Village Hall Minutes
Minutes of Welborne Village Hall Events Committee 6 December, 2011 7.30 pm
Present: T Curson (ch), C Butcher, F Elson, I Ferguson, D Tudball (sec), M Webb (treas).
Apologies: CE Boast, M Maksymowicz, H Turner, J Turner.
Minutes: The minutes of the meetings of both 4 October, 2011 (revised) and 1 November,
2011 were approved and signed.
Matters Arising: DT reported he had told organisers of the 2012 South Norfolk Village
Games that we would be supporting Mattishall and had also told Creative Arts East we would
like a second subsidised CAE Live event but had yet to choose which or when.
Treasurer's Report: MW provided an updated report. He noted Taboo-Be-Do! had in the end
made a small surplus and Bridesmaids - a success, despite some contentious content, with a
big and also newer and younger audience - should make a reasonable profit. The Calendar
would at least break even. There was still no bill for Arts Festival catering. TC said the overall
report figures were very good.
Lettings: FE said the end-year period was much quieter than in 2010 but it was very good to
go over the £1,000 income mark and the year should end around £1,100-1,200. He noted the
hall had not had an in-depth clean for some time and one was needed to avoid losing
customers. It was agreed to target Saturday 7 January, 2012 for a cleaning work-party and
the Trustees chairman would be asked to authorise necessary expenditure.
Events: a) Past: See Treasurers’ Report. b) Future: i) New Year Chicken & Chips Supper
(Friday 13 January, 2012) - planning was in hand and DT would distribute flyers/posters, also
including a new puff for the 2012 Calendar and an invite to take part in a Photo Competition
for a 2013 Calendar. ii) Village Screen Films (Friday 3 February and April, 2012) - committee
members would email DT with preferences for the 3 February date by Monday 12 December
and we would seek War Horse for April. MW would see whether we might keep the 3
February equipment for a possible Children’s Film the next day. iii) Other - TC would continue
trying to arrange a visit by David Ord Kerr but not Mrs Temple. We needed to firm up one or
two further events for Spring 2012. CB suggested getting someone to come and talk about
brewing. iv) Open Gardens - it was agreed to suggest three dates to the Church for a joint
2012 Open Gardens/Flower Festival: Sundays 27 May, 3 June and 10 June. TC would talk to
JT. MW reiterated his view that Open Gardens needed to be developed in some way beyond
past formats.
Trustees: MW noted several hall doors needed some carpentry; TC would talk to the
Trustees chairman. A Toilets sign was also needed in the hall.
Village Website: DT reported CEB was continuing to update the site.
Any Other Business: -
Next Meeting: Tuesday 3 January, 2012 at 7.30 pm.
The chairman closed the meeting at 8.38 pm.
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Minutes of Welborne Village Hall Events Committee 1 November, 2011 7.30 pm
Present: T Curson (ch), F Elson, I Ferguson, M Maksymowicz, D Tudball (sec), M Webb
(treas).
Apologies: CE Boast, H Turner, J Turner.
Minutes: The minutes of the meeting of 4 October, 2011 were revised on kitchen funding; DT
would circulate the amended version for subsequent approval and signing.
Matters Arising: i) MW said an arborist had inspected the trees round the hall and reported
to the Trustees chairman; main need was for trimming. The committee hoped the Trustees
could get the work done reasonably cheaply. ii) DT said CEB had posted the Jan-Sept 2011
committee minutes on the website; they would in future be added monthly once approved.
Treasurer's Report: MW provided an updated report, noting Taboo-Be-Do! would lose about
£56 overall. The committee noted that should be covered by ticket subsidy. DT said Creative
Arts East (CAE) had pointed out we could have one more show subsidised at up to £300
ticket loss and asked if we wanted one. It was agreed to say yes with choice of show/date still
to be settled. MW noted there was still no food bill from Poultec for the Arts Festival; he would
ask again.
Lettings: TC said the lettings list was “very impressive.” FE said many weekends were
already booked for 2012; anyone wanting to book should contact him quickly. He also read a
letter he was sending to hall bookers seeking support for the kitchen upgrade funding drive.
People he had spoken to were very willing. The committee endorsed the letter. FE further
noted our charges were cheap compared with other local halls, such as Memorial Hall and
South Park; the Trustees could consider a price rise but he preferred to be cheaper and get
users in. TC said a rise was difficult in the current climate. MM felt it might be considered
when hall improvements were completed. TC and the committee thanked FE for his work.
