Davis Hall Meetings and Annual Report

The Davis Hall, West Camel

Registered Charity Number 1070729

Howell Hill, West Camel, Yeovil, Somerset  BA22 7QX

MINUTES OF THE MEETING HELD ON FRIDAY 13th October 2017

at 7.30 p.m. in the Committee Room

 

PRESENT: Brian Broomfield, Lena Morgan, Rob Gordon, Mary Gordon, Derek Street, Peter and Sue Agland, John and Joan Saunders , Jenny Down, Peter Naylor,

Carol and Simon Mellish.

 

APOLOGIES: Kathy Miller-Hunt, Bob MacLellan, Jean Cowan, Iaian Aird, Peter Moore, Graham Wreford

 

17:33 MINUTES of the meeting held on 04.08.17, having been circulated were agreed to be an accurate record and signed.

 

17:34  REMOVAL OF BUND  A response is expected from the Planning Department after 24th October.  There have been no objections.  Simon will contact ColourFence for lead in times and quotation.

 

17:35  TREASURER’S REPORT

            Current A/c                      £3,604                  Base Rate Savings A/c £12,215

Lena reported that she had overpaid the Lottery Board £1,800 when repaying the loan for the photovoltaic panels.  This will be refunded and she is setting it aside to cover Main Hall floor treatment.

 

17:36  BOOKINGS  Rob reported bookings amounting to £1,200 per month for the next six months – he is now budgeting on an average of £1,100.

 

17:37 CARETAKING, MAINTENANCE AND REPAIRS

Phil Reed had checked Vent Axia in Ladies – switched off at isolation switch above door.  Vent Axia in toilet for the disabled non-functional – he will replace it and the Running Man safety light over the main entrance to the Main Hall.  Simon will repair plasterwork knocked in the entrance to the storeroom.  MG will replace missing curtain runners at stage right.

Main Hall floor to receive treatment 21/22 December 2017.

If downlighters in Committee Room either flash or one goes out, they have been turned down too low on the dimmer switch alongside the door into the main hall.

 

17:38  EVENTS

8TH October, Harvest Lunch had been well attended.

Race Night on 18th November; proceeds to be shared between Theatre Group and Davis Hall.  Lena would help buy food and prepare but would not be there on the evening.  MG in Ireland.  Kim Bailey and Melanie Smallwood in charge of food, would appreciate help particularly with clearing up.

Camelot Music Nights October 25th and November 29th

Films:  27th October  ‘Whiskey Galore’ and 24th November  ‘Churchill’

 

17:39  USER GROUP COMMENTS  There were comments concerning inadequate clearing up.

 

17:40  OTHER MATTERS

MG had circulated a draft request for new members to join the Committee.  Agreed to put it out on the Village e-mail.

Discussed whether to supply additional regular hirers with their own keys, or install a key box for the Main Entrance.  Agreed to supply keys.  MG will have four cut.

 

Meeting closed at 8.10 p.m.

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Minutes of the meeting held at 7.30 p.m. in the Committee Room on

Friday 8th December 2017

 

PRESENT  Brian Broomfield, Lena Morgan, Rob Gordon, Mary Gordon, Jean Cowan, Jenny Down, Graham Wreford, Pete Naylor

 

Kim Bailey, Alison and Les Stevens

 

APOLOGIES  Kathy Miller-Hunt, Caro and Simon Mellish, Sue and Peter Agland, Derek Street,

John Saunders (and Joan), Iain Aird, Bob MacLellan

 

17:33 MINUTES of the meeting held on Friday 13th October 2017, having been circulated were agreed to be an accurate record and signed.  Alison Stevens and Kim Bailey were welcomed to the meeting as responders to the request for people to join the Committee.  They will receive Minutes and Agendas and generally be included in Davis Hall management with a view to joining the Committee in the  not too far distant future.

 

17:42  TREASURER’S REPORT

Bank Balances    Current A/c  4,594

                          Base Rate    12,220

                             Total       £ 16,814

The Lottery Board have refunded our overpayment and a FIT payment of £315.81 has been received.

