Village Hall

SCOPWICK & KIRKBY GREEN VILLAGE HALL

MINUTES OF A MEETING OF THE SCOPWICK & KIRKBY GREEN VILLAGE HALL MANAGEMENT COMMITTEE HELD IN THE VILLAGE HALL ON TUESDAY 3RD MARCH 2020

Present:

Mrs Janet Flett Chairman

Mrs Liz Banks Secretary

Mrs Rosa Nelson Treasurer

Mrs Tracy Fenwick

Mrs Wendy Stacey

Mr Michael Dowse

1 Apologies – Joe Kennard, Chris Medcalf, Richard Martin

Welcome – Chairman welcomed all.

2 Acceptance of previous minutes – accepted as an accurate record, proposed Rosa, seconded Mike.

3 Matters arising from previous minutes not on agenda – Rosa & Liz have made progress on Community Lincs Venue finder update. Janet had sent Village Halls Week event details to Community Lincs.as requested.

Action: RN, LB

Chairman has confirmed with Parish Council that they would cover the £5000 excess on insurance policy on a subsidence claim. Secretary has updated key holders list and distributed, on discussion it is thought there may still be unaccounted for keys with some user groups, Important for insurance to know so Liz will contact user groups. Janet has a front door set, originally Peter Baumber’s, to be given to Booking Secretary.

Action: LB, JF

4 Correspondence – Secretary had email request for LED lighting information received from Francis Burrows representing Sussex village halls, having heard how good ours was! Dealt with.

ACRE, Action with communities in Rural England, had requested that National Village and Community Hall Survey 2020 be completed on line. This is carried out every 10yrs. Chairman, Secretary and Treasurer all worked on this and has been completed.

Correspondence from Clerk to Parish Council see next item. Correspondence re road repairs outside hall, has notified Brownies.

5 Discuss whether we want to put VHMC minutes on the Parish council Website

The Clerk to the Parish Council had wondered whether the Village Hall would like her to put the minutes of VHMC meetings on the Scopwick and Kirkby Green site within the County Council website. http://parishes.lincolnshire.gov.uk/ScopwickandKirkbyGreen. It was agreed that this was a good idea Secretary will liaise with Clerk. Chairman pointed out that we plan to expand Village Website for more general Village Hall news and Village events and wish to encourage residents to use that, Hopefully both sites can complement each other.

Action: LB

6 Treasurer’s Report

Balance in bank £11618.75. Income – hall hire and Village Halls Week Coffee Morning £64.11. Expenditure – small fridge and microwave £283.99. Information & instructions for these in folder in kitchen. 24 New wine glasses purchased. Water bill doubled to about £130– being investigated, dripping cistern, now mended by Tony, could account for some, they are sending someone to re- read meter. Chairman handed Treasurer £100 Hub money. Owen had sent Treasurer a request for a suggested donation of £25 towards the Parish Magazine, this was agreed.

7 Lettings and Booking - Booking Secretary was not able to attend this evening's meeting but had produced a copy of the Individual Bookings for 2020, bookings look like they are doing ok. He informed that Treasurer has the bookings for February for regular users to send out invoices. Arising from Feb meeting, it is not known if Booking Secretary has met with Art Group Secretary to clarify queries re booking form. Chris Medcalf wished to check booking website had been updated with Art Group Exhibition, as requested by email.

Action: JK

8 Outdoor PA System – Rosa has been researching this and liaising with committee. After discussion it was agreed that the PA system which had been recommended would suit our needs for the Village Show and other outside events well, with a range of 50m between speakers, and that this should be purchased. It works with Bluetooth and is cable less. Chairman will check with PC about permission for events other than the show to use it in the Meadow.

Action: RN, JF

9 Structure and Fabric –

a) Cutlery update – Rosa has researched various outlets decision made to purchase good quality and not the cheapest, to replace mismatched old cutlery. Probable cost between £300- £400. Rosa given authority to purchase this up to value of £400, ideally by wedding in May.

Action: RN

b) Large Fridge – Decision made to keep with the existing fridge for now, David N has managed to adjust it so closes better and is happy it is working properly.
Idea of installing dishwasher put aside for time being.
Rosa is waiting for the quote for the side entrance floor covering.
Crockery count, few things missing. Rosa and Liz to do next count in April.

