Item

Action by:

1.   Apologies for absence. There were none.

 

 

2.   Approval of Minutes of the meeting of 16^th January 2020. The Minutes were approved following an amendment by GC. In line 4, the word “budgeted” is changed to “expensed”. The minutes were subsequently signed by the Chair as a true record of proceedings.

 

 

3.   Matters Arising

Many of the issues discussed at the previous meeting are now on hold because of COVID-19. They will be raised again when the current “lockdown” situation ends.

The unknown receipts from Design House in the Hall bank account have been identified as the hire fees for the Pilates group and have been reclassified as Hiring income.

Don Field will represent the Badminton group in place of Gerald Burridge.

The tidy up morning on 18^th January went well. The weeds were removed and moss reduced.  Other points relating to items on the Jobs Plan are noted below.

 

 

4.   Treasurer’s Report

GC circulated his latest report (attached) prior to the meeting, for consideration by Trustees. The question was raised of what would happen if social isolation measures continued for more than 6 months. The current projections are until the end of the financial year (31.8.20.) and are not a cause for undue concern. If the situation continues beyond that, Trustees may have to consider “mothballing” the hall to reduce running costs. A handful of refunds have been paid to hirers. All regular hirers have been offered refunds or credit towards future hiring charges. The total cost of these to date is £1045. There are some financial policies still to be updated. GC will report on progress at a future meeting.

Trustees agreed that Ursula and Vanessa should continue to be paid as usual.

It will be helpful if everyone with a responsibility for an item on the Jobs List could provide GC with an estimate of expected costs to aid financial planning.

 

 

 

 

 

 

 

 

 

 

 

 

 

GC

 

 

All

5.   Latest Jobs Plan /Project Plan. 
LL suggested that from now on, the development plan for the Hall should be known as the Hall Project Plan to differentiate it from the Jobs Plan, which identifies the trustees’ responsibilities.

All new expenditure is on hold during the pandemic and some jobs cannot be done whilst socially isolating. New target dates for completion can be considered post-lockdown.
IC is fitting new taps to the basins in the ladies’ loos and will do the re-tiling whilst the Hall is closed.

Ursula has done some decorating and other jobs in the hall as there has been less need for cleaning.

LL has worked on the flower beds, including a new bed at the top of the upper car park.

The purchase of the defibrillator has been postponed.

John Alcock has made a new notice board for the Hall. He has also made the cupboards for the ladies’ loos. They will be installed when social distancing ends.

Resilience Planning: There is a lot of information which has not been written down in a place that all Trustees can access. This needs to be saved into the document store on the Google drive. DV sent LL information about the work he does and he will share meter reading procedures with GC when he next does it.

Website: PG and MD have been working on this. There are still issues with improving photographs and adding an availability calendar that potential hirers can view (something that was identified as important at the last Trustees meeting). MD identified 3 actions:

Check whether the website offers all that regular users want / need from it.

“Meet” with Charles from Gatenby Services to see whether he can change the site to meet identified needs, and if so, how much it will cost. (If changes are feasible but he doesn’t have the capacity, get quotes for the work elsewhere). This will be after lockdown has ended.

Use the information from the meeting to decide whether it would be better to develop the current site or to start again from scratch.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

All Trustees

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

6.   A.O.B.

At the end of January, DB sent a request to all regular hirers for annual fire drills to be carried out. By the time of lockdown, 4 Fire Drill Reports had been returned to him. The exercise is now on hold.

The Risk Assessment Rating Schedule has been updated and a copy added to the blue book in the foyer.

DB will continue making monthly checks of the emergency lighting.

GC has requested training in the use of the Hall’s Gmail account. VL has asked whether we would like new passwords for the Gmail account holders as they have been widely shared. There will need to be some updating of accounts (eg deleting PR’s account).

LL has suggested that Lewis contractors use the car park for their vans whilst they are working in that area. They will ramp the Gibbs Room step for us.

Hirers were given the chance to collect food from the fridge. The fridge has been switched off.

 

  

 

Dates of next Meetings July 16^th (possibly to be held online if there is little change in social isolation procedures) and AGM on 19^th November 2019 followed by a short Trustees meeting.