Removal of the bund costs so far total £5,202.55 with a few more payments to come, but should be well under 8k budget.  It is intended to thank all involved with a meal at the Walnut Tree in the near future.  The job was achieved with minimum disruption and excellent mud management!

 

17:43  BOOKINGS RG reported the next six  months look healthy with over £1250 average per month well over target.  Two interesting bookings in 2018, in February Mott Macdonald have asked for an A303 consultation meeting – they will be asked to pay in advance in full this time, and in March a ‘Bumblebee Preservation Meeting’.

 

17:44  CARETAKING, MAINTENANCE AND REPAIRS  routine maintenance of the main hall due December 21st and 22nd 2017; Running Man light over main entrance to main hall replaced and Vent-Axia in toilet for the disabled replaced.  David Torrance had injured his hand but was back at work again.  Sarah had stood in for him for two weeks.

 

17:45  EVENTS

Senior Citizens Tea and Carols successful as ever

Glastonbury Brass Christmas Concert (better attended this year and very enjoyable)

Model Railway Exhibition 30th December

Pantomime  Aladdin 19th and 20th January

 

17:46  REMOVAL OF BUND 

400 tonnes of soil removed, and fence erected, base layer of gravel laid on Terram membrane, just awaiting top layer of pea gravel.  Parking bays to be marked and a ‘buffer’ erected to prevent damage to fence.  Appreciative comments received from many regulars on the improvement in looks and space.

Mary and Brian will visit the neighbours at ‘Bowers’ with regard to their requests concerned with light pollution.

Les Stevens (Clerk to the Parish Council) asked whether it would be acceptable to install a container for the storage of Parish Equipment in the corner of the car park where the ‘Flood Shed’ currently stands.  The Flood Shed would be removed and the container parked close to the new fence.  All were in favour; the container to be the same colour as the Colourfence, will stand a few inches taller than the fence.

 

 

17:47  USER GROUP COMMENTS

Items missing from the kitchen: 

Thornford Dancers report that their Squash supplies have gone missing and their counting clicker;

Short Mat Bowls have lost packets of biscuits.  MG and LM to look into provision of one of the lockable cupboards in the Committee Room.  (n.b. Pete Naylor thinks the Computer Club have a locked cupboard they no longer need in the Com. Rm.)

Just a gentle reminder that anyone availing themselves of coffee or hot drinks at odd times using Davis Hall supplies, is asked to put a donation in the red box.

 

MG had had a thank you note from Keith Tingey for an excellent dinner at The Walnut Tree provided by the DH in gratitude for his hours of work on CD’s recording the building of the hall so that future generations know where everything is.

 

Date of next meeting  February 9th 2018  at 7.30 p.m.

 

Meeting closed at 7.58 p.m.

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The Davis Hall, West Camel

Registered Charity Number 1070729

 

MINUTES of the meeting held on Friday 9th February 2018 in the Committee Room at 7.30 p.m.

 

PRESENT: Brian Broomfield, Lena Morgan, Rob Gordon, Mary Gordon, Jean Cowan,

Derek Street, Peter Naylor, Simon and Carol Mellish, Sue and Peter Agland, Jenny Down,

Graham Wreford, Bob and Jan MacLellan, Kim Bailey and Alison Stevens.

 

APOLOGIES:  Kathy Miller-Hunt, Peter Moore, Iain Aird, John Saunders

 

18:01  MINUTES of the meeting held on 8th December 2017, having been circulated, were agreed to be an accurate record and signed.

 

18:02  TREASURER’S REPORT

Bank Balances:  Current A/c  £3235

                      Base Rate A/c     £9223

Total                                      £12,558

 

Outgoings:  Floor maintenance £1,486 and removal of the bank £6562

A FIT payment of £107.36 had been received

Lena had switched to Onecom for Broadband supply owing to the problem of being unable to change the Plusnet account out of Dave Collins’ name.  Pete Naylor reports all working well with the new router.

 

18:03 BOOKINGS  Next 6 months averaging £1230 – £1250 per month.  Strictly Jive has moved to Somerton apart from the occasional date.  We had had an enquiry as to availability of time and space for  ‘Little Kickers’ – football for toddlers.  More information in April.

