Extraordinary Village Hall Meeting
Date: 28th December 2023 Venue: Online Time 7:30pm to 8:30pm
Present: Hazel, John, Graham, Roy, Carole, Neil, Tim, Syd, Mike and Des
Apologies: Sarah and Ivan
Roy gave overview. Main points:
- Insurance requires new electrical safety certificate for building every 5 years
- Our certificate ran out Mid December, therefore they have placed an exclusion of cover for “Fire caused by electrical wiring only”
- Our existing electrician estimated £4,700+vat for remedial work and certificate. Work to be carried out early /mid-January.
- We are concerned about work being done in the side rooms, until we know what we are using them for.
- Two dances and New Years Eve social have been cancelled. (£100 deposit lost on one dance due to cancellation being under 30 days’ notice.)
- Existing January bookings include AGM, Parish council meeting, Zumba, Diabetes club, Bird Club and self defence group.Also possible Lapwings bookings
- A second opinion on cost of work and certificate from “Will” can not be attained until Jan 19th.
This meeting has been called to decide what to do about existing January bookings and how we get new 5-yearelectrical safety certificate.
It was agreed that the following conditions need to be put in place before the existing January bookings can go ahead:
- Risk assessment completed regarding use of hall and what electrical equipment is used.
- No public dances/social evenings until full cover is in place.
- Hirers to be informed of situation and allowed to cancel if they are in anyway unhappy.
- Village Hall AGM to be moved to February.
Moving forward:
ACTION Syd to write risk assessment for use of hall until full certificate is in place
ACTIONSyd to forward AEC contact details to Roy for competitive quote.
ACTIONRoy contact Steve to confirm what the minimum jobs need to be done to get certificate and price. Regarding C1 and C2 requirements
ACTION Roy to facilitate electricians for quotes, with support of other committee members.
ACTION Mike to make a template letter for hirers, updating them of situation and limitations of use. Forward to Des to send out