Village Hall

Chilton Foliat Village Hall

Minutes of past Village Hall Management Committee meetings
Pictures of past events

Book our village hall for your function!

Chilton Foliat Village Hall is a great venue for smaller functions of up to about 100 people. The hall is often hired for parties of all sorts, and it is perfect for many different events. It's clean, warm, and well-maintained. And it's not expensive!

For all hall bookings please call Tracy on 01488 682391.

The Village Hall Management Committee (VHMC) holds functions from time to time to raise funds for the Hall, a vital community asset. Click here to see them.

Some pictures of our village hall are below. Click on any one for a bigger picture.

To see pictures of past events, click here, and to see what's coming up, click here.

The village hall laid up for a Harvest supper.

The Arts & Crafts Exhibition in the Hall. October 2004.

Halloween Party in the Hall, October 2004.

From Chilton Foliat Village Hall Management Committee - November 2007

Ladies Sweep the Board at Village Hall AGM (This was written by one of the ladies. As you'd guess!)

Chilton Foliat Village Hall committee held its Annual General meeting Thursday night and the Ladies of the village have well and truly taken charge with all key rolls now filled.

Out going chairman Peter Camfield spoke emotionally about his 15 years at the head of the committee over which he has been a major player in up grading and re-furbishing the hall.

Peter gave thanks to the past members of the committee that he was proud to serve with in the days when the halls total funds were less than £1,000 for the year!
Many changes have taken place during his time with new heating systems, partial secondary glazing, disabled facilities including a hearing loop and a PA system. Along with this the decoration and general up keep of the hall is now better than ever making it a much more comfortable place for regular meetings or general hire.
The new committee would like to express their gratitude to Peter for all his hard work and look forward to continuing with his work to further up grade the village hall for the future.

The committee would also like to thank Marilyn Summers for her time on the committee both as secretary and latterly Bookings Officer. Both Marilyn and Peter have stated that they are happy to help out at hall functions so we won’t be losing them altogether.

Thank you to the members of the public who attended the meeting and especially to a new village resident Jay, who hearing about the problems of forming a committee agreed to be co-opted member.
The new committee now consists of;

Chairman – Liz Outridge
Secretary – Jackie Hynes
Treasurer – Hattie Richmond
100 Club Rep – Hattie Richmond
Bookings Officer – Tracy Crump
WI Rep – Rita Colclough
School Rep – TBA
Chilton Chicks Rep – Amanda Weller / Caroline Kaneen
Parish Council Rep – Nic Coome and Lynne Quinton
PCC Rep – TBA
Maintenance Officer – David Quinton / Jim Hynes
Co-opted Officers – Jay

The village hall are in the process of purchasing a new staging system and at the close of business Liz Outridge was delighted to announce that they have been awarded a £2,000 grant from Kennet District Council towards the purchase. Two people were foremost in making this grant application successful and they are Parish Councillor Nick Fritz and Kate Davis from KDC, we offer a huge thank you to you both. The hall will also be buying new theatre lights for use during performances or presentation evenings; these will eventually be available for hire by other groups making another avenue for increasing hall funds. It is hoped they will be in place for the next Pantomime, Dick Whittington, in the hall next January / February.
Christmas Decoration Day in the hall will be Saturday 1st December and helpers are welcome, starting at 10.30am.
The Christmas Quiz and Hot Supper Night is on Saturday 8th December at 7.30pm with Peter Camfield as your Quiz master, there will be a 100 Club draw at this event conducted by Nic Coome, tickets on sale now at £7 per person.
The Carols Around the Tree this year will be on Friday 14th December at St Mary’s Church followed by a torchlight procession that will lead to the village hall for mince pies and a hot drink, there will also be a 100 Club draw at this event conducted by Jackie Hynes.
The final 100 Club Draw of this year will be taken in the Wheatsheaf early evening on 31st December. Hattie Richmond would like to thank all members of the 100 Club for their continued support and is happy to announce we have over £900 available for use in the village hall.
For inquiries and or bookings please call Tracy on 01488 682391.

Minutes of the Village Hall Management Committee

Held on Thursday 27th September 2007

Present: P.Camfield; L.Quinton; L.Outridge; M. Summers; H.Richmond.

Apologies: A.Weller. N. Coome; C. Kaneen; R.Colclough;

Opening Remarks

The chairman welcomed the members and opened the meeting. He was pleased to announce that Iris Waite had offered to take over the booking Officer’s role as from the AGM.
Marilyn had a request from Newbury Library to hire some tables. It was agreed by this committee to charge £20 in cash in advance and a further £50 by cheque to be refunded once the tables are returned in good order.

Minutes of the Last Meeting

The minutes of the last meeting were read and agreed.

Matters arising:

· Central heating maintenance contract. Peter had quotes from both Bays and British Gas, it was agreed by this committee that the Bays contract didn’t go far enough to give us what we need so the contract will be given to British Gas at an annual cost of £192. This will give the system an annual check and full cover to the boiler and all radiators for maintenance and repair.
· To confirm that once the Church is ready for the Archive display of the village, only copies will be displayed, the originals will be kept in a safe place.
· Following the clearing up day suggestion, it was reported that KDC no longer supply free skips to villages. It will therefore be necessary to remove the rubbish ourselves. [It is proposed to have the clearing up day on Sunday 4th November from 10.30am, comments please]
· The fridge and broken urns will be collected by KDC at a cost of £13.
· All the village hall keys were accounted for bar one. In total there are 10 sets and these have now been numbered and the holder’s names registered new fobs will be added ASAP.
· Members are reminded that they are responsible for the set they hold and are not to loan them out to a third party without the prior knowledge of the bookings officer, thank you.

Treasurer’s Report

Hatty was pleased to report that we have £7424.87 in the current A/c; £141.55 in the Portman and £4.90 in petty cash. Total income for this year stands at £4605.55 with total out goings at £4215.18 and although we have made a profit to date, it is a very small one of just £390.37 for the whole year.
The chairman warned that it would be difficult for the hall to continue without some sort of fund raising throughout the year and urged the committee to consider carefully the diary for 2008.

100 Club Report

The 100 club is now back up to 94 paid up members and it was suggested that each committee member try to ‘sell a ball’ by the next meeting. Hatty has conducted three draws now and all payments have been brought up to date and the register of club members has also been revamped. Peter thanked Hatty for taking on both the 100 club and the Treasurer’s posts it has made things a great deal easier for the committee.

Proposed New Development

The drawings for the proposed new development of the Kitchen & WC’s were viewed and discussed with several points being made.

It was decided that the plans would need added:

· 1 x Velux or similar non opening window in the new corridor
· 2 x Velux or similar opening windows in the kitchen
· 1 x internal door from the back room into corridor.
·
It was further suggested that:

· Remove the windows from the storage room, this will increase security and allow more flexibility to build in shelves / cupboards etc. as required.

Plans appear to be incorrect:

· There is no mention of the existing window on the east elevation of the back room
· It isn’t clear whether the different depth of the external wall on the east elevation of the back room in conjunction to the main hall has been realised, if not this will have a significant effect on the width of the proposed corridor to the new build.
· Both North and South elevations are marked as North on the plans.

[Following this meeting further concerns were raised as without knowing the measurements of the rooms / corridor involved and it is difficult to make a firm decision on any of the above. Secondly there could also be a problem putting things into the storage room as it would involve two 90 *angels but this could be resolved by having double doors or even one large sliding door giving greater flexibility when moving items in and out of store]

Maintenance Report

The chairman had checked with the WVHA and to date there is no legislation to have smoke alarms wired into the mains but it was agreed that it would be done when the electrician is on site for the new build. In the mean time they offered a free fire check for the hall to assess our system and advise accordingly. Peter will action this.
It was agreed to go ahead with replacing the porch light with a sensor one to come on automatically when approached, this will aid anyone entering the hall in the winter months and deter loiterers. Lynne will action this and report back.

