CHILBOLTON PARISH COUNCIL

For those wishing to view the Chilbolton Parish Council minutes and all ather matters relating to the work of the PC please go to:

http://www.chilbolton.org:80/

 

CHILBOLTON VILLAGE HALL

The Village Hall is a modern building with excellent facilities and a good car park which is available for hire. The hall has an excellent kitchen, a range of chairs and tables, a good sound system and a well kept garden accessed from the main hall. There is also a smaller room suitable for meetings which can house around 30 people. The hall can also be used for badminton and some indoor sports as it has a good ceiling height. Hire charges and availablity can be discussed with Chris Halliwell on 860858.

Chilbolton Village Hall

Eastman’s Field, Chilbolton, Hants SO20 6AT
Registered Charity 301781

Chilbolton Village Hall Management Committee
Minutes of the Meeting held on Monday 12 November 2007 at 8.00pm

PRESENT

Tony Bliss   Chairman
Chris Halliwell  Vice Chairman
Alan Crisp   Treasurer  
Mike Keys
Beryl Lawrence
Peter Ward
Maria Watson   Secretary

APOLOGIES
Maureen Treadwell 
Wendy Andrews
Sam Inglis

MINUTES OF THE LAST MEETING held on 8 October 2007 were approved and signed by the Chairman.

MATTERS ARISING. A letter has been received from Southern Water confirming that the charge for surface water has been removed.  The account is now £20 in credit.

After a lengthy discussion about methods of assuring the car park lights are switched off after use, it was agreed that Ian Walker should be instructed to install a time delay switch on the system. The departure check list is to be amended accordingly.

Ownership of the fence between the Village Hall and Inglenook is still not established.

The Chairman has sent a letter of thanks to the W.I. for their donation.

The gardener has thinned out the hedging where required.

OUTSTANDING ITEMS. The corner wall in the storeroom, the shower light and 3 up lights in the main hall have been mended. The shower head is to be replaced.

The kitchen door, the security bolt on front door and the wire fence remain outstanding.

CORRESPONDENCE.  Sheila Laughton sent an email of resignation from the Committee but she will remain on the Entertainments Sub-Committee.

CHAIRMAN’S REPORT.  None.

TREASURER’S REPORT. 
  Current Account  £ 1,667.76
  No.1 Savings Account  17,077.57
  No.2 Savings Account  23,322.96

HOUSEKEEPING SUB-COMMITTEE REPORT.  Despite promising to come twice a week the cleaner is still coming only once a week.  Although he has been reminded, no bill has been received for 3 months.   Alan Crisp offered to speak to one or two of the contract cleaners who work around the village to see whether they would quote for cleaning the Hal. The Chairman will speak to the cleaner yet again.

In complaining about the dirty hall the Keep Fit class offered to clean instead of paying rent. The Chairman will discuss this further with them with a view to taking   up the offer.

As Mike Keys will have his scaffolding tower on site on 7/8 December, he has very kindly offered to clean the high level cobwebs with a telescopic brush and Alan Crisp agreed to help him early on Sunday 9th.   Beryl Lawrence suggested that we consider installing a suspended ceiling to eliminate this problem in future.  It was agreed that she should make initial enquiries at specialist firms.

ENTERTAINMENT SUB-COMMITTEE REPORT.  Profit on the two films so far is £100.44.  Numbers for the second film rose from 38 to 60 people.  The next film will be shown on January 11 but it has yet to be selected/allocated.

The sale of tickets for the Christmas Concert on 30 November is underway.  Help will be needed to put out the chairs etc. from about 4 pm on the day.  It is thought we will need a meeting of the Sub-Committee before then.

MAINTENANCE AND GROUND SUB-COMMITTEE REPORT.  3 uplights fixed and spare replacement bulbs purchased.

Heating/boiler inspection carried out.  Electrical inspection due on 16 November.  Fire inspection is yet to be arranged.

The border by the fence has been cleared.  A shredder is coming to deal with the waste. The Chairman will talk to the owner of Inglenook to get her to do her side.

The meter on the water heater is misted up and is illegible.

The battery from the radio mike had been removed.  A new one has been installed.

It has been noticed that hirers often exceed their booking times.  Clean-up time must be booked and paid for.