Events: a) Past: Taboo-Be-Do! (Friday 21 October, 2011) - on balance it was felt this had
gone well, though some liked it more than others. DT reported a letter of thanks from the act
who had enjoyed their visit and felt it went well. b) Future: i) Bridesmaids (Village Screen -
Friday 2 December, 2011) - DT said publicity was ready. ii) New Year Chicken
& Chips Supper (Friday 13 January, 2012) - it was agreed to stick to the past price of £5,
have a vegetarian option, a quiz and a raffle. iii) Village Screen Film (Friday 3 February,
2012) - DT said a new film menu was due in November; it was agreed to choose in
December. iv) Other - It was agreed TC would approach artist David Ord Kerr about giving a
talk. Referring to the hall booking for Old Song Sessions, FE said we had an offer of an
expenses only one-hour slot to support the kitchen upgrade; it was felt this would best be
linked to another event such as the Treasure Hunt, BarBQ or Open Gardens rather than
stand-alone and it was agreed to think along those lines. MW felt Open Gardens needed to
be developed; it was agreed to return to this early in 2012. Calendar - IF said the previously
quoted price had been ex-VAT and the cost was now £504 for 150, which had been ordered
and should be ready this week. He wondered if a coffee morning might be held to sell copies
but it was felt best to use already planned events, the website and the email distribution list as
well as fliers. IF said the printer had quoted £70 for 200 fliers; it was agreed he and DT would
produce our own instead. TC and the committee thanked IF for his work on this.
Trustees: -
Village Website: DT reported CEB was updating the site but had said it was taking time.
Any Other Business: i) DT reported a further offer of ice cream tubs for sale at films; it was
felt they might go better at something like Open Gardens. ii) DT reported an invite to organise
Welborne teams/co-ordinator for the 2012 South Norfolk Village Games; it was agreed we
would support Mattishall on this instead. iii) MW said he had stood down from the CAE board
after 10 years.
Next Meeting: Tuesday 6 December, 2011 at 7.30 pm.
The chairman closed the meeting at 9.02 pm.
Minutes of Welborne Village Hall Events Committee 4 October, 2011 7.30 pm
Present: T Curson (ch), CE Boast, C Butcher, F Elson, I Ferguson, M Maksymowicz, D
Tudball (sec), M Webb (treas).
Apologies: H Turner, J Turner.
Minutes: The minutes of the meeting of 6 September, 2011 were agreed and signed.
Matters Arising: i) Inventory - FE said he, IF and Dave Charles had taken an inventory of
hall cutlery and items in the store cupboard. There was quite a lot of everything apart from tea
towels but some of those may be returned after washing. ii) Vegetarian Meal - DT said Sally
Bishop would sound out interest in her vegetarian meal proposal; Margaret Boulton would
know more about possible demonstrations. iii) Welborne Calendar - IF said TC had got some
good printing prices from GoWise who would do 200 calendars for £2.26 or £2.59 each,
depending on size; they could do fewer but unit price would be higher. Photographs were
ready and with an early decision calendars could be available by first-week November, a
perfect time; starting sales any later risked failure. GoWise could also produce a flyer. It was
agreed to go ahead with 200 calendars and that photos should be individually captioned. On
price IF suggested £8 each; FE/MW were thinking more of £5. It was agreed IF would
investigate prices of similar calendars and consult other committee members by email. It was
also agreed that in future there might be a village competition to provide photos for the
calendar. The committee thanked IF for his initiative and work on this proposal.
Treasurer's Report:MW provided an updated report, noting that while Welborne Arts
Festival had made a good return it was less than the £5,500 mentioned at the September
meeting because that figure had not taken account of food costs, still to be finally settled. TC
noted combined income from other events and lettings was already over £2,000, very good
and better than achieved in previous years.
Lettings: FE said lettings were still coming in steadily. He also reported a general police
warning to village halls to be vigilant following a hiring of Barford Village Hall which turned out
to be a rave, resulting in damage to the hall and evidence of drug use. FE asked committee
members to let him know ASAP if they had any concerns about bookers/bookings.