Proposed Staging

Still awaiting measurements of the school blocks for comparison.

Booking Officers Report

Bookings for the forthcoming month are Mondays Chilton Chicks; WI on the 11th and one private party. The WI has a booking for Saturday 3rd November.

Date of Next Meeting

Thursday 1st November 2007 at 8pm.

Present: P.Camfield; L.Quinton; L.Outridge; R.Colclough; M. Summers; N. Coome; C. Kaneen;

The chairman welcomed the committee and our guest Stuart Little of The Wiers, Chilton Foliat.

Stuart will be standing in for the new owner of The Square, Michael Holt, who offered his apologies for not being able to attend this meeting.

The chairman briefly outlined the content of a meeting held earlier with interested parties and asked Stuart to report the latest developments to the committee.

There followed some discussion with members asking questions and putting forward their concerns etc. The main points are as follows:

One major concern of the committee is the loss of valuable space for storage but Stuart is convinced adding in extra space for storage will not be a problem and this committee will have complete control of which white goods etc will be needed to furnish the new area. Once the draft plans are available members can add their suggestions for extra storage for approval, so the chairman is keen that we all see the plans and decide once and for all what we need for the future of the hall, after all, we will not get a better opportunity than this. Peter asked for a show of hands to show that the whole committee was in agreement with all that had been discussed, it was agreed unanimously.

The chairman thanked Stuart for attending and answering our questions so fully. Mr Little then left the meeting.

Rita asked that there should be a follow up on the Historic Day. It was agreed that it was n excellent event very well supported. Peter had sent a thank you card to Helen Purslow for organising the event and has requested she may in the future re-consider taking a position back on this committee. (Helen previously resigned)

Caroline told the committee although this wasn’t a fund raising event we actually took £82.09 in donations.

It was with great sadness the Chairman asked Caroline for her last report as treasurer. Peter gave high praise for the hard work Caroline has done for the hall and coping throughout her family trauma following their house fire. The committee added their thanks and everyone is delighted that Caroline will not be a stranger as she will be sharing the Chilton Chicks place with Amanda on the committee in the future.

Caroline announced we have £7,033.66 in the bank to date with two outstanding deposits to make. All payments are up to date. We will need to contact the Portman for a new passbook.

Peter asked if anyone could take over as Treasurer and Hatty will take a look at what is involved, she will meet with Caroline and make a decision by the next meeting. It would make perfect sense, as we have to alter the banking in favour of Hatty as she has taken over the 100 Club.

Hatty has now taken on the 100 Club and has spent some time sorting through paper work and creating a workable database. There still seems to be a few bank statements missing but she will sort duplicates. All returns have been made and are now up to date.

Hatty is very aware that we have not had a draw yet this year so it was proposed to hold a double draw at the Wheatsheaf on 27^th August during the Beer and Vegetable Festival day, Tracy will be contacted for permission.

Hatty was missing some addresses for club members and with the help of the rest of this committee brought those up to date as well.

Currently there are 59 members who pay by cheque or cash, it was agreed to split these and committee members will call and collect subs. Hatty will e-mail a working list around with a request that collections be completed before the first week in August please, also where possible could 100 club members be encouraged to use the D/D system, thank you.

The chairman had at last had confirmation from Ivor that the work will start on Sunday next, 1^st July and he will work evenings and weekends onwards as weather permits.

Lynne gave concern that fire checks etc are not being done frequently enough but after some discussion it was agreed that all legalities were being met in accordance with regulations. Comm. members are reminded to report any faults, lights, plugs fuses etc. to Dave or Lynne as soon as possible please.

(Caroline reported the Chilton Chicks test the emergency pull cord in the toilets every Monday!!)

Lynne also reminded the committee that the warranty on the central heating system runs out in October so we need to sort quotes to have a maintenance contract drawn up and active for 1^st October 2007. Peter will contact Bays who put the system in and also get other quotes for consideration.

The chairman reminded the comm. that the hall, as with all public buildings, will be a smoke free zone as from 1/7/07, Liz will produce a few no smoking signs.

Marilyn had concern about hall keys being handed out to non-committee members. Could all members please remember to contact Marilyn Summers if a request is made for keys or equipment from the hall, as she has to keep a record of hiring’s for insurance purposes. This follows a request for tables that was declined and the hirer taking them anyway without permission. Thankfully all the tables were eventually returned in good order but if we don’t keep a close record on who has what, it could result in an expense for the hall that was not necessary. Thank you.

With reference to the village archive material, it was suggested that we have a semi permanent display of somewhere in the village, the church being one obvious place. Lynne was concerned about the safety of the originals so thought making copies would be the way forward and the originals could be stored safely. There is a proposal to remove some of the back pews in the Church and with a backboard in place this would be an ideal place for a much-reduced village display with interest to our many visitors.

Peter will attend a PCC meeting soon and will put the proposal forward for their consideration and report back.

Marilyn suggested we have a clearing up / out day in the hall. Nic Coome will contact KDC with a request for a skip and a date will be arranged to co-inside with that. With the prospect of the new facilities getting under way later this year it is a good opportunity to clear out the debris.

The broken fridge and urns will have to be taken to a CA site. Peter asked Liz to put stickers on them to warn users of the hall they are damaged and not working.

Minutes of the Village Hall Management Committee

Held on Wednesday 9th May 2007

Present: P.Camfield; L.Quinton; L.Outridge; A.Weller; R.Colclough.

Visitors: Nic Coome PC Chairman & Lizzy Grey Chairman of the Fete Comm.

Apologies: C.Kaneen; M. Summers; P.Korolev; H.Purslow.

Opening Remarks

The chairman opened the meeting and welcomed Nic Coome and Lizzy Grey.

Minutes of the Last Full meeting & Sub meeting.

These had been circulated, read and approved.

Matters Arising

With regard to the Rural Arts performances, Rita announced that although there were some suitable for our needs, the period runs from July to December and taking into consideration the functions we already have booked, coupled with the major changes in the committee from November, it would be better to review it for next year.

Fete 2007

Committee chairman Lizzy Grey gave a run down of the attractions that are confirmed for this years event. She was delighted to inform us that she has secured 40 prizes for the grand raffle and has had a good response from the village as to where the funds should be spent.
Raffle tickets are now on sale and Lizzy would welcome anyone able to sell a few books in advance of the event, please contact her at home.
With the functions already booked it should be a cracking day out for all the family and the Fete committee deserve full support from the village.
Good quality Bric – A – Brac is being collected and can be delivered to Lizzy’s home or contact her and she will arrange collection.
Peter thanked L.G. for her attendance and report on the proceedings.

100 Club Report – Phil Korolev

The chairman had received an e-mail prior to this meeting to say that Phil wished to stand down as the 100 Club rep but proposed that Hatty [his partner] stand in his place. If it is approved by the committee there will be no need to alter the bank account again as Phil has agreed to remain a signatory, however, this will have to be discussed as it may contravene Charity Comm. rules.
As Phil was unable to attend a full report was not available but the chairman raised concern that several members of the club have not had their subs collected and officially cannot got into the draw until that is rectified.
Amanda offered to help if Hatty wants to go around collecting subs in the village, Peter will contact and report back.

Treasurer’s Report – Review of Quiz Night

As Caroline was unable to attend a full report was unavailable but the chairman was happy to announce that the profit from the Quiz Night reached £130. He gave thanks to all who helped on the night and especially to Lynne Quinton who provided the raffle prizes at no cost to the hall.

