Felmingham Village

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Village Hall Committee Minutes February 2024

  1. Present, Roy, John, Des, Syd, Karen,Sarah, Graham and Carole
  2. Apologies 
  3. Minutes of the previous meeting held on Thursday 11th January 2024: agreed and signed, although it was noted the year was incorrect at 2023 which will be duly changed to 2024.
  4. Matters Arising 

Action points from previous meeting

  • Kitchen  Ongoing

Syd has since the last meeting obtained a quote from Wickes, which had been passed on to committee members prior to the meeting, the total cost for replacement kitchen and installation was £11.535.17.

Syd added that we could save money of up to £1000 approx if we bought the appliances from an alternative local electrical store.

We have at present £8950 approx in community a/c which is available to possibly go towards the kitchen. So will need to go for grants to make up the remainder.

A sub-committee was elected made up of Syd, Karen and Sarah to apply for grants to help with costs.

  • Radiator thermostat replacement  Ongoing

It was previously decided to instead purchase 2 x 2KW radiators for winter use.

  • HIVE heating controller system COMPLETED

Fitted by Cromer Electrical, up and running though there was a glitch on the previous Sunday when it couldn’t get the receiver to connect, but after removing the battery and refitting it is working well again.

  • Repair manhole cover surround replacement Ongoing

It was discussed that it was better to have a metal surround, Syd to talk to Chris Turner again.

  • Committee task list 

Roy has unblocked the toilet drainage system one and reported that the problem was one of the pipes in the 3-1 had dropped.

Also need to a sort a day for cleaning the hall gutters.

  • Report on the Risk assessment and H&S Assessment

Felmingham Village Hall : Basic Risk Assessment  January 2023

Below is a summary of the main points of the Risk Assessment carried out by Sarah Smith, John Newstead and Karen Ireland on Wednesday 24th January 2023.

There had been a gap in annual reviews since 2016, due to building renovations, Covid restrictions, and changes to the Committee membership. The main points, as summarised below, were taken from the Constitution, Governance & Operating Procedures document (drawn up in 2016)

Car Park  Front area:

  • Smokers to be reminded to use the designated area to the side of the building, and not to stand in the front entrance. Cigarette butts should not be thrown into the flower tubs.
  • In snowy and icy conditions, hirers may need to clear the area outside the main front door. Also on Social Nights and Country Dance Nights.
  • Drain covers in the front parking area are due to be replaced (in hand)

Entrance

  • This area is now fully carpeted. Doormat and carpets are well maintained.
  • Loft ladder needs to be installed for safe access to loft space.

Main Hall

  • The “Wet Floor” reminder signs are used during cleaning. Spills are mopped up immediately (hirers to be reminded)
  • Fire extinguishers last checked July 2022.

Storeroom

  • Stacked tables are stored correctly using straps. People getting tables out and putting them away should work in pairs.
  • Ladder needs replacing.
  • Cleaning materials are kept in old changing rooms, which are kept locked.

Toilets

● Gents, Ladies/Disabled toilets well maintained and clean. Hirers should be reminded to clean up spills, but no cleaning materials should be left out.

Plant Room

This is now empty, with access to the outside door locked.

Artistes Room (adjoining stage )

This has now been revamped, carpeted and cleaned. It is kept locked except when in use by visiting performers.

Bar

  • Floors are now carpeted in seating area and kept clean. Serving area and kitchen have non-slip flooring which is kept clean and dry.
  • Fridges should be switched off when not in use, unplugged and door left open. 
  • Surfaces are wiped clean and glasses washed up, dried and put away.
  • Rubbish should be removed from the premises at the end of the session, except for tins and bottles for recycling.

Front Kitchen

This area is due to be completely refitted with new appliances, storage facilities and flooring.

Recommend that lighting is also replaced.

  • Sliding doors on the hatch could be replaced with a roller blind (unless this contravenes fire regulations)
  • Cleaning materials should not be stored in the Kitchen, except for those currently in use eg washing up liquid.
  • Hirers should be reminded that children are not allowed in the kitchen
  • Bin should be emptied after each event and bin bag replaced.
  • Points discussed on report as follows
  • John to get quote for installation of a loft ladder
  • Fire extinguisher check needed last completed July 2022, should be annual
  • New aluminium set of steps needed for store room
  • COSHH sheets needed for cleaning chemicals, Syd offered to source them
  • A notice needed to be displayed for the stage step. MIND THE STEP
  • Hirer’s to take rubbish home after. Roy takes the rubbish home after each dance
  • Des asked that the chair lifting trolley be left out in hall and not in locked store room ● Also a new home is needed for the mop and broom for hall hirer’s use

We also need to do a Fire Risk Assessment

The fire alarm also went off at a recent event

  • New Car parking area at rear of hall 

Danny quoted £11-12,000

Syd has also contacted Elite Equipment for a quote

Sarah has also contacted Simon from Erpingham, but haven’t heard back from him.

Decided to delay plans for this and concentrate on the new kitchen

  • Kitchen sink replacement and key safe COMPLETED

The kitchen hand basin has been replaced and the key safe above it moved.

  • Correspondence
    • The secretary read out a letter to the committee from member Carole Carter, who after 26 years committed service has decided to resign from her role on the village hall committee.

The committee reluctantly accepted Carole’s decision, and Roy and the committee thanked her for all her good work.

  • The Taekwondo group have been in contact regarding possible further booking evenings.
  • Neil Thrush has distributed electronically since the previous meeting an updated version of the village welcome pack, and the committee all agreed it was a well set out document and they had nothing further to add to it.
  • Norfolk connect email regarding small grants, could be useful to apply towards the new kitchen costs.
  • Treasurer’s Report       

Financial position as of 16th February 2024

Community A/C                                               £8948.15

Business Premium Account                £14742.81

Positive balance for the year is £333.99

Social night Friday 23rd

Identified possible organisations for grant aid

A suggestion to set up working party to apply for grant aid

Roy thanked Syd for his excellent accounts.

  • Bookings and events update

Dance club booker is going back to North Walsham

Des is in discussion with diet club rep regarding possible Saturday morning bookings

Several upcoming one-off bookings

Des reported the walking club had left the hall in a possibly even cleaner condition than before it was hired!, despite their muddy boots. And had emailed to thank them.

The outstanding amount payable for a hall hire has been sorted out by Roy

Roy asked if the website could be updated, there have also been some unwanted posts on the Facebook page which Des has been removing, and informed the committee that other members would also be able to remove them, as they didn’t need to be the page admin to do so.

● Barbeque event June 1st

Sarah and Karen have offered to cook veggie burgers

Suggestion to ask Mike Pepperell if he would be willing to cook the beef burgers

  • AOB

No items brought up on AOB

Meeting closed at 9.15pm

Next meeting regular meeting organised for Thursday 4th April 7.30pm

Minutes submitted by: Graham Fabb

Minutes approved by: Committee and Chairman Roy Hindle 4/4/24