July 2023
Claxby Village Hall Management Committee Draft Minutes of Annual General meeting Claxby Village Hall July 3rd 2023 - 12noon
Present – Lana Abrey-Sims, Geraldine Blake, Diane Clark, John Clark, Julia Lindley-Baker, David & Jenny Lofthouse
1. There were no apologies for absence.
2. Following the resignation of three committee members earlier in the year – notices advertising vacancies on the committee were posted in the village notice boards. Lana and Geraldine expressed interest and were duly co – opted on to the committee. Sue Tolliday, also responded and is willing tovolunteer her help in e.g. opening the hall for events.
3. Resolved Current roles remain - new roles and responsibilities - Julia – oversee charity fund raising events in the hall
Geraldine and Lana – advertising & promoting the hall for future events.
4. There was a discussion re. future use of the hall by village groups and the wider community -
Resolved to place notices advertising the hall and the rates of hire in the villages notice boards.
Resolved to produce a regular village magazine possibly with paid advertising (Lana to draft copy, David to print).
Resolved to form VH management committee WhatsApp group – Lana Resolved – to continueto let villagers use the hall F.O.C. until the end of September 2023.
Resolved – from October 2023 fees - £5 per hour for village groups, £10 per hour for groups from the wider community, £20 per hour, £50 half day, £100 full day for corporate groups with possible deposit and additional cleaning cost applied. Current Term & Conditions of hire of the hall state that hirers are responsible for cleaning up after events.
Suggestions were made for using the playing field for events and Lana to contact a trainer who may beinterested in hiring the dog walking area for obedience training.
It was noted that the dog walking area is not currently fully enclosed and it was resolved
to discuss this with the Parish Council playing field working party.
5. Outstanding work to hall – finish picture rail and re do skirting now the hall has “dried” out
Outstanding work outside hall – lean to, handrails to front slope, fence and gate to rear, access path toside, paint front fence and replace front commemorative stone and install “time capsule”.
6. Resolved to try to install fencing to rear of hall within the next two weeks and to form volunteer groups for future work. John & David to lead.
7. Formal meeting closed at 13.00