Historic Day – Sat 19th May – Helen Purslow

It is agreed to set up on the Friday evening at 8pm, all committee members that can help please come along.
On the day it is agreed to start at 10am and close at 4pm. with members operating a rota system to cover the event and serve refreshments. We will only be selling tea / coffee and squash, Amanda offered to bring milk and biscuits and there will be a voluntary collection plate at the door.

So far we have:- Helen & Amanda from 10am to 12 midday;

Lynne & Peter from midday to 2pm

Rita & Peter from 2pm to close.

Would all other committee members who are free please ‘pop’ in on an ad-hock basis to help out, we will also need help clearing away after the close so volunteers please to be in the hall for 4pm, thank you.

Maintenance Report – Porch Up-Date

The chairman has had a confirmed start date from Ivory of 23rd June for the work on the front porch. Ivory now has the correct bricks so can go ahead and complete the job.

Lynne announced that all the fire alarms have now been checked and are all working and two new alarms have been purchased ready to replace them if one fails. The elusive hall cleaning keys are now back in circulation so it is hoped there won’t be any further breaks in the cleaning rota. Lynne paid particular praise to the hirers of the hall last weekend, it was left perfectly clean. Amanda announced the new vacuum cleaner is working well and will remain in the back room for everyone’s use.

Any Other Business

At this point the chairman invited Nic Coome, Parish Council Chairman to speak.

It was with great pleasure that Nic announced that the new owner of the Square would like to restore the building attached to the hall but in doing so this would mean the hall losing it’s kitchen / bathroom facilities.
The fantastic news is that the new owner has offered, with no cost to the Parish or Hall, to replace the facilities with new ones to be erected at the rear of the village hall. This is something Peter tried desperately to have done several years ago but the then owners were not agreeable so this news was received with great joy.

There is, as always with such things, a great deal for we as a committee along with the Parish Council to consider and therefore Nic would like a meeting of VH committee members, himself and the new owners to discuss the details and finer points.
The proposed suggested date would be at the beginning of June and prior to the meeting the chairman asks that we all think very carefully about the proposal and make notes of any questions, suggestions, fears or problems that you think may occur, for example, if the access to the new facilities is to be through the back hall, this will have an immediate effect on any productions we intend to have in the future. Also it means losing valuable storage space plus it will make it more difficult to use both rooms for different purposes at the same time.

Peter and Nic asked that we all write down anything and everything and e-mail it to Nic Coome ASAP once he has this information a date for the meeting will be arranged. All the information will then be collated into order by Nic and brought to the meeting.
The chairman thanked Nic for coming and especially with such good news and said this is a marvellous opportunity to get what the hall desperately needs so we must make sure we get it right, your input is vital!!

To conclude the PC attendees on this committee will now be Lynne Quinton and Nic Coome, with a possible change later in the year.

Date of the next Full Committee Meeting

Thursday 28th June 2007 at 8pm.

Please contact the secretary in advance if you are unable to attend, thank you.

Minutes of the Village Hall Management Committee

Held on Thursday 19th March 2006

Present: P.Camfield; A.Weller; M.Summers, R Colclough, H Purslow, L Quinton, C Kaneen

Apologies: L Outridge

Opening Remarks

Minutes of last Meeting & Matters Arising

The minutes had already been circulated and read.

Review of the ‘School Disco’

As recent emails have highlighted there was obviously a misunderstanding in the promotion and organising of the event. On this matter the committee voiced an apology to Liz Outridge for its lack of support organising and attending the event. A vote of thanks was passed to Liz for all her hard work.

It was agreed that in future a clearer understanding of who is ‘running’ an event is established well in advance of the date, that members of the committee commit, where possible, to ticket selling, leafleting and attending. If attendance from the committee is going to low it needs to be decided in advance if the event should run.

Village Quiz – Saturday 28th April

· Ticket price is £7 with a cost of £4 to the pub for food and £1 per ticket to be spent on prizes.
· The committee and the pub took tickets to sell and agreed to contact Peter in advance of the event with numbers
· Peter and Caroline agreed to run the 100 club as Phil has a previous engagement.
· Helen and Lyn offered to run the raffle and have a budget to £15 to spend on prizes. They will sell tickets on the door and during the interval.
· The Helen kindly offered the services of the Fete committee to deliver the leaflets as they are already circulating theirs over the next few days.
· The committee will meet at 10.30 on Saturday morning to setup the hall.
· Helen offered to take the washing up home to her dish washer (I am prepared to share this chore!)

Future events

The Historic event is set for the 19th May. Helen asked for Volunteers to transcribe some of the literature, most of the committee offered help. Helen will bring the papers to the setup on the 28th April. Helen will also be looking for Volunteers to help setup and man the vent. This will be decided at the next meeting.

Cleaning Keys

The cleaning keys have been missing for some time - None of the attendees have the cleaning keys. It was agreed to ask other members of the committee.

An action was taken by Amanda to purchase a new vacuum cleaner. The cleaner will be kept with the brushes in order to allow hall users to clear up properly.

Any Other Business

Fete 2007 – After some discussion as to the organisation of the Fete it was agreed to ask Liz Grey the Chair of the Fete Committee to present a brief overview on the Fete and where the funds will be spent. If you have any thoughts or would like to offer your services to help with the fete please bring your comments to the next meeting when we all have the opportunity to talk to Liz.

Date and Time of Next Meeting

Wednesday 9th May 2007

Minutes of the Village Hall Management Committee

Held on Thursday 1st March 2007

Present: P.Camfield; L.Quinton; R.Colclough; L.Outridge; A.Weller; M. Summers;

Apologies: C.Kaneen; P.Korolev; H.Purslow.

Opening Remarks

The chairman opened the meeting and welcomed members present and then with some regret, read a letter he had received from Kathleen Parrack announcing her resignation from the committee with immediate effect. Kath has been an active and extremely valuable member of the committee for more than 17 years as it was her and her late husband Dikkie along with a few others who started the beginning of a Village Hall Committee in those days when funds were in the region of £5 !!!
Between them the original committee conducted the very first raffle and the very first Cheese & Wine event to raise funds for the hall and we cannot thank them enough for their sterling work and enthusiasm, which we try to continue to date.
Lynne Quinton offered a vote of thanks for Kath and suggested a presentation of something to thank her for her efforts, this was agreed by all present and the chairman concluded that Kath had indicated that she would be happy to attend some functions and perhaps take tickets / entrance fees at the door so we will not loose touch completely.

Apologies for Absence

Apologies were received from Caroline Kaneen; Phil Korolev and Helen Purslow.

Minutes of the Last Meeting

The minutes had been circulated, read and approved.

If you did not receive an updated copy please add L.Quinton to the list of attendees and apologies from R.Coclough.
On the list of calendar of events the Quiz Nite is in April not Aril as written.
There were no further matters arising.

Treasurer’s Report

In Caroline’s absence Peter gave the report.
We haven’t got a full written report but both Rentokil and British Gas were paid and the only outstanding account known to date is Thames Water.
There was some concern about the safety of the accounts following the dreadful fire at the Kaneen’s home as this is something that could happen to any building at any time including the village hall itself therefore it was agreed that a metal box would be purchased,(P.C. will action this), to hold important documents and Rita will also purchase a memory stick through school and files will be copied onto this to use as a back up.

Booking Officer’s Report – already circulated via e-mail, if you require a copy please contact Marilyn, thank you.
On Tuesday 13th Kennet DC have booked the hall for the day and there is also a PC meeting in the evening however the PCC have advertised their public meeting on the same evening. After some discussion it was agreed that it should be possible to hold both meetings by using the back room, Peter felt that the PCC would probably be finished before the PC meeting anyway.
Marilyn will contact Nick Coome to make him aware.

