BUCKLAND BREWER VILLAGE HALL COMMITTEE

Minutes of the Meeting held on 21st November 2012.

Present: Trevor Mills, Jane Lowe , Jim Lowe ,David Watson, Steve Harding; David Lloyd, Margaret Lloyd, Jo Birch, Alan Sutton, Frank Watson, Derek Ellis; Kevin Lobb; John Bridge; Tom Lloyd; Dawn Dziurzinski (arrived later in the meeting)

1) Apologies: George Tilley; Shirley Tilley;

2) Election of Officers

Chair – Trevor Mills nominated, no other nominations; proposed Kevin Lobb, seconded David Watson, agreed all;

Vice-Chair – George Tilley nominated (in his absence but with his agreement), no other nominations; proposed John Bridge, seconded Derek Ellis, agreed all

Bookings Secretary – Dawn Dziurzinski nominated (in her absence but with her agreement), no other nominations; proposed Kevin Lobb, seconded Jo Birch, agreed all

Secretary – Jane Lowe nominated, no other nominations; proposed David Lloyd, seconded Margaret Lloyd, agreed all. Nomination accepted by Jane but with the proviso that this will be the last year she will serve as secretary.

Treasurer – Kevin Lobb nominated, no other nominations. Proposed David Lloyd, seconded Trevor Mills – agreed all.

3) Minutes of last meeting 19th September agreed & signed off (subject to a minor attendance amendment)

4) Matters Arising To be dealt with under separate agenda items as they arise. A contract for Nicky is still outstanding but will be dealt with later in the meeting minutes under item 11).

5) Correspondence Thanks received from Ruth re quick response to mending the guttering; confirmation of letter from Lyn Layton offering resignation & reasons for this. ACTION Jane to write to Lyn & thank her on behalf of committee; exchange of mails between Jane & TDC business rates – full reassessment of rating tariff to be carried out – application completed & returned by Jane, developments awaited; invoice from TDC re gaming/lotteries license for coming year – passed to Kevin; invoice from TTVS (seminar recently attended by Jim & David L) – for £10, not the expected £50, passed to Kevin (John advised he had received one for £20 for same purpose which had been passed to Kevin), but BBVH still undercharged; 3 proposals from professionals, relating to CDM, Employers Agent & Architect services – covered later in this meeting & also within a meeting 13/11/12 minuted separately; letter from Bridge Trust in October following application for funds from Jane – £1000 received; e-mails from Kevin Binmore & Nigel Gale – see item 9).

6) Treasurer’s Report Kevin advised that the cheque £150 to Hartland Orchestra from “Picnic Prom” was still outstanding – ACTION – Jane to chase/remind them to bank it as time is running out.

Discussion re discount for Zumba as it is a regular/block booking – agreed all that these sessions should be discounted to £10 per session.

Pre-school is using the premises for a little longer than being paid for – agreed best way to deal with this & thus cover any possible electricity usage issues is to increase the charge to 1.5 sessions daily @ £10 (discounted rate) per session. Jo for Pre-school was agreeable to the proposal, agreed en bloc by committee, to be backdated to 1st September. Query from Dawn- if Church & Chapel book usage of hall but Village Hall is not involved, what rate, if any, should be paid? Comments from trustees that both organisations have been lenient over charging for their own premises (they don’t normally) and it would not be reasonable to charge.

Fire protection paid £43.20; £25 cash donation received from Diamond Jubilee; £90 paid to solicitors for advice received on Trust Deed. New Village Hall – £1000 received from Bridge Trust, £243 raised from Virtual Treasure Hunt event.

Balances – Lloyds TSB Current a/c – £1,856.07; Deposit a/c £2,906.08; New Village Hall £8,391.02; Principality – £30,332.87. Total balances held £43,486.04

7) Budgeting for 2012-13 to include cash flow projections for funding applications. Jane reminded trustees that under their statutory obligations, annual budgeting must be visible (even if it is to continue as previously but to have been seen to have the conversation). She also advised everyone that shortly, with funding applications, a 5-year cash flow projection would need to be produced which would be a large piece of work. Trevor proposed that pending the funding applications, there being little point in doing the work twice, it should be documented as W.I.P. to be revisited at the next committee meeting. Agreed all.