Events: a) Past: nil. b) Future: i) Taboo-Be-Do! The Politically Incorrect Music Show (Friday
21 October, 2011) - DT said a lot of publicity was now out but bookings were as yet slow;
there were still two-and-a-half weeks to go. An email had gone to the distribution list and he
would send a follow-up shortly. ii) Village Screen Film (early 2012) - projection equipment had
not been available for Friday 27 January but had been booked for Friday 3 February, 2012; it
was agreed DT would re-circulate the current film menu for a selection to be made at the
November meeting. iii) Other - TC said he continued to work on organising a Cheese Talk by
Mrs Temple and a visit by artist David Ord Kerr.
Trustees: i) On kitchen upgrade plans, TC said funding was more difficult to achieve than in
the past; the architect hitherto working on the scheme would be paid off and Dave Woods
would prepare some cheaper proposals. ii) FE said the Trustees chairman had asked an
arborist to inspect and certify the trees around the village hall to ensure safety.
Village Website: IF said the revamped site was coming on strongly. CEB had already made
many changes, although there was still much to do. Both CEB and IF stressed the amount of
work involved and that it would take time to complete. It was agreed to place recent events
committee minutes on the site. The committee thanked IF/CEB for their work on this.
Any Other Business: i) DT reported the Village Screen promoters’ meeting planned for 20
September, 2011 had been cancelled for lack of interest; a larger-scale gathering was now
planned, probably in May 2012. ii) TC said South Green Park had asked if we wanted a
Christmas lunch again this year; it was agreed to target Wednesday 14 December for
committee members, Trustees, partners and friends.
Next Meeting: Tuesday 1 November, 2011 at 7.30 pm.
The chairman closed the meeting at 8.55 pm.
Minutes of Welborne Village Hall Events Committee 6 September, 2011 7.30 pm
Present: T Curson (ch), C Butcher, F Elson, I Ferguson, M Maksymowicz, D Tudball (sec).
Apologies: H Turner, J Turner, M Webb (treas). The committee sent a card and very best
wishes for a good recovery to Harry Turner who unfortunately was in hospital.
Minutes: The minutes of the meeting of 5 July, 2011 were agreed and signed.
Matters Arising: -
Treasurer's Report: There was no new treasurer’s report [MW provided one on 7 September,
which DT circulated by email] . TC said he understood Welborne Arts Festival had made
about £5,500, very good given the lower funding available this year, and the Summer Bar BQ
£700-800. He said a donation from WAF was normally made to the Church - CB noted it was
£500 last time - and it was agreed to draw the attention of the Trustees to this.
Lettings: FE said September lettings were very quiet, as was to be expected. One important
issue was that if people were to borrow items, such as cutlery, FE as hall booking officer had
to be notified. He felt the system could certainly be improved to cover this. He also said it was
important to have an inventory of hall items; it was agreed FE and IF would do this.
Events: a) Past: i) Summer Bar BQ (17 July, 2011) - TC said about 72 people had attended
and CB/IF agreed it had been very good and enjoyable, despite poor weather. ii) Car
Treasure Hunt (4 September, 2011) - TC said this had been quite good, making a small profit
of about £20, despite poor support; six cars and 18-20 people took part. If there was to be a
2012 hunt it was agreed to target Sunday 16 September. b) Future: i) Taboo-Be-Do! The
Politically Incorrect Music Show - DT said this Creative Arts East Live show was booked for
7.30pm Friday 21 October 2011 and a contract signed. Under CAE’s new online system, we
could produce our own publicity material, previously free from CAE, or pay CAE to continue
providing it. DT felt CAE quality would be better and it was agreed to pay the £26 cost for 30
A4 posters and 300 A5 leaflets. Ticket prices of £8 adult and £5 Under 16 were agreed. ii)
Bridesmaids (Cert 15) - DT said this CAE Village Screen film, and projection equipment, had
now been booked for Friday 2 December, 2011. He read out a ‘health warning’ subsequently
received from Moviola, noting some groups had cancelled bookings when individuals had
seen the film and felt its content unsuitable for village audiences. It was agreed to go ahead
and include in our publicity something along the lines: ‘Contains scenes and language some
may find offensive’. Moviola had also instituted a minimum film hire charge of £40 because
some promoter box office takings provided an unacceptably low return for distributors; it was
agreed to monitor the impact of this on our finances. iii) Other - TC said he would continue to
try to organise a Cheese Talk and a visit by artist David Ord Kerr. It was agreed to target:
Friday 13 January, 2012 for a New Year’s Party, Friday 27 January, 2012 for a Film Show,
possibly One Day, and Saturday 14 July, 2012 for a Beer Festival.