 

18:04  CARETAKING, MAINTENANCE AND REPAIRS

Floor maintenance has much improved the surface but does highlight damage done over the last two years including some deep scratches.

Removal of the bund is complete and the parking spaces in use.

We are unable to resolve the neighbours’ requests for low level lighting and a blind in the Ladies Toilets was thought to be unlikely to be of much practical help and would be very likely to get damaged.  The fence, considerably higher than the bund and higher than the hedge had been was still considered to be showing consideration for neighbouring properties and the adjoining land owner.

 

18:05  EVENTS

Pantomime had been well attended with over 300 tickets sold; Reeling Party for fewer participants this year had gone smoothly;  Railway Exhibition also well attended.

A303 Consultation well attended.

17th February                Indian Dinner

25th February                Chinese New Year

17th March                    Ceilidh  Cooks and bottlewashers required.

23rd March                    Film      ‘Dunkirk’

28th March                    Camelot Music Night

 

18:06  USER GROUP COMMENTS

Thornford Dancers and Short Mat Bowls thanked for cupboard space for their refreshments and padlock to protect them.

Meeting closed at 8 p.m.

Date of next meeting Friday 6th April

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The Davis Hall, West Camel

Registered Charity Number 1070729

Howell Hill, West Camel, Yeovil, Somerset  BA22 7QX

 

MINUTES of the meeting held on Friday 6th April 2018 at 7.30 p.m.

 

PRESENT: Brian Broomfield, Lena Morgan, Rob Gordon, Mary Gordon, Derek Street, Alison Stevens, Kim Bailey, Peter Agland, Sue Agland, Carol Mellish,

Peter Naylor, Graham Wreford, John and Joan Saunders

 

Apologies:  Kathy Miller-Hunt, Jean Cowan, Bob MacLellan, Iain Aird, Peter Moore, Jenny Down.

 

18:08  MINUTES of the meeting held on 9th February 2018 were agreed to be an accurate record and signed.

 

18:09 TREASURER’S REPORT

Bank Balances: Current A/c £3516

        Base rate Savings A/c  £9227  

                        Total           £12,743     

End of year accounts are completed and will be Independently examined by Cressida Goslin in preparation for the AGM on June 8th 2018.

 

18:09  BOOKINGS  RG reports Bookings healthy with an average of £1,125 per month for the next 6 months.  A Wedding party is booked a year in advance.  The Bumblebee Protection Society have held one meeting and are booked for another.

 

18:10  CARETAKING, MAINTENANCE AND REPAIRS

The Projector has had a full service.

The Sign has been restored and needs re-hanging

The table spanner has disappeared.  MG to order a replacement.

The Lunch Club has generously donated a new Fridge Freezer for the Committee Room to increase freezer capacity and provide for occasional Bar use. (To be delivered 15th April 2018, the old one which is showing signs of old age, will be removed at the same time.)

 

18:11  EVENTS

April 13th  Rose Hoskins Island Rambles (Bar and Projector)

Apri 25th Camelot Music Night

April 27th  Film:   Murder on the Orient Express (12A)

April 29th   British Heart Foundation Concert 2.30 start.

25th May  Parish Meeting

23rd May  Film:  The Post (12A)

30th May  Camelot Music Night

Friday 8th June  Davis Hall AGM (avoiding Jive on 1st)?

June 23rd Model Railway Exhibition

June 29th  Film:  Finding Your Feet  (12A)

18:12  DATA PROTECTION & GDPR

Pete Naylor and Mary Gordon had attended CCS training and Kim Bailey has studied necessary steps and guidelines, as a result of which  a Policy has been drawn up, suggested means of bringing hiring groups in line with the regulations were discussed and shared.  Detailed Procedures have been drawn up and will be displayed on the Notice Board. (see attached).  It will be necessary for anyone holding a list of personal data in any form  (name, address, telephone number, email address), to request permission from members to hold this information securely, i.e. on a password protected computer or in a locked filing cabinet, before 25th May 2018.  Anyone is entitled to unsubscribe at any time and have their details removed and anyone has the right to ask to see what records are held about themselves.  The Davis Hall will not share this information and will not process it.

