Leigh on Mendip Memorial Hall Committee
DRAFT Minutes of Meeting Held on 6th July 2009
Present G Baker, S Cambourne, K Cockroft, R Orpwood, S Vaughan,
Apologies/Absent V Barnes, M Read, B Wigmore
Minutes of previous meeting agreed and signed.
Treasurer’s Report KC gave his report which covered 2 months. Underlying income over expenditure was good although some large one off payments had rather distorted the figures, we did not discuss any changes in hire rates re small meeting room. Annual fees had been paid to the Community Council and to the Small Lottery Fund. 2 draws were made one of which included the bonus prize, results as follow. June draw, 1st Sarah Bates £16, 2nd Vicky Higgins £8, 3rd Marsha Read £4, July draw. Bonus prize Wendy and Des Worley £40 1st Peter Bates £16, 2nd June Brewster £8, 3rd Anne Wells £4. KC noted he would need to transfer some money from the current account to savings.
Correspondence 1) SV had received the latest Charity News, Community Council Newsletter and an invitation to join the National Council for Voluntary Organisations but committee agreed not worth paying the £42 a year for this as already get good support from Community Council.
Maintenance 1) SV had e mailed Graham re cooker and problem with switching off seemed to have abated. 2) Farm glyphosate no longer available, SV to buy and treat re-growth in car park. 3) Person who owns piece of land adjacent to Hall car park had told GB had been intending writing to committee about repairing a section of wall between the properties, which he felt the Hall was responsible for. Committee decided to wait for a letter and then contact Land Registry to check if wall is on our property before agreeing to pay for any repairs. The same person also complained about cars deliberately skidding on the gravel but impossible to monitor this from a distance. If GB sees him again to ask him to either deal with it himself or let us have registration number of any car involved.
Fund raising 1) 11th July, “Elvis Still My Heart”. Only 22 tickets sold, although Frome Festival confident there will be more by the Saturday. Final arrangements were made for staffing, SV to buy drinks, GB to buy main food, several committee members to provide salads, SV to sell raffle tickets and staff door, KC and RO to run bar. Set up at 5. Committee to provide raffle prizes. 2) A hitch with the Fashion evening, our application arrived too late to ensure the Sept date, agreed to try for Nov 30th.
AOB 1) VAT issue discussed. SV could not find any ref. on website re regular bookings being exempt, except for sporting facilities which presume is how Rec Field have benefited. Due to the amount of vat we would therefore owe retrospectively from invoices issued and that which would have to be repaid to the Joint Grant Scheme, the financial benefit of registering would be fairly low, we were not relying on a rebate and once registered the extra cost for our hirers and the extra work for the treasurer did not seem worth while. The committee agreed not to proceed with registration.