MINUTES OF THE MEETING OF
THE VILLAGE HALL COMMITTEE held on Thursday, 12 January 2006 in the Parish
Room, Village Hall,
PRESENT: Cllr Ian Wescombe (Chairman)
Cllrs Peter Bradley,
Alan Burchmore, Dianne Payne and Gill Tripp
Anita Cockrill
IN ATTENDANCE: Carol Allart,
Parish Clerk
APOLOGIES FOR ABSENCE: Cllr Robert Valentine (hospital appointment),
Carol Blendell (work commitments) and Sharon Ross
(illness)
DECLARATIONS OF INTEREST: None
At this stage Cllr Dianne Payne resigned from the committee as a result
of conflicting interests.
RESOLVED that the Minutes of the last meeting held on 10 November 2005
be approved and signed as a correct record.
44
MATTERS ARISING
Cllr Burchmore
supplied members with a draft copy of hygiene regulations for the hall. These were studied, suggestions made and
members asked to let Alan know of any suggested alterations. He agreed to look at the regulations in the
kitchen at
Cllr Burchmore reported that David Fitch
would not supply a certificate for the lighting bar as it was some time since
he had inspected. However, Clr Burchmore had found the
Valley Players records in the lighting box and gave details of the checks that
are done regularly. He also reported
that the chains on the flood lights had been fitted.
The alarm for the front door was being progressed by Cllr Valentine but
as he was unable to get to the meeting no update could be given.
There were still lots of problems for hall users with the door, mainly
from people not being able to enter even when the door was not locked.. Cllr Wescombe who
had not been successful in contacting Kevin Andrews since the last meeting in
November said that he would try and get him back to change the door fittings as
soon as possible.
Cllr Burchmore supplied committee members
with plan and elevation drawings of the pipework
between the ladies and gents explaining the reasons for the problems. His solution of replacing the very tight
bends from the toilet pans with longer radius bends would not be cheap. It was agreed that the present solution of
flushing the men’s toilet when necessary would continue until the matter could
be looked at when the hall extension is considered.
The quote from Hewden was received but it was
agreed to ask the window cleaners how much they would charge for cleaning the
glass and frames of the high level windows to see if this would be cheaper.
The committee was informed that a member of the public whose work
involves risk assessments had informed the parish council at its December
meeting that the committee should not necessarily dismiss the subject of
radiator guards, as they may be needed.
A lengthy discussion ensued during which some members felt that the risk
had been assessed and suitable action taken whilst others were concerned that
the health and safety regulations needed to be followed.
RESOLVED that the requirements for radiator guards be investigated.
At the request of Cllr Wescombe the voting
was as follows:
For: Cllrs Burchmore
and Wescombe. Against: Cllrs
Bradley and Tripp
Cllr Wescombe as Chairman gave his casting
vote in favour.
Cllr Burchmore agreed to look into the matter
including asking the health and safety officer at Sevenoaks District Council.
No progress had been possible on the quote from Robin Cannell, accepted last meeting. Other quotes for the table top plus the
worktops, which had been requested last meeting, have been received. The cheaper option entailed a complete new
top rather than re-covering the existing one.
RESOLVED that the table top only be done by Jackie Doors by replacing
the existing top with a new work top in the sum of £200.
The Committee was asked to decide whether it is necessary to take
measures to prevent parking on the grass.
Members were aware that the area was being churned up and was now very
muddy because of the amount of parking taking place on it but felt that it was
necessary to be realistic about the parking use. With the imminent acquisition of the Heathside land and the proposed new garden for the village
hall, this area of grass would not be so important. It was therefore agreed that the area should
be allowed as parking and a sum of £10,000 allocated for making it into a
properly-surfaced car park.
A new vacuum cleaner was needed for the hall.
RESOLVED that the cleaner be allowed a budget of up to £100 to purchase
a suitable one.
The cleaner asked for approval to investigating having the floor
treated / sealed by a professional company.
Dianne Payne said that the sealing product that has been used was not
lasting very long and she was concerned that the floor would not last as long
as it would if it were sealed differently or oiled.
Members stated that professional companies had been used in the past
with not much better results and the current regime had been done on the advice
of 2 different school caretakers so it was difficult to know what to do.
Cllr Wescombe
agreed to speak to a firm that he knows and report back.
The clerk asked the committee to agree the exact location of the new
section of fencing that was going to be erected forward of the bar room door.
Members had a site meeting and agreed that the shoe bank should be
moved forward to the front of the site so that the clothes bank could be
brought much further forward. This would
enable the fencing to be erected forward of the flat roof to prevent helping
youngsters to climb up on to it.
Members considered up-dates to the budget. The cleaner mentioned that the tiling in the
gents needed repair which was agreed should be done this financial year. Members also considered the new rear garden
and suggested that paving, rather than grass, was a lower maintenance surface
and cheaper in the long run. A sum of
£5000 from the reserves for this was proposed.
Consideration was also given to the charge for New Year’s Eve in the
light of excessive cleaning necessary after the event. The cleaner felt that the organiser cleared
up well after the event but that it was probably the large number of people at
the event which caused the dirt everywhere.
It was agreed that numbers should be ascertained and in future all
hirers should know that 150 is the maximum allowed in the hall.
RESOLVED that
¨ a charge of £250
be levied for 31 December 2006;
¨ all charges from
1 April 2006 be increased by 3% rounded to the nearest 5p; and
¨ the charge for
the
Rats and Mice Infestation
The cleaner reported on problems from rat and mouse presence in the
vicinity and particularly under the stage.
Some poison had been put down and more would be bought. The under stage area needed to be cleaned but
there was too much clutter under there at the moment. The clerk reported that she had asked the
Valley Players and the Pantomime to do this last year. She also said that the Study Centre had
located a nest in their garden which was being dealt with.
RESOLVED that
¨ the Valley
Players and Village Pantomime be informed that they must clear out and clean
the area under the stage where they store their items by the end of March 2006
returning only essential items and storing them in a tidy manner;
¨ the Valley
Players and Village Pantomime be informed that if this is not done they will
forfeit their use of the under stage storage area; and
¨ poison continue
to be put down in the hall and progress monitored.
The meeting ended at 9.57 pm.
Chairman
Date