18:13  USER GROUP COMMENTS

Community Council for Somerset Membership  The annual fee has risen from £40 to £100 in one go.  Trustees discussed whether to continue membership which provides information for Community Buildings (legal, financial etc.), Funding Advice and Hallmark Awards.  Non-members will no longer be entitled to Hallmark renewals.

While The Davis Hall can afford this amount it was felt on principle that the increase should have been spread over at least three years and was particularly hard on smaller halls with only local hirers and less income.  MG to write to CCS accordingly, explaining why we would not be renewing our subscription this year.

Carol Mellish reported she had found the Boiler turned off at the switch after the Easter Bank Holiday meaning that the Art Group was distinctly chilly and there was no hot water.  BB suggested we protect the controls in a locked box – he will investigate what is available.  LM has ordered 700l of heating oil as the guage was down to one bar.

The meeting closed at 8.23 p.m.

The Annual General Meeting will be held on Friday 8th June, preceded by a meeting to receive accounts and Trustees Annual Report at 7.00 p.m. and followed by a regular Trustees Meeting.

 

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The Davis Hall, West Camel

Registered Charity Number 1070729

Howell Hill, West Camel, Yeovil, Somerset  BA22 7QX

 

 

DRAFT MINUTES of the meeting held at 7 p.m. on Friday 8th June 2018 in the Committee Room

 

PRESENT:

Chairman:  Brian Broomfield

Vice Chairman:  Kathy Miller Hunt

Treasurer: Lena Morgan

Secretary:  Mary Gordon

Bookings Secretary:  Rob Gordon

Derek Street, John Saunders, Peter and Sue Agland, Graham Wreford, Jenny Down, Carol Mellish, Simon Mellish.

Nominees:  Kim Bailey, Alison Stevens, Jeff Smallwood

Joan Saunders, Barry Gadsden, Les Stevens, Nick Hill(St. Michael’s Scottish Dancers)

 

APOLOGIES:  Peter Moore, Bob MacLellan, Iain Aird, Jean Cowan, Kate Kirkham

 

  • The Trustees Annual Report, having been circulated was agreed to be an accurate record and accepted unanimously.

 

  • The independently examined accounts for the year 1st April 2017 to 31st March 2018 were approved and accepted unanimously.

Meeting closed 19.10hrs.

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The Davis Hall, West Camel

Registered Charity Number 1070729

Howell Hill, West Camel, Yeovil, Somerset  BA22 7QX

 

DRAFT MINUTES of The Annual General Meeting

held on Friday 8th June 2018 in the Committee Room at 7.15 p.m.

 

PRESENT 

Chairman:  Brian Broomfield     Vice Chairman:  Kathy Miller Hunt     Treasurer: Lena Morgan

Secretary:  Mary Gordon     Bookings Secretary:  Rob Gordon

Derek Street, John Saunders, Peter and Sue Agland, Graham Wreford, Jenny Down, Carol Mellish, Simon Mellish.

Nominees:  Kim Bailey, Alison Stevens, Jeff Smallwood.

 

Joan Saunders, Barry Gadsden, Les Stevens, Nick Hill (St. Michael’s Scottish Dancers)

 

APOLOGIES:  Peter Moore, Bob MacLellan, Iain Aird, Jean Cowan, Kate Kirkham

 

AGM18:01  MINUTES of the AGM held on 3rd June 2017 were circulated and approved at a meeting on 05.08.2017.

 

AGM 18:02  ANNUAL TRUSTEES REPORT  having been approved at the previous meeting, was presented.

 

AGM 18:03   CHAIRMAN’S REPORT  Brian Broomfield thanked retiring officers and welcomed newcomers.  He was pleased to report another successful year had passed and that the future looked assured for the years to come. (Report filed in Minute Book)

 

AGM 18:04  TREASURER’S REPORT AND PRESENTATION OF ANNUAL ACCOUNTS

Having been presented, accepted and signed at the previous meeting the accounts for the year

1st April 2017 to 31st March 2018 were presented.  Thanks to be conveyed to Cressida Goslin for once again being our Independent Examiner and to Lena for all her years looking after the funds and books.

