Minutes of the DVHA Committee Meeting held on 03 April 2008
at Frampton Village Hall, Frampton, Dorset BH20 7DT
Present:
West: Michael Stevenette (MS), Oscar Winsey (OW), Pat Pullen (PP)
North: no rep
South and Purbeck: Mary Mathers (MM) Secretary
East: Baird Oldrey (BO) Chair
Poole & Bournemouth: no rep
Member: Bill Crumbleholme (BC) Upwey VH
Apologies from: David McKinna (DMcK) Treasurer, David Vevers (DV), Hazel Clifton (HC), Lois Rose (LR)
1. Welcome
BO welcomed everyone and thanked them for supporting the meeting.
2. Minutes of last meeting
Minutes of meeting held on 8 January 2008 were agreed and signed.
3. Matters arising (not covered below)
BO reported that the DVHA domain name was still active and renewal is due Spring 2009.
4. Chairman’s Report
NVHF - BO reported that he had attended the NVHF lobbying Tea Party. It was on the same day as the Post Office Closure debate. Despite this 13 MPs and a Lord attended. He met John Grogan MP, Oliver Letwin MP and Annette Brooke MP plus members from other areas eg
Thriving Communities – BO reported that there were less funds available to halls; Central Government has cut funding, DEFRA has reduced funding to
BO and BC attended a training session for the Dorset Community Gateway. The Connecting Dorset project is progressing. Parish Council installations proceeding roughly to plan, Village Halls are slow to adopt. We need some ideas to encourage halls to join. The press launch of Connecting Dorset was on 28 April. Oliver Letwin MP was supportive. In his presentation BO emphasised the uniqueness of the project and
5. Secretary’s Report
Items covered elsewhere.
6. Treasurer’s Report
DMcK had emailed his financial report which had not changed since the report to end December 2007. He is anticipating the transfer of membership subs from DCA.
7. Correspondence
None
8. Organisation
Area meetings – MS has held a West Area meeting that was well attended.
BO has organised 3 Connecting Dorset roadshows at Cerne Abbas (C), West Moors (E) and Ibberton (N). 2 have been held to date and attendance has been very disappointing with 2 halls at each. The takeup is slow because there are many ‘small’ reasons to join rather than one large. Also it is involving the VHs in delivering a service rather than a facility which takes the committees out of their comfort zone. The people who are likely to be interested are not those who traditionally run halls. There are people that could do it but finding them is not easy. For example West Moors have a volunteer referred by the Dorset Volunteer Centre, teenagers doing their Duke of Edinburgh Award. BO discussed running costs with Chris Dobbs (PC representative on Connecting Dorset Board) who felt that Parish Councils may be prepared to fund through the precept. MS was concerned about the 4 hour commitment each week. MM advised that the time can be incorporated into other activities. BC recommended using the facilities to attract new people into the hall especially youngsters. BO pointed out that Magna Housing has invested so that their tenants can video conference with their offices. MM said that the Post Offices are no longer able to provide the services that they used to and rural populations are becoming disenfranchised.
Membership/Subscriptions – there seems to be general apathy of members that join. Lack of interest shows that demand for DVHA is low as 1 call to LR gives the required answer. PP pointed out that not everyone knows that she is leaving. BO pointed out that information on insurance saves his hall £1,000 pa. BC commented that his hall needs lots of information which could be available through networking. We must react to hot topics. We need active participation and more people on the Exec Committee especially as OW, DMcK and HC are retiring at AGM.
AGM - Saturday 10 May at Briantspuddle VH. AGM calling papers to be sent to members and non-members.
Agenda:
Need to identify a potential Treasurer to replace DMcK.
Working lunch
Area representation – map on board with pins
Refreshments: Sue Oldrey has kindly volunteered to organise food. PP and MM offered to help and MM will do teas/coffees. OW volunteered for washing up!
9. Reports on Projects
No project reports.
10. Website
Following half days training, BC has put some information on the DORCOM Gateway – gives the public face of DVHA – activities, AGM etc. It doesn’t have a huge amount of information on it but member halls can have their own pages. BC to enquire if there is a facility to have a standard template that halls can fill in. Bo has been accumulating information that could be loaded and MM will provide minutes.
The Yahoo group is a separate facility for members only to communicate, store information, forums event calendars etc. It’s very easy to set up and use but a bit confusing when you first log in. BC is still investigation. facility does group communication and round robins very well. It is a closed community with moderation. Can also post minutes and advise meeting dates. Will need access to list of members to verify membership.
11. Meeting Calendar
AGM on Saturday 10 May at Briantspuddle VH.
Next committee meeting at Morden Village Hall on Thursday 12 June 2008 @ 10 am. Funding is next hot topic
12. Any Other Business
None.
Mary Mathers
Secretary Dorset Village Halls Association