100 Club Report – rep not present, but Peter has written a letter to the bank to authorise the changing of the banking details.

Calendar of Events

Marilyn expressed concern about the number of events we have on the calendar in relation to the number of active members there are / will be to cover them, in relation to the fact that three members had notified the committee of their intention to resign, however after some discussion it was clarified that Peter would continue as chairman until the AGM in November he will then officially resign. The secretary will continue with Amanda taking the minutes and covering meetings Liz cannot attend.
These decisions along with the help of volunteers should be sufficient to deliver all the functions we propose and possible others as well.

The next event will be the Retro Disco on Saturday 31st March Marilyn is happy to post flyers around the village and Liz will do posters and tickets committee members will be allocated tickets to sell. It was deemed unnecessary to hold a meeting prior to the event as the Mallison’s have hosted several of a similar event before and it will be basically dressing the hall on the day.
Liz will contact Jackie Hynes and Hilary Mc Neal as they had indicated they would help out at functions, Jackie will also be asked to take an active roll in the organising the Barn dance in October.

The Quiz and Hot Supper Nite will be on Saturday 28th April Peter will speak to Tracy in the Wheatsheaf about food, Liz will do tickets and posters and the next meting, 19th April, will include a sub meeting to cover the Quiz nite.

Maintenance Report

Lynne told this committee that she and David had given the hall a thorough clean and the radiators had been bled and water pressure tests completed. All lights and sockets were tested and working. There were some supplies that needed replacing and Liz will action this. The chairman offered his thanks.
Ivan has been contacted with regard to the porch and has confirmed he will begin in three to four week’s time. We now have a sample of the correct bricks to match the porch and they are called ‘Leicester Reds’.

Any Other Business

It was suggested that we advertise for help either on the committee or by way of volunteers for specific functions. Posters and adverts in the past have not been successful and Rita felt it gives a negative effect to advertise for help. Amanda suggested that the wording could be arranged in a better and more positive way and will produce a poster to this effect for the bus shelter and hall porch boards.

Date of the Next Meeting

Thursday 19th April 2007 at 8 pm.

This will include a sub meeting specifically for the Quiz Nite.

Minutes of the Village Hall Management Committee Meeting

Held on Thursday 16 November 2006

Present: P.Camfield, K.Parrack, C.Kaneen, A.Weller, M.Summers, N.Davies, L.Quinton, R.Colcough, P.Korolev, H.Purslow

Apologies: L.Outridge

Minutes of last Meeting

The minutes were read and approved and duly signed by the Chairman.

Matters arising

Helen agreed to take on the What’s on Diary. At the previous meeting she had only committed to taking on the printing
· VH Committee to inform Helen ASAP in 2007 of the plans for the year

Amanda and Caroline raised the issue again of hall cleanliness after events at the weekend
· VH committee members to check cleanliness of the hall following events at the weekend when they are on rota that week.

Treasurers Report

Caroline circulated a copy of the report. Balance confirmed as £7711.93

Booking Officers Report

Marilyn to circulate a copy of the report

100 Club Report

Phil to get in touch with N Fritz to get details on the role by email

Maintenance Officers Report

No report

Carols around the tree

It was decided that the carols would take place in the church yard and that refreshments would be served afterwards in the village hall. A torch lit procession would take place between the two venues. Teas, coffees and mince pies would be provided.

· Rita to source 3 fluorescent jackets
· Lynne to organise marshals for the route
· Phil & Peter to arrange a 100 Club draw
· Nick to ask his neighbours if they could not park outside their houses during the event and to place police cones in the area
· Available Committee members to meet at the village hall at 3pm to set up
· Helen to be the marshal at the church gate
· Mince pies to be brought along by committee members. Phil kindly volunteered to make some!

Any Other Business

Christmas Decorations are to be put up on Fri 1 Dec and Sat 2 Dec
· Amanda & Caroline to put up tree on Fri 1 Dec
· Other available Committee members to meet at 10.30 on Sat 2 Dec to put up remaining

Christmas Decorations to be taken down on Fri 5 January during the day & in the evening
· Amanda and Caroline to take down tree in the morning
· Other available committee members to meet Fri evening to take down the remaining

Lynne and Helen kindly agreed to be included on the cleaning rota & Helen agreed to type up and circulate the rota.
· Helen to circulate first rota for 2007 by year end 2006

Christmas Bingo, Thursday 7th December
· Caroline to buy prizes

Debate regarding hall hire rates continued and Lynne and Helen agreed to look at a possible revision.
· Amanda to establish hire rates for other local halls & to email to Helen and Lynne.
· Helen to look at possible revision to the rates

Date of next Meeting

Thursday 4th January 7.45pm

Peter and Phil gave their apologies

Minutes of the Village Hall Management Committee Annual General Meeting

Held on Thursday 16 November 2006

Present: P.Camfield, K.Parrack, C.Kaneen, A.Weller, M.Summers, N.Davies, L.Quinton

Apologies: L.Outridge, N.Fritz

Public Attendees: J.Cameron-Hayes, L.Camfield, R.Colcough, P.Korolev, J.Hynes, H.Purslow

Opening Remarks

The Chairman welcomed everyone to the meeting and thanked the members of the public for attending. Peter also gave a full apology to the village for any upset caused by the recent email which had been circulated and stated that no mandate had been given to the issuer of the email with reference to this matter

Minutes of last Meeting

The minutes were read and approved and duly signed by the Chairman.
There was one matter arising which was raised by N Davies regarding the question of a Youth Club representative on the committee. It was decided that this would be resolved at the election of officers later in the meeting.

Treasurers Report

Caroline circulated copies of the accounts 2005/2006. She thanked those involved for the significant contributions from the fete and the pantomime. She clarified that the loss showing against the Harvest Supper was incorrect, as this event runs over 2 years and had therefore shown a gain in the previous year.
Caroline informed everyone that the accounts had been audited by a new auditor and that he was putting a number of recommendations in writing to the management committee.
The accounts were approved, proposed by N Davies and seconded by M Summers.

Booking Officers Report

Marilyn reported that the village hall continues to be used by village organisations, although Irish Dancing no longer takes place.
Lynne raised a question as to the hall hire costs for a ‘not so youthful’ youth club, this led to a general debate regarding hall hire costs and the Chairman proposed that the hall hire charges be looked into by the committee (see committee meeting minutes, 16 Nov 2006 for action point on this).

100 Club Report

No report was submitted. In place of a report the Chairman read the minutes from the meeting held on 26 October 2006 regarding the 100 Club Report at that time. Phil requested more information about the role of the 100 Club Representative before taking on accountability for this (see committee meeting minutes, 16 Nov 2006 for action point on this) .

Chairman’s Report

Peter read out his annual report and thanked the committee for their hard work and loyalty but pointed out that the committee is short of trustees. He commented on the work which had been funded by Kennet Council and the valuable funds provided by the 100 Club. The Chairman stated that the hall and its function should be greater than any individual.

Election of Officers

The results of the election of the new committee were as follows:

Chairman Peter Camfield proposed by C Kaneen and seconded by M Summers

Secretary Liz Outridge proposed by P Camfield and seconded by M Summers

Treasurer Caroline Kaneen proposed by P Camfield and seconded by N Davies
See note (i) below

Maintenance Officer Lynne Quinton proposed by C Kaneen and seconded by M Summers

Youth Club Rep Nick Davies proposed by K Parrack and seconded by C Kaneen

WI Rep Kath Parrack proposed by P Camfield and seconded by A Weller

PCC Rep See note (ii) below

School Rep Leave as vacant as no nominations. Hope to fill in the future.