8) Fund Raising/application for status to raise funds by Gift Aid, & Future Events. Proposal from Jane that the charity (BBVH) registered for Gift Aid benefit status. At high level this entitles the charity to benefit from a further 25% upon a donation from a UK taxpayer with certain limitations, one being that we may not benefit from donations from corporates. We are entitled to claw back 4 years. This means that sponsorship for the Picnic Proms, except the Barclays 1/1 fund matching, in principle comes into the frame together with monies donated at a private party for the Virtual Treasure Hunt event. Bequests and collections at funerals are also eligible. There is a need to register with HMRC and a nominated person from the charity would manage. Proposal seconded by David Lloyd. Jane passed “bullet point” details to Kevin (ACTION) who volunteered to take this forward.

Xmas Market. Update from Jim. Father Xmas, bread stall (extra “utilitarian” breads being ordered as shop is not up & running), mulled wine, teas/coffees, BBQ & book stall will raise funds for Village Hall. After consideration, now the community shop is using the chapel school room, we will use one end of the skittle alley for “Santa’s Grotto”. Stalls all taken inside, outside room only. Youth Club will do an outside car wash as a fund raiser. Jim needs help to set up – Friday 30/11 from 7 p.m. ACTION ALL

Draw – this will be a “same day” raffle as opposed to the more formal ongoing Xmas Draw – prizes requested form each affiliate, to be delivered on the morning of the market. Alan to take charge of this on the day.

Jane (ACTION) will advise Kevin in advance of float requirements.

Road signs – Trevor & Jim (ACTION) to take charge.

Road closure notices to go up over the next 48/72 hours.

Profit Warning – this will be reduced as the craft group have not produced sufficient to take a stall this year.

Santa’s trailer – ACTION Trevor to speak to Adrian to ask if this can be borrowed again.

Beaford Arts – Dawn has been successful in a bid for a jazz singer “Emily Wright & the Royals”. To be Sat 9th February – ACTION ALL- help will be needed on the night – please place in diaries for further information.

9) Update on New Parish Community Hall

Jim delivered update verbally – the document of the meeting 13th November forms part of these minutes as an addendum.

Jim & David (L) attended a seminar on 20th November at which time Jim “tackled” Kate Little, Head of TDC Planning & Strategic Development. Ms Little at the time denied any knowledge of the development – somewhat of a surprise to Jim & David but since then there have been various phone calls & exchanges advising of an apparent “impasse” at TDC – earlier this afternoon Jim spoke to Mike Nicholls (Pearce, semi-retired but with a great interest in the project) who advised the decision was “days away”, and with officers, not the planning committee – Jim explained why this apparent lower level of decisioning was still correct and democratic.

John advised all present that linked to the application, he has a “to do” sheet and everyone is expected to contribute by completing and returning some feedback to him – ACTION All by no later than 31/12/12.

Jane then advised everyone again about the letters (scanned and circulated prior to this meeting) from Gates (Employers Agent & CDM) & Nigel Gale (Architect), which, in a nutshell, would absorb a lot of our savings. Steve was concerned that in using the savings, this may negate our eligibility in full under the fund matching & other applications. Agreed all that provided we could visibly demonstrate that the funds were used directly within the project, this should not be an issue.

Proposal from David (L) that Jane should write to Nigel Gale & Kevin Binmore accepting their proposals in principle, subject to planning, seconded Trevor, agreed all. ACTION Jane to progress.

Proposal (David L) that as there is now a legal requirement to cover our responsibilities as trustees in terms of health & safety, Jane should engage with Gates re CDM & sign contract, pay fee and commence this piece of work. Seconded Jim, agreed all. ACTION Jane.

John expressed concern re timings vs. commencement of work & completion linked to funders requirements but had suggested that Jenny Fish (TDC) was offering clarity & guidance. Dawn requested clarity re cost of the project – clarified by John. The cost of the hall, whilst projected to be appx. £700k, must under no circumstances exceed £750 inclusive of VAT, fees paid etc. If this happens we will be ineligible for Big Lottery and expectations may need to be managed.

Jane updated trustees following 13th November- she has enrolled BBVH with DACB, but HallMark is not a “pay & walk away” solution – it is like an NVQ where all trustees must be actively involved inattending“examinations”where peers will award marks at certain stages for standards in aspects hall management aspects. To be deferred but not dismissed – revisit spring 2013.

