KIBWORTH GRAMMAR SCHOOL HALL
MINUTES OF THE MEETING OF TRUSTEES HELD ON WEDNESDAY 30th MAY 2018
1) Present – Joan Fillingham (chair) (JF), Ed Burgess(EB), Wayne Coleman(WC), Andrew Dawes (AD), Pat Malpass(PM), Paul Scourfield(PS), Dave Birch (Minuting Secretary) (DB).
2) Apologies for absence – there were none.
3) New trustees – Wayne Coleman and Paul Scourfield were welcomed as adopted trustees.
4) Minutes of the trustee meeting held on March 21st 2018 were accepted but it was noted that the heading was incorrect as the date of the meeting was stated as March 23rd 2018.
5) Matters arising
a)Sounder alarm – now going ahead with replacing the decoy sounder alarm at the rear of the hall with a live one – Wilson Alarms had quoted £175 plus VAT for this. Wilson Alarms had also quoted £225 plus VAT for a link from the sounder alarms to selected mobile phones. It was agreed to go ahead with this and the link should be with the phones of JF, WC, Kelly and Mr Wild.
b)Publicity poster – JF to check whether SA had arranged for a poster to go on the Tur Langton PC noticeboard.
c)Clearing and painting guttering – JF reported that Howard Pickering was making steady progress – a bill for £2300 had been received and a further, smaller bill would be received in the near future on completion of the work.
d)Water leaks – the one in the upstairs wardrobe room had been due to a faulty pressure valve and the valve had been replaced. The leak in the disabled toilet continued to baffle allcomers but as it was very small it was decided to ‘live with it’.
e)Emergency lighting -JF reported that all emergency lights are now working.
A quotation had been requested from Blade Electrics for 12 emergency lights for the outside of the building which would come on at dusk and go off at a time of our choosing -Blade quoted £800 to purchase, wire and fit. It was agreed that we should go ahead with this as soon as possible.
f)Affinity and fire regulations – JF had spoken with a representative of the company and all outstanding issues were now resolved.
6) Treasurer’s report – JF reported that income for the period 01.01.18 to 30.05.18 was £18,200 and expenditure over the same period was £16,139.
As of 30.05.18 the balance in the current account was £16,470 and that in the deposit account was £15,500.
7) Security – squirrel damage – the outside alarm sounders were currently out of action as a result of squirrels entering the roof and chewing through the cables. The rodent exterminator used before had been called in again and had set traps which had caught squirrels but he was unable to discover where the squirrels had got into the roof. A hole had subsequently been discovered and it was to be filled with polystyrene foam. Meanwhile JF to call the rodent exterminator back to remove the dead squirrels which are a fire hazard and to call in electrician to replace chewed cables.
PS, who has experience in such matters, suggested that we look into purchasing a sonic alarm which would deter squirrels from entering the roof in future – JF to research this.
8) Further maintenance work – trees in the gardens of houses to the west of the hall are overlapping the hall fence and are causing damage. JF had written a letter to the householders concerned, outlining the problems and asking them to cut back the offending trees – Mr Wild to deliver the letters.
The gate to the yard on the west side of the building to be replaced to deter trespassers.
9) Stock inventory – this was now complete and a disturbing result was that there were now only 50 cups and saucers when there was an advertised 120. A visit to IKEA had resolved this problem.
A loss of cutlery was also noted and this lack also needed resolution.
10) Weekend bookings – JF felt that it would be beneficial if, for ‘one-off’ weekend bookings by ‘non regulars’, received a visit from a trustee to ensure that ‘all was well’. It was agreed that this was a good idea but it was not decided how this would be organised – a rota perhaps?
11) GDPF – JF reported that all regular hirers had been informed that the hall only retains data until their invoice is paid. For new users, a slip is attached to application forms with a message to the same effect.
Stephen Butt had checked the hall application forms and confirmed that the forms and our procedures comply with the new regulations.
12) Defibrillator – it had now been agreed that we would definitely not be installing a defibrillator at the hall and that a new one was to be installed near the village hall.
13) Date of next meeting- the next trustee meeting will be on Wednesday July 11th.
The meeting closed at 8.30pm.