Emergency lighting lasts only 3 hours and takes 24 hours to recharge.  This causes a problem on winter film nights.

Cigarette bins are not being emptied regularly.

The store room waste bin is often left full and dirty.  The Chairman emptied it on the Quiz Night.  It was agreed that it be removed.

The broken wall in the corner of the hall has been fixed.

A drop bolt is needed for the external store room door.

PRE-SCHOOL.  No report.

STAGE PROJECT.  No progress.

ANY OTHER BUSINESS.  Health and Fitness complained of crumbs etc. on the floor after Pre-school.

It was agreed that The Players could use the shed during their performances.

An ex-hirer donated £30.  There was also a further ex gratia donation of £10.

Philip Marshall asked whether a mobile phone had been found.  It was thought it had most probably been left in the Men’s Club.

By changing supplier, total electricity saved to date is £33.19.

After some discussion it was agreed that the W.I. could plant a mini oak tree in the north corner of the back garden.

The date for the next meeting:14 Jan

Chilbolton Village Hall

Eastman’s Field, Chilbolton, Hants SO20 6AT

Registered Charity 301781

Chilbolton Village Hall Management Committee

Minutes of the Meeting held on Monday 10 September 2007 at 8.00pm

PRESENT

Chris Halliwell              Vice Chairman  In the Chair

Wendy Andrews

Mike Keys

Beryl Lawrence

Maureen Treadwell

Peter Ward

Maria Watson                          Secretary

Vivian Shrimpton                      W.I. Representative

APOLOGIES

Tony Bliss                                Chairman

Alan Crisp                                Treasurer

Sheila Laughton

MINUTES OF THE LAST MEETING held on 9 July 2007 were corrected, passed and signed by the Vice Chairman.

MATTERS ARISING.  The cleaners have deep cleaned the kitchen and removed all

the easy to reach cobwebs.  They now come twice a week, on Monday and Thursday mornings, but are still not entering every visit in the book.

The storeroom wall has not yet been repaired.

CORRESPONDENCE.  None.

CHAIRMAN’S REPORT.  Building insurance renewal has been paid.

An application form has been requested from Southern Water so that we can start claiming back the Surface Water Charge.

The car park lighting has been installed and a new key operated master electrical switch fitted.  The invoice has been received and paid and we await a receipt.

New switch notices have been fitted to the master switch, car park switch, patio switch and sodium light switches in the main hall.

A meeting has been arranged with TVBC for 17 September to apply for a grant towards the cost of the car park lighting.

A new front door lock has been fitted.  New front door keys and master switch keys have been issued to all committee members and regular hirers.  Spare keys are with Chris Halliwell.

TREASURER’S REPORT. 

            Current Account                       £ 2,432.25

            No.1 Savings Account  15,000.00

            No.2 Savings Account  23,000.00

Outgoings since July amount to £7,000.00.

HOUSEKEEPING SUB-COMMITTEE REPORT.  Nothing to report.

ENTERTAINMENT SUB-COMMITTEE REPORT.  Leaflet distribution for the film show on Friday 5 October has been organised.  We must ensure that the emergency lighting is switched on in the main hall for the event.  Help with teas and coffees would be appreciated and also with the chairs.

Maureen Treadwell and David Waghorn organised a walk on 12 August and raised £27 for the Village Hall.  They now have a list of 45 people from which they hope to get six or seven leaders for future walks.  There is a plan to publish the walks as a book which will be for sale with the proceeds going to the Village Hall.

MAINTENANCE AND GROUND COMMITTEE REPORT.   There was some discussion about the car park lighting which comes on with the front patio lights.  The discussion was mainly about whether independent or linked switches are required and whether the lights should be sodium, as installed, or tungsten.  It was agreed that the present switching control is unsatisfactory and requires further discussion.

The kitchen door is to be repaired.

The suspected water leak was checked out and a small water loss of approximately 10/15 litres per day was confirmed.  It is considered too costly to remedy such a small leak.

The oil tank has been filled.

Chris Halliwell will ask Tony Bliss to put out the bins while Peter Ward is on holiday.

The cleaners are to be asked to empty the cigarette stubs in the sand buckets by scooping them out and putting them in the relevant bin.  We will then consider cleaning/replacing the sand.