Action: LB, RN

10 Caretaking matters – Caretaker made a request that it would be a help if she was notified by WhatsApp or text if the hall alarm system was purposely left unset for any reason, or doors in the hall left unlocked. Also if any workmen etc. due to work in hall.

Action: ALL

11 Groups update

Art – 2 new members, members have been made aware of forthcoming road works outside hall which will affect access.

Bowls – old mat still in hall, now no longer wanted by Ruskington club. Will be taken to tip in next couple of weeks. 17-18 attending sessions.

Fun Fit – 10 attended today, best for a bit.

Playing Field – Grant application going well.

Twinning – French group arrive Fri 29th May leaving 1st June, programme being planned most likely including a day trip to Cambridge, Boules tournament and barn dance.

Zumba – numbers have been good.

Friendship – numbers are down, but those attending have enjoyed it. They are very grateful for the helpers.

Hub – Last month’s was not very well attended and there were only a few stall holders.

Church –Visit to Parish by Archdeacon at the end of Feb and inspected all the church records and registers and found all satisfactory. Table Top Sale Sat 14th March 12-4pm day extended to incorporate Daffodil Day with Paul Scholey walk and afternoon tea, also supporting Chapel. Richard Durrant Concert 2nd May tickets £15 inc. supper. On negotiation Diocese contribution reduced to £2700 as cannot afford more, this is on top of cost to keep church and cemetery open. June 13th Church Summer Fete at Beckside House same as last year. October 9th Michaelmas Festival Fish and Chip supper. Some turf from re-turfing work of War Graves has been rescued now near village hall in case needed after repair of road outside hall.

12 Future Events –

Daffodil Day – Church are now running this,

Coffee Morning on Sat March 28th linking in with the Discover Lincolnshire Weekend, any money raised to be used towards funding the VE Day celebrations.

VE Day Fri 8th May maybe 4-8pm. After a discussion it was decided that we will have an afternoon/ evening celebration. Weather permitting tables set up outside with people bringing a plate of food to be put on long central table, all to be shared. Terri and Nigel booked to play music and lead some singing. Rosa will research getting a barrel of beer for the event, teas and coffee will be provided, maybe with an honesty box for beer. People also to bring their own preferred drinks e.g. wine soft drinks. Will use old green crockery, hang up union jack bunting, balloons etc. Suggested to see if someone will make a large celebration cake.

Action: RN

Chairman will ask Coop if they will donate anything and approach Parish council for possible donation towards music, and will send out Village email advertising event.

Action: JF

Talks – it was decided that it would be good to have some talks in the hall, all to research possible interesting speakers.

Action: ALL

13 Village Show Update – Saturday 1st August 2-5pm. Brochure is finished and published on Village Website and on Scopwick Events Facebook page and Village Show Facebook page. Beginning of June will be distributed to all households. Posters to save date will go up shortly. Need helpers. Trying to sort out coverings for food exhibits after last year’s fly invasion. May not have use of paddock, possible Gundog scurry at top of meadow. 

May do bingo night. 

14 Parish Magazine entry – Friendship Group 31st March with Terri and Nigel entertaining. Coffee Morning
28th March, VE Day 8th May, Zumba weekly session.

Action: JF

15 AOB –

External lights on hall, need to sort out and label switches as it is not obvious how to get side entrance lights to turn on. Also angle of front door security light needs altering to trigger earlier, as too dark up path to hall.

Action: JF, TS

16 Date of next meeting – Tuesday21st April at 7.15pm in the Hall

17 February Village Draw –

• 1st Prize £40 F9 R Ford
• 2nd Prize £20 P7 Diana Proud
• 3rd Prize £10 C15 Chris Means

March Village Draw –

• 1st Prize £40 J7 Susie Parker-Garrick
• 2nd Prize £20 B3 David Bentley
• 3rd Prize £10 J2 Paul Jackson

Both drawn by Tracy Fenwick & Wendy Stacey Witnessed by Janet Flett

Liz Banks, Secretary