Trustees: TC said MW had agreed to try to raise funding for village hall upgrade work.
Village Website: IF said he had submitted his website revisions to Carl Boast and hoped he
would be able to deal with them soon.
Any Other Business: i) DT reported there would be a Village Screen Promoters’ meeting on
20 September, 2011; IF, MM and TC said they might be able to go and it was agreed to try to
send two people. CAE had also pointed out that tubs of locally made ice cream could be
provided at film shows by Norfolk Farmhouse Ice Cream of North Tuddenham. ii) DT said
Sally Bishop had suggested a Vegetarian Meal event for up to 20; it was felt this would be
enhanced if a demonstration was included and it was agreed to seek more information and try
to gauge support. iii) DT reported an invite from CAE to take part in a project to help young
people find spaces for projects; he would circulate details for members to consider. iv) IF said
he was pursuing his plans for a Welborne Calendar. The problem was high printing costs; it
was agreed members would look into possible affordable options.
Next Meeting: Tuesday 4 October, 2011 at 7.30 pm.
The chairman closed the meeting at 8.43 pm.
Minutes of Welborne Village Hall Events Committee 5 July, 2011 7.30 pm
Present: T Curson (ch), F Elson, D Tudball (sec).
Apologies: I Ferguson, M Maksymowicz, H Turner, J Turner, M Webb (treas).
Minutes: The minutes of the meeting of 7 June, 2011 were agreed and signed.
Matters Arising:-
Treasurer's Report: There was no new treasurer’s report.
Lettings: FE said lettings had quietened a bit but there were some long term ones. One
booker was planning some 1930s music events and FE suggested exploring the possibility of
mutually beneficial cooperation on this, at least to the extent of avoiding date clashes with our
own activities. This was agreed.
Events: a) Past: Welborne Arts Festival (18-19 June, 2011) – TC said the festival appeared
to have made a good return, a notable achievement given the lower subsidy available this
year, but the final outcome was not yet known. b) Future: i) Summer Bar BQ (17 July, 2011) -
TC said arrangements were in hand and tickets now had to be sold. Rob Woods and a friend
would be providing some music. A bar licence was in place. ii) Treasure Hunt - it was agreed
to target Sunday 11 September for this, with Sun 18 Sept as back-up; FE would check on hall
availability. iii) CAE Live Acts - TC said closer inspection had shown the Isla St Clair show to
be set in wartime, which did not really appeal; it was agreed to try to book Tour 5 (Taboo-Be-
Do! - The Politically Incorrect Music Show) instead, and also to investigate the cost of Tour 6
(Kit Holmes) as an alternative. Target date would be late-September to mid-October. iv) CAE
Village Screen - a new Moviola film menu had been received; it was agreed to seek to book
Bridesmaids for a date in November, about a month after the CAE Live event, and subject to
projection equipment availability. v) Other - TC suggested inviting artist David Ord Kerr, who
had participated in WAF 2011, to come and give a talk about his work/life etc, possibly next
spring. It was agreed to pursue this.
Trustees: DT said the Trustees chairman had said he would report the points made about
use of the church and churchyard at the last events committee meeting to the recent Trustees
AGM.
Village Website: TC/DT reported that IF had not yet met up with Carl Boast to revise the
website but hoped to soon.
Any Other Business: DT reported there would be a Village Screen Promoters’ meeting on
20 July 2011; he would aim to attend.
Next Meeting: Tuesday 6 September, 2011 at 7.30 pm.
The chairman closed the meeting at 8.35 pm.
Minutes of Welborne Village Hall Events Committee 7 June, 2011 7.30 pm
Present: T Curson (ch), C Butcher, F Elson, I Ferguson, M Maksymowicz (acting sec).
Apologies: D Tudball (sec), H Turner, J Turner, M Webb (treas).
Minutes: The minutes of the meeting of 3 May, 2011 were agreed and signed.
Matters Arising: i) TC and MW had attended the latest Creative Arts East (CAE) live events
promoters’ meeting. TC reported a change to booking and funding, with a grant of up to £300
available, understood to be a ‘top-up’ to enable break-even on events rather than loss. ii) TC
reported an electrician had inspected the hall water heater and that the thermostat needed
updating. The committee was hopeful this and an o/s socket would be fitted before the Arts
Festival; alternative supply may be needed for the event.
Treasurer's Report: There was no new treasurer’s report but TC passed on a message that
£142 profit was made on the King’s Speech and there was a small profit on the bar.
