PARWICH.ORG

Parwich Memorial Hall Management Committee Meeting
8.00pm – 9.30pm 1st April 2009 – The Sycamore
Minutes

Minutes of previous meeting
a) Minutes were signed off from the Steering Group meeting of 12th March and AGM on 24th March

Matters arising – None

Election of Officers
All 5 officers were willing to stand again. Val Kirkham proposed they were accepted in office en masse. This was unanimously agreed.
Chairman, Mike Gerard-Pearse
Secretary, Amanda Johnson
Bookings’ Secretary, Janet Gosling
Treasurer, Ed Linnell
Entertainments Secretary, Sandra Chadfield

It was agreed to return to the issue of having a Vice-Chairman at the next full meeting.

Signing of the Minute Book
All present signed to acknowledge their acceptance of the Trust Deed (Constitution)

Building the Future
The Chairman introduced the Architect Keith Dobbins and explained that the plans were having to be redrawn as Marsh Grochowski were unwilling to release the originals. He also suggested the Committee might like to consider if the piano was used enough to justify the space it took up. Jane Harris said she would ask the Pre-School representative if they would be happy with a replacement keyboard. It was agreed to make a decision about this at the next meeting when members had considered it. Di Turnbull offered to price up the cost of several types of keyboard.

Keith Dobbins then shared detailed plans of ideas to date about re drawing of the toilets and storage solutions and these were discussed at length.

All User Group representatives (present) outlined their storage needs:
Horticultural Society – 6 boxes containing jars and vases (I tower of trolly)
Carnival and Recreation Committee – Flats, costumes on rail, curtain valances, and Wakes games equipment e.g. bean bags.
Over 60s – None
WI – None
Parish Council – None
Oddfellows – Banner and poles, Dispensation
Parwich Film Club – Flight case (Locked in one area)
Tennis Club – None
Stepping Stones (via a note from TM) – All equipment at the back of the Hall, a shed full of equipment and 8 bikes
School (Through the Chair of Governors) – A box of mats, a bench and some vaulting boxes
Youth Club – table tennis table, pool/snooker table, badminton posts and nets, keyboard, locked in an area separate from flight case)
Methodist Chapel – None
It was agreed that the Cricket Club probably did not need storage space as they had storage at the Pavilion but that this needed to be checked out with JFS.

Decisions after in depth debate:
 The toilet configuration as drawn was the best possible solution
 That one storage space would be taken up by the staging, chairs and current old tables, the middle storage space would be taken up by mainly Stepping Stones equipment and the third storage space would be for school gym equipment and other small storage needs
 That the items currently stored under the Stage needed to be sorted through to ensure only items that were likely to be used were considered for future storage
 There needed to be a shelf along the back of 2 of the storage spaces to stack boxes of User Group items
 That if User Groups had any other specific storage needs they would need to bring ideas to the next meeting about how these might be met. (In terms dimensions of equipment and door openings etc.)

JG then brought up the need for a bar which had not been planned for as a permanent fixture in the plans, though it was acknowledged that for functions with and without catering this was important for both catering and the bar. It was also acknowledged that the licence only permitted 12 bars a year without applying for further licences and this must be considered if costs were to be incurred in ‘building in’ a bar. The plans were perused and it was agreed there was no obvious place for a bar and that this needed to be considered and ideas brought to the next meeting.

AOB – None

Present
Janet Bainbridge, Ben Bennett, Sandra Chadfield, Arnold Chadfield, Betty Fentem, Mike Gerard-Pearse, Janet Gosling, Jane Harris Amanda Johnson, Val Kirkham, Denis Laycox, Pauline Laycox, Ed Linnel, Di Turnbull
Also present
Keith Dobbins (Architect), Jane Bennett (Filling in Youth Opportunities bid), Brian Beasley (Head of Technical group), Patti Beasley (Head of Communications group and design consultant).

Apologies
John Fuller-Sessions, Tracy Marshall

Date of next meeting
New Build agenda – 6th April 7.30pm Memorial Hall (With Design Team)