title="Eastwick & Gilston Parish Council in Hertfordshire">
Tue, 20th November 2018

Village Hall Management

Village Hall Management

Village Hall Management Committee.

Chairman: VACANT

Treasurer Trevor Brown  01279 423676.

Bookings Officer Maxine Evetts 07723 606887

Vice Chairman and Trustee: Keith Harvey 01279 410435.

Trustee: David Jackson 01279 419404

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Gilston and Eastwick Village Hall Management Committee

Extraordinary Meeting

Monday 13th August 2018

1. Present: Trevor Brown (Treasurer), Janine Bryant (Parish Council representative), Yolande Clarke (Community representative) – arrived at end of the meeting, David Jackson (Trustee), Christine Law (Churches representative), Patrick Wood (Chairman, Trustee & Bookings Officer)

Members of the public – Maxine Evetts, Michael Jones, Mary Jackson, Wendy & John – new residents to Terlings Park

Apologies: Keith Harvey (Trustee and Vice-Chair),

2. Introduction.  This extraordinary meeting was called to manage the resignation of Mr Pat Wood (Chairman, Trustee & Bookings Officer).  Pat is leaving the area of Gilston & Eastwick after many years as a resident.  The Committee thanked Pat for the many years of support he has given to the Village Hall and presented him with a token of their appreciation.

Before discussing the main matter of the evening the Committee were updated with current Hall Booking activity:

The Windhill Academy is no longer in a position to commit to a long term booking of the hall (Wednesday mornings) however it continues to make short term bookings.

A new customer, a keep fit class, has contacted the Bookings Officer with a view to a long term booking.

3. Main Matter – to replace the outgoing Trustee & Chair

Mrs Mary Jackson reminded the Committee of the many duties the outgoing Trustee and Chair, Pat Wood, undertakes on behalf of the Village Hall:

Trustee

Chair of the Village Hall Management Committee

Bookings Officer

maintaining a calendar of bookings, etc 

Taking bookings (including receipt of cheques, etc)

Dealing with any issues related to bookings

Opening up the Hall for a booking

Checking Hall following use

Car parking fee collection

Dealing with any parking issues

Maxine Evetts volunteered to take on the roles of:

Trustee

Second signature for outgoing cheques

Bookings Officer

maintaining a calendar of bookings, etc 

Taking bookings

Dealing with any issues related to bookings

Opening up the Hall for a booking

Checking Hall following use

Mary Jackson volunteered to take on the roles of:

Car parking fee collection &

Dealing with any parking issues

Trevor Brown, treasurer, advised the Committee the collection of car parking fees should change from retrospective to advance collection.  This is to be discussed / confirmed at the October Business meeting.

The Committee were reminded that outside contractors maintain the outside area around the hall and clean the interior.

The Main Matter of the meeting concluded Mary & David Jackson left the meeting.

4.  Section 106 monies.  EHC have agreed approx. £60k available for “Community Facilities”. 

TB sourced replacement invoices from the two companies (survey and building works) which were sent to Lauren Costello & James Gardner (copied to Pat Wood, Trevor Brown and Mark Orson)

(lauren.costello@eastherts.gov.uk and james.gardner@eastherts.gov.uk). 

Further evidence requested: 

  • detail of works undertaken and
  • confirmation that monies could be used for the improvement of the Village Hall (community facility)

Various papers and Committee minutes copied and emailed (by JB) to Lauren and James.  Following response received, Mon 13th August 2018:

 James and I are meeting this week to go through the process of requesting that this payment is considered by Leadership Team. I imagine it will go to Leadership Team in the next 1-2 weeks. If it is approved, our Finance team will then transfer it to the parish council.

Can you please send a new copy of the attached photo? It’s very fuzzy and difficult to read.

Finally, as I’ve said before, we need an official invoice for the work that was carried out from the builder or contractor who did it. This needs to explain what the work and cost was. A handwritten estimate isn’t sufficient. We need to know exactly what the parish council was invoiced for.

I know this might seem tedious but this is just the process is has to go through I’m afraid.

Actions:

JB to photocopy the various papers previously emailed to East Herts

TB to ask Derek Clark Construction Limited for “Statement of work” related to the two invoices.