Lettings: FE said there was no further news update.
Events: a) Past: - b) Future: i) Welborne Arts Festival (18-19 June, 2011) – the bar rota was
now covered; we would have to remain flexible and cover any area as needed as there
seemed to be a shortage of volunteers. ii) Summer Barbeque (17 July, 2011) - this would be
shortly after the Arts Festival and DT would do flyers ASAP after the festival. Some volunteers
would be needed. We also needed to source raffle prizes, drink and food. It was suggested
we investigate the cost of having music or have a selection of background music. iii) Treasure
Hunt - this would go ahead as Guy and Teresa Willis had offered to plan it. TC would contact
them, with the date to be confirmed at the next meeting. iv) Cheese Talk - TC would follow up
his Mrs Temple investigation. v) CAE Live Events - it was agreed to try to book Isla St Clair
plus a second choice - members were asked to look at selection documents and give ideas to
DT by 13 June, 2011. vi) CAE Village Screen - The possibility of a film was discussed for the
autumn.
Trustees: -
Village Website: IF had all information and would liaise with Carl Boast to update and
complete changes.
Any Other Business: FE said it was important to put on one high profile event each year
and make use of the church. There was also discussion of using a marquee in the churchyard
as a bar (with permission) for such events and this was agreed in principle.
Next Meeting: Tuesday 5 July, 2011 at 7.30 pm.
The chairman closed the meeting at 8.20 pm.
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Minutes of Welborne Village Hall Events Committee 3 May, 2011 7.30 pm
Present: T Curson (ch), C Butcher, F Elson, I Ferguson, M Maksymowicz, D Tudball (sec), H
Turner, J Turner, M Webb (treas).
Apologies: None.
Minutes: The minutes of the meeting of 5 April, 2011 were agreed and signed.
Matters Arising: i) TC had yet to speak to a plumber about the hall water heater; HT said
advice he had received was just to make sure warning notices were clearly displayed; FE
suggested it should be raised with a safety officer. ii) It was agreed to send at least one
person to the Creative Arts East (CAE) Village Stage promoters’ meeting on 21 May, 2011.
Treasurer's Report: There was no new treasurer’s report.
Lettings: FE said lettings were a little quieter at present but that was normal for the time of
year.
Events: a) Past: The King’s Speech (Village Screen Friday 15 April, 2011) - it was agreed the
decision to have two performances had worked well; more than 60 people attended in all and
no-one was turned away - MW thought it might make about £200. b) Future: i) Wine and
Cheese Tasting Evening (Friday 6 May, 2011) - MW said this fund-raiser for Welborne Arts
Festival promised to be a really good event. ii) Welborne Arts Festival (18-19 June, 2011) –
MW said flyers and posters were about to arrive; the Ceilidh would be advertised separately
as well as in the festival publicity. His main concern at present was getting a level floor for the
Ceilidh. TC said his main concern was large vehicle access to the meadow. FE presented a
stewards rota. MW said there would be a helpers’ briefing on Tuesday 14 June, 2011. iii)
Summer Bar BQ (Sunday 17 July, 2011) - it was agreed to fix details for this at the June
meeting. iv) Autumn Events - it was agreed the July meeting would focus on events for the
autumn/winter.
Trustees: a) DT reported the Trustees had agreed: i) the yew tree should be modestly
pruned, not felled. ii) the Trustees chairman and FE should discuss the fire door lock - FE
said they had done this and agreed to seek a full fire precautions review and new certificate
and that no further action would be taken on the lock until after the fire officer inspection. b)
MW said investigations by the Olympics authorities in connection with WAF’s application to
use the Olympics 2012 logo had revealed the Trustees had no power to enter contracts. The
Trustees had agreed a review was therefore needed; MW said that should also encompass
anything else that needed reviewing.
Village Website: IF had circulated changes he was recommending following his website
review and these were discussed. It was agreed IF should go ahead, taking account of points
made during the discussion; these included agreement that Events Committee and Trustees
minutes and the Trustees annual report/accounts should go on the site. TC wondered how
many copies of the book Welborne - A Place of No Importance were still available and
whether it could be sold at WAF; the possibility of a reprint was also raised.
Any Other Business: DT presented a new CAE Archive Film menu. He said annual charges
for Village Screen membership were unchanged; we had not opted in to the 50p Village
Screen discount for Friends of CAE.