Pre-School are filling their small brown bin with other rubbish but this is meant to be for recycling items.  As Pre-School take home their own recycling rubbish it was

agreed that the small brown bin is unnecessary and Peter Ward would suggest to Pre-School that they remove it.

STAGE PROJECT.  A meeting was held on 20 August.  Six options were discussed and this number was eventually whittled down to just two.  These two options will be worked up and further meetings arranged.

ANY OTHER BUSINESS.  Chilbolton W.I. wishes to donate a tree to the Village Hall to commemorate their 90th anniversary.  The committee agreed that this was a good idea and that there is a place readily available where a tree has died owing to being wrenched from the ground.  It was suggested that Moira Grove should be consulted as to the most appropriate specimen.

There was some discussion about replacing the boundary wire.  To prevent climbing, the plan is to replace only the top strand to see if that is sufficient.

We need to clarify ownership of the fence between the hall and Inglenook.   At the moment there is a great deal of shrubbery growing over from Inglenook into the Village Hall area.  As there may be a covenant to cover this, that has to be investigated and in the light of our findings we will have to decide how best the clearing and cutting back should be organised.

Since switching electricity supplier we have saved £17.45, or 10.38%, over three months.

Due to serious flooding in Hereford the Andover Baptists camped at the Village Hall from 22 to 28 July at a rental of £375 (they gave us £400).  They were very grateful that they could have their camping holiday after all and extremely well behaved.  They made sure they were out of the way whenever the Hall was being used by other people and left it in an immaculate condition.    During this time however, it was discovered that the shower was not working.  This had not been noticed before as there had been no call to use it.  It will be repaired.  It was agreed that the Andover Baptists would be welcome to return at any time.

Help is needed with the quiz on 13 October.  Proceeds to the Village Hall.

The committee expressed its disappointment that Pre-School will not be sending anyone to our meetings in future.  It was felt that neither side would properly be in the picture as to what was going on despite the fact that minutes of the meetings would continue to be sent to them.  It also means one less point of view for discussion and consideration and loss of assistance to either side when required.  

On a practical note, the committee  hopes that someone in authority from Pre-School will in future check that all taps are fully turned off and all lavatories are flushed before leaving each day

We were reminded that new rates should be discussed at the next meeting and some thought given to the matter in the intervening period.

NEXT MEETING.  8 October 2007 at 8pm.

MINUTES OF THE LAST MEETING held on 16 April 2007 were approved and signed by the Chairman.

 

MATTERS ARISING.  Now that Jeremy Baines has been appointed Chairman of the Parish Council, Alan Crisp will represent the Council on the Village Hall Committee.

 

The architect has been reminded of the letter about the plasterwork in the main hall.  The letter is promised next week.

 

The Chairman has written to the W.I. about the dishwasher.  The W.I. has kindly said we can have the money anyway.

 

OUTSTANDING ITEMS.  High level cleaning still outstanding.

 

A note will be published in the Parish Magazine this month to let everybody know that from this year the AGM will be in October.

 

CORRESPONDENCE.  A second quotation has been received for the installation of car park lighting.

 

CHAIRMAN’S REPORT.  The Chairman was invited to attend the Parish Council Meeting and he gave them a report on our new financial plan and housekeeping action programme. He confirmed that all risk assessments had been carried out and that the Temporary Events Notice is in place.  He told them that the Christmas musical evening was a great success and would be repeated this year and that from September, we plan to do a trial run of four film shows  He also told them about the stage project and thanked them for the grant.

 

TREASURER’S REPORT.  Despite phone calls and emails to the water board to request that bills be sent at shorter intervals than the present six months, there has been no reply from them.  We will keep trying.

 

An increase in hire charges will be announced at the AGM.  Due to the alteration of the AGM date, this will be after a period of 18 months from the last review.

 

The Treasurer will meet the auditors on 16 May to sign off the accounts for 2006/7.

 

As Alan Crisp will be away 22 May until 3 July, Chris Halliwell will have the cheque book and any necessary paperwork to during this period.

 

            Current Account                       £ 2,068.51

            Savings No.1 Account  20,831.97

            Savings No.2 Account  22,959.50

 

HOUSEKEEPING COMMITTEE REPORT.  The new crockery has been stored in the cupboard and the old crockery left out for anyone to help themselves.  Whatever is left will be disposed of either to a charity shop or village event.

