Minutes of the DVHA Committee Meeting held on Tuesday 4 August 2009
at Morden Village Hall, Wareham , Dorset BH20 7DL
Present:
Chair: Baird Oldrey (BO) - West Moors
Secretary: Mary Mathers (MM) - Morden VH
Members: Michael Sheasby (MS) - Thorncombe, Colin Rhymes – Stalbridge, John Clode - Canford Cliffs VH
Peter Orchard (
Apologies from: Marian Eldrett - Woodlands VH, Simon Thomson (ST) - LUCA, Bill Crumbleholme (BC), Upwey VH, Pat Pullen (PP) - Walditch VH, Brian Baggott (BB) & Pat Baggott (PB) - Moreton VH,
1. Welcome
BO welcomed everyone and thanked MM for hosting the meeting at Morden.
2. Minutes of last meeting
Minutes of meeting held on 30 May 2009 were agreed and signed.
3. Matters arising (not covered below)
The new licensing rules come into effect on 29/07/09 – information available on the DCA website.
4. Chairman’s Report
BO reported that he had missed the Thriving Communities meeting while on holiday. This group sets some budgets. There was also a presentation from people co-ordinating Olympic efforts.
BO has been talking to
The funding for the Connecting Dorset project finishes in March 2010. BO proposes that DVHA takes over the co-ordinating role.
It is important to have a focus for the rest of this year and BO proposed that we focus on the website. Lots of people haven’t yet met
To improve communication, we must focus on every hall having an email address – only 16 have not at the moment.
MS suggested that non-members be invited to area meetings to show them what they are missing.
JC commented that trustees need to keep themselves abreast of legislation. BO proposed that DVHA enabled training events by organising the hall and DCA providing the lecturer.
5. Secretary’s Report
MM reported that the NVHF AGM would be in November. The increase in Water Rates is being challenged. JC suggested that halls check that their bills from Wessex Water are correct.
6. Treasurer’s Report
JC reported that nothing has happened. BO has statements to February 2009 and will chase David McKinna to find out where the other statements are.
The following resolution required by the HSBC Bank was proposed by CR and seconded by MS.
(i) That the bank account be continued with the HSBC Bank plc (the ‘Bank’) and the bank is authorised to
a. Pay all cheques and other instructions for payment or accept instructions to stop such payments signed on behalf of the Association by any two of the listed signatories (the ‘signatory’) whether any account of the Association is in debit or credit;
b. Deliver any item held on behalf of the Association by the Bank in safe keeping against a written receipt of the signatory; and
c. Accept the signatory as fully empowered to act on behalf of the Association in any other transactions with the Bank (including closing any accounts).
(ii) That any debt incurred to the Bank under this mandate shall, in the absence of written agreement by the Bank to the contrary, be repayable on demand.
(iii) That the Secretary from time to time is authorised to supply the Bank as and when necessary with lists of persons who are authorised to sign, give receipts and act on behalf of the Association and that the Bank may rely upon such lists.
(iv)That these resolutions remain in force until cancelled by notice in writing to the Bank, signed by the Chairperson or Secretary from time to time acting or claiming to act on behalf of the Association and the Bank shall be entitled to act on such notice whether the resolutions have been validly cancelled or not.
Agreed unanimously.
7. Correspondence
None
8. Organisation
Partnership with DCA & Technology support
BO said that we needed a common view with DVHA and DCA as 2 sides of the same coin – professionals and volunteers working together. Communication is the best way of showing common views. We need to promote a single members area with matters of interest to hall management.
For the Dorset Halls website BO proposed that we sign up as DVHA and take the unlimited user option of £50.99 + VAT per year, building dorsethalls.net using DRUPAL. This could offer
~ List of members
~ Access Forums
~ Hall details
~ Newsflash
~ Diary for events
~ Event manager – booking online
~ Member & non-member sections
~ Facilities for pictures and videos
~ Automated email alerts.
Seconded bt CR, agreed unanimously.
CR suggested that the hall membership should be £35 next year.
BO said that we need to talk to
BO & PO to liaise over hall lists to mail all members and non-members. Each area representative to contact those halls that have no email address.
NVHF subscription
BO to confirm that the current bank balance is sufficient to pay the subscription.
Area Structure and Representatives
MS is in the West area.
9. Events
Area based meetings
10. Connecting Dorset Support
BO suggested that DVHA have an interest subgroup.
11. Reports on Projects
None.
12. Meeting Calendar
Next committee meeting early September 2009. Subsequently date confirmed as Tuesday 24 November at Upwey VH starting at 10 am.
13. Any Other Business
The pension rules for employees are changing which may affect some halls. Michael Stevenette to be asked if DVHA has permission to use the Coat of Arms.
Mary Mathers
Secretary Dorset Village Halls Association