JB to forward email trail to Maxine

5. Agenda items for next meeting (1st October 2018):

Apologies: Janine Bryant

Vice Chair (Keith Harvey) to act as Chair for Item One

  1. Item One Chair of the Village Hall Management Committee to be proposed and agreed
  2. Resignation of David Jackson, Trustee
    1. Nomination of replacement Trustee for DJ
  3. Collection of Car Parking fees (retrospective or in advance)
  4. Potential improvements to the Village Hall (Section 106 monies)

6. Any Other Business None

Date of future meetings:     Monday 1st October 2018  (note date reverted to original)

Apologies Janine Bryant

                                                Monday 4th February 2019  – AGM

Meeting closed at 21:10

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Gilston and Eastwick Village Hall Management Committee

Business Meeting – Monday 18th June 2018

1. Present: Janine Bryant (Parish Council representative), Trevor Brown (Treasurer), Christine Law (Churches representative), Keith Harvey (Trustee and Vice-Chair), Patrick Wood (Chairman, Trustee & Bookings Officer)

 Apologies: David Jackson (Trustee), Yolande Clarke (Community representative)

Members of the public - none

1a.  Previous minutes – agreed

1b.  Matters arising:

Booking form to be amended – delete section on Special Requirements

2.  House keeping

Hall bookings continue to be stable.

Electricity supply has been moved to E-on fixed price direct debit from 11th July 2018

Hall cleaning, which includes removal of any residual rubbish following Hall use (the booking requirements states Hall users to remove all their rubbish) is working well.

Action:  Committee agreed TB to increase payment to £8.00 per hour.

Banking.  TB has asked bank to supply quarterly bank statements to facilitate the management of Hall accounts (financial year ends 31st January)

TB has purchased 4 * Go Pack tables and a water boiler

3.  Section 106 monies.  EHC have agreed approx. £60k available. 

Unfortunately, EHC have mis-placed the original communication and invoices for £18k to be refunded for improvements to the Hall.  Rigorous searching of historical paperwork cannot find original or copy invoices of the work completed.  Committee minutes (eg 27th October 2014) clearly document the fact communication and invoices were sent to EHC.

Urgent Action:  TB to contact two companies (original surveyors and David Clark Construction Ltd) to request copy invoices.

Action: Meeting to be convened with EHC (Mark Orson – chair E&G Parish Council and Trevor Brown – Treasurer G&E Hall Committee) to resolve, claim monies already spent on improvements and discuss how future expenditure to be managed.

4.  Hall Management Committee and Trustees

PW informed the committee he is standing down later in 2018 as relocating to Isle of Wight.

Pat has made a huge contribution to the maintenance and running of the Village Hall and sincere thanks were given to him for all his hard work.

The following lists many, but not all, the tasks Pat has dealt with:

Trustee

Chair of the Management Committee

Bookings Officer –

maintaining a calendar of bookings, etc 

Taking bookings

Dealing with any issues related to bookings

Opening up the Hall for a booking

Checking Hall following use

Car parking fee collection

Dealing with any parking issues

Urgent Actions:  New Trustee(s) and Committee members urgently needed.

Further Article to be published in the July edition of the E&G Parish Magazine.

The many tasks PW has dealt with need to be reallocated. 

Calendar – CL to investigate moving it to the Parish website (this would be a significant improvement as would be readily accessible to general public). 

Eg        12th July – EHC event

Tuesday evenings – Table Tennis (regular booking)

            Wednesday mornings – Windhill Academy Trust (currently until September 2018) (regular                                                                                                                                              booking)

5.  Additional agenda items not covered:

Potential improvements to the Village Hall (Section 106 monies)

6. Any Other Business None

Date of future meetings:         Monday 17th September 2018  (note date changed)

                                                            Monday 4th February 2019  – AGM

Meeting closed at 21:30

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The Village Hall Management Committee needs New Members

The Village Hall, more or less in the centre of Gilston, remains, alongside the two churches, the most important village resource for Eastwick, Gilston and, now, Terlings Park.  The hall and land were originally donated by the squire in 1908 as a Working Men’s Club.  It is a fine facility enhanced in recent years by considerable refurbishment carried out as a result of the tireless work and efforts of a few residents. 

The hall is available for children’s parties, etc (for example table tennis & yoga – the possibilities are endless) and for other functions such as the recent, well attended, Community Workshops discussing the future of our villages.

The task of running and maintaining the hall and encouraging its use by all residents of our villages is carried out by three Trustees and a small committee whose members include representatives of the villages and organisations such as the Parochial Church Council and the Parish Council.

Over the years this work has been carried out by more or less the same people, none of whom are getting younger, so we are seeking new blood and new ideas, particularly from those new residents who have moved in and become a welcome addition to our villages.

If you are interested please contact , or come along to our next meeting – Monday 18th June 2018 at 8:00pm – everyone is welcome.

