Eckford Village Hall Committee Meeting

Eckford Village Hall Committee Meeting

Tuesday 7th June 2011 – 6.30p.m.

Present: Sheila Campbell, Gillian Keen, Sandra Kinnoch, Chris Robertson, Annette Fraser

Loraine Kay

Apologies: Dot & Tony Elliot

1.  Minute of 11th April - Approved

Minute of 4th May - Approved

2.  Actions From previous meeting update

·  Invite to HRH – Unable to accept invitation. Fully booked for the autumn, but we were given the option to reply for February or August 2012. It was agreed that we would not pursue any further.

3.  Project Progress update

·  Launch Day 15th May – Very successful event 11 tables. Over a dozen other village halls.

Tony to e-mail copies of photographs of event to Sheila.

·  Vertical Blinds – Sponsored by Porters Porches and Conservatories provided and fitted free of charge

·  Heating to Disabled Toilet and storeroom (none installed). Sheila liaising with Delta re extending the air to air system to the disabled toilet. It was agreed that a wall mounted Dimplex heater would be best for the storeroom. Sheila to organise.

·  Paintwork - Damaged areas and additional boxing in (toilets).

Meeting room/kitchen door – Ruby colour agreed.

·  Tiling and Floor Varnish – quotations received, £350 (tiling), £655 (varnishing). Agreed this was excessive. To ask JB Plumbing & Maintenance for quote. If lower agreed to accept.

·  Stage Steps – Details provided. Recommendation 4 steps. Cost £420 + VAT. To confirm delivery costs and fixing brackets. Preference for brackets to be sourced that would allow the steps to be placed in any location along the front of the stage.

·  Instant Hot Water – Considered not very satisfactory. Ray licence has designed plinth and paying to have made, installation and drip tray supply date tbc. It was suggested that the storeroom water heater be replaced with a similar model instantaneous boiling water to that at Oxnam Village Hall (make Lincat), - Action Sheila to follow up.

Main Hot Water Tank - ran out of hot water after approx two basinfuls - Action Sheila to discuss with RL

·  Stage Splintering (at rear of stage beside steps) – Sheila has organised to be fixed

·  Book Case – Peter Tucker £450, Keith Renton £450, Criminal Justice System declined

On line suggestion – bookcase not suitable. To investigate other sources – Action All

·  Notice Board for Hall – in progress

·  Dartboard light – not very satisfactory. Action Sheila to discuss with RL

·  Stage Lighting – Dimmer Rack + Desk = £450 + £100. Lights = £50. - Action Sheila to contact David Butterfield for advice/recommendations as to fairness of this price or alternative suppliers.

·  Leaflet – awaiting completion of paintwork for photos to be taken

·  Bells and Whistles Checklist:–

Varnish Floors - agreed

Replace table and chairs - agreed. - Action Annette to price and provide to Sheila.

Storage for Tables

Curtains for meeting room – agreed use old back stage curtains (currently being cleaned)

Canopy (£2360) – await final bill

Banners

Strip/rubber mat to protect floor in front of dartboard

Stepladder with platform

Laminator/paper/folders/wallets

Photocopier

Projector table

Slim line freezer

Loo signs

Grab rail (back stage steps)

Kitchen/loo equipment:-:

Two step stool (kitchen)

Waste bins (3 x loos)

Paper towels/mini torque

Plastic glasses

Table cloths – await tables

Chopping board

Pots & pans

Baking/oven trays

Coat hooks

Toilet roll holders

Bin liners’

Action Sheila - Once final bills from main contractor have been confirmed Sheila to set up meeting to agree what the balance of funds will be spent on.

Action Gillian -

Sharp Knives

Kitchen Utensils

Trays

4.  Housekeeping

·  Monday 13 June, 10.00a.m. – Action All

5.  Treasurers Report

·  Income – Half marathon £100, Council Election £150, Roxburgh Federation £300, WRI £60,

CC £60.

Expenditure – Insurance £356.29, Scottish Power £61, Chubb tbc

Bank Balance approx £3400.

·  Confusion over 2 x £60 payments from CC. - Action Gillian

·  Right Angle Theatre Company – Door £176, Raffle £73 minus Donation £50.

·  Bank communications re Treasurers Account

·  Gift Aid – Application form incomplete. Re-submitted.

6.  Hall Hire Report

·  John Lamont Surgery– 13 July, 4 - 4.30p.m.

·  Roxburgh Federation – Monday 5th December 2011.

7.  Entertainment

·  Forbidden Concert by The Right Angle Theatre Company- Very successful event /well attended

·  Summer Strawberry Fayre*. Sunday 26th June, 1-4p.m.

·  The Right Angle Theatre Company – Nunsense (A musical Comedy) Saturday 24 September

Cost £105 (copyright) + £50 donation to company = £155 - Action Sheila to confirm

·  Autumn Craft Fair and Table Top Sale, 11 September, 11a.m. – 4p.m. – Chris

·  Pub Night (Soup & Stovies), 29 October

·  Will Ogilvie,11 November – Charlie /Norrie

·  New Years Eve Ceilidh – c/f next meeting. Action Sheila to check price/availability of accordionist

*Strawberry Fayre Sunday 26th June -|Set up 10.00a.m.

Scones – Chris/Sandra/Gillian

Cake – Loraine/Annette

Strawberries/cream – Sheila

Milk/butter/jam - Loraine

Sweeties in a jar – Loraine

Plants –Margaret Jeary

Cards - Chris

Quiz/Doll’s birthday – Sheila

Cake & Candy – All

Books – All

Bottle Tombola - All

Float – Gillian

Flyer/Posters – Sandra

Lotto Board – Sheila to ask Carol Hanson

8.  AOB

·  Storeroom Windowsill (rotten) – to obtain quote from Porters - Action Sheila

·  Consider lagging for pipes in gents loo

·  Fire Extinguishers have been serviced. Chubb contract up to 2012.

·  Insurance Renewal - paid

·  Roxburgh Federation – Trustees Personal Liability – invite Heather Batsch to give talk -Action Sheila

·  Clock to be re-positioned above storeroom door

·  Date of next meeting – Monday 4th July. 6.30

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