Next Meeting: Tuesday 7 June, 2011 at 7.30 pm.
The chairman closed the meeting at 8.59 pm.
Minutes of Welborne Village Hall Events Committee 5 April, 2011 7.30 pm
Present: T Curson (ch), C Butcher, F Elson, D Tudball (sec), H Turner, M Webb (treas).
Apologies: I Ferguson, M Maksymowicz, J Turner.
Minutes: The minutes of the meeting of 1 March, 2011 were agreed and signed.
Matters Arising: i) Parking - FE said a note had been added to the hall booking form: ‘Please
make sure that the drive past the hall to the care home is kept completely clear to allow
access for emergency vehicles. Thank you.’ ii) Yew Tree - He reiterated his view that removal
of the yew tree outside the hall would improve light in the hall and traffic sight lines outside.
CB felt felling of any tree was a shame. MW did not normally like removing trees but felt the
yew was a bit superfluous. It was agreed DT would draw the attention of the Trustees to this
discussion and ask them to consider it.
Treasurer's Report: MW presented an updated report. He said a £500 rebate had been
received for excessive estimate-based electricity payments.
Lettings: FE said lettings had eased up a bit but were still fine. He suggested there should be
boxes for sanitary towels in each toilet and it was agreed to ask the Trustees to authorise this.
On access from the hall to the toilets, it was agreed to ask the Trustees chairman to seek a
fire officer inspection of the hall (which he had suggested and which had not happened for
some time), as part of which it was hoped the door ‘bolt’ issue would be resolved. FE further
said water from the hall water heater was dangerously hot and he was concerned that the
note for users to beware of hot water may not be sufficient. MW said hall safety adviser Peter
Wood felt it was not safe. It was agreed HT would seek guidance on the issue; FE would
provide him with info from PW. TC would separately also seek plumber/electrician advice.
Events: a) Past: Around the World in 80 Minutes (Village Stage Saturday 5 March, 2011) -
TC was glad to see this had made a profit, helped by modest bar costs. It was agreed the
evening had been very enjoyable. b) Future: i) The King’s Speech (Village Screen Friday 15
April, 2011) – DT reported bookings so far were 43 for the 8pm performance and 12 for the
5pm. MW said he would project the first show and MM the second. Equipment this time would
come from Wells; he would collect and DT return. ii) Village Screen Film Menu - DT reported
a new menu was available for 1 May to 31 August 2011; it was agreed to pass on this one. iii)
Welborne Arts Festival (18-19 June, 2011) – MW said, subject to taking a bit from the reserve,
the festival was OK. A bric-a-brac sale had raised £230 (TC said such sales might be
considered for general hall funds). MW said posters/flyers for the planned Wine-Tasting
Evening (6 May, 2011) would go out soon.
Trustees: DT reported the Trustees AGM would be on 21 June, 2011; he and TC had
submitted a brief report on 2010 events for the meeting.
Village Website: DT presented a note from IF saying he would shortly circulate various
suggested edits/deletions, with a view to making amendments/updates (including a type font
change to Verdana) and adding new material over the next few weeks. MW said Andy Maule
was working closely with Carl Boast on the Festival side of the site.
Any Other Business: DT said Creative Arts East was: i) considering a 50p Village Screen
discount for CAE Friends; TC noted our margins were already tight. ii) planning a Village
Stage Promoters Meeting for 21 May, 2011 to announce scheme changes and the
forthcoming programme. iii) planning a 10 June, 2011 get-together to welcome a new
executive director and mark achievements of the last 20 years. South Norfolk Council was
planning an ‘American Trail’ in 2012 (based on Norfolk/US links) and was seeking village
interest in taking part. Norfolk County Council was offering grants for sporting/cultural events
on the weekend of 22-24 July 2011, one year ahead of the Olympics. DT further noted MW
had received information about an online ticket booking system that would enable credit card
sales; it was agreed to keep this in mind as a potential avenue to be pursued in future.
Next Meeting: Tuesday 3 May, 2011 at 7.30 pm.
The chairman closed the meeting at 8.26 pm.
Minutes of Welborne Village Hall Events Committee 1 March, 2011 7.30 pm
Present: T Curson (ch), F Elson, I Ferguson, D Tudball (sec), J Turner, M Webb (treas).
Apologies: M Maksymowicz, H Turner.
Minutes: The minutes of the meeting of 1 February, 2011 were agreed and signed.
