Item

Action by:

 

Were approved and signed by the Chair as a true record of proceedings.

 

The Speedwatch kit was now housed in the storeroom.

LL also advised that after interviewing two candidates Jo Waterman who lives at Spring Willow, Bleadney has been offered the post as an employee and would pass appropriate details to the Treasurer so she will be in a position to pay her in due course.  

 

 

 

 

 

 

 

 

 

 

 

An item that has been added to the list was the need to replace a “blown” double glazing unit in the window of Rowe room used by Headway {Not mentioned at meeting but a section of render above this widow needs redoing as it has fallen out} Another further item added is the installation of a “Keysafe”. This would greatly assist new hirers as well as make it easier for the Caretaker as asking new hirers to go all the way to Bleadney to fetch key or Caretaker to be forever driving up the road would be a little tiresome. IC agreed to deal with fitting them (and post meeting also agreed to sourcing a supply thereof) It was felt we need two one at front of hall and one secreted at back of hall to cover all options. The actual key code would be changed at regular intervals. The Hire agreement will be changed to reflect the use of keysafe return of deposit being dependant on return of key to the safe.

 

 

 

 

PG had issued a paper before the meeting setting out the reason behind the proposed small increase for Regular Hirers to a minimum £7.25 per hour.

A discussion then ensued with many including the Treasurer questioning the need for any increase. GB said from his notes Badminton seemed to have suffered an increase nearly every year and such increases had been greater than the rate of inflation.  PG said that as far as he was aware there had been little increase since 2014. LL explained that what was required was a degree of equity and fair play and charging all regulars a similar fee. PG explained that at present there were some paying £6.17 some £6.50 some £7.00 with Headway arguably paying just £5 per hour Other such as National Trust paid £8.80 and Japanese Embroidery £7.57 some

What was proposed was to set the Parish Hire Rate for non-regular hirers at £14.50 and Regulars at half this at £7.25 per hour. Hope Mayne was happy to pay £13 per hour as in practice they were in the hall much longer than advertised if this was taken into account their rate reduced to about the proposed £7.25. As far as the NEW regular groups Monday and Thursday Pilates they would continue to be charged £10 per hour and certainly Ann Tully had advised the Secretary she was happy with this rate. PG advised that although the current level of rates was sufficient to just cover our basic expenses we would be gradually using up our reserves particular if we continued with our plans to improve the Hall. It was therefore proposed by DB that the new rates be adopted and this was seconded by GB agreed by all.

 

 

 

 

 

Steve Mews with the aid of slides and video outlined the actions taken by Wedmore utilizing the roof of the Village Hall and subsequently the primary school and now the church roofs. There whole ethos was think green and they had held a number of village-based events from Recycling days based on swapping what you had with what you need; not just reducing plastic. They had even planted up a 2-acre site with trees which meant they could involve the children of the town as well as adults.

 

LL advised the steps she had taken recently following discussions and actions by a small sub-committee charged with looking at the issue of “Greening the Hall” {This Committee had initially been made up of Trustees DV IC and LL plus Lee and Tim Hooker others that had volunteered to assist now included Beverley and Jerry Cox and importantly Tom and Catherine Bailey the latter would be willing to give legal advice.}. They had decided that they needed to set up a Community Benefit Society (CBS) to raise funds by the issue of shares and that a new company needed to be registered. In this fashion they avoided the need for authorisation and scrutiny by the Financial Conduct Authority. If they were to gain the current level of Feed In Tariff payments FITs they need to have everything up by end of October. There were also other more pressing dates, the first requirement of an Energy Performance Certificate had been arranged but a payment would be required from Village hall funds of £225 + VAT = £270. Other expenses would all come from the CBS once it was set up and able to sell shares to raise the capital. There would be a need for named Directors for the Company and Jenny Crossley David Vincent and Gerry Cox had agreed to stand.

LL said she was looking to the Trustees for support and authorisation; first for the payment of the EPC fee and secondly agreement to proceed with the installation of the PV cells on the hall Roof.

A discussion took place with several trustees unhappy that they had heard little if anything about what had been happening in the background on what was a major action affecting the hall. LL said it was very much forced on them since when they investigated the idea of Photovoltaic Cells it then became evident that the current FIT payment would lapse in October and the new rates were likely to fall. They had then worked backwards when they realised the need for CBS to raise funds and obviously a public meeting before that etc.

The trustees then agreed to the spending of the fee for the EPC, but several trustees needed to study the new information that LL would provide before confirming that the matter should proceed. {Since the meeting and the supply to the trustees of full details of the proposed venture regarding sustainable energy, nearly all trustees are happy that the installation of PV cells on the roof etc.,  can proceed)

 

David Vincent asked the Trustees permission to erect a shed to house Fete type equipment such as the benches and other equipment at present house in Jenny Crossley’s garage. This was agreed 

 

Dates of next Meetings for 2018: Thursday 25^th October: The AGM to be on Thursday 29^th November followed by Short Trustees meeting.