Parish Council Rep Lynne Quinton proposed by C Kaneen and seconded by A Weller
Gary Crumpler proposed by C Kaneen and seconded by A Weller

Co-opted Member R Colcough proposed by C Kaneen and seconded by A Weller
H Purslow proposed by C Kaneen and seconded by A Weller
See note (iii)

Booking Officer M Summers proposed by C Kaneen and seconded by N Davies

Chilton Chicks A Weller proposed by N Davies and seconded by K Parrack

100 Club P Korolev proposed by C Kaneen and seconded by M Summers
See note (iv)

Points to note:

i. Caroline agreed to act as a treasurer for a maximum of 1 more year. Jackie volunteered to be trained on the basis that she was under no pressure to take on the role of Treasurer
· CK to train JH on the role of Treasurer. JH to report back as to whether she would like to take on this role

ii. There is discussion underway regarding this role, in the meantime Peter will continue to act as the PCC Rep.
· JCH to look into possible successors and to report back to the committee

iii. Rita volunteered to be a co-opted member on the basis of her not having to attend committee meetings

iv. Phil confirmed he would like to find out more detail on the role of 100 Club Rep before taking on accountability for it

Date of next Annual General Meeting

Thursday 15 November 2007 at 8pm

Public Points of View

The arrangements for carols around the tree were discussed with the general consensus being for a split venue (carols in the churchyard, torch lit procession and refreshments in the village hall), Peter confirmed that a decision regarding this would be made at the following committee meeting. JCH suggested that we should review the success of these arrangements after the event, in the meantime he gave his full support for the proposal and encouraged everyone to feedback comments and ideas on alternative uses of the church. Event and arrangements to be published in Parish Magazine, on website and at school assembly and at the family service at the church

Minutes of the Village Hall Social Sub Meeting

Held on Thursday 28th September 2006

Present: P.Camfield; L.Outridge; C.Kaneen; N. Fritz ; M. Summers

Apologies: K.Parrack; A.Weller

Opening Remarks / Apologies for Absence

The Chairman welcomed members to the meeting. Apologies were given for Kath
and Amanda.

Treasurer's Report

Bank totals remain the same as in report of 7th September 2006.
Nick Fritz had a finance report following the Harvest Supper, copies
available if required. The proceeds of the raffle totalling some £288 will
be added to the coffee morning takings and donated to the Macmillan Cancer
fund.

Bingo - Future ?

Peter was disappointed to report that as only two members of the public
arrived for the last Bingo session and he decided to cancel it. This is only
the second occasion we have had to cancel Bingo because of lack of numbers.
After some discussion it was decided by this committee to go ahead with the
Christmas session as advertised and then review whether to include it on
next years diary.

Art Ex - 6th & 7th Oct.

The chairman has spoken to the local primary school and agreed to show 30 of
the children's work, there will be a vote by the public and the winner will
receive a small gift.
NF & PC will set up in the evenings of Wednesday 4th and Thursday 5th
October and LO & CK will meet at the hall at 10am Friday 6th Oct.
Caroline will do the sales sheets; Iris and Valentina will make
refreshments, Peter will purchase wine of which one glass will be offered
free to all attendees with refills by way of a £1.50 donation.
The artists have been instructed to arrive at 3pm and we aim to start the
evening at 7pm for residents only.
Saturday morning we will meet just before 10am and open to the public, again
refreshments will be served for a £1 donation per cup. Clear up will be from
4pm to 5pm, please encourage friends or family members to help.

Easops Fables - date and admission

The touring company will perform Aesops Fables in the hall on Saturday 13th
January 2007 they requested that we erect the stage from the school, [Liz
contact school], in the middle of the hall. The back room will be divided
into a changing area for performers and a drinks serving area. Marilyn &
Caroline will cover the refreshments for donations in the region of £1.50
per serving.
Advertising material should be with us within the next month and the
committee will have to sell tickets, if sufficient are required there will
be a second performance. Tickets will be £7.50 per adult with concessions at
£6.00 we will need volunteers for tickets sales please. The cost to the hall
will be £150 per performance plus 50% of the box takings.

Any Other Business

Marilyn had a request for a New Years Eve booking from a village resident.
It was agreed to charge £75 for the hire and the finish time has to be
00:30am

Next Full Meeting Thursday 26th October 2006 at 7:45pm. Thank you.

Minutes of the Village Hall Management Committee

Held on Thursday 27th April 2006

Present: P.Camfield; K.Parrack; L.Outridge; A.Weller; M.Summers

Apologies: C.Kaneen; N. Fritz

Opening Remarks

The chairman asked that all committee members please note that the correct charity number is 1085250 and should be included on all correspondence, posters, tickets etc. relating to the village hall.

There was a good report following the Quiz night, it is probably the best attended one we have ever had and profitable as well with over £100 to add to funds.

Peter thanked the committee for all their help.

Minutes of the Last Meeting

The minutes had been circulated and read.

Matters Arising

Marilyn has amended the booking form to include the risk management details.

The chairman had received a thank you card from Brian and Eileen for their pictures, the remainder of the donations collected were sent by way of a cheque.

Booking Officers Report

Marilyn had already sent copies this month’s hall bookings via e-mail, if you have not received them and wish to have a copy please contact her.

It was agreed to increase the hire charges for the hall to come inline with the general increase in our outgoing costs, i.e. central heating.

Three queries;

Does the Parish Council pay a hire charge for the hall ?, if so how much and when.
Did the money get transferred to the deposit A/c ?
What is the comparison of our gas bill a year ago and now please ?

Hall Cleaning / Maintenance

Amanda had not been able to secure any further quotes for cleaners and we are therefore left with only one. It was discussed and decided by this committee that it is not viable at this time to employ someone with the income that we have so we will continue with the format as is for the foreseeable future.

Jim Hynes and Dave Quinton are now in contact with Nick Fritz and will tackle jobs as and when they are needed.

Nick Fritz and Liz had cleaned the windows in the front of the hall as requested, but the rest really do need to be cleaned inside and out. A local window cleaner will be asked to do them.

Peter is still awaiting a full report from the roofer regarding the back room roof.

Nick Fritz has spoken to Ivan about the porch and will report back on his return.

Liz was asked to do another emergency notice showing the whereabouts of the nearest public telephone.

Calendar of Events

The next event will be the Bingo on Thursday 4th May. Peter will buy raffle prizes to the value of £10 as many members as possible to attend please.
The cheese and wine event will be on Saturday 20th May from 7.30pm. Peter will buy the wine and Liz will do the tickets and posters. There will be a short social meeting to finalise details for this event on Thursday 18 th May at 7.45pm.
The Church & Village Fete will be on Saturday 3rd June.
The next Bingo will be on Thursday July 6th.

Any Other Business

Amanda was pleased to report that the Fete is well under way thanks to the two Nicks who have worked amazingly hard to pull things together. A fully report will be at the next meeting but members can contact either Nick F or Nick D for any information.

The secretary was asked to check whether we need to formally request funds from the precept via the Parish Council.

Meeting closed at 9:40pm

Date of Next Meeting

Short Social meeting Thursday 18th May at 7.45pm

Full committee Meeting Thursday 22nd June at 7.45pm

Treasurers Report

Alliance and Leicester Balance £ 2,916.67

Portman Account £ 3,979.05

Lloyds Account £ 0.45

Petty Cash 99.75

Total £ 6,995.92

Minutes of the Village Hall Management Committee

Held on Thursday 30th March 2006

Present: P.Camfield; E.Keen; B.Keen; N.Fritz; K.Parrack; L.Outridge; A.Weller;
M.Summers

Apologies: C.Kaneen; P.Waite

Opening Remarks

The chairman wished to offer a vote of thanks to the secretary for producing the What’s On diary for the hall events. It was agreed that this should be the format we will adopt on an annual basis for the future.

