Sheepy Memorial Hall

The Memorial Hall

Sheepy Magna

Minutes of Committee Meeting

Minutes of Committee meeting Monday 14^th September, 2009

Present: Vicki Heath, Julie Dixon, Dorrien Moody, Lynne Percival, Brenda Bricknell, Oz Hall, Eileen Baker.

Apologies: Ron Phillips, Jim Aldridge & Kevin Morrell.

Minutes of last meeting: Members worked from brief notes from June’s meeting as due to unforeseen circumstances, the transcribed minutes were unavailable.

Matters arising: Prizes of sweets are needed for the proposed games evening which may now take place around Christmas time.

Dorrien confirmed that he is happy to continue to set up the hall for the Whist Club.

The car park area has been tidied. It was reported that the Parish Council will now fund monthly garden maintenance as they currently provide this for Sibson village hall.

As reported previously, the drain outside the kitchen is still blocked. Oz, Dorrien & Vicky spent some hours tackling the problem, which has now eased although not completely solved. It may be necessary to call out a specialist company.

The quote provided by Phil Nicholls via Sheepy Greens for various works was discussed at some length. Those present were not in favour of lowering the ceiling nor partially carpeting the main hall, which were two of a number of options, although further discussion is needed when all members are present. Lynne to ask Sheepy Greens if electric heating had been considered and if they think funding would be readily available for a new heating system

Treasurer’s Report: In Kevin’s absence, Vicki reported that she had collected £370.81 for May/June/July

Whist Club sessions and from this she had paid £175 to Kris Papworth for the Domesday book display case which has now been fitted on the back wall of the first floor of the hall. This amount will be reimbursed by the Parish Council.

Vicki had also paid Lynne £5.64 for a new key to be cut for Eileen, £7.79 for cleaning materials and £6.52 for refreshments for the Vegetable Show, leaving an amount of £175.86 which she gave to Julie to pass onto Kevin. Vicki will collect money owing from the Whist Club for August/September in time for the balance sheet to be prepared. It was agreed that Julie would pay £35.00 hire for the Vegetable show.

Julie had £54 in cash plus approx £60 (which she was keeping for bingo) and 3 cheques in the sums of £49, £8 & £12.

Fund Raising: Julie reported that bingo & dancing sessions restart this month. Yoga & Pilates had continued throughout the summer. A new booking for 2^nd Tuesday in each month had been taken from the newly formed Local History Society. A private party had used the hall in August and there was another private party booked in October.

The Parish Council had contributed £100 towards an appearance by the Vamos Theatre Company on Sunday, 4^th October at 2.30pm – a 1 hour show with stories for children aged 4-7 followed by workshop session. Tickets are priced at £4 for adults & £3 for children.

Correspondence Lynne reported that the following had been received during the summer:

Application to be trustee of Rural Community Council: No action as return date passed (21/8/09)

Election of Trustees Rural Community Council: No action as candidates unknown to those present.

AGM Rural Community Council 24/9/09. No one able to attend.

Big Switch Off .Date for expressions of interest passed. (22/7/09)

Community buildings training 28/10/09 at Cosby. Agreed that the price was excessive & too far to travel

Village Voice Community Magazine: Items of interest included Charity Commissioners approving online banking & Lynne is to research the article on 1 hour’s free property consultation from an RICS member firm

First floor room project: Lynne distributed copies of a negative reply from the Heritage Lottery Fund with regard to her pre-application for funding & details of funding programmes (see attached).

In August, Lynne & Vicki had met with John Moore from the RCC at the Memorial Hall. He was enthusiastic about the project and advised on possible funding organisations that had a history of assisting village halls. The disabled access & improvements to the toilet block would qualify for a Shire Village Hall grant although no money was available now until March 2010 and then only up to 30% of the total cost. It became apparent that the project would need to be broken down into "sections" in order for a number of grant applications to be made, i.e. equipment purchase, disabled access, capital works, etc.

Lynne reported on a scheme by B&Q where £50-£250 in goods was made available to various organisations. She had spoken to the manager at Tamworth and was asked to apply in writing by 30^th September with further details and a list of materials required. It was agreed that this list should include one or some of the following: 2 x 5 litres of non-slip floor sealant; carpet tiles; 2 x 5 litre cans emulsion; non-slip floor tiles; W.C. & 2 gang consumer box.

Lynne also asked for a separate meeting with Vicki & Julie as they had experience of making grant applications. Lynne to arrange for sometime next week.

Any other business: Julie reported that she had painted the fence fronting the hall.

Vicki reported that the repainting of the kitchen had been completed.

Julie also reported on an article in the Messenger about the Leicestershire First Award scheme where the winner of the "Volunteering" award (a nominated individual who has made an exceptional contribution to volunteering in their community for a specific cause or charity), receives £3000 to be given to a charitable organisation of their choice. (Note application deadline 25/11/09)

It was agreed that the date for the AGM should be delayed in order to give Kevin time to finish the end of year accounts. Friday 6^th November at 7pm has been suggested – if this is convenient for all members, Julie will arrange for advertising 2 weeks before the meeting.

Next meeting: Monday 19^th October at 2.00pm

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