Current committee members are:

Pat Wood, Trustee, chair and bookings officer

Keith Harvey, Trustee and deputy chair

David Jackson, Trustee

Trevor Brown, treasurer

Janine Bryant, Parish Council representative

Yolande Clarke, residents’ representative

Christine Law, Parochial Church Council representative

3 vacancies

www.eastwickandgilston.org.uk

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Gilston and Eastwick Village Hall Management Committee

Annual General Meeting & Business Meeting Minutes – Monday 5th February 2018

1. Present: Janine Bryant (Parish Council representative), Trevor Brown (Treasurer), Yolande Clarke (Churches representative), Keith Harvey (Trustee and Vice-Chair), Patrick Wood (Chairman, Trustee & Bookings Officer)

   Apologies: David Jackson (Trustee),

Members of the public (4)

Annual General Meeting (AGM)

2. Minutes of the previous AGM held 20th March 2017 were agreed to be an accurate record.

    Matters arising. None not covered in the agenda.

3. Chairman’s report

The hall continues to make a small surplus.  The grounds are maintained by D Buxton and the hall is cleaned weekly, on Mondays.

The Chair thanked everyone for their help & support throughout the year.

4. Treasurer’s annual report of accounts

·         Bookings remained steady, WindHill Academy Trust, a long term weekly (school term time) booking through to September 2018 have paid for the full academic year (to end August 2017).  The total payment of £1,445 is shown in the 2017 / 18 income figures.

·         Cheques are now being received in a timely manner for payment into the bank.

·         All suppliers & services now paid by direct debit.

·         Insurance has been renewed with new provider on a 3 yr contract.  Moved from Aon Village Hall Insurance to Allied Westminster (underwritten by Aviva).  (Note an increase of only £10 on the previous year)

·         Application for reduced rates has been approved

·         Section 106 monies still not received.

5. Committee meeting minutes, accounts, bookings diary and pricing to be published on the Parish website.

Actions: Janine to send electronic copy of recent minutes to Christine Law for publication

            Christine to publish 2017 / 18 end of year accounts (paper copy handed over)

            Pat to send Christine list of bookings and current prices for publication            

Election of Committee members believed to be bi-annual.  AGM 2017 elected members therefore no action this year.

New committee member appointed to represent the Parochial Church Council, Christine Law.  Yolande Clarke will continue as a Committee member representing residents.

Communication, prepared by Yolande, to be published in Parish Magazine to encourage residents to get involved – it is the Community’s Hall (ie everyone’s)

Action:  Janine putting into electronic document, to be sent to Christine for publication

Business Meeting

6. Hall bookings (invoice / receipt book) plus Hiring rules and regulations.  

JB had previously circulated draft booking form plus Hiring rules for consultation with committee members.

Draft accepted and quotation, from Biscoe Printing, for 100 sets (in triplicate) at £85 accepted

Action:  JB to order 100 sets

7. Section 106 – 3 letters have been sent to EHDC, during the last 9 months, but no response (or even acknowledgement) received.

Action: Mark Orson, Parish Council Chair, to identify who in EHDC should be dealing with S106

Currently Lauren Costello [mailto:Lauren.Costello@eastherts.gov.uk]

8. Improvements to Village Hall

Mark advised the meeting the Parish Council have significant funds (New Homes Bonus) and wish to explore with the Village Hall Committee whether there are any improvements required which could be joint funded by the Hall’s S106 funds and the Parish Council’s New Homes Bonus.

It was suggested the kitchen needs refurbishment plus some minor expenditure on new tables and new water boiler.

Actions: Trevor to purchase 4 * Go Pack tables and a water boiler

Sub group, representatives of the Village Hall Committee (Trevor & Keith) and the Parish Council (Mark & Janine) to discuss potential refurbishment projects.

9. Church booking for Shrove Tuesday ‘pancake day’ event 13th February.  Hall Committee agreed to give donation to the charity, Hunger Awareness, for which this event is being held.

10. Vacant BT Telephone Box / defibrillator.  It is hoped a defibrillator can be sourced and placed in suitable location on the hall site.  Potential locations:  vacant BT Telephone box or outside the entrance to hall (at rear of building).

Action:  Parish Council exploring possible funding / grant

11. Trustees – purpose, responsibilities, etc

A paper copy of the Village Hall Trustees Roles and Responsibilities handed over to J Bryant

Action: Janine to provide copy to Christine to be published (or a link) on the Village Hall page of the Parish website

8. Any Other Business None

Date of future meetings:            Monday 18th June 2108  (note date changed)

                                                            Monday 1st October 2018

                                                            Monday 4th February 2019  – AGM

Meeting closed at 21:15

STATEMENT OF INCOME / EXPENDITURE FOR YEAR ENDING 31/01/2018

            INCOME                                                                    EXPENDITURE

LETTINGS

 

OVERHEADS

 

