MEETING OF THE UMBORNE INSTITUTE TRUST

At Village Hall

Wednesday 6^th July 2011 at 8.00

APPROVED MINUTES

Attendees:

Rob Summers (Chairman), Ted Townsend (Hon Secretary), Paul Galloway (Hon Treasurer) Eleanor Wood, Liz Gosling, Sue Gush, Janet Coman, Peter Rugg, Neville Cheeseman,

Apologies:

Kimmo Evans, Paul Forster

Minutes

• Draft minutes of the meeting on 25^th May 2011

• Outstanding amendment to AGM minutes

Matters Arising:

Correspondence:

• Email from Rick, progress chasing various outstanding tasks

• Letter from Devon Association of Community Buildings – suppliers’ meeting

• Performing Rights Society want contact details – Paul Galloway

Secretary:

• As reminded by Rick, all of the tasks on the outstanding list remain outstanding. Appropriate promises made (with fingers crossed behind backs).

• Certification of Occupancy – Paul Forster has done a great job and the paperwork is now almost complete. We still require a simple briefing document for would-be occupiers. (How to…)

Sub-Committee reports:

Treasurer

• Out of £13,100 initially borrowed through Umborne Bonds, £6,850 has been repaid

• That leaves £6,250 still outstanding

• As at 1^st July, the cash balance was £15,000

• EDF Energy have agreed to refund £800 of overpayment and thereafter the monthly direct debit will be reduced to £15.00

Hall Building Project

• No progress on outstanding tasks.

New Hall Management and Maintenance

• Cleaning

  • Jan has found a cleaner

  • It was agreed to appoint her, initially on the basis of a weekly visit of 1^1/2 hrs a week + specials as required after / before major events

  • Agreed we will ask her to invoice us. It is not intended to create an employee relationship with associated implied commitments for holiday pay and / or accrual for potential redundancy.

  • Agreed to ask John Hewson’s advice about how best to clean the floor.

• Maintenance

  • Problem reporting

  • Responsibility

  • On-call contractors

• Storage

  • The guideline budget for the new design proposals is £25,000

  • Agreed not to proceed until we have:

(i) re-paid all outstanding bonds from Phase 1

(ii) clarified the budgeted running costs of the hall in its new form, the likely magnitude of future fund-raising income and therefore the annual surplus (if any) which can form the basis of a funding plan

(iii) put together and agreed a funding proposal on this basis

• No conclusions were agreed about the interim solution to storage

Entertainment and Fundraising:

• Thanks to Liz and Tony for all the hard work creating this year’s Steam Up. £570 was raised. The Fat Controller was commended for his control of the children as well as the trains.

• Thanks to all concerned for the UG / BBQ which raised £970. Once again there was good feedback from Axe Valley Runners

• Forthcoming events

• Saturday 20^th August – Cider Festival – Gerrard Arms
• Sunday 4^th September – Duck Race – Village Hall (with additional games for children)

Any Other Business:

• None

Next Meeting:

• Wednesday 24^th August 2011