Matters Arising: DT reported: i) MM had attended projectionist training. ii) an emailing list
was being re-assembled and now totalled about 70/80 addresses.
Treasurer's Report: MW presented an updated report. There was a brief discussion of film
costs; MW would look at recent costs and circulate members. An electricity bill refund was
expected on hall power usage.
Lettings: FE said lettings were still very good despite losing one regular booking.
Events: a) Past: Made in Dagenham (Village Screen Friday 4 February, 2011) – there was a
consensus that this had been a very good evening. MW suggested we consider showing
more films if live acts were not going well. b) Future: i) Around the World in 80 Minutes
(Village Stage Saturday 5 March, 2011) – DT said arrangements were in hand and bookings
currently stood at about 30. ii) The King’s Speech (Village Screen Friday 15 April, 2011) – DT
reported projection equipment had not been available for 1 April but had been booked for 15
April and The King’s Speech had been confirmed for that date. Bookings had been taken at
Made in Dagenham and were already about 40. It was agreed to have two screenings, at
5.00 pm and 8.00 pm in view of the strong interest and to try to avoid turning people away,
which had been necessary for Made in Dagenham. DT would notify those who had already
booked to see which time they would prefer. iii) Welborne Arts Festival (18-19 June, 2011) –
MW reported that a wine-tasting evening would be held on Friday 6 May 2011 to try to raise
funds. The required festival licence was likely to be a long one (from the previous Sunday)
because of the circus. Risk assessments would need to be done in the near future. Insurers
would be kept fully informed.
Trustees: FE suggested removal of the yew tree outside the south end of the hall would
improve light inside the hall and traffic sight lines outside. It was agreed TC would talk to the
Trustees chairman about this, and also about the issue of whether there should be a bolt on
the door between the hall and annexe.
Any Other Business: i) IF said he had been looking closely at the village website and there
was a tremendous amount of good content but much of it was out of date. Welborne was a
“welcoming” village and the website should reflect that. The basic need was twofold: a) to
prune and revise the main site, b) to retain valuable, non-current/recent material but in
archive form. It was agreed IF should be asked to proceed along these lines, seeking
guidance from the committee wherever he felt necessary. It was also agreed the website
should become an agenda item for future Events Committee meetings. FE suggested the site
might in future include minutes of both Events Committee and Trustees meetings. ii) it was
agreed FE would add a paragraph to the hall booking form asking people to keep the
driveway to the nursing home clear of parked vehicles; it had recently been blocked, posing a
potential problem for emergency vehicles as well as inconvenience to other traffic.
Next Meeting: Tuesday 5 April, 2011 at 7.30 pm.
The chairman closed the meeting at 8.55 pm.
Minutes of Welborne Village Hall Events Committee 1 February, 2011 7.30 pm
Present: T Curson (ch), C Butcher, F Elson, I Ferguson, D Tudball (sec), J Turner, M Webb
(treas).
Apologies: M Maksymowicz, H Turner.
Minutes: The minutes of the meeting of 4 January, 2011 were agreed and signed.
Matters Arising: TC said the Summer Bar BQ was still targeted at Sunday 17 July, 2011.
Treasurer's Report: MW presented an updated report, noting the Moviola bill for From Time
to Time had yet to be received and that the New Year Supper had proved lucrative.
Lettings: MW said 2010 lettings income had been excellent, about £1200, and was now a
major contributor to overall village hall income. FE was not sure why lettings had become so
strong but noted reasonable prices, a number of repeat group bookings and strong demand
from families were factors. A new weekly mother/toddler group booking would start in May at
an introductory offer price of £10/session. In contrast to lettings TC noted that, apart from the
Beer Festival, 2010 events had made very little.