 

ENTERTAINMENT COMMITTEE REPORT.  We cannot start our film shows on 7 September as the Moviola season does not begin until the 9th.  We will try for the 14th or 5 October.

 

MAINTENANCE.  A handle has been broken off one of the cisterns in the ladies toilet.  Mike Keys will deal with it.

 

There was some discussion about the water savers in the cisterns.  It seems that so little water comes down that it is often necessary to flush more than once which defeats the object of the savers.  However, since the savers have been in there only a short time, it was decided to leave them for the moment and review the situation later.

 

PRE-SCHOOL.  No report.

 

STAGE PROJECT.  Terry Gilmore has contacted a firm of architects in Andover who specialise in theatre work.  The Chairman is due to sign a contract with them after which preliminary drawings and a feasibility study will be done.  Staged payments have been agreed with the possibility of withdrawal at any time. The architects will come to a Village Hall Committee meeting to make a presentation before the next stage of detailed drawings is undertaken. The architects have asked for a contact name for each of the interested parties.  It is borne in mind that  storage space must remain the same.

 

ANY OTHER BUSINESS.  The check list from Peter Ward was discussed.  It was thought to be very good but the layout should be simplified into bullet points.  The Chairman will hold his letter to regular hirers until the list has been revised.

 

The stage skirt has arrived and is stored in a labelled plastic container in the store room.

 

It was suggested that any risk assessments carried out by the Players should be recorded.

 

The electricity supply has been moved to Bizz Energy to save 7%.

 

Chris Halliwell will investigate how the water company reads the meter.  It is buried so deeply that it is difficult to see and may need an extention.

 

NEXT MEETING. Monday 11 June 2007 at 8 pm.

 

 

 

 

 

 

 

 

…………………………………………                                ………………………......

Tony Bliss – Chairman                                                          Date

 

 

 

 

 

 

 

Chilbolton Village Hall Management Committee

Minutes of the Meeting held on Monday 16 April 2007 at 8.00pm

 

 

PRESENT

 

Tony Bliss                                Chairman

Chris Halliwell              Vice Chairman

Alan Crisp                                Treasurer                     

Jeremy Baines

Nina Cary-Hodges

Mike Keys

Maureen Treadwell

Peter Ward

Maria Watson                          Secretary

 

APOLOGIES

           

Sheila Laughton

Beryl Lawrence

Wendy Andrews

 

MINUTES OF THE LAST MEETING held on 12 March 2007 were approved and signed by the Chairman.

 

MATTERS ARISING.  It was agreed that lost property is to be kept for 3 months from the date entered in the lost property book.  Items of value will be deposited  with the police.

 

Shed roof is now watertight.

 

Auto flush seems to be working correctly but is to be kept under observation.

 

High level cleaning still to be done.

 

Quotations awaited for the provision of car park lighting. 

 

Pre-School recycling has been sorted.

 

Door bolt has been fitted.

 

Quotations have been received for the stage skirt.  It was agreed to accept the cheapest one for 12 metres at a cost of £452 + VAT.

 

The Chairman will contact the architect reminding him that he had promised to write confirming his findings following his inspection of the plasterwork in the main hall after the recent fall.

 

OUTSTANDING ITEMS.  The amended Foundation Document will be sent to the Charities Commission.

 

CORRESPONDENCE.  A nil business rate has been confirmed by TVBC.

 

We are already covered for the no smoking legislation due to come into force on 1 July.  The Chairman will obtain further free signs as standby.

 

Planning permission has been received for the car park lighting and to date, one estimate for installation has been received..

 

A cheque for 10p has arrived from our electricity supplier!

 

PRS Music Certificate has been received.

 

CHAIRMAN’S REPORT.  Many thanks particularly to Beryl and to all the other Committee members who helped with the car park planning permission.

 

TREASURER’S REPORT.

 

            Current Account                       £   609.55

            Savings No.1 Account  20,783.97 

            Savings No.2 Account  22,906.60

 

The forecast for the year is that we are somewhat better off than in previous years although deductions have still to be made for depreciation of fixtures and fittings.  The cost of water is of concern (£550 p.a.) and is probably due to taps being left running and the malfunction of the auto flush.  A closer watch will be kept on water meter readings.  Electricity is also a concern at £1,350 p.a. Lights in the main hall seem to be the greatest expense and there was some discussion as to how best to control lights being turned on unnecessarily and sometimes left on after hirers have gone.  We may have to replace some of the light units and also to separate or cover up some of the switches.