Minutes of last Meeting
& Matters Arising

The minutes had already been circulated and read.
Peter announced that the hall had received £46 in donations following the lecture by John Cameron – Hayes.
It was decided to postpone the discussion on the kitchen redecoration until the next meeting.

Treasurers Report

The treasurer had circulated the current bank status via the e-mail, as she was unable to attend this meeting.
The only major point is to clarify if, as agreed at the last meeting, the amount of 6K was transferred to the deposit A/c.

Booking Officers Report

Marilyn had circulated the bookings for April via the e-mail, there were no additions.
Peter asked that all users of the hall be made aware of the risk assessment; from April 1st all functions have to have one responsible person in case of an emergency. It had already been agreed that the person doing the hiring would be the natural choice.

Cleaner for the Hall

So far only one full quote had been received so Amanda will go back to both Tanja and J&J for their quotes and report back.
It appears J&J only have domestic insurance so N.Fritz suggested we look at the hall insurance to see what cost it would be to include them. Peter will action this.

Maintenance Report – including update on back room roof

Brian has checked the tea urn and although it is working he strongly recommended purchasing a new one for safety reasons. It was agreed that Liz will look into this we may only need a smaller one.

[Following this meeting I have found two possibles one 8ltr capacity for £49.98 and a similar make but 20ltr. capacity for £58.78 I feel the later would be more economical in the long run]

Could all members keep a check on the pathway along side of the hall as a build up of stones and moss (from the gutters) could be a hazard to the users and encourage weed growth.

Brian had a quote from Ivan to repair the brick / stone work in the front porch of between £500 and £700.

Liz had spoken to the roofer and he will be inspecting the hall next Wednesday 5th April at 5pm.

Quiz Night 8th April

It was agreed that we will meet in the hall at 6pm to set up.

[as many of the committee as can make it please]

There will be a raffle as well as a 100 club draw, Peter will buy some Easter Eggs for prizes and there are two bottles we can use in the cupboard.

The Wheatsheaf will make Chicken and Rice for the supper with Mushroom Stroganoff for the vegetarian option. Could they please have final numbers by Wednesday 5th. thank you.

Any Other Business

It was with great sadness that the chairman received two resignation letters from Eileen and Brian Keen who will be leaving the village. Peter expressed his disappointment at losing two such hard working members of the committee and the whole committee agreed they would be sorely missed.
The secretary proposed a vote of thanks to Brian and Eileen and this was seconded by the chairman and agreed by all.
Nick Fritz will take over temporarily as maintenance officer until other arrangements can be found so can all members please refer anything to do with repairs etc directly to Nick and not Brian, with immediate effect, thank you.
Brian will draw up a list of regular jobs that will need to be done i.e. drains / gutters cleared. Nick will also take over as Neighbourhood Watch Co-ordinator for the village.

The notice board in the porch is broken and looks unsightly, Nick will see to this.
Brian reminded Liz to do the CCTV notice for the porch. [done]
Could someone remember to ring Polly & Pam about bingo.

Date and Time of Next Meeting

Thursday 27th April 2006 at 7:45pm

Minutes of the Village Hall Management Committee

Held on Thursday 23rd February 2006

Present: P.Camfield; E.Keen; B.Keen; N.Fritz; K.Parrack; C.Kaneen; L.Outridge; A.Weller;
M.Summers

Apologies: none

Opening Remarks

The chairman reported that the Bingo session was cancelled because of attendance.
The proposed Quiz night is postponed to March.
The updated licence has arrived from Kennet and now includes the missing days, Friday and Saturday.

Minutes of last Meeting

The minutes had already been circulated and read, under ‘Calendar of Events’ please amend the Royal Artillery to the Kings Troop, thank you.
There were four matters arising.

· The thank you note and cheque for £100 needs to be sent to the Watermill as previously agreed.
· Marilyn asked if she should put the rubbish out on a Wednesday morning, agreed.
· Users of the hall will be asked to recycle where possible and directed to the school’s recycling facilities, Liz do poster.
· Eileen had checked with our Insurance and we are covered for cleaning as well as maintenance duties so long as they remain unpaid.

Treasurers Report

Caroline circulated the latest report and a balance sheet to date.
One small amendment, re cheque number 200078 for £139.37; not wholly Panto expenses. This was broken down to £50 for fabric (Pantomime), the new laminator with pouches and the remainder for cleaning materials for the hall.

After the deduction for the Watermill the pantomime made £1,454.16 a fabulous conclusion to a great deal of hard work by many people.
The committee wished their thanks be passed on to Liz and everyone involved. N.F. suggested we have a group photograph of the whole cast framed to hang in the hall, this was agreed by all.

Balances to date show £2,719.35 in the Alliance & Leicester; £3,979.05 in the Portman; 45pence in Lloyds and 99.75 in petty cash, making a grand total of £6,798.60

It was discovered that the original promise of a better interest rate was only if a deposit account was taken to run along side the current account with A & L. It was agreed to move some 6k with immediate effect to the deposit a/c.
Because of new banking regulations it was agreed by this committee that Caroline should hold a cash point card for drawing petty cash up to a value of £50 in any one transaction. The treasurer will also investigate an online banking facility with the A & L and report back.
The chairman thanked Caroline for her report.

Booking Officers Report

Marilyn had notice that from 3rd April Chilton Chicks will move from afternoons to a morning session from 10 am to midday.
Irish Dancing continues on Monday evenings and there are two birthday parties booked plus a coffee morning on 10th March.
The next Parish Council meeting will be on the 14th March with Bingo on 16th followed by a talk on the Kings Troop on the 18th with JCH. A further party is booked for the 31st.
Peter thanked Marilyn for taking the bookings and for her help regarding the removal of the rubbish in the hall.

Cleaner for the Hall

Amanda had sent out am e-mail with a basic cleaning spec that she had compiled with Brian’s help and asked for the committee to approve it, this was agreed.
It was agreed the most convenient day for a paid cleaner would be Friday with a suggestion that a committee member check on a Sunday that all is in order for the start of the week.
Amanda will ask for quotes and report back.

Calendar of Events

After some discussion the first draft for this year’s events were agreed upon. Please see the list attached.

Risk assessment

All members of this committee are asked to be aware when checking or using the hall as the last check found very loose floorboards in the centre of the main room and this could have dire effects if left unattended.
From the 1st April it will be compulsory for one person to be nominated at every function as the risk officer; their duties will include, to open and close fire doors, check appliances are working and switched off at the end of the function and to be the co-ordinator in the case of an emergency evacuation of the premises.
Committee members are asked to check that all appliances are switched off when they check the hall.
It was agreed that a risk assessment review will take place annually at the first meeting following the AGM, not the same evening.

Any Other Business

Brian had met with the Chubb representative for the annual inspection. The officer acknowledged that we do only have two appliances on the premises and that the matter should at last be resolved.

Marilyn will do a monthly list of bookings to be put up in the kitchen so everyone is aware of when the hall is free.

Following a discussion on the kitchen refurbishment, Nick F. will contact Jewsons to do another quote without the cooker.
David Hickford will be asked to quote for the new flooring. The chairman asked for caution as we still have the roof in the back room and some outside work to be done as yet and feels this has priority over a new kitchen. Peter will contact the roofer for a quote.

Meeting closed at 9:50pm
Date of next meeting Thursday 30th March at 7:45pm.

Calendar of Events 2006

FOR ALL HALL BOOKINGS PLEASE CALL MARILYN ON 01488 681274 OR E-MAIL AT
summersm45@hotmail.com

Minutes Extraordinary Meeting of the Village Hall Management Committee
To Formally adopt the Audited Accounts for 2005.