Events: a) Past: New Year Supper (Friday 14 January, 2011) – there was a consensus that
this had been a very good evening. b) Future: i) Made in Dagenham (Village Screen Friday
4 February, 2011) – TC said this was sold out; a limit had been drawn at around 50 and there
was a ‘waiting list’ of about a dozen for any returns. He noted nearly half the bookings had
been signed up at the New Year Supper and IF said it would clearly be good if at any film
showing we were able to announce details of the next one. ii) Around the World in 80
Minutes – Narcissus Duo (Village Stage Saturday 5 March, 2011) – DT said we would need to
provide raised staging and overnight accommodation for the two musicians. It was agreed FE
would contact Mattishall school about the staging and DT would contact the performers to
clarify any dietary or other requirements. MW suggested if bookings came in around 50/60 we
should stick to the church as venue but if lower switch to the hall. iii) The King’s Speech
(Village Screen) – it was agreed to try to book projection equipment and this film to show on
Friday 1 April, 2011. iv) Welborne Arts Festival (Saturday/Sunday 18-19 June, 2011) – MW
said the ‘physical arts’ of circus, dance and sport would feature this year as links to the 2012
London Olympics. In the current economic climate, funding was a ‘nightmare’ - £5,000 had
been raised so far and some contingency fund money would be available - so questions
remained over the extent of festival events. But there would at least be a circus and a ceilidh,
the latter preceded by a Bar BQ for which Poultec would do cooked food; the circus would
also work with schools and residential homes. Further hoped for activities included possible
sports demonstrations (MW was in touch with South Norfolk Village Games organisers to see
if there might be any liaison) and sports personalities were being invited to attend. Authors
being invited included Delia Smith. On visual arts, there were plans for a specially curated
exhibition and for a woman artist to make life-size willow figures based on festival themes,
although high cost made the latter unlikely. MW further noted the festival would have an
environmental inspection this year.
Trustees: -
Any Other Business: i) it was agreed to convene a work party at 1.30 pm on Thursday 10
February to trim yew trees and clear a potentially dangerous piece of wall. ii) a new effort
would be made to compile an events emailing list. iii) IF said he planned to put together a
Welborne Calendar of photos through the seasons and it was agreed this would be ideal to
try to sell at WAF.
Next Meeting: Tuesday 1 March, 2011 at 7.30 pm.
The chairman closed the meeting at 8.35 pm.
Minutes of Welborne Village Hall Events Committee 11 January, 2011 7.30 pm
Present: T Curson (ch), C Butcher, I Ferguson, M Maksymowicz, D Tudball (sec), J Turner.
Apologies: F Elson, H Turner, M Webb (treas).
Minutes: The minutes of the meeting of 7 December, 2010 were agreed and signed.
Matters Arising: TC reported that the hall booking fee that was outstanding because of
bounced cheques had now been paid.
Treasurer's Report: DT presented an updated treasurer’s report from MW. TC noted 2010
events income was about £2,000, somewhat short of the annual requirement of about £2,500
needed to cover village hall costs. Lettings income was exceptionally strong, however,
helping offset the weaker events performance.
Lettings: -
Events: a) Past: From Time to Time (Village Screen Saturday 11 December, 2010) – TC said
turnout had been modest but those who did attend enjoyed the evening. MM noted the
difficulty of booking films that were not already widely available elsewhere. b) Future: i) New
Year Supper (Friday 14 January, 2011) – TC said bookings so far totalled about 30, with more
hoped for. ii) – Made in Dagenham (Village Screen Friday 4 February, 2011) – DT reported
this film had been booked and was now being advertised, as usual with a bar. TC noted our
drink acquisition costs had risen while retail prices had stayed put, leading to a squeeze on
margins. It was agreed to raise prices as follows: pint of beer £2.80 (previously £2.50); glass
of wine £2.50 (£2); soft drinks £1 (£0.50). iii) Around the World in 80 Minutes (Village Stage
Saturday 5 March, 2011) – DT reported publicity flyers/poster had now been received from
Creative Arts East; unfortunately, these showed the venue as the village hall rather than the
church, an error at the CAE end. Since both were in the same location, DT had told CAE we
could deal with this; CAE would look into how the mistake came about. iv) - Cheese and
Wine Evening (March 2011) – TC said he was still trying to contact Mrs Temple. v) Summer
Bar BQ – TC noted this year’s Welborne Arts Festival (18-19 June) would be a bit later than
last time (though still two weeks after half-term), giving less of a time gap to the usual
Summer Bar BQ weekend for organisers involved in both events; getting new people involved
in the Bar BQ would help. After brief consideration of a May or September date, it was felt
summer was best and it was agreed to target a Bar BQ for Sunday 17 July, 2011.
Trustees: -
Any Other Business: DT reported: i) a circular about South Norfolk Village Games 2011
(Sunday 12 June) had been sent round to committee members. ii) a CAE film projectionist
training session would be held on 1 February, 2011 in Wymondham – MM said she may be
able to attend.
Next Meeting: Tuesday 1 February, 2011 at 7.30 pm.
The chairman closed the meeting at 8.18 pm.