KING`S SOMBORNE VILLAGE HALL MANAGEMENT COMMITTEE
Minutes of the Meeting held on 7 th May 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, Wendy & Bill Hartley-Twinning, Katy Grant-Pre-school
VHDC Members in attendance.
John Vanderpump
Apologies.
.. Duncan Natt, Chris Kirby- Cricket Club.
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1.
Minutes of Previous Meetings/Matters Arising/Committee Membership:
The Minutes of the VHMC Meeting held on the 26 th
March were approved and signed.
2. Hall Maintenance.
Work undertaken .
Leak in Ladies toilet . One of the lavatory pans had been moved and as a result there was a leak. John Ingleson has kindly repaired the toilet and fixed it much more securely.
Coconut matting. The leak from the downpipe in the gent’s toilet has 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 LED strip lights in the main hall have developed ‘gaps’ and the electrician will be contacted to deal with the problem
2. Reports. a) Booking Secretary’s Report ; There has been some confusion regarding a booking for a rug sale but this is now programmed for the weekend of 8-9 th
May. It was agreed that for unusual commercial bookings full payment in advance is required. b ) Invoice Secretary’s Report; Invoices are all basically up to date apart for that from the pre-school. This will be chased up.
3. Financial Matters, Treasurers Report:
Claire presented the accounts for the past month. It was noted that the expenditure on electricity has been higher at £937 but this is due to the use of the air source heat pumps and is balanced by the fact that there have been no payments for oil now that the oil heater is used much less and then only in order to use up residual oil in the tank. It was also noted that £500 has been paid in from the latest
Somborne Sessions and that £100 has been received from TVBC (this is a grant to the Open Gardens
Day Committee to cover costs and will be used by them if needed. £730 has also been received from the Players for their final payment towards the stage curtains, this has been paid into the Development
A/C as was £286 from the coffee morning.
The balances at 7 th May are;
Management A/C Balance £11,738
Development A/C Balance £4,919.
Deposit A/C Balance £1,935.
4. Village Hall.
New Chairs. Having discussed the merits of the 3 different sample chairs it was agreed that we would order 25 chairs from Alpha Furniture at cost of £915 (incl. VAT) and a cheque for 25% of the cost will be sent off. Delivery scheduled for mid-June.
Purchase of tree for neighbours . It was agreed that a tree should be purchased for the neighbours who object to the view from their bedroom of the air- source heat unit. Two trees have been suggested as being suitable for this purpose and they can make their choice. It was agreed that up to £300 can be expended.
5. Hall Development/Renovation. The estimates for the proposed work on the entrance area and construction of a new store room to replace the oil boiler/tank are still awaited from Blaydons.

6. Transfer of land from Fields in Trust; No action necessary at present.
7. All Weather Path; The primary school have requested our support in pressing for the construction of the All Weather Path. We have been told by HCC that this work will be undertaken in the Autumn so no further action is needed at present.
8. Health and Safety Issues; TFM & BH will review our risk assessment policy in the near future.
9. Events/Fundraising/ Donations:
Clay Shoot 8 th
May 2015.
Open Gardens 14yh June 2015
Coffee Morning 11 th
July.
Dog Show 25 th
July.
Fashion Show October.
Murder Mystery Event Jan 2016.
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10. AOB. Katy mentioned that security has to be tightened when pre-school are in session and in this context one of the bolts on the main hall door has been damaged and needs replacing. Also the railing on the ramp leading from the emergency door has been swung upon and is very loose. TFM & JI will deal with these issues. Pre-school would also like to purchase a Wendy House to be sited in the outside patio, TFM to discuss with pre-school.
13. Date of Next Meeting. Date to be fixed after the AGM on 4 th
June.
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