VILLAGE HALL MINUTES - TUESDAY 15th NOVEMBER 2011
Present: Eddie Critchlow Violet Currie Bob Smailes Steve Thorpe Barbara King Barbara Cock Graham Cock Lorna Budge.
Apologies: Sharon Thorpe David Hammond.
Minutes of last meeting: Read and agreed.
Matters arising not covered elsewhere on agenda: Barbara King explained that she had had problems with placing photographs of Eshott Hall event on the Parish website. She thinks this problem is now resolved so they will be back on again soon. Barbara also said she had not received any details about sponsor a brick or evening chronicle vouchers. Alison will resend information to Barbara for inclusion in next Pelican.
Eddie has not yet checked the planning application expiry date for the plans in respect of the new back room. He will do this before the next meeting. It was also decided that work on the back room would commence only after we have received promised donations. Probably after April 2012.
Dinner Dance at Doxford Hall.
Violet reported that 130 tickets have been sold. Fred Calvert has agreed to be the after dinner speaker, he replaces the comedienne who was unavailable on that night.
Time Table for event as follows:
Arrival: from 7pm.
Meal: 8-9pm
Jason King: 9-9:45
Fred Calvert:9:45-10:15
Jason: 10:15-11pm
Auction: 11-11:30pm and if we can fit it in Roll for Whiskey. Heads and Tails, £1.00 entry, £25. prize.
Jason: Encore.
Eddie and Violet would both like to say a few words to guests at some point in the evening.
We have had some very generous donations for the auction, and thanks were extended for these.
Robert Parker and his wife were both invited to the event but were unable to attend due a prior commitment.
Vi is still organising bus route and will be speaking to the bus company this week. Vi will also be taking wine orders to Doxford Hall next week
Thanks were extended to John Davison who has helped with the advertising and printing of tickets for this event.
Correspondence: Eddie has received a cheque from the Parish Council for £ 700. to go towards the Village Hall fund. Thanks were extended for this.
Treasurers Report: Bob read out report. Violet has given Bob a cheque for £2800.44 in respect of Doxford Hall money collected so far. Violet explained that a friend of hers had sponsored the £250. cost of Jason King for the evening. Everyone agreed that this was very generous of her.
General Maintenance repairs and decoration.
Bob suggested that the slabs that were left over from seating area could be used elsewhere in the garden, together with other surplus materials. Eddie suggested using some of it to help drainage around the Hall.
Bob Garry and David replaced the guttering that was missing around the Hall. Thanks extended to them.
Bob has repaired the drain pipe at the front of the Hall.
Bob has arranged for James Halkin to look at the under sink plumbing next week. This will mean user groups can turn the water off after they have finished in the Hall and avoid the pipes bursting in cold weather. Bob has a tool to turn the water off outside the front of the Hall.
Steve said that Sharon was willing to paint the front door and white woodwork. Weather will need to be good for this. Violet offered to help with this.
Hall Bookings: Alison reported that Zumba was still being well attended, and they did not use the heating. There are also a couple of parties booked.
Quiz night on 10th December. George Walton quiz master.
Village School is still running weekly PE sessions in the Hall between 1-3pm on a Thursday. There has been a misunderstanding with them about the cost of this, they were quoted £8.00 a session and not £8.00 an hour. Bob has told them to carry on using the Hall until our next meeting when a decision about the cost will be made. After some discussion it was decided that until April 2012, £8.00 a session fee should be honoured. However, if the school wishes to use the Hall after Easter new fees will need to be negotiated. In the meantime Bob will speak to Linda at the School and determine what times they use the Hall and discuss rate with them.
Alison reported that the heating had been left on after the Church Fair on Saturday. This was not discovered until Monday evening. It was agreed that we need to reemphasise to key holders that it is their responsibility to ensure that the heating is switched off after events have finished. It was also agreed to write to key holders if heating is left on explaining how costly it is when this occurs.
It should be explained to any users that rent starts accruing from when the heating is switched on even if this occurs before the start of the event.
Alison has stopped putting heating on before events.
It was also agreed to find out whether we have a form/ devise a form that all hirers can sign agreeing to terms and conditions so that we avoid any further confusion about costs.
User Group Reports: ACT has booked Hall for games night on 28th January. Craft fair on 4th December between 12-4pm. Sylvia McClure has organized this and proceeds are going towards Village Hall fund.
WI Barbara Cock reported that their last speaker had commented on how bright warm and clean the Hall was.
Bowls had nothing to report.
Sports Club is going well, no problems.
Parish Council – Eddie said we need to get moving on Land registry. Steve will ask Sharon about this.
Christmas tree will be provided by the Parish Council for outside the Village Hall. Lights to be put on between 5- 10 pm.
Art Group- No report.
Church- No report.
AOB:
Bob mentioned the Olympics in 2012 together with the Queens Diamond Jubilee. After discussion it was agreed that it would be a good idea to involve all Village groups to arrange celebrations and to this end an open meeting for all groups/individuals to attend and discuss plans was arranged for 16th February 2012.
Violet and Alison reported that they had gone ahead with the Village Calendar. It shows photographs of the Arts and Crafts work that was on display at the recent Church Anniversary weekend. The Calendar has been printed and will be sold for £6.00 each. Cost to print them was £3.50 each and the producer waived the set up fee. Violet has ordered 70 but we can order more if necessary. It is intended to sell these at the Craft fair, table top sale, Doxford Hall event and pantomime. Violet, Alison and rest of the Committee thank John Davison for all his help with the calendar.
Violet informed the meeting that Bobs son had very generously donated four tickets for the Newcastle United football match on 21st December for inclusion in the auction at Doxford Hall. Seats will be in the Directors box and include meal and drinks. Match is against West Bromwich Albion. All agreed this was a very generous donation and grateful thanks were extended to David.
Violet said that Robert Parker had very generously offered his large holiday home in the Dordogne for a week as an auction lot. However, it was decided that as this was such a fantastic offer and a good opportunity to raise more funds, to hold an auction over perhaps a six week period next year. It would be open bidding so that everyone could follow the bids. We need to organize a date for this and arrange advertising.
Next Meeting: 2nd February 2012 @ 7pm

Open Meeting to discuss Diamond Jubilee and Olympic Celebrations:
16th February 2012 @ 7pm.