KING`S SOMBORNE VILLAGE HALL MANAGEMENT COMMITTEE
Minutes of the Meeting held on 26th March 2015 in the Jubilee Room.
Present: Terry Mackintosh – Chairman, Val Chapman – Booking Secretary, Frank
Fahy – Parish Council, , Linda Aucock-Invoice Secretary, Janet Ingleson, Claire
Bevan-Treasurer Polly Ann Monk-Horticultural Society Peter Grace- Players, Dickie
Dyke-Football Club, Chris Kirby- Cricket Club.
VHDC Members in attendance. John Davies, John Vanderpump
Apologies... Wendy & Bill Hartley-Twinning Duncan, Katy Grant-Pre-school
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1. Minutes of Previous Meetings/Matters Arising/Committee Membership:
The Minutes of the VHMC Meeting held on the 26th February were approved and signed.
Matters arising not covered elsewhere on the Agenda. It was noted that the football
changing rooms had been cleaned after their last match and were much more satisfactory.
2. Hall Maintenance.
Work undertaken.
The wine stained curtain had been dry cleaned and the stain was barely noticeable.
The leak from the downpipe in the gent’s toilet had been repaired but the coconut
matting was badly stained. The carpet fitter will be contacted about replacing the stained
area or the whole mat.
The air brick behind the dustbins had been replaced by John I and he had also cleared
the area next to the boiler house of rubbish.
The air source heat pump panel had stopped working (?power cut) and it was noted
that when this occurs the capacitor discharges and to re-charge it the trip switches have to
be switched off for 1 minute and then switched back on to allow it to re-charge. This has
been done and there was no intrinsic fault in the control panel.
2. Reports.
a) Booking Secretary’s Report; Val had not had any problems. Polly M noted that the clash
between the end of the Horticultural Show and another booking has been resolved. She also
noted that there will not be any outside entertainments this year so the Dog Show arena will
be moved closer to the hall..
b) Invoice Secretary’s Report; Invoices are all basically up to date. The school PTA barn
dance had been cancelled at short notice because of poor sales. By the time the cancellation
had been noted their cheque had already been banked. The question of a fee for late
cancellation was discussed and Linda will discuss how to resolve this problem with the PTA
3. Financial Matters, Treasurers Report:
Claire presented the accounts for the past month. It was noted that the fee from the church for last
year’s marquee hire had now been paid. She will also contact the Players regarding their remaining
contribution for the stage curtains. The financial situation and reported that as of 26th March for the
main accounts stood at;
Management A/C Balance £13,330
Development A/C Balance £2,293 (Cheque for £1000-Somborne Sessions and approx. £270 –coffee
morning) have not yet been paid in.
Deposit A/C
Balance £1,934.
We have not had a recent electricity bill from Eon but it will be higher than previously because we are
using the air source heat pumps to heat the hall. However, we are not using oil and this should
mitigate the increased electricity costs. It was agreed that we need to know what the outcome of the
changeover is because it could be relevant to deciding about installing PV panels on the roof.
IGAS grant application was unsuccessful probably because we are not near enough to suffer from
pollution or inconvenience
Maintenance Contract for Air source Heat Pumps. It was noted that an annual contract has been
entered into with AES. This will cost £486
Loan from Community Action Development Fund. ACRE has agreed to give us a loan of £20,000,
repayable quarterly over 8 years but we have not asked for a definite starting date for the loan because
decisions have still to be made regarding the next phase of development. If we are to take up this loan
we will have to apply reasonably soon otherwise we risk losing it.
4. Village Hall.
Opening Ceremony. Janet reported that over 80 positive people had attended the opening
ceremony which had been very successful. The cost for the wine and nibbles was under £200 so well
within budget. Lady Joan Appleyard had given a charming speech and the new facilities were
demonstrated to general approval.
Coffee Morning. Although some people had been away and attendance was therefore slightly
down it was a successful event and raised over £270. Eileen Reynolds has been thanked for arranging
the event..
New Chairs. 3 different chairs had been loaned by the suppliers and a ballot had been held at
the opening ceremony and the Somsoc meeting.Unfortunately no consensus was reached regarding
the most comfortable chair and the chair subcommittee will meet again to discuss the way forward.
5. Hall Development/Renovation. The VHDC have discussed plans for the re-modelling of the
entrance area to make it more attractive and had selected one design as the one to pursue. The
members of the VHMC were generally happy with the proposals and the chairman had discussed all
the points raised with Blaydons and asked them to submit costed options for the entrance area and
new stores. Once these have been received the VHDC will discuss them and the result reported back
to the VHMC for a final decision.
6. Transfer of land from Fields in Trust; No action necessary at present.
7. All Weather Path; Following correspondence with our MP HCC had written to statet that
the work will hopefully be programmed for the Autumn.
8. Health and Safety Issues; BH is on holiday but when he returns TFM & BH will review
our risk assessment policy.
9. Events/Fundraising/ Donations:
10. MUGA The MUGA is being used and as a result there had been fewer problems with
footballs going on the roof of the hall.
Forum Magazine. FF has submitted our updated advert to the Forum magazine and these
will be submitted.
11. AOB. John Davies presented a comprehensive paper regarding the forthcoming open
gardens event which hopefully should be very successful. He requires more help and
members of the VHMC will hopefully be able to help.
13. Date of Next Meeting. Thursday 23rd April 2015.
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