Held on Thursday 19th January 2006

Members of the Public were invited to this meeting but there were no attendees.

Committee Present: P.Camfield; E.Keen; B.Keen; N.Fritz;; K.Parrack; C.Kaneen;. L.Outridge;
A.Weller; N.Davies
Apologies: M.Summers

The purpose of the extraordinary meeting is to formally adopt the audited accounts for the last financial year up to 30th September 2005.

The Treasurer circulated copies of the signed accounts, which were read and approved by the committee. Proposed by Nick Davies and seconded by Brian Keen
N.fritz commented that it was pleasing to see that the income more than covered our outgoings and left a small surplus as a fall back.
The only unknown cost to date is the possible heating increase due to the new system but as it is a more efficient system any extra cost should be minimal.
The Chairman thanked Caroline for her work as Treasurer.
Caroline was impressed with the way the audited accounts had been presented and asked that a small gift should be given to the accountant as we are not charged for their service. This was agreed.

The Chairman closed this meeting.

Minutes of the Village Hall Management Committee

Held on Thursday 19th January 2006

Present: P.Camfield; E.Keen; B.Keen; N.Fritz;; K.Parrack; C.Kaneen;. L.Outridge; A.Weller; N.Davies
Apologies: M.Summers

The Chairman welcomed the committee and gave apologies for Marilyn Summers.
The minutes of the last meeting were read and approved.
There were no matters arising.

Treasurer’s Report

Copies of the treasurer’s report were circulated to members and Caroline gave a brief run down of our financial situation. Expenditure appeared high but this included the 12k to Bays for the central heating but still leaving a healthy balance of £5,696.03.
If you did not receive a copy of the report please contact Caroline or the secretary, thank you.

Pantomine

The final details of the running of the pantomine performances was discussed and arrangements made for covering the door, raffle etc.
Saturday 28th January matinee performance, Kath & Amanda have agreed to be on the door from approx. 1pm and again at the evening performance from 6pm. Programs will be on sale for 20pence.
Nick Davies will be compere for the matinee and Peter Camfield for the evening both helping to sell raffle tickets and conducting the draw during the interval, there will be a maximum of five prizes.

Saturday 4th February performance, Eileen and Brian Keen will cover the door for the matinee with additional help from Nick Fritz for the evening performance who will also help to sell raffle tickets.
Peter Camfield will compare both performances on the 4th Feb and conduct the raffle.

No refreshments will be provided from funds for committee, performers or the public and it was agreed that there would not be any presentations following the final performance as too many people have worked on the making of this event for any one to be singled out. The chairman will do a general thank you to all concerned at the final performance.

All attending committee members are requested to keep all taped areas clear and chairs, tables etc not to be moved. As well as the two chairs by the door there are three further chairs behind the lighting and sound tables for committee members only. ( As there are other fire exits it is acceptable to block this one without compromising our insurance)

Liz was pleased to report that £150 in sponsorship money has already been received and well in excess of £600 has already been taken on ticket sales.
It had been suggested that a £50 donation be sent to the Watermill for the loan of the lights but this committee agreed to add a further £50 from our funds to this making £100 in total.

Booking Officers Report – to be put forward to the next meeting.

100 Club Report

Nick Fritz had prepared copies of the report for members and was delighted with the income of £1,300 for the year and a balance to December 2005 of £534.13.
We have 106 members in the 100 club to date and Nick estimates there will be approximately £700 available to use for the hall this year as well as having another seven draws.
The chairman offered his thanks to Nick.

Maintenance Officer’s Report

Regarding the possibility of change in the collection of waste it was suggested that users of the hall be asked to dispose of their black bags rather than leave them in the hall. There was concern that if this was made a condition of hire, (by including it on the booking form), it could dissuade people from hiring the hall. N.D. made a comparison with Ramsbury where all waste is dealt with by the cleaner.
M.S. had agreed to call in to check on the situation, the chairman will contact her to discuss it.

There followed a lengthy discussion as to whether it would be viable to employ a cleaner, N.F. pointed out it would cost more than all the fund raising events we had throughout the year just to fund that and that committee members are only required to clean five times a year.
B.K. was very unhappy with the standard of cleaning in general and was critical of the committee’s involvement; the chairman rebuked this out of hand. The main problem seems to be at the beginning of the week causing a problem for Monday bookings.
The chairman also commended that the Trustees are not insured to clean the hall and this asks the question as to whether Brian is covered to do the maintenance?
E.K. agreed to clarify this when she attends her next WVHA meeting and report back.
The chairman asked for a vote as to whether we should hire a cleaner if funds allow and the result was five [5] in favour and two [2] against. It was agreed to investigate the cost of a cleaner and report back at the next meeting.
P.C. confirmed that the thank you letters had already been sent out to the helpers organising the Christmas tree although Sir Seton’s has not been sent to date.

Peter will purchase a gift for Tony Little'

Calendar of events – post Christmas arrangements

The decoration of the hall for the Christmas season was not organised well and needs to be planned earlier, also putting the decorations away after the festivities have ceased. It will be added to the calendar for this year with a proper schedule drawn up. N.D. would like to make the decoration of the hall a village event similar to the Wheatsheaf’s which was a huge success this last year.

As time was short it was agreed to have our next meeting to mainly deal with the calendar for the year.
Peter had a request for a booking on March 18th with JCH giving a lecture on the Royal Artillery. This would begin at 6pm and involve a question and answer session.
It was agreed to hold the first Bingo session on Thursday 16th February and a proposal for a Quiz & Supper on 25th February, the Wheatsheaf will be consulted.
We will hold another Art Ex this year, proposed dates Friday 6th and Saturday 7th October, to be confirmed.

Users of the Hall

Youth Club – N.D. reported that the youth club would now only meet in the hall once every other month starting in March. The alternative month will be a field trip or activity. This is due mainly to falling numbers and lack of stability from the adult supports.

Toddlers – A.W. is pleased with the numbers now attending the Chicks and looks forward to a exiting year. She was however unhappy with the cleanliness of the hall and reported that she regularly has to clean the hall before their meeting on a Monday. (please refer to ‘Maintenance Officer’s’ report)
Chicks are thinking of moving to a morning session rather than the afternoon. The chairman offered his praise for the piece Amanda had written for the Parish Magazine.

Women’s Institute – K.P. reported that the next meeting would be the AGM on February 9th.

Parish Council – B.K. gave a full report from the last PC meeting including:-
The coal fund has been awarded to 14 village residents; the grass cutting contract has been given to a Newbury firm; the VDS has been cancelled because of lack of interest; the new number for the police is 0845 408 7000 which will take the caller through to Devizes. The government want to amalgamate police forces throughout Britain but Wiltshire are against it, this is an on going discussion.
The next meeting will be Tuesday 14th March and Tuesday 9th May will be the AGM.
The minutes of all PC meetings can be read on the Chilton Foliat web site.

PCC – the next meeting will be 26th January, details to follow.

Any Other Business

Peter has painted the red line around the back room of the hall to comply with the Disability Act. There is still the floor to do but we are now well on the way to completing the project.

It was agreed to move the Risk Ass. to the next meeting.

Peter had the Charity Comm. update. Each member should read and check their details are correct.
Community First – WVHA Briefing days; if anyone wishes to go please could we have names a s soon as possible, thank you.

Liz was reminded the letter had not been sent to Sir Seton Wills for the Christmas tree as requested at the last meeting, apologies were given.

It was agreed to purchase a Laminator for posters advertising VH events. L.O.

The next meeting will be Thursday 23rd February at 7:45pm.
This will be mainly to deal with the Calendar of events and cover the Risk Assessment and have a Booking Officers report.
Meeting closed at 10 pm.

