CYNGOR CYMUNED DINAS POWYS COMMUNITY COUNCIL

MINUTES     of a Meeting of the Halls Committee held in the Old Library, Parish Hall, Dinas Powys, on Monday, 12th September 2011.

PRESENT :   Cllrs. Mrs V.M. Hartrey (Chairman), R.A. Foxwell, M. Hartrey, K. Hatton, Mrs. M.R. Hayley, Mrs. J. Jones and Mrs. G. Smith.

ALSO PRESENT:  Mrs. M. Wilson, Mr. O. R. Wilson, Mrs. S. Teagle, Mrs. H. Matthews, 

                            Ms. J. Gaitt, Mr. R. McAteer and Mr. P. Sampson.

18.     APOLOGIES FOR ABSENCE.  Cllr. Mrs. R. Reeves.

19.     DECLARATION OF INTERESTS:   There were no declarations of interest.

20.     TO MEET WITH RESIDENTS RE: COMPLAINTS REGARDING USE OF THE PARISH HALL

          A copy of a letter received from Mrs. M. Wilson, on behalf of concerned residents in Britway Road, was appended to the Halls Committee Agenda. Residents were invited to voice their concerns. The sound levels of music, the noise created by hall users and parking issues were raised.  Committee were also questioned on how events were regulated and their suggestions towards reasonable measures that could be taken to improve the situation.

          Due to the problems occurring during one-off hirings Committee agreed that specific functions will be monitored during the next month and also an approach will be made to the Vale’s Licensing Department to discuss ways of  the possibly of reducing the sound/vibration in the Hall.

Unfortunately with regard to the public parking on pavements, even though the Council could advise the hirer to advise guests not to park causing traffic problems, they could not enforce it – this was considered a Police matter which would be raised at the next PACT Meeting.

With regards to the double fire doors in the Parish Hall – Committee would investigate the possibility of replacing the current panic fire bolts and installing an alarm/buzzer on the doors to prevent them from being left opened.

Residents were thanked for their attendance and input at the Meeting.

21.     CONFIRMATION OF MINUTES. The  Minutes of the Halls Committee Meeting  held  on  Monday, 20th June 2011  having been previously  circulated  were  taken  as  read,   and   on   the   Motion   of   Cllr.  K. Hatton  and  seconded  by  Cllr. M. Hartrey it was  RESOLVED  - THAT  such Minutes be approved as a true record and signed by the Chairman.

22.     MATTERS ARISING FROM MINUTES: 

Hanging Baskets

The    Committee    requested    a   letter   of   appreciation   be   sent   to Mrs. Gaynor Wilton who had produced the lovely hanging baskets.

Parish Hall Lighting and Sound Equipment

Cllr. K. Hatton informed Committee that the cleaning and PAT testing of the Parish Hall lights had been completed. 

Soundcraft had inspected the sound desk and had stated that the cost of any repairs would be £65.00 per hour with a minimum charge of 1½ hours. Possibly the repairs necessary could amount to £150/£160 depending on the work required.  As the sound board is at least 10 years old Committee may wish to consider the possibility of purchasing an updated new board at an approximate cost of £330.   It was suggested that an approach be made to some of the users of the sound equipment to enquire if they would be willing to contribute to a new sound board.

Blackout Blinds

The blinds have now been installed

Curtains

Due to the condition of the old curtains it was considered that they would be unsaleable.

Committee agreed that the purchase of dressed curtains be put on hold.

Decoration of Walls – Lee Halls

Committee were informed that the painting of the foyer and the lower walls of the Lee Hall had been completed by the Maintenance Manager and the Cleaner at a cost of £208.27p (less VAT), staff overtime = £47.50p giving a total of £255.77p.  Committee requested their appreciation be forwarded to the staff concerned on their achievements.

Folding Tables – Lee Hall

The tables and trolley were in use and proved very successful.  Committee suggested that additional tables be purchased in the future.

Storage Area – Stage – Parish Hall

Committee agreed that only the stepladders be stored in the storage area.

Committee RECOMMENDED  -  THAT  the Handyman/Maintenance Manager clear under the stage and erect some shelving for storage purposes.

The A/Clerk was to contact a builder regarding the glass which had slipped on the roof above the stage.

23.     REVIEW OF HALLS HIRE CHARGES

Committee  RECOMMENDED – THAT  the majority of halls hire charges remain the same apart from Weddings and Private Parties.

Committee  RECOMMENDED  -  THAT to hire the Parish Hall for a Wedding be increased from £180.00 to £250.00 and Private Parties be increased from £110.00 to £150.00.

24.     CAVITY WALL AND LOFT INSULATION – LEE HALL

The  A/Clerk  was  enquiring  about  possible  grants to install cavity wall and loft insulation.  A  company  was  surveying  the  Lee  Hall  on  Thursday, 15th September with a view to quoting for the necessary insulation and other Companies will be approached.

Committee  RECOMMENDED  -  THAT  the loft spaces in the Lee Hall be measured by the Handyman/Maintenance Manager to price up for loft insulation.

25.     VENTILATION FAN – LADIES TOILETS – LEE HALL

It was suggested that some sort of permanent ventilation should be installed in the ladies toilets as there is a continuing mustiness in there.  The A/Clerk to make enquiries about a window fan which would be activated by the light switch.

26.     ANY OTHER BUSINESS

The A/Clerk was to arrange for the push button to reduce the amount of flushes in the gents toilets of the Parish Hall.

The A/Clerk advised that the Handyman/Maintenance Manager were going to measure up for suitable wall tiles to act as splash backs in the toilets, underneath the hand driers and in the kitchen of the Parish Hall.

The A/Clerk advised of the following necessary costs:

1.       Annual Servicing of Boilers – Parish and Lee Halls – The lowest quotation received totalled £210.00 for servicing of the central heating boilers  in  the Halls and the Medway Super Boiler in the Kitchen of the Parish Hall.

2.       Replacement Curtain Rails in the Lee Hall.  Committee were informed that the cost for replacement curtain rails will be £140.50.

Committee also requested the A/Clerk obtain the cost of new panic bars and an alarm or buzzer system for the double fire doors in the Parish Hall to ensure they are kept security closed during functions at all times.

Committee  thanked  the  Acting  Clerk,  all  staff  and  their  spouses  for  all  their  hard  work  in  preparing  for  the  Community  Service  on  Sunday, 11th September.   

27.     DATE OF NEXT MEETING – To be advised.