 

AGM 18:05  ELECTION OF TRUSTEES

This year sees several changes:

 

Current Trustees

Chairman: Brian Broomfield                             Bookings Secretary: Rob Gordon

Vice Chairman:     Kathryn Miller-Hunt           Secretary: Mary Gordon

Treasurer: Lena Morgan                   

 

Representatives

All Saints Church                                                  Derek Street (retiring, Founder)

Art & Craft Group                                                Carol Mellish

Camelot Music Night                                           Iain Aird (retiring)

Camels Short Mat Bowls                                    Jean Cowan

Computer Club                                                     Peter Naylor

Cool Country                                                         Bob MacLellan(Founder)

Gardening Club                                                    Sue Agland

Methodist Church                                               Peter Moore (Founder

Model Railway Society                                       Simon Mellish

Theatre Group                                                      Peter Agland

Thornford Dancers                                              Graham Wreford (Founder)

West Camel Parish Council                                Jenny Down

Western Dancers                                                 John Saunders

 

Building Works sub committee: Simon Mellish and Graham Garrett

Lunch Club and general information are covered by Committee Members Lena Morgan and Mary Gordon

 

Nominees:  Kim Bailey,  Alison Stevens,  Kate Kirkham,  Jeff Smallwood (All Saints Church)

Four ‘Founder’ members of the Trustees were invited to stand down in order to accommodate the four new members without exceeding the numbers stipulated in the Trust Deed.  Founders will be most welcome at meetings and will receive Agendas and Minutes.  Iain Aird is unable to attend meetings and has stood down.

Jeff Smallwood will represent All Saints Church.

Kim Bailey has agreed to be Treasurer.

Alison Stevens has agreed to be Minutes Secretary .

Kate Kirkham has agreed to be Bookings Secretary.

These three were nominated by Mary Gordon and Seconded by Lena Morgan and accepted unanimously.

Remaining Trustees were re-elected en bloc as below:

 

Chairman: Brian Broomfield                             Bookings Secretary: Kate Kirkham

Vice Chairman:     Kathryn Miller-Hunt           Admin Secretary: Mary Gordon

Treasurer: Kim Bailey                                         Meetings Secretary:  Alison Stevens                             

 

Representatives

All Saints Church                                                  Jeff Smallwood

Art & Craft Group                                                Carol Mellish

Camels Short Mat Bowls                                    Jean Cowan

Computer Club                                                     Peter Naylor

Cool Country                                                         Bob MacLellan(Founder)

Gardening Club                                                    Sue Agland

Methodist Church                                               Peter Moore (Founder

Model Railway Society                                       Simon Mellish

Theatre Group                                                      Peter Agland

Thornford Dancers                                              Graham Wreford (Founder)

West Camel Parish Council                                Jenny Down

Western Dancers                                                 John Saunders

Davis Hall Cinema                                                Rob Gordon

Lunch Club                                                            Lena Morgan

 

Model Railway Society and Projects Sub Committee         Simon Mellish

 

MG to check with Graham Garrett whether he wishes to remain on the Projects sub-committee.

 

All regular hirers had been invited to put forward a representative with the very satisfactory result that almost all hirers are represented across a wide variety of interests

 

AGM 18:06  CARETAKING REPORT  David Torrance continues to clean once a week with hirers keeping an eye throughout the week and ensuring the Hall is ready for the next hiring.  There were no outstanding problems to report

Les Stevens suggested it might be worth installing a battery to store electricity from the Solar Panels.  MG to meet with Les to ensure we are getting as good a return as possible from the system.

 

AGM 18:07 USER GROUP COMMENTS  Simon Mellish requested that the store room be locked during parties as Railway layouts have been interfered with.  Key to be kept with other keys.

Feedback from occasional hirers has been very positive on all aspects of the hall and continues to bring in increasing numbers of childrens’ parties.

