Umborne Institute Trustees Meeting 14.10.10


At new Umborne Community Hall

Thursday 14th October, 2010, at 7.30pm


  1. Attendees:

Rob Summers (Chairman) Paul Forster, Eleanor Wood, Peter Rugg, Kimmo Evans, Liz Gosling, Sue Gush. Ted Townsend (Secretary), Neville Cheeseman, Janet Coman

  1. Apologies:

Paul Galloway (Treasurer)

  1. Minutes of the meeting on 22nd September were approved, subject to a footnote reflecting changes of dates. They were approved for signature and publication subject to these amendments.

  1. Matters Arising:

  • None

  1. Correspondence:
  • None

  1. Secretary:

  • Agreed that Ted Townsend would update the hall booking procedures and incorporate the latest local prices (provided in detail by Jan Coman) into a draft updated document. This to be issued as a draft for comments by Thursday 21st October 2010. Action Ted Townsend
  • Agreed to ask Rosemary Hewson if she would continue to manage hall bookings.

Action Rob Summers

  • Agreed that once the new rules were in place and the system had settled down, availability would be shown on the website. However, for the time being, bookings themselves would be processed only by telephone or email. Action Kimmo Evans

  1. Sub-Committee reports:

Finance and General Purposes:

  • Apologies from the Treasurer; no report.

  • In view of the close completion of the hall (and as such the end of the rebuilding project) Ted Townsend agreed to review project costs with Paul Forster and Paul Galloway and to update the Project Cost Spreadsheet, identifying all remaining payments outstanding and comparing these with the remaining cash available. Action Ted Townsend
  • Ted requested all involved to email him with details of any transactions undertaken during the last month, and which in his absence may have missed the purchase order procedure, so that no surprises remain unidentified. Action all present.

Entertainment and Fundraising:

  • The main purpose of the meeting was to discuss the arrangements for the opening ceremony and celebration.

  • Agreed date: Saturday 16th October 2010 at 4.00pm.
    • Opening formalities and cream teas between 4.00 and 6.00

    • Informal bring and share after 6.00

  • The idea of a harvest supper on 30th October has been dropped this year – too close to the opening.
  • The next event will be Twelfth Night 2011

New Hall Development:


  • Work is essentially complete, apart from cleaning up and cosmetics.

  • Building Regulations final approval has been sought and obtained

  • CDM regulations still need to be signed off


  • Some samples received but more work still required.


  • It is hoped that the new sink will be in place for the opening. However washing up will be avoided, by using disposable items as much as possible.

  • The cooker has been purchased but will not be installed by opening day.

  • Crockery has been purchased.

Car park

  • The requirement for a structure to identify the river-side boundary of the car park will be met by a (blue) rope and posts.

  1. Hall opening:

  • See above

  1. Any Other Business:

  • None

Next Meeting:

  • Date to be agreed, once the cost schedule has been completed and signed-off.