Jane revisited the Trust Deed – Jane reaffirmed that until a “like for like” new building was up & running, we would not be permitted to sell the existing premises as we could not deny the community use of a suitable hall (Official Custodian). It has been suggested both by lawyers & Martin Rich (Community Council of Devon) that as it is at least 30 years old, it may in areas no longer be fit for purpose. Since its creation the Official Custodian now controls the title and permission has to be sought for various things inclusive of Trust Deed amendments and sale of the hall. As the parish is now “protected” by the Official Custodian in terms of prevention of an irresponsible sale, Jane proposed that the clause regarding a public meeting to agree the sale was now defunct and we should seek to remove it if possible. Seconded David Lloyd, agreed all. ACTION Jane to approach Official Custodian regards processes to amend the Trust Deed pending adoption of a new ACRE approved constitution.

Course “Fund It, Build It” to be held in Filleigh VH on 29th November – agreed 2 places @£20 each for DACB members to be purchased. ACTION Jane to arrange.

10) Recommendations out of Community Council of Devon incl. a review of all insurances held & the possible need for more e,g, individual trustee liability.

Details of existing insurances were not available for discussion this time – again under trustee responsibilities we are obliged to revisit these annually in the public domain i.e. at a trustees meeting. To be raised again under Matters Arising in January.

However Jane took the opportunity to remind all present that (nothing has changed, it is just now clear & understood, as possibly not previously) each and every trustee is equally liable in financial, moral & legal terms. E.g. if we borrow money collectively then we are each separately personally liable for its full repayment, and the same way as we are legally liable for health & safety on the new build, hence the appointment of a professional CDM which enables us to demonstrate we have acted responsibly under law. Martin Rich advised Jane to revisit this (following his presentation in October) and suggest that Trustee indemnity/liability insurance may be something to consider. Concerns expressed about cost but generally felt we should get details – possibly BBVH should pay (this is unlikely to be interpreted as a financial benefit which is forbidden to trustees, but as a tool to do the job, which is permitted). ACTION Jane to get further information and feed back to committee.

11) Premises matters

David & Margaret are currently holding some pans (which will be stamped to reflect owners) purchased from the Jubilee Fund – request to ensure their appropriate use & safety by closing a set of kitchen shelves with a frame & lockable doors. Following discussion, agreed to ask Richard Dorset to carry out over coming weeks – non-urgent. ACTION Jim.

Jane mentioned that a further front door key had gone astray – believed on this occasion probably to be an accident. Replacement of entire lock would be very expensive and to date, following what may have been a deliberate removal 2 years ago of another key whilst it was left in the door, nothing has gone missing so the risk has been accepted (ALL). However all agreed that better control of keys was essential and a definitive list of who has what must be drawn up & maintained as part of VH records. ACTION Frank to produce.

The whiteboard in the kitchen – Jane asked who was assuming responsibility for it – all very well writing up problems but no one was owning the solutions and she was possibly the only one visiting the hall more regularly outside meetings (to check on premises condition), thus feeling left with acting upon the problems identified. Trevor was getting some calls also but BBVH has no direct labour and it seemed to be the same people sorting the problems as they arose. Jane proposed that as David had mentioned in the future the need for a caretaker/janitor in the new premises, and Nicky’s contract remained outstanding, could the needs be combined by approaching Nicky to ask her to undertake small tasks too, e.g. change lightbulbs and deal with repairs under instruction (from appropriate trustee), together with managing a small float (proposed Kevin) which would prevent the continual need for others to be involved. The actual task list should form part of her Job Description. Seconded David (L). ACTION Trevor & Jane to move this forward as a matter of some urgency.

12) AOB

Jo for Pre-School – requested to be able to install another small shed for kit retention under the kitchen window – (appx. 1 cub metre).On the condition owners risk only i.e. pre-school, agreed.

John – expressed concern re stacking of chairs which is causing health & safety problems for bowls kit users. Intends to place a notice requesting correct stacking.

DATE OF NEXT MEETING – scheduled meeting 16th January 2013at 8.00 p.m. with the proviso that more meetings will be needed and called at short notice. The meeting closed at 9.40 p.m.

Signed…………………………………………… Date………………………..