Short Mat Bowls and Thornford have had no further problems since they store their possessions in a cupboard.

 

AGM 18:08  QUESTIONS AND COMMENTS

St. Michael’s Scottish Dancers, as very regular hirers, would like to hold a key.  All in favour.  MG to supply key.

Meeting closed at 20:08 hrs.

 

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DRAFT MINUTES of the meeting held on Friday, 8 June 2018 immediately following the Annual General Meeting.

 

Present: Brian Broomfield; Kathy Miller-Hunt; Kim Bailey; Alison Stevens; Mary Gordon; Lena Morgan; Rob Gordon; Derek Street; Peter Agland; Sue Agland; John Saunders; Graham Wreford; Jenny Down; Carol Mellish;  Simon Mellish; Jeff Smallwood;

Joan Saunders; Barry Gadsden; Les Stevens; Nick Hill (St Michael’s Scottish Dancers).

 

Apologies: Peter Moore; Bob MacLellan; Jean Cowan; Kate Kirkham.

 

18:15 Declaration of Acceptance of Office and GDPR – a document was circulated for signing by all trustees present  .

 

18:16 Election of Officers

Chairman – Brian Broomfield agreed to continue for a further year.

Vice-Chairman – Kathy Miller-Hunt.

Treasurer – Kim Bailey

Booking Secretary – Kate Kirkham

Meetings Secretary – Alison Stevens

Admin Secretary – Mary Gordon

 

18:17 Minutes of the previous meeting held on 6 April 2018 had been circulated and were agreed to be an accurate record and signed.

 

18:18 Treasurer’s Report

Bank current account balance                   £  2,441

Base rate savings account balance             £12,230

Total funds                                            £14,671

 

Lena, as the retiring Treasurer, had prepared a draft budget for the coming year (18:18a).  A loss of £1,528 had been suffered during 2017/18, mainly due to the works to the car park, but it was anticipated that 2018/19 should see a profit in the region of £7,500, based on the information available.  No large projects have been planned.  Lena thanked everyone for their patience over the last few years.

Rob G proposed a vote of thanks.

 

18:19 Bookings

Rob reported healthy bookings, with a monthly average turnover of £1,100.  Summer months are usually quieter with more bookings anticipated from September to November, but they were expected to reach the forecast level.

Two handover sessions had been held between Rob and Kate, with further contact as matters arise, to ensure a smooth transition.

A vote of thanks was made to Rob.

 

18:20 General Data Protection Regulation (GDPR)

See note 18:15.

As the Davis Hall is not a private dwelling it had been necessary to pay for a CCTV licence.  This is now displayed on the statutory notice board.

 

18:21 Caretaking Maintenance and Repairs

This item was covered at the AGM.

The floor in the gentleman’s toilet will be monitored as it may need some attention.

 

 

 

18:22 Events – list of forthcoming events:-

 

Day Date Event
Saturday 23 June Model Railway Exhibition
Wednesday 27 June Camelot Music Night
Friday 29 June Film – Find Your Feet
Saturday 30 June Village Fete

Cam’s Kitchen – Italian Evening

Friday/Saturday 21/22 July Proctor Wedding
Wednesday 25 July Camelot Music Night
Thursday 26 July Film – Paddington 2
Friday to Sunday 27-29 July Art Exhibition – Wales Barn Group

 

An appeal was made for raffle prizes for the Village Fete

 

18:23 User Group Comments

Rob Gordon mentioned that, following Mary’s visits to other halls, it was apparent that the Davis Hall hire charges are low by comparison.  It was felt there was no urgency to increase the charges as costs are being covered but that they should be reviewed in the near future.

 

Lena Morgan advised that the new monthly charge from OneCom for the broadband is a fixed fee.  However, the phone is not covered by this and any outgoing calls made will mean an additional charge.  This is to be monitored.

 

Mary Gordon agreed to review the current hall policies to see if anything needs changing or updating.

 

DATE OF NEXT MEETING – 3 August 2018   (apologies from Peter and Sue Agland)

 

Meeting closed – 20:20

 

 

 

 

 

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