October 2023
Claxby Village Hall Management Committee
Draft Minutes of meeting held October 16th 2023 – 4.10pm
Present – Julia Lindley-Baker, Diane & John Clark, Lana Abrey-Sims, David & Jenny Lofthouse Apologies – Geraldine Blake
Minutes from previous meeting reviewed and accepted.
1. Village hall and car park update :-
Parish Council approved free usage of hall by villagers until March 2025 with voluntary contributions towards heating costs. Groups to supply own tea,coffee etc.
Resolved to provide a small receptacle in the kitchen for disposal of teabags as not economical to empty large bin after each group. Fees for other users as agreed in July meeting. Police commissioners election May 2nd 2024 charged at £150 due to duration of hire period. Discussion held about side of hall adjacent to Acis property to reduce weed growth – John has sprayed the area with weedkiller but it was resolved to consider removing vegetation and soil at the base ofthe ramp and installing a membrane and chippings to the area.
Quotes are been sought to improve access to car park and dog walking area. Discussed moving gate from lower part ofcar park to upper boundary of dog walking area and replacing it with a wider one to allow larger vehicles to access lower field. Possible grant funding available from LWCS grant scheme – resolved to continue to pursue this.
2. Finance
Hire fees for financial year 2022/23 £195.43 for 2023 to date £369.00 Resolved to pay for electricity and water for the hall usage from hire fees. Bank balance £7927.14 (reclaimed VATmonies from 2022/23 now in account )
3. Future events/advertising
In addition to discussed current and future possible events held in the hall resolved to hold a village Christmas evening event on December 9th - Julia to lead.
Resolved to advertise the hall in the village notice boards with link to the PC website for hire enquiries/bookings.
Discussed compiling and distributing regular village newsletter with articles, advertising, village groups news etc. – Lana showed an example for comment. Resolved to all research potential advertisers to fund printing costs and discuss further.
4. Maintenance
Stairlift service and PAT testing resolved to carry out when due.
Resolved to accept offer of help from villager to complete fencing and gate at rear of hall. David to measure up andobtain materials. Works needed to complete the hall as before due to incapacity of volunteer.
Resolved to research items for “time capsule”. Cleaning/maintenance etc discussed - offers received – resolved to form volunteer groups.
Lana left the meeting at 5.10pm - meeting closed at 5.20pm.