CHILBOLTON VILLAGE HALL

Eastman's Field, Chilbolton, Hants, SO20 6AT

Registered Charity 301781

CHILBOLTON VILLAGE HALL MANAGEMENT COMMITTEE

MINUTES OF MEETING HELD ON 13 JUNE 2011

Present:

Mr John Temple Chairman

Mrs Wendy Andrews Secretary

Mr Alan Crisp Treasurer

Mrs Julia Booth

Mr Michael Gilbert

Mrs Beryl Lawrence

Mr Alan McGuire

Mrs Debbie Richardson

Mrs Julie Shone

Mrs Maureen Treadwell

Mrs Becky Williams

1. Apologies

None

2. Minutes of Last Meeting

The Minutes of the meeting held on 9 May were agreed except that knowledge of the damage to the projector stand had been recorded in the Defects book.

3. Matters Arising

Hall Acoustics

An email from Neil Shone setting out the position with an estimate had been circulated to the Committee. It was concluded that with the present work priorities this would be not pursued. However it was thought that four column speakers, rather than the present type, as well as attention to the hall floor could improve the position. To take this subject further John Temple would discuss with Alan Crisp. Alongside this consideration should also be given to future projects and placing them in priority order from the hirers' point of view – to be discussed at a future meeting.

Fire Extinguisher

The hall had seven fire extinguishers and two fire blankets; the last service was in 2009. A company was charging £9 a unit, the fire blankets were at a slightly lower rate plus £30 call-out fee. Fire extinguishers had to be used by trained personnel but in any emergency the hall would immediately be vacated. It was agreed that an informal approach would be made to the representative of the Hampshire Fire and Rescue Service at the future coffee morning. However, there could be an issue with Pre School's insurance policy and the details would be checked. The Village Hall's insurance policy would also be checked. An update would be given at the next meeting.

Paving Slabs and Car Park

A start date from Gavin Cousins was still awaited.

Hot Cupboard

The hot cupboard was now operational and payment had been received which would offset the annual grant. John Temple had sent a letter of thanks to the Chairman of the Parish Council.

Chilbolton Airfield

The possible showing of 'The Sound Barrier' was still ongoing with the emphasis on Andrew Flanagan of the Wherwell History Group to pursue.

Sound Equipment/Training

Steve Picco had inspected the equipment, made adjustments and corrected installation errors. Although improved Steve would take a further look at the equipment and, if necessary, propose recommendations for enhancement. Revised arrangements had yet to be agreed for selected members to receive training.

Security

With Chilbolton Players having purchased keys payment had now been received from all the regular hirers.

Maintenance and Grounds

Pre School had replaced the garden hose pipe at its own expense.

4. Chairman's Report

The Stage

Paul Lawton-Bryant had spoken to Danfoss as the replacement electronic control cards had not resolved the position. Paul would send a photograph of each card to Danfoss for further inspection and, hopefully, a more positive outcome.

Hall used for Local Elections

In response to an invoice to Test Valley Borough Council for £250 as compensation for use of the hall a cheque for £450 had been received.

Jim Dunne

A letter of thanks had been received from Mary Dunne for the donation made to the Royal Navy Lifeboat Institution.

5. Treasurer's Report

Income

There were no arrears of payment. However the difficulty of receiving money from the Badminton Club was raised; this was an ad hoc group with no constitution. Alan Crisp would write to Jill Lord proposing that payment for hire of the hall should be monthly and perhaps another representative should be nominated to represent the club.

Bank Accounts

The balances on the current and savings accounts were noted.

Winter/Summer Tariff

As a result of the severe winter weather there had been an additional £600-£800 spent on heating. It could be beneficial to have a split tariff but there would have to be agreement on the amounts; the effective date would be 1 January 2012. Alan Crisp would pursue with Becky Williams. If taken forward then notice would have to be sent to the regular hirers. However other options suggested were:

(i) increasing hiring rates;

(ii) installing solar panels – Alan Crisp to pursue grants with Maureen Treadwell; and

(iii) joining a village syndicate.

Proposed Purchase

It was noted that many people visiting the hall complained about the lack of quality seating; therefore it was agreed that Alan would purchase four or five comfortable seats for testing.

6. Sub Committee Reports

(i) Housekeeping

Cleaning

It was noted that there had been a recent complaint about the cleanliness of the Durnford Room. At present the hall was cleaned twice a week. It was reiterated that any complaints should be made known to a member of the Committee so that the hirer could be charged an appropriate amount.

(ii) Entertainment

Coffee Mornings

The coffee morning on 21 May 2011 had raised £61.80. It was agreed that arrangements would be made for a representative of the Hampshire Fire and Rescue Service to attend a future coffee morning to talk about various ways that properties can be protected from accidental fire damage – John Temple/Debbie Richardson to pursue.

Moviola

The future of Moviola was discussed and although the choice of films was at times not ideal it was proposed to schedule film shows for the autumn. To date £1,200 had been made on the films which on average amounted to £40-£50 per event. A loss had only been incurred on two or three occasions. It was noted that no-one would be attending the forthcoming Moviola Partners' Evening.

Weyhill Electronic Society

The Sub Group to consider whether the Society should be invited to perform at the hall and to advise the Committee at a future meeting.

Meeting

It was agreed that arrangements should be made for the Sub Group to meet.

(iii) Maintenance and Grounds

Heating/Electrics

There could be a faulty valve on the central heating – John Temple to pursue. John would also take a meter reading and forward to Chris Halliwell.

Wiring

Ian Walker to be asked to carry out a three year review of the hard wiring and also to undertake the annual PATs testing; suggested period would be after 27 July when Pre School closed for the summer holiday. If Ian was unable to do this then a registered NICEIC electrician would be approached to undertake the work - John Temple to pursue.

7. Representative Reports

Chilbolton Players

The wooden shed was again discussed and the Chairman, having spoken to a Planning officer at Test Valley Borough Council, tabled a list of issues - Wendy Andrews to pursue at the next Committee Meeting of the Players. Another option could be to construct a small extension at the storage end with access from the hall – Alan Crisp to pursue with Brian Fakes. It was also noted that the Annual General Meeting had been held on 1 June 2011 at which Wendy had presented a report as representative on the Village Hall Management Committee.

Parochial Church Council

No matters were raised.

Horticultural Society

Consideration was being given to the choice of plants but planting would not take place until September. Debbie Richardson to be reimbursed for plants purchased.

Women's Institute

The position with the broken projector stand was still outstanding – Debbie Richardson to pursue with Sue Batchelor.

One Hundred Club

The balance now stood at £579 and it was agreed that £400 would be paid into the Village Hall account. The next draw would take place on 18 June 2011 at the coffee morning. A commemorative draw representing the Club's first anniversary would take place at the Church Fete with the prizes being £25 and £15 – John Temple to pursue. A reminder to subscribers to be sent to sign up for the Club's second year – Michel Gilbert to pursue.

Pre School

Julia Booth informed the Committee that she had resigned as Chairman and in the absence of a successor Becky Williams would act as the interim representative. The Annual General Meeting would be held on 14 July 2011.

It was reported that the scissor broom was broken and that the standard broom required a replacement handle – John Temple/Julia Booth to pursue. The washing-up bowls were damaged and required to be replaced – Beryl Lawrence to pursue.

A fund raising event was being organised for 23 July 2011 with tickets at £12.50 each.

Brownies

A request was made for a second key to the cupboard. John Temple agreed to purchase 12 duplicates.

Chilbolton Parish Council

No matters were raised.

Badminton

No matters were raised.

8. Lost Property and Hall Defects

Lost Property

No recent items reported.

Hall Defects

On 25 May 2011 it was recorded that no hot water was available.

9. Any Other Business

New Committee Members

Informal approaches to encourage new members were being pursued; however it was reported that one new member had been recruited.

Summer Walks

Maureen Treadwell would organise a July walk and would advise John Temple of proposed date.

Future Booking

On 1 July 2011 the hall had been hired for a wedding and the hirer had requested use of the stage. Arrangements would have to be made with Paul Lawton-Bryant to manually lower and raise the stage – John Temple to pursue and advise Becky Williams. An additional fee would be charged.

Abbots Mitre

Tom Romita was the new landlord and information on the Abbots Mitre could be found at abbotsmitrechilbolton.co.uk.

Mike Keys

It was agreed that a tree should be planted in Mike's memory.

10. Date of Next Meeting

Monday, 11 July 2011.

______________________________________________

Chairman

13 June 2011

WA/13.6.11

°°°°°

CHILBOLTON PARISH COUNCIL NEWS

The February meeting took place on the 14th. There was no good news to report on the issue of speeding down Martins Lane, as TVBC feel that, as a rural road, it is already well sign posted and that the accidents reported cannot be related necessarily to the state of the road. The Council will keep an eye on this and would appreciate being notified of incidents when they occur.

Rather more heartening was the progress made on the restoration of the Mark Way, which should be complete by the time this goes to print. The work has been very well, and expeditiously, done and thanks are due to the developer of the Ivy Farm site. The path is already being well-used and apparently holds particular appeal for users of wheel chairs.

Thanks are also due to the owners of Watch Cottage for dealing so quickly with the shrubs obscuring the view from the Coronation Tree.

At the invitation of the Council, David Ball, the Regional Site Manager of Hampshire County Council Countryside Service, explained their plans for the management of West Down. They will be applying for a high level stewardship grant from DEFRA, which will imply some conditions, and it is possible that the sycamores alongside Coley Lane, adjacent to the recycling area, will have to be replaced by a mixed hedge. In addition cattle will be introduced for grazing purposes. The authorities are well aware of the importance of West Down from an ecological point of view and all concerned, including the Wild Life Trust, are anxious to see it well managed. Glyn Evans was also at the meeting and, in endorsing David Ball’s remarks, underlined the importance of the butterfly life on the chalk down and said that participation from the village would be welcome.
He is hoping to form a Conservation Group, concentrating on the natural history of the area, and anyone interested should phone him direct on 860697.

Reporting on behalf of the Common Committee, Moya Grove said that quotes had now been received for the extension of dragons’ teeth, to restrict parking, and the lowest bid was accepted by the meeting. Work should commence early in March, weather permitting. There have been several renewed instances of 4x4 owners abusing the Common and hopefully the new measures will curb them. In the mean time it would be appreciated if anybody witnessing these incidents could take the number of the vehicle concerned and, if you have a mobile, alerting the Police. There was one particularly unpleasant incident on the Common last month involving a large party of unlicensed ferreters. Again the Police need to be advised as soon as possible. Under no circumstances should the offenders be approached directly.

Up to the time of writing we have been lucky with rainfall levels and the new drainage measures have yet to be seriously tested. Meanwhile the ditches and culverts are particularly clear this year and thanks are due to all those concerned.

Graham Kelly

Chairman

°°°°°

NEXT PC MEETING

In Chilbolton Village Hall ?



Home News Chilbolton Cow Common Church Affairs NEIGHBOURHOOD WATCH Parish Council Minutes/Village Hall Local School & Playgroup Andover Film Society HugoFox JW Woodscape Management Local businesses Fine Dining,hotels & B&B Potted History Chilbolton at War Links & Contacts Walks,Sporting & Social Family of the Month Dog of the Month Nature Notes Sponsors Diary dates Your Diary Input Night skies Recent 'photos VILLAGE DIRECTORY Digging up the Past see www.hants.gov.uk for what is on in Hampshire www.longstockvillage.com www.longparish.org.uk www.wherwell.net www.wherwell.hants.sch.uk Pictures of Chilbolton taken by Doreen Rowles, Alan Crisp and others at various other times of the year	Chilbolton PC :: Chilbolton Village Hall CHILBOLTON VILLAGE HALL Eastman's Field, Chilbolton, Hants, SO20 6AT Registered Charity 301781 CHILBOLTON VILLAGE HALL MANAGEMENT COMMITTEE MINUTES OF MEETING HELD ON 13 JUNE 2011 Present: Mr John Temple Chairman Mrs Wendy Andrews Secretary Mr Alan Crisp Treasurer Mrs Julia Booth Mr Michael Gilbert Mrs Beryl Lawrence Mr Alan McGuire Mrs Debbie Richardson Mrs Julie Shone Mrs Maureen Treadwell Mrs Becky Williams 1. Apologies None 2. Minutes of Last Meeting The Minutes of the meeting held on 9 May were agreed except that knowledge of the damage to the projector stand had been recorded in the Defects book. 3. Matters Arising Hall Acoustics An email from Neil Shone setting out the position with an estimate had been circulated to the Committee. It was concluded that with the present work priorities this would be not pursued. However it was thought that four column speakers, rather than the present type, as well as attention to the hall floor could improve the position. To take this subject further John Temple would discuss with Alan Crisp. Alongside this consideration should also be given to future projects and placing them in priority order from the hirers' point of view – to be discussed at a future meeting. Fire Extinguisher The hall had seven fire extinguishers and two fire blankets; the last service was in 2009. A company was charging £9 a unit, the fire blankets were at a slightly lower rate plus £30 call-out fee. Fire extinguishers had to be used by trained personnel but in any emergency the hall would immediately be vacated. It was agreed that an informal approach would be made to the representative of the Hampshire Fire and Rescue Service at the future coffee morning. However, there could be an issue with Pre School's insurance policy and the details would be checked. The Village Hall's insurance policy would also be checked. An update would be given at the next meeting. Paving Slabs and Car Park A start date from Gavin Cousins was still awaited. Hot Cupboard The hot cupboard was now operational and payment had been received which would offset the annual grant. John Temple had sent a letter of thanks to the Chairman of the Parish Council. Chilbolton Airfield The possible showing of 'The Sound Barrier' was still ongoing with the emphasis on Andrew Flanagan of the Wherwell History Group to pursue. Sound Equipment/Training Steve Picco had inspected the equipment, made adjustments and corrected installation errors. Although improved Steve would take a further look at the equipment and, if necessary, propose recommendations for enhancement. Revised arrangements had yet to be agreed for selected members to receive training. Security With Chilbolton Players having purchased keys payment had now been received from all the regular hirers. Maintenance and Grounds Pre School had replaced the garden hose pipe at its own expense. 4. Chairman's Report The Stage Paul Lawton-Bryant had spoken to Danfoss as the replacement electronic control cards had not resolved the position. Paul would send a photograph of each card to Danfoss for further inspection and, hopefully, a more positive outcome. Hall used for Local Elections In response to an invoice to Test Valley Borough Council for £250 as compensation for use of the hall a cheque for £450 had been received. Jim Dunne A letter of thanks had been received from Mary Dunne for the donation made to the Royal Navy Lifeboat Institution. 5. Treasurer's Report Income There were no arrears of payment. However the difficulty of receiving money from the Badminton Club was raised; this was an ad hoc group with no constitution. Alan Crisp would write to Jill Lord proposing that payment for hire of the hall should be monthly and perhaps another representative should be nominated to represent the club. Bank Accounts The balances on the current and savings accounts were noted. Winter/Summer Tariff As a result of the severe winter weather there had been an additional £600-£800 spent on heating. It could be beneficial to have a split tariff but there would have to be agreement on the amounts; the effective date would be 1 January 2012. Alan Crisp would pursue with Becky Williams. If taken forward then notice would have to be sent to the regular hirers. However other options suggested were: (i) increasing hiring rates; (ii) installing solar panels – Alan Crisp to pursue grants with Maureen Treadwell; and (iii) joining a village syndicate. Proposed Purchase It was noted that many people visiting the hall complained about the lack of quality seating; therefore it was agreed that Alan would purchase four or five comfortable seats for testing. 6. Sub Committee Reports (i) Housekeeping Cleaning It was noted that there had been a recent complaint about the cleanliness of the Durnford Room. At present the hall was cleaned twice a week. It was reiterated that any complaints should be made known to a member of the Committee so that the hirer could be charged an appropriate amount. (ii) Entertainment Coffee Mornings The coffee morning on 21 May 2011 had raised £61.80. It was agreed that arrangements would be made for a representative of the Hampshire Fire and Rescue Service to attend a future coffee morning to talk about various ways that properties can be protected from accidental fire damage – John Temple/Debbie Richardson to pursue. Moviola The future of Moviola was discussed and although the choice of films was at times not ideal it was proposed to schedule film shows for the autumn. To date £1,200 had been made on the films which on average amounted to £40-£50 per event. A loss had only been incurred on two or three occasions. It was noted that no-one would be attending the forthcoming Moviola Partners' Evening. Weyhill Electronic Society The Sub Group to consider whether the Society should be invited to perform at the hall and to advise the Committee at a future meeting. Meeting It was agreed that arrangements should be made for the Sub Group to meet. (iii) Maintenance and Grounds Heating/Electrics There could be a faulty valve on the central heating – John Temple to pursue. John would also take a meter reading and forward to Chris Halliwell. Wiring Ian Walker to be asked to carry out a three year review of the hard wiring and also to undertake the annual PATs testing; suggested period would be after 27 July when Pre School closed for the summer holiday. If Ian was unable to do this then a registered NICEIC electrician would be approached to undertake the work - John Temple to pursue. 7. Representative Reports Chilbolton Players The wooden shed was again discussed and the Chairman, having spoken to a Planning officer at Test Valley Borough Council, tabled a list of issues - Wendy Andrews to pursue at the next Committee Meeting of the Players. Another option could be to construct a small extension at the storage end with access from the hall – Alan Crisp to pursue with Brian Fakes. It was also noted that the Annual General Meeting had been held on 1 June 2011 at which Wendy had presented a report as representative on the Village Hall Management Committee. Parochial Church Council No matters were raised. Horticultural Society Consideration was being given to the choice of plants but planting would not take place until September. Debbie Richardson to be reimbursed for plants purchased. Women's Institute The position with the broken projector stand was still outstanding – Debbie Richardson to pursue with Sue Batchelor. One Hundred Club The balance now stood at £579 and it was agreed that £400 would be paid into the Village Hall account. The next draw would take place on 18 June 2011 at the coffee morning. A commemorative draw representing the Club's first anniversary would take place at the Church Fete with the prizes being £25 and £15 – John Temple to pursue. A reminder to subscribers to be sent to sign up for the Club's second year – Michel Gilbert to pursue. Pre School Julia Booth informed the Committee that she had resigned as Chairman and in the absence of a successor Becky Williams would act as the interim representative. The Annual General Meeting would be held on 14 July 2011. It was reported that the scissor broom was broken and that the standard broom required a replacement handle – John Temple/Julia Booth to pursue. The washing-up bowls were damaged and required to be replaced – Beryl Lawrence to pursue. A fund raising event was being organised for 23 July 2011 with tickets at £12.50 each. Brownies A request was made for a second key to the cupboard. John Temple agreed to purchase 12 duplicates. Chilbolton Parish Council No matters were raised. Badminton No matters were raised. 8. Lost Property and Hall Defects Lost Property No recent items reported. Hall Defects On 25 May 2011 it was recorded that no hot water was available. 9. Any Other Business New Committee Members Informal approaches to encourage new members were being pursued; however it was reported that one new member had been recruited. Summer Walks Maureen Treadwell would organise a July walk and would advise John Temple of proposed date. Future Booking On 1 July 2011 the hall had been hired for a wedding and the hirer had requested use of the stage. Arrangements would have to be made with Paul Lawton-Bryant to manually lower and raise the stage – John Temple to pursue and advise Becky Williams. An additional fee would be charged. Abbots Mitre Tom Romita was the new landlord and information on the Abbots Mitre could be found at abbotsmitrechilbolton.co.uk. Mike Keys It was agreed that a tree should be planted in Mike's memory. 10. Date of Next Meeting Monday, 11 July 2011. ______________________________________________ Chairman 13 June 2011 WA/13.6.11 °°°°° CHILBOLTON PARISH COUNCIL NEWS The February meeting took place on the 14th. There was no good news to report on the issue of speeding down Martins Lane, as TVBC feel that, as a rural road, it is already well sign posted and that the accidents reported cannot be related necessarily to the state of the road. The Council will keep an eye on this and would appreciate being notified of incidents when they occur. Rather more heartening was the progress made on the restoration of the Mark Way, which should be complete by the time this goes to print. The work has been very well, and expeditiously, done and thanks are due to the developer of the Ivy Farm site. The path is already being well-used and apparently holds particular appeal for users of wheel chairs. Thanks are also due to the owners of Watch Cottage for dealing so quickly with the shrubs obscuring the view from the Coronation Tree. At the invitation of the Council, David Ball, the Regional Site Manager of Hampshire County Council Countryside Service, explained their plans for the management of West Down. They will be applying for a high level stewardship grant from DEFRA, which will imply some conditions, and it is possible that the sycamores alongside Coley Lane, adjacent to the recycling area, will have to be replaced by a mixed hedge. In addition cattle will be introduced for grazing purposes. The authorities are well aware of the importance of West Down from an ecological point of view and all concerned, including the Wild Life Trust, are anxious to see it well managed. Glyn Evans was also at the meeting and, in endorsing David Ball’s remarks, underlined the importance of the butterfly life on the chalk down and said that participation from the village would be welcome. He is hoping to form a Conservation Group, concentrating on the natural history of the area, and anyone interested should phone him direct on 860697. Reporting on behalf of the Common Committee, Moya Grove said that quotes had now been received for the extension of dragons’ teeth, to restrict parking, and the lowest bid was accepted by the meeting. Work should commence early in March, weather permitting. There have been several renewed instances of 4x4 owners abusing the Common and hopefully the new measures will curb them. In the mean time it would be appreciated if anybody witnessing these incidents could take the number of the vehicle concerned and, if you have a mobile, alerting the Police. There was one particularly unpleasant incident on the Common last month involving a large party of unlicensed ferreters. Again the Police need to be advised as soon as possible. Under no circumstances should the offenders be approached directly. Up to the time of writing we have been lucky with rainfall levels and the new drainage measures have yet to be seriously tested. Meanwhile the ditches and culverts are particularly clear this year and thanks are due to all those concerned. Graham Kelly Chairman °°°°° NEXT PC MEETING In Chilbolton Village Hall ?

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