Ramsden Village Hall Committee Meeting Minutes

November 2021

Minutes of the Ramsden Hall Village Committee Meeting

held on November 18 2021 in Ramsden Hall

Those present: Carol Wilby (Chair), Pam Powell (Secretary), Roy Hallam, David Makins (as SCT rep), Isobel Godsell, Rowland Alexander,

Apologies Debs Talmage, Julia Alexander, Charles Routh

Declarations of Interest: None were declared by those present

Minutes: All agreed the minutes of the last meeting should be signed by the Chair.

Matters arising: There were no matters arising

Correspondence: None received

Finances:

RA stated he was reporting for two months and would provide an email detailing both income and expenditure at each meeting.
He reported bank balance as at 31/10/21 £43,168.77 Petty cash £73.43

Income NB Rowland will provide an email with details

Expenditure NB Rowland will provide an email with details

It was agreed that RA would provide a variance forecast against the three year financial plan at each meeting

Management Plan/Governance

The three-year management plan has been signed off by the Trustees and presented to residents at the Annual Parish Meeting. It can also be found on the PC website.
It was agreed that a building survey would be undertaken as a priority. This would underpin financial planning, including maintaining a budget reserve and prioritisation of maintenance and development. Once completed this would become an addendum to the management plan.
PP has already contacted various trades people regarding improvements to the kitchen and toilets. It was agreed that the building survey would be completed before any work commenced.
It was agreed that an ad hoc/extra ordinary meeting would be held once the building survey has been completed to discuss short, medium and long-term development and maintenance objectives and priorities, and agree amendments to the three-year finance plan.

ACTION PP to contact building surveyors

Cleaning and Maintenance

It was decided to look into the employment of a cleaner for 3/4 hours per month at £10/hour and at other times as required.

Action PP to look into employment of a cleaner.

Work to convert the gents toilet into a storeroom has been completed.
Deep cleaning of the toilet floors has been carried out. Thanks to DT for doing this.
Fire stop have completed the annual inspection of the fire extinguishers. No action required.
WiFi has now been installed in the hall. £100 compensation has been received from BT for the delay in installation.
Blinds have been installed but issues have been noted with the acoustics in the hall. Acoustic panels could be used to improve this situation.

Action IG to pursue options

PP action

Bookings

Action PP to circulate to all committee members

Proposed extension to the Hall

PP has discussed options of changing the current planning permission with Ian Carrington from ELDC. No planning permission is required to alter the interior space but formal discussion with ELDC (including the production and submission of drawings) would be necessary to alter the exterior. It may be possible to add some additional space through limited, permitted development rights, however, it may be necessary to apply for further/amended planning permission.
It was agreed that any amendments to the current plan for developing and extending the hall must be discussed and agreed by the committee prior to any work commencing. Expenditure limits must be discussed and agreed as these will influence the three-year financial forecast.

Planned events

Unfortunately, the Christmas fair planned for 4 December has had to be cancelled. This is due to crafters and potential stallholders already being committed to other markets/events. A notice of cancellation to be posted in the VH notice board and on the RVH Facebook page.

Action CW to undertake this

AOB

CW tendered her resignation as RVHMC Chair and as a committee member. Resignation letter appended to the meeting notes

Date of next meeting

The next meeting would be at 3pm on Tuesday 4 January 2022

The meeting closed at 4.55pm