Misc. Hall Hire

£4,728.00

Electricity

£1,014.46

Parish Council

£210.00

Water & Sewage

£181.14

EHDC Elections

£300.00

Fire equipment

£88.68

 

£5,238.00

Insurance

£821.99

SALES

 

 

£2,106.27

Car Parking

£740.00

MAINTENANCE

 

 

£740.00

Wages – cleaner

£630.00

INTEREST

 

       Window cleaner

£122.00

COIF Deposit

Nil

Grounds  maintenance

£615.00

 

 

 

£1367.00

 

 

ADMINISTRATION

 

TOTAL INCOME

£5978.00

Stat/Postage/Sundries

£60.69

 

 

 

 

 

 

TOTAL EXPENDITURE

 

 

£3,533.96

BANK BALANCES

 

 

 

Community Account as of 31.1.2017

£18,564.39

 

 

Business Account as of 31.1.2018

£464.24

 

 

 

 

Balance as of 31.1.2017

£18,564.39

 

 

Excess Income / Expenditure

+£2,444.04

 

 

Balance as of 31.1.2018

£21,008.43

 

 

 

 

 

 

 

 

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Gilston and Eastwick Village Hall Management Committee

Business Meeting Minutes – Monday 23rd October 2017

1. Present: Janine Bryant (Parish Council representative), Yolande Clarke (Churches representative), David Jackson (Trustee), Patrick Wood (Chairman, Trustee & Bookings Officer)

   Absences: Trevor Brown (Treasurer), Keith Harvey (Trustee and Vice-Chair),

2. Minutes of previous meetings held 19th June 2017 were agreed to be an accurate record.

    Matters arising. None not covered in the agenda.

It was noted that owners of adjoining property have had the hedging trimmed along edge of car park.

3. Treasurer’s update

·         Bookings remained steady, cancellation by U3A Bridge replaced by WindHill Academy Trust, a long term weekly (school term time) booking through to September 2018 generating £1,445

·         Receipt of cheques still haphazard delaying payment into the bank.

·         All suppliers & services now paid by direct debit.

·         Insurance has been renewed with new provider on a 3 year contract.  Moved from Aon Village Hall Insurance to Allied Westminster (underwritten by Aviva).

·         Section 106 monies still not received.

4. Hiring rules and regulations to be updated. 

TB submitted High Wych Memorial Hall R&R for consideration. 

Committee to review High Wych R&Rs marking which section to be kept / deleted and returned to JB by end November.

JB to review G&E Hall Letting Conditions and add relevant sections from High Wych.  This to be circulated to group for further comment.

5. Hall bookings (invoice / receipt book)

JB to draft booking form for consultation with committee members.

6. Section 106 – letter sent to EHDC, 9th Sept, but no response (or even acknowledgement) received.

PW to chase

7. Trustees – purpose, responsibilities, etc

PW to look through paperwork handed over by previous Chair (DJ) for documents related to the R&R of Trustees (possibly from around 1960) and bring to next meeting.

8. Any Other Business None

Date of future meetings:            Monday 5th February 2018 – AGM

                                                            Monday 4th June 2108

                                                            Monday 1st October 2018

                                                           Monday 4th February 2019  – AGM

Meeting dates to be published in Parish Magazine

YC to submit to Christine Law

Meeting closed at 21:15

Future Agenda items:

·         Trustee membership, responsibilities, etc.

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Gilston and Eastwick Village Hall Management Committee

Business Meeting Minutes – Monday 19th June 2017

1. Present: Trevor Brown (Treasurer), Janine Bryant (resident), Yolande Clarke (Churches representative), Keith Harvey (Trustee and Vice-Chair), David Jackson (Trustee), Patrick Wood (Chairman & Bookings Officer)

2. Absences: Amanda Olsen (Parish Council)

3. Minutes of previous meetings held 20th March 2017 (Annual General Meeting & Business Meeting) were agreed to be an accurate record.

4. Matters arising.

Outstanding item from AGM – Trevor Brown agreed to continue as Gilston and Eastwick Village Hall Management Committee Treasurer.

Treasurer confirmed insurance, electricity and water supply have been renewed in such a way as to minimise cost.

A. Chairman informed the meeting that the public phone box outside Village Hall will be removed by BT’s contractors by end 2017

B. & D. confirmation hall hire charges to be remain:

·         £18 per hour (discounted to £17 per hour for long term bookings).

o   Long term booking agreed at 24 confirmed bookings or more

o   Long term bookings subject to 4 weeks cancellation notification

·         Hall hire terms & conditions confirmed as displayed inside and outside the hall.  These do not include the hourly rate as Bookings Officer will discuss rate with individual hirers based on length of hire.

