WELBORNE VILLAGE HALL
Registered Charity (No. 1086084)Minutes of Welborne Village Hall Events Committee 3 June, 2008 7.30 pm
Present: T Curson (ch), C Butcher, H Egerton-Smith, F Elson, J Harvey (v ch), D Tudball (sec), H Turner, J Turner.
Apologies: D Charles, V Langley, M Webb.
Minutes: The minutes of the 6 May, 2008 meeting were agreed and signed.
Matters Arising: a) DT reported Carl Boast had agreed to Sunday 21 September for the Car Treasure Hunt he would organise, and that Friday 28 November had been fixed for Richard Bacon MP to give a talk (time and other details to be fixed). A submission had been made to Creative Arts East for one Autumn Village Stage event – first preference folk duo Ember in Concert (first choice date Thursday 20 November, second Friday 21 November), second preference singing duo Opera Dudes (Thurs 4 December or Fri 5 December).
Treasurer's Report: DT circulated an updated Treasurer’s report from MW. TC noted we were just in surplus for the year and he hoped to make some money by end-year.
Events: a) Flower Festival/Open Gardens (Sat/Sun 7-8 June) – FE outlined signing arrangements for Open Gardens. H E-S would talk to MW about cash floats. b) Welborne Beer Festival – TC said arrangements were in hand and tickets were ready for sale. Sale of about 200 would be needed to break even. c) Car Treasure Hunt (Sun 21 September) – a target start time of 3 pm was agreed, with entry price, refreshments etc still to be settled. d) Nappertandy (Fri 10 October) – TC said there would be no charge by the performers. An entry price of £7.50 was proposed, to include cheese and wine; DT would talk to Rob Woods of Nappertandy about this. e) Anna Mudeka – TC reported that MW had been talking to Norfolk-based Zimbabwean dancer/singer Anna Mudeka about a performance by her eight-strong group in Welborne Church during Norfolk Black History month (preferred date Saturday 25 October) for a fee of £200-250 plus 50% of any profit. It was agreed to pursue this, with a proposed flat entry price of £7 (no concessions) and a donation to AM in addition to fee if returns warranted, but no profit share. f) Village Screen – DT circulated the latest film ‘shopping list’ for the autumn season and asked for emailed preferences from committee members by 10 June. It was agreed to target a film and seek to book projection equipment for Friday 16 January, 2009, and possibly also for mid-November 2008, depending on the outcome of our Village Stage application. g) Spotlight – it was agreed to defer consideration of a possible event from the CAE Spotlight list to a later date.
Matters Raised by Trustees: TC reported the Trustees chairman would be talking to the architect with a view to pursuing the kitchen revamp proposals of Eve and Dave Charles, plus a radiator and some provision for a bar. The Trustees Annual General Meeting was scheduled for 7.30 pm Wednesday 4 June 2008.
Next Meeting: Tuesday 1 July 2008 at 7.30 pm.
The chairman closed the meeting at 8.41 pm.
Minutes of the meeting held on Tuesday 11th April at 7.30 pm in Welborne Village Hall:
1. Apologies: GK/AES/HES/PW/AW/TC/SD/HT/TX/DC Present: LW/MW/CB/AB/JH/JT/AG/FE 2. Minutes of meeting held on Wednesday 22nd Feb were accepted.
3. Matters arising: Item 7: FE problem of prompt payment of builder has been resolved. Item 8: Trustees have agreed amendments to the structure of the Charitable Trust. Charity Commission have yet to report back.
4. Website: Carl Boast was welcomed and thanked for the work he does on behalf of village. CB asked Trustees to consider upgrading website programme to Macromedia 8. It was agreed that Trustees would look into the matter. NRCC may be able to help with funding. FE to contact Ray Taylor Mattishall Website Master who recently acquired this programme. Data base of people ionterested in receiving information about Welborne Events now exceeds 100 and is managed by AB.
5. Pub Evening Friday 21st April: JH will purchase and organise sale of drink for the evening. FE will prepare poster and handbills for distribution around village.
6. Open Gardens Sunday 28th May. HES has arrangements in hand. Refreshments will be available in Village Hall. FE will help with this but cake makers and more volunteers needed.
7. Welborne Arts Festival Saturday 10th & Sunday 11th June. Planning for this is well advanced. MW has had to find a new designer for the printed programme which may increase costs. Financing of Festival is covered but it may be necessary to use a little of the reserve fund to get everything in place. There will be a £2 charge for adults and we need to increase the charges made for refreshments. On Friday evening there will be a preview, free drinks, nibbles, formal opening by Lord Lieutenant of the County and a concert given by Songbyrd. This is open to all sponsors and all helpers from the village as a gesture of appreciation for their help. It is very important that no-one is left out. Please let MW or FE know if you become aware of people who should have been invited.
8. Summer Draw and Feast Saturday 15th July, (date and time to be confirmed). Arrangements are in hand. FE will produce poster and handout for the above and send text copy of it to AB who will edit it and send it out to all people in the data base electronically.
9. Calendar September 2006 - July 2007. It was not possible to take ideas for this very far because so many were away from the meeting. It was agreed that we should bid for CAE touring programme. AB has programme,which will be returned to FE. (applications in by May 8th). Lunch Club to be tried out in September, possibly linking with Mobile Library day and table games. Christmas Fayre to be considered. Cookery demonstration to be considered.
10. Building Project. Work is now nearly complete. Floors have to be laid. Toilets, wash basins have to be plumbed in. Water heaters installed. Secondary glazing of stone mullion window fitted. Lawn area returfed. Damaged path into hall, and path to garden from it to be re-laid. End of path into hall to be cemented. DC/MW/FE have completed most of internal decorating. External decoration to be done. N wall inside hall to be redecorated. Spring clean of floors, windows and surfaces. Garden needs to be cleared of flints. Pathways need to be swept and weeded. Garden redesigned for easy maintenance. Pathway from new entrance to lytch gate to be re-laid. Simon Mansfield to give a quote for 4' path of good quality ribbed 2' square paving stones. Ian Thomas is willing to help with lighting lytch gate and pathway. Proposed that lighting should be from 4 x 1m high lit bollards. Costs 4 x £21.99 (bollards); 40m armoured cable @ £1/m; glands etc ~£20; ~ £150 + labour costs. (If lighting is done at the same time as the pathways cable can be buried free of charge). There is concern about extra costs. This additional work will use up most of our reserves but without it the hall will still not meet DDA requirements. To be reconsidered when estimates come in.
11. Charity Commissionershave not yet responded to our proposal to amend the scheme.
12. AOB:MW distributed print out of this months financial report.
DATE OF NEXT MEETING: Tuesday 2nd May 7.30 pm