Item

Action by:

1.   Apologies for absence. None
 

 

2.   Approval of Minutes of 4^th July 2019 The Minutes were approved and signed by the Chair as a true record of proceedings.

 

3.   Declaration of Other Interests
Now that there is a close connection between Henton Hall Limited (Green Henton) and The Henton Village Hall Trust it is appropriate for Trustees who may hold offices in both to declare the matter.
It was thus noted that Liz Little, Gerry Cox and David Vincent are Directors of Henton Hall Limited however, it was not considered that there would be a conflict of interest in relation to the matters being discussed at the meeting.

 

4.   Matters Arising from Minutes of 4^th July 2019

There were no specific items that would not be raised as we went through the Jobs List

 

 

 

5.   Treasurers Report
None required having given full report at AGM earlier.

 

 

6.   Latest Work Plan. 
LL went through the work plan. Item 6; Defibrillator GC advised that so far only £300 had been raised through donations made at The Ring O’ Bells. Various ideas were put forward to raise further funds including having a special even in the Spring. It was decided we would ask all the regular hirers including Headway for donations, and Hall funds could afford to “match fund” any amounts donated up to the amount needed of £1,000.
Item 9 Xmas Lights: GB advised with a small sub-committee which included IC DB and DV that they had identified Cluster Lights as being suitable. We would need about 25 metres costing about £275 including VAT. There would be the need for outside power points which could be placed on each side of the front of the hall; probably under the eaves for protection. The cost of establishing these double socket power points from Dave Harris would be about £200. The power points would also be available for the Fete in the summer. The Badminton club had also obtained and would donate to the hall two large lit Stars. The lights would have timers and would be set to come on from say 5pm to 11pm.
HM gave an update on the Ladies Toilet and had spent some time looking into what would improve the look of the place. The sub-group decided to arrange for a “splash back” to be placed all across the back wall behind the sinks as well arrange for doors and shelves to be put underneath so the spare Loo Rolls and paper towels were on-hand rather than all the way down in the Store Room. Some thought would be given to having interesting mirrors. The overall cost would be in the order of £895 and with paint would give a total of about £1,000. A sub-committee of HM DV IC would make a choice of suitable colour for paint and deal with the painting.
The question of having a Marquee for say the Fete or to be hired out for say Wedding Parties was considered. However, it was felt this would need careful consideration not least because Trustees did not want to feel they were on call to erect it. The matter will be considered at the January Trustees’ Meeting.
PG said he had looked carefully at the issue of the Bar license. He advised when the Trustees as the Management Committee were given permission to authorise the sale of Alcohol there was no specific requirement for a “Bar License” to be issued, but by going through the process of ‘Application’ and then ‘Issue’ of a License the need for the Hirer to be responsible and obey the requirements of the Licensing Act 2003 were brought to their attention. In future the Hirer would fill in an Application and sign this acknowledging they understood their duties and then a separate Bar License would be sent by email where the Hirers name and event date had been added. In this way there was no need for a Trustee signature to be sought and arrangement for this paper to be returned. We could keep the signed application on File. Trustees were happy with this new arrangement; also, it was agreed that in future Bar License would cost £30 as the MDC fee was £180 and for 2019 we did not cover our costs. PG will update the Booking Secretary.

 

 

 

 

 

 

 

GC to monitor

 

 

 

DB will liaise with Dave Harris

 

 

 

 

 

 

 

 

 

 

 

 

 

 

HM DV IC

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

PG

 

 

7.   Hall Tasks List
LL advised that the various tasks had been split into three “Outside the Hall”; “Inside the Hall”; and “Admin”. A copy having been emailed to Trustees.  The idea was to have one person in overall control of each area. They would not necessarily be doing any specific job merely checking to ensure these were done. GC highlighted a particular problem in that the window cleaning just “happened” and he was approached by someone who he did not know saying, “I’ve taken over this job.” Whilst it turned out to be a genuine change there was no one to check or have any background information on this topic.  Trustees would digest the idea and hopefully we could obtain a “Monitoring Person” for each area in due course.

 

8.   AOB
MD raised the question of whether we had any feedback from hall users. We had of course the “complaints board” where minor issues could be written for attention by any Trustee; however, we rarely had ‘Good Points’ being mentioned. Consideration will be made to surveying Hirers for their views
MD also said we could obtain a What3Words address for the hall This can be used by Emergency Services and hirers.
CW said the website was wrong as this meeting said it was to be on 28^th November; PG apologised and said he would check the website for any other anomalies.
MD said the hall was well used during the day throughout the week but, rarely in the evening. She suggested it could be a place of ‘Ad Hoc’ social gatherings particularly in the summer. Ideas for its use may emerge from users’ and or residents’ feedback.
NA and the WI were thanked for producing the Christmas Wreaths that were already hung around the hall.
DB asked if there had been any kind of official risk assessment done for the hall. PG said he had done an “in-house” risk assessment report in January 2019. DB asked if he could approach the Fire Brigade for an official fire risk assessment; this was agreed.
DV said Ann Tully often used large Rubber Balls for her Pilates classes was it okay to store them in the Shed. This was agreed DV said he would give Ann a key to the shed.

 

 

 

 

 

 

 

 

 

 

 

 

PG

 

 

 

 

 

 

 

 

DB

 

 

 

DV

Dates of next Meetings Thursday 16^th January 2010; April 16^th; July 16^th and AGM on 19^th November 2019 followed by a SHORT Trustees meeting.