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

Jim Aldridge, Kevin Morrell

 

Apologies: None

Minutes of last meeting: The minutes were agreed as a true and accurate record & signed off by Vicki

Matters arising: The problems with the drain outside the kitchen were now resolved after some sterling work by several committee members.

Lynne reported back from her query to the Sheepy Greens with regard to their recent quote – funding was available but match funding from our own income was required. It was agreed that the first floor/toilet block project should take priority. Those elements of the "Greens" quote which coincide with our project such as a new storeroom, refurbishment of the gents and new flooring to the toilet block would be taken into consideration when applying for funding.

Groups/organisations who use the hall should be made more aware of the fact that the wall heaters can be individually controlled and to turn off those that are not needed.

A reply from B & Q with regard to £250 of goods stated that our application arrived too late but that it would be considered next year. A supplier of surplus carpet tiles was identified where there may be little or no cost.

No further action is to be taken on a nominee for the Leicestershire First Award

Agreed that the AGM should take place on Friday 6^th November at 7pm – Julie to arrange advertising

Treasurer’s Report. Kevin reported that the current account balance is £7,984.20. Cash in hand £217.67.

Total £8201.87.

Discussion followed on a quote of £500 received via Barbara Clinton (Sheepy Melody Makers) for staging insurance (see attached). Members thought this excessive but due to a recent spate of burglaries in the area that it was more important to get it insured and that the quote be accepted. Market Bosworth Festival organisers had taken up Jim’s offer of using our staging and although no fee had been mentioned, a donation from them would be appropriate. In view of the insurance cost, it was agreed that hire charges would be £50 per day for groups outside the parish with donations encouraged from within the parish with the exception of the Melody Makers. Barbara is arranging an event on 24^th April 2010 with some proceeds going towards the insurance cost. Kevin suggested that letters be sent out to appropriate groups advertising the availability of the staging. Lynne to draft letter and inform Barbara of our decision and confirm that the insurance should be in the Memorial Hall’s name (as the owner).

Fund Raising Julie reported that the feedback from the recent Vamos show was very good although numbers were low. She was currently working on booking a Spring show aimed at adults & children or a production of Wind in the Willows. There is a possibility of regular film shows at no cost to the committee but a charge would be made to the public to cover room hire. All bookings continue as before with a private party, Sheepy Greens "Curryoke" night, a ladies evening & the church Xmas fair also booked in November.

Correspondence: Email from Ivan Ould pledging support to the first floor project. - acknowledged

Big Switch Off asking for poster to be displayed – actioned

Rural Community Council – Training at Cosby 28/10/2009 now free – No action.

(However, Vicki, Maurice & Lynne will attend alternative Forum on 4/11/09 at St Johns Hall, Ansley Village from 9.30am to 12.30pm ("Community Buildings" & rep from RCC focussing on the legal side of running a community building) – Lynne booked 3 places

Valuation Office Agency re Rateable Value – no action required

Parish Community & Initiative Fund Application Form – Lynne to complete prior to 8^th December

First Floor Project: Lynne reported as follows:

A detailed project plan was circulated. A copy was now held by the organisers of the Bosworth Community Forum (15/10/09) which Lynne, Jim & Mavis (Parish Clerk) attended in order to bid for a share of £20,000. Out of 19 ideas put forward our project plan was placed 6^th after voting by members of other organisations. The top 3 will receive funds but it is possible that the total sum required by these was below £20,000 and that "runners up" may still benefit. A decision will be announced on 10^th December.

Lynne had attended a free workshop at North Warwickshire Community & Voluntary Action premises in Atherstone on writing a bid for "Awards for All". She found it very beneficial and made some very useful contacts who were prepared to discuss our project on a one to one basis and check any application form prior to submission (this despite the fact we are in Leicestershire).

On 9^th October, letters appealing for donations had been sent out to local businesses. The parish council discussed the letter at their October meeting and this will be revisited at their November budget meeting.

It was becoming apparent from criteria set by funding bodies that Committee would need to demonstrate their willingness to contribute some of their own funds to the project. It was agreed that £3,000 be ring-fenced each year to cover running costs and £4,000 be set aside for match funding. In most cases, planning consent needed to be in place and Lynne was given permission to employ a plan drawer. Vicki thought it best to contact Peter Barnwell in Desford who had worked on previous hall projects and used existing building plans. The improvements/alterations to the toilet block will take priority where planning permission may not be an issue.

Other criteria included: independent referee – agreed ask Ivan Ould; Equal Opportunities & Health & Safety Policies – already exist. Kevin/Vicki to retrieve paperwork.

Any other business: Kevin reported that Maurice Percival was willing to take over the post as Treasurer which members would vote on at the AGM. Vicki & Kevin’s signatures were needed on a new passbook.