB will investigate approved OCC contractors and ask for quotes.

– Agreed not to allow bouncy castles

– Minutes of Village Hall Committee meetings not yet on the website, but agreed to display them on the Hall noticeboard





3. Treasurer’s Report– We are still in a healthy position.

– We have received notification that we are not liable to pay council tax.

4. Booking Secretary’s report– March has been a busy month.  There is a new Tai Chi class starting 7 April, sponsored by Age UK, cost £4.  There have been quite a few parties.  May, June and July are a bit thin at the moment.  There is a party on Easter Monday paying weekend rates.  


5. Alcohol licenceAll had read the documentation.  It was pointed out that if we had an alcohol licence a committee member would have to be present at all hirings.  A vote was taken:  1 was in favour and 7 were against.  It was agreed that we would look at it again in a year’s time.  



6. Garsington PlanDB was concerned that the village hall was not mentioned as a survivor reception centre in the Garsington Plan (unlike the church and the sports hall).  AW (who was on the Steering Group for the Plan) explained that the hall was certainly not deliberately excluded, and that the inclusion of a section on the Sports and Social was because the future of the building was under discussion.  MP agreed to bring this up at the Parish Council and AT offered to write to the Parish clerk to express concern.
7. StagingMH, NH and AT still working on figures for various options.

There had been a complaint that the projector (which was paid for by the Garsington Society) had not been available for loan.  It was pointed out that the projector belongs to the hall, and is not insured for use elsewhere.  It was agreed that nothing from the hall should be used outside the hall, although individual requests may be considered on their merits.

8. Open dayAT said that LT would come up with some ideas after Easter to improve hall use.  AW suggested that it would be useful to have a baseline so that we would be able to measure progress.  MH said that there had been 31 bookings in March and 18 in April.   



9. Any Other BusinessNH said that the battery on the alarm needed changing.

– MH said that some of the tables don’t always stay up, particularly the small ones.

– MH has redesigned the booking form.  She agreed to send it round for feedback.

– AB had got quotes to shotblast the railings (£900 + VAT) plus £1000 + VAT for repainting. Agreed to take the decision about whether to go ahead at the next meeting.

-HE asked where the clock was.




10. Date of next meeting: June 22 2015 at 7.00 pm