 

HOUSEKEEPING COMMITTEE REPORT.  There was a discussion about how best to ensure that hirers lock up, secure windows and turn off all taps and lights when they leave the hall.  Peter handed an exit check list to the Committee for consideration.  Once it has been agreed, the Chairman will send it to all regular hirers.

It was also decided that the hiring contract would be altered where necessary to make it clear to the hirers that if the premises were left unsecured and we did have a break in the hirer would be liable for any theft and damage.

 

The new crockery being purchased by Beryl will be accessible and for all to use.

 

Beryl has done a lot of work on commercial dishwasher research and visited Weyhill where she was told they are very pleased with theirs.  It would cost us £1,990 + VAT, plus cutting a space for it in the kitchen, plus installation of a water softener , plus servicing, electricity, annual inspection etc., etc. of both the dishwasher and water softener. The Committee considered the expense and running costs too great for the amount of use it would get.  The Chairman offered to write to the W.I. and Short Mat Bowls Club and offer them a domestic unit and at the same time  pointing out the drawbacks and cost of both types of machine.

 

ENTERTAINMENT COMMITTEE REPORT.  Thanks again to Beryl, we now have film dates for the next season.  As previously agreed,  we have selected 4 dates on alternate months i.e. September 7, November 2, January 11 and March 7.  If the four trial runs are successful, we will continue showing films on a regular bi-monthly basis.

 

Beryl and the Chairman will attend a Partners meeting in Romsey on May 23 to meet other people who show films and discuss their findings.

 

MAINTENANCE AND GROUND COMMITTEE REPORT.  Several members of the Committee remarked on the good job being done by the gardener, particularly the side garden which looks very pretty.

 

The piano stool is to be replaced.

 

PRE-SCHOOL.  Thanks were given for the shelving.

 

STAGE PROJECT.  Project team is awaiting a revised proposal from the architect.

 

ANY OTHER BUSINESS.  The Chairman passed to the Treasurer £100 donation from the Chilbolton Over 60’s.  The Committee expressed their thanks and appreciation.

 

The Chairman will send a note to the Parish Magazine explaining that the AGM will now be held in October and that May 14 will be an ordinary committee meeting.

 

            SUMMARY.

 

·        Chairman to send amended Foundation Document to the Charities Commission, obtain standby No Smoking signs, write to W.I. and Bowls Club, inform the Parish Magazine of new AGM date,  arrange high level cleaning.

 

NEXT MEETING.  Monday 14 May 2007 at 8 pm

 

 

 

 

…………………………………............                                …………………………

Tony Bliss – Chairman                                                  Date

 

 

 

Village Hall Management Committee

Minutes of the Meeting held Monday 13 November 2006 at 8.00pm

 

 

PRESENT

 

            Tony Bliss                                In the Chair

            Alan Crisp                                Treasurer

            Jeremy Baines

Mike Keyes

Sheila Laughton

Beryl Lawrence

Maureen Treadwell

            Peter Ward

Maria Watson                          Secretary

           

APOLOGIES

 

            Chris Halliwell              Vice Chairman

            Wendy Andrews

Nina Cary-Hodges

 

MINUTES OF THE LAST MEETING held 9 October 2006 were corrected and signed by the Chairman.

 

MATTERS ARISING. 

            Royal Mail still unable to confirm the correct postal address.

            The Chairman continues to pursue plans and application for car park lighting.

            Side gate and patio light have been repaired.

            New cleaner has been twice.

            Peter has spare remote control for Pre-School awning.

The Chairman and Ray Halliwell are checking water meter readings as we may have been overcharged.

 

OUTSTANDING ITEMS.

            Electrical and cleaning cupboard shelves remain outstanding.

            Flushing in gentlemen's lavatory and taps in kitchen need attention.

 

CORRESPONDENCE. The only item this month has been receipt of the Trustees Form which was signed and returned by the Chairman.

 

CHAIRMAN'S REPORT. Nothing to report.

 

TREASURER'S REPORT.  

           

            Current Account                       £ 1,950.00

            Expenditure to be deducted         1,450.00

            Arrears                                           216.00

 

            Savings No.1 Account  18,042.00

            Savings No.2 Account  22,575.00

 

            Earnings 1 April/10 Nov.          £ 8,000.00 

(Estimated out-turn for the year £11,000 being a considerable increase on previous years).

 

Richard Kite is carrying out the annual audit.

The Chairman is to let Maureen have another copy of the 04/05 Annual Accounts as her copy is an incorrect version.

A Parish Council grant of £700 has been approved.

On behalf of the Parish Council, Jeremy Baines complimented the Treasurer on the presentation of the Committee accounts.

It was suggested that an explanation for the No.2 account should be added to any report and the Chairman is to establish whether this sum is ring fenced for the erection of a stage or whether it is simply a wish or recommendation of the legator.

 

HOUSEKEEPING SUB-COMMITTEE.

As so many cups, saucers and plates are non-matching, there was some discussion as to whether they should be replaced with new matching ones.  Beryl and Alan agreed that they would look for the best deals and report back.

Peter offered to replace platicised notices to read "Paper towels only" to the bins in the lavatories and "Do not hang towels on the radiators" in the kitchen.

It was agreed that the ovens should be professionally cleaned at a cost of £80.

 

ENTERTAINMENT SUB-COMMITTEE.

Sale of tickets for the Christmas Musical Evening on 2 December continues.  Offers of help with putting out chairs on the Saturday morning at 10 am were received from most of the Committee and to assist in this task there will be a sketch drawing of the layout of the 140 chairs. The Chairman will welcome the orchestra and tell the audience the order of events for the evening.  Following part 1, the musical session, the Chairman will draw the raffle before everyone gets up to get their food.  At this point Committee members have offered once again to move chairs and perhaps table. It was agreed that the clearing up would be done at 10 am on Sunday 3rd.  Alan and guest have offered to sell raffle tickets and the Chairman will take tickets at the door.

 

Alan will enquire at Longparish as to whether the film showings are profitable.  If so, it is thought we would try to have showings to alternate with Stockbridge.

 

MAINTENANCE carried out this month:

Pre-School hooks installed.

Fire inspection carried out - two extinguishers replaced.

Boiler maintenance.

Fuel delivered.

2x water softener cartridges bought and one installed.

Main hall light

Outside light.

Kettle

Radiators bled.

Plumber is due on 14 November to put in new kitchen taps.

Roofer will come to do the shed roof.

The Chairman will have a word in the necessary quarters about bin bags being thrown over the fence round the dustbin area.

 

PRE-SCHOOL.  No report.

 

ANY OTHER BUSINESS.

 

STAGE PROJECT:  As soon as plans are further advanced and a good presentation pack produced the project group will seek funding for the expected shortfall of £36/38,000.

 

There have been several instances of local youths coming into the Hall during events and flicking off the main electricity switch.  It was therefore agreed that a suitable lock should be purchased to prevent this.

 

There has been a complaint from the Drama Group that some of the plastic fixing plates to secure the stage have disappeared.  The Chairman will make enquiries to find out who may have mislaid them.  Replacements will have to be obtained if they are not located.

 

The Chairman will discuss ceiling and wall cleaning with the Probation Service.  We would provide the materials.

 

Two washing up bowls have been purchased.

 

Jeremy complimented the Committee for its fundraising activities.

 

SUMMARY:

 

·        Chairman to clarify use of legacy

·        Beryl and Alan to look for new crockery

·        Peter to replace plasticised signs

·        Alan to enquire about profitability of film shows at Longparish

·        Chairman to have a word regarding bin-bag problem

·        Peter to fix taps in kitchen and flushing in gentlemen's lavatory.

 

NEXT MEETING:  Monday 8 January 2007.

 

 

 

……………………………………….                                        ……………………

Tony Bliss - Chairman                                                                 Date

 

 

 

 

 

   

       

 

 

            

 

 

 

 

 

 

RECTOR of Chilbolton/VICAR of Wherwell

 

Reverend ERROL Williams          The Rectory Chilbolton                                  

                                               Tel. 01264 860258

                                                E-mail: Errolsue69@fsmail.net

                                                (Day-off – Tuesday)