Action T&Cs to be amended to explain ‘long term’ booking and cancellation requirement.

C. New owners of bungalow adjoining Village Hall to be asked to cut back trees infringing on VH car park.  Need for hedge maintenance demonstrated by difficulty experienced in delivering polling booths.

Action to be taken forward by PW

5. Chair extended thanks to YC for preparing the minutes of last meeting(s).

6. Hall bookings

A. Reminder that all Hall bookings must be dealt with by Bookings Officer. 

B. Name of the Village Hall Management Committee confirmed as Gilston & Eastwick Village Hall Management Committee.  Consistency needed to avoid confusion with the bank, etc.

Action all future correspondence, publications, etc. to reflect.

YC to correct entry in the Parish Magazine.

C.  The meeting discussed what is & what is not provided to hirers of the hall.  The group unanimously agreed:

·         The toilets to be kept supplied with toilet paper and soap (through services of the cleaner);

·         Kitchen cleaning items are not provided; that is, tea towels, dish cloths, pan scourers, etc. are not supplied.

Action T&Cs to be amended (by TB when designing new booking document) to:

·         Correct hall name

·         Explain ‘long term’ booking and cancellation requirement;

·         Clarify what housekeeping materials are supplied / not supplied.

D. The meeting discussed the need for better / more accountable method of managing confirmation of & invoicing of bookings.  It was agreed to source a ‘booklet’ with triplicate copies of booking & invoicing information:

·         Top 2 copies to hirer

o   One copy to be returned to Treasurer with payment

·         Bottom copy to be retained by Treasurer (to be matched with returned copy when received with payment)

Actions

·         new booking / invoicing documents required, to include copy of the (amended) T&Cs on the reverse

·         TB to investigate (other Hall Booking T&Cs), design then approach Shogun Printers to quote for triplicate document. 

E. Treasurer advised meeting of new long term booking by the Windhill Children’s Centre.  This starts early September each Wednesday morning (term time) plus occasional Saturdays.

F. Feasibility of hiring out our small room discussed.  Will be reviewed if / when requests are received as currently holds Table Tennis tables, etc.

7. Section 106 fund related to Terlings Park development discussed in depth.  Relevant historical paperwork passed to JB.  Value of Section 106 related to village hall substantial to reflect saving for developers in not needing to build alternative community hall. £70, 445 proposed in Application 3/11/0554/OP submitted to EHDC by Angle Property.

Action letter to be written (JB & Chairman) and sent to EHDC requesting payment of the £18,785.40 including VAT out of the Section 106 fund, which has already been spent on various improvements (new ceiling, lights, etc.) by the GEVHMC.  Letter prepared and sent to Chairman (PW).

Notes:

·         Historical paperwork suggests upto £70, 445 available however it further suggests payment is made on receipt of invoices paid by the G&EVHMC.

·         Above letter to seek guidance on how this money can be ‘claimed’ for further Capital improvements.

·         VHMC have previous survey identifying additional capital projects.

8. Any Other Business

TB requested authorisation to destroy old & unnecessary paperwork related to GEVHMC, whilst retaining a minimum of 7 years financial history / records.  Unanimously agreed.

Action: TB to reduce Treasurer’s historical paperwork as agreed.

Meeting closed at 21:30

Date of next business meeting: Monday 2nd October 2017

Potential future Agenda items:

·         Trustee membership, responsibilities, etc.

·         Table Tennis Club to be informed cheques to be handed to / sent to either Bookings Officer or Treasurer

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Booking of Hall

First, we regret that the Hall is not available for letting to or for the use of anyone between the ages of 12 and 21. 

Children’s parties may be held between 2 pm and 6 pm on Saturdays and Sundays. The fee is £18.00 per hour with a refundable deposit of £100, both of which must be paid in advance.

Evening parties may be held between 6.30 p.m. and 11.30 p.m. The fee is £18.00 per hour  with a refundable deposit of £125.  Non-residents must have a resident to vouch for the hire.

The Parish Council has the Hall for its meetings from 7.30 p.m. onwards on the second Monday of the months of January, March, May, July, September and November, and occasionally on other occasions.

Regular weekly or monthly lettings for meetings or other activities (as opposed to a one-off event) may be held, subject to a formal licence being completed beforehand. The rates are £18 per hour.

Further details and applications are available from the  Bookings Office Maxine Evetts, 34 Pye Corner (Telephone 07723 606887).

Please see below the conditions of hire and a copy of the booking form that can be printed off.

Gilston & Eastwick Village Hall

Application for Hire / Booking Form

 

Day & Date of booking

 

 

 

 

Times required*

 

From:………………&h