The minutes of the Village Hall Management Committee Thursday 17th November 2005

Present P.Camfield; L.Outridge; C.Kaneen; E.Keen; B.Keen; K.Parrack; A.Weller; N.Fritz

Apologies M.Summers

Opening Remarks

Peter welcomed the new committee and apologies were given.
The minutes of the last meeting were read and approved.
There were no matters arising.

Treasurers Report

Caroline reported that the recent Quiz night made just £5.17 after expenses but it was agreed that this was not meant to be a fund raising event but more as a PR exercise. However the numbers for catering were over estimated and we could have raised money if we had conducted a raffle. It was agreed that there was not sufficient time in the interval for a Club draw plus a raffle.
A full report was circulated showing a healthy balance of £6222.48 despite paying for the central heating. This is a wonderful achievement but the chairman gave warning that the lack of numbers supporting events may be because we have done so well with our grants and perhaps residents do not feel that their support is needed.

Bookings Officer’s report & 100 Club Report

Already circulated.

Hall Users

PCC – Peter announced that R.Youens is moving from the village and will be standing down as Church Warden making it very difficult for the remaining warden.
Parish Council – Brian gave early notice that the Christmas tree re-cycling can be done at Ramsbury Surgery and Kennet are re-cycling Christmas cards. After Christmas please hand your used cards to either Brian or to Chilton Foliat School.
The Village Design Statement has been postponed to another meeting.
The decision about the ownership of the land on which the Village Hall stands has now been passed to the land registry.
It has been agreed that the Parish Council can now use the hall for their meetings.
For residents still awaiting their green bins, the next expected delivery will not be until April 2006.

There were no other reports.

Maintenance Officers Report

The chairs had been wrongly stacked in the back room. This was due to a misunderstanding by Liz, apologies were given.
There was concern about the mess left after the last Youth Club meeting. However the Chairman had been informed and N. Fritz asked that a letter be sent to ask that all leaders are aware of their duty to oversee equipment being put away and the general tidying of the hall. The chairman was in favour of this action although it was not the action preferred by all those present.
Calendar of Events

The next event will be Bingo on Thursday 1st December, Peter asked that we erect the Christmas tree before that but it was agreed to stay with the arranged date of Saturday 3rd. December at 11am for decorating the hall. Could as many members as possible please come along to help with this task, thank you.
Nick Fritz and Liz asked that we purchase some new decorations this year, as the garlands etc are rather tattered and torn. It was agreed by this committee to spend up to £50 to replace the main decorations. Liz was asked to buy them.

The Carols Around the Tree will be on Friday 16th December, Peter asked Amanda to gather the children and do the countdown. It was agreed to meet at 6pm to set up and volunteers will be asked to supply mince pies, Nick F. will purchase some mulled wine. A £30 cheque will be needed for the band and there will be a double 100 Club Draw.

Any Other Business

Brian has ordered the tree for the green but reminded the committee that someone else will have to do it next year in his absence.
Helpers are Tony Little; Alan Cook and Harry Talmage.

Liz Camfield had asked if was possible to have a permanent tree planted there but it had been previously discussed and there wasn’t room in its present position. Eileen advised L. Camfield to write to the Parish Council to have it on their agenda for January.

The chairman asked that we all think about the diary for next year to be discussed at the next meeting.

After a lengthy meeting with Marilyn looking at the Rural Arts program, it was decided that there didn’t appear to be anything suitable for our hall until the Spring therefore it was decided to wait until the new program arrived and this would be looked at with a view to holding something in the New Year.
N.Fritz thought that even a small attendance would encourage interest but the chairman over ruled this.

Next Meeting will be Thursday 5th January 2006 at 7:45pm.

Minutes of the Village Hall Management Committee Annual General meeting held in the village hall on Thursday 17th. November 2004 at 8pm.

Present
P.Camfield; L.Outridge; K.Parrack; N.Fritz; B.Keen; E.Keen; C.Kaneen; A.Weller

Apologies M.Summers.

There were no public attendees.

Opening Remarks

Apologies are given to E.Keen, B.Keen, N.Fritz and K.Parrack as the advertised time of the meeting and the minuted times were different; this was due to an error by the secretary.
The Chairman welcomed those present to the AGM.

Minutes of Last AGM

The minutes of the AGM 2004 were read and approved and duly signed by the chairman.
There were no matters arising.

Treasurer’s Report

Caroline apologised that the books had not returned from the Auditors so she had produced a written break down of the year’s figures. However the chairman pointed out that we would have to hold an extraordinary meeting inviting the public prior to the next general meeting to officially adopt the financial statement.
A vote of thanks was given to Eileen for acting as treasurer during Caroline’s maternity break.
The chairman offered his thanks to Caroline for coping so well despite a very busy year personally.

Booking Officers Report

Marilyn had given a written report to the chairman showing the usage of the hall over the last twelve months. The chairman gave particular thanks to Kath for all the years she stood as Bookings Officer and asked for a vote of thanks to Marilyn in her absence for taking over the role.

100 Club Report

Nick Fritz was pleased to report that we have retained most of our 100 Club members from last year and the total to date is 105. There were a total of seven draws in the last year and the balance for the new chairs has been paid plus the purchase of more tables. The fund is now rising again and looking towards the next project, which it is hoped to be the porch out side the hall.
The chairman offered a vote of thanks to Nick and B.Keen seconded it.

Chairman’s Report

Peter read out his annual report and gave thanks to the committee for their continued support. It is felt that we will have to ‘lighten up’ the meetings to encourage more members to join and we are reminded that as volunteers we are bound to make mistakes sometimes but not to let this mar the achievements that have been made.
A full copy of the report can be obtained on request.
A. Weller offered a vote of thanks to the chairman and it was seconded by C. Kaneen.

At this point the committee should stand down but as there were no members of the public present the election of the new committee followed, the results were:

Chairman ………………………..Peter Camfield proposed by C. Kaneen and seconded by B.Keen

Secretary…………………...……Liz Outridge proposed by P.Camfield and seconded by K.Parrack

Treasurer……………………...…Caroline Kaneen proposed by E.Keen and seconded by P.Camfield

Maintenance Officer……………..Brian Keen proposed by N.Fritz and seconded by P.Camfield

100 Club Officer…………………Nick Fritz proposed by L.Outridge and seconded by P.Camfield

Bookings Officer ………………..Marilyn Summers proposed by P.Camfield and seconded by N.Fritz

Chilton Chicks Toddler Group…..Amanda Weller proposed by K.Parrack and seconded by E.Keen

Parish Council Representatives…..Eileen Keen and Brian Keen proposed by P.Camfield and seconded by
N.Fritz
Women’s Institute Representative...Kathleen Parrack proposed by L.Outridge and seconded by E.Keen

Parochial Church Council
Representative ……………………Peter Camfield proposed by N.Fritz and seconded by L.Outridge

Youth Club Representative……….This position will be decided on at the next extraordinary meeting

The three co-opted members are Caroline Kaneen; Nick Fritz and Liz Outridge, there is still one co-opted position to fill plus two further vacancies.
N.Fritz asked again that we write to the Charities Comm. to change our constitution in line with the new committee as we are still without a member from the School and they do not wish to have a representative on this committee.

The meeting closed and the date for the next AGM will be on Thursday 16th November 2006 at 8pm for the public followed by a regular committee meeting.

Saturday 2^nd December		Hall decoration day
Thursday 7^th December	7:45pm	Christmas bingo with Father Christmas gift to all
Friday 15^th December	7pm	Carols around the tree
Saturday 6^th January 2007		Hall de-decoration day / clean
Saturday 